B2.09.00_DRAFT-RFP_Sec_L_Instructions_to_Offerors_RFP_369905.docx

SUPPLY CHAIN MANAGEMENT

Section L – Instructions to Offerors (ITO)

RFP 369005

Cryomodule Repair & Maintenance Facility (CRMF) Cleanroom Construction

1. GENERAL INFORMATION

Section L – Instructions to Offerors for the CRMF Cleanroom Construction project provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror's proposal must include all data and information requested by the ITO and must be submitted in accordance with these instructions. The proposal shall be compliant with the requirements as stated in the Statement of Work and Engineering Specification Document. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

Proposals must be valid for ninety (90) days from the proposal’s due date. The Offeror shall make a clear statement in its proposal cover letter utilizing the following language, “The undersigned agrees that this offer is valid for ninety (90) days and shall furnish any or all items upon which prices are offered at the price set opposite each item and that will remain valid for one year from the initial award, delivered at the designated point(s), within the time specified in the schedule.”

Proposals are due no later than January 6, 2027 and shall be addressed and e-mailed to the Procurement Specialist, Jennifer Jamison at jjamison@slac.stanford.edu. Proposals shall be submitted in searchable PDF format.

RFI Submittals are due no later than December 16, 2026 and shall be addressed and e-mailed to the Procurement Specialist, Jennifer Jamison at jjamison@slac.stanford.edu (last minute RFIs accepted on a case-by-case basis only). Please use “B2_09.1_Section L_RFP_369005_RFI_Log” to submit all questions and inquiries.

Point of Contact: Procurement Specialist, Jennifer Jamison, is the sole point of contact for this acquisition. Address any questions or concerns to the Procurement Specialist at e-mail: jjamison@slac.stanford.edu. All exchanges of source selection information between the University and Offerors will be controlled by the Procurement Specialist.

Cost/Price Reasonableness and Realism: Unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from consideration either on the basis that the Offeror does not understand the requirements, or has made an unrealistic offer. Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed costs/prices rests with the Offeror. The Offeror’s Cost/Price proposal consists of the firm fixed price to deliver the products required as set forth in the solicitation and must be prepared in a manner that is current, accurate, and responsive to the RFP.

The University intends to award without discussions with respective Offerors. The University, however, reserves the right to conduct discussions if deemed in its best interest.

For Offeror to be eligible for a subcontract award with the University, Offeror shall:

· Be registered in the University’s procurement system of record: https://suppliers.slac.stanford.edu/become-slac-supplier

· Be registered in E-Verify as required by FAR 52.222-54, Employment Eligibility Verification (JAN 2025) applies to this procurement.

· Be registered with the System for Award Management (SAM), the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO fee to register for this site. Entities may register at no cost directly at the SAM website: https://sam.gov/content/entity-registration.

Marking of Proprietary/Confidential Information. Offerors shall properly mark and identify with a restrictive legend or information markings on pages of the proposal that contain proprietary/ confidential information.

SLAC will not be liable for any expense incurred in preparing any supplier’s response nor for any expense for materials or services not funded on this subcontract.

2. PREPARATION OF PROPOSALS

Volume I must contain the following information, but NOT contain any pricing information. All pricing information shall be submitted in Volume II.

Proposals will be evaluated based on key evaluation factors and sub-factors thereunder. Volume I – Technical Proposal. Proposals will be evaluated based on key evaluation factors and sub-factors there under.

Volume I – Technical Proposal. (100 page maximum)

Letter of Introduction (maximum 3 pages) Provide a brief letter expressing your interest in and qualifications for this work. Summarize your team’s capabilities, capacity and why you believe your company is uniquely qualified to deliver on this requirement.

Cover Sheet The cover sheet should include:

· Project Title: CRMF Cleanroom Construction (and Option for UPW system)

· Volume I - Technical Proposal

· Date of submission

· General Subcontractor Name

· Contact Information

Technical Factor 1 – Technical Approach

Offeror will be evaluated as set forth below.

Sub-factor 1.1 Project Delivery Approach: Provide your proposed approach to the project delivery, including identification of project goals and requirements stated in the SOW. The Offeror must include a detailed narrative of the project scope, key technical challenges and risks, and methodology towards execution of the project successfully.

Sub-factor 1.2 Project Schedule: Provide a proposed project schedule plan for pre-construction, construction, and post-construction activities. Include procurement of long lead-time materials/equipment, utilization of lower tier subcontractors, and project close-out phase.

