JSA-25-R433975.pdf

Page 1 of 2 PD 6 (DEC 2022)

REQUEST FOR PROPOSAL (RFP)/REQUEST FOR QUOTE (RFQ)

SOLICITATION, OFFER AND AWARD

RFP/RFQ No.: JSA -______-_________ Date Issued:

Proposals/Quotes Are Due:

No later than _____ PM EST on ________

Site Visit:

☐ Will Be Held At ______ PM EST on ______ (See #4 Below) ☐ Will Not Be Held

Procurement Officer: Telephone: Email:

Alternate Contact: Telephone: Email:

1. PROPOSAL/QUOTE INSTRUCTIONS – SUBMIT ALL OF THE FOLLOWING WITH YOUR PROPOSAL:

a. Completed/Signed PD 6 Form

b. Proposal or Bid Schedule

c. Completed/Signed Representations and Certifications

d. Other Information as described in the attached Proposal/Quote Instructions

2. BASIS FOR AWARD – AWARD WILL BE MADE AS INDICATED BY BOX MARKED BELOW:

☐ Best Value – Tradeoff Process ☐ Best Value – Low Price Technical Acceptability ☐ Specific evaluation factors apply to this solicitation. See the Evaluation and Award criteria.

3. CONSTRUCTION MAGNITUDE (Minimum: $ , Maximum: $ , Not Applicable: )

4. SITE VISIT – ATTENDANCE AT A PRE-PROPOSAL SITE VISIT ☐ IS ☐ IS NOT REQUIRED

If required, offerors must attend a site visit to be eligible for award of any subcontract resulting from this solicitation. Attendees must report to the Support Service Center (SSC) building (Building No. 28), 628 Hofstadter Road, Newport News, VA, no later than the date and time specified above. Additional site visits / conferences will only be held if the Procurement Officer determines they are in the best interest of Jefferson Lab. The following are applicable if box is checked:

☐ Hard hats, safety shoes, and safety glasses are required.

☐ Attendees must pre-register for the site visit by sending an e-mail to the Procurement Officer with the company name and number of attendees. Registration deadline for the site visit is _______ on ________.

Non-U.S. citizens see International Visitors for additional requirements for international visitors.

☐ All attendees must have a valid picture ID.

5. ☐ QUESTIONS –

Any questions related to the RFP/RFQ must be in writing and should be sent by email or by fax to the attention of the Procurement Officer or mailed to the Procurement Office business address. For expediency, email is highly preferred. All inquiries regarding this solicitation must be received no later than to allow JSA sufficient time to respond. Please reference the solicitation number in your correspondence.

6. SHIPPING TERMS: FOB Destination unless otherwise specified

7. NOTICE OF TOTAL SMALL BUSINESS SET-A SIDE:

☐ If the box to the left is marked “ ” this solicitation is set aside to small business firms only. Offers/bids received from concerns that are not small business concerns shall be considered non-responsive and will be rejected. The North American Industry Classification System (NAICS) code for this requirement is: ________. The Small Business size standard in millions of dollars is _______, and the Small Business size standard in number of employees is ________.

8. STATE AND LOCAL TAXES –

Unless otherwise indicated below or elsewhere in the solicitation or purchase order, prices shall include all applicable Federal, State, and Local Taxes.

https://www.jlab.org/visiting/international-visitors https://www.jlab.org/visiting/international-visitors

Page 2 of 2 PD 6 (DEC 2022)

☐ This requirement is exempt from Commonwealth of Virginia Sales and Use Taxes. A Certificate of Exemption form will be provided at award.

☐ Any Virginia Sales and Use Tax shall be included in the total price, however, shall be detailed separately in the quote and invoice.

9. APPLICABLE TERMS AND CONDITIONS- The Sections marked below are applicable and attached to this solicitation.

☐ Fixed Price Supply- Form TC-1 Commercial ☐ Fixed Price Supply- Form TC-2 Non-Commercial ☐ Fixed Price Services- Form TC-3 Commercial ☐ Fixed Price Services- Form TC-4 Non-Commercial ☐ Fixed Price Construction - Form TC-5 Construction ☐ Environment, Safety and Health Requirements (included in Specification) ☐ Service Contract Act Age Determination ☐ Davis-Bacon Act Wage Determination

10. SPECIFICATIONS, DRAWINGS, AND/OR EXHIBITS LISTED BELOW ARE ATTACHED IF BOX MARKED Required Bonds (Sample Bonds – See SF24, SF25 and SF25A here: GSA Forms)

☐ Bid Bond ☐ Performance Bond ☐ Payment Bond

Attachments included in package ☐ Instruction to Offerors ☐ Proposal or Bid Schedule ☐ Combined Specification/ Drawings ☐ Terms and Conditions ☐ Terms and Conditions Certification ☐ Davis-Bacon Rates ☐ Representations and Certifications ☐ Amendments Issued under

OFFER (COMPLETE AND SIGN)

Acknowledgement of Amendments:

Amend. No. Amend. No. Amend. No. Amend. No. Amend. No.

