Enclosure No. 1 - RFP Instructions - RFP No. 5-P124-P-00107-00.d.docx

Enclosure No. 1

RFP No. 5-P124-P-00107-00

Enclosure No. 1 Part I:

REQUEST FOR PROPOSAL

Financial Management and Procurement Services Procurement Department Argonne National Laboratory 9700 South Cass Avenue, Bldg. 201 Lemont, IL 60439

REQUEST FOR PROPOSAL (RFP) NO. 5-P124-P-00107-00

This package includes RFP INSTRUCTION COVER LETTER, INSTRUCTIONS FOR PREPARATION OF PROPOSALS, AND NOTICES TO OFFERORS.

March 10, 2025

To All Prospective Offerors:

Subject: Request for Proposal (RFP) No. 5-P124-P-00107-00 based on Argonne Statement of Work for “Site Access Management Solution” dated March 10, 2025.

UChicago Argonne, LLC, operator of Argonne National Laboratory (Argonne or Laboratory) under a prime contract with the U.S. Department of Energy (DOE), has the responsibility of obtaining IT hardware, software, software implementation services, maintenance and support, and software training services which are the subject of this Request for Proposal (RFP). You are invited to submit a proposal for meeting this requirement. Your attention is directed to the enclosed documents which constitute requirements for this RFP and should be fully complied with or completed as indicated. Note that this is a request for proposal, not a contract/agreement. The Laboratory intends to issue an award resulting from this solicitation based on the Best Value/Trade-Off methodology.

It should be understood, there is no guarantee this RFP commits nor obligates the Laboratory to purchase any goods/services under this RFP or its resulting agreement/contract.

Enclosure No. 1: RFP Instruction Cover Letter, Instructions for Preparation of Proposals, and Notices to Offerors.

Enclosure No. 2: Agreement/Contract Articles and General Provisions applicable to any resultant agreement, including:

2. Draft Purchase Order.

2A. Appendix "A", Argonne Terms and Conditions (For Commercial Items), ANL-71-COM, dated February 13, 2023.

2B. Appendix "B", Argonne Statement of Work entitled, “Site Access Management Solution”, dated March 10, 2025.

2C. Appendix “C”, Travel Policy for Contractor Personnel, (ANL-529COM), dated March 20, 2015.

2D. Appendix “D-8-C”, Intellectual Property Provisions for Commercial Supplies and Services Requiring Delivery of Data, dated December 12, 2023.

Enclosure No. 3: Pricing Proposal Form, dated March 10, 2025 (Complete and Return).

Enclosure No. 4: Evaluation Criteria, dated March 10, 2025.

Enclosure No. 5: Pre-Award Information Representations and Certifications, ANL-70B, dated January 13, 2025 (Complete, Sign, Date, and Return).

Enclosure No. 6: Software as a Service (SaaS) Requirements, dated October 27, 2022 (Complete and Return).

GENERAL INFORMATION AND INSTRUCTIONS

A. Enclosure No. 1 provides instructions for preparation of your proposal.

B. Enclosure No. 2 represents the anticipated agreement format, including standard terms, provisions, and scope of work. This enclosure was provided for your information and review. Unless notified during any subsequent negotiations, these documents will be included in any resultant agreement. Any request for deviation or waiver from terms or conditions provided herein must be addressed in writing with your proposal. Your request must specify the particular term or condition that you desire altered, changed, or deleted. Identify the basis of your request. Such exceptions, deviations or conditional assumptions will not of themselves automatically cause a proposal to be deemed unacceptable to the Laboratory. However, a large number of exceptions or one or more significant exceptions not providing benefit to the Laboratory may result in rejection of your proposal(s) as unacceptable.

C. Enclosure No. 3 is the pricing format to be used when submitting your price proposal. Instructions are provided below.

D. Enclosure No. 4 sets forth proposal evaluation criteria and their relative importance.

E. Enclosure No. 5 is a questionnaire of Pre-Award Information and a Booklet of Representations and Certifications. This booklet must be completed in its entirety, signed, dated, and returned with your proposal. This booklet is considered essential, and no award will be issued without receipt of a properly executed booklet. Please note that your company must have an active registration on SAM.gov prior to award.

F. Enclosure No. 6 is a questionnaire of Software as a Service (SaaS) requirements. This questionnaire must be completed in its entirety and returned with your proposal.

This RFP is not intended and shall not be construed to commit the Laboratory to pay any cost incurred in connection with any proposal or to procure or contract for any supplies/services. The Laboratory reserves the right to accept or reject any or all proposals if that is determined to be in the best interest of the Laboratory. Award may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms.

