435797 Pre-Quote Presentation.pdf

Pre-Quote Meeting

RFQ No. 435797

Installation of Beamline Shielding Enclosures

10/23/2023

Point of Contact Contractual Representative:

Maile Nichols, Contracts Specialist

Brookhaven Science Associates (BSA)

Procurement & Property Management (PPM) Division

P: (631) 344-3936

E: mnichols@bnl.gov mailto:jfamiglie@bnl.gov

Agenda

1. Procurement briefing– Maile Nichols

2. Safety briefing – Bob Lee

3. Technical briefing – Jake Hawkes

4. Questions

Meeting Guidelines/Disclaimer

1. Any agreements or statements made today are non-binding. Changes can only be made by the Contracts Specialist via amendment to RFQ 435797.

2. If the event of any discrepancies or contradictions between this presentation and the posted solicitation documents, the solicitation documents prevail.

RFQ Schedule RFQ Released:

Thursday, 10/18/23

Pre-Quote & In-Person Site Tour Meeting:

Monday, 9/19/23, 9:00 A.M. ET

RFQ Questions Due:

Tuesday, COB on 10/24/23

Quotes Due:

Tuesday, 10/31/23, by 5:00 P.M. ET

Award:

November 2023 (target)

RFQ Contents

• Request for Quote

• Enclosure A “Draft Contract 435797”

• Attachment 1 “Statement of Work”

• Attachment 2 “QA-101 Document”

• Attachment 3 “Health & Safety Plan”

• Attachment 4 “PD-CDI-HU-1110”

• Attachment 5 “PD-CDI-HU-2000”

• Attachment 6 “PD-29-ID-HU-1100”

• Attachment 7 “PD-LAY-1006”

• Enclosure B “AMS Form 050 Annual Reps & Certs”

• Enclosure C “Quotation Pricing Sheet”

• Enclosure D “Vendor ACH Authorization Form” *

• Enclosure E “W-9 Form” *

• Enclosure F “W-8 Form” * *These forms are only required from the successful offeror if the offeror is new to doing business with BSA.

Quote Submission

• This RFQ provides for full and open competition.

• Quote submission must include RFQ Enclosure C; Enclosure B is also required if entity not registered in SAM.gov. Provide your SAM.gov Unique Entity Identifier Number in Enclosure C.

• This Contract will incorporate by reference FAR 52.222-41 Service Contract Labor Standards and the Service Contract Act in its entirety.

Offerors shall provide its list of Occupation Codes that will be utilized throughout performance of this contract.

• Quote must address BSA’s technical requirements and meet the RFQ Qualifiers as defined in Section 3.0 of the RFQ to be considered for award.

Quote Submission (cont.)

• Enclosure A and its attachments are not required for quote submission (terms and conditions, Statement of Work, post-award documents). By signing and providing Enclosure C, Offeror acknowledges and agrees to BSA's requirements, terms and conditions, and delivery schedule, and agrees to provide the resources necessary to meet BSA's delivery schedule.

• Quotes must be submitted electronically mnichols@bnl.gov prior to the due date for quotes. Mailed or hand delivered proposals will not be accepted.

RFQ Terms and Conditions

1. Period of performance: TBA

2. This requirement will be a firm-fixed-price contract award.

3. This Contract will incorporate by reference FAR 52.222-41 Service

Contract Labor Standards and the Service Contract Act in its entirety. The wage determination for this effort shall be subject to the locality where service is being performed. All provisions of the

Service Contract Act must be adhered to (i,e. Health and Welfare, Vacation, Holidays, etc.).

RFQ Terms and Conditions (cont.)

1. The following provisions and clause are applicable:

a. BSA’s General Terms and Conditions for Non-Commercial Services, (Rev. 22, Sep 2022)

b. BSA’s Supplemental Terms and Conditions for the Price-Anderson Act (Rev. 22, Sep 2022)

c. BSA’s Supplemental Terms and Conditions for Work by Contractors on Site at BNL (Rev. 22, Sep 2022)

1) In accordance with Article 8 of these Supplemental Terms and Conditions, the Contractor is required to provide a Phase Hazard Analysis (PHA).

d. DEAR 970.5223-4, Workplace Substance Abuse Programs at DOE Sites (Dec 2010)

2. Payment is Net 10 for small businesses; Net 30 for large businesses.

RFQ Qualifiers

1. Does the offeror have previous experience installing steel structures of comparable complexity as the hutches identified in the SOW and shown in the attached drawings?

a. If yes, the offeror shall provide references for at least 3 successfully installed and tested structures of comparable complexity. The references shall include the name of the organization, contacts, phone numbers, and e‐mail addresses.

b. Failure to provide the above information will render your offer non‐responsive.

