RFP No. 444374 Letter.pdf

JuProcurement & Property Management Division

P.O. Box 5000 Upton, NY 11973-5000

Phone 631 344-3947 Fax 631-344-4295 pbernath@bnl.gov

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

May 8, 2024

Interested Offerors.

SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 444374; NSLS-II CRYO

GENERATOR AND AUTOMATIC TRANSFER SWITCH (ATS)

Brookhaven Science Associates, LLC (BSA), under Contract for the operation of Brookhaven National

Laboratory (BNL) with the U.S. Department of Energy (DOE), herewith solicits your proposal for the

NSLS-II Cryo Generator and ATS.

1.0 INTRODUCTION

The National Synchrotron Light Source II (NSLS-II) is a medium-energy storage ring of 3GeV electron beam energy with sub-nm rad horizontal emittance and top-off capability at 500 mA.

This requirement is a full and open competition under NAICS Code 335311. A Firm Fixed Price

Contract will be issued to the successful offeror for the NSLS-II Cryo Generator and ATS and all related hardware.

2.0 STATEMENT OF WORK (SOW)

The Offeror shall be responsible for the manufacture, assembly, testing, delivery, installation, and acceptance testing of the NSLS II Cryo Generator and ATS and all related hardware.

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 May 8, 2024

Proposal due (Revised) May 30, 2024

Award (estimated) August 15, 2024

3.1.1 Proposals shall remain firm for one hundred eighty (180) days after due date to allow time for review, selection, and award.

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.

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 via e-mail to pbernath@bnl.gov. The technical and business/price proposals, electronic submissions, shall be submitted as separate volumes. (Both volumes of the proposal are to be submitted in English only.) The proposal and all supporting documentation which the Offeror believes will fully describe the proposed capability should be submitted and the contents clearly identified.

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. Modifications to proposals previously submitted must be emailed in the same manner 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, the Offeror should immediately advise

BSA by email to pbernath@bnl.gov, no later than five (5) business days prior to the proposal due date. 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.

mailto:pbernath@bnl.gov

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:

(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 an electronic copy of the technical portion of your proposal and any amendments thereto. 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 Statement of Work.

Tab 1 – Summary

Tab 1 consists of a summary of how the Offeror plans to achieve the achieve the manufacturing, testing, delivery, and commissioning of the Cryo Generator and ATS.

This is an overview and will not be point scored.

Tab 2 - SOW / SPEC Compliance Matrix The Offeror shall provide a paragraph by paragraph compliance matrix for each section of the Technical Specification and Statement of Work that clearly shows the Offeror’s acceptance.

Any exceptions shall be clearly documented and the Offeror shall provide a detailed explanation why the exception is being taken and any alternative recommendations. The compliance matrices will not be point scored.

Tab 3 –Technical Capabilities, including Sub-Contractors

Tab 3A – General Design

▪ Describe the design and performance of the Engine/Generator and how it will successfully meet or exceed the requirements of the NSLSII-EEG-SOW-SPC-001 document

Tab 3-B – Automatic Transfer Switch (ATS) Design

▪ Describe the design and performance of the ATS and describe how it will successfully meet or exceed the requirements of the NSLSII-EEG-SOW-SPC-001 document.

Tab 3C- Controls Design

▪ Describe the features of the controls for the Generators and ATS including choice of hardware platform, local and remote interfaces. List all interlocks and alarms and which are hard wired and which ones can be configured by the user.

Demonstrate the capability to successfully meet or exceed the requirements of the NSLSII-EEG-SOW-SPC-001 document.

Evaluation method for Tab 3 (Item lettering corresponds to tab parts above)

A. The Offeror will be evaluated on the completeness and soundness of the design approach and its analysis.

B. The Offeror will be evaluated as to how well the proposed ATS and its functions meet or exceed the specification.

C. The Offeror will be evaluated as to how well the proposed controls system and its features meet or exceed the specification.

Tab 4 – Installation, Support & Consistent Operation

Tab 4A - Relevant Installation Experience

▪ Describe how the setup of the equipment will be performed as detailed in the

NSLSII

▪ -EEG-SOW-SPC-001. List any subcontractors to be used in the setup and support of the Generator system.

