RFI - AMES-03-10-2023.pdf

SUBJECT: Develop Acquisition Guide, Procurement Forms, Templates and Boilerplates

NOTICE ID: AMES-03-10-2023

DATE POSTED: MARCH 10, 2023

INTRODUCTION

Ames National Laboratory (referred to as “Ames Lab” or the “Laboratory”), operated by Iowa State

University (ISU) under Prime Contract DE-AC02-07CH11358, as amended, with the U.S. Department of

Energy (DOE), is issuing this sources sought synopsis as a means of conducting market research to identify potential small business sources having an interest in and the resources to support the requirement to update and/or rewrite its Procurement Operating Practices Manual (POPM) and applicable procurement forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates to fully apply the best in commercial purchasing practices and procedures. These changes seek to streamline and align the acquisition guidelines with the Laboratory’s mission and remove outdated and duplicative requirements and reduce burden on internal customer requisitioning requirements.

ABOUT AMES NATIONAL LABORATORY

Ames National Laboratory is a government-owned, contractor-operated national laboratory of the U.S.

Department of Energy (DOE), operated by and located on the campus of Iowa State University in Ames, Iowa. For more than 70 years, the Ames National Laboratory has successfully partnered with Iowa State

University, and is unique among the 17 DOE laboratories in that it is physically located on the campus of a major research university.

We are global leaders in the discovery, synthesis, analysis and application of new materials, novel chemistries and transformational analytical tools. We conduct fundamental and applied research that helps the world to better understand the nature of the building blocks that make up our universe, and we translate that knowledge into new and unique materials, process, and technologies that advance the nation’s economic competitiveness and enhance national security.

Year Founded: 1947

Number of Employees: ~473

Annual Budget: ~$60M

Work Conducted: Unclassified research and development type, not related to nuclear, chemical, biological, or radiological weapons of mass destruction or the production of special nuclear material.

Read more about Ames Lab by visiting www.ameslab.gov

DISCLAIMER

This sources-sought is for informational purposes only. This is not a “Request for Quote (RFQ)” to be submitted. It does not constitute a solicitation and shall not be construed as a commitment by the

Laboratory. Responses in any form are not quotes and the Laboratory is under no obligation to award a contract as a result of this announcement. No funds are available to pay for preparation of responses to http://www.ameslab.gov/

Sources Sought Notice

AMES-03-10-2023

this announcement. Any information submitted by respondents to this technical description is strictly voluntary. Responses will not be returned to the responder. Not responding to this notice does not preclude participation in any future solicitation, if any issued. Depending on the responses received to this Sources Sought Notice, the Laboratory may not post a solicitation opportunity for these requirements.

If a solicitation is released, it may be synopsized through the Contract Opportunities webpage at SAM.gov.

It is the responsibility of potential offerors to monitor the Contract Opportunities website for additional information pertaining to this requirement.

ELIGIBILITY

The applicable North American Industry Classification System (NAICS) code for this requirement is

541990 (All Other Professional, Scientific and Technical Services) with a Small Business Size Standard of

$19.5M. The Product Service Code is R707 - SUPPORT- MANAGEMENT:

CONTRACT/PROCUREMENT/ACQUISITION SUPPORT.

PURPOSE

The purpose of this sources sought synopsis is to identify potential small business vendors who possess the knowledge, experience, and capabilities to meet or exceed the requirements outlined in this synopsis.

Responses to this synopsis will be used to make appropriate acquisitions decisions and to determine the method of acquisition and if a set-aside is possible.

OBJECTIVES

The Laboratory is interested in obtaining services from a knowledgeable and experienced vendor who can provide the following services:

• Assist the Laboratory in reviewing and revising its Procurement Operating Practices Manual

(POPM) and applicable procurement forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates.

• Provide the Laboratory with expert advice and guidance in the development of acquisition tools and the implementation of changes.

• Develop comprehensive and detailed documents to ensure the POPM and applicable procurement forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates accurately reflect the Laboratory’s requirements.

• Assist the Laboratory in testing and validating the POPM and applicable procurement forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates for approval by the DOE Site Office.

• Train Laboratory personnel on the use of the POPM and applicable procurement forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates.