2. The Offeror must read and agree to comply with the attached Health and Safety Plan, BNL document NSLSII-ESH-PLN-013.

a. The Offeror shall include a signed letter as part of its quotation package acknowledging that the vendor has read the BNL HASP and agrees to comply is required with the Quote.

Basis for Award

• Section 3.0 of RFQ Letter provides that BSA will make award to the responsive and responsible offeror who submits the lowest total evaluated price, and who meets all of BSA’s technical requirements (including the RFQ Qualifiers), as stated in the solicitation.

• BSA reserves the right to reject any/all quotes.

• NOTE: Potential awardee will be required to develop, implement, and submit a workplace substance abuse program that complies with the requirements of 10 CFR part 707, Workplace Substance Abuse Programs at DOE Sites, as a condition for award of the subcontract.

The DOE Prime Contractor will review and approve the subcontractor's program and will periodically monitor each subcontractor's implementation of the program for effectiveness and compliance with 10 CFR part 707.

Safety Briefing:

RFQ for Installation of Radiation Safety

Enclosures (Hutches)

Bob Lee

SAFETY FIRST!

You must Understand and Comply with all requirements for the Integration of Environment, Safety, and Health into Work Planning and Execution. It is your responsibility to make sure that all of your subcontractors are aware of these requirements and comply with them.

The awarded Contractor and all subcontractors will be required to submit Compliance Letters to BSA’s Technical Representative acknowledging this.

Safety (continued)

•The awarded Contractor is required to immediately report all incidents affecting cost or schedule (accidents, work delays, etc.) to both the BSA Contractual Representative and Technical Representative listed in your contract.

SAFETY DELIVERABLES:

• Contractor Vendor Training required for all employees. It is given Monday, Wednesday and Friday from 8:30 AM to 10:30 AM at Building 938 (check class availability for Covid-19 restrictions).

• Contractor is responsible for all aspects of construction safety on the BNL site.

• A BNL approved Construction Health & Safety Plan (HASP), document NSLSII-ESH-PLN-013, has been included with the RFQ. A qualifier for bidding is to read and agree to comply with the HASP. The Offeror shall include a signed letter as part of their quotation package acknowledging that the vendor has read the BNL HASP and agrees to comply. This is required with the Quote.

• The Buyer/Contract Specialist notifies the Technical Representative and the Construction Safety SME that the Compliance Letter has been signed.

• BNL enforces strict adherence to OSHA & DOE 851 Standards. Non-compliance will result in a contractual work stoppage until issue is corrected. These observations are documented.

• Hard hats, safety glasses, safety shoes and hi-vis apparel are minimum required PPE.

WELDING AND CUTTING PERMITS:

• Will be issued by BNL Fire Group and requires 48-hour notice. Requires a fire watch (Contractor) with no other duties but to watch the operations until completion.

• Working on or near BNL’s energized equipment: BNL Occurrence o No working on or near energized electric.

o All attempts will be made to eliminate the hazard on or near energized equipment.

o Contractor responsible for lockout/tagout must coordinate with MPO.

o Must comply with requirements of NFPA 70E.

• Contractor must present appropriate and current training, and experience.

o LOTO (BNL LOTO and job specific if needed) o Fall Protection o Training on company equipment and Lifts needed for access o All heavy equipment is inspected by BNL o Site Specific Training (TBD)

• Confined space permits: If confined space work is required, contractor must have a written Confined Space Entry Procedure approved by BNL.

• Cranes, trucks, and heavy equipment are subject to inspection/approval of BNL prior to use. Provide minimum 48-hour notice of all equipment arrival and use. Any equipment should first be inspected at your yard.

• Traffic Safety must comply with NYDOT/MUTCD.

• Housekeeping - maintain a clean and organized work area.

• SBMS (External) - External SBMS Files - Tile View (sharepoint.com) for additional information

• Fall Protection – if conventional fall protection measures cannot be achieved, a written fall protection plan must be submitted.

• MPO Lessons Learned injury https://brookhavenlab.sharepoint.com/sites/External_SBMS/Shared%20Documents/Forms/Tile%20View.aspx?id=%2Fsites%2FExternal%5FSBMS%2FShared%20Documents%2FExternal%20SBMS%20Files&p=true&ct=1661365506388&or=Teams%2DHL&ga=1

CITIZENSHIP:

• Must be a U.S. Citizen or approved Legal Alien (45 days) and must present a valid passport.

