Request for Quote (RFQ) - 2025026398.pdf

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 1 of 8

National Renewable Energy Laboratory Managed and Operated by the Alliance for Sustainable Energy, LLC

Request for Quote (RFQ) No. 2025026398

“Lab-Based X-Ray Micro-CT System”

REQUEST FOR QUOTES (RFQ)

READ THIS DOCUMENT CAREFULLY

This solicitation is being conducted under the procedures for competitive purchases established by the National Renewable Energy Laboratory (NREL). NREL will award a Purchase Order based on the following:

BEST VALUE SELECTION

All Technical Specifications requirements being met with the best combination of:

• Technical factors (based on qualitative merit criteria), and

• Evaluated price (or cost)

Issue Date: 8/27/2025 Due Date: 9/30/2025 Time Due: 5 PM Mountain Time

Technical questions must be received in writing no later than 9/10/2025

Written questions concerning this solicitation document and its requirements will be answered in writing.

In response to technical questions, NREL will issue an amendment to this solicitation document that will formally provide all the questions and answers. All recipients of the solicitation document will receive responses to questions.

NAICS CODE

The North American Industry Classification System (NAICS) code for this solicitation is:

Code Classification Size Standard 334516 Analytical Laboratory Instrument Manufacturing SBA – 1000 employees

The table above represents the corresponding small business size standard for NAICS Code 334516.

There is no weighting applied to any one small business subcategory, or any combination of subcategories applicable to a business entity. The subcategories are provided only for determining the eligibility of offerors.

1. Solicitation Type Best Value Selection Purchase Order

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 2 of 8

SUBMIT OFFERS TO AND REQUEST INFORMATION FROM THE NREL RFP CONTACT

BELOW

2. NREL RFQ Contact Kirby Hoffman, Subcontract Administrator

National Renewable Energy Laboratory 15013 Denver West Parkway, MS: RSF030 Golden, CO 80401 Email: kirby.hoffman@nrel.gov

Electronic copies of forms and appendices can be found at:

http://www.nrel.gov/workingwithus/standard-terms.html

Procurement Forms | NREL

3. Project description:

The Alliance for Sustainable Energy, LLC has entered into Contract No. DE-AC36-08GO28308 with the Department of Energy (DOE), an agency of the U.S. Government, for the management and operation of the National Renewable Energy Laboratory (hereinafter called “NREL”). All references to “NREL” in this solicitation shall mean the Alliance for Sustainable Energy, LLC.

As specified in the Technical Specifications – Attachment No. 1 titled “Lab-Based X-Ray Micro- CT System”, dated August 25, 2025. It is the intent of NREL to award one (1) Purchase Order under this solicitation. The objective is to purchase and install a Lab-Based X-Ray Micro-CT System to characterize material microstructures for applications such as geo-materials, battery materials, catalysts, and ceramics.

4. Delivery Expectation: It is preferred that the Lab-Based X-Ray Micro-CT System be delivered and installed by March 2026.

5. Mandatory Qualifications:

To be considered a ‘responsive offeror’ the following minimum criteria must be met. These criteria are not evaluated but are instead ‘pass/fail’ criteria. NREL reserves the right to ask clarifying questions of the offerors as necessary in determining responsiveness to this RFP. Offerors’ proposals that do not meet the mandatory qualifications will not be evaluated or considered further for award under this solicitation.

Qualification # Qualification Submission Requirement

5.1 Established manufacturer X-ray CT units Letter outlining sales history.

5.2 Qualified technicians to maintain the system

following purchase.

Letter outlining maintenance experience.

6. Award Consideration: Best Value Selection

This solicitation shall be conducted using Best Value Selection that results in an award that is most advantageous to NREL based on the best value combination of (a) evaluated qualitative merit and

(b) evaluated price (cost) of the offers submitted.

mailto:kirby.hoffman@nrel.gov https://www.nrel.gov/workingwithus/forms.html

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 3 of 8

Best Value Selection is based on the premise that, if all offers are of approximately equal qualitative merit, award will be made to the offeror with the lowest evaluated price. However, NREL will consider awarding an offeror with a higher evaluated price if the offer demonstrates the difference in price is commensurate with the higher qualitative merit. Conversely, NREL will consider awarding an offeror with a lower evaluated qualitative merit if the price (cost) differential between it and other offers warrant doing so.

