BSA RFQ Solicitation No.470945 - Key Card Access System.pdf

Procurement & Property Management Division

Building 101 P.O. Box 5000

Upton, NY 11973-5000 Phone 631-344-5539 vcostanzo@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

DATE: 10/14/2025

REQUEST FOR QUOTE (RFQ) NUMBER 470945

Description: Key Card Access Control System Issued By:

Brookhaven Science Associates, LLC Brookhaven National Laboratory P.O. Box 5000 Upton, NY 11973-5000

Contracts Specialist:

Name: Vincent M. Costanzo Telephone No.: 631-344-5539 Email: vcostanzo@bnl.gov

Ship To Address:

Brookhaven National Laboratory Receiving: Bldg. 98 Rochester Street Upton, New York 11973-5000

Anticipated Freight Terms:

FOB Destination, Freight Prepaid

Anticipated Period of Performance/Delivery:

Contract Award through 9/30/2026

Questions Due Date: 10/17/2025 Quote Due Date & Time: 10/28/2025 5:00 P.M.

EST

Contract Type: Firm Fixed Price Payment Terms: Large Business is 30 Days, Small Business is 10 Days

*Brookhaven is a tax-exempt entity.

1.0 INTRODUCTION

This is a combined synopsis/solicitation for commercial products or commercial services notice. This announcement constitutes the only solicitation.

Brookhaven Science Associates, LLC (herein known as “BSA”), operator of Brookhaven National Laboratory (BNL) under a Prime Contract (DE-SC0012704) with the U.S. Department of Energy (DOE), herewith solicits your firm fixed price quote for a “Key Card Access Control System” as outlined in the Draft Contract No.470945 (Enclosure A).

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 561622 - Locksmiths. The stated size standard is $25,000,000.00. 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 the System for Award Management (SAM) (www.SAM.gov).

This procurement:

Is being solicited for full and open competition.

2.0 SCOPE OF WORK

The Offeror shall furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Contract No.470945 (Enclosure A) and the BSA Statement of Work, “Key Card Access Control System” incorporated therein as Attachment (A). Please note alternate parts will not be considered under this solicitation.

CAUTION TO OFFERORS: BSA is not responsible for locating or securing any information that is not furnished with the offer. Accordingly, the Offeror must furnish as part of the offer all descriptive material (such as cuts, illustrations, drawings, or other information) necessary for the Company to (i) determine whether the product offered meets the salient characteristics requirements of the solicitation, and (ii) establish exactly what the Company would be binding itself to purchase by making an offer.

3.0 BASIS OF AWARD

BSA will make award to the responsive and responsible Offeror who submits the lowest total price and who meets all of BSA’s technical requirements, as stated herein. Total price, including options, if applicable, will be evaluated to determine the lowest price. The resultant award shall be subject to the terms & conditions of Draft Contract No.470945, Enclosure A.

An Offeror that takes exceptions to BSA terms & conditions or fails to provide all requirements of this RFQ may be deemed non-responsive and may not be considered for award.

4.0 FORMS OF QUOTATION AND MANNER OF SUBMISSION

A complete quotation, including the signed Quotation Pricing Sheet (Enclosure C), must be received by BSA no later than the due date and time listed on page 1 of this RFQ. Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late. Such responses will only be considered for award if it is in BSA’s best interest to do so.

BSA will only accept email submissions of formal quotations:

Email submissions must include the signed Quotation Pricing Sheet

(Enclosure C). Emails will be sent to the Contracts Specialist listed on Page 1 of this RFQ with the BSA RFQ Number in the Subject Line.

All questions must be submitted via email. Replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other Offerors.

5.0 PRICING AND SUPPORTING DOCUMENTATION

5.1 Pricing Quotation and Supporting Documentation:

The Offeror shall complete and return the Quotation Pricing Sheet (Enclosure C) attached to this document. Prices shall be all inclusive and quoted in U.S.

dollars, FOB, Brookhaven National Laboratory, Upton, Long Island, New York (freight included), including any import duties, customs, and associated costs, if applicable.

5.2 System For Award Management (SAM):

In order to support DOE reporting requirements, BSA requires all of its vendors/contractors to be registered in the U.S. Government supplier database, System for Award Management (SAM) with their Unique Entity Identification number (UEI #). Registration can be performed online at www.SAM.gov. If not already registered, please register as soon as possible since failure to do so may 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 APEX Accelerator Representative (formerly known as the Procurement Technical Assistance Center (PTAC), which can be found at https://napex.us.

5.3 Representations and Certifications:

AMS-Form-050 (Enclosure B) is only required for vendors that are not currently active and registered in SAM.gov. A current copy (less than 12 months prior to the date of solicitation) of Supplier Specific Representations & Certifications AMS-Form-050 (Enclosure B) must be on file with BSA’s Procurement and Property Management (PPM) Division before a contract can be awarded. The attached AMS-Form-050 (Enclosure B) has been included for informational purposes. At the time of award, the successful Offeror will be asked to complete AMS-Form-050 (Enclosure B) if it is not already on file with BSA.

6.0 FAIR LABOR STANDARDS

The anticipated awarded contract will be subject to U.S. Department of Labor Wage Determination No. 2015-4157, Revision No. 29 dated 7/08/2025. The Occupation Codes and corresponding rates established under the Service Contract Act (SCA) shall apply for all positions proposed. However, Section 13(a)(l) of the FLSA provides an exemption from both minimum wage and overtime pay for employees employed as bona fide executive, administrative, or professional employees. Job titles do not determine exempt status. In order for an exemption to apply, an employee's specific job duties and salary must meet all the requirements of the Department's regulations. For additional information, visit the Wage and Hour Division Website:

https://www.dol.gov/agencies/whd and/or call the toll-free information and helpline, available 8 a.m. to 5 p.m. in your time zone, 1-866-4USWAGE (1-866-487-9243).

When state law differs from the federal FLSA, an employer must comply with the standard most protective to employees. Links to your state labor department can be found at www.dol.gov/agencies/whd/contact/local-offices.

7.0 OTHER REQUIRED FORMS AND DOCUMENTS

The successful Offeror will be required to complete the following forms (if applicable):

Vendor ACH Authorization Form, Enclosure D.

W-9 Form, Enclosure E.

Organization Conflicts of Interest Disclosure, Enclosure F

8.0 CLOSURE

We trust that the information contained herein is sufficient to permit your company to prepare a complete and definitive quotation; however, should you have any questions, please contact the undersigned.

Sincerely, Vincent M. Costanzo Contracts Specialist

Enclosure: A. Draft Contract No.470945 B. Annual Representations and Certifications (AMS-Form-050) C. Quotation Pricing Sheet (AMS-Form-043) D. Vendor ACH Authorization Form E. W-9 Form F. Organization Conflicts of Interest Disclosure (AMS-Form-033)