RFP Package_05.26.2023.pdf

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 1 of 9

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

Request for Proposals (RFP) Number SUB-2023-10379

“Variable Speed Hydro Generator Emulation Platform”

REQUEST FOR PROPOSALS (RFP)

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 subcontract based on the following:

BEST VALUE SELECTION

All Statement of Work (SOW) requirements being met with the best combination of:

• Technical factors (based on qualitative merit criteria), and

• Evaluated price (or cost)

Issue Date: 5/26/2023 Due Date: 7/7/2023 Time Due: 5pm Mountain Time

Technical questions must be received in writing no later than 6/14/2023

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 Best Value Selection Firm Fixed Price, Subcontract

SUBMIT OFFERS TO AND REQUEST INFORMATION FROM THE NREL RFP CONTACT

BELOW

2. NREL RFP Contact Todd Labosky, Subcontract Administrator National Renewable Energy Laboratory 15013 Denver West Parkway, MS: RSF030 Golden, CO 80401

Email: todd.labosky@nrel.gov

Electronic copies of forms and appendices can be found at:

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 2 of 9 http://www.nrel.gov/workingwithus/standard-terms.html

Procurement Forms | NREL

3. Project description:

As specified in the Statement of Work titled “Variable Speed Hydro Generator Emulation Platform”, (Attachment 1).

4. Proposed subcontract award and period of performance

The Alliance for Sustainable Energy, LLC has entered into Contract No. DE-AC36-

08GO28308 with the Department of Energy (DOE), an agency of the U.S. Government, for the management and operation of the National Renewable Energy Laboratory (hereinafter called “NREL”). All references to “NREL” in this solicitation shall mean the Alliance for Sustainable Energy, LLC.

It is the intent of NREL to award one Firm Fixed Price subcontract under this solicitation.

The anticipated period of performance is subcontract execution through 9/30/2024 with funding availability of approximately $1,200,000.00.

5. Competitive negotiated subcontract using Best Value Selection

This solicitation shall be conducted using Best Value Selection that results in an award that is most advantageous to NREL based on the best value combination of (a) evaluated qualitative merit and (b) evaluated price (cost) of the offers submitted.

Best Value Selection is based on the premise that, if all offers are of approximately equal qualitative merit, award will be made to the offeror with the lowest evaluated price (cost).

However, NREL will consider awarding to an offeror with a higher evaluated price (cost) if the offer demonstrates the difference in price (cost) is commensurate with the higher qualitative merit. Conversely, NREL will consider awarding to an offeror with a lower evaluated qualitative merit if the price (cost) differential between it and other offers warrant doing so.

6. Mandatory Qualifications

To be considered a ‘responsive offeror’ the following minimum criteria must be met. These criteria are not evaluated but are instead ‘pass/fail’ criteria. NREL reserves the right to ask clarifying questions of the offerors as necessary in determining responsiveness to this RFP. Offerors’ proposals that do not meet the mandatory qualifications will not be evaluated or considered further for award under this solicitation.

Qualification # Qualification Submission Requirement

4.1 Acceptable Safety Record EMR with a score of less

than 1.0

4.2 Vendor has a support center based in the

United States.

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

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7. Qualitative merit criteria for Best Value Selection

The Statement of Work (Attachment 1) in this RFP serves as NREL’s baseline requirements that must be met by each offer.

The qualitative merit criteria establish what NREL considers the technical factors valuable in an offer. These qualitative merit criteria are performance-based and permit selection of a higher priced offer that provides higher qualitative merit.

The following qualitative merit criteria will be used to determine the technical value of the offer in meeting the objectives of the solicitation. Subcriteria, if listed, are not individually weighted, but are factors in the overall weighting.

Criterion

Criterion Description

6.1 Technical Approach

Assigned Weight 80%

*The extent to which the proposed equipment solution meets or exceeds project objectives. The extent to which the offeror exhibits potential for future upgrades.

*Documentation describing how the Offeror will meet or exceed the design requirements.

*Quality of components and equipment including accuracy of instrumentation.

6.2 Experience

Assigned Weight 20%

*Offeror has previous experience w/similar equipment solution and can provide reliable operational support.

*Successful experience with contracting with entities for projects of similar scope and magnitude (government experience is preferred).