Sub-factor 1.3 Current and Potential Workload: Provide a list of current and potential (relevant) non-SLAC work. Offerors should identify key resource commitments across projects.

Sub-factor 1.4 Assumptions & Clarifications: Provide a list of assumptions and clarifications (that are non-boiler plate but project specific) made in preparation of the proposal to supplement the information contained in SLAC project drawings and specifications.

Sub-factor 1.5 Post-Award Activities: Describe the approach to anticipated immediate post-award activities, including construction readiness review, mobilization, and startup.

Sub-factor 1.6 Proposed Resources: Describe all internal and external resources that will be used in the construction of the facilities/buildings, including self-performed labor, subcontractors, and physical resources.

Sub-factor 1.7 Cost Management: Describe your approach to cost management.

Sub-factor 1.8 Communication Plan: Describe your communication plan.

Sub-factor 1.9 Cleanroom Execution Strategy: Describe your proposed approach for cleanroom construction, contamination control, system integration, testing, commissioning, certification, and turnover. Include management of technical risks that could affect cleanroom performance, quality, or schedule.

Sub-factor 1.10 Project Management Approach: Describe your proposed project management approach, including coordination of subcontractors, cost and schedule control, risk management, issue resolution, and management of construction, commissioning, and turnover activities.

Technical Factor 2 – Safety Sub-factor 2.1 ES&H Program Implementation: Describe how you plan to implement your on-site ES&H program for the project.

Sub-factor 2.2 Environmental Compliance History: Provide background information on their environmental regulatory compliance status and enforcement history for the past 3 years. Offeror shall include all notices of violation stemming from environmental non-compliance and the supporting documentation, including fines incurred and explanation of how the violations were addressed.

Sub-factor 2.3 Lock-Out / Tag-Out Program: Submit your Lock-Out/Tag-Out Program Sub-factor 2.4 Work Planning Control Activities: Describe your proposed approach for completing safety Work Planning Control (WPC) activities. Narrative should include completion of safety documents for construction (Lock-Out/Tag-Out, Control of Hazardous Energy, Job Safety Analysis).

Sub-factor 2.5 Safety Culture and Initiatives: Describe what program/initiative your company has that demonstrates that safety is approached proactively. Is there a way to track field observations? If so, how is the data used to understand leading indicators and in turn how those leading indicators effect action in the field for incident prevention.

Sub-factor 2.6 Safety Qualification Form (SQF): Submit form SLAC-I-730-0A21J-027-R010, Construction Subcontractor Safety Qualification Form (SQF) for the Offeror’s company which shows evidence of your overall safety record. Submit Insurer Experience Modification Rate (EMR) documentation (letter or WCIRB printout, OSHA 300 logs for self-performed work, for the past three years, and statements if there have been any fatalities or serious injuries. Offerors with current safety approved status, through June 2028 are not required to submit new SQF or supporting documents. However, please state that it is on file.

Technical Factor 3 – Key Personnel and Experience Sub-factor 3.1 Company Experience: Provide your experience and the experience of proposed Sub-subcontractors (including joint venture partners and consultants) and their role in the proposed Subcontract. Provide examples of project experience that illustrates the Offeror’s and Sub-subcontractors’ capabilities for the required type of work.

Sub-factor 3.2 Key Personnel Qualifications: Provide resumes for all proposed key personnel, as identified in Section H. Key personnel shall include the Project Manager, Superintendent, Quality Control Manager, Safety Manager, and Designer of Record. Include examples of projects within the past 5 years which illustrate their experience in the proposed work, their participation in the example projects, and any other relevant qualifications.

Sub-factor 3.3 Team Experience: Describe project experience that the proposed key personnel have worked on together, either as a whole team, or some combination of the key personnel.

Sub-factor 3.4 Team Integration and Collaboration: Describe how preconstruction personnel communicate with operations personnel to ensure a smooth transition between the team, and how office and field personnel collaborate throughout the project.

Sub-factor 3.5 Cleanroom and Comparable Facility Experience: Provide examples of projects completed within the past five (5) years that demonstrate your ability to successfully construct, commission, and certify cleanroom or similarly complex technical facilities. For each project, include facility type, cleanroom classification (if applicable), project value, completion date, scope of work, and your role in the project. Describe project outcomes related to schedule, budget, quality, problem resolution, and customer satisfaction.

Sub-factor 3.6 Organization Structure: Provide an organization chart with a narrative that details both your and proposed sub-subcontractors roles and responsibilities, including identifying key personnel from each and a supervising representative.

