RFP 459871 Letter.pdf

Rev. 2.13 Jul 2024 Page 1 of 10

Procurement & Property Management Division

Building 902B P.O. Box 5000 Upton, NY 11973-5000 Phone 631 344-4070 bfurlow@bnl.gov

Managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

July 3, 2025 Interested Offerors

SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 459871; AGS QUAD AND

SEXTUPOLE POWER SUPPLIES

Brookhaven Science Associates, LLC (BSA), under a Prime Contract for the operation of Brookhaven National Laboratory (BNL) with the U.S. Department of Energy (DOE), herewith solicits your proposal for three (3) AC to DC converters (power supplies) used in the Alternating Gradient Synchrotron (AGS) accelerator at BNL.

1.0 INTRODUCTION

The converters shall be configured as four quadrant (bipolar voltage, bipolar current) regulated pulsed power supplies which will power strings of, vertical and horizontal tune quad magnets, and sextuple magnets in the AGS ring. The AGS is part of the pre-injector that will serve the Relativistic Heavy Ion Collider (RHIC) at Brookhaven National Laboratory (BNL) managed by BNL.

2.0 SCOPE OF WORK (SOW)

The Offeror shall furnish all labor, services, materials and equipment in accordance with the draft contract, Enclosure 1, including the Statement of Work and referenced Specifications attached thereto.

3.0 GENERAL INFORMATION AND INSTRUCTIONS

3.1 Schedule

BSA has established the following schedule for achieving evaluation, selection, approval, and award.

MILESTONE DATE

Issuance of the RFP July 3, 2025 Proposal Due August 04, 2025 Award (Estimated) November 15, 2025

3.1.1 Proposals shall remain firm for 180 days after due date to allow time for review, selection, and award in case of delays.

3.2 Form of Proposal and Manner of Submission

3.2.1 A complete written proposal must be received by BSA no later than the due date noted herein. Award is estimated to be made on or about the date as noted herein.

Proposals, including their withdrawal or modification, received after the closing date shall be considered late. Except as otherwise specifically provided in this solicitation, such responses may be considered for award if the PPM Manager or designee determines that the award is in BSA’s best interest. Proposals will be opened in private.

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3.2.2 The Offeror will be required to submit a technical proposal (Volume 1) and a Business/Price Proposal (Volume 2), including Enclosure (2), Quotation Pricing sheet. One copy of the technical proposal and one copy of the business and price proposal are to be submitted via email. The technical and business/price proposals shall be submitted as separate volumes. Both volumes of the proposal are to be submitted in English only. All proposals shall be submitted electronically via email to Ben Furlow at bfurlow@bnl.gov. The phone number for Mr. Furlow is 631-344-4070.

3.2.3 Proposals must be complete in all respects. Failure to respond or follow the instructions regarding the organization, content, layout, or format of the proposal may result in the Offeror’s proposal being deemed non-responsive. Proposals that are incomplete or partial in any material respect affecting the responsiveness of the proposal may not be considered. BSA reserves the right to postpone the date of submission, and to amend this request as it considers necessary. Proposals may be withdrawn by email request, at the address noted above, received prior to the time fixed for receipt of the proposal. Modifications to proposals previously submitted must be in written hardcopy in the same number required in 3.2.2 above and received prior to the time fixed for receipt.

3.3 Explanation of Proposal Documents

Should an Offeror find any discrepancies in, or omissions from, any of the documents, or be in doubt as to the meaning of any document, it should immediately advise BSA in writing, or by email to bfurlow@bnl.gov, no later than five business days prior to the proposal due date in order to allow time for responses to be received by all prospective Offerors. Oral explanations or instructions given before the award of a contract are discouraged and will not be binding. Any information given to a prospective Offeror concerning this solicitation will be furnished to all other prospective Offerors as an amendment to the solicitation if that information is deemed necessary by BSA to submitting proposals or if the lack of it would be prejudicial to other prospective Offerors.

4.0 CONTENTS OF PROPOSAL

4.1 General Information

The proposal shall be concise and clear in every instance, and restricted to relevant information only. The response shall clearly and fully demonstrate the Offeror’s capability, knowledge, and experience with regard to the technical requirements described herein. Stating that the Offeror understands and will comply with the technical requirements is not sufficient, nor is a simple affirmative restatement of the requirements.

