DRAFT_B2_11.0_Section_L_Instructions_to_Offerors.pdf

SUPPLY CHAIN MANAGEMENT

Section L – Instructions to Offerors

RFP 329772

B057 Modular Cleanroom

Instructions to Offerors (ITO) for Fixed Price Subcontract

1. GENERAL INFORMATION

Section L – Instructions to Offerors for the B057 Modular Cleanroom Subcontract 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 (SOW) and Technical Specifications. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

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.

Point of Contact: The Procurement Specialist, Jennifer Jamison, is the sole point of contact for this acquisition. Address any questions or concerns you may have, in writing, 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.

Proposals must be valid for Ninety (90) days. 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 days, and 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.” Proposals shall be addressed to the Procurement Specialist:

SLAC National Accelerator Laboratory 2575 Sand Hill Road, Building 041 Menlo Park, California 94025 Attention: Jennifer Jamison

Proposals shall be submitted, in searchable PDF, on the forms furnished or copies thereof, and must be manually signed if erasures or other changes appear on the forms;

the person signing the proposal must initial each erasure or change.

mailto:jjamison@slac.stanford.edu

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. If estimated costs to perform the proposed effort have been decreased due to efficiencies or a management decision, the Offeror shall provide complete rationale and a summary of the reduction by cost element. The burden of proof for credibility of proposed costs/prices rests with the Offeror.

The Offeror’s Cost/Price proposal consists of the estimated price to perform the required effort 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 and the U.S.

Department of Energy (DOE), Offeror shall:

• 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: SAM.GOV.

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

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

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 (100 page maximum)

Proposals will be evaluated based on key evaluation factors and sub-factors there under.

Cover Sheet The cover sheet should include:

• Title: B057 Modular Cleanroom

• Volume I - Technical Proposal,

• Date of submission,

• General Subcontractor Name,

• List of major Sub-subcontractors (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.

Factor 1 – Technical Approach

• Sub-factor 1.1, Project Approach: Submit a narrative with your approach to meet the

B057 Modular Cleanroom project functionality and attainment of all technical goals as defined in the Statement of Work.

• Sub-factor 1.2, Project Work Elements: Describe the general approach to execute the project work elements, including the following: coordination and communication with SLAC project personnel; pre-mobilization activities; material staging and transport; installation of major components such as wall panels, ceiling grid system, fan filter units, lighting, and sprinkler system; work practices in and about adjacent operations; maintenance of as-built drawings; inspection and test plan; waste disposal; and demobilization.

• Sub-factor 1.3, Quality Assurance/Quality Control Plan: Submit offerors plan for its general approach to Quality Assurance/Quality Control that meets or exceeds the Technical Specifications, including.

a) Quality Assurance Plan

b) Cleanliness Plan

• Sub-factor 1.4, Assumptions: Provide a list of project-specific assumptions and clarifications made in preparation of your proposal to supplement the information contained in SLAC project statement of work (SOW), drawings and specifications.

Factor 2 –Safety

• Subfactor 2.1 (Offeror only) Describe how you plan to implement your on-site ES&H program for the project.

• Subfactor 2.2 (Offeror only) 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.

• Subfactor 2.3 (Offeror only) 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. If your Experience Modification Rate (EMR) is greater than 1.0, Offeror shall include 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 October 2022 are not required to submit new SQF. However, please state that it is on file.

Factor 3 - Schedule:

Submit a proposed schedule with the bid proposal, including long lead items and a project end date no later than March 17, 2023.

Factor 4 – Past Performance

• Offeror to provide past performance experience to demonstrate their ability to perform the scope of work outlined in the RFP.

o List a minimum of 3 similar projects completed in the last 5 years of comparable size, scope, and schedule including the project name, date(s), address, client contact (i.e. Project Manager, City Manager, and Building Official), telephone number of the client contact, as a reference, and the Subcontractor’s Project Manager.

o SLAC reserves the option with permission from the Offeror, to contact the customer to validate the Offeror’s performance.

Factor 5– Statement of Qualifications The Offeror shall provide the following:

• Sub-factor 5.1 A California current and valid contractor’s license appropriate to Offeror’s trade.

• Sub-factor 5.2 A written statement regarding the following:

o 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;

o Offeror shall have a local presence in the San Francisco Bay Area established a minimum of three years.

o Offeror shall have experience working at Department of Energy (DOE) and/or Department of Defense (DOD) Facilities.

Volume II – Business and Price Proposals

Cover Sheet The cover sheet should include:

• B057 Modular Cleanroom project

• Volume II – Business Proposal,

• Date of submission,

• General Subcontractor Name,

• List of major Sub-subcontractors (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.

Financial (General Contractor Only) clearly stamp all company financial documents as “Business Sensitive” or equivalent language, if applicable, on any included documents.

• Provide letter from primary surety firm confirming bonding capability for this project, maximum bonding capability for a single project and total bonding capability.

• Provide Dun and Bradstreet and/or other credit rating report. SLAC has access to Dun and Bradstreet reports.

• If the Dun and Bradstreet SER score is greater than 6, provide three most current years of audited financial statements. Financial statements are not required with a SER score of 6 or below.

Price

• Submit RFP Section A (completed and signed form), acknowledgement of issued addendums;

• Submit RFP Section B with firm-fixed price(s) for each line item; there are suggested estimated maximum quantities listed on the Price Breakdown document which may be used as a guideline for your pricing.

o Submit RFP Section B with firm-fixed price(s) for each line item;

o All subcontract value totals to be provided per Section B, unless noted o Submit a preliminary schedule of values and preliminary expenditure profile.

• Using the Price Breakdown Format (11.1 B057 Modular Cleanroom Bid Sheet in

Section L), submit a price breakdown for each proposed firm-fixed price.

Contract Documentation

• RFP Section A (Subcontract Form) completed and signed

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

• RFP Section C Statement of Work, Drawings and Technical Specifications

• RFP Section F (Deliveries or Performance)

• RFP Section G (Terms and Conditions)

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

• RFP Section I (Specific Contract Clauses)

• Submitted Section K and SAM.GOV, “Representations & Certifications” shall be evaluated for completeness.

• Offeror shall complete and submit a signed IIPP Form (Section J, Attachment 03).

• Acknowledgment of all amendments per Section 9 of the Amendment clause.

• Provide your company’s labor rate sheet, through the end of the performance period.

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

Proposals must be submitted electronically in searchable PDF or Microsoft Word format, as indicated in this Section L. 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, all of which shall be within the required page limits as specified. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Proposal Organization Table:

Volume ITO Section Volume Title Hard Copies

Page Limit

I 2 Technical Proposal 1 100 II 2 Business Proposal 0 100

4. LATE PROPOSALS AND MODIFICATIONS:

Proposals and Modifications thereof received at the office designated in the Request for Proposals after the due date and time will not be considered.

5. WITHDRAWALS OF PROPOSALS

Proposals may be withdrawn by written original letter or 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 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 using the SLAC Question and Answer Log (Section J) 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 Offeror’s non-proprietary information and corresponding clarifications will be shared with all Offerors.

8. TAXES

Attention of Offerors and their prospective Sub-subcontractors is directed to the Article titled “Federal, State and Local Taxes” of 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 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.

Attachments to Section L

11.1 B057 Modular Cleanroom Bid Sheet Form