RFP_363699(AG)_CoverLtr.pdf

SLAC NATIONAL ACCELERATOR LABORATORY • 2575 SAND HILL ROAD • MENLO PARK • CALIFORNIA • 94025 • USA Operated by Stanford University for the U.S. Department of Energy

SUPPLY CHAIN MANAGEMENT

Angela M. Garcia Subcontract Administrator

SLAC

angelag@slac.stanford.edu

March 9, 2026

TO ALL OFFERORS

Subject: Request for Proposal (RFP) 363699(AG)

Description: Procurement of LCLS-II-HE Collimator Vacuum Chambers

Dear Prospective Offerors, You are invited to submit a firm-fixed price proposal in accordance with Line Items in Section B of this RFP, the proposal preparation requirements, and any other applicable provided documents.

Your proposal must be received no later than Tuesday, March 24, 2026, 5:00 PM PDT, and be valid for 90 days after submission. Submissions can be provided by electronic files in PDF or any digital format.

Offeror’s submission of signed proposal without exception is confirmation that the Offeror agrees to all Terms and Conditions in this RFP. Payment Terms are Net 30, if not indicated otherwise.

COST/PRICE REASONABLENESS AND REALISM

Unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from consideration either on the basis that the Offeror does not understand the requirements, or has made an unrealistic offer. Offers should be sufficiently detailed to demonstrate their reasonableness. If estimated costs to perform the proposed effort have been decreased due to efficiencies or a management decision, the Offeror shall provide complete rationale and a summary of the reduction by cost element. The burden of proof for credibility of proposed costs/prices rests with the Offeror.

Marking of Proprietary/Confidential Information

Offerors shall properly mark and identify with a restrictive legend or markings on pages of the proposal that contain Proprietary/confidential information.

INSTRUCTIONS TO OFFERORS:

This Procurement for the LCLS-II-HE Collimator Vacuum Chambers shall be performed in accordance with the requirements documents set forth below:

1. Section C – Specifications/SOW documents and all referenced applicable documents therein which are specified and attached and to this Section.

2. Section D – Delivery, Shipping and Packing

3. Section E – Inspections Acceptance

4. Section F – Deliveries Performance

5. Section G – SLAC General Terms & Conditions and all referenced applicable documents therein which are specified and attached to this Section.

6. Section H – Special Terms and Conditions

7. Section L – Instructions to Offerors

8. Section M – Evaluation of Offers

Additional SLAC Supplier registration information can be found at:

https://suppliers.slac.stanford.edu/become-slac-supplier

Please make certain your business proposal includes the following completed documents noted below:

1. Section A – Subcontract Award Form - filled out and signed by an authorized representative of your company, including issued Amendments, if applicable

2. Section B – Supplies & Services – filled out and provide a breakdown of the cost proposal

3. Section J – List of Attachments

a. Attachment 01 – Tax Resale and Exempt Certificate – provided for information purposes only

4. Section K – Representations & Certifications

a. Attachment 01 - Domestic entities: Representations and Certifications Supplement August 2022– filled out and signed by an authorized representative of your company OR

b. Attachment 02 - Foreign entities: International Representations and Certifications Supplement May 2023 - filled out and signed

c. Attachment 03 - Buy American Act Certification filled out and signed by an authorized representative of your company

5. Section L/M – Technical & Business Checklist – Self Evaluation

a. Attachment 01 – Technical Evaluation Factors/Criteria Checklist

b. Attachment 02 – Business Evaluation Factors/Criteria Checklist

c. Attachment 03 – Offeror’s Request for Clarifications, if applicable. The last day to submit clarifications is March 17, 2026.

6. Dun & Bradstreet SER Report – If SER is above a 6, Offeror is required to provide audited financial Statement for the current and previous 2 years to determine financial stability and responsibility. Please note SLAC has access to Dun & Bradstreet reports and will review the SER upon submission of the proposal.

Also note that the following requirements apply to this procurement and any resultant Subcontract Order:

E-Verify as required by FAR 52.222-54, “Employment Eligibility Verification (July 2012) applies to this procurement.

For Offeror to be eligible for a subcontract award with SLAC, Offeror shall be registered with the System for Award Management (SAM), the Official U.S.

Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO fee to register for this site. Entities may register at no cost directly at the SAM website:

https://sam.gov/content/home

The Collimator Vacuum Chambers shall be performed in accordance with the Section C requirements and all reference documents:

Terms and Conditions SLAC National Accelerator Laboratory General Terms and Conditions for Fixed Price Commercial Supplies and Services dated August 2023

EXCEPTIONS TO SLAC’S STANDARD TERMS AND CONDITIONS, PROVISIONS, AND / OR

CLAUSES

Offeror must identify any exceptions to SLAC terms and conditions or exceptions to any other element of the requirements that are a part of this RFP, with their proposal. SLAC will not entertain any exceptions not identified in the proposal submission. Exceptions taken may be cause for rejection of a proposal. Inclusion of any assumptions, clarifications, exclusions or conditions may be cause for rejection of the proposal as non-responsive.

SLAC intends to award without discussions with respective Offerors. SLAC, however, reserves the right to conduct discussions if deemed in its best interest.

SLAC will not be liable for any expense incurred in preparing any supplier’s response nor for any expense for materials or services not funded on this subcontract.

Proposals shall be signed by an authorized representative of the offeror and to be provided via e-mail to the Subcontract Administrator’s attention, Angela M. Garcia at angelag@slac.stanford.edu.

Technical, contractual, and administrative questions should be directed to the undersigned, in writing, at angelag@slac.stanford.edu. The Subcontract Administrator is the SOLE point of contact. All exchanges of source selection information between SLAC and Offerors will be controlled by the Subcontract Administrator. Any communication to any other SLAC employee or contractor regarding this solicitation may be grounds for disqualification.

Your participation in SLAC's procurement process is appreciated.

Sincerely, Angela M. Garcia Subcontract Administrator High Value Equipment