N3B RFQ No. 0000262 - FBO - Instructions to Bidders.pdf

REQUEST FOR PROPOSAL (RFP)

RFP No. RFP-0000262 Offsite Analytical Laboratory Services N3B Form 9072, Rev. 0, (05/18)

Project Name/Location RFP Number

Los Alamos Legacy Waste Cleanup Project RFP – 0000262

RFP Issue Date Bid Due Date

1/9/2019 Friday, January 25, 2019

Bidder Submissions of Proposal

Bidder shall submit Proposal electronically to

Matt.Cockfield@em-la.doe.gov

General Description of Scope of Work Contractor/Contractol;r’s Representative

Offsite Analytical Laboratory Services

Newport News Nuclear BWXT-Los Alamos, LLC (N3B)

600 Sixth Street Los Alamos, NM 87544

Matt Cockfield, Subcontract Administrator

INSTRUCTIONS TO BIDDERS

1.0 GENERAL

1.1 Bidder is hereby invited to submit its Firm Fixed Price (FFP) Proposal (the “Proposal”) to

Contractor’s Representative via email or Federal Express for the work described herein, on or before 2:00 pm (Mountain Time) on the above stated Bid Due Date, with All its attachments complete.

1.2 The Proposal shall take into consideration and be based upon these Instructions to Bidders and the Proposal Submission documents listed under Article 8.0 including all exhibits, appendices, and attachments thereto.

1.4 Contractor reserves the right to waive any informalities in or to reject any or all bids, to award the subcontract to other than the Bidder submitting the lowest evaluated bid, with or without notice or reasons, and if no Proposal is accepted, to abandon the Work or to have the Work performed in such other manner as Contractor may elect.

1.5 Bidder will be informed whether or not its Proposal was successful. The Contractor may elect to award a single delivery order subcontract or task order subcontract or to award multiple delivery order subcontracts or task order subcontracts for the same or similar supplies or services to two or more sources under this solicitation.

1.6 Contractor considers the names of other bidders, the bids, evaluations and ranking of bidders as confidential information to which Bidder or their agents are not entitled.

1.7 Contractor will not be responsible for any costs or expenses incurred by Bidder in preparing and/or submitting the Proposal or otherwise during the Proposal process.

1.8 Examination of RFP Documents: Bidder shall immediately verify that it has received all documentation by checking the contents of the RFP package against the documents mailto:Julie.Baer@em-la.doe.gov identified in these Instructions to Bidders. If Bidder has not received all identified documentation, Bidder shall immediately notify Contractor’s Representative in writing.

2.0 IT TECHNICAL CONTACT:

2.1 The Subcontract Technical Representative for this project is Sean Sanborgh.

3.0 COMMUNICATION

3.1 If Bidder finds any discrepancies in or omissions from the RFP Documents, or should the intent or meaning of such documents appear unclear or ambiguous, Bidder must notify

Contractor by contacting Contractor’s Representative. Replies to such notices may be made in the form of Amendment to the RFP Documents which will be issued simultaneously to all invited Bidders in writing. Bidder must acknowledge receipt of all Amendment in its Proposal.

Contractor will not be bound by, and Bidder must not rely on any oral interpretations or clarifications of the RFP Documents. Bidder shall submit any such notification to the

Contractor’s Representative.

3.2 Deviations from these communication instructions may be cause for rejection of Bidder’s

Proposal.

3.3 The RFP Number identified above must be included on the Proposal and any and all other written communication in connection with this RFP.

3.4 If you have any questions regarding the Request for Proposal documents or the

Scope of Work please email your questions to Matt.Cockfield@em-la.doe.gov no later than 1/21/19 COB.

4.0 PROPRIETARY INFORMATION

4.1 All documents included in this RFP, and any other information furnished to Bidder by Contractor shall remain, the property of Contractor and may not be copied or otherwise reproduced or used in any way except in connection with the Work, or disclosed to third parties, or used in any manner detrimental to the interests of Owner or Contractor. Bidder’s signature on the Intent to Bid form shall be deemed to be Bidder’s acceptance of the obligations contained in this paragraph.

4.2 Bidders are required to notify Contractor immediately of any solicitation or inquiry offering to

(a) improperly disclose confidential bid information (including evaluations of bid information), or (b) improperly influence or affect the award of any contract associated with this Project.

Bidders are further required to notify Contractor immediately if they come into possession of confidential information (including evaluations of bid information). Failure to comply with the foregoing may result in the disqualification of the Bidder.

5.0 GOVERNING TERMS AND CONDITIONS

5.1 Bidder's standard terms and conditions of sale will not be considered. Bidders must clearly identify any exceptions to the terms and conditions set forth in this RFP.

5.2 Bidder is instructed to read thoroughly the form of subcontract included in the RFP Documents and to submit its bids based strictly upon the same.

