B.1_BSA RFP-473101_RFP Document_07-08-2026.pdf

Procurement & Property Management Division

Building SUSC 101 P.O. Box 5000 Upton, NY 11973-5000 Phone (907) 888-3142 csmith2@bnl.gov

Managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

July 8, 2026 Interested Offerors

SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 473101;

RELOCATION SERVICES

Brookhaven Science Associates, LLC (BSA), under a Prime Contract for the operation of Brookhaven National Laboratory (BNL) with the U.S. Department of Energy (DOE), hereby solicits proposals from qualified Offerors to provide all resources necessary to administer and manage BSA's Relocation Assistance Program.

1.0 INTRODUCTION

This is a solicitation for commercial services. This announcement constitutes the only solicitation; proposals are being requested, and a separate written solicitation will not be issued.

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 531210 - Offices of Real Estate Agents and Brokers / Relocation Services. The stated size standard is $15 million. The stated size shall be the sole determining factor as to classification (small or large business) of an Offeror. It is the responsibility of the Offeror to affirm its Representations and Certifications and size status are accurate and up to date in System for Award Management (SAM) (www.SAM.gov).

This procurement is being solicited for full and open competition.

2.0 SCOPE OF WORK (SOW)

The Offeror shall furnish all labor, services, materials and equipment in accordance with the Draft Contract (Enclosure (1)), including the Statement of Work attached thereto.

3.0 GENERAL INFORMATION AND INSTRUCTIONS

3.1 Schedule

BSA has established the following schedule for achieving evaluation, selection, approval, and award.

MILESTONE DATE

Issuance of the RFP July 08, 2026 All RFP Questions Submission July 21, 2026, at 5PM EST Phase I Proposal Due August 07, 2026, at 5PM EST Phase II Oral Presentations September 2026

Award (estimated) November 2026 mailto:csmith2@bnl.gov http://www.sam.gov/

3.1.1 Proposals shall remain firm for 180 days after due date to allow time for review, selection, and award in case of delays.

3.2 Form of Proposal and Manner of Submission

3.2.1 Proposals shall be submitted in a two (2) phased approach. A complete written proposal must be received by BSA no later than the due date noted herein. Award is estimated to be made on or about the date as noted herein. Proposals, including their withdrawal or modification, received after the closing date shall be considered late. Except as otherwise specifically provided in this solicitation, such responses may be considered for award if the PPM Manager or designee determines that the award is in BSA’s best interest. Proposals will be reviewed in private.

3.2.2 Phase I Submittal: The Offeror will be required to submit the following via email to the BSA Contractual Representative identified below:

• Technical Proposal (Volume 1)

• Business/Price Proposal (Volume 2)

• Proposal Pricing sheet (Enclosure (2))

• Contact information for the Offeror's representative to coordinate the

Oral Presentation, which will be scheduled following completion of the Phase I evaluation.

The technical and business/price proposals shall be submitted as separate volumes. The proposal should include all supporting documentation necessary to fully describe the Offeror's proposed capabilities, with all content clearly identified.

Submit Proposals to Cassandra Smith, BSA Contractual Representative, at csmith2@bnl.gov, with “RFP 473101” in the Subject line.

3.2.3 Proposals must be complete in all respects. Failure to respond to or follow the instructions regarding the organization, content, layout, or format of the proposal may result in the Offeror’s proposal being deemed non-responsive. Proposals that are incomplete or partial in any material respect affecting the responsiveness of the proposal may not be considered. BSA reserves the right to postpone the date of submission, and to amend this request as it considers necessary. Proposals may be withdrawn by email request, at the address noted above, received prior to the time fixed for receipt of the proposal. Modifications to proposals previously submitted must be sent via email in the same manner required in 3.2.2 above and received prior to the time fixed for receipt.

3.2.4 Phase II Submittal: The Offeror(s) considered to be technically responsive following the completion of Phase I evaluation will be required to provide an Oral Presentation to members of the Source Selection Board (SSB). The date and time of Oral Presentations will be scheduled after the completion of Phase I evaluation, estimated in September 2026. The Oral Presentation will be held via video conference and will consist of a demonstration of Offeror’s relocation system, and time for questions and answers with the SSB as detailed in 4.4 below. The entirety of the video conference shall last no longer than one (1) hour.

3.3 Explanation of Proposal Documents

Should an Offeror find any discrepancies in, or omissions from, any of the documents, or be in doubt as to the meaning of any document, it should immediately advise BSA by email to csmith2@bnl.gov, no later than ten (10) business days prior to the proposal due date in order to allow time for responses to be received by all prospective Offerors. Oral explanations or instructions given before the award of a Contract are discouraged and will not be binding. Any information given to a prospective Offeror concerning this solicitation will be furnished to all other prospective Offerors as an amendment to the solicitation if that information is deemed necessary by BSA to submit proposals or if the lack of it would be prejudicial to other prospective Offerors.

