Request for Proposal(BSD-CS-2282) PR396879 Fabrication Development.pdf

REQUEST FOR PROPOSAL (RFP)

RFP No.:PR396879

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

REQUEST FOR PROPOSAL (RFP)

1. INTRODUCTION

Date: 8/27/2025 RFP No.: PR396879 RFP Description: Fabrication Development RFP Closing Date and Time: 12pm 9/10/2025

Offeror Name:

Offeror Address:

Attention POC:

Cc:

Subject: Request For Proposal PR396879 In Response Refer to: RFP No. – PR396879 Fabrication Development

ORNL Procurement Officer: Kevin Nelson Phone: 865-341-3520 Email: nelsonkr@ornl.gov

Oak Ridge National Laboratory (ORNL) is a US Department of Energy (DOE) science and energy laboratory, conducting basic and applied research to deliver transformative solutions to compelling problems in energy and security. ORNL is managed and operated by UT-Battelle, LLC (UT-B or the Company). ORNL’s diverse capabilities span a broad range of scientific and engineering disciplines, enabling the Laboratory to explore fundamental science challenges and to carry out the research needed to accelerate the delivery of solutions to the marketplace.

Oak Ridge National Laboratory (ORNL), herein referred to as “Buyer,” is pleased to invite your company, herein referred to as “Offeror,” to submit a proposal in support of the subject effort, as outlined in the attached Statement of Work or Specification and/or Technical Direction attached.

Buyer reserves the right to update this RFP by amendment prior to date of award.

The Offeror’s proposal shall be prepared in accordance with the information provided in this RFP. Specific responses to the Buyer's requirements are necessary to enable the Buyer to evaluate Offeror’s understanding of, and capability to accomplish the stated objectives. Throughout the proposal, the Offeror shall provide sufficient detail to substantiate the validity of all stated claims, comments, or positions. All proposed concepts must be shown to be technically feasible and achievable within the allotted time limitations, and all performance and schedule requirements must be shown to be realistic. The response shall correspond to the requirements of this RFP, unless otherwise specified in writing by the Buyer.

2. RFP INFORMATION

Solicitation Number: PR396879 Offers Due By: 12PM 9/10/2025 Offer Validity Period: 120 days NAICS Code: Machine Shop Subcontract Type Anticipated: Fixed Price

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

Small Business Set-Aside: No Description of Supplies/Services Sought: Machine Parts based on supplied drawings Anticipated Subcontract Period of Performance: TBD ORNL Procurement Representative: Kevin Nelson nelsonkr@ornl.gov

3. LIST OF RFP ATTACHMENTS

Attachment No. Description Document Title (Date/Revision)

Attachment A ORNL Terms and Conditions Purchase Order Commercial Items Services-(BSD-CS- 2154, dated 06/06/2025)

Attachment B Prime Contract T&C Flow Downs

UT-Battelle Prime Supplemental Flowdown Document [Additional Terms and Conditions for Subcontracts/Purchase Orders under Prime Contract No. DE-AC05-00OR22725] (BSD-CS-2258)

Attachment C ESED-TPS-0007 Cleaning Procedure

Attachment D Representations and Certifications

Representations & Certifications – Abbreviated (BSD- CS-2260, dated 02/2025

Attachment E General Solicitation Instructions

Attachment F Parts List Attachment F Parts List Fabrication Development Attachment G CUI Drawings Drawings 1 through 42

4. STATEMENT OF WORK/SPECIFICATIONS

1. Sellers are to propose the parts they will or are able to manufacture.

a. This is not an all or nothing bid.

b. Each Seller can omit parts based on capability. However, we would like an explanation as to why parts are being omitted from scope.

2. Vendors are to provide a proposal/delivery schedule for the quantity of 60 parts for each drawing from attachment G.

a. Number of lots/batches and schedule.

b. Separate shipments of lots/batches will be accepted.