100% Total of Merit Criteria

8. Price (cost) evaluation for Best Value Selection

After evaluation of the qualitative merit criteria, the following price (cost) evaluation will be used to determine the best value of the offer in meeting the objectives of the solicitation.

The combined qualitative merit value will be considered less important than the price

(cost).

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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).

9. Evaluation process

NREL will evaluate offers in two general steps:

Step One—Initial Evaluation An initial evaluation will be performed to determine if all required information has been provided and the offer is technically acceptable to meet the basic requirements as outlined in the statement of work. NREL will review the offeror’s mandatory qualifications (EMR and support center location) to determine if the offeror is qualified for this award. 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—Discussion, Selection, Negotiation, and Award All acceptable offers will be evaluated against the Statement of Work and the qualitative merit criteria listed above. Based on this evaluation, and taking into consideration the proposed price (cost), NREL has the option, depending on the specific circumstances of the offers received, to use one of the following methods of selection:

(a) make individual selection(s), conduct negotiations, and make an award(s);

(b) conduct parallel negotiations with all offerors and make award(s);

(c) conduct discussions with all offerors, select successful finalists, conduct parallel negotiations with successful finalists, and then make award(s);

(d) conduct discussions with all offerors, conduct parallel negotiations with the finalists, select successful finalist(s), and then make award(s);

(e) select successful finalists, conduct successive negotiations, and make successive selections and awards;

(f) make no award(s).

10. Proposal preparation information

a. The proposal must include a title page, including the RFP title and number, name of your organization and principal investigator or project manager (with postal address, telephone number(s), and email address). The title should be succinct and capture the essence of your offer. The technical proposal with its title page, along with all components of the proposal and other required documents as described sections b through g below shall each be provided as separate PDF files (provided in a compressed or “zipped” folder, preferred).

b. Formatting instructions

- A page is defined as one side of an 8 ½” x 11” sheet of paper.

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- Use a 12-point font.

- Maintain at least 1-inch margins on all sides.

- All pages must have the same page orientation (i.e., do not present pages that offset by 90 degrees).

- Include the following notice on your title page:

“Notice for Handling Proposals:

This proposal shall be used and disclosed for Alliance/NREL and Government evaluation purposes only. Any authorized restrictive notices which the Offeror places on this proposal shall also be strictly complied with. Disclosure of this proposal outside the Government, Alliance/NREL, Alliance/NREL consultants, or other national laboratories personnel for evaluation purposes shall be made only to the extend authorized by, and in accordance with, the procedures in DEAR 915.207-70 and, as applicable stated in the procurement solicitation document for source evaluation and selection process.

Upon completion of the evaluation, the evaluator shall certify in writing to the Source Evaluation Team Chairperson that all copies of this proposal have been destroyed and/or deleted from any electronic device, medium or storage location with the exception of those retained in the procurement file or in the case of successful offeror(s) in the project management file.”

c. An electronic copy (assembled pdf) of the technical proposal directed toward meeting the requirements of NREL’s Statement of Work and qualitative merit criteria (see item 6 above). The technical proposal shall identify any proposed changes to the Statement of Work as a stand-alone attachment to the technical proposal. The proposal shall cover the evaluation criteria and be a maximum of 15 pages which includes all text, graphics, charts, attachments, appendices, addendums, indices, exhibits, etc. (resumes and proposed changes to the Statement of Work are not included in page count). In the event that the page limit is exceeded, NREL at its sole discretion, reserves the right to remove pages from the sections of any non-conforming submittals to bring each non-conforming submittal within the page count requirement.

d. A completed “Price/Cost Proposal Form” in an electronic copy (converted to pdf). An individual offeror’s price (cost) proposal standard format can be used if the data included is substantially the same as the NREL form. The offeror’s price (cost) and delivery terms must be valid for 90 days from the date of the offer. The price (cost) proposal should include support documentation for all categories of the proposed price (cost). The price (cost) proposal should separate price (cost) for lower-tier subcontract(s) and include support documentation for all categories of the proposed lower-tier subcontract(s) price (cost). See the “Price/Cost Proposal Form” for specific instructions. (Attachment 3).

e. A completed “Proposed Payment Schedule” (Attachment 4).

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f. A completed “Representations & Certifications for Commercial Services” form.