Similarly, phrases such as “standard procedures will be employed,” or “well-known techniques will be used,” without explanatory detail will be considered inadequate.

4.1.1 Disclosure of Proposals

Proposals provided to BSA in response to this RFP will not be disclosed except to appropriate BSA personnel and BSA contractor consultants involved in reviewing responses to this RFP, and/or U.S. Government personnel.

Offerors that include in their proposals data that they do not want disclosed to the public for any purpose, or used by BSA except for evaluation purposes shall:

mailto:bfurlow@bnl.gov mailto:bfurlow@bnl.gov

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

“This proposal includes data that shall not be disclosed except to appropriate BSA personnel, its subcontractor consultants involved in reviewing responses to the RFP, and/or U.S. Government personnel and shall not be disclosed, in whole or in part, for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this Offeror as a result of/or in connection with the submission of this data, BSA shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit BSA’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”;

and

(2) Mark each sheet of data it wishes to restrict with the following legend:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

4.2 Technical Proposal – Volume 1

Provide one electronic copy of the technical portion of your proposal and any amendments thereto. Do not include the Business Proposal in this volume. Volume 1 shall contain technical information only and shall be legible, clear, coherent, and individually tabbed (by section) in accordance with the sections noted below. Each proposal will be evaluated and point-scored in accordance with the associated categories and their points as noted herein. Offerors must provide specific detailed descriptions and capabilities for the main and sub-categories which support how the Offeror plans to perform the SOW.

4.2.1 Tab 1 – General Overall Summary

The Offeror shall discuss, in general terms, how it plans to accomplish the requirements of the SOW. This submission will not be evaluated or scored as part of the evaluation criteria.

Note: Offerors who do not have the capability or experience to accomplish any facet of the SOW must mention it here, briefly describing a course of action.

Detail is to be provided in the appropriate section of the proposal.

4.2.2 Tab 2 – SOW/SPEC Compliance Matrix

The Offeror shall provide a paragraph-by-paragraph compliance matrix for each section of the specification and Statement of Work that clearly shows the offerors acceptance.

A. Offerors shall list each Specification section by number and explain how they will comply with all requirements.

B. Offerors shall list each SOW section by number and explain how they will comply with all requirements. Detailed explanation of how compliance is to be achieved is required; a list of sections indicating compliance only is insufficient.

Any exceptions shall be clearly documented, and the offeror shall provide a detailed explanation why the exception is being taken and any alternative

Rev. 2.11 May 2017 Page 4 of 10 recommendations. While the compliance matrices will not be point scored, they will be used to evaluate the bidders understanding and compliance with the technical requirements and can influence the scoring on the following tabs.

4.2.3 Tab 3 – New AGS Quad and Sextupole Power Supplies

1) Design Overview Provide a brief description, with images and layout drawing(s) as well as calculations and simulations, of the conceptual design, based on the topology detailed in specification section 3.2. In addition, provide calculations for semiconductor components such as junction temperature and power dissipation at maximum output current.

2) Output Requirements Reference specification section 3.3 (Output Requirements), describe using simulations and or calculation, describe how this design meets the requirement in this section. Section 3.3.2, of the specification, describes the repeatability and accuracy, using simulations describe how the proposed power supplies will regulate to meet the specification listed in the Specification Datasheet (SDS).

3) Voltage and Current Ripple Using simulations, describe how the voltage and current ripple specification listed in the SDS will be achieved.

4) Current and Voltage Loop bandwidth

Using simulations, describe how the voltage and current loop bandwidths will be achieved as per the SDS.

4.2.4 Tab 4 – Prior Experience and past performance producing comparable power supplies (including subcontractors)

1) Experience with and past performance producing comparable power supplies

- Identify how many years your company has been designing, manufacturing, and testing power supplies of similar topologies and ratings as the one specified.

- Provide a list of at least 3 projects of comparable or higher complexity that your company has designed and built in the past five (5) years, including the contact information (organization, phone number, email address) of the owners of these power supplies. For these projects please also provide:

• A comparison of specified and achieved parameters (e.g. voltages, currents, energy limiting).

• A comparison of specified and achieved scheduled milestones and delivery dates.