3. Vendors are to adhere to Attachment C cleaning procedures or provide alternative equivalent methods as an exception that will be evaluated as part of your proposal.

4. Pricing breakout per columns I, J, and K on attachment F are not needed at this time but may be required for internal price justification at award.

5. PROPOSAL PREPARATION

https://contracts.ornl.gov/terms-and-conditions/ https://contracts.ornl.gov/special-articles-and-forms/

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

Preparation of Offers. (a) Offerors are expected to examine the drawings, specifications, descriptions, terms and conditions, and all instructions. Failure to do so will be at the Offeror's risk. (b) Each Offeror shall furnish the information required by the solicitation. The Offeror shall sign the offer. Erasures or other changes must be initialed by the person signing the offer. (c) Unit price for each unit offered shall be shown and such price shall include packing unless otherwise specified. A total price shall be entered for each item offered. In case of discrepancy between a unit price and total price, the unit price will be presumed to be correct. (d) Offeror must state a definite time for delivery of supplies or performance of services unless otherwise specified in the solicitation. Time, if stated as a number of days, will include Saturdays, Sundays, and holidays. (e) Offers in strict accordance with the solicitation are desired. Any exceptions should be referenced to related documents by title, page, and paragraph, and should be set forth in detail.

(f) This request does not commit ORNL to pay for any costs incurred in the preparation and submission of an offer or for any other costs incurred prior to the execution of an Agreement.

Explanation to Prospective Offerors. Any explanation desired by a prospective Offeror regarding the meaning or interpretation of the solicitation, drawings, specification, etc., must be requested with sufficient time allowed for a reply to reach all prospective Offerors before submission of their offers. Any information given to a prospective Offeror will be furnished to all prospective Offerors if such information is necessary in submitting offers or if the lack of such information would be prejudicial to any other prospective Offerors.

Proposal Format. Offeror is requested to submit their proposal in MS Excel, MS Word, or PDF formats. Proposals must be submitted on the forms furnished by the Buyer. If no form is provided, Offeror may submit their proposal in a format of their choosing.

Contractual / Administrative Authority. No direction to proceed or other instruction to begin work shall be binding upon Buyer except when specifically issued and confirmed in writing by an authorized member of Buyer’s Procurement organization. Offeror’s acceptance of, or reliance upon any direction to proceed or other instruction by Buyer’s technical personnel, or other representatives not specifically authorized to issue formal purchase order commitments, shall be at Offeror’s own risk and shall not constitute a binding purchase commitment upon Buyer.

Acknowledgement of Amendments. Receipt of an amendment to a solicitation must be acknowledged in writing.

Proposal Contact. Any questions regarding any portion of this RFP must be coordinated through the Buyer’s Procurement organization, identified as Buyer’s Contact in the Introduction. No written or verbal correspondence will be permitted with any other member of the ORNL team without coordination through the Buyer’s Procurement organization. Failure to comply with this requirement may result in the Offeror’s disqualification from consideration for award. The Buyer is open to proposal clarification questions/discussions in regard to this RFP via the email address or telephone number provided in the Introduction.

Omissions. It shall be clearly understood that, not-withstanding the detailed requirements contained herein, it is the Offeror’s responsibility to identify and quote any aspect or area which may have been omitted in this RFP and which will nevertheless be necessary to meet the general requirements of the defined effort.

Offeror’s Challenge. In the interest of cost effectiveness, the Offeror is encouraged to challenge specifications and other requirements that, in its judgment, provide little value in consideration of cost. Further, the Offeror is invited to suggest practical performance incentives that may be introduced to the advantage of both Offeror and Buyer.

Proposal Acceptance. Buyer reserves the right to (a) consider proposals or modifications to proposals received after the due date should such action be determined to be in the best interest of Buyer or its customer, and/or (b) make award without written or oral discussion.