NREL will evaluate Offers in accordance with the policies and procedures of Part 25 of the FAR. In accordance with the Buy American Act, preference will be given to domestic offers, and the price of foreign offers will be adjusted for evaluation purposes in accordance with FAR 25.106 and Subpart 25.5 (as such terms are defined in FAR 25.003).

7. Qualitative merit criteria for Best Value Selection

For offerors that meet the mandatory qualifications stated above, NREL will evaluate submitted proposals using the qualitative merit criteria stated below to determine which offer(s) represent(s) the best value to NREL. The qualitative merit criteria provided below establish what NREL considers the technical factors valuable in an offer.

The Technical Specifications (Attachment 1) in this RFQ serves as NREL’s baseline requirements that must be met by each offer.

The qualitative merit criteria establish what NREL considers the technical factors valuable in an offer. These qualitative merit criteria are performance-based and permit selection of a higher priced offer that provides higher qualitative merit.

The following qualitative merit criteria will be used to determine the technical value of the offer in meeting the objectives of the solicitation. Sub criteria, if listed, are not individually weighted, but are factors in the overall weighting.

Each qualitative merit criterion (and sub-criteria, if included) and its assigned weight are listed below:

Criterion # Criterion Assigned Weight

Description

7.1 Technical Approach

40%

Demonstrated resolution of ~300 nm and field of view up to 5 cm. Demonstrated use of integrated artificial intelligence (AI) for reducing scan times. Demonstrated capability for fast (as low as 30 mins) time-resolved 3D imaging. Automated filter and magnification change.

7.2 Experience

20%

Experience in manufacturing and installing similar high-resolution X-ray imaging systems at national laboratories or premier research institutions.

7.3 Capability and Support Plan

20%

Demonstrated capability to provide comprehensive installation support, commissioning, operator training, and ongoing service/maintenance for the proposed system.

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 4 of 8

7.4 Past Performance

20%

Documented performance of similar systems delivered to other clients, focusing on reliability, uptime, and quality of results.

100% Total of Merit Criteria

8. Price (cost) evaluation for Best Value Selection

After evaluation of the qualitative merit criteria, the following price evaluation will be used to determine the best value of the offer in meeting the objectives of the solicitation.

The combined qualitative merit value will be considered substantially more important than the price

(cost).

9. Evaluation process

NREL will evaluate offers in two general steps:

Step One—Initial Evaluation An initial evaluation will be performed to determine if all required information has been provided for an acceptable offer. Offerors may be contacted only for clarification purposes during the initial evaluation. Offerors shall be notified if their offer is determined unacceptable and the reasons for rejection will be provided. Unacceptable offers will be excluded from further consideration.

Step Two—Discussion, Selection, Negotiation, and Award All acceptable offers will be evaluated against the Attachment No. 1 – Technical Specifications and the qualitative merit criteria listed above. Based on this evaluation, and taking into consideration the proposed price (cost), NREL has the option, depending on the specific circumstances of the offers received, to use one of the following methods of selection:

(a) make individual selection(s), conduct negotiations, and make an award(s);

(b) conduct parallel negotiations with all offerors and make award(s);

(c) conduct discussions with all offerors, select successful finalists, conduct parallel negotiations with successful finalists, and then make award(s);

(d) conduct discussions with all offerors, conduct parallel negotiations with the finalists, select successful finalist(s), and then make award(s);

(e) select successful finalists, conduct successive negotiations, and make successive selections and awards;

(f) make no award(s).