Payment Terms: Indicate any prompt payment discounts; otherwise, payment terms shall be Net 30 days. _________

FIRM SUBMITTING OFFER INFORMATION:

Company Name: Phone Number: Email / Fax Number:

Address: City: State: Zip:

AUTHORIZED PERSONAL TO SIGN OFFER INFORMATION:

Name: Title:

Signature: Offer Date:

RFP/RFQ NUMBER:

https://www.gsa.gov/reference/forms https://www.gsa.gov/reference/forms

ATTACHMENT 1

Instructions to Oferror torres Typewritten Text

JSA-25-R433975

ATTACHMENT 1 – INSTRUCTIONS TO OFFERORS AND EVALUATION PROCESS

A. General

1. This RFP authorizes alternate proposals to the design to make it economical while meeting the specifications mentioned in this proposal, your (1) failure or refusal to assent to any of the terms and conditions of this RFP, (2) proposal of additional terms or conditions, or (3) omission of any material information, will constitute a deficiency, which may make your offer unacceptable to JLab.

2. Proposal deficiencies may only be corrected via discussions and JLab intends to award a subcontract without discussions. Therefore, JLab offerors are encouraged to consult with the subcontracting officer before submitting an offer that takes exception to any term or condition of this RFP, proposes any additional term or condition, or omits any required information. However, Jefferson Lab reserves the right to conduct discussions and to permit offerors to revise their proposals.

3. When evaluating your capability to perform the prospective subcontract JLab will consider how well each offeror complied with these instructions. JLab will consider any significant failure to comply with these instructions to be indicative of what JLab could be expected during subcontract performance. Please contact the subcontracting officer by telephone, e-mail or in writing if you do not understand any part of these instructions.

B. Proposal Contents - Offerors shall submit their proposal and other information identified in the below paragraphs.

1. Written Capability Information (Electronic submission is required) - vendors must submit all of the following information by the solicitation due date.

a. Experience and Past Performance: Demonstrates current corporate technical experience, company past performance, and qualifications directly related to satisfactory performance of contracts similar in scope.

JLab will contact some, but may not contact all references you provide. Please provide reference information in the following format (limit each reference citation to no more than two (2) pages):

If you are partnering with another company or subcontracting a significant portion of the work, you must give us references for your partner or subcontractor as well, using the format below.

(i) Complete Name of Customer Organization

(ii) Postal Address

(iii) Date Work was Begun

(iv) Completion Date (Actual or Estimated)

(v) Total Value of Contract

(vi) Current Status of Contract (e.g., work continuing, work completed, contract terminated, etc.)

(vii) Customer Point of Contact: Name, Title, Phone, Fax, and e-mail address*

(viii) Description of the work performed and product that was used for each contract.

(ix) Performance records as regards to delivery within schedule and quality of work

(x) Total number of years Offeror has been in business supplying similar products.

(xi) If the design work will be subcontracted out with regard to Design/Build/Seismic Engineering please provide the contact information as well as references.

*Make sure that your reference information is up to date. Do not provide the name of a reference unless you have made sure that JLab can reach that reference at the telephone number and e-mail address that you have provided.

b. Project Schedule;

c. Milestone payment schedule

d. Qualifications and experience of key project personnel.

2. Offer (Electronic submission required) -Your offer must include the following:

a) PD6 “Solicitation, Offer and Award” – Complete Pg. 2

b) Attachment 2 Bid Schedule and Milestone and Payment Schedule – Complete

c) Written information for items in paragraph one (1) above.

d) Attachment 5 “Representations/Certifications” – Complete

e) Amendments: Acknowledge all solicitation amendments

f) Your offer must communicate your unconditional assent to the terms and conditions in the RFP, its attachments, and documents incorporated by reference. Complete Attachment 6 “Terms and Conditions” Certification, stating the degree to which you will meet the requirements of this solicitation. Document any discrepancies, conflicts, or exceptions taken to the Jefferson Lab RFP, including terms and conditions, specifications and drawings as follows:

i. Explanation of any discrepancies

ii. Explanation of any conflicts

iii. Explanation of any exceptions taken and

iv. Explanation of and supported advocacy rationale for any changes proposed to resolve discrepancies, conflicts, and/or exceptions.

g) Financial: Financial Information: Each offeror must submit

i. Bank reference(s)

ii. most recent Dunn and Bradstreet report or annual report,

iii. financial statement for the past two years

The completion and submission to Jefferson Lab of the above items will constitute an offer (proposal) and will indicate the offeror's unconditional assent to the terms and conditions in the RFP and any attachment hereto. Unless this RFP expressly authorizes alternate proposals with respect to specific terms or conditions of this RFP, any objection to any of the terms and conditions of this RFP will constitute a deficiency which may make the offer unacceptable.

C. SUBCONTRACT EVALUTION AND AWARD

JLab will evaluate proposals submitted in accordance with the criteria discussed below. If JLab receives what is considered to be a large number of offers, offerors will be evaluated in phases, to reduce progressively the number being considered for subcontract award. The purpose of this contingency procedure is to reduce the time and cost of source selection, both for JLab and for the competing offerors. JLab will perform this phased evaluation as follows:

i. Initially, JLab will determine acceptability of each offer in accordance with the criteria defined below.