Affordability. This effort is in support of the U.S. Government, who has a vital mission and constrained resources, and it is incumbent upon industry to provide our customer with high quality and affordable solutions. ORNL considers this

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025 challenge to be a major discriminator in our ability to win and retain business based upon proven performance and demonstrated value to our customers. ORNL has developed a number of initiatives to drive value for our customer and we expect our partners in our supply chain to do the same. It is requested as part of your proposal in response to this RFP that you articulate and demonstrate specifics in your offer that are affordable and meet or exceed all technical and schedule requirements. Your response to these criteria will be an element of the ORNL proposal evaluation and award decision process.

Order of Precedence. Any inconsistencies between sections of this RFP shall be resolved in accordance with the following descending order of precedence: (1) This RFP; (2) Special Provisions listed within this RFP; (3) Statement of Work/Technical Specifications; (4) ORNL Terms and Conditions; (5) Attachments; and (6) UT-B Prime Flowdowns.

Payment. Payment shall be made by electronic funds transfer. The form for enrolling is available at http://web.ornl/adm/contracts/eft.shtml.

Rights to Technical Data in Successful Proposals. Should an Agreement be awarded based on a proposal, it is policy, in consideration of the award, to obtain unlimited rights for the Government in technical data (but not commercial or financial information) contained in a successful proposal upon which award of an Agreement is based. To exclude technical data contained in a proposal from the Government’s rights, the offer must:

(1) Advise the Buyer that the technical data, or portions thereof that are identified by the Offeror, are covered by the restrictive notice regarding the disclosure and use of proposal information in accordance with the provision of this RFP entitled Treatment of Offer Information and request that such protection be maintained by excluding the data from the Government’s rights; or

(2) Establish to the Buyer’s satisfaction that identified portions of the technical data do not relate directly to or will not be utilized in the work to be performed under the Agreement, and request that such portions be excluded from the Government’s rights.

If unlimited rights to technical data in successful proposals, as set forth in the first paragraph of this section are to be acquired, it shall be by use of the clause below titled, “Rights to Proposal Data (Technical).” Any excluded technical data will be identified by inserting appropriate proposal page numbers in the clause, which clause enables the identification of data to be excluded from the Government’s rights, as discussed in the first paragraph of this section. Such exclusion is not dispositive of the protective status of the data, but any excluded technical data, as well as any commercial and financial information contained in the proposal, will be used for evaluation purposes only. If there is a need to have access to any of the excluded technical data during contract performance, their acquisition will be as limited rights data, if they so qualify, in accordance with FAR 27.404(d).

Rights to Proposal Data (Technical) Except for data contained on pages _______, it is agreed that as a condition of the award of this subcontract and notwithstanding the conditions of any notice appearing thereon, the Government shall have unlimited rights (as defined in the “Rights in Data – General” clause contained in this subcontract in and to the technical data contained in the proposal dated, _______, upon which this subcontract is based.

Treatment of Offer Information. Offerors that include in their proposals information that they do not want disclosed to the public for any purpose, or used by the Company or the Government except for evaluation purposes, shall:

(a) Mark the title page with the following legend:

This proposal includes information that shall not be duplicated, used, or disclosed—in whole or in part—for any purpose other than to evaluate this proposal. If, however, an Agreement is awarded to this Offeror as a result of—or in connection with—the submission of this information, the Company and the Government shall have http://web.ornl/adm/contracts/eft.shtml

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025 the right to duplicate, use, or disclose the information to the extent provided in the resulting Agreement. This restriction does not limit the Company’s and the Government's right to use information contained in this information if it is obtained from another source without restriction. The information subject to this restriction are contained in pages [insert numbers or other identification of pages]; and

(b) Mark each page of information it wishes to restrict with the following legend:

Use or disclosure of information contained on this page is subject to the restriction on the title page of this proposal.

Company Profile. Provide a Company Profile to include business classification (e.g. Large, Small, Disadvantaged).

