Exhibit 1 - RFP ISD-340880-RO Annual Water Softener Service Repairs and Replacements.pdf

REQUEST FOR PROPOSAL (RFP)

NUMBER ISD-340880-RO

Contract for Annual Water Softener Service Repairs and Replacements

May 13, 2024

TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

PRE-PROPOSAL MEETING/SITE VISIT

EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

AMENDMENT OF SOLICITATION

SUMMARY OF WORK

PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

PROPOSAL DUE DATE

EXCEPTIONS AND DEVIATIONS

LATE SUBMISSION

OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

INSURANCE

SUBCONTRACT AWARD

SUBCONTRACTING

EXHIBITS

The following requirements must be adhered to for the Offeror’s submission of Proposals to Fermi Research Alliance, LLC (FRA) in support of this specific requirement.

1. INVITATION TO SUBMIT PROPOSAL

You are invited to submit a proposal for the items specified in this Request for Proposal (RFP), by the provisions contained herein, and the terms and conditions of the service agreement entered as a result of this solicitation.

All questions concerning this RFP should be submitted in writing and directed to the Procurement Specialist listed below.

Procurement Specialist: Ryan O’Sullivan Phone: (630) 840-2402 Email: ryanosul@fnal.gov

Fermi Research Alliance, LLC Procurement Department Kirk Road & Wilson Street Batavia, IL 60510-0500

2. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE AND

SMALL BUSINESS SUBCONTRACTING PLAN

This acquisition is being advertised as a Lowest Price Technically Acceptable procurement. The North American Industry Classification System (NAICS) code for this solicitation is 221310, Water Supply and Irrigation Systems.

3. PRE-PROPOSAL MEETING/SITE VISIT

A pre-proposal meeting and site visit is not scheduled for this solicitation. Water softener location and specification documentation are included in the RFP package.

4. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

The prospective offeror should examine and review the solicitation with care. Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing by close of business (4:00 P.M. CST), May 21, 2024. Oral explanations or instructions given before the award of a subcontract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment to the solicitation if that information is necessary for submitting proposals or if the lack of the information would be prejudicial to other prospective offerors.

5. AMENDMENT OF SOLICITATION

FRA may, by amendment, modify any provision or part of this RFP at any time before the award of any resultant subcontract. All terms and conditions that are not modified remain unchanged.

An Offeror shall acknowledge receipt of any amendments to this RFP. Failure to acknowledge may result in the disqualification of an Offeror’s proposal. The acknowledgment shall be provided in one of the following ways:

• Immediately upon receipt of the amendment via email to the FRA Procurement Specialist.

• Return the Amendment with a signature on the acknowledgment signature line; or mailto:ryanosul@fnal.gov

• In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

6. SUMMARY OF WORK

The Statement of Work (SOW) outlines the requirements for the corrective maintenance, replacement, and installation of site water softeners. The purpose of this solicitation is for FRA to establish a 4-year Service Time and Material Contract with a base 2-year and 2-year option. The successful proposal will be selected based on the lowest price technically acceptable (LPTA) offer for the of the 4-year agreement.

The offer must demonstrate the Supplier has the capabilities and resources necessary to perform corrective maintenance and or replacement of water softener units as well as install new units to be determined appropriate by FRA.

7. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

This solicitation is a competitive Lowest Price Technically Acceptable (LPTA) procurement, which involves the selection of the offeror having a technically acceptable proposal with the lowest evaluated price.

FRA will evaluate the technical proposals on an acceptable or unacceptable basis, assigning one of the ratings for each subcontractor described below. Any subcontractor evaluated as “Unacceptable” will render the entire proposal unacceptable. Only those proposal determined to be technically acceptable will be considered for award.

7.1 Price Proposal

Offerors shall submit a completed Price Proposal form that indicates the total cost for Time and Material base 2-year as well as additional 2-year option year.

8. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist no later than close of business

(4:00 P.M. CST), May 31, 2024. Partial or incomplete proposals will not be considered.

FRA reserves the right to cancel this Solicitation at any time without incurring any liability or damages associated with such cancellation.

9. EXCEPTIONS AND DEVIATIONS

Offerors taking exceptions, deviations, or conditional assumptions must identify and explain each exception/deviation, or conditional assumption taken with sufficient amplification and justification to permit evaluations. Such exceptions, deviations, or conditional assumptions will not themselves automatically cause a proposal to be deemed unacceptable to FRA. However, many exceptions or one or more significant exceptions not providing benefit to FRA may result in the rejection of the offeror’s proposal.

10. LATE SUBMISSION

Proposals received by FRA after the Submittal Date and Time indicated may not be considered. The

Offeror assumes the risk of the method of dispatch chosen.

11. OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

The offeror may submit modifications to its 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.

Proposals may be withdrawn at any time before the submission deadline. Withdrawals are effective upon receipt of notice by the Procurement Specialist.

12. INSURANCE

Certificates of insurance of the types and the amounts in accordance with Attachment J-4 will be required of the successful offeror before physical work at the site commences. All policies, except for Worker’s Compensation and Professional Liability, shall provide by appropriate language that Fermi Research Alliance, LLC, the University of Chicago, Universities Research Association, Inc., and the United States Government are additional insureds. The certificates shall state that waiver of subrogation is granted in favor of the Certificate Holder as required by written contract, that the insurance afforded by such policies is primary insurance, and that all rights of the insurer for contribution from other insurers of Fermi Research Alliance, LLC, University of Chicago, Universities Research Association, and the United States Government are waived.

13. AWARD

Issuance of the RFP does not compel FRA to make an award. FRA reserves the right to accept or reject all proposals if that is determined to be in its best interest. A decision may be made without discussion;

hence, an offeror’s proposal should be submitted initially on the most favorable terms. The proposed award is based on a continuing program requirement and the issuance of obligation authority from the FRA Procurement Department. Any subsequent award issued by FRA shall be constituted in writing by authorized representatives of the FRA Procurement Department.

No other representatives of FRA are authorized to issue subcontracts or agreements or bind FRA to any form of agreement or understanding. The authorized FRA Procurement Department official is the only individual who can legally commit FRA to the expenditure of funds in connection with this proposed procurement.

14. SUBCONTRACTING

Unless otherwise specified, the successful Offeror shall be responsible for the performance of any sub-tier contractors that perform work under this subcontract.

The use of sub-tier contractors in the performance of the subcontract is subject to FRA consent. The awarded offeror shall ensure that any of its sub-tier contractors abide by all terms and conditions of the subcontract.

EXHIBITS

Exhibit 1 – RFP ISD-340880-RO Annual Water Softener Service Repair and Replacement Exhibit 2 – Exhibit II Proposal Form ISD-340880-RO- Annual Water Softener Repair and Replacement

•Exhibit J-1.0 – Water Softener SOW •Exhibit J-1.1 – Attachment 1 Water Softener Locations •Exhibit J-2 – FRA General Terms & Conditions for Services (3.2024) •Exhibit J-3 - Exhibit A Services •Exhibit J-4 – 2022 On-site NonProfessional Services Insurance Requirements •Exhibit J-5 - SARC Subcontractor Annual Reps&Certs •Exhibit J-6 -PUR-466_Proposal Certifications •Exhibit J-7.1 - SCA Rev 21 Kane County •Exhibit J-7.2 SCA Rev 25 Dupage Kane County