Unacceptable offers will be eliminated from further consideration.

ii. If a large number of offerors still remain in contention after the elimination of unacceptable offers, price analysis will be performed and eliminate offerors whose prices JLab consider to be unreasonable or unrealistic in light of the prices offered by other offerors and our estimate of price.

iii. If a large number of offerors still remain, JLab will review the Written Capability Information submitted with the proposals and prices, and eliminate offerors that are not sufficiently competitive to be selected for subcontract award.

iv. If a large number of offerors still remain, JLab will perform reference checks which may include site visits. JLab will then re-evaluate the capability information and prices of the remaining offerors, and eliminate offerors that are not sufficiently competitive to be selected for subcontract award.

Once JLab has reduced the number of offerors to a manageable number by completing Step (i) and, if necessary, Steps (ii)-(iv) above, JLab will select the successful subcontractor by comparing the offeror(s) on the basis of experience, past performance, qualifications, strategic approach, schedule, safety & health performance, compliance with instructions, and price, and may make an award without discussions.

The decision to eliminate any offeror through this contingency procedure will not constitute the establishment of a competitive range, and it will not obligate us to conduct discussions or to solicit or entertain proposal revisions.

However, JLab reserves the right to establish a competitive range and conduct discussions if it is determined to be in the best interests of JSA to do so.

1. General. JLab will award the subcontract to you if your offer represents the best value to JSA/Jefferson Lab on the basis of (1) acceptability, (2) your overall capability, and (3) reasonableness of your price as explained below.

a. Acceptability. JLab will determine the acceptability of your offer on a pass or fail basis. JLab will consider your offer to be acceptable when it manifests your assent, without exception or imposition of condition, to the terms and conditions of this RFP, including attachments and documents incorporated by reference. Any exceptions to our specifications will be subject to our review and approval prior to award.

Be advised that if you (1) take exception to any of the terms and conditions of the RFP except as specifically authorized herein, (2) impose additional conditions, or (3) omit material information required by this RFP, then JLab may consider your offer to be unacceptable and you to be ineligible for subcontract award.

JLab reserves the right to change the terms and conditions of the RFP by amendment at any time prior to the source selection decision.

b. Evaluation Factors for Award: The evaluation factors and subfactors below will form the basis of our best value decision. All evaluation factors and subfactors other than price, when combined, are more important than price. The various non-price evaluation factors and subfactors below are listed in descending order of importance. Although cost/price is less important than the technical factors and may not be the controlling factor for award, cost/price will be a significant part of our selection decision. The relative impact that any of the factors will have on the source selection decision will depend on the differences among the competing offerors.

A. Factor 1: CAPABILITY CRITERIA Conformance to the solicitation requirements. Offeror clearly demonstrates through the information provided in accordance with instructions to offerors that it is capable of meeting all of the specification requirements, understands the requirements, and intends to fully conform to the solicitation requirements, including but not limited to:

1. Meet Requirements for major HR functions and reporting as described in the statement of work.

2. Potential for integration of other major enterprise activities (payroll, finance, procurement, budget & planning) in future phases

3. Rollout of recruiting/applicant tracking system meets our timeline (quick turnaround).

4. Software provides API or easy integration with other Jlab software (databases + single sign-on)

5. Demonstrates software is secure across processes

6. High usability with solid documentation & online support community

B. Factor 2: Past Performance, Experience, and Qualifications (Subfactors are in descending order of importance) – Offeror demonstrated current corporate, technical experience, company past performance and qualifications directly related to satisfactory performance of contracts similar in scope. Any proposed subcontractors providing significant (greater than 40% of the proposed services) will be considered as “key” and evaluated based on the same criteria as the offeror. As such Prime Contractor shall submit a list of subcontractors to be used and their experience level.

(i) Subfactor 1: Past Performance – Past performance is a measure of the degree to which an offeror satisfied its customers in the past and complied with Federal, State, and local regulations. Jefferson Lab may contact some of the offeror’s customers to ask whether or not they believe; (1) that the offeror was capable, efficient, and effective; (2) that the offeror’s performance conformed to the terms and conditions of its contract; (3) that the offeror was reasonable and cooperative during performance; and (4) that the offeror was committed to customer satisfaction. In evaluating past performance, Jefferson Lab may also contact other sources of information including, but not limited to: Federal, State, and local government agencies, better business bureaus, published media, and electronic data bases. Jefferson Lab will only evaluate the offeror’s organizational past performance on the basis of the personal past performance if that performance is considered relevant to this effort. Jefferson Lab may also evaluate the organizational past performance of the offeror’s proposed key subcontractors.

(ii) Subfactor 2: Past Experience – The manufacturer of this equipment shall demonstrate experience with similar scope. Experience with helium cryogenic piping systems or valve boxes for a minimum period of (8) eight years. Jefferson Lab will evaluate the offeror’s experience on the basis of its breadth, its depth, and its relevance to the work that will be required under the prospective subcontract. Jefferson Lab will consider the extent to which the offeror’s key personnel have worked together in the past. The organizational experience of the offeror’s proposed key subcontractors will also be evaluated.

