Enclosure 1 - RFP.pdf

Enclosure 1 Part A:

REQUEST FOR PROPOSAL

Fixed Price Terms and Conditions

Financial Management and Procurement Services Procurement Department

Argonne National Laboratory 9700 South Cass Avenue, Bldg. 201

Lemont, IL 60439

REQUEST FOR PROPOSAL (RFP) NO. 6-S176-Q-00096-00

This package includes

1. RFP INSTRUCTION COVER LETTER (Enclosure 1 Part A)

2. INSTRUCTIONS FOR PREPARATION OF PROPOSALS (Enclosure 1 Part B)

3. NOTICES TO OFFERORS (Enclosure 1, Part C)

12/15/2025

To All Prospective Offerors:

Subject: Request for Proposal (RFP) No. 6-S176-Q-00096-00 based on Argonne Statement of Work for "12-ID High Heat Load Mirror System" dated November 26, 2025.

UChicago Argonne, LLC, operator of Argonne National Laboratory (Argonne or Laboratory) under a prime contract with the U.S. Department of Energy (DOE), has the responsibility of obtaining the item(s) which are the subject of this Request for Proposal (RFP). You are invited to submit a firm fixed price proposal for meeting this requirement. Your attention is directed to the enclosed documents which constitute requirements for this RFP and should be fully complied with and completed as indicated. Note that this is a request for proposal, not a contract/agreement. The Laboratory intends to issue an award resulting from this solicitation based on the Best Value/Trade-Off methodology.

It should be understood, this RFP neither commits nor obligates the Laboratory to purchase any goods/services under this RFP or its resulting agreement/contract.

Proposal Submission Format:

The Offeror is invited to submit a proposal in response to the subject RFP. The proposal shall be submitted electronically to Molly Hunter, Procurement Specialist, at email mollyhunter@anl.gov by January 23, 2026, at 3:00pm CDT.

The proposal should be structured in three (3) separate documents as follows:

Part I - Technical Proposal

i. Please do not include any cost information in this document.

mailto:Molly mailto:mollyhunter@anl.gov

Part II – Business/Management Proposal

Part III - Price Proposal

i. Please list the manufacturing country of origin, any related HTSUS codes and/or reciprocal tariff charges associated with the offer (Country of Origin should be consistent with the definition stated in FAR 52.225-I for Buy American-Supplies)

ii. Firm Fixed Price, “F.O.B” Destination” or “DAP Lemont, IL” under Incoterms 2020 proposals are requested. If other than firm prices are quoted, conditions of escalation are to be stated. Handling fees outside of freight should be included in the overall price of the product, and excluded from the freight estimate. Include HTS code, duty % and reciprocal tariff %, where applicable.

All proposal submissions should be prepared with maximum economy and without elaborate visual content, ensuring the resources of both offerors and Laboratory evaluators are efficient.

Submissions which are determined to be non-conforming to all requirements of the solicitation may result in rejection of the offer.

Argonne National Laboratory assumes no liability for disclosure or use of unmarked data and may use or disclose such data for any purpose.

1. Description of Work The work consists of furnishing all materials, equipment, tools, supplies, etc., as described for Statement of Work "12-ID High Heat Load Mirror System" dated November 26, 2025 All work is to be performed in accordance with the specifications outlined in the Statement of Work.

Enclosure No. 1:

Enclosure No. 2:

Enclosure No. 3:

Enclosure No. 4:

Enclosure No. 5:

Enclosure No. 6:

Enclosure No. 7:

Enclosure No. 8:

Enclosure No. 9:

RFP (Part A), Instructions for Preparation of Proposals (Part B), and Notices to Offerors (Part C).

Appendix “A” Argonne Terms and Conditions for Commercial Items and Services, ANL-71-COM, dated October 22, 2025

Argonne Statement of Work, "12-ID High Heat Load Mirror System" dated November 26, 2025

Evaluation Criteria, dated November 20, 2025

Pre-Award Information, ANL-70B (Long Version) – Reps & Certs, dated January 13, 2025

Specifications Document "APS Engineering Standard Vacuum Designs, Revision 4" dated March 4, 2025

D-08-C Intellectual Property Provisions, Commercial Supplies and Services Requiring Delivery of Data, ANL 562IP dated December 12, 2023

Progress Payments Based on Milestones, PD-133, dated September 2, 2015

Moderate Risk Work by Contractors on the Argonne Site Supplemental Conditions, ANL-366M, dated October 01, 2024

DETAILS OF ENCLOSURES

A. Enclosure No. 1 provides instructions for preparation of your proposal.

B. Enclosure No. 2 is the Laboratory’s Terms and Conditions for Commercial Items and Services

C. Enclosure No. 3 is the Statement of Work for this effort. All work is to be performed in accordance with the specifications outlined in the Statement of Work.