Signing Authority. Signature of official authorized to contractually commit the Offeror; the names, positions, email address, and phone numbers of persons authorized to negotiate this proposal or persons to be contacted for clarification or questions.

Proposal Validity. Statement that identifies proposal validity. Unless otherwise stated in the Offeror’s proposal, the Offeror’s proposal shall be valid for 120 calendar days.

FOB and Shipping Terms. Identify any FOB and Shipping terms.

Offeror Business Information. Complete business address of the Offeror, the corporate name to be used on any resultant contract, and the remittance address if different from that above. Identify “parent company” or “sponsoring corporation” name, also provide such identity as appropriate.

Subcontract Type. The proposed subcontract type, if other than the anticipated subcontract type located in Attachment A: ORNL Terms and Conditions.

Options. Buyer shall have the option to purchase additional quantities of items or services described in the Statement of Work/Specifications. The Offeror should include any option prices in the appropriate area of the RFP. It should be understood by the Offeror that the Buyer may not exercise any or all options which are not included in the base award. The award may be made by the Buyer for the initial quantity only. It is important that the foregoing be considered by the Offeror in preparing and submitting separate prices for the initial order quantity and for each individual option. Offers will be evaluated for purposes of award by adding the total price for all option quantities to the total price for the initial quantity. Evaluation of options will not obligate the Buyer to exercise the option(s).

6. COMPETITION

This RFP is being issued on a competitive basis. The Buyer intends to make one or more than one award.

Response Due Date. Your response to this request is due on or before (12PM) on (9/10/2025). All proposal documents shall be sent to the attention of Kevin Nelson via email at nelsonkr@ornl.gov.

Questions. Questions concerning this RFP must be submitted in writing, via email, to the ORNL Procurement Officer listed in section 2 of this RFP. Information given to one prospective offeror will be furnished to all prospective offerors if lack of the information would be prejudicial to them.

Withdrawal of Offers. Offers may be withdrawn by written notice received at any time before award.

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

Proposal Package. A complete proposal package consists of the following elements, as needed:

Technical Proposal Cost Proposal Exceptions/Non-Compliance Conditions of Proposal / Assumptions Supplementary Requirements

TECHNICAL PROPOSAL REQUIREMENTS:

The Technical Proposal shall not exceed 10 pages (excluding personnel resumes).

The technical proposal should be specific, detailed, and complete to demonstrate clearly and fully that the Offeror has a thorough understanding of the Buyer’s requirements. The technical proposal must enable the technical evaluators to make a thorough analysis and arrive at a sound determination as to whether or not the proposal meets the Buyer’s requirements. The proposal shall include descriptions sufficient to describe the Offeror’s technical approach. The technical proposal must be sufficient to show how the Offeror proposes to comply with the Buyer’s requirements and it must include a full explanation of the methods proposed. The Offeror shall include a glossary of acronyms and special terminology.

No certified cost or pricing information shall be included in the technical proposal.

The technical proposal must be in the following format:

Technical Approach. Use as many subparagraphs, appropriately titled, as needed to clearly outline the general plan of work. Discuss phasing of research and possible or probable outcome of approaches proposed.

Technical Methods. Describe in detail the methodologies you will use for the project, indicating your level of experience with each, areas of anticipated difficulties, and any unusual expenses you anticipate.

Schedule. Provide a schedule for completion of the work and delivery of items specified in the statement of work.

Performance or delivery schedules shall be indicated for phases or segments, as applicable, as well as for the overall program. Schedules shall be shown in terms of calendar months from the date of authorization to proceed or, where applicable, from the date of a stated event, as for example, receipt of a required approval by the Buyer. Unless the request for proposal indicates that the stipulated schedules are mandatory, they shall be treated as desired or recommended schedules. In this event, proposals based upon the offeror's best alternative schedule, involving no overtime, extra shift or other premium, will be accepted for consideration.