Sub-factor 3.7 Lessons Learned: Provide examples of lessons learned from past project experience and describe in detail how those lessons learned have been applied to subsequent projects.

Technical Factor 4 – Statement of Qualifications

Offeror shall provide the following:

Sub-factor 4.1 Licensing: A valid California General Contractor’s license, and all appropriate licenses applicable for the project.

Sub-factor 4.2 Business Qualifications: Provide a written statement regarding the following:

· Offeror’s contractor’s license has not been revoked within the past five (5) years;

· Offeror’s company has not been debarred within the past five (5) years from working on any U.S. government contracts/subcontracts

· Neither the Offeror’s firm, nor any of its owners or officers have been convicted of a crime involving the awarding of the contract of a government (U.S. Federal, State, and City) construction project, or the bidding or performance of a government contract

· Offeror has an established local office for a minimum of 2 years in the San Francisco Bay Area. The San Francisco Bay Area is defined as the following 10 counties: Santa Clara, San Mateo, San Francisco, Alameda, Contra Costa, Marin, Napa, Sonoma, Solano, and Santa Cruz Counties

· Offeror has not had any U.S projects within the past five (5) years terminated for default.

· Offeror has previous experience working at Department of Energy (DOE) and/or Department of Defense (DOD) Facilities

Technical Factor 5 – Interview

Sub-factor 5.1 Interview and Presentation Evaluation: The Offeror will be scheduled to participate in an interview and presentation conducted by the members of the Source Selection Board after the panel review of the Technical Proposal. Questions will be provided in advance of the interview. The presentation shall address each question in detail, demonstrating the team of the Offeror’s understanding of the project requirements, anticipated challenges, and proposed execution strategy. The Offeror’s presenters must include the key personnel of the proposed Construction Team.

Volume II – Price Proposals

Cover Sheet The cover sheet should include:

· Project Title: CRMF Cleanroom Construction (and option for UPW system)

· Volume II – Price Proposal

· Date of submission

· General Subcontractor Name

· Contact information

Business Factor 1 – Financial/Business

Clearly stamp all company financial documents as “Business Sensitive.”

Sub-factor 1.1 Bonding Capacity: Provide letter from primary surety firm confirming bonding capability for this project, maximum bonding capability for a single project and total bonding capability.

Sub-factor 1.2 Dun & Bradstreet Evaluation: Provide Dun and Bradstreet credit rating report. SLAC has access to Dun and Bradstreet reports. For Bidders with a Dun and Bradstreet SER score greater than 6, or offerors who choose not to participate in Dun and Bradstreet, audited Financial Statements will be reviewed for risk. If submitted, a copy of audited or reviewed financial statements for past three

(3) fiscal years will be required. The statements must be prepared in accordance with the standards of the American Institute of Certified Public Accountants and be prepared by an independent certified public accountant registered and licensed under the laws of any state. Balance sheets, income statements, supporting schedules and notes, and the opinion of the independent auditor must accompany the financial statement.

Business Factor 2 – Price Proposal and Subcontract Documentation

Sub-factor 2.1 Submit RFP Section A (completed and signed form), and signed solicitation amendment forms.

Sub-factor 2.2 Submit RFP Section B completed with firm-fixed prices for each line item and company identifying information.

· Submit a preliminary schedule of values and preliminary expenditure profile.

· Using the Price Breakdown Form (B2_09.2_CRMF_Cleanroom_Construction_Breakdown_Form), submit a price breakdown. Total price must match total price from Subcontract Section B (Supplies or Services and Prices)

· Provide your company’s labor rate sheet, through the end of the performance period. (No attachment template provided; Subcontractor must furnish) Sub-factor 2.3 Additional Required Subcontract Documentation (Sections A-K) as indicated below:

· RFP Section H (Special Terms and Conditions) Complete with Key Personnel names and titles

· RFP Section J (List of Attachments) Complete list below:

· Injury and Illness Prevention Program Acknowledgement Form (B2_07.3_RFP_Section_J_Subcontractor_Form_IIPP)

· Subcontractor Safety Qualification Form (B2_07.5_RFP_Section_J_SubcontractorFormSQF). If the Offeror has an approved SQF valid through 6/30/2028, the form does not need to be resubmitted, but instead the Offeror should state that fact.