D. Enclosure No. 4 sets forth proposal evaluation criteria and their relative importance.

E. Enclosure No. 5 is the Representations and Certifications. This must be completed in its entirety, signed, dated, and returned with your proposal. It is considered essential, and no award will be issued without receipt of a properly executed Representations and Certifications. Please note that your company is also encouraged to have an active registration on SAM.gov prior to award.

F. Enclosure No. 6 provides a brief introduction to the engineering standard for vacuum design;

establishes vacuum system requirements for accelerator systems and systems that might be integrated with an accelerator vacuum, including beamlines and front-ends; and establishes methods and materials to assist personnel with the specification, design, fabrication and testing of vacuum systems and components. This is for review and adherence when providing a solution.

G. Enclosure No. 7 is the Laboratory’s Intellectual Property Provisions, Commercial Supplies and Services Requiring Delivery of Data, for review.

H. Enclosure No. 8 is the Laboratory’s Provisions for Progress Payments Based on Milestones, for review.

I. Enclosure No. 9 is the Laboratory’s Provisions for Moderate Risk Work by Contractors on the Argonne Site, for review.

This RFP is not intended and shall not be construed to commit the Laboratory to pay any cost incurred in connection with any proposal or to procure or contract for any supplies/services. The Laboratory reserves the right to accept or reject any or all proposals if that is determined to be in the best interest of the Laboratory. Award may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms.

Please acknowledge receipt of this RFP by return email to mollyhunter@anl.gov

Sincerely, Molly Hunter Procurement Specialist 3 E-Mail Address: mollyhunter@anl.gov

Enclosure 1 Part B:

INSTRUCTIONS FOR PREPARATION OF PROPOSALS

Part I – Technical Proposal:

Enclosure No. 4 identifies the criteria that will be used to evaluate the merit of the proposals in response to the Statement of Work (SOW). RFP response will be evaluated based on the response to the criteria.

To facilitate review of proposals, the information presented should follow the same format and arrangement sequence as outlined in Enclosure No. 4, Evaluation Criteria.

A. Criterion 1:

B. Criterion 2:

C. Criterion 3:

Technical Approach Past Performance Criteria Proposal Risk

Part II – Business/Management Proposal:

Part II should include the following information at a minimum, for a responsive Business Management Proposal (in order to facility the review of proposals, the information presented should follow the same format and arrangement sequence as outlined below):

A. Corporate profile: includes, but not limited to:

i. location of corporate headquarters and regional offices

ii. number of years in business

iii. nature and size of business and total number of customers

iv. total value of contracts over the last three (3) years

v. primary client market (academic, corporate, government)

vi. future development plans

vii. familiarity with special requirements of Federal Government clients

B. Financial Condition and Capability: The offeror's financial condition and adequacy of working capital will be evaluated to determine if adequate resources are available and committed to allow for successful performance. Contractors shall provide their most recently completed quarterly or yearly financial statements, inclusive of notes to the consolidated financial statements, in addition to any other supporting documentation that demonstrates the financial health or viability of offeror’s organization. Financial statements should contain prior period(s) information. Audited Financial Statements are preferred, but not required. Unaudited financial statements may result in additional inquiry and/or required supporting evidence. Preference will be given to offerors that demonstrate minimal financial risk and ability to successfully execute the agreement.

C. Acceptance Period of Proposal: Offeror shall provide a statement that the proposal will remain valid for acceptance for a minimum period of 120 days after the closing date set for receipt of proposals.

D. Authorized Representatives: Offeror shall provide the names, titles, email address, and telephone numbers of the person(s) authorized to negotiate on behalf of the offeror with the Laboratory.