(iii) Subfactor 3: Subcontractor Facilities and Personnel – Provide a brief description of the offeror’s facilities including any information about work that is to be subcontracted out. Provide information of current workload and if any of the work is to be subcontracted out their current workload as well. Key personnel for the project including lead engineer, project manager and design/seismic engineering.

c. Interview (If Determined Necessary) After JLab have received and evaluated the written proposals, we may invite offerors that we have determined to be in the competitive range to participate in an interview with Jefferson Lab’s technical evaluation team. The purpose of the interview would be to further demonstrate your capability and to respond to questions from the evaluation team. The interview will not constitute a part of your offer and the information communicated will not become a part of any subcontract resulting from this RFP. The interview will not constitute discussions, nor will it obligate Jefferson Lab to conduct discussions or to solicit or entertain any revisions to the offer or to a best and final offer. If JLab decide to conduct discussions, we will not discuss the interview.

If interviews are held, our subcontracting officer will schedule your interview and will notify you of the date, time and location of your interview. Interviews will be held at the firm’s offices. The firm shall provide a tour of the area in which the calibration services will be performed. If the firm intends to use a mobile calibration facility, it shall be available for a tour during the interview. In the interview, you should be prepared to discuss your capability and approach to performing the work required under this subcontract. The subcontracting officer may give you additional information regarding the interviews when notifying you of the schedule for your interview.

Your assigned Project Manager and key on-site personnel would be expected to participate in the interview.

d. Pricing - Cost and/or total price will not be numerically scored but will be weighed against the apparent advantages of individual technical proposals to determine if the superior technical proposals, excluding price considerations, are worth the increased price differentials (if any).

1. Reasonableness and completeness of the offeror’s cost summary.

2. Pricing Reasonableness and completeness of the offeror’s pricing data to include pricing of all options.

3. Reasonableness of milestone payment schedule and consistency with JLab’s incremental multiyear funding constraints.

2. Relative Importance of Evaluation Factors. All evaluation factors other than price, when combined, are significantly more important than price. Specifically, the factors under capability are listed in descending order of importance:

capability Factor 1 is more important than Factor 2, is more important than Factor 3, is more important than Factor 4, which is more important than Factor 5. Although price is less important than capability, and may not be the controlling factor for award, the offered price will nonetheless be a significant part of the source selection decision.

3. Source Selection Decision. To select the winning offeror, JLab will rank the acceptable offerors from best to worst by making a series of paired comparisons among them, trading off the differences in capability (non-price factors) against the difference in price between the members of each pair, as follows:

a. If one offeror is better in terms of the non-price factors and has the lower price, then JLab will consider that offeror to be the better value.

b. If one offeror is better in terms of the non-price factors but has the higher price, then JLab will decide whether the differences in the non-price factors are worth the difference in price. If JLab consider the differences in the non-price factors to be worth the difference in price, then we will consider the offeror with the higher price to be the better value. If not, then JLab will consider the offeror with the lower price to be the better value. JLab will continue to make paired comparisons in this way until we have decided which offeror represents the best value. JLab will award the subcontract to the responsible offeror that offers the best value to Jefferson Lab for performing the work that is required.

D. OTHER INSTRUCTION AND PROPOSAL CONDITIONS.

1. DEFINITIONS

As used in this provision –

a. Wherever the term “bid” or “bidder” appears it is referring to the offer or offeror.

b. "Discussions" are negotiations that occur after establishment of the competitive range that may, at the

Subcontracting Officer's discretion, result in the offeror being allowed to revise its proposal."

c. "In writing," "writing," or "written" means any worded or numbered expression that can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

d. “Offer” means “proposal” in negotiations.

e. "Proposal modification" is a change made to a proposal before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

f. "Proposal revision" is a change to a proposal made after the solicitation closing date, at the request of or as allowed by a Subcontracting Officer as the result of negotiations.

g. “Solicitation” means “Request for Proposal (RFP)” or “Request for Quotations (RFQ)” in negotiations.

h. "Time," if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day.

2. AMENDMENTS TO SOLICITATIONS

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

b. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified for receipt of offers.

3. SUBMISSION OF PROPOSALS

a. Proposals and modifications to proposals shall be submitted via electronic media.

b. Proposals shall be addressed to the office specified in the solicitation, and shall show the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Offerors using commercial carriers should ensure that the proposal is marked on the outermost wrapper with the information in this paragraph.

c. The first page of the proposal should show --

(i) The solicitation number; JSA-23-R422227

(ii) The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available);

(iii) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with JSA/JLab in connection with this solicitation; and

(iv) Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

d. Offerors are responsible for submitting proposals, and any modification, or revisions, so as to reach the JSA/JLab office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated JSA/JLab office on the date that proposal or revision is due.

e. Unless otherwise specified in the solicitation, the offeror may propose to provide any item or combination of items.

f. Offerors shall submit proposals in response to this solicitation in English and in U.S. dollars, unless otherwise permitted by the solicitation.

g. Item samples, if required, must be submitted within the time specified for receipt of offers. Unless otherwise specified in the solicitation, these samples shall be (1) submitted at no expense to JSA, and (2) returned at the sender's request and expense, unless they are destroyed during pre-award testing.

h. Offerors are expected to examine the drawings, specifications, Schedule, and all instructions. Failure to do so will be at the offeror's risk.

i. Offers for supplies or services other than those specified will not be considered unless authorized by the solicitation.

j. Offerors must state a definite time for delivery of supplies or for performance of services, unless otherwise specified in the solicitation.

