Request for Quote (RFQ) No. 2026027456.pdf

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 1 of 6

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

Request for Quotes (RFQ) Number 2026027456

“MMW Chiller for Balance of Plant”

REQUEST FOR QUOTES (RFQ)

READ THIS DOCUMENT CAREFULLY

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

LOWEST PRICE (COST), TECHNICALLY ACCEPTABLE SELECTION

All Technical Specifications Requirements being met and with the lowest evaluated price (or cost)

Issue Date: 12/4/2025 Due Date: 12/31/2025 Time Due: 4 PM Mountain Time

Technical questions must be received in writing no later than 12/17/2025

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.

1. Solicitation Type Lowest Price (Cost), Technically Acceptable Selection Firm Fixed Price, Purchase Order

SUBMIT OFFERS TO AND REQUEST INFORMATION FROM THE NREL RFQ CONTACT

BELOW

2. NREL RFQ Contact Kirby Hoffman 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: “MMW Chiller for Balance of Plant” http://www.nrel.gov/workingwithus/standard-terms.html https://www.nrel.gov/workingwithus/forms.html

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4. Purpose:

The National Renewable Energy Laboratory (NREL) is the U.S. Department of Energy’s (DOE) primary national laboratory for energy systems research and development. As the energy systems laboratory, NREL’s unique strength lies in developing and integrating a broad array of energy technologies into robust, resilient systems - bridging foundational research with practical applications to lower energy costs, drive economic growth, bolster national security, and deliver abundant and reliable energy.

It is the intent of NREL to award one Purchase Order under this solicitation. Please provide your anticipated lead time.

The preferred expected delivery date by 3/31/2026.

5. Competitive negotiated subcontract using Lowest Price (Cost), Technically Acceptable Selection

This solicitation shall be conducted using Lowest Price (Cost), Technically Acceptable Selection, that results in an award based on the lowest evaluated price (cost) of all technically acceptable offers.

Lowest Price (Cost), Technically Acceptable Selection is based on the premise that value is expected to result from award based on a technically acceptable offer with the lowest evaluated price (cost).

Attachment No. 1 serve as NREL’s baseline requirements that must be met by each offer:

Selection will be made on the basis of the lowest evaluated price (cost) of offers meeting or exceeding the baseline requirements of the Technical Specifications.

NREL may discuss price (cost) with offerors, especially when more than one technically acceptable approach is received that may satisfy NREL’s needs.

Offer should note that 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 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).

6. Evaluation process

NREL will evaluate offers in three general steps:

Step One—Initial Evaluation An initial evaluation will be performed to determine if all the required information has been provided and the offer is technically acceptable to meet the basic requirements as outlined in the statement of work. At NREL’s discretion, discussions with offerors will be held as necessary.

Offerors shall be notified if their offer is determined to be technically unacceptable and the reasons for rejection will be provided. Technically unacceptable offers will be excluded from further consideration.

Step Two—Price (Cost) Evaluation

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After an offer is evaluated as technically acceptable to meet the baseline requirements, NREL will evaluate the price (cost) to determine the reasonableness and award to the lowest price offer.

Step Three—Selection Based on the technical acceptability and price (cost) suitability of the offers, NREL will exercise one of the following options:

(a) Select an offer and award the subcontract to the lowest price (cost), technically acceptable offer without discussion.

(b) after discussion, select an offer, and award the Purchase Order.

(c) make no award.

To be considered a Responsive Offeror, all interested Offerors must submit a Quote that includes the completion of the following:

a. Official Quote: A responsive quote will be based on Attachment No. 1 Technical

Specification. The Quote must be valid for 90 days from the date of the offer. The NAICS Code for this Purchase Order is 33415.

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/assets/pdfs/appendix-b-8-subcontracts-purchase-orders-commercial-items.pdf. Submitting a quote constitutes acceptance of NREL’s terms and condition reference in the solicitation. 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. Completed and signed Representations and Certifications for Commercial Items and Services

– Subcontracts/Purchase Orders (see link above).

d. 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.

e. NREL is required to obtain price justification. Price justification can be a copy of a published price list that supports all prices of the MMW Chiller for Balance of Plant. 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.

f. 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, 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;

https://www.nrel.gov/workingwithus/assets/pdfs/appendix-b-8-subcontracts-purchase-orders-commercial-items.pdf https://www.nrel.gov/workingwithus/assets/pdfs/appendix-b-8-subcontracts-purchase-orders-commercial-items.pdf http://www.sam.gov/

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• 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.

g. This solicitation requires the submittal of electronic Quote(s). This solicitation does not commit NREL to pay costs incurred in the preparation and submission of a proposal in response to this RFQ.

7. 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 the award.

b. Disclaimer

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

ALLIANCE FOR SUSTAINABLE ENERGY, LLC; NOR ANY OF THEIR

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

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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.

8. Solicitation provisions

The following solicitation documents are attached:

Attachment No. 1 – Technical Specifications “2026027456”, dated 11/19/2025

9. 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.

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, Attachment 1- Technical Specifications - 2026027456 http://www.nrel.gov/workingwithus/standard-terms.html http://www.nrel.gov/workingwithus/forms.html

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NREL Representations and Certifications (7/14/2022) for Subcontracts and Purchase Orders for Commercial Items and Services;

https://www.nrel.gov/workingwithus/forms

10. Notice Regarding NREL Payments to Subcontractors

It is NREL’s standard practice to make all payments to domestic subcontractors via electronic (ACH) payments or to international subcontractors via wire transfers. Any Offeror receiving notification of an award under this solicitation must complete and submit a “Request for ACH/Wire Banking Information” form to the applicable NREL Subcontract Administrator.

Payments to subcontractors will be deposited directly into the subcontractor’s designated bank account in accordance with the banking account/wire transfer information provided on the form by an authorized company representative. An electronic (PDF) copy of the form will be provided by the NREL Subcontract Administrator upon notification of award. Please do not include an ACH form with your response to this RFQ.

https://www.nrel.gov/workingwithus/forms

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