4.0 CONTENTS OF PROPOSAL

4.1 General Information

The proposal shall be concise and clear in every instance and restricted to relevant information only. The response shall clearly and fully demonstrate the Offeror’s capability, knowledge, and experience with regard to the technical requirements described herein. Stating that the Offeror understands and will comply with the technical requirements is not sufficient, nor is a simple affirmative restatement of the requirements.

Similarly, phrases such as “standard procedures will be employed,” or “well-known techniques will be used,” without explanatory detail will be considered inadequate.

4.1.1 Disclosure of Proposals

Proposals provided to BSA in response to this RFP will not be disclosed by BSA except to appropriate BSA personnel and BSA Contractor consultants involved in reviewing responses to this RFP, and/or U.S. Government personnel.

Offerors that include data in their proposals that they do not want disclosed to the public by BSA, or that they are requesting be used solely for evaluation and review purposes shall include the following legends without modification on their proposals. Note that additional restrictive markings may make the proposal non-responsive.

(1) Mark the title page with the following legend:

“This proposal includes data that shall not be disclosed except to appropriate BSA personnel, its Subcontractor consultants involved in reviewing responses to the RFP, and/or U.S. Government personnel, and shall not be disclosed, in whole or in part, for any purpose other than to evaluate or review this proposal for procurement-related purposes. If, however, a Contract is awarded to this Offeror as a result of/or in connection with the submission of this data, BSA shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting Contract. This restriction does not limit BSA’s right to use information contained in this data if it is obtained from another source without restriction.

The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”;

(2) Mark each sheet of data it wishes to restrict with the following legend:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

(3) Mark any data subject to disclosure restrictions in yellow highlighting.

Failure to follow each of the three (3) steps provided above may result in disclosure of information contained in the response to this RFP.

Notice is hereby provided that BSA may disclose offeror proposals to U.S.

Government personnel for review. In such case, BSA will furnish the proposal to the Government with any confidentiality legends included by the Offeror, but BSA is not responsible for any subsequent disclosure by the U.S. Government.

4.2 Technical Proposal – Volume 1

Provide one (1) electronic copy via email of the Technical Proposal (Volume 1) and any amendments thereto. Do not include the Business/Price Proposal (Volume 2) in this volume. Volume 1 shall contain technical information only and shall be legible, clear, coherent, and individually tabbed in accordance with the sections noted below. Each proposal will be evaluated and point-scored in accordance with the associated categories and their points as noted herein. Offerors must provide specific detailed descriptions and capabilities for the main and sub-categories which support how the Offeror plans to perform the Statement of Work.

4.2.1 Tab 1 – General Overview (0 Points)

The Offeror shall provide a concise overview of how it will manage all aspects of the relocation program (domestic, international, and Temporary Change of Station (TCS)), including:

• Program management and service delivery model

• Alignment with BSA relocation policies and regulatory environment

• Positive employee and employer experience

This is a non-detailed overview and will not be scored points.

Note: Offerors who do not have the capability or experience to accomplish any facet of the SOW must mention it here, briefly describing a course of action.

Details are to be provided in the appropriate section of the proposal.

4.2.2 Tab 2 – SOW Compliance Matrix (0 Points)

The Offeror shall provide a paragraph-by-paragraph compliance matrix for each section of the Statement of Work (SOW) that clearly shows the Offeror’s acceptance.

Offerors shall list each SOW section by number and explain how they will comply with all requirements. Detailed explanation of how compliance is to be achieved is required; a list of sections indicating compliance only is insufficient.

Any exceptions shall be clearly documented, and the Offeror shall provide a detailed explanation why the exception is being taken and any alternative recommendations.

The compliance matrices will not be scored points.

4.2.3 Tab 3 – Technical Capabilities (20 Points)

A. Tab (3A) – Relocation Program Scope, Objectives, and Lifecycle (5 points)

Describe the Offeror’s capabilities of the full relocation lifecycle, including authorization, case management, policy-compliant customization, expense processing, exception management, and standard and ad-hoc reporting.