▪ Provide name and contact information of three (min) prior customers of similar equipment installations/ setups.

Tab 4B - Support

▪ Identify the duration and details of all warranties and guarantees. Include exclusions and limitations. Provide locations of the closest service facilitie(s).

▪ Describe the scope of field service and on-site repair. Include response time for emergency repair.

Tab 4B – Proposed Delivery Schedule

▪ Provide a high-level schedule complete with deliverables detailed in the NSLSII-

EEG-SOW-SPC-001 Statement of Work document. Include provisions for early delivery of the ATS. Early delivery of the ATS will be rewarded with payment of the ATS milestone ahead of the Contract schedule.

Tab 5 – Manufacturing Capabilities

Tab 5A – Fabrication Capability

▪ For the Engine, Generator and ATS. Include the number of years you or your subcontractor have been manufacturing equipment of this type. Describe all relevant resources that will be used to fabricate, assemble, test, and install the equipment. Identify the expertise and work assignment of any sub-contractors in this project. Describe the production facilities (including photos) and capabilities.

Tab 5B – Testing Capability

Describe the available production facilities and capabilities, including but not limited to the following:

▪ Identification of all relevant production facilities, including sub-contractors.

Provide information about how and where manufacturing will take place, and a description of the manufacturing facility with applicable equipment.

▪ Fabrication machines, tooling, and handling equipment for comparable instruments

▪ Assembly space and handling equipment for comparable instruments meeting

UHV cleanliness requirements

▪ Methods for fiducializing high-precision components and retaining the information required for surveying and installation across multiple stages of fabrication and housing within other components, especially in the case of multiple sub-contractors.

Tab 5C – Controls, Programing, and Integration

▪ Specify whether the control system architecture is designed in-house or identify who it will be subcontracted out to. Explain whether the standard controls meet the specification or if they will be modified for our application.

Evaluation Method for Tab 5 (Item lettering corresponds to tab parts above)

A. Evaluation will be based on fabrication capabilities and relevant fabrication experience.

B. Evaluation will be based on the testing’s effectiveness in verifying performance of the equipment.

C. Evaluation will be based on the capability and flexibility of the controls to meet or exceed requirements.

Evaluation Method for Tab 4

A. Evaluation will be based on experience in the setup and testing of generator systems.

B. The proposed warranty support and field service arrangements will be evaluated for speed of response.

C. Evaluation will be based on the quality of the manufacturing plan and the project schedule. The timing and the overall duration of the project will be considered with respect to the schedule in the SOW. Additional consideration will be given to the offeror(s) that provide provisions for early delivery of the ATS.

D. The Offeror’s measurement systems and capabilities will be evaluated on their suitability with respect to the Technical Specifications.

Ta b 6 – QUALITY ASSURANCE (QA)

Tab 6A: Current Quality System Describe the current quality system, provide a copy of the latest quality manual, and:

• Identify if it is ISO 9001 certified/registered and provide a copy of the certificate.

In addition, provide the ISO registrar’s website address, along with the name, title, telephone number and email address of a responsible person to contact.

• If not ISO 9001 certified/ registered but the company meets the requirements of

ISO 9001, explain in detail how. Please supply a quality manual.

Tab 6B: Management’s Involvement in QA Program Describe management’s involvement in the Quality Assurance Program, including:

1. Management review of audit results, corrective and preventative action data, and analysis of failure modes.

2. Organizational chart showing Quality Assurance group and their link to management.

Tab 6C: Manufacturing System/Procedures Describe the procedure for releasing work to the shop floor and provide a completed shop traveler that was used in a recent, similar project.

Tab 6D: Supplier Quality Assurance

Describe the Quality Assurance group’s role in the procurement process. Explain how applicable customer QA requirements are flowed down to your suppliers and sub-tier suppliers.

Tab 6E: Configuration Control Describe the configuration control system, including these major elements:

• Master file, where all released drawings are stored.