Please acknowledge receipt of this RFP by return email to jpatton@anl.gov.

Sincerely, Jack Patton Procurement Specialist II E-Mail Address: jpatton@anl.gov

Enclosure 1 Part II:

INSTRUCTIONS FOR PREPARATION OF PROPOSALS

Proposal Submission Format:

The proposal shall be in three (3) parts: Part I – Technical Proposal, Part II - Business Management Proposal, and Part III – Cost/Price Proposal. Each part shall be separate and complete in itself so that evaluation of one may be accomplished independently of and concurrently with evaluation of the other. In no instance shall Part I, Part II, and/or Part III be bound together or presented in such manner as to make them not severable. The Technical and Business Management Proposals shall not contain any reference to cost/pricing. The Technical Proposal must disclose your project approach in as much detail as possible including, but not limited to, the requirements of the Technical Proposal instructions.

Unnecessarily elaborate brochures or other presentations beyond that sufficient to present a complete and effective proposal are not desired and may be construed as an indication of the offeror's lack of cost consciousness. Elaborate artwork, expensive visual and other presentation aids are neither necessary nor wanted. Proposals should be prepared with maximum economy, consistent with this procurement, to ensure that the resources of both offerors and Laboratory evaluators are efficiently utilized. EMAIL SUBMITTAL OF PROPOSAL IS REQUIRED. Proposals shall be e-mailed with each part attached as a separate file: one file for Part I - Technical Proposal, a second file for Part II – Business Management Proposal, and a third file for Part III – Cost/Price Proposal. DO NOT INTERMINGLE THESE DOCUMENTS.

Offerors should indicate on the first page and on each subsequent page of their proposal only those pages, sections, paragraphs, or areas, which they consider to be proprietary (do not mark the entire proposal proprietary). Offerors should refer to the enclosure entitled “Pre-Award Information and Booklet of Representations and Certifications,” second page “Notice”. UChicago Argonne, LLC operator of Argonne National Laboratory (Argonne or Laboratory) assumes no liability for disclosure or use of unmarked data and may use or disclose such data for any purpose.

Part I – Technical Proposal:

Enclosure No. 4 identifies the criteria that will be used to evaluate the merit of the proposals in response to the Statement of Work (SOW). RFP response will be evaluated based on proposed software solution, implementation plan, training solutions, functionality and ease of use, and software support ability.

The technical proposal shall contain responses for all of the requirements referenced within the Statement of Work. This should be written in the form of an integrated narrative and/or include a point-by-point response to the requirements and options contained in the RFP. The responses should provide the technical details of how the Offeror will meet the proposed requirements and not provide simple "Offer complies" with no details unless appropriate to the requirement.

Service offerings must contain a complete description of service, and technical support terms

To facilitate review of proposals, the information presented should follow the same format and arrangement sequence as outlined in Enclosure No. 4, Evaluation Criteria.

A. Criterion 1: Technical Requirements. Provide a narrative as to how you are able to meet or exceed the requirements of the Statement of Work, as detailed in Section 4 “Requirements” of the Statement of Work. Your proposal should be organized in the order in which the sections (and sub-sections) are outlined in the Statement of Work. All requirements features must be described in detail sufficient to allow evaluation and should include any documentation or diagrams that support the requirements.

B. Criterion 2: Software implementation plan, training plan, and period of performance timeline.

C. Criterion 3: Functionality and ease of use of solution.

D. Criterion 4: Ability and commitment to service and support of the software and its operation over the term of the contract.

Part II – Business/Management Proposal:

Part II should include the minimum following information for a responsive Business Management Proposal (in order to facility the review of proposals, the information presented should follow the same format and arrangement sequence as outlined below):

A. Financial Condition and Capability: The offeror's financial condition and adequacy of working capital will be evaluated to determine if adequate resources are available and committed to allow for successful performance. Contractor shall provide their most recently completed quarterly or yearly financial statements, inclusive of notes to the consolidated financial statements, in addition to any other supporting documentation that demonstrates the financial health or viability of offeror’s organization. Financial statements should contain prior period(s) information. Audited Financial Statements are preferred, but not required. Unaudited financial statements may result in additional inquiry and/or required supporting evidence. Preference will be given to offerors that demonstrate minimal financial risk in ability to successfully execute the agreement.

B. Acceptance Period of Proposal: Offeror shall provide a statement that the proposal will remain valid for acceptance for a minimum period of one hundred twenty (120) days after the closing date set for receipt of proposals.