10. To be considered a Responsive Offeror, all interested Offerors must submit and complete the following:

a. Responsive quote will be based on Attachment No. 1 - Technical Specifications. The quote must be valid for 180 days from the date of the offer.

b. Cover Letter: Letter indicating acceptance of Attachment No. 1 – Technical Specifications and NREL standard terms and conditions. Appendix B-8, Standard Terms and Conditions for Subcontracts and Purchase Orders for Commercial Items, dated 1/23/2023, found at: https://www.nrel.gov/workingwithus/standard-terms.html will be applicable to the purchase order. State any changes with reason to the https://www.nrel.gov/workingwithus/standard-terms.html https://www.nrel.gov/workingwithus/standard-terms.html

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 5 of 8 terms and conditions. The letter shall include a statement declaring whether the product being delivered is a domestic end product (as such term in defined in FAR 25.003.

c. Technical Proposal directed toward meeting the requirements of NREL Technical Specifications and qualitative merit (see section 7 above). The technical proposal shall be organized in the following sections:

Section No. Description 1 – Technical Approach

Demonstrated resolution of ~300 nm and field of view up to 5 cm.

Demonstrated use of integrated AI for reducing scan times. Demonstrated capability for fast (as low as 30 mins) time-resolved 3D imaging. Automated filter and magnification change.

2 - Experience Experience in manufacturing and installing similar high-resolution X-ray imaging systems at national laboratories or premier research institutions.

3 – Capability and Support Plan

Demonstrated capability to provide comprehensive installation support, commissioning, operator training, and ongoing service/maintenance for the proposed system.

4 – Past Performance

Documented performance of similar systems delivered to other clients, focusing on reliability, uptime, and quality of results.

Each section shall be a maximum of 3 pages which includes all text, graphics, charts, attachments, appendices, addendums, indices, exhibits, etc. (resumes and proposed changes to the Technical Specification are not included in page count) and the total technical proposal shall not exceed 12 pages. In the event that the page limit is exceeded, NREL at its sole discretion, reserves the right to remove pages from the sections of any non-conforming submittals to bring each non-conforming submittal within the page count requirement.

d. The submitted offers shall not contain any Restricted Intellectual Property or the Development of any Intellectual Property.

e. Completed and signed Representations and Certifications for Commercial Items and Services – Subcontracts/Purchase Orders (see link above).

f. Confirmation of your Company’s Registration in the System for Award Management (SAM). NREL requires all vendors to be registered under SAM at www.SAM.gov.

g. NREL is required to obtain price justification. Price justification can be a copy of a published price list that supports all prices of the Lab-Based X-Ray Micro-CT System . If you do not have a published price list that shows the price, please provide copies of other customers’ invoices (minimum 3) for the same or similar item(s). For confidential reasons, you can omit the names and addresses of the other customers’ invoices. Please note that all price/cost must be supported with backup documentation. As a federal government contractor, NREL is obligated to request all applicable discounts available. If GSA pricing is available, please provide your GSA Schedule. Please identify discounts offered to NREL in your quote.

h. NREL recognizes that international shipments may be subject to additional charges related to tariffs following the award of a firm fixed-price purchase order. Accordingly, http://www.sam.gov/

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 6 of 8 to appropriately adjust costs associated with tariff changes applied after the award of the purchase order, offerors must:

• Identify on the quote the country from where each item will be shipped.

• Clearly itemize tariff costs, based on the applicable tariffs as of the date the proposal is due, with the pricing for the scope of work outlined in this solicitation.

• State whether the clause titled Duty Free Entry in Appendix B Standard Terms and

Conditions http://www.nrel.gov/workingwithus/standard-terms.html is applicable to this procurement; and

• State whether the offeror will be the importer of record.

In accordance with Federal Acquisition Regulation 52.229-3, the applicable tariff rate in effect at the time of purchase order award may change upon arrival at the United States port of entry. As such, the price of the purchase order resulting from this solicitation may be increased by the amount of any after-imposed tariffs, provided that the subcontractor/vendor warrants in writing that no contingency or other financial reserve for these increased tariffs or rate increases has been included in the original price of the purchase order. Additionally, the price of the subcontract/purchase order may be decreased by the amount of any after-relieved tariffs.

No adjustments, increases or decreases, shall be made to the price of the purchase order unless the adjustment amount exceeds $250.

Following selection and before award, NREL may reconsider its selection if a change to applicable tariffs results in a domestic item being the lowest price offer.

Failure to identify tariff costs in the proposal may result in the rejection of your offer, with no further consideration for an award.

i. This solicitation requires the submittal of electronic proposals.

j. This solicitation does not commit NREL to pay costs incurred in the preparation and submission of a proposal in response to this RFP.

