DRAFT_B2_10.0_Section_L_Instruction_to_Offerors.pdf

SUPPLY CHAIN MANAGEMENT

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Section L – Instructions to Offerors

RFP # 368509

Critical Utilities Infrastructure Revitalization (CUIR) Project Subproject 1 – Master Substation Annex Construction

1 GENERAL INFORMATION

Section L – Instructions to Offerors for the Critical Utilities Infrastructure Revitalization (CUIR) Project, Subproject 1, Master Substation Annex Construction 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 in the Instruction to Offerors (ITO) and must be submitted in accordance with these instructions. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

The University will select the best overall Offeror, based upon an integrated assessment of all the technical and cost factors and subfactors.

The evaluation process and method are described in Section M – Evaluation Factors for Award. For an Offeror to be eligible for a subcontract award with the University, the Offeror shall:

• Be actively 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: SAM.GOV.

• Be actively registered in the University’s procurement system of record:

https://suppliers.slac.stanford.edu/become-slac-supplier

The University anticipates awarding one Firm Fixed Price subcontract.

PLEASE NOTE: That SLAC National Accelerator Laboratory is operated by Stanford University for the U.S. Department of Energy (DOE) making this a federally funded construction project. As such, the Offeror is being made aware of, in addition to other required labor postings, the DOE WH Publication 1321, which can be found on the following website: https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fedprojc.pdf

1.1 Proposal Submittal Information

Point of Contact: The Sr. Subcontract Administrator, Quyen Weng, is the sole point of contact for this acquisition. Address any questions or concerns you may have, in writing, to

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https://suppliers.slac.stanford.edu/become-slac-supplier https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fedprojc.pdf

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the Sr. Subcontract Administrator at email: quyen@slac.stanford.edu. All exchanges of source selection information between the University and Offerors will be controlled by the Sr. Subcontract Administrator. Proposals shall be emailed to the Sr. Subcontract Administrator at the email address above.

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.

Proposal Validity: Proposals must be valid for One Hundred and Twenty (120) days from the proposal due date. The Offeror shall make a clear statement in its proposal cover letter utilizing the following or similar language to the same effect:

“The undersigned agrees that this offer is valid for One Hundred and Twenty

(120) days and is to furnish any or all items upon which prices are offered at the price set opposite each item, delivered via email, within the time specified in the schedule.”

Request for Clarifications: Offerors are to send any questions regarding this RFP using form “Section L Attachment B, SLAC Question and Answer Log”. The last day to submit Questions/Clarifications is December 4, 2026.

Submittal Format: Proposals shall be submitted, in searchable PDF, on the forms furnished or copies thereof, and must be signed if erasures or other changes appear on the forms; the person signing the proposal must initial each erasure or change.

Pages exceeding the stated page limits stated will be removed and not considered as part of the evaluation. Most or all of the pages should be 8½ x 11-inch with 1 inch or greater margins and larger fonts. Forms, organization charts or drawings may be presented on 11 x 17-inch page. Use easily legible fonts such as black, 12-point, standard-form Arial or Times New Roman for main text. Slightly smaller fonts for charts, drawings, graphs, and schedules are acceptable as long as they are legible.

Pages should be numbered sequentially with page number at the bottom right of the page.

Appendices should be clearly indexed with sections dividers that allow easy search and navigation digitally.

2 PREPARATION OF PROPOSALS

2.1 Volume I - Technical Proposal

Volume I must contain the following information, but NOT contain any pricing information.

All pricing information shall be submitted in Volume II only.

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Cover Sheet The cover sheet should include:

• Title: Critical Utilities Infrastructure Revitalization (CUIR), Subproject 1 (SP1), Master Substation Annex Construction

• Volume I – Technical Proposal

• Date of Submission

• General Subcontractor Name

• Contact information

Technical Proposal narrative for all subfactors listed below should be no more than 15-pages in length excluding the following:

• Table of Contents

• Transmittal Letter (1-page max)

• Separation/Title pages

• Front and Back covers

• Appendices for supporting material:

o Resumes (2-page max per resume) o Letter of Commitment o Project Experience (up to 5 projects, 1-page max per project) o Licenses and Certifications (copies) o Written statements to meet Civil and Criminal Law Compliance o Subcontractor Safety Qualifications Form and attachments o EMR, OSHA and environmental regulatory compliance records o Full Project Schedule

Clearly stamp all company financial documents as “Business Sensitive”, if applicable, on any included documents.

2.1.1 Factor 1: Technical Approach

Offerors shall submit proposals in accordance with the requirements outlined in this section. Proposals must demonstrate the offeror's technical capability, understanding of project requirements, and ability to execute the work successfully. Proposals shall be complete and concise, providing sufficient detail for thorough evaluation.

Subfactor 1.1 – Project Approach Describe the overall approach for constructing the B017S Master Substation Annex, the electrical equipment replacements, installations and relocations and all associated ancillary systems. The description shall address, but is not limited to, the following:

• Methodology – provide a clear and feasible methodology for completing the work.

