1. RFP HW-03292024_Bifurcated Chambers.pdf

(9/8/23)

REQUEST FOR PROPOSAL (RFP) No.: HW-03292024

PROPOSAL DUE DATE: 5/3/2024

North American Industry Classification System (NAICS) Code: 332721

Procurement Point of Contact: Howard Wilson Telephone No: (510) 486-7987 Email: hjwilson@lbl.gov

University of California, Manager and Operator of Lawrence Berkeley National Laboratory Request for Proposal No. HW003292024

1. INTRODUCTION

The University of California, Lawrence Berkeley National Laboratory ("University" or "LBNL") requests a proposal for Storage Ring (SR) Bifurcated Chambers, in accordance with this RFP, Sample Subcontract, and other enclosures.

This solicitation is governed by procurement policies and procedures established under the University’s Prime Contract No. DE-AC02-05CH11231 with the U.S. Government, represented by the Department of Energy (DOE), for management and operation of LBNL. Proposals submitted will be treated as offers and any resulting award(s) will be a Subcontract under the University’s Prime Contract.

Timeline of Events Release Request for Proposal (RFP) April 5, 2024 Offeror Questions Due April 19, 2024 Proposals Due May 3, 2024, no later than 3 PM Pacific Time

Table 1

This acquisition is for Bifurcated chambers, they consist of a group of vacuum chambers located in the 12 sectors of the Storage Ring (SR). Each sector of the SR is sectioned into units consisting of 1 x straight section and 1 x arc section that further divide into 4 raft units. Each raft consists of magnets, vacuum chamber assemblies, and support structures. The Bifurcated chambers typically consist of an electron beam chamber and a photon beam chamber that share the same upstream flange.

1.1 Estimated Term

It is expected the Subcontract will be delivered 62 calendar weeks after receipt of order (ARO).

1.2 NAICS Code and Small Business Size Standard

The North American Industry Classification System (NAICS) Code for this acquisition is 332721, Precision Turned Product Manufacturing and the corresponding size standard is 500 or fewer employees.

2. SOLICITATION RESPONSE REQUIREMENTS AND EVALUATION FOR AWARD

2.1 General

The offeror must submit documentation illustrating their approach for satisfying the requirements of this solicitation. Failure to submit any of the information required by this solicitation may be cause for unfavorable consideration or exclusion from further consideration. Proposals must be written in English and be clear, coherent, and prepared in sufficient detail for effective evaluation.

Written proposals must be submitted by email to the University Procurement Representative (hjwilson@lbl.gov) no later than 3:00 pm Pacific Time on Friday, May 3, 2024.

All correspondence in conjunction with this solicitation must be directed to the University Procurement Representative. Proposals shall be valid for a period of 120 days from the proposal due date. Acceptance of late proposals will be at the University’s sole discretion. The University reserves the right to reject any proposals, to waive any minor irregularities in any proposal, or to cancel this RFP at any time prior to award without cost to the University. The University will not directly reimburse any organization for any proposal preparation or any other costs related to this RFP.

2.2 Offerors’ Questions

The University will respond to questions submitted in writing to the University Procurement Representative on or before 3:00 pm Pacific Time on Friday, April 19, 2024. Questions submitted after this date may not be answered prior to the proposal due date. Answers to questions that are submitted timely will be issued or be made available to all offerors electronically, ensuring that the identity of all offerors will remain anonymous.

2.3 Evaluation and Selection

The University intends to select the responsive, responsible offeror whose proposal has the Lowest Price and is Technically Acceptable (LPTA). A responsive offeror is one whose proposal satisfies the requirements of this RFP, including the requirements of the Sample Subcontract and its incorporated documents. A responsible offeror is one that has adequate financial resources, ability to comply with the performance schedule, has a satisfactory performance record, has the necessary technical skills to be considered capable of performing and is otherwise eligible and qualified to perform the proposed Subcontract at the time of award. An offeror cannot be determined as “responsible” if it is currently ineligible for receiving new federal government prime contracts or subcontracts.