B. Tab (3B) – Approach to Delivering Integrated Relocation Services (10 points)

Describe the Offeror’s technical approach and capability to deliver integrated domestic, international, and TCS relocation services. At a minimum, the Offeror shall address its capability to provide the following services:

• Coordinate Report-to-work Travel The Offeror shall describe in detail its process for coordinating report-to-work travel for the purpose of arranging transportation for relocating employees traveling to Upton, NY, or surrounding areas. This should describe pre-authorization procedures, coordination with travel agencies, cost control measures, booking timelines, and communication protocols with both the relocating employee and BSA. This coordination shall include booking and managing air travel, rental vehicles, ground transportation from airports, and lodging required during the travel period. The Offeror shall describe its process, whether internal or use of an external travel agency, to ensure travel arrangements comply with BSA policies, Department of Energy travel requirements, and applicable federal guidelines. The Offeror shall also explain how the most cost-efficient and practical travel options are identified and scheduled while remaining within approved DOE travel standards and authorized relocation benefits. The Offeror shall explain how travel changes, cancellations, delays, emergency situations, reimbursement documentation, how coordination occurs between the employee, BSA, and the travel agencies, and reporting are managed to ensure compliance, audit readiness, and a positive employee experience.

• Personally Owned Vehicle (POV) Travel or Shipment

The Offeror shall describe its process for administering POV travel or shipment, compliance with IRS and federal mileage standards, coordination with approved shipment providers, insurance and liability management, inspection documentation, and damage mitigation procedures. The Offeror shall explain how costs are validated, tracked, and reported to ensure compliance with allowability requirements and policy limitations.

• Household Goods Packing, Shipment, and Storage Utilizing Carriers

The Offeror shall describe its process for coordinating household goods packing, shipment, and storage utilizing carriers, including carrier selection and oversight, pre-move surveys, weight estimates, compliance with federal weight and allowability limits, storage-in-transit management, and quality assurance monitoring.

• Coordination and Resolution of Household Goods Damage Claims The Offeror shall describe its procedures for managing household goods damage claims, including claims intake, documentation requirements, timelines for filing and resolution, coordination between the employee and approved carrier, escalation protocols, and dispute resolution processes. The Offeror shall also describe how claims trends are monitored, and how service recovery is handled to protect employee.

• Temporary Lodging Arrangements, Including Coordinating On-site Housing When Available The Offeror shall describe its process for arranging temporary lodging, including vendor sourcing methodology, rate monitoring and cost controls, coordination with BSA on-site housing when available, lease review procedures, length-of-stay monitoring, extension approval controls, and compliance with applicable tax and federal allowability requirements. The Offeror shall explain how safety, quality, and employee support are maintained throughout the temporary lodging period.

• Home Sale, Purchase, Rental, or Ownership Assistance The Offeror shall describe its approach to providing home sale, purchase, rental, or ownership assistance, including broker selection, appraisal coordination, home marketing support, rental assistance, destination services, and advisory services as applicable. The Offeror shall explain how customized services are delivered within approved policy parameters.

• Executive Level Support with Relocation The Offeror shall describe its approach to administering relocation services for executive-level hires, including enhanced home sale, purchase, rental, or ownership assistance tailored to senior leadership needs. The response shall address broker selection and oversight, appraisal coordination, strategic home marketing support, rental or interim housing solutions, destination services, and advisory support appropriate for executive transitions.

C. Tab (3C) – Technical Approach and Capability with All Applicable Department of Energy (DOE), Federal Acquisition Regulation (FAR), Department of Energy Acquisition Regulations (DEAR), Federal Travel Regulation (FTR), Internal Revenue Service (IRS) and Brookhaven Science Associates, LLC (BSA) Requirements (5 Points)

The Offeror shall describe its technical approach and capability with all applicable DOE, FAR, DEAR, FTR, IRS and BSA requirements. The Offeror shall detail its internal compliance framework, including policy interpretation, staff training, allowability determinations, cost controls, documentation standards, audit readiness procedures, and oversight mechanisms to ensure adherence to regulatory requirements. The Offeror shall also describe how regulatory updates are monitored and incorporated into operations, how compliance risks are identified and mitigated, and how compliance is validated through internal reviews, reporting, and corrective action processes to ensure ongoing alignment with DOE requirements.

Tab 3 - Evaluation Method

Proposals will be evaluated based on the Offeror’s demonstrated understanding of the relocation program requirements, the effectiveness of its proposed service delivery approach, and its ability to operate within applicable DOE, FAR, DEAR, FTR, IRS and BSA requirements. Evaluators will consider the clarity, completeness, feasibility, and operational maturity of the Offeror’s proposed processes and systems.

A. Tab (3A) – Relocation Program Scope, Objectives, and Lifecycle

Evaluators will assess the Offeror’s understanding of the full relocation lifecycle and its ability to effectively manage relocation activities from authorization through case closure. Evaluation will consider the completeness and clarity of the Offeror’s description of relocation program processes. Proposals that demonstrate a comprehensive, structured, and well-controlled relocation lifecycle with clear processes, accountability, and reporting mechanisms will receive higher evaluation consideration.