• Sequencing and Integration – demonstrate a clear understanding of the critical sequencing required to construct the work, coordinate equipment replacements, SECTION L - PAGE 4 OF 10 installations, and relocations, and integrate the work with existing systems in accordance with the Key Milestones presented in the SOW.

• Site logistics – Describe how site logistics will be planned, coordinated, and managed, including access, laydown and staging areas, material deliveries, traffic or pedestrian impacts, and coordination with ongoing SLAC operations.

• Power outage execution – provide the approach to executing work during the limited power outage windows, including contingency measures.

• Safety – identify project-specific safety risks and describe the strategies, controls, and coordination measures that will be used to mitigate those risks throughout execution of the work.

• Quality – explain the quality assurance and quality control approach, including how the Offeror will verify work quality, manage inspections and testing, document deficiencies, and track corrective actions through closure.

• Technical challenges – identify key challenges/risks and strategies for resolving them

• Innovative solutions – highlight any innovative solutions that will enhance efficiency, safety, and/or performance

Subfactor 1.2 Schedule Submit a proposed project schedule covering all milestone activities described in the statement of work (CUIR-SW- 0203) and SP1 Power Outage Plan (CUIR-WPC-0114). The schedule should address the following two areas:

• Schedule quality – provide a clear, complete, and realistic schedule that identifies key milestones, the critical path, anticipated review times, any assumptions made in developing the schedule.

• Schedule management – demonstrate adequate resource allocation, management of long-lead items, and clear identification of any deviations from anticipated milestones or negotiated power outages.

2.1.2 Factor 2 – Safety

The Offeror shall provide:

Subfactor 2.1 – Compliance with Occupational Safety and Health Laws Submit Subcontractor Safety Qualification Form (SQF) (Section J Attachment 7) for General Contractor; and first tier electrical subcontractor(s)

Projects indicated in the SQF form should be tailored to include experience around electrical improvements, elevated work surface, excavation, lead abatements and work related to hazards relative to CUIR project scope. Along with the SQF, provide General Contractor’s and first tier electrical subcontractor(s)’ Experience Modification Rate (EMR) for each of the past three years. If the EMR for any of these three years is 1.00 or higher, please provide an explanation (not exceeding 1-page long).

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Subfactor 2.2 – Safety Record Provide the safety history of the Offeror for the past 3 years. If there have been fatalities and/or Fed & CAL OSHA violations for the past 3 years, provide a signed page describing the citation (dates of citation, nature of violation, project on which the citation(s) was or were issued, the amount of penalty paid) and a narrative describing corrective actions taken by the company.

2.1.3 Factor 3 – Project Management and Experience

The Offeror shall provide:

Subfactor 3.1 – Project Team and Staffing Plan Submit a copy of Offeror's proposed organization chart, including a written summary of Key Personnel (including sub-tier contractors).

a. Indicate the percentage of time each role will be assigned to the project and on-site commitment.

b. Describe each key personnel’s specific roles and relevant experience on previous projects. The narrative should explain how each individual’s experience and expertise contribute to the success of the project, and how the team will collaborate to ensure efficient project delivery.

c. Resumes of Key Personnel (to be provided in appendix) are limited to 2 pages and should indicate overall work experience and work experience within the current firm. At a minimum, include resumes and experience of proposed Project Manager, Project Field Superintendent, and Site Safety Officer. List certification(s), training, professional license(s), and membership(s) relevant to the Project scope.

Subfactor 3.2 – Project Controls Explain your team’s general approach to the following, including any software used to manage these processes. In the appendix, provide any company plans/procedures and/or relevant examples from past projects that demonstrate approach.

• Schedule

• Safety

• RFI/Submittal

• Change/Cost Control

• Quality Assurance/Quality Control

Subfactor 3.3 – Relevant Experience List three (3) relevant projects completed or currently in progress in the last 10 years that demonstrate your project team’s ability to perform the scope of work outlined in the RFP.

Preference to similar projects of comparable size, scope, and complexity. Each project description writeup should not exceed 2 pages long. Include the following in the project description:

• Project name, location and year of completion

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• Owner Name, name and contact information of owner’s representative (project manager/construction manager)

• Construction value

• Funding type (private or public)

• Description of construction type, project schedule (e.g., original scheduled completion date, time extensions granted and actual completion date), and lessons learned.

2.1.4 Factor 4 – Interview

Each Offeror will be scheduled for a 60-minute virtual meeting to present an overview of their proposal to the Source Selection Board. While in-person is preferred, a hybrid meeting can be supported. The interview will provide the Offeror an opportunity to clarify and expand upon their written proposal and demonstrate the capabilities of their proposed project team. Offerors should limit the number of attendees to a maximum of 10.

IMPORTANT NOTE: No pricing information should be discussed or presented during the presentation or in response to the questions.

The interview and presentation will be evaluated against the following subfactors.

Subfactor 4.1 – Team Synergy Ability of team members to interact effectively, communicate cohesively, and respond collectively during the interview.

Subfactor 4.2 – Project Understanding Clarity and depth of comprehension of project scope, technical challenges, schedule constraints, and integration with existing systems.