4. LATE SUBMISSIONS

a. Any proposal, modification, or revision received at the JSA/JLab office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Subcontracting Officer determines that accepting the late offer would not unduly delay the acquisition;

and –

(i) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the JSA/JLab infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of proposals; or

(ii) There is acceptable evidence to establish that it was received at the JSA/JLab installation designated for receipt of offers and was under JSA/JLab's control prior to the time set for receipt of offers; or

(iii) It is the only proposal received.

b. However, a late modification of an otherwise successful proposal that makes its terms more favorable to

JSA/JLab, will be considered at any time it is received and may be accepted.

c. Acceptable evidence to establish the time of receipt at the JSA/JLab installation includes the time/date stamp of that installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of JSA/JLab personnel.

d. If an emergency or unanticipated event interrupts normal JSA/JLab processes so that proposals cannot be received at the office designated for receipt of proposals by the exact time specified in the solicitation, and urgent JSA/JLab requirements preclude amendment of the solicitation, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal JSA/JLab processes resume.

5. WITHDRAWALS, MODIFICATIONS AND REVISIONS TO PROPOSALS

a. Proposals may be withdrawn by written notice received at any time before award. Oral proposals in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile or electronic commerce proposals, proposals may be withdrawn via facsimile or electronic commerce received at any time before award, subject to the conditions specified in the authorizing provision. Proposals may be withdrawn in person by an offeror or an authorized representative, if the identity of the person requesting withdrawal is established and the person signs a receipt for the proposal before award. Withdrawals are effective upon receipt of notice by the Subcontracting Officer.

b. 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.

c. Offerors may submit revised proposals only if requested or allowed by the Subcontracting Officer.

d. Proposal may be withdrawn by written notice at any time before award. Withdrawals are effective upon receipt of notice by the Subcontracting Officer.

6. OFFER EXPIRATION DATE

Proposals in response to this solicitation will be valid for 90 days unless a different period is proposed by the offeror.

7. RESTRICTION ON DISCLOSURE AND USE OF DATA

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

a. Mark the title page with the following legend: "This proposal includes data that shall not be disclosed outside JSA/the Government and shall not be duplicated, used, or disclosed--in whole or in part--for any purpose other than to evaluate this proposal. If, however, a subcontract is awarded to this offeror as a result of--or in connection with--the submission of this data, JSA shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting subcontract. This restriction does not limit JSA's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets “, and

b. 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 the restriction on the title page of this proposal."

8. UNNECESSARILY ELABORATE PROPOSALS OR PROPOSALS

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the offeror's or quoter's lack of cost consciousness. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor wanted.

9. EXPLANATION TO PROSPECTIVE OFFERORS

Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing soon enough to allow a reply to reach all prospective offerors before the submission of their offers.

Oral explanations or instructions given before the award of a subcontract will not be binding. Any information given 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 in submitting offers or if the lack of it would be prejudicial to other prospective offerors.

10. WEB POSTING AND ACCESSING SOLICITATION DOCUMENTS

This requirement may be posted on the World Wide Web (WWW) at the site address http://www.jlab.org. After going to the Jefferson Lab home page, click on Vendors and then on Solicitation Bulletin Board. It is the offeror's responsibility to monitor the Web page for amendments or revisions to the solicitation and other related information posted to the Web. To increase the efficiency of the procurement process, offerors are highly encouraged to use the WWW to register for the solicitation and access information. However, offerors that do not have access to the WWW may request a hard copy of the solicitation by providing the Subcontracting Officer the registration information to include: company name, mailing address, e-mail (if any), phone, and fax number, and the offeror's business size status. Jefferson Lab may direct offerors to obtain hard copies of specifications and/or drawings at a cost from a commercial source. Please note that a request for a mailed copy or any mailing delay may not result in an extension to the solicitation submission deadline.

11. ELECTRONIC PROPOSALS

1. Definition. Electronic proposal, as used in this provision, means a proposal, revision or modification of a proposal, or withdrawal of a proposal that is transmitted to and received by JSA/JLab via electronic means.

2. Offers submitted via electronic means are subject to the same rules as paper proposals.

3. If any portion of the electronic proposal received by the Subcontracting Officer is unreadable to the degree that conformance to the essential requirements of the solicitation cannot be ascertained from the document –

(a) The Subcontracting Officer shall immediately notify the offeror and permit the offeror to resubmit the proposal;

(b) The method and time for resubmission shall be prescribed by the Subcontracting Officer after consultation with the offeror; and

(c) The resubmissions shall be considered as if it were received at the date and time of the original unreadable submission for the purpose of determining timeliness, provided the offeror complies with the time and format requirements for resubmission prescribed by the Subcontracting Officer.

4. JSA/JLab reserves the right to make award solely on the electronic proposal. However, if requested to do so by the

Subcontracting Officer, the apparently successful offeror shall promptly submit the complete original signed proposal.