• When physically obtaining a badge BNL will ask for “Real ID” documentation in order to confirm identification of the employee and to obtain a BNL badge.

Failure to provide any or all the required submittals with your proposal may result in your proposal being considered non-responsive.

Technical Scope of Work Radiation Shielding Enclosure (Hutch) Installation

Jake Hawkes

Scope of Work

• Contractor shall furnish fully qualified personnel to perform concrete penetrations

(drilling), concrete cutting and chipping, rigging, lifting, bolting steel, cutting steel, lead handling, cutting lead with dust collection, light painting for touch-up.

• Work shall also include but not be limited to:

• Drilling and installing BNL supplied anchors into concrete floors and walls

• Cutting an chipping trenches in concrete floor for doors

• Hoisting steel L-beams, wall panels (3.5m tall, up to 5,800 lb), header panels

(4,800 lb) and ceiling panels. BSA shall provide a lifting fixture. Contractor shall be responsible for providing their own 5-ton forklift. BSA riggers will help with heavier downstream wall panels

• Fastening steel to concrete using expansion type anchors (anchors provided by

BSA)

• Bolted connections between steel members

• Lead handling and cutting using minimal dust producing techniques

• Hanging and adjusting sliding doors (2,800 lb)

• Installation of guard rails, stairs, gates, and modifications to guard rails on the

NSLS-II mezzanine to facilitate and control access to each hutch roof.

• Conducting and attending pre-work briefings to plan and safely conduct installation activities

• Inspecting, checking, and documenting installation meets all BSA requirements

• Coordinating and interfacing with BSA staff to assure all BSA requirements are met safely and in a timely manner

Scope of Work

• Normal work hours will be from 7:00 AM to 5:00 PM, Monday through Friday, a

40-hour week. These hours may be modified at the discretion of BSA in concurrence with the Contractor. Hours worked on weekends and Holidays work will be considered as overtime and compensated according to the established rates in this contract. For weekday overtime compensation, individuals will be compensated only after 40 hours.

• Work Outside of these times is acceptable but must be coordinated with

BNL.

• Work environment:

• Interior, temperature controlled space on experimental floor of Building 740

• Work that will generate vibration such as drilling, cutting and chipping concrete must be coordinated with BNL staff to avoid disturbing sensitive experimental equipment. This work may have to be performed during shut-downs or on weekends

Installation Sequence

Phase 1: Cut door trenches in concrete floor and mount Unistrut to concrete walls.

Phase 2: Apply ¼” thick lead gaskets to the wall and floor. Anchor L-beam ledger to concrete wall.

Phase 3A: Lift and the install first wall panel

Panel Joint Strip

Corner lead

Pressure plate

Z trim

Wall anchors

Pressure plate hardware

Lead gasket

Phase 3B: Stabilize the wall panel. Phase 3C: Lift and install the roof panel.

Stabilize panel by attaching Unistrut between panel and concrete wall.

Roof Panel

Phase 3D: Fasten the Roof Panel to the ledger and to the wall panel using clamps as shown above.

Ledger angle side

Wall panel side

Phase 4A: Install and brace Jack Panels on either side of door opening.

Phase 4B: Install and brace Header Panel over Jack Panels. Then install four more roof panels.

Phase 5: Install two more Wall and two more roof panels.

Phase 6A: Install and brace two more Jack Panels and Header Panel.

Phase 6B: Install five more Roof Panels.

Phase 7A: Install Corner Panels.

Phase 7B: Install End Wall Panels.

Phase 7C: Install Final Wall Panel. Phase 7D: Install Final Roof Panels.

Phase 8A: Install Lead Trim

Phase 8B: Install and fasten Trim Covers

Phase 9C: Install Air Inlet Labyrinth and fan

Phase 9B: Install Stairs

Phase 9A: Install Toe-Kick and Guardrails

Phase 10: Install and test Hanging Sliding Doors

Test Sequence

• Door motion tests: Measure manual door operation using force gauge along with BNL staff. Make any adjustments to door hardware required and re-test until operating within spec.

• Labyrinth Tests: Check that all labyrinths open and close properly along with BNL staff.

• Light Leak Test: Perform light leak test along with BNL Staff. Fix any areas where light is leaking through hutch.

• Measure and check level along with BNL staff.

• Mark-up as-built drawing set along with BNL staff.

Questions?

Thank you for attending the virtual Pre- Quote meeting.

We look forward to receiving your Quotes!

Feel free to contact the Contract Specialist with any questions.