Subfactor 4.3 – Commitment to Project Delivery Ability to demonstrate ownership, accountability, and strategies for maintaining schedule, cost, safety, and quality performance.

Subfactor 4.4 – Responsiveness Thoroughness, clarity, and insight in providing direct answers to the questions asked.

2.1.5 Factor 5 – Statement of Qualifications

Subfactor 5.1 – Offeror’s Local Presence A written statement regarding the following:

a. Offeror Name, type of business, incorporation year of business, address of headquarters of General Contractor.

b. Offeror is at least 5 years in business and has at least one office within 200 miles of SLAC for at least 3 years.

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Subfactor 5.2 – Licenses and Certifications (to be provided in Appendix) Current and valid California construction licenses – licenses numbers, classifications, and expiration dates.

Subfactor 5.3 – Compliance with Civil and Criminal Laws A written statement regarding the following:

a. Whether or not your company’s licenses have been revoked at any time during the last five years.

b. Whether or not your company has been debarred from working on any government contracts/subcontracts, at any time during the last five years.

c. Whether or not your firm or any of its owners or officers have been convicted of a crime involving the awarding of the contract of a government construction project, or the bidding or performance of a government contract.

2.2 Volume II – Price Proposal

Cover Sheet The cover sheet should include:

• Title: Critical Utilities Infrastructure Revitalization (CUIR), Subproject 1 (SP1), Master Substation Annex Construction

• Volume II – Price Proposal

• Date of submission

• General Subcontractor Name

• List major Sub-subcontractors who will perform the work (defined as those Sub-subcontractors that will perform at least ten [10] percent of the effort based on the total proposed price), and

• Contact information

Clearly stamp all company financial documents as “Business Sensitive”, if applicable, on any included documents.

2.2.1 Factor 1 – Business Documentation

Financial information is required from the General Contractor only. Offeror shall provide:

Subfactor 1.1: Bonding Capacity A letter from primary surety firm confirming bonding capability for this project, maximum bonding capability for a single project and total bonding capability.

Subfactor 1.2: Dun and Bradstreet A current Dun and Bradstreet report must be submitted. If the Dun and Bradstreet SER score is greater than 6, or if the Offeror does not participate in Dun and Bradstreet, provide the three most current years of audited financial statements. Audited financial statements are not required with a SER score of 6 or below. SLAC has access to Dun and Bradstreet reports.

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Subfactor 1.3: Terms and Conditions 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. Requested exceptions to any of the solicitation documents must be communicated at the time of the proposal submission. Note that any exceptions to the SLAC Terms and Conditions will require SLAC Legal approval.

2.2.2 Factor 2 – Price Proposal and Contract Documentation

Subfactor 2.1:

The Offeror is required to provide the following contract documentation:

• Section A (Subcontract Form) completed and signed.

• Section B (Supplies or Services and Prices), completed as indicated.

• Section H (Special Terms and Conditions) completed with Key Personnel.

• Section J, Attachment 02 (IIPP Form) shall be completed and signed.

• Section J, Attachment 04 (Small Business Subcontracting Plan) shall be completed and signed.

• Section K (Representations & Certifications) shall be completed and signed.

• Section L, Attachment A (Proposal Breakdown Sheet) shall be completed and provided in PDF and Excel format, with formulas intact.

• Acknowledgment of all amendment(s) of solicitation, if applicable.

Subfactor 2.2 Submit labor rates sheets for GC, and their first-tier sub-contractor(s), which represent the rates that will remain in effect throughout the completion of the performance period (must include key personnel). These labor rates sheets will be incorporated under Section J - List of Attachments.

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

Proposals must be submitted electronically in searchable PDF format, as indicated in this Section L. The Offeror shall adhere to the page limits set forth in the Proposal Organization Table. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified. The volumes identified in the table shall be separately sent via email as attachments.

Table 1: Proposal Organization Table

ITO

Section

Volume Title Page Limit

2.1 I Volume I - Technical Proposal 15*

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I Volume I Appendices- Proposed Project Execution Plan, Proposed Summary Schedule and Fully Planned Schedule

No Limit

2.2 II Volume II - Price Proposal No limit

*Page limit excludes Table of Content, transmittal page and appendices. Refer to Section 2 for details.

4 LATE PROPOSALS AND MODIFICATIONS:

Late proposals will not be considered. Errors in proposals must be identified no later than 3 business days after the proposal due date for corrections to 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 AMENDMENT

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, to 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 using the SLAC Question and Answer Log and with sufficient time allowed for a reply to reach the Offeror before the due date for submission of proposals. Oral clarification of requirements or instructions provided by SLAC before the award of the Subcontract will not be binding.

Questions containing Offerors non-proprietary information and corresponding clarifications will be shared with all Offerors.

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 soil excavation and removal contracts with the United States government. However, responsibility for

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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 also costs associated with timely acquisition of the product as required to meet performance period requirements. The Offerors are required to notify the University Sr. Subcontract Administrator 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 Sr.

Subcontract Administrator 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

The 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. 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.

Attachments in Section L Section L - Attachment A – CUIR Proposal Breakdown Sheet Section L - Attachment B – SLAC Question & Answer Log