An initial review of offers will be performed by the Procurement Specialist to determine if the offer is complete and provides all the required information to enable the University to evaluate the offer to determine if it is responsive. The determination of responsiveness and responsibility of complete offers will be made by a team consisting of technical and procurement personnel and considering the evaluation criteria described in Section 2.4, below.

Offerors may be contacted only for clarification purposes during the initial review. Incomplete offers may be considered non-responsive and may be excluded from further consideration if the omissions are substantive (e.g., one or more required documents not submitted, one or more evaluation criteria not addressed). Offerors will be notified when appropriate in the interest of fair business practice and professional courtesy if their offer was determined non-responsive and/or not meeting minimum requirements and the reasons for rejection will be provided if a debrief is requested.

For those offerors which are determined to be technically acceptable, award will be made to that offeror with the lowest overall price. While the University will strive for maximum objectivity, the technical go/no go process, by its nature, is subjective; therefore, professional judgment is implicit throughout the evaluation process. Offerors, therefore, must demonstrate that they meet or exceed the requirements of the Sample Subcontract.

The University’s evaluation will be based on the information provided by the offeror, the University’s own experience, and/or information from the offeror’s customers and other sources. Offerors are advised that, although negotiations may follow receipt of proposals, award may be made without discussions on proposals received. Thus, proposals should be submitted initially on the most favorable terms of price, technical compliance, and completeness.

If the University determines that revised proposals are necessary, the University may solicit them from only those offerors deemed by the University (based upon evaluation of the current proposal) to have a reasonable chance to be selected for award. The University reserves the right to make no awards, a single award, or multiple awards as a result of this solicitation, if it is in the best interest of the University.

2.4 Proposal Submittal Requirements

The proposal should consist of a cover letter, technical volume, and a business volume. Offerors should submit these as separate documents using the Microsoft Suite of products.

The offeror may submit an alternate proposal to address the objectives of the Statement of Work and/or Specifications, if considered more advantageous to the University than the requested proposal. An explanation of the perceived benefits to the University should be included. If accepted, alternative proposals will be evaluated in accordance with the evaluation criteria as described in Section 2.4.2 below.

When performing onsite work, vendors and subcontractors are required to comply with the Cal/OSHA COVID-19 Prevention Non-Emergency Regulations, at a minimum. In addition, the "COVID-19 Safety Protocols for Subcontractors and Vendors" outline the most current onsite requirements at LBNL. These protocols are found on the LBNL COVID-19 website. With these requirements in mind, combined with the COVID-19 policies being implemented in various locations globally, please provide in your response to this solicitation any information regarding potential delays or challenges the offeror may foresee in the performance of the work pursuant to this solicitation. This includes information regarding delays or interruptions in supply chain pipelines that could affect the proposed delivery date(s) for shipments to LBNL. Provide a committed delivery date and include any issues, concerns, or Subcontractor dependencies that could create an impact on meeting that date. If no such impacts are foreseeable, please indicate as such in your proposal.

Please submit the following items with your proposal. Please note an explanation of each item is provided after the table below.

Volume Criteria

Cover Letter Per Section 2.4.1

Technical Volume

Technical Evaluation Criteria

1) Capability and recent experience, within the last (2) years, performing Non-evaporable getter (NEG) coating of UHV chambers for particle accelerator applications.

NEG coating capability must be performed in-house and not subcontracted to a 3rd party.

2) Recent direct experience, within the last (2) years, manufacturing complex UHV chambers for particle accelerator applications.

https://www.dir.ca.gov/dosh/coronavirus/Non_Emergency_Regulations/ https://www.dir.ca.gov/dosh/coronavirus/Non_Emergency_Regulations/ https://drive.google.com/file/d/11STNGyRi1fzHSs-c5yvBCmw2Gggez9P5/view https://drive.google.com/file/d/11STNGyRi1fzHSs-c5yvBCmw2Gggez9P5/view http://covid.lbl.gov/

Volume Criteria

3) Capability to machine CuCrZr using 5-axis CNC and wire erosion machining and Capability to perform CMM inspection of mechanical parts with resolution of <5 microns.