• Identify which subcontractor(s) supplied which key component(s) on these prior projects and which of these subcontractors are included in the current proposal.

2) Key Project Personnel

Supply the resume/vitae of all key project personnel such as the Project

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Manager and Lead Electrical Engineer for all major components. Confirm any listed individuals will be available for performance of the work if awarded the contract.

• The resume/vitae should focus on pertinent experience in the design, manufacturing, assembling, and testing of comparable power supplies.

Demonstrate the organizational capability to supplement key personnel skill sets if required by the project.

4.2.5 Tab 5 – Manufacturing Capabilities (including key subcontractors)

1) Program Management and Manufacturing

- Describe how your company plans to manage this project. Expand on the organizational chart, lines of responsibility, work breakdown structure, scheduling, and meetings.

- Provide a manufacturing plan that identifies the type of resources, backlog, and a list of key subcontractors, required to support the project. This plan should include, but not be limited to, a project milestone schedule consistent with the schedule in the SOW. Discuss how your firm will achieve and support the design and manufacturing plan submitted, and discuss schedule risks and opportunities to improve the schedule. Identify long lead-time items and describe their makeup. Provide a basis for your company’s estimate of schedule contingency.

2) Production Facility Description

Describe your company’s available production facilities and capabilities, including but not limited to:

• Clear identification of all production facilities, including sub-contractors and available resources to complete project. Provide information about how and where manufacturing will take place, and a description (with photos) of the manufacturing facility with applicable equipment.

4.2.6 Tab 6 – Quality Assurance

The Offeror shall provide objective evidence that a quality assurance program has been developed and implemented within their organization. This includes the submittal of an approved QA program/manual and a list of implementing procedures which describes the QA program and a current organizational chart showing the link between Quality personnel and management

Evidence shall include the submittal of documentation which describes the following activities:

- Process that ensures that personnel are trained and/or qualified to perform assigned work

- System used to control nonconforming material/items

- Process used to prepare, review, approve, distribute and revise documents that describe processes, specify requirements or establish design

- Process that defines what records shall be maintained and the system to ensure the safe keeping of those records

- Material management/control process, e.g. shop floor travelers

- Measuring and Test Equipment (M&TE) Calibration program

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- Configuration Management program applicable to all technical documents and drawings which assures :

• verification and/or validation of engineering designs

• changes in configuration (affecting form, fit, function, reliability, safety, or interchangeability) are documented and approved

• end items are of the proper configuration

• approved changes are incorporated at the specified effectivity points

- Process to evaluate suppliers and how applicable requirements are flowed down to sub-contractors

- Processes used to ensure that material/items purchased, processed and/or manufactured meet the requirements of established criteria , i.e. inspection and test

- Process to assess internal programs/processes

4.3 Business / Price Proposal - Volume 2

Provide an e-mail copy of the business/price portion of your proposal and any amendments thereto. Do not include the Technical Proposal in this volume. Volume 2 should be prepared simply and economically, be legible, clear, coherent, and individually tabbed in accordance with the sections noted below.

4.3.1 Tab A: Corporate Profile and Financial Capability

Provide a corporate profile of your organization. Include your three (3) most recent audited financial statements/yearly reports. Such reports for any parent organization shall also be included. If a joint venture is proposed, the above is required of all parties.

Also, in order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U. S. Government supplier database entitled System For Award Management (SAM). It is suggested that registration be performed on line at www.sam.gov prior to the submission date of this RFP. If you, in fact, have done so, provide a definitive statement herein that your firm has registered in the U. S. Government supplier database entitled System For Award Management (SAM) at www.sam.gov.

4.3.2 Tab B: Draft Contract with Terms and Conditions

The Draft Contract with Terms and Conditions is provided in Enclosure (1). The

Offeror shall clearly note its acceptance in full. The successful Offeror will be required to execute a Contract in accordance with the provisions of the Draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.3 Tab C: Price / Milestone Schedule

The Offeror shall provide pricing and milestone information in strict accordance with this RFP. Any exceptions should be noted accordingly.

Note: Only pricing in U.S. dollars will be accepted.