· RFP Section K (Representations & Certifications) Complete and sign

Business Factor 3 – Terms and Conditions Acceptance and/or Exceptions

Offeror’s proposal must communicate acceptance to the SLAC Terms and Conditions, as indicated in the solicitation, including all attachments, and documents incorporated by reference. This includes all SLAC Terms and Conditions, Technical Specifications, Drawings, Statement of Work, and requirements within the forms listed above under Business Factor 2.

Note that all exceptions to the SLAC Terms and Conditions will require SLAC Legal approval.

3. METHOD OF TRANSMISSION/ORGANIZATION/NUMBER OF COPIES/PAGE LIMITS:

Proposals must be submitted via electronic mail to the Procurement Specialist, Jennifer Jamison, at e-mail: jjamison@slac.stanford.edu on or before the due date of this RFP. The Offeror shall prepare the proposal as set forth in the Proposal Organization Table. The titles and contents of the volumes shall be as defined in this table.

Proposal Organization Table:

4. LATE PROPOSALS AND MODIFICATIONS:

Proposals and Modifications thereof received after the Request for Proposals a due date and time will not be considered.

5. WITHDRAWALS OF PROPOSALS

Proposals may be withdrawn by email, addressed as instructed for the proposal, and received from the Offerors prior to award.

6. RFP AMENDMENTS

The right is reserved, as the interests of SLAC may require, to revise or amend the solicitation documents and drawings prior to the due date set for submission of proposals. Such revisions and amendments, if any, will be announced on an “Amendment of Solicitation/Subcontract Modification” form. Copies of such amendment as may be issued will be furnished to all prospective Offerors. If the revisions and amendments are of a nature which requires material changes in quantities or proposal prices or both, the date set for submission of proposals may be postponed by such number of days, as in the opinion of SLAC will enable the Offerors to develop their proposals. In such case, the Amendment of Solicitation/Subcontract Modification form will include an announcement of the new due date for receipt of proposals.

7. EXPLANATION TO OFFERORS

Any explanation desired by an Offeror regarding the meaning or interpretation of the Request for Proposal, drawings, specifications, etc., must be requested in writing to the attention of the Procurement Specialist using the SLAC Question and Answer Log, titled as “Offeror’s Request for Clarifications,” in Section L. Sufficient time must be allowed for a reply to reach the Offeror before the due date for submission of proposals. Replies and/or technical responses will be provided to all Offerors no more than 3 business days after the “Offeror’s Request for Clarifications” due date. Oral clarification of requirements or instructions provided by SLAC before the award of the Subcontract will not be binding. Transmittal shall be sent via e-mail in PDF format.

8. TAXES

The Offeror may consult the provisions on taxes that are provided throughout the General Terms and Conditions and to the California State Board of Equalization Regulations relating to sales of machinery and equipment for delivery under construction contracts with the United States government. However, responsibility for determination of the applicability of California State Board of Equalization Regulations shall rest solely with the Offeror, and no representation or guarantee either expressed or implied is made by the Government or SLAC hereunder as to the application thereof. SLAC will not reimburse Offeror for taxes as a separate line item.

9. SPECIFIED PRODUCT AVAILABILITY

Where the Technical Specifications, Statement of Work, or Drawings list a specific product, the Offerors may assume that the product is commercially available; however, availability within the required performance period may require payment, by the successful Subcontractor at no additional cost to SLAC, of premiums for expediting production or shipment. The Offerors are cautioned to confirm not only product prices, but costs associated with timely acquisition of the product as required to meet performance period requirements. The Offerors are required to notify the University Procurement Specialist prior to the proposal due date of any obvious product unavailability.

10. SPECIFIED PRODUCT OR METHOD COMPATIBILITY

Where the Technical Specifications, Statement of Work, or Drawings list a specific product or method, the Offerors may assume that the product or method is compatible with other requirements of the Subcontract. The Offerors are required to notify the University Procurement Specialist prior to the date set for receipt of proposals of any obvious incompatibility between a specified product or method and other requirements of the Subcontract.

11. EXCEPTIONS TO UNIVERSITY’S STANDARD TERMS AND CONDITIONS, PROVISIONS, AND/OR CLAUSES Offeror must identify any exceptions to SLAC terms and conditions or exceptions to any other element of the requirements that are a part of this RFP, with their proposal. SLAC will not entertain any exceptions not identified in the proposal submission. Exceptions taken may be cause for rejection of a proposal. Inclusion of any assumptions, clarifications, exclusions, or conditions may be cause for rejection of the proposal as non-responsive.