6.0 PRICING CONDITIONS

6.1 Pricing, stated in U.S. Dollars ($), must be in accordance with the provisions of the RFP Documents. The blanks in the Forms included, as well as examples provided in the RFP documents must be completed and returned as part of Bidder’s Proposal.

6.2 Proposal validity period shall be a minimum of 90 days after the Bid Due Date

6.3 All pricing must be firm for the duration of the Subcontract.

6.4 The quoted prices must include all costs for procurement, goods or services, and must be complete and include all items of expense, including if applicable shipping as a separate Line Item, for Bidder’s full and complete performance of the Work.

6.5 All pricing information requested in this RFP must be provided. Failure to comply with this requirement may result in rejection of the Proposal. Contractor reserves the right to request and have Bidder furnish a further breakdown of the Contract Price for accounting and progress payment purposes. This request may be made after the Contract Price has been finalized with the Successful Bidder.

6.6 In the case of any discrepancy between words and figures, the words shall prevail and in the case of errors in addition or extension, the unit prices (if any) quoted shall prevail.

7.0 PROPOSAL SUBMISSION

7.1 The Proposal must be submitted in writing utilizing the Forms provided herein. Failure to provide the information in strict accordance with the format and the detail required in the Forms is grounds for rejection of the Proposal. Submission of the Proposal with the

RFP number RFP-0000262 clearly displayed and delivered to the Contractor’s

Representative identified above via email, and shall include the following completed forms and other information:

7.1.1 Exhibit C: Schedule of Quantities and Pricing.

7.1.2 Clearly Specified Turnaround times

7.1.3 Exceptions noted, if applicable.

8.0 BASIS OF AWARD

9.1 Proposals will be evaluated for award on the basis of trade-offs between the following factors, in decreasing order of importance:

a. Degree of compliance to the requirements in Exhibit D, Statement of Work and Technical Specifications

b. Degree of compliance to Turnaround Times

c. Total price offering for 1-year and Optional period terms as determined from unit prices submitted in Exhibit C, Schedule of Quantities and Pricing

9.1 Bidder's Proposal must be signed by Bidder’s duly authorized officer. If Bidder is a corporation, the Proposal must be signed in its name and on its behalf by a duly authorized signatory officer of the corporation. The office held by the signing officer must be included.

9.2 If Bidder submits a Proposal as a partnership or joint venture, Bidder must submit with its Proposal, a "Power of Attorney" executed by all of the general partners or members of the joint venture designating and appointing one of the general partners or members of the joint venture as a "Management Sponsor", and authorizing the Management Sponsor to sign the Proposal on Bidder’s behalf, to act for and bind Bidder in all matters relating to the Proposal and, in particular, to agree that each partner or member of the joint venture is jointly and severally liable for any and all of the duties and obligations assumed by Bidder under the Proposal and the Contract, if awarded. The Proposal must be signed on behalf of the partnership or joint venture in its legal name by the Management Sponsor. Contractor will only accept unified sums, rates, prices, or conditions and will not accept sums, rates, prices or any conditions which differ between individual parties of a partnership or joint venture.

9.3 When requested by Contractor, satisfactory evidence of the authority of any signatory of

Bidder must be furnished.

10.0 EXCEPTIONS AND DEVIATIONS

10.1 Except as provided for in Exhibit D, no deviations to any technical requirements of Exhibit D shall be made. Failure to comply with this condition may result in rejection of your Proposal. All exceptions should be explicitly identified in Bidder’s Proposal.

10.2 If bidder determines it would be advantageous to Contractor to deviate from the technical requirements, conditions and provisions set forth in the RFP, Bidder may present such deviations per the instructions provided in Exhibit C, Schedule of Quantities and Pricing.

10.3 The submission of a Proposal indicates acceptance by Bidder of all terms, conditions and requirements contained herein.

10.4 During the Proposal evaluation, Contractor is not responsible for identifying or resolving any deviations that may be contained in the Proposal. The only deviations recognized will be those mutually agreed upon and included in the Contract.

11.0 SCHEDULE

11.1 Intentionally Omitted

12.0 RFP DOCUMENTS

12.1 The following documents are the “RFP Documents”:

This RFP document No. 0000262, Instruction to Bidders

Exhibit A: Master IDIQ Agreement

Exhibit B: General Conditions

Exhibit C: Schedule of Quantities and Pricing

Exhibit D: Statement of Work & Technical Specifications

Exhibit I: Attachment A – Subcontractor Transmittal Status Sheet

Exhibit I: Attachment B – Offsite Analytical Lab Scope Subcontractor Submittal Request

Exhibit H: Quality Assurance Requirements

Exhibit J: Insurance

Attachment 1: New Vendor Packet (3 of 3 docs)

Attachment 6 to Exhibit D: Chain of Custody/Analysis Request

END OF INSTRUCTIONS TO BIDDERS