Offeror must include within their quote a declarative statement of acceptance to ALL of the above.

4) Ability to Meet the Technical requirements of the Statement of Work (SOW) and the Engineering Specification Document (ESD)

5) Delivery & Schedule

6) Quality Assurance

Business Volume

Non-Technical Evaluation Criteria

7) Enclosures

8) Offeror’s Acceptance of the terms, conditions, general provisions, and other incorporated documents of the Sample Subcontract

9) Financial Resources

10) Price Proposal Table 2

2.4.1 Cover Letter

The cover letter must identify the offeror’s name and address, solicitation number and title, the name(s), title(s), email address(es), and telephone number(s) of the individuals in offeror’s organization who have commitment authority on behalf of the offeror and will be responsible for contractual negotiations and administration of any resultant Subcontract.

2.4.2 Technical Volume

The technical volume should contain a comprehensive discussion of how the offeror will fulfill the technical requirements and successfully perform the Subcontract, including:

• A delivery schedule, highlighting any aspects that separate it from its competitors. The University requires delivery within 62 calendar weeks after award.

• A work breakdown structure or task plan must be proposed.

The University will evaluate the offeror’s technical acceptability and capability to successfully perform the requirements of the Subcontract. In order to be considered technically acceptable, an offeror’s technical proposal must pass all technical criteria listed below, and failure to meet any one criterion will deem the entire proposal technically unacceptable. The possible proposal ratings are Pass (meets or exceeds requirements) or Fail (does not meet requirements).

The technical volume must demonstrate that the following acceptability standards are met or exceeded:

2.4.2.1 Mandatory Technical Requirements

1) Capability and recent experience, within the last (2) years, performing Non-evaporable getter

(NEG) coating of UHV chambers for particle accelerator applications. NEG coating capability must be performed in-house and not subcontracted to a 3rd party.

2) Recent direct experience, within the last (2) years, manufacturing complex UHV chambers for particle accelerator applications.

3) Capability to machine CuCrZr using 5-axis CNC and wire erosion machining and Capability to perform CMM inspection of mechanical parts with resolution of <5 microns.

Offeror must include within their quote a declarative statement of acceptance to ALL of the above.

2.4.2.2 Additional Technical Requirements

4) Ability to Meet the Technical requirements of the Statement of Work (SOW) and the Engineering

Specification Document (ESD) The technical proposal should demonstrate the offeror’s ability to successfully meet the technical specifications set out in SR Bifurcated Chamber Statement of Work (SOW), AL-1685-4168 Rev B and SR Bifurcated Chamber Engineering Specification AL-1685-4167 Rev B. The technical proposal should include but not be limited to the following;

• Ability to perform the work outline in SR Bifurcated Chamber Statement of Work (SOW), AL-1685-4168 Rev B o Section 5.1 Deliverables o Section 5.2 Scope of work o Section 9 Packaging and shipping specification

• Meet the technical requirements of SR Bifurcated Chamber Engineering

Specification AL-1685-4167 Rev B o Section 8 Final Design o Section 9 Environmental Requirements o Section 10 Technical Requirements

The offeror will be evaluated on its responses that successfully address the University’s requirements.

5) Delivery & Schedule The offeror shall submit a schedule and unit deliveries which addresses all requirements contained in the SOW of this RFP.

Offeror’s documentation submitted should address but not be limited to the following sections of the SOW;

o Section 6.1 Schedule

Additionally, the offeror shall provide

a) Proposed lead times and the ability to meet the projected delivery schedules

b) Proposed carrier and estimate of total shipping costs

c) The offeror may also propose an alternate delivery schedule that would result in a cost avoidance and ultimately a better overall value to the Laboratory. Acceptance of the alternate schedule will be at the sole discretion of LBNL.