Facilities and Resources. List/describe all facilities and resources available for this project, including any equipment. A capability statement that details Seller’s facilities and resources can be attached to the proposal.

Other Considerations. Record and discuss specific factors not included elsewhere which support your proposal. Using specifically titled subparagraphs, items may include:

• Any agreements and/or arrangements with subcontractor(s). Provide as much detail as necessary to explain how the statement of work will be accomplished within this working relationship.

• Unique arrangements which none or very few organizations are likely to have which is advantageous for effective implementation of this project.

• Equipment and unusual operating procedures established to protect personnel from hazards associated with this project.

• Other factors you feel are important and support your proposed research.

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

• Recommendations for changing reporting requirements or other deliverables if such changes would be more compatible with the offeror's proposed schedules.

COST PROPOSAL REQUIREMENTS:

All proposals shall be submitted in U.S. Dollars (USD). If a standard proposal pricing worksheet/form is provided within this RFP, the Offeror shall submit their pricing via the worksheet/form, otherwise, the Offeror may submit their pricing information in their own format with indicated per unit pricing at a minimum.

This proposal may be subject to a Government price audit.

A full cost breakdown is not required but may be requested in the future. The cost breakdowns shall identify the following information: direct labor, subcontracts, travel, materials and equipment, other direct costs, indirect expenses, and fee or profit.

Materials and Equipment. Include a breakdown of each item along with supporting documentation for prices proposed; e.g., quotes from suppliers and/or catalog cut sheets with pertinent pricing.

Other Direct Costs. The Offeror shall submit complete details of how "other direct costs" (ODCs) were derived.

Fee or Profit. The Offeror shall submit a presentation of the details of its proposed profit/fee in the weighted guidelines format as described in DFAR 215.404-71, or use a similar structured approach.

Milestone Payment Plan. The Buyer may consider a proposed payment plan with the Offeror’s response.

Proposed payments must demonstrate significant progress against the schedule incorporated into the subcontract.

Government Approved Rates. If any of the proposed rates and factors have been accepted or approved by a government agency, the Offeror shall so state and identify the agency, its location, and the date of such acceptance or approval and provide a copy of the approval letter.

All Other Costs Proposed. The Offeror shall submit complete details of any other costs not specifically identified or addressed above. The details shall be presented in a manner that will enable a comprehensive and thorough evaluation to be conducted.

EXCEPTIONS/NON-COMPLIANCE:

Exception(s) to or non-compliance with any portion of this RFP shall be clearly identified in a separate Exceptions/Non-Compliance section referencing the specific document, page, paragraph, and item. Exceptions identified in the Offeror’s Technical Proposal need not be restated in this section. You are requested to explain the reason(s) for the non-compliance and identify any alternate solutions to achieve compliance. Any exceptions that are taken to the provisions of this RFP will be considered in evaluating the Offeror’s proposal and may result in your offer being deemed non-responsive. The absence of a proposal section entitled “Exceptions/Non-Compliance” or a statement indicating “no exceptions are taken” implies complete and unequivocal acceptance of all requirements, terms, and conditions.

CONDITIONS OF PROPOSAL/ASSUMPTIONS:

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

The Offeror shall identify any conditions and/or assumptions of its proposal in a separate Conditions of Proposal/Assumptions section. The Offeror shall include a list of any Buyer/Government equipment and/or information needed as a condition of performance. Offeror shall include its assertion of Limited or Restricted Rights in Data and/or Software.

SUPPLEMENTARY REQUIREMENTS:

Representations and Certifications – Abbreviated. If your proposal exceeds $10,000, Offeror must complete and return a copy of the Representations and Certifications – Abbreviated (BSD-CS-2260) form, a copy of which can be found here: https://contracts.ornl.gov/special-articles-and-forms/.

