Instructions for Proposal Preparation_RFP 25-002_.pdf

RFP 25-002

Instructions for Proposal Preparation

INSTRUCTIONS FOR PROPOSAL PREPARATION

1. DESCRIPTION OF PROCUREMENT

Princeton Plasma Physics Laboratory (PPPL) is soliciting proposals from qualified firms that provide Code Inspection Services, to provide Plumbing, Electric, Fire and Building code inspection and consulting services for building and facility code inspections of construction installations for compliance and code review/research to help Authorities Having Jurisdiction (AHJ) review existing construction conditions. Specific requirements for these services can be found in the Statement of Work Attachment 1 Code Inspection Services CAT: Exempt per QAPD B.5 UNIQUE IDENTIFIER: FAC- 010010.3.4

Recognizing PPPL’s vision, mission and core values, each Offeror’s proposal should include the approach, and methods necessary to completely execute aspects of the requirements within the Statement of Work (SOW) as detailed in Section I.

2. ABOUT PRINCETON PLASMA PHYSICS LABORATORY (PPPL)

Princeton University manages and operates Princeton Plasma Physics Laboratory (PPPL) under a prime contract with the U.S. Department of Energy’s Office of Science (Contract No. DE-AC02- 09CH11466). The DOE Office of Science is the largest single sponsor of basic research in the physical sciences in the United States. PPPL, located on Princeton University’s Forrestal Campus in Plainsboro, N.J., is devoted to understanding the physics of plasmas and to developing practical solutions for the creation of fusion energy.

Based on its dual status as an accredited institution of higher learning in the State of New Jersey and a U.S. Department of Energy prime contractor, PPPL may qualify for academic and/or federal government prices/discounts. Offerors shall specifically identify any discount arrangements offered with their proposals.

3. RFP PROCUREMENT SPECIALIST(S) CONTACT INFORMATION

Cheryl Colan, ccolan@pppl.gov, (609) 243-3486

4. SOLICITATION TYPE

Best Value Selection

Labor Hour and Expense and Firm Fixed Price Basic Ordering Agreement (BOA)

5. SUBCONTRACT TYPE/DURATION

PPPL plans to award a Basic Ordering Agreement (either firm fixed price or Time and Materials) with a base period of approximately three (3) and two (2) one-year options (Not to exceed 5 years).

The awarded agreement shall be an agreement between the Awardee(s) and the Trustees of Princeton University under Princeton’s Prime Contract No. DE-AC02-09CH11466 with the U.S.

Department of Energy (DOE).

The awarded agreement shall be substantially the same as the Sample Basic Ordering Agreement, set forth in Section II. It is PPPL’s intention to incorporate the terms and conditions set forth in the Sample Basic Ordering Agreement awarded as a result from this RFP.

PPPL reserves the right to make multiple awards and reserves the right to bid out Job Orders amongst the awardees.

https://www.pppl.gov/ mailto:ccolan@pppl.gov

6. MINIMUM QUALIFICATIONS

Proposals shall meet the minimum qualifications as outlined in the Statement of Work Section

7.0 Qualifications for the requirements for the Professional Firm Qualifications, and Professional Team Qualifications.

The ability to provide qualified and experienced professionals as identified in section 6.0 and experience working with government contractors, energy companies and National Laboratories is a plus.

7. SUBMISSION OF QUESTIONS

Prospective Offerors shall direct all questions concerning this RFP via email to the contact person(s) above. All questions should be submitted sufficiently in advance of the proposal closing date to allow for review and response by PPPL prior to the closing date. Oral explanations or instructions provided by PPPL will not be binding. Any substantive information will be furnished to all prospective Offerors via a written Amendment to the RFP if determined to be necessary to Offerors in submitting their proposals or if the lack of such information would be prejudicial to uninformed Offerors.

The deadline for submission of questions is MONDAY, DECEMBER 16,2024

8. NAICS CODE AND SMALL BUSINESS CONSIDERATION

Because of the nature of the services required, this RFP is not being set aside for small business concerns; however, qualified small businesses are encouraged to submit proposals. “Small business concern,” as used in this clause, means a concern, including its affiliates, which is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business by the Small Business Administration based on the following:

North American Industry Classification System (NAICS) Code

541350 Building Inspection Services

Small Business Size Standard - $11.5 Million in Annual Receipts* *For this NAICS code, a firm submitting an offer in response to this RFP in its own name will be considered small if its average annual receipts for its three most recent completed fiscal years do not exceed the amount shown above.