Please download from the NREL general access website link below:

http://www.nrel.gov/workingwithus/forms.html

g. A cover letter including either acceptance or change/exception with reason to the sample subcontract schedule (Attachment 2), anticipated period of performance, and the standard terms and conditions and/or the intellectual property terms and conditions in the appendices. The offeror shall explain any proposed change/exception with respect to the sample subcontract schedule and terms and conditions. Any proposed change/exception must contain sufficient amplification and justification to permit evaluation. Such proposed changes/exceptions will not, of themselves, automatically cause an offer to be termed unacceptable. However, a large number of proposed changes/exception or one or more significant exceptions not providing any obvious benefit to the NREL or the Department of Energy may result in rejection of such offer as unacceptable. In addition, the cover letter shall include a summary statement indicating acceptance of the statement of work (Attachment 1) or any change with the reason(s).

h. This solicitation requires the submittal of electronic proposals.

i. This solicitation does not commit NREL to pay costs incurred in the preparation and submission of a proposal in response to this RFP.

11. Solicitation Provisions

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 award.

b. Restrictions on disclosure and use of proprietary data (Nov 2018)

Offerors who include in their proposals proprietary data that they do not want disclosed to the public for any purpose or used by the government or NREL, except for evaluation purposes shall, in addition to including the “Notice for Handling Proposals” required in Paragraph #. b. above—

1. Mark the title page with the following legend:

“This offer includes proprietary data that shall not be disclosed outside the government or NREL and shall not be used or disclosed—in whole or in part—for any purpose other than to evaluate this offer. If, however, a subcontract is awarded to this offeror as a result of—or in connection with— the submission of proprietary data, the government or NREL shall have the right to duplicate, use, or disclose the proprietary data to the extent required in the resulting subcontract. This restriction does not limit the government

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 7 of 9 or NREL’s right to use this proprietary data if obtained from another source without restriction. The proprietary data subject to this restriction are contained on pages [insert page and line numbers or other identification of pages] of this offer”; and

2. Highlight (in yellow) the proprietary data on each page it wishes to restrict and add the following footer:

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

c. Reserved

d. 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.

e. Solicitation disputes

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.

f. 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.

g. Compliance with Section 508 of the Rehabilitation Act (found at 29 U.S.C. 794d)

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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.

12. Small Business (Lower-Tier) Subcontracting Plan (derived from FAR 52.219-9)

The following requirement does not apply to small business offerors. This requirement only applies if offeror is notified of intent to negotiate a subcontract in response to this solicitation after the source selection process described above is complete.

Successful offerors shall be required to submit a lower-tier subcontracting plan upon notification of intent to negotiate a subcontract in response to this solicitation. The lower-tier subcontracting plan shall separately address lower-tier subcontracting with small business, small disadvantaged business, and women-owned small business concerns. If the offeror is submitting an individual subcontracting plan, the plan must separately address lower-tier subcontracting with small business, small disadvantaged business, and women-owned small business concerns, with a separate part for the basic subcontract and separate parts for each option (if any). The plan shall be included in and made a part of the resultant subcontract. The lower-tier subcontracting plan shall be negotiated within the time specified by the NREL subcontract administrator. Failure to submit and negotiate a lower-tier subcontracting plan shall make the offeror ineligible for award of a subcontract.

Lower-tier subcontracting plan requirements can be found at the following link:

http://www.nrel.gov/workingwithus/standard-terms.html (see Appendix F)

13. Solicitation provisions

The following solicitation documents are attached:

▪ Attachment 1, Statement of Work dated 5/9/2023

▪ Attachment 2, Sample Subcontract Schedule - Firm Fixed Price

▪ Attachment 3, Price Cost Proposal Form

▪ Attachment 4, Proposed Payment Schedule

14. 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 RFP 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:

http://www.nrel.gov/workingwithus/standard-terms.html

Reference Guide II-009, Exhibit A (Rev. 09/2020) Page 9 of 9

Appendix/Form

✓ NREL Standard Terms and Conditions: Appendix B-8 (1/23/2023);

NREL Terms and Conditions for Subcontracts in excess of $700,000.00

Appendix D (3/01/2020);

NREL Representations and Certifications SAM Supplement for

Commercial Items and Services (7/14/2022);

✓ NREL Proposal Form – Price/Cost Proposal Form (Adobe PDF)

✓ NREL Small Business (Lower-tier) Subcontracting Plan Requirements (for subcontracts in excess of $700,000.00).