E. Representations and Certifications. Include a fully completed and signed “ANL-70B Representations and Certifications” with your proposal. A copy of the required Representations and Certifications is included as Enclosure No. 5 to this RFP. In addition, the Offeror is encouraged to register in the System for Award Management (https://www.sam.gov/) prior to submitting a proposal.

F. Exceptions and Deviations. Offeror should provide comments describing whether or not they accept proposed agreement, its schedule articles, statement of work and general/supplemental terms and conditions. The exceptions, deviations, or conditional assumptions taken must contain sufficient amplification and justification to permit evaluation(s). Such exceptions, deviations or conditional assumptions will not automatically cause a proposal to be deemed unacceptable to the Laboratory. However, a large number of exceptions or one or more significant exceptions not providing benefit to the Laboratory may result in rejection of your proposal(s) as unacceptable.

Part III –Price Proposal:

The Offeror shall complete Enclosure No. 3, “Price Proposal Form”. The offeror is expected to propose all base prices, and any options described. Offeror shall also provide any narrative information which may be necessary to clarify any items included in the Price Proposal, such as assumptions made, contingencies used, etc.

https://www.sam.gov/portal/public/SAM/

Enclosure 1 Part C:

NOTICES TO OFFERORS

I. Explanation to Prospective Offerors

Any prospective offeror desiring an explanation or questions of interpretation of the solicitation, statement of work, technical requirements etc. must request it in an email to mollyhunter@anl.gov by January 4, 2026, 3PM CDT, to allow a reply to be provided to all prospective offerors after January 5, 2026. It should be noted that Argonne National Laboratory will be shut down between December 24, 2025, through January 4, 2026. No deliveries will be accepted during this time. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all prospective offerors as written addenda to the solicitation if such information is necessary for submission of an offer, or if the lack of the information would be prejudicial against any other prospective offeror. Oral explanations or instructions given before the award of an agreement will not be binding.

II. Submission of Offers

A. Offers shall be submitted via e-mail to Molly Hunter by January 23, 2026 at 3:00 PM, CDT. Please reference the RFP number 6-S176-Q-00096-00 in the subject line.

ATTENTION: Molly Hunter

Procurement Specialist 3 Email: mollyhunter@anl.gov

B. The first page of the proposal must include—

1. The solicitation number.

2. The name, address, email address, and telephone number of the offeror –and-

3. Name, title, and signature of person authorized to sign the proposal.

C. Late Proposals and revisions.

Any proposal received at the email designated in the solicitation after the time specified for receipt of offers will not be considered unless it is received before award is made and it is determined by Argonne to be in the best interest of the Laboratory.

D. Offerors may submit modifications to their proposals at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

E. Proposals may be withdrawn by email received at any time before award.

III. Selection and Award

A. A proposal may be eliminated from consideration if the proposal is so grossly and obviously deficient as to be totally unacceptable (e.g. should the proposal not represent the essential requirements of the RFP or clearly demonstrate that the offeror does not understand the requirement of the RFP).

B. Offerors should be prepared to respond to requests by the Laboratory Procurement Official for oral presentations or written discussion or both and other information as may be necessary to assist int eh detailed evaluation process. The Laboratory reserves the right, however, to 1) make a selection without discussion with any of the offerors; 2) reject any and all offers; and 3) waive informalities and minor irregularities in offers received. It is, therefore, emphasized that each initial offer should be submitted on the most favorable terms to the Laboratory that the offeror can submit.

C. The Laboratory may solicit, from available sources, experience data concerning an offeror’s past performance and will consider such information in its evaluation.

D. The Laboratory intends to award an agreement(s) resulting from this solicitation to one or more responsible offeror(s) whose proposal(s) conforms to this RFP and represents the best value after evaluation in accordance with the evaluation criteria stated in Enclosure No. 4.

E. If the Laboratory Procurement Official determines the number of proposals, that would otherwise be in the competitive range, exceeds the number at which an efficient competition can be conducted, the Laboratory Procurement Official may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

IV. Amendments To Solicitation

If this solicitation is amended, all terms and conditions that are not amended remain unchanged.

Offerors shall acknowledge, in writing, receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

V. Proposal Preparation Cost

This Request for Proposal does not commit the Laboratory to pay any cost for the preparation and submission of a proposal, and such costs shall not be paid.