PPPL reserves the right to make any award it deems necessary to satisfy the Small, Small Disadvantaged, Women-Owned, Service-Disabled Veteran-Owned and HUBZone small business subcontracting goals and objectives set forth in the prime contract.

9. ORAL PRESENTATIONS

Selected Offerors may be required to make oral presentations of their proposals either remotely (video) or onsite at PPPL/Princeton University offices. Offeror participants should include all persons on the engagement team including the Engagement/Project/Program Manager and/or Director/Partner, but no more than five (5) persons who are knowledgeable of the RFP and the response submitted by the Offeror’s organization and who are qualified to answer questions relating to the proposal

If conducted, the purpose of the oral presentation will be to:

a) Provide a summary of the respective Offeror’s proposal for the benefit of PPPL; and

b) Permit evaluators to ask questions pertaining to the Offeror’s proposal.

Offerors will be provided no more than 2 hours each for oral presentations, to be inclusive of a summary of the proposal contents and a question-and-answer session.

10. CLOSING DATE AND SUBMISSION OF PROPOSALS

Offers are required to submit one (1) electronic copy of the proposal to be received by the Procurement Specialist at one of the addresses listed below by the RFP closing date and time.

THE DEADLINE FOR RECEIPT OF PROPOSALS BY:

Wednesday, JANUARY 15,2025

COB 4:30PM EST

VIA EMAIL:

Subject Line: ABCCompany_RFP_25-002_Form.pdf.

To: Cheryl Colan (ccolan@pppl.gov)

11. SUPPLIER REGISTRATION

All Offerors are required to register in the Princeton Supplier Portal (https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Princeton) in order to be considered for award. Offerors shall provide confirmation of registration into the Princeton Supplier Portal on the Offeror Information and Pricing Form.

12. PROPOSAL PREPARATION COSTS

This Request for Proposal (RFP) is not intended and shall not be construed to commit Princeton University to pay any costs incurred in connection with the preparation of any proposal or to procure any items or services.

13. PROPOSAL VALIDITY PERIOD

Proposals are to be valid for a period of 120 days from the closing date specified in this RFP.

14. COST AND PRICING DATA

Due to the commercial and competitive nature of this procurement, PPPL is not requesting the submission of certified cost or pricing data under this solicitation. However, Offerors are advised that in the event that PPPL deems such information is necessary, Offeror should be prepared to submit cost or pricing data within ten business days after being requested.

15. SALES TAX EXEMPTION

Princeton University is exempt from New Jersey Sales Tax (Exemption Certificate No. E-210-634- 501). A copy of PPPL’s sales tax exemption form will be provided upon request.

16. RESTRICTIONS ON DISCLOSURE OF DATA IN PROPOSALS

Offerors who include data in their proposals that they do not want disclosed to the public for any purpose, or used by the Government or Princeton except for evaluation purposes, shall:

● Mark their proposals title page with the following legend:

This proposal or quotation includes data that shall not be disclosed outside the Government and Princeton and shall not be duplicated, used, or disclosed –in whole or in part—for any purpose other than to evaluate this PROPOSAL or quotation. If, however, a subcontract is awarded to this https://www.pppl.gov/ mailto:ccolan@pppl.gov https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Princeton https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Princeton offeror as a result of—or in connection with –the submission of this date, the Government and Princeton shall have the right to duplicate, use, or disclose the date to the extent provided in resulting subcontract. This restriction does not limit the Government’s and Princeton’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this are contained in sheets (insert number or the identification or affected sheets).

● Mark each sheet of data it wishes to restrict with the following legend:

Use or disclosure of data contained on this sheet is subject to restriction on the title page of this Offer or quotation.

● Furnish details, if their offer is based upon or includes any amount of patent license or royalty fees to be paid to others.

17. MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the Offeror by written notice if the Procurement Specialist receives such notice prior to the RFP closing date.

18. LATE PROPOSALS

Any proposal, including notifications of withdrawal or modification, received by PPPL after the closing date specified for this RFP shall be considered to be late. Except as otherwise specifically provided for in this RFP, PPPL may consider, in its sole discretion, for award such late proposals if it is in the best interest of PPPL.