Organizational Conflicts of Interest. If your proposal exceeds $250,000 and the Special Provisions section of this RFP includes the "Organizational Conflicts of Interest" clause, the statement required by paragraph (c) of the provision entitled "Organizational Conflicts of Interest Disclosure - Advisory and Assistance Services," is made a part of this RFP. A copy of these OCI disclosure statement requirements for Advisory and Assistance Services can be found here:

https://contracts.ornl.gov/special-articles-and-forms/.

Small Business Subcontracting Plan. If your offer, including options, is $750,000 or more and the Offeror is a large business, the Offeror shall submit a Small Business Subcontracting Plan that fully meets the requirements of FAR 52.219-9 or complete the ORNL Small Business Subcontracting Plan Form (BSD-CS-2129). A copy of this form can be found here: https://contracts.ornl.gov/special-articles-and-forms/. Annual small business reporting will be required via the Electronic Subcontracting Reporting System (http://www.esrs.gov).

Cost Accounting Standards. If your offer exceeds $2 million, return a completed copy of the Cost Accounting Standards (CAS) Notices and Certification form (BSD-CS-2039). A copy of this form can be found here:

https://contracts.ornl.gov/special-articles-and-forms/.

Certified Cost and Pricing Data. Offerors are not required to submit certified cost or pricing data with their offer; however, such data may be requested by the Buyer prior to award.

Foreign End Products. The Offeror shall list as foreign end products those end products that are manufactured outside of the United States that do not qualify as domestic end products. List all foreign end products proposed and their country of origin.

Patent Rights. If the Special Provisions section of this RFP includes either the "Exhibit IB, Patent Rights – Acquisition by the Government" or the "Exhibit 1C, Patent Rights - Retention by the Seller (Short Form)" clause, and you have requested an advance waiver of patent rights, Offeror shall submit a copy of the form (attachments are not necessary) that you submitted to the DOE Patent Counsel. (See the form entitled "Exhibit 2B - Petition for Advance Waiver of Patent Rights" found here: https://contracts.ornl.gov/exhibits/.)

7. BASIS OF AWARD

Basis of Award – Lowest Price Technically Acceptable (LPTA). An award resulting from this solicitation will be made to the responsible offeror submitting the lowest-priced offer that meets all specified requirements. Offers will be evaluated for technical acceptability under each of the factors listed below. An offer that is evaluated as unacceptable under any factor will not be considered for award. In your proposal, please clearly document how your offer meets or exceeds the below listed acceptability factors. Note and explain any deviation from the specifications. Make specific written response to items that cannot be met as specified in the specifications.

https://contracts.ornl.gov/special-articles-and-forms/ https://contracts.ornl.gov/special-articles-and-forms/ https://contracts.ornl.gov/special-articles-and-forms/ http://www.esrs.gov/ https://contracts.ornl.gov/exhibits/

Request for Proposal BSD-CS-2282 (Rev.1) May 22, 2025

Technical Acceptability Factors:

1. Provide the requested services per SOW/ Specification (Attachment F) with no exceptions.

2. Proposal shall meet lead time/delivery date of (LEAD TIME/DATE) After Receipt of Order (ARO).

8. SPECIAL PROVISIONS

Exhibit 1B-Patent Rights – Acquisition by the Government (02/09) Exhibit 1C, Patent Rights – Retention by Seller (Short Form) (03/01) Exhibit 2 – Representation of Limited Rights Data and Restricted Computer Software (07/15) Exhibit 3 – Authorization and Consent (10/2020) Exhibit 5 – Patent Indemnity (04/84) Exhibit 9 – Technical Data (06/11)

9. PAYMENT TERMS

Payment terms are Net 30 days (Net 15 for small business) upon final acceptance of the product/service. All payments will be made in U.S. Dollars (USD). Payment shall be made by electronic funds transfer.

10. CLOSING

Should additional information be required on any of these requests please do not hesitate to contact the undersigned Procurement Officer below.

Sincerely, Kevin Nelson Phone: 865-341-3520 Email: nelsonkr@ornl.gov