12. TYPE OF SUBCONTRACT

JSA contemplates award of a Firm Fixed Price subcontract resulting from this solicitation.

13. SUBCONTRACT AWARD NOTES

JLab will award a subcontract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to us, after evaluation in accordance with the factors and subfactors in the solicitation.

JLab may (1) reject any or all offers is such action is in the public interest, (2) accept other than the lowest offer, and (3) waive informalities and minor irregularities in offers received.

JLab may award a subcontract on the basis of initial offers received, without discussions. Therefore, your initial offer should contain your best terms, from a cost or price and technical standpoint.

JLab may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations.

Unless otherwise provided in the Schedule, offers may be submitted for quantities less than those specified. JLab reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered, unless the offeror specified otherwise in the offer.

A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding subcontract without further action by either party. Before the offer's specified expiration time, JLab may accept an offer (or part of an offer, as provided in paragraph (d) above), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by JSA.

Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting subcontract. However, if the resulting subcontract contains a clause providing for price reduction for defective cost or pricing data, the subcontract price will be subject to reduction if cost or pricing data furnished is incomplete, inaccurate, or not current.

ATTACHMENT 2

BID SCHEDULE AND MILESTONE AND PAYMENT

SCHEDULE

torres Typewritten Text

(ATTACHED SEPARATELY)

torres Typewritten Text

JSA 25-R433975

Item No. Description Estimated Quantity Unit

Annual Unit Price

Extended Amount (Firm Price in US Dollars)

001 Delivery of a Human Capital Management System 1 Job

THE BID SCHEDULE IS PROVIDED IN EXCEL FORMAT FOR CONVENIENCE IN COMPLETING PRICING.

OFFEROR SHOULD CONFIRM ACCURACY OF INPUT. PLEASE DO NOT MAKE ANY CHANGES IN FORMAT OR

TEXT. DEVIATIONS SHOULD BE NOTED WITHIN THE PROPOSAL. THANK YOU.

Date:

Proposal Issuance Date: February 28, 2025

Note 1: Milestone Payments: The subcontractor may propose a milestone payment schedule in accordance with Clause JSA- 120 of the Terms and Conditions. Payments for other line items will be based on actual delivery. Milestone Payment Schedules shall be formatted in accordance with the attached Milestone and Payment Schedule Request.

Total

BID SCHEDULE

Proposal Due Date: March 20, 2025

RFQ/RFP #: JSA-23-R433975

Description: Subcontractor shall provide all labor, materials, equipment, and perform all services needed provide Jefferson Lab with a Human Capital Management System per the attached Statement of Work.

Bidder Name:

MILESTONE AND PAYMENT SCHEDULE REQUEST

MILESTONE AND PAYMENT SCHEDULE REQUEST

RFP #JSA-25-R433975 - HCMS Software Line Item

Description of Event (Include milestone events and/or delivery of product) Estimated

Completion Date Quantity Milestone Requested $ Amount Total Price

ATTACHMENT 4

TC-2 NON-COMMERCIAL SUPPLY

TERMS AND CONDITIONS

TC-1 Commercial Supply (FEB 2025) JSA-25-R433975 Page 1 of 10

FIXED-PRICE SUPPLY – COMMERCIAL TERMS AND CONDITIONS

(APPLICABLE FOR PURCHASES OF COMMERCIAL ITEMS < $6,500,000)

I. FAR AND DEAR CLAUSES INCORPORATED BY REFERENCE

The Jefferson Science Associates, LLC (JSA) has a prime contract with the U.S. Department of Energy (DE-AC05- 06OR23177) that requires flow down of certain Federal Acquisition Regulation (FAR) and DOE Acquisition Regulation (DEAR) clauses. Accordingly, the following FAR’s and agency FAR supplement clauses (DEAR’s) referenced under Part I below are incorporated herein by reference and made a part hereof. Except as may be expressly otherwise provided below in each of such clauses the term, "Contractor" shall mean JSA’s Subcontractor, and the term “Contract" shall mean "this Subcontract/Purchase Order". The term “Contracting Officer” shall mean JSA’s “Procurement Officer” where the intent of the clause is to give direct contracting authority over JSA’s [sub] contractor to authorize and direct changes, process claims, adjudicate disputes, authorize terminations, and conduct subcontract administration responsibilities to maintain the rights of the parties under the [sub] Contract; otherwise, the term shall mean the DOE Contracting Officer having responsibility over JSA’s prime contract referenced above. The term “Government” shall mean “JSA” except in cases where the action or responsibility is an inherently U.S. Government function that cannot be performed by JSA. Contact the JSA Procurement Office or JSA Procurement Officer for clarification of JSA required clauses.

FAR 52.203-15 Whistleblower Protections Under the American Recovery and Reinvestment Act of 2009 (Jun 2010)(Section 1553 of Pub. L. 111-5), if the subcontract is funded under the Recovery Act

FAR 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017)

FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Jun 2016), other than subcontracts for commercially available off-the-shelf items, if flow down is required in accordance with paragraph (C) of FAR clause 52.204-21.