• Change control procedure for approval, incorporation, and release of design changes.

• System for creation and control of parts lists and bills of material.

• Process for controlling shop floor travelers, and manufacturing and test procedures.

Tab 6F: Calibration System Describe the calibration system for measuring and test equipment, including equipment identification, calibration procedures, traceability of standards to national standards, calibration intervals, and recall system.

Tab 6G: Procedures for Controlling Nonconforming Material Describe the procedure for controlling nonconforming material, including:

identification/tagging, segregation from the production area, documenting and reporting, Material Review Board (MRB) process, inspection and test after rework/repair, and corrective/preventive action.

Evaluation Method for Tab 6

Evaluation will be based on how adequate, well documented, and well implemented the current quality procedures and processes are, and how they conform to BNL-QA-101.

4.3 Business / Price Proposal - Volume 2

Provide an e-mail copy of the business/price portion of your proposal and any amendments thereto. 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.

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). Registration can be performed on line at www.sam.gov. If not already registered, please register as soon as possible since failure to do so may preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration. When registering, you are strongly urged to copy and paste www.sam.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. You may obtain assistance in completing your registration by contacting the Federal Help Desk at

866-606-8220 or by contacting your local Procurement Technical Assistance

Center (PTAC), which can be found at https://www.aptac-us.org. Please indicate that you are registered on SAM by providing a definitive statement herein that your firm has current, up-to-date registration on the System For

Award Management (SAM). By signing the attached Quotation Pricing Sheet, AMS Form-043, you are certifying that you are registered in SAM.”

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 Payment Schedule

The Offeror shall provide pricing and milestone payment information in strict accordance with this RFP. Any exceptions or changes must be noted accordingly and must be noted in the proposal pricing in Enclosure 2. All changes/options, if offered, must be submitted as an alternate proposal in addition to the pricing requirements as stated in this RFP (Enclosure 2).

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

http://www.sam.gov/ http://www.sam.gov/ https://www.aptac-us.org/

4.3.4 Tab D: Delivery

The Offeror shall clearly note its acceptance in full of the proposed delivery schedule as set forth in Enclosure 1, Draft Contract. Any exceptions shall be noted accordingly. However, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.5 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 (Net 10 for Small Businesses) from acceptance, in accordance with an agreed-to milestone schedule. The Offeror shall review and clearly note its acceptance in full. Any exceptions shall be noted accordingly; however, the

Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

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 a “foreign business, with all work being performed outside of the United States” and 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 a subcontracting plan. Firms certifying that they are small or foreign businesses (with all work being performed outside the United States), need not complete the plan.

The following BSA small business 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%

4.3.7 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.

Tab H-2: Contractor-Acquired Government Property

The Offeror shall submit a list of any/all Contractor-acquired

Government property that is planned to be purchased with any funding provided under any resultant Contract.

4.3.8 Tab I: Warranty

The Contractor shall provide a warranty for the Equipment, against failure and defects for a period of two (2) years from final acceptance of the Commissioning

Report by BSA.

The Offeror shall review and clearly note its acceptance in full. Any exceptions shall be noted accordingly; however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.9 Tab J: Buy American Act

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

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, sub factors, 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.

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

In making an overall evaluation of proposals received, BSA will establish a Source

Selection Board (SSB) that will evaluate the proposals so as to give due consideration to technical factors 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 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.

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 - Technical Capabilities 35 Points

Tab 4 – Installation Support & Consistent Operation 30 Points

Tab 5 - Manufacturing Capabilities 25 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 sixty (60) percent of the points of the proposal overall. Any proposal that fails to achieve this parameter shall be deemed technically non-responsive.

5.4 Final Selection Process

After completion of discussions, if necessary, including receipt of Best and Final offers if required, with Offerors in the final competitive range, 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 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.

6.0 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.

7.0 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 by email to the undersigned that you will not be submitting a proposal.

Sincerely, Philip Bernath

Contract Administrator

Enclosure 1 – BSA Draft Contract

Enclosure 2 – AMS Form-043 Proposal Pricing Sheet