4.3.4 Tab D: Delivery

The Offeror shall clearly note its acceptance in full of the proposed delivery schedule as set forth in the Enclosure 1, Draft Contract. Any exceptions shall be http://www.sam.gov/ http://www.sam.gov/

Rev. 2.11 May 2017 Page 7 of 10 noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.5 Tab E: Payment Terms and Freight

Payment terms shall be FOB (Free on Board) destination, “DAP” Delivered At Place, Brookhaven National Laboratory, Upton, Long Island, New York (Freight Prepaid) Net 30 from acceptance, in accordance with an agreed-to milestone schedule.

For foreign procurements, the prospective Offeror will be responsible for notifying Interfreight Harmonized Logistics Inc., located at 221 Sheridan Blvd, Inwood, New York. For foreign shipments that will be transported via ocean freight the 10-2 REQUIREMENTS Form located at http://www.bnl.gov/ppm/linkable_files/pdf/TenTwoForm.pdf must be completed by the Offeror 72 hours before departure of the vessel. The form can either be faxed to Interfreight Harmonized Logistics, Inc. at 516-371-6880 or emailed to tom@interfreight.net. A copy should also be emailed to PPMTraffic@BNL.gov .

Once the form is submitted to customs an acceptance number will be given. No freight will be loaded on a vessel without this acceptance number.)

The Offeror shall review and clearly note its acceptance in full. Any exceptions shall be noted accordingly.

4.3.6 Tab F: Small Business Subcontracting Plan

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $750,000 must submit a Small Business Subcontracting Plan for BSA’s approval prior to contract award. Reference shall be made to FAR 52.219-9 before completing this subcontracting plan. A sample plan with instructions is included in Enclosure (1), Attachment (G). Firms certifying that they are small or foreign businesses need not complete the plan.

The following BSA small business stretch goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

Small Business ............................................................................................................................................... 50% Small Disadvantaged Business ........................................................................................................................ 5% Women-Owned Business ................................................................................................................................. 5% Hub Zone .......................................................................................................................................................... 3% Veteran-Owned Business ................................................................................................................. 3% Service Disabled Veteran-Owned Business ..................................................................................................... 3%

4.3.8 Tab H: Government Property

Tab H-1: Government Property Currently Possessed

The Offeror shall provide a description of any contemplated use of Government property that is currently in the possession of the Offeror.

Provide the name and point of contact of the cognizant Government Contracting Officer. Any proposed use of Government-owned equipment/facilities will be evaluated to negate any competitive advantage. If there is no Government property the Offeror shall so note.

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5.0 PROCUREMENT TYPE, EVALUATION METHODOLOGY AND CRITERIA

5.1 Type of Procurement

This is a “Best Value” procurement. BSA intends to award a contract resulting from this solicitation to the responsive, responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors, subfactors, and price as noted in this solicitation. The utilization of this procedure is expected to provide the greatest overall benefit to BSA. Best Value employs a trade-off process that permits award to other than the lowest priced offeror or to the highest technically rated offeror. The trade-off process associated with Best Value involves a comparative weighing of the evaluation factors and sub-factors identified in the RFP. Specifically, the trade-off process involves selecting the most advantageous offer based on an integrated assessment of both technical factors and price. Price will not be rated or scored, but will be a significant factor in the Best Value analysis. It should be noted that tariff costs will also be taken into account when evaluating overall price.

An award may be made without discussion or negotiation of proposals received;

therefore, proposals should be submitted on the most favorable terms which can be submitted in response to this request. BSA reserves the right to conduct pre-selection site visits to assess the Offerors’ capabilities, to hold fact-finding discussions, and/or to negotiate with any one or all of the Offerors on any aspect of this solicitation prior to making an award; or to make an award without further discussion or negotiation at any time during this process. BSA may request such supplementary information as determined sufficient, in the opinion of BSA, to assure that an Offeror’s technical competence, business and technical organization, facilities, and financial resources are adequate to successfully perform the contemplated work. BSA reserves the right to reject any or all proposals, or to accept any proposal. BSA will not be obligated to award all or any part of the work solicited, and in any event will not be responsible for the Offeror’s cost of proposal preparation or any other cost incurred in connection with this RFP.

5.2 Methodology

It is the practice of BSA, in making an overall evaluation of proposals received, to establish a Source Selection Board (SSB) that will evaluate the proposals so as to give due consideration to performance and price. The final evaluation assessment is derived from the composite reviews. As explained in 5.1 above, this procedure is intended to result in selection of the most advantageous proposal, considering price in determining the Best Value trade-off.