FAR 52.204-23 Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (Jul 2018)(Section 1634 of Pub. L. 115-91).

FAR 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Equipment (Aug 2020)(Section 889(a)(1)(A) of Pub. L. 115-232).

FAR 52.207-4 Economic Purchase Quantity-Supplies (AUG 1987)

FAR 52.212-4 Contract Terms and Conditions-Commercial Items (OCT 2018), except as it relates to Disputes, JSA Disputes Clause – 100 shall apply

FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (JAN 2020)

FAR 52.222-21 Prohibition of Segregated Facilities (APR 2015)

FAR 52.222-26 Equal Opportunity (Sept 2016)

FAR 52.222-50 Combating Trafficking in Persons (Oct 2020)(22 U.S.C. chapter 78 and E.O. 13627); Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

FAR 52.222-55 Minimum Wages under Executive Order 13658 (Nov 2020), if flow down is required in accordance with paragraph (k) of FAR clause 52.222-55.

FAR 52.222-62 Paid Sick Leave under Executive Order 13706 (Jan 2017)(E.O. 13706), if flow down is required in accordance with paragraph (m) of FAR clause 52.222-62.

FAR 52.223-20 Aerosols (JUN 2016)

JSA-25-R433975 Page 2 of 10

FAR 52.223-21 Foams (JUN 2016)

FAR 52.224-3 Privacy Training (Jan 2017) (5 U.S.C. 552a) if flow down is required in accordance with 52.224-3(f).

Alternate I (Jan 2017) of 52.244-3, if flow down is required in accordance with 52.224-3(f) and the agency specifies that only its agency-provided training is acceptable).

FAR 52.225-1 Buy American Act-Supplies (Jan 2021)(Modified by DEAR 970.2570-1)

FAR 52.225-13 Restrictions on Certain Foreign Purchases (Feb 2021)

FAR 52.232-25 Prompt Payment (JAN 2017)

FAR 52.225-26 Contractors Performing Private Security Functions Outside the United States (Oct 2016)(Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).

FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (Dec 2013)(DEVIATION APR 2020), if flow down is required in accordance with paragraph (C) of FAR clause 52.232-40.

FAR 52.245-9 Use and Charges (AUG 2012) - Applicable only when FAR 52.245-1 Government Property is marked “ ”

FAR 52.247-34 F.O.B. Destination (NOV 1991) - Applicable unless the FAR clause 52.247-29 F.O.B. Origin (FEB 2006), listed below, is checked “ ”

FAR 52.247-64 Preference for Privately Owned U.S. Flag Commercial Vessels (Feb 2006)(46 U.S.C. App. 1241 and 10 U.S.C. 2631), if flow down is required in accordance with paragraph (d) of FAR clause 52.247-64).

SPECIAL NOTICE FOR SOFTWARE:

Invoice, contract, or sales agreement must specify if software is provided by electronic delivery and in the case of software provided exclusively by electronic delivery, expressly state no disks, tapes, drives, or other tangible media has been, or is to be used, in the delivery of the purchased software.

APPLICABLE IF > $10,000

FAR 52.222-25 Affirmative Action Compliance (APR 1984)

FAR 52.222-26 Equal Opportunity (Sept 2016)

FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)(E.O. 13496), if flow down is required in accordance with paragraph (f) of FAR clause 52.222-40.

APPLICABLE IF > $15,000

FAR 52.222-36 Equal Opportunity for Workers with Disabilities (Jun 2020)(29 U.S.C. 793)

APPLICABLE IF > $30,000

FAR 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (OCT 2018)

APPLICABLE IF > $35,000 AND IS NOT A SUBCONTRACT FOR COMMERCIALLY AVAILABLE

OFF-THE-SHELF ITEMS

FAR 52.209-6 Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)

APPLICABLE IF > $100,000

DEAR 970.5227-4 Authorization and Consent (AUG 2002)(SC Alternate)

APPLICABLE IF > $150,000

FAR 52.222-35 Equal Opportunity (Sept 2015)(E.O. 11246)

JSA-25-R433975 Page 3 of 10

FAR 52.222-37 Employment Reports on Veterans (Jun 2020)(38 U.S.C. 4212)

APPLICABLE IF ABOVE THE SIMPLIFIED ACQUISITION THRESHOLD

FAR 52.203-5 Covenant Against Contingent Fees (MAY 2014)

FAR 52.203-6 Restrictions on Subcontractor Sales to the Government (SEP 2006)

FAR 52.203-7 Anti-Kickback Procedures (MAY 2014)

FAR 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (OCT 2010)

FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)

FAR 52.219-8 Utilization of Small Business Concerns (Oct 2018)(15 U.S.C. 637(d)(2) and (3)), if the subcontract offers further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threhold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

FAR 52.227-1 Authorization and Consent (DEC 2007)

APPLICABLE IF > $700,000

FAR 52.219-9 Small Business Subcontracting Plan (Jun 2020)

APPLICABLE IF > $5,500,000

FAR 52.203-13 Contractor Code of Business Ethics and Conduct (June 2020) (41 U.S.C. 3509), if the subcontract exceeds the threshold specified in FAR 3.1004(a) on the date of the subcontract award, and has a performance period of more than 120 days. In altering this clause to identify the appropriate parties, all disclosures of violation of the civil False Claims Act or of Federal criminal law shall be directed to the agency Office of the Inspector General, with a copy to the Contracting Officer.