15. NAICS Code and Small Business Size Standard

a. The North American Industry Classification System (NAICS) for this solicitation is/are 334516.

b. The small business size standard for 334516 is 1,000 or fewer employees.

16. 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 RFP.

RG II-001, Exhibit A (09/30/2020) Page 1 of 6

APPENDIX A

STATEMENT OF WORK

"Variable Speed Hydro Generator Emulation Platform"

05/09/2023

1.0 BACKGROUND

The National Renewable Energy Laboratory (NREL) is a national laboratory owned by the U.S. Department of Energy (DOE). NREL is the only federal laboratory dedicated to research, development, commercialization, and deployment of renewable energy and energy efficiency technologies. NREL is managed and operated for DOE’s Office of Energy Efficiency and Renewable Energy by The Alliance for Sustainable Energy (Alliance), the “M&O Contractor”.

This project intends to develop a variable speed hydro-generator hardware emulation testbed to evaluate hydrodynamics and power generation at various speed and power conditions.

2.0 OBJECTIVE

This project seeks to simulate conventional pumped hydroelectric facilities as part of hardware in the loop research. A testbed will be configured with a variable frequency drive to control and convert torque profiles of conventional hydro facilities through two

1.25 MW dynamometer motors. The dyno motors will function individually or in tandem and will offer a mechanical coupling for a hydro generator, as Device-Under-Evaluation.

Another configuration includes using one dynamometer as a motor and the other as a turbine/generator. These capabilities will allow demonstrations of hydro dynamics tied to the electric grid at MW-scale.

3.0 SCOPE OF WORK

To meet the objective, the scope of the work the Subcontractor shall perform will fall within the following areas:

The project scope is limited to the components within the red dashed box of the graphic below. The design has been iterated upon based on feedback from industry advisors and existing hydro research. The NREL project team has engaged with machine-drive vendors which will provide an integrated solution including the system design, provide all equipment, and develop the operating software. The package will be configured on a weatherized skid capable of outdoor operation and able to function without influence from the electrical load, rotation, vibration, heat generation, and other effects from the equipment. The system will interact with the existing NREL Flatirons Campus infrastructure including the Digital Real Time Simulation (DRTS) assets. In the initial configuration, one motor will emulate a hydro turbine (motive force) up to 1.25 MW while the other motor (1.25 MW) will emulate the driven electric generator. This will be a regenerative configuration to provide back to the NREL Campus’ 13.2 kV electrical bus.

The gray box in the graphic below presents a future desired capability called Device- Under-Evaluation. This addition will allow vendors to connect a generator to the system https://www.nrel.gov/ https://www.nrel.gov/ http://www.allianceforsustainableenergy.org/

RG II-001, Exhibit A (09/30/2020) Page 2 of 6 and with the Flatirons Campus research electrical bus. Both power converters must be able to work in parallel to dive the dyno motors in tandem-coupled configuration to emulate a hydro turbine (up to 2.5 MW) and have a shaft output to connect to an external device under evaluation, which would emulate the driven electric generator.

RG II-001, Exhibit A (09/30/2020) Page 3 of 6

3.1 The Subcontractor shall be responsible for providing:

- Skid-mounted Variable Frequency Drive (VFD) and motors with housing as a weatherproof NEMA enclosure for outdoor siting. Equipment will be subject to high winds, driving rain, sustained freezing temperatures below (0F/-18C), and at an elevation of 6000-feet/1830-meters above sea-level.

o Motors: Skid-mounted motors (2 X 1.25 MW) back-to-back (conducive also to tandem compounding). Intended operational range of mechanical shaft rotational speed is from zero to 400 rpm.

o VFD: Skid-mounted VFD using Silicon Carbide (SiC) technology is preferred. VFD input voltage at 13.2 kV. The VFD accepts external control signals from DRTS (analog and digital) for driving output to the motors and actual physical (electrical and mechanical) measurements from VFD such as torque, speed, power, etc. for both shafts.

Instrumented data collection should take place on the device output shafts shown as point-1 and point-2 on the graphic above.