B. Tab (3B) – Approach to Delivering Integrated Relocation Services

Evaluators will assess the Offeror’s technical approach and operational capability to deliver integrated relocation services across domestic, international, and TCS relocations. Evaluation will consider the Offeror’s ability to coordinate and administer the full range of relocation services described in this section. Proposals will be evaluated on the effectiveness, practicality, and integration of the Offeror’s proposed service delivery processes and mechanisms for ensuring service quality and compliance.

Greater consideration will be given to approaches that demonstrate efficient coordination of services, strong operational controls, and the ability to deliver a seamless relocation experience for employees and administrators.

C. Tab (3C) – Technical Approach and Capability with All Applicable Department of Energy (DOE), Federal Acquisition Regulation (FAR), Department of Energy Acquisition Regulations (DEAR), Federal Travel Regulation (FTR), Internal Revenue Service (IRS) and Brookhaven Science Associates, LLC (BSA) Requirements

Evaluators will assess the Offeror’s demonstrated capability to administer relocation services in compliance with all applicable DOE, FAR, DEAR, FTR, and IRS requirements. Evaluation will consider the strength of the Offeror’s compliance framework, including processes for policy interpretation, allowability determinations, cost control procedures, documentation standards, and audit readiness practices. Evaluators will also assess the Offeror’s ability to monitor regulatory updates, incorporate regulatory changes into operational processes, and implement internal oversight mechanisms that ensure ongoing compliance. Proposals that demonstrate strong compliance governance, clearly defined internal controls, and established processes for monitoring and mitigating compliance risks will receive higher evaluation consideration.

4.2.4 Tab 4 – Past Performance & Qualifications (25 Points)

Tab 4 evaluates the Offeror’s record of relevant past performance on work similar in scope and organization as described in the SOW. The Offeror shall provide contact information (name, title, email, phone number) for at least three

(3) references for work performed within the last five (5) years for domestic relocation as well as international relocation. The Offeror shall describe in detail any previous experience in any national laboratory. If the Offeror has no experience with national laboratories, the Offeror is to provide a minimum list of three (3) government accounts.

The Contractor must be the main entity for relocation with the exception of moving related vendors.

A. Tab (4A) – Past Performance & Local Prescence (20 Points)

• Past Performance Supporting DOE, National Laboratories, or Similarly Regulated Organizations

The Offeror shall detail its substantive experience supporting the DOE, national laboratories, or similarly regulated federal agencies.

Responses shall describe the nature, scope, and duration of engagements including the types and volume of relocation services provided. The Offeror shall explain how regulatory compliance was implemented within service delivery, including allowability determinations, documentation controls, audit support, exception management, and oversight mechanisms. Proposals should demonstrate the Offeror’s ability to operate within highly regulated environments where federal funding, audit scrutiny, and cost allowability standards are critical.

• Past Performance with Domestic and International Relocations

The Offeror shall detail its experience managing both domestic and international relocations as described in the SOW. The Offeror shall describe the volume and types of relocations supported, geographic regions served, coordination with approved travel agencies and relocation service providers, administration of immigration-related requirements or tax-related considerations (if applicable), and any unique challenges encountered and successfully resolved. The Offeror shall explain how services are integrated across relocation types to provide a consistent and effective relocation experience.

• Local Presence and Ability to Support Relocations to Upton, NY or Surrounding Areas

The Offeror shall demonstrate its ability to support relocations to Upton, NY or surrounding areas. If the Offeror does not maintain an established local presence, the Offeror shall describe how it establishes and maintains reliable local resources, vendor networks, housing contacts, and community integration support to ensure seamless service delivery.

The Offeror shall describe any prior experience supporting relocations to geographically similar or high-cost markets.

B. Tab (4B) – Qualifications (5 Points)

• Qualifications, Stability, and Expertise of Assigned Team Resources

The Offeror shall demonstrate the qualifications, organizational stability, and subject matter expertise of the team resources assigned to support BSA. Responses shall identify key personnel, describe their roles and responsibilities, outline relevant experience supporting relocation programs in federal, DOE or similarly regulated environments, and explain how staffing continuity and knowledge transfer are maintained.

• Organizational Structure and Prime Responsibility The Offeror must be the main entity responsible for administering the relocation program, with the exception of moving-related vendors. The Offeror shall describe its organizational structure and clearly explain how it maintains prime accountability for all relocation services, Subcontractor oversight, compliance controls, financial management, and performance monitoring. The Offeror shall identify any subcontracted services and describe oversight mechanisms, quality controls, and risk mitigation strategies to ensure full program accountability.

Tab 4 - Evaluation Method

A. Tab (4A) – Past Performance & Local Prescence

The Offeror will be evaluated on its record of recent and relevant past performance supporting domestic and international relocation programs similar in scope and complexity to those described in the SOW. BSA will use the references submitted as part of its performance evaluation. BSA may contact and interview the points of contact and reserves the right to obtain and evaluate relevant past performance information from sources other than those provided by the Offeror. Evaluation will consider the Offeror's experience providing relocation services to the Department of Energy (DOE), national laboratories, federal agencies, or similarly regulated organizations, as well as the number and complexity of comparable relocation programs supported. Offerors demonstrating successful performance in laboratory, federal, or similarly regulated environments and the ability to support relocations to Long Island, New York, including an established local presence will receive higher evaluation consideration.