The offeror will be evaluated on its submitted schedule and delivery that successfully meets the University’s requirements.

6) Quality Assurance The offeror should provide a copy of their Quality Management System (QMS) or Quality Assurance (QA) Program Manual that demonstrates how Quality Assurance is incorporated into its policies, processes, and work activities. The QMS or QA Program may be a standalone document or QA Standard Operating Procedures (SOP) that collectively describe the QMS or QA Program. QA program requirements will be flowed down to lower-tier offerors and subcontractors. The basis for the offeror’s QMS or QA Program should be American Society of Mechanical Engineers (ASME) Nuclear Quality Assurance (NQA-1), International Standards Organization (ISO) 9001, or other QMS/QA industry standard. The offeror should provide any applicable third-party accreditation(s) of their QMS or QA Program for the requested item(s)/service(s) (e.g., ISO, International Electrotechnical Commission (IEC), National Voluntary Laboratory Accreditation Program (NVLAP), DOE Laboratory Accreditation Program (DOELAP), Automotive Service Excellence (ASE), Accredited Quality Contractor (AQC), National Environmental Balancing Bureau (NEBB) Firm Accreditation, Testing, Adjusting and Balancing Bureau (TABB) Certified Commissioning Contractor (CCC)). The offeror will also complete and return the ALS-U Supplier Quality Evaluation Survey AL-1208-0209 for the University to assess their capabilities.

The offeror shall submit evidence and will be evaluated to confirm their complete Quality Assurance Systems and any certifications that are the basis for their manufacture and quality assurance will meet the requirements of this RFP. The offeror shall also submit a complete ALS-U Supplier Quality Evaluation Survey AL-1208-0209C. Offeror’s documentation submitted should include but not be limited to the following;

a) Completion of the ALS-U QA survey – AL-1208-0209C

b) Indication of all current certifications for production standards such as ISO programs.

c) A quality manual or quality plan that outlines the processes that will be utilized to ensure

ALS-U QC standards are satisfied.

d) Example of a standard non-conformance report and the change approval process.

e) Example of a material and assembly shop traveler.

f) Describe the calibration system for measuring and test equipment, including equipment identification, calibration procedure, traceability of standards to national standards, calibration intervals, and recall system.

g) If the Offeror intends to utilize lower tier subcontractors, provide a list of potential subcontractors.

2.4.3 Business Volume

The following business non-technical criteria will also be evaluated as a part of the negotiation and award process.

2.4.3.1 Enclosures

The offeror must complete the following enclosure(s) and submit them with the business volume:

Enclosure Document Comment or Requirement

• Representations & Certifications Mandatory

• AL-1208-0209C - ALS-U QA Survey, dated

3/25/24 Mandatory

• Sample Subcontract including pricing and delivery. Its Incorporated Documents including General Provisions for Commercial Supplies and Services, Rev.

12/22/23

Mandatory for Delivery and Pricing and if there are any exceptions taken.

The following enclosures are provided for informational purposes and do not need to be returned with the proposal:

• SOW: AL-1685-4168B SR Bifurcated Chambers, dated 2/1/24

• For use in preparing a proposal

• ESD: AL-1685-4167B SR Bifurcated Chambers, dated 2/1/24

• For use in preparing a proposal

Notice: The design/documentation package and all associated documents, drawings, and records are owned by DOE. Use of the documents for any purpose outside of (1) responding to this solicitation or (2) a LBNL subcontract is strictly prohibited. No document may be distributed to others or otherwise reproduced or used without written permission from the LBNL University Procurement Representative.