19. PRE-AWARD CONFERENCE

PPPL may require the apparent successful Offeror(s) to attend a Pre-Award Conference to review the work requirements to ensure a mutual understanding of the requirements. The Offeror may also be required to show evidence of its ability to perform under the terms of the proposed subcontract.

20. OTHER POST AWARD INFORMATION

Insurance. Insurance Certificates, evidencing compliance with Part T – Provisions for Work Performed on the PPPL Site, RFP Section II, must be submitted to the Procurement Specialist for review and approval within ten (10) consecutive calendar days after subcontract award and prior to commencement of on-site work.

21. CANCELLATION

PPPL reserves the right in its sole discretion to cancel this procurement at any time without making an award and without providing a reason.

22. FORMAT AND CONTENT OF PROPOSALS

Prospective Offerors are expected to thoroughly examine all sections of this RFP (including the Sample Basic Ordering Agreement) and to comply with all instructions for preparation and submittal of proposals in response to this RFP. Written proposals must set forth full, accurate, and complete information as required by, or referenced in this RFP. The proposal must be sufficiently detailed to demonstrate complete compliance with PPPL's requirements.

In addition, selected Offerors may be required to supplement their written proposals with oral presentations of their proposal to the PPPL evaluation team. In case of a conflict, a written submittal overrules an oral statement. Any oral statements or oral promises will be reduced to writing and submitted by the Offeror. The information provided in the written proposal and any oral presentation will be the basis for determining an Offeror's capability to perform the work described in this RFP.

Offerors shall prepare and submit the following documents which will comprise a complete proposal in response to this RFP. Failure to provide a proposal in the format and with content prescribed by this RFP may result in the proposal being determined to be non-responsive and eliminated from consideration

23. OFFEROR PROPOSAL ORGANIZATION

Proposals must provide information in the order as presented in this document with the same headings. This will not only be helpful to evaluators of the proposal but should assist the Offeror preparing a thorough response. Proposals must be submitted in the order noted below:

A. PART I – OVERVIEW AND ADMINISTRATIVE

B. PART II – PROPOSAL

a. MANAGEMENT AND ASSISTANCE ABILITY

b. ORGANIZATIONAL ABILITY

c. PAST PERFORMANCE

C. PART III – OFFER AND PRICING

Offerors’ Part III shall be separated, clearly identified, and labeled accordingly. No pricing information shall be included in Parts I and II.

PART I – OVERVIEW AND ADMINISTRATIVE

All required documents must be signed and dated by person authorized to legally bind the Offeror to a contractual relationship.

a. Letter of Submittal – Introduction of the company

b. Brief Description of Company - Offerors shall submit a brief description of their history and organization and a description of their facilities, products, services, and customers (of similar size, scale, and sophistication of PPPL). A preprinted company brochure may be used. The company shall provide a copy of their latest annual report, if applicable, and DUNS number.

c. Minimum Qualifications – Offeror shall address the minimum qualifications outlined in the Statement of Work

d. PPPL Representations and Certifications. Offerors shall complete and sign the PPPL Representations and Certifications Booklet Attachment 4 of the RFP

e. PPPL Organizational Conflicts of Interest (OCI) Certification. Offerors shall complete and sign the PPPL Organization Conflicts of Interest (OCI) Certification Form Attachment 5 of the RFP.

PART II – PROPOSAL (See Section IV_Evaluation and Basis of Award document for more detail)

a. Relevant Experience

b. Past Performance

c. Technical Understand of Requirements

d. Job Order Implementation and Management

e. Qualifications of Personnel

f. QA Program

PART III – OFFER AND PRICING- shall be separated, clearly identified, and labeled accordingly.

This section must be submitted in a separate file,

1. Offeror Information and Pricing Form. Offerors shall complete and submit the Offeror Information and Pricing Form, Attachment 3 of the RFP, and shall include pricing information as described on the form for review by PPPL.

2. Acceptance of the Basic Ordering Agreement Terms and Conditions. Offerors shall initial the affirmative statement on the Offeror Information and Pricing Form noting their review and acceptance of the terms and conditions set forth in the Basic Ordering Agreement (RFP Attachment 2, Schedules). If changes, additions, or deletions to the provisions or Articles included in the Sample Agreement are desired, Offerors shall provide a separate list of their exceptions or proposed revisions along with reasons for taking exception or requesting revisions. Proposals may be considered to be non-responsive and eliminated from consideration based on the nature and extent of exceptions taken.

https://www.pppl.gov/