B. Tab (4B) – Qualifications

Proposals will be evaluated based on the depth, relevance, and demonstrated capability of the Offeror to provide qualified personnel, maintain organizational stability, and effectively administer the relocation program in a regulated environment.

The adequacy of the Offeror’s organizational structure will be evaluated, with preference given to an Offeror that demonstrates ability to maintain prime responsibility for program administration while effectively managing Subcontractors and service providers.

Additionally, the evaluation will consider the Offeror’s infrastructure and financial stability necessary to manage programs of comparable size and complexity. Proposals that demonstrate strong staffing qualifications, clear governance and accountability structures, proven experience in regulated environments, and sufficient organizational capacity to support BSA’s relocation program requirements will receive higher evaluation consideration.

4.2.5 Tab 5 - Management, Financial and Compliance Capability (20 Points)

Tab 5 evaluates the Offeror’s program management, governance, risk and financial control capabilities.

A. Tab (5A) –Program Governance, Escalation, and Issue Management Structure (5 Points)

The Offeror shall describe its overall program governance structure for administering the relocation program, including organizational reporting lines, designated account leadership, and roles and responsibilities for operational oversight. The Offeror shall detail its escalation framework, including defined tiers of issue resolution, response timelines, decision-making authority, and communication protocols with BSA stakeholders. Responses shall describe how operational risks are identified, tracked, and mitigated; how recurring issues are analyzed for root cause; and how corrective actions are implemented and documented. The Offeror shall also explain how performance metrics, service-level standards, and client feedback are incorporated into governance reviews to ensure continuous improvement and accountability.

B. Tab (5B) – Relocation Financial Administration & Cost Oversight (8 Points) The Offeror shall detail methodologies used to prepare cost estimates prior to offer issuance and/or relocation authorization, including variables such as geographic location, housing market conditions, employee grade or position level, family size, and applicable benefit structures. The Offeror shall explain internal controls for validating cost projections, monitoring expenditures against approved authorizations, and preventing overages or unallowable expenses.

Responses shall also address billing processes, expense classification, financial reconciliation procedures, and reporting capabilities that support transparency, audit readiness, and accurate financial forecasting. The Offeror shall further explain how travel data and associated costs are captured and integrated into relocation case management and financial reporting systems, including procedures for tracking expenses, maintaining reconciliation records, and ensuring complete audit documentation. The Offeror shall also describe how exceptions to standard travel arrangements are reviewed, approved, and documented to ensure compliance with policy and regulatory requirements. The Offeror shall explain its financial review procedures, billing validation controls, escalation processes for service issues, and oversight of subcontracted moving vendors to ensure compliance and service quality and how temporary housing costs are tracked and reported.

C. Tab (5C) – Exception Management & Allowability Compliance (7 Points)

The Offeror shall describe its processes for administering policy exceptions, including documentation requirements, approval workflows, compliance review procedures, and controls used to ensure consistent application of relocation benefits and services. The Offeror shall explain how relocation expenses are reviewed, coded, validated, tracked and documented including the controls used to support accurate billing, reimbursement, and financial reporting. Responses shall describe record retention practices, performance monitoring processes, and corrective action procedures used to address identified deficiencies. The Offeror shall also clearly describe its responsibility for unallowable costs, penalties, tax reporting errors, or compliance failures resulting from Contractor error or non-compliance, including remediation procedures and financial accountability safeguards.

The Offeror will describe how financial controls ensure proper reimbursement and accountability, compliance with federal allowability standards and tax regulations, and how financial exposure and risks are managed. The Offeror shall also describe how customized executive services are structured and documented within approved policy parameters and authorization controls.

Tab 5 - Evaluation Method

Proposals will be evaluated on effectiveness of Offeror’s management controls, financial oversight processes, exception management procedures, performance monitoring processes, and accountability for errors, cost impacts, or service deficiencies resulting from Contractor performance.

A. Tab (5A) –Program Governance, Escalation, and Issue Management Structure

Evaluators will assess the Offeror's proposed governance structure, organizational accountability, and effectiveness of its program management approach. Evaluation will consider the clarity of reporting relationships, defined roles and responsibilities, escalation procedures, issue resolution processes, communication protocols, and mechanisms for identifying, tracking, and mitigating operational risks. Greater evaluation consideration will be given to proposals that demonstrate well-defined governance, proactive risk management, structured performance monitoring, and continuous improvement processes that support effective Contract administration.