2.4.3.2 Offeror’s Acceptance of terms, conditions, general provisions, and other incorporated documents of the Sample Subcontract

The offeror should accept the terms, conditions, general provisions, and other incorporated documents of the Sample Subcontract, including the requirement to include clauses in its lower-tier subcontracts at any tier, to the extent applicable. The terms and conditions of the Sample Subcontract have been approved by the DOE, and it is not the University’s intent to make material changes. While an offeror may identify “exceptions” to the Sample Subcontract, such exceptions may reflect unfavorably upon the offeror’s proposal. Exceptions make it difficult to compare competing offers, and the process of resolving exceptions may be time-consuming and result in unacceptable delays in the award of a Subcontract.

The offeror should include in its proposal a statement that the offeror takes no exceptions to the terms, conditions, general provisions, or the incorporated documents of the Sample Subcontract.

The offeror should include in its request for consideration of exceptions a redlined version of the Sample Subcontract with all proposed revisions indicated by tracked changes, or a separate sheet with all proposed revisions indicated by tracked changes, referencing the article or clause to which the proposed revision applies. The offeror must also include in its request for consideration of any exception, a business case for that exception, providing a justification for the requested change and an analysis of any increased risk to the University.

The University will attempt to resolve exceptions in a timely manner through an iterative process and with review, concurrence, and/or approval of both the University and DOE. However, offerors are advised that when exceptions cannot be resolved and agreement cannot be reached on terms and conditions, award will not be made to otherwise successful offerors.

2.4.3.3 Financial Resources

The offeror should have adequate financial resources to perform the resulting Subcontract, or the ability to obtain them.

The offeror should provide the documentation referenced below as confirmation of adequate financial resources to perform the resulting subcontract. The University reserves the right to request additional offeror’s financial statements or additional information regarding the offeror’s financial resources.

• A Dun and Bradstreet report no more than 6-months-old or documentation that provides equivalent financial information to the D&B categories referenced below.

• The Offeror will be evaluated based on a rating between low & moderate for the following categories;

o Risk Assessment o D&B Paydex score o D&B Rating o D&B Financial Stress Score

In lieu of a valid Dun & Bradstreet report the University reserves the right to request the offeror’s financial statements or additional financial information regarding the offeror’s financial resources. Information may include an independent CPA-audited or reviewed year-end financial statements for the last two fiscal years in the form of balance sheets, income statements, and statements of cash flow, and include information on any commitments or explicit arrangements that will be relied on to acquire the needed facilities, equipment, other resources, or personnel.

2.4.3.4 Price Proposal

The price proposal must include a total firm fixed price and any proposed milestone payment schedule.

Any milestones will be negotiated prior to award. If a schedule can not be agreed upon LBNL reserves the right to award to an alternate offeror.

3. SOLICITATION PROVISIONS

3.1 Restriction on Disclosure and Use of Proposal Data.

The University will safeguard any commercial or financial data or information contained in proposals when marked in accordance with paragraph (e) of Federal Acquisition Regulation clause 52.215-1. Such data or information includes (i) trade secrets or (ii) commercial or financial information which is privileged or considered business confidential, either of which is developed at private expense.

The University will endeavor to properly maintain such data and information to the same degree as its own data and information and not disclose such data or information to individuals other than those working for the University or the Government on this procurement. These individuals will be bound by an obligation of confidentiality to use such data or information solely for the purpose of evaluation of the proposal. Proposals received will be retained and disposed of in accordance with requirements in the University’s Prime Contract with DOE.

If the offeror intends to use a product or process for which there is a patent position, the proposal should so indicate and list patent applications and/or patents granted (including dates, numbers, and descriptions), and whether the Government has rights related to the patents.

3.2 Export Control Classification Information

Before Subcontract award, the offeror will provide export control classification information for all items as required by the Representations and Certifications. Items may not be accepted without the export control information required by this Request for Proposal.