5.2.1 Proposals will be initially evaluated on responsiveness to the RFP requirements in all aspects. The technical proposals will be point-scored by technical members of the SSB in accordance with the criteria as set forth in Section 5.3 herein.

5.2.2 If a selection cannot be made and discussions are required, the SSB will then recommend to the Source Selection Official (SSO) which proposals are within the competitive range based on results of scoring and analysis of the technical evaluation criteria, along with the proposed prices. The competitive range determination will then be made by the SSO. Those proposals with a reasonable chance of being selected for award, including those that are acceptable as submitted or that could reasonably be made so after clarifications and correction of deficiencies, will be considered in the “competitive” range. Fact-finding discussions and/or site visits may be held with those Offerors in the competitive range. Best and final offers may be solicited at the conclusion of fact finding.

The tradeoff process permits tradeoffs among price and non-price factors (i.e.

Technical Factors) and allows BSA to accept other than the lowest priced

Rev. 2.11 May 2017 Page 9 of 10 proposal, or other than the highest technically rated offeror. Under a tradeoff process, the perceived technical benefits of the higher priced proposal shall merit the additional cost in order to receive award. In conducting the tradeoff analysis for this procurement, the Technical Factors, when combined, are more important than price. Offerors are advised, however, that as the range of the overall Technical scores among Offerors narrows, the more important price will become in making the award decision. An independent estimate, historical pricing data, and competitive pricing will be used in the consideration and analysis of price.

5.3 Technical Evaluation Criteria

Each proposal will be evaluated based on how well it meets or exceeds the requirements of this RFP. The proposals will be evaluated in accordance with the following evaluation criteria, listed in order of importance, and more fully explained in Section 4 above:

Tab 3 – Design and Technical Capabilities 50 Points Tab 4 – Experience and Past Performance Producing Comparable

Power Supplies 20 Points Tab 5 – Manufacturing Capabilities 20 Points Tab 6 - Quality Assurance 10 Points

Each Offeror’s strengths, weaknesses, and deficiencies will be addressed accordingly in each resultant technical evaluation.

To be considered technically responsive to the RFP, each Offeror must score a total of 60 percent of the points of the proposal overall. Any proposal that fails to achieve this parameter shall be deemed technically non-responsive and will be excluded from further evaluation.

5.4 Final Selection Process

After completion of discussions, if necessary, with Offerors in the final competitive range and receipt of Best and Final offers, if required, the SSB will recommend to the SSO which Offeror the SSB has determined to represent the “Best Value” to BSA based on the evaluation of technical capabilities of the Offerors and the prices being offered. The SSO will subsequently use all Source Evaluation analysis and evaluations as guidelines in making the final selection.

5.5 Basis of Award

Award of the resulting contract(s) will be based on the SSO’s evaluation of the SSB’s recommendation. The SSO will select the Offeror or Offerors whose proposal represents the overall Best Value to BSA/the best combination of technical evaluation results and price.

6.0 PLACE OF MANUFACTURE

This requirement is subject to FAR Part 25, Buy American Act. The Contractor shall provide if the proposed item(s) are or are not domestic end products as defined at FAR 25.003, Definitions.

If foreign end products are proposed, the Offeror shall provide the country of manufacture.

7.0 PERFORMANCE AND FINANCIAL RESPONSIBILITY

It is understood that any contract resulting from this request shall be on the basis that the Offeror who undertakes the work represents and guarantees that it possesses the necessary skills, means of performance, and financial resources to complete the effort. Inability to perform, including loss of key personnel or facilities, will not excuse default.

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8.0 CLOSURE

BSA believes the information contained herein is sufficient to permit you to prepare a complete and definitive proposal; however, should there be any questions, please contact the undersigned.

All questions must be submitted in writing via e-mail; replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other offerors.

If for any reason you are unable to submit a proposal, kindly reply in writing and return this letter with all of the attachments.

Sincerely, Ben Furlow Sr. Contracts Specialist

Enclosure 1 – BSA Draft Contract Enclosure 2 – Proposal Pricing Sheet

8.0 CLOSURE