B. Tab (5B) – Relocation Financial Administration & Cost Oversight

Evaluators will assess the Offeror's capability to effectively manage financial administration throughout the relocation lifecycle. Evaluation will consider the methodologies used to develop cost estimates, monitor expenditures, validate billing, reconcile expenses, and maintain financial transparency. Evaluators will also assess the strength of internal financial controls, audit readiness, reporting capabilities, travel cost integration, Subcontractor oversight, and processes that ensure compliance with applicable federal requirements. Proposals demonstrating strong financial controls, accurate forecasting, comprehensive reporting, and effective oversight of relocation expenditures will receive higher evaluation consideration.

C. Tab (5C) – Exception Management & Allowability Compliance

Evaluators will assess the Offeror's approach to administering policy exceptions and ensuring compliance with applicable allowability, tax, and regulatory requirements. Evaluation will consider the effectiveness of approval workflows, documentation standards, expense validation procedures, record retention practices, corrective action processes, and accountability for Contractor-caused errors or compliance failures. Greater evaluation consideration will be given to proposals demonstrating comprehensive compliance controls, clearly defined financial accountability, proactive risk management, and well-established processes that ensure consistent application of relocation policies and protection of BSA from financial and compliance risk.

4.2.6 Tab 6 – Systems Functionality, Data Management & Security (25 Points) Tab 6 evaluates the Offeror’s ability to onboard BSA as a new client within an established, commercially supported relocation management system currently serving other clients, without degradation of service, security, or compliance.

The Offeror shall demonstrate its systems and technology supporting relocation management, reporting, and compliance. The Offeror shall detail its process for securely managing files that contain employee, new hire and employer data. The Offeror may also demonstrate other website functionality that supports the SOW.

The Offeror shall submit a copy of all technology certifications and detail all company safeguards governing its systems for protection of customer data. The Offeror shall detail its procedures in the event of a suspected or confirmed breach of a system of records or the unauthorized disclosure, access, handling, or use of personal identifiable information.

A. Tab (6A) – Data Management (10 Points)

The Offeror shall describe its relocation management system and data management framework, including employee-facing case management tools used to administer domestic, international, and TCS relocations throughout the full relocation lifecycle. The Offeror shall explain system architecture and functionality supporting authorization intake, benefit tracking, expense management, document storage, workflow controls, and communication tools accessible through secure employee and administrator portals. The response shall detail reporting, analytics, and financial data integration capabilities, including expense classification, cost center tracking, budget monitoring, policy category reporting, performance dashboards, real-time case visibility, export capabilities, and integration with payroll or accounting systems to support transparency, audit readiness, and federal compliance reporting. The Offeror shall further describe its data security, privacy, and records management framework, including encryption of data at rest and in transit, multifactor authentication, role-based access controls, intrusion detection, monitoring protocols, records retention and archival procedures, secure disposal practices, and compliance with applicable federal and industry data protection standards. The Offeror shall also address system reliability measures, including uptime standards, disaster recovery planning, business continuity protocols, backup frequency, breach response procedures, and notification timelines to ensure the protection, integrity, and availability of sensitive employee and employer data.

B. Tab (6B) – Financial Systems & Internal Control Framework (15 Points)

The Offeror shall describe how its system functionality supports billing, invoicing, and payroll file generation processes, including automated reconciliation, consolidated invoicing, audit trail documentation, and integration with BSA financial systems to ensure accuracy, transparency, and timely payment processing. The Offeror shall detail how expenses are properly classified and coded as taxable in accordance with IRS regulations, DOE guidance, and applicable federal requirements, including validation controls, automated tax flagging, and review workflows to prevent misclassification.

The Offeror shall further describe how financial administration oversight is embedded within system controls to ensure compliance with FAR, FTR, IRS, DOE, and BSA requirements, including expense authorization validation, policy limit enforcement, exception tracking, reporting capabilities, and documentation retention to support audit readiness. The response shall also explain system-based controls that identify, prevent, and assign responsibility for unallowable costs, penalties, or tax consequences resulting from Contractor error or non-compliance, including escalation workflows and corrective action tracking. In addition, the Offeror shall describe its data protection framework, including implementation of multifactor authentication, encryption of data at rest and in transit, and role-based access controls that limit access to sensitive information based on user function and authorization level. The Offeror shall also detail breach detection and response protocols, including monitoring systems, incident identification procedures, notification timelines, remediation steps, and coordination with BSA to ensure the protection, integrity, and confidentiality of employee and employer data. Offeror shall identify any previous breaches and how the breach was handled and resolved.

Tab 6 - Evaluation Method

A. Tab (6A) – Data Management

Evaluated on system functionality supporting full lifecycle relocation management, financial tracking and reporting, audit-ready documentation, integration with financial/payroll systems, usability, and overall reliability of the platform.