Vendor should have experience working with Federally Funded Research and Development Centers

(FFRDC), specifically Management & Operating (M&O) Contracts, and the DOE Office of Science and/or

National Nuclear Security Administration (NNSA)

At a minimum, the following shall be the basis for the enhancement of the Laboratory’s purchasing system acquisition guidelines and methods:

I. Must comply with Ames National Laboratory’s prime contract with the DOE, pursuant to DEAR

970.4402-2:

(a) The objective of the Laboratory’s purchasing system is to deliver to its customers on a timely basis those BEST VALUE products and services necessary to accomplish the purposes of the

Laboratory’s prime contract. To achieve this objective, the Laboratory will use its experience, expertise and initiative consistent with this subpart.

(b) The purchasing systems and methods used by the Laboratory shall be well-defined, consistently applied, and shall follow purchasing practices appropriate for the requirement and dollar value of the purchase.

(c) AMES NATIONAL LABORATORY PURCHASES ARE NOT FEDERAL PROCUREMENTS, AND

ARE NOT DIRECTLY SUBJECT TO THE FEDERAL ACQUISITION REGULATIONS IN 48 CFR.

Nonetheless, certain Federal laws, Executive Orders, and regulations may affect the

Laboratory’s purchasing, as required by statute, regulation, or contract terms and conditions.

(d) The Laboratory’s purchasing systems manual shall identify and APPLY THE BEST IN

COMMERCIAL PURCHASING PRACTICES AND PROCEDURES to achieve system objectives.

Where specific requirements do not otherwise apply, the Laboratory’s purchasing system shall provide for appropriate measures to ensure the –

(1) Acquisition of QUALITY products and services at fair and reasonable prices;

(2) Use of CAPABLE and RELIABLE subcontractors who either -

(i) Have track records of successful past performance, or

(ii) Can demonstrate a current superior ability to perform;

(3) Minimization of acquisition lead-time and administrative costs of purchasing;

(4) Use of effective competitive techniques;

(5) Reduction of performance risks associated with subcontractors, and facilitation of quality relationships which can include techniques such as partnering agreements, ombudsmen, and alternative disputes procedures;

(6) Use of self-assessment and benchmarking techniques to support continuous improvement in purchasing;

(7) Maintenance of the HIGHEST PROFESSIONAL AND ETHICAL STANDARDS;

(8) Maintenance of file documentation appropriate to the value of the purchase and which is adequate to establish the propriety of the transaction and the price paid;

and

(9) Maximization of opportunities for small business, HUBZone small business, small disadvantaged business, and woman-owned small business concerns to participate in contract performance.

II. Follow the DOE’s Procurement Evaluation and Re-Engineering Team (PERT) program by focusing on procurement process improvement, acquisition related strategic programs, knowledge management and sharing, training, performance measurement and management, other related business management initiatives, studies, and projects approved by the DOE’s and NNSA’s Senior Procurement Executives (SPE)s.

III. Include current flow-down clauses in the Laboratory’s general terms and conditions for suppliers/subcontractors

IV. Include solicitation, purchase order, and subcontract boilerplates

V. Assist in updates to procurement internal webpage

VENDOR QUALIFICATION AND REQUIREMENTS

In order to be considered for a potential contract award, interested parties must submit a capability statement addressing the requirements described in this sources sought synopsis. The capability statement shall include the following information:

• Company name, address, point of contact, telephone number, and e-mail address

• Company’s Small Business Designation

• Company’s experience and knowledge in developing, revising, and implementing procurement manuals, guides, desktop procedures and applicable forms, standardization of procurement forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates

• Company’s experience and knowledge in the commercial purchasing practices and procedures

• Company’s experience in training personnel on using procurement manuals, guides, desktop procedures and applicable forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates

• Company’s experience and knowledge in testing and validating procurement manuals, guides, desktop procedures and applicable forms, templates, flow-down terms and conditions, and solicitation and subcontract boilerplates

• Company’s understanding of the requirements of this sources sought synopsis

• Company’s relevant experience and past performance

The Laboratory is not committed to making any award as a result of this synopsis. The Laboratory reserves the right to consider other acquisition strategies, if and when appropriate.

The Laboratory does not intend to pay for any information received in response to this synopsis.

Responses to this sources sought synopsis must be submitted in writing via email to the Laboratory’s

Procurement Official listed below no later than the date/time specified in this synopsis:

Karl Duke

Procurement Director duke@ameslab.gov

Questions related to this sources sought synopsis must be submitted in writing via email to the point of contact listed above at least five days prior to the response date/time specified in this synopsis.

mailto:duke@ameslab.gov