11. Solicitation Provisions—full text provided

a. Late submissions, modifications, and withdrawals of offers

Offers, or modifications to them, received from qualified organizations after the latest date specified for receipt may be considered if received prior to award, and NREL determines that there is a potential price (cost), technical, or other advantage, as compared to the other offers received. However, depending on the circumstances surrounding the late submission or modification, NREL may consider a late offer to be an indication of the offeror’s performance capabilities, resulting in downgrading of the offer in the technical evaluation process. Offers may be withdrawn by written notice received at any time before award.

b. Disclaimer

NEITHER THE UNITED STATES; NOR THE DEPARTMENT OF ENERGY; NOR

ALLIANCE FOR SUSTAINABLE ENERGY, LLC; NOR ANY OF THEIR

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 7 of 8

CONTRACTORS, SUBCONTRACTORS, OR THEIR EMPLOYEES MAKE ANY

WARRANTY, EXPRESS OR IMPLIED, OR ASSUME ANY LEGAL LIABILITY OR

RESPONSIBILITY FOR THE ACCURACY, COMPLETENESS, OR USEFULNESS FOR

ANY PURPOSE OF ANY OF THE TECHNICAL INFORMATION OR DATA

ATTACHED OR OTHERWISE PROVIDED HEREIN AS REFERENCE MATERIAL.

c. Solicitation disputes

The General Accountability Office and the Department of Energy do not accept or rule on disputes for solicitations for Requests for Proposals issued by Management and Operating Contractors for the Department of Energy (operators of Department of Energy National Laboratories). Should an offeror have any concerns regarding the NREL solicitation process or selection determination, the offeror may contact Paul White, Advocate for Commercial Practices, at (303) 384-7575. NREL will address each concern received from an offeror on an individual basis.

d. Prohibition on use of certain telecommunications and video surveillance services or equipment per the John S. McCain National Defense Authorization Act Section 889(a)(1)(B)

In accordance with the John S. McCain National Defense Authorization Act Section

889(a)(1)(B), NREL is prohibited from contracting with any offeror that uses, and/or whose lower-tier subcontractor(s) use, covered telecommunication equipment or services as a substantial or essential component of any system, or as a critical technology of any system, on or after 08/13/2020, unless an exception applies or a waiver is granted. This includes such equipment or services from five Chinese companies: Huawei, ZTE Corporation, Hytera Communications, Hangzhou Hikvision, and Dahua Technology.

e. Compliance with Section 508 of the Rehabilitation Act (found at 29 U.S.C. 794d)

The requirements of Section 508 of the Rehabilitation Act apply to NREL’s procurement of all electronic and information technology (EIT) and any development, maintenance, or use of

EIT.

12. Solicitation provisions

The following solicitation documents are attached:

Attachment 1, Technical Specifications “Lab-Based X-Ray Micro-CT System”

13. Solicitation provisions—incorporated by reference—general access

This solicitation incorporates one or more solicitation provisions by reference with the same force and effect as if they were given in full text. The following documents can be downloaded from http://www.nrel.gov/workingwithus/standard-terms.html and http://www.nrel.gov/workingwithus/forms.html or the NREL RFQ Contact (see item 2) will make available upon request.

http://www.nrel.gov/workingwithus/forms.html

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 8 of 8

The documents and forms that are listed below are applicable to this solicitation and resulting award:

Appendix/Form

NREL Standard Terms and Conditions: Appendix B-8 (1/23/2023);

NREL Representations and Certifications SAM for Commercial Items and

Services (Purchase Orders) for Subcontracts and Purchase Orders for Commercial Items and Services;

Please email your proposal to me by 9/30/2025 by 5:00 pm mountain time to the following email address: kirby.hoffman@nrel.gov. As stated above, technical questions are due by 9/10/2025.

Sincerely, Kirby Hoffman Subcontract Administrator, Simplified Acquisition Team NREL Acquisition Services

Attachments:

Attachment 1, Technical Specifications “Lab-Based X-Ray Micro-CT System” mailto:kirby.hoffman@nrel.gov

SUBMIT OFFERS TO AND REQUEST INFORMATION FROM THE NREL RFP CONTACT BELOW