If any of the ordered items (including data, software, or services) are export controlled under the International Traffic in Arms Regulations (22 CFR Sections 120-130, aka "ITAR"); the Export Administration Regulations (15 CFR Sections 730-774, aka "EAR"); the Nuclear Related Regulations (10 CFR 110 and 10 CFR 810); the Foreign Assets Control Regulations (31 CFR section 500-599, aka "OFAC"); or if sourced internationally, i.e., controlled under a country's equivalent dual use or military strategic goods list, then the Subcontractor agrees to provide the Procurement Representative with written notification of this export controlled status prior to shipment or transfer to the University. The notification must specifically identify the export-controlled item(s) and its export classification. The University reserves the right to cancel or modify any part of the Subcontract that includes export-controlled items, data, software, or services prior to accepting delivery. Subcontractor shall indemnify the University and the Government for all export enforcement mitigation cost, fines, or penalties incurred by the University, specifically arising from Subcontractor's failure to comply with this notification provision and the University's reliance on the Subcontractor's representation as provided.

3.3 System for Award Management (SAM)

The selected offeror will be required to be registered in the federal government’s SAM database within 30 days of Subcontract award. This requirement will not apply if work is performed outside the U.S. and its outlying areas or the work involves emergency operations. Refer to the System for Award Management

(FAR Clause 52.204-7) and System for Award Management Maintenance (FAR clause 52.204-13) clauses for additional information.

3.4 Buy American Act Requirements - Supplies

The General Provisions of the Sample Subcontract include FAR Clause 52.225-1, Buy American Act - Supplies, which requires that only domestic end products be delivered (i.e., products manufactured in the United States or unmanufactured products mined or produced in the United States), unless a specific exception applies. The offeror is to indicate in the Representations & Certifications form, to be submitted with the proposal, whether it proposes to furnish any foreign end products.

The University may apply an exception to the Buy American Act for a proposed foreign end product if:

1. Its price, including any customs duty, is more than 20% less than the price for a comparable domestic product available from a large business concern, or more than 30% less than the price for a comparable domestic product available from a small business concern; or

2. A comparable domestic product is not commercially available in sufficient quantities of a satisfactory quality.

If the offeror proposes to furnish any foreign end product, the proposal should also include information and data supporting its use as an exception to the Buy American Act. Refer to FAR Clause 52.225-1 for the definition of end product, domestic end product, and foreign end product.

3.5 Sustainability-Related Requirements

LBNL’s Sustainable Acquisition Program is subject to several interacting initiatives and Federal and DOE requirements related to sustainability, including Recycled Content Products (EPA Designated Products), Biobased (BioPreferred®), energy efficient products (EnergyStar®), environmentally preferable and energy efficient electronics (EPEAT®), Federal Energy Management Program (FEMP), Non-Ozone Depleting Alternative Products (SNAP) and Water Efficient Plumbing Products (EPA Watersense).

The selected offeror must deliver products and services in compliance with the Environmentally Preferable Products and Services article of the Sample Subcontract which implements the requirements of DEAR 970.5223-7 and 952.223-78, Sustainable Acquisition Program, as well as other federally-mandated sustainability requirements.

As part of this requirement, the Subcontractor must report on compliance with recycled content requirements, bio-based, and/or energy-savings (i.e. EPEAT and EnergyStar) if applicable to their work effort or product being provided.

Offerors are strongly encouraged to consult the General Services Administration (GSA) Sustainable Facilities Tool (SFTool) for additional information on the listed products and services potentially subject to these requirements. Offerors should pay particular attention to the following subject areas and/or products and services that are frequently delivered as a part of LBNL’s subcontracted work efforts (the terms in parentheses are defined within the SF Tool site):

o Recycled Content Products (EPA Designated Products) o Biobased Products (BioPreferred) o Energy Efficient Products (EnergyStar) o Environmentally Preferable and Energy Efficient Electronics (EPEAT) https://sftool.gov/greenprocurement https://sftool.gov/greenprocurement o Greenhouse Gas Emissions Reduction o Non-Ozone Depleting Alternative Products o Water Efficient Plumbing Products (EPA Watersense) o Waste Reduction

By submitting a proposal, offerors acknowledge reporting requirements included in the Environmentally Preferable Products and/or Services article of the sample subcontract.

(END OF RFP DOCUMENT)