THE FOLLOWING FAR CLAUSES ARE APPLICABLE ONLY IF THE BOX IS MARKED “ ”.

FAR 52.208-8 Required Sources for Helium and Helium Usage Data (AUG 2018) (SC Alternate)

FAR 52.217-2 Cancellation Under Multi-Year Contracts (OCT 1997)

FAR 52.225-8 Duty-Free Entry (OCT 2010)

FAR 52.245-1 Government Property (JAN 2017)

FAR 52.242-5 Payments to Small Business Subcontractors (JAN 2017)

FAR 52.247-22 Contractor Liability for Loss of and/or Damage to Freight other Than Household Goods

(APR 1984)

FAR 52.247-29 F.O.B. ORIGIN (FEB 2006)

DEAR 952.203-70 Whistleblower Protection for Contractor Employees (DEC 2000)

DEAR 970.5223-4 Workplace Substance Abuse Programs at DOE Sites (DEC 2010)

DEAR 970.5227-4 Authorization and Consent (AUG 2002)(SC ALTERNATE)

II. JSA CLAUSES

JSA 100 DISPUTES (JAN 2017)

x

JSA-25-R433975 Page 4 of 10

All disputes between the parties pertaining to this Subcontract, which are not disposed of by agreement, shall be decided by litigation. Trial of any such litigation shall be confined exclusively to the Federal District Court for the Eastern District of Virginia, or and only in the event that the jurisdictional requirements for trial in Federal Court are not present, to the Circuit Court of the Commonwealth of Virginia in Newport News, Virginia.

The terms of this purchase order/Subcontract shall be construed and interpreted in accordance with the body of law applicable to the procurement of goods and services by the Federal Government. Nothing in this clause shall grant to the Subcontractor by implication any statutory rights or remedies not expressly set forth in this Subcontract.

There shall be no interruption in the prosecution of the work, and the Subcontractor shall proceed diligently with the performance of this Subcontract pending final resolution of any dispute, claim, or litigation arising under or related to this Subcontract between the parties hereto or between the Subcontractor and lower-tier subcontractors or suppliers.

The Contract Disputes Act of 1978 (41 U.S.C. Sections 601-613) shall not apply to this Subcontract; provided, however, that nothing in this clause shall prohibit Jefferson Science Associates, LLC (JSA), in its sole discretion, from sponsoring a claim of the Subcontractor for resolution under the provisions of its prime contract with the U.S.

Department of Energy (DOE). In the event that JSA so sponsors a claim at the request of the Subcontractor, the Subcontractor shall be bound by the decision of the cognizant DOE Contracting Officer to the same extent and in the same manner as JSA.

JSA 101 ASSIGNMENT (MAY 2019)

Neither party may assign this subcontract nor any of their rights or obligations under this agreement without the other party's written consent, except JSA may assign this subcontract, in whole or in part, without consent to any DOE National Lab, to DOE, or to such party as DOE may designate to perform JSA's obligations hereunder. Upon written notice to Subcontractor of such an assignment, JSA shall be relieved of all responsibility hereunder and Subcontractor shall thereafter look solely to such assignee for performance of JSA's obligations.

JSA 102 LABORATORY CLOSURE SCHEDULE

No items shipped under this purchase order/subcontract will be received on JSA’s designated holidays or closures (see JSA’s Holiday and Closure schedule posted here: JLab Calendar). In addition, Laboratory management may close the Laboratory or modify operating hours at its discretion due to weather or other emergency.

If the box to the left is marked “ ” Items delivered under this purchase order/subcontract will be received on holiday or closure days except on weather or other emergency closure days.

JSA 103 HOLIDAYS (NOT REQUIRED FOR COMMERCIAL SUPPLY PURCHASES) (NOV 2019)

JSA 104 SUBCONTRACT MODIFICATION AUTHORITY (MAY 2020)

Notwithstanding any other provisions of this subcontract, the Head of Procurement (or designee) shall be the only individual authorized to (i) accept nonconforming work; (ii) waive any requirement of this subcontract; or (iii) modify any term or condition of this subcontract.

JSA 105 FOREIGN NATIONS CONTROL (NOV 2021)

Subcontractors in all Jefferson Lab agreements and subcontracts requiring access to Jefferson Lab must provide valid government issued pictured identification for access to Jefferson Lab property.

Subcontractors who receive Jefferson Lab picture badges will certify their citizenship and place of birth status in writing. Non-U.S. citizens must provide United States Citizenship and Immigration Service (USCIS) documents for https://www.jlab.org/human_resources/calendar

JSA-25-R433975 Page 5 of 10 verification. The Jefferson Lab Technical Representative (TR) and Jefferson Lab Procurement Officer may resolve questions of citizenship and employment.

JSA 107-117 RESERVED

JSA 106 SUBCONTRACT ADMINISTRATION INFORMATION (NOV 2021)

A. Jessie Tenbusch is designated as the Procurement Officer with…