B. Tab (6B) – Financial Systems & Internal Control Framework

Evaluated on embedded compliance controls, automated expense classification, billing and reconciliation safeguards, audit trail capability, and data protection measures including encryption, multifactor authentication, role-based access, breach detection and response (if applicable), and incident response protocol.

4.2.7 Tab 7 – Customer Care and Employee Resources (10 Points) The Offeror shall demonstrate how they provide customer care for any requests for information and issues experienced by employees, managers or administrators. The Offeror shall describe its process of measuring customer satisfaction.

A. Tab (7A) – Customer Care (5 Points)

The Offeror shall describe its employee support model, including overall service delivery structure, designated points of contact, accessibility standards, hours of operation, response time commitments, and methods for supporting employees, managers, and administrators throughout the relocation lifecycle. The Offeror shall detail its customer care contact information including, but not limited to, its designated management team and account representatives, hours of service, toll-free telephone number, voicemail availability 24/7. Offeror shall expound upon its use of modern feedback technology to obtain employee satisfaction feedback on the employee experience. The Offeror shall explain how responsiveness is measured and maintained, including service level standards, call handling procedures, case management protocols, and communication workflows that ensure timely and accurate information exchange. The Offeror shall detail its issue resolution processes, including intake procedures, documentation requirements, defined escalation tiers, resolution timelines, root cause analysis, and coordination with internal teams or third-party vendors to ensure effective and timely problem resolution. In addition, the Offeror shall explain how employee satisfaction is measured, monitored, and reported, including the use of surveys, feedback tools, performance metrics, trend analysis, and continuous improvement processes designed to enhance overall relocation experience and service. Offerors must demonstrate the ability to initiate contact with employees within two (2) business days of receipt of relocation authorization by BSA.

B. Tab (7B) – Employee Resources (5 Points)

The Offeror shall describe the destination and community integration resources provided to relocating employees, including access to detailed neighborhood profiles, housing market information, relocation guidance materials, destination information, digital tools, personalized support services, housing and cost-of-living resources, community integration support, and cost-of-living data tailored to the employee’s position level, family size, relocation package, as well as guidance related to banking, utilities, schools, childcare, and other family transition resources.

Tab 7 - Evaluation Method

Proposals will be evaluated based on the Offeror’s ability to provide effective and responsive customer care services and meaningful relocation support resources for relocating employees.

A. Tab (7A) – Customer Care

Evaluators will assess the effectiveness and adequacy of the Offeror’s employee support model as well as the processes for measuring and maintaining service quality. Offerors will be evaluated on their ability to initiate contact with employees within two (2) business days of receipt of relocation authorization by

BSA.

B. Tab (7B) – Employee Resources

Under Employee Resources, evaluators will assess the adequacy and usefulness of the relocation resources provided to employees and their families.

Consideration will be given to the quality and relevance of destination information that assist employees in successfully relocating to the area.

4.3 Business/Price Proposal (Volume 2)

Provide one (1) electronic copy via email of the Business/Price Proposal and any amendments thereto. Do not include the Technical Proposal (Volume 1) in this volume.

Volume 2 should be prepared simply and economically, be legible, clear, coherent, and individually tabbed in accordance with the sections noted below.

4.3.1 Tab A: Corporate Profile and Financial Capability

Provide a corporate profile of your organization. Include your three (3) most recent audited financial statements/yearly reports. Such reports for any parent organization shall also be included. If a joint venture is proposed, the above is required of all parties. Additionally, please provide your organization's current Dun & Bradstreet (D&B) business profile. If unavailable, submit financial statements for the past three (3) years or credit references.

Also, in order to support DOE reporting requirements, BSA requires all its Contractors to be registered in the U. S. Government supplier database entitled System for Award Management (SAM). It is suggested that registration be performed online at www.sam.gov prior to the submission date of this RFP. If you, in fact, have done so, provide a definitive statement herein that your firm has registered in the U. S. Government supplier database entitled System for Award Management (SAM) at www.sam.gov.

If not already registered, please register as soon as possible since failure to do so will preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration. When registering, you are strongly urged to copy and paste www.sam.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. You may obtain assistance in completing your registration by contacting the Federal Help Desk at 866-606-8220 or by contacting your local Procurement Technical Assistance Center (PTAC), which can be found at https://www.aptac-us.org.

4.3.2 Tab B: Draft Contract with Terms and Conditions

The Draft Contract with Terms and Conditions is provided in Enclosure (1). The

Offeror shall clearly note its acceptance in full. The successful Offeror will be required to execute a Contract in accordance with the provisions of the Draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.3 Tab C: Price

The Offeror shall provide pricing in strict accordance with this RFP. Any exceptions should be noted accordingly. All changes/options, if offered, must be submitted as an alternate proposal in addition to the pricing requirements as stated in this RFP, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

Note: Only pricing in U.S. dollars will be accepted.