C. Authorized Representatives: Offeror shall provide the names, titles, email address, and telephone numbers of the person(s) authorized to negotiate on behalf of the Offeror with the Laboratory.

D. Pre-Award Information. Include a fully completed and signed “Pre-Award Information and Booklet of Representations and Certifications” with your proposal. A copy of the Booklet is included as Enclosure No. 5 to this RFP. In addition, to be considered for award, Offeror must be registered in System for Award Management (https://www.sam.gov/) prior to submitting a proposal.

E. Exceptions and Deviations. Offeror shall provide comments describing whether or not they accept proposed agreement, its schedule articles, statement of work and general/specific terms and conditions. The exceptions, deviations, or conditional assumptions taken must contain sufficient amplification and justification to permit evaluation(s). Such exceptions, deviations or conditional assumptions will not of themselves automatically cause a proposal to be deemed unacceptable to the Laboratory. However, a large number of exceptions or one or more significant exceptions not providing benefit to the Laboratory may result in rejection of your proposal(s) as unacceptable.

F. SaaS Questionnaire. Provide comments to this questionnaire as Argonne seeks a Software as a Service (SaaS) solution due to the desire for product innovation, expedient implementation, predictable operating costs, low administrative and internal IT overhead, and enhanced customer support.

Part III – Cost/Price Proposal:

The Offeror shall complete Enclosure No. 3, “Price Proposal Form”. The offeror is expected to propose all base prices, and any options described. Offeror shall also provide any narrative information which may be necessary to clarify any items included in the Price Proposal, such as assumptions made, contingencies used, etc.

Enclosure 1 Part III:

NOTICES TO OFFERORS

I. Explanation to Prospective Offerors

Any prospective offeror desiring an explanation or interpretation of the solicitation, statement of work, etc. must request it in an email to jpatton@anl.gov by 3:00PM CST on March 21, 2025, to allow a reply to be provided to all prospective offerors. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all prospective offerors as written addenda to the solicitation if such information is necessary for submission of an offer, or if the lack of the information would be prejudicial against any other prospective offeror. Oral explanations or instructions given before the award of an agreement will not be binding.

II. Submission of Offers

A. Offers shall be submitted via e-mail to jpatton@anl.gov by 5:00 PM, CST on April 11, 2025. Please reference the RFP number 5-P124-P-00107-00 in the subject line.

Facsimile, hand delivered, or mailed offers will not be accepted.

B. The first page of the proposal must show—

1. The solicitation number.

2. The name, address, email address, and telephone number of the offeror and

3. Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent should accompanied by evidence of that agent’s authority unless that evidence has been previously furnished to the issuing office.

C. Late Proposals and revisions.

Any proposal received at the email designated in the solicitation after the exact time specified for receipt of offers will not be considered unless it is received before award is made and it is determined by Argonne to be in the best interest of the Laboratory.

D. Offerors may submit modifications to their proposals at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

E. Following the solicitation closing date, offerors may submit revised proposals only if requested or allowed by the Laboratory Procurement Official.

F. Proposals may be withdrawn by email notice received at any time before award.

III. Selection and Award

A. A proposal may be eliminated from consideration if the proposal is so grossly and obviously deficient as to be totally unacceptable (e.g. should the proposal not represent a reasonable initial effort to address itself to the essential requirements of the RFP or clearly demonstrate that the offeror does not understand the requirements of the RFP).

B. Offerors should be prepared to respond to requests by the Laboratory Procurement Official for oral presentations or written discussions, or both, facility surveys, and other information as may be necessary to assist in the detailed evaluation process. The Laboratory reserves the right, however, to 1) make a selection without discussion with any of the offerors; 2) reject any and all offers; and 3) waive informalities and minor irregularities in offers received. It is, therefore, emphasized that each initial offer should be submitted on the most favorable terms to the Laboratory that the offeror can submit.

C. The Laboratory may solicit, from available sources, experience data concerning an offeror’s past performance and may consider such information in its evaluation.

D. The Laboratory intends to award an agreement(s) resulting from this solicitation to one or more responsible offeror(s) whose proposal(s) conforms to this RFP and represents the best value after evaluation in accordance with the evaluation criteria stated in Enclosure No. 4.

E. If the Laboratory Procurement Official determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Laboratory Procurement Official may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

IV. Amendments To Solicitation

If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge, in writing, receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

V. Proposal Preparation Cost

This Request for Proposal does not commit the Laboratory to pay any cost for the preparation and submission of a proposal, and such costs shall not be paid.

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