3.2 The Subcontractor shall design a system that integrates with NREL’s existing infrastructure, including input voltage at 13.2 kV and skid deployment on an existing concrete pad (95’ x 15’). It is preferred to minimize the footprint of the skid.

3.3 The Subcontractor shall fabricate, demonstrate, deliver, and commission the system. NREL will have a high-level design review with the vendor, final design review, and Factory acceptance test/demonstration ahead of system delivery and commissioning.

3.4 The Subcontractor shall provide final documentation for the system.

4.0 TASKS

4.1 The Subcontractor shall be responsible for providing the design, procurement, and delivery of a skid containing (qty 2) 1.25MW variable speed motors, as close to commercially available/off-the-shelf as possible. The motors will be capable of operating independently and in concert with each other. Power converters will operate within the desired RPM range, power level, and utilize the input power of 13.2kV via a transformer, if needed.

4.2 The Subcontractor shall be responsible for providing a controls interface (for digital and analog inputs and outputs) to NREL's research system via Digital data acquisition hardware for controlling the variable speed drive. All hardware components shall be UL listed.

4.3 The Subcontractor shall be responsible for providing models and power curves, as well as provide NREL the ability to debug code as applicable.

4.4 The Subcontractor shall be responsible for providing instruction on how to adjust settings via some form of Human-Machine Interface (HMI) or computer-based communications, basic training on functionality and Operations and Maintenance.

5.0 REVIEW MEETINGS AND TRAVEL REQUIREMENTS

• Virtual kickoff meeting.

• Monthly virtual meetings for production/status updates.

RG II-001, Exhibit A (09/30/2020) Page 4 of 6

• Virtual meetings for design review milestones at 50% and 100%.

• On-site installation and commissioning of system at NREL’s Flatirons Campus:

19001 W 119th Ave, Arvada, CO 80007

6.0 DELIVERABLES

The Subcontractor shall provide the following deliverables by the due date as indicated:

Deliverable No.

Associated Task(s) No.

Deliverable Description Due Date

6.1 4.1 Completion of Project Kickoff Meeting 9/30/2023

6.2 4.1 Initial Bill of Materials 10/30/2023

6.3 4.1 50% Design Drawings 11/15/2023

6.4 4.1 100% Design Drawings 12/30/2023

6.5 4.2 Procurement and fabrication of system with Factory Acceptance Demonstration

7/30/2024

6.6 4.2 Delivery of system 8/30/2024

6.7 4.4 Complete system commissioning 9/30/2024

DELIVERY OF COMPUTER SOFTWARE CODE (AS APPLICABLE)

All object, source, or other code (including all applicable data sets) developed under this subcontract effort shall be provided to the technical monitor as a condition of final payment, in accordance with the subcontract. It is expected that all delivered source code shall be original and the subcontractor shall provide a written certification to the Technical Monitor that all source, or other code developed and delivered under this subcontract does not contain any open source code - as a condition of final payment in accordance with the subcontract. The subcontractor’s (including all lower tier subcontractors, as applicable) certification shall specify that “All source, or other software code developed and/or delivered under this Subcontract No.__________ is original and does not contain any 3rd party or other open source software.”

7.0 ELECTRONIC REPORTING REQUIREMENTS FOR SUBCONTRACT REPORT

DELIVERABLES

It is NREL’s intention to publish subcontract report deliverables containing publicly available information (e.g. non-confidential, non-protected, non-proprietary information) for distribution on the internet.

The subcontractor shall provide the final approved version of report deliverables in accordance with the electronic reporting requirements described below.

The technical monitor may specifically direct the subcontractor to provide reports in one or more of the file format standards provided below:

7.1 The subcontractor shall submit all report deliverables (including status, annual, or final reports) as electronic files in Adobe .pdf format, preferably with all graphics and images embedded within the document.

RG II-001, Exhibit A (09/30/2020) Page 5 of 6

7.2 All final approved version submissions shall be delivered to NREL via e-mail to the NREL Technical Monitor.

7.3 If it is not possible to include all of the graphics and images (figures, illustrations, and photographs) in the same file as the text, NREL will accept the text in Adobe .pdf formats and the graphics and images as separate electronic graphic or image files*.

The accepted standard for page layout and graphics is the Adobe Creative Suite of programs.

*The acceptable graphic or image file formats are: .eps, .tif, .gif, .jpg, .wmf, .