4.3.4 Tab G: Service Contract Labor Standards (formally known as Service Contract Act (SCA)) Offerors shall provide the labor category of any service employees who will perform the work for this requirement, if applicable, unless otherwise exempt from SCA (e.g., executive, administrative, or professional employee as defined in 29 CFR part 541).

4.3.8 Tab H: Small Business Subcontracting Plan

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $900,000 must submit a Small Business Subcontracting Plan or Subcontracting Plan Waiver (Enclosure (3)), certifying no Subcontracting opportunities exist, for BSA’s approval prior to Contract award. Before completing the Small Business Subcontracting Plan, Offerors shall refer to FAR 19.704 and FAR 52.219-9(d).

Offerors that are small businesses or foreign businesses are not required to submit a Small Business Subcontracting Plan or a Subcontracting Plan Waiver.

https://www.aptac-us.org/

The following BSA small business stretch goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

Small Business ..............................................................................................................49% Small Disadvantaged Business ........................................................................................5% Women-Owned Business .................................................................................................5% Hub Zone .........................................................................................................................5% Veteran-Owned Business ...........................................................................................3% Service-Disabled Veteran-Owned Business ....................................................................3%

4.4 Contents of Oral Presentation

Offerors within the competitive range shall give Oral Presentations as stated in paragraph

3.2.4 above. The Oral Presentations shall be concise and clear in every instance and restricted to relevant information only. The Oral Presentations shall comply with the following:

4.4.1 Relocation Management System Demonstration – Core System

Functionality Presentation shall include a live demonstration of the proposed relocation management platform, including end-to-end relocation workflow from authorization through case closure; employee and administrator self-service capabilities; case tracking and status visibility; financial management and controls (e.g. expense payments, invoicing, billing, reconciliation, and audit-ready reporting); compliance and data security features; integration capabilities with HR, payroll, travel, and financial systems (where applicable); and any innovative tools or value-added services that enhance program administration, employee experience, and cost management. The Offeror will demonstrate the platform from the view of new hires, BSA employee and administrators throughout the relocation lifecycle.

4.4.2 Financial Compliance and Data Security Demonstration

The Offeror shall demonstrate the key financial, compliance, and security controls embedded within its relocation management platform. The demonstration should include policy compliance controls, including exception management and approval workflows, standard compliance and financial reporting capabilities, role-based access controls and user permissions, multifactor authentication and data protection measures and overview of incident response, business continuity, and disaster recovery capabilities. The Offeror may provide supporting documentation for security certifications, internal controls, and technical architecture in lieu of demonstrating those items live.

4.4.3 A list of names and positions of presenters should be provided in advance.

4.4.4 Oral Presentations shall be no more than 30 minutes in length with additional time for questions to follow, not to exceed one (1) hour. Any rescheduling requests will be considered on a case-by-case basis. Oral Presentations shall be made via video conferencing using either Microsoft Teams or Zoom. Oral Presentations will not be recorded except in limited circumstances to accommodate the absence of SSB member(s). If recording is necessary, the Offeror will be notified in advance.

4.4.5 Information from the Oral Presentation is for BSA’s internal use only and will be used for source selection purposes in this RFP. Offeror’s Oral Presentation, including any recording made pursuant to Section 4.4.4, will be treated as proprietary and business sensitive information of the Offeror. The Oral Presentation will not specifically be used for a potential Contract. The Oral Presentation will not constitute discussions.

5.0 PROCUREMENT TYPE, EVALUATION METHODOLOGY AND CRITERIA

5.1 Type of Procurement

This is a “Best Value” procurement. BSA intends to award a Contract resulting from this solicitation to the responsive, responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors, subfactors, and price as noted in this solicitation. The utilization of this procedure is expected to provide the greatest overall benefit to BSA. Best Value employs a trade-off process that permits award to other than the lowest priced offeror or to the highest technically rated offeror. The trade-off process associated with Best Value involves a comparative weighing of the evaluation factors and sub-factors identified in the RFP. Specifically, the trade-off process involves selecting the most advantageous offer based on an integrated assessment of both technical factors and price. Price will not be rated or scored, but will be a significant factor in the Best Value analysis.

An award may be made without discussion or negotiation of proposals received;

therefore, proposals should be submitted on the most favorable terms which can be submitted in response to this request. BSA reserves the right to conduct pre-selection site visits to assess the Offerors’ capabilities, to hold fact-finding discussions, and/or to negotiate with any one or all of the Offerors on any aspect of this solicitation prior to making an award; or to make an award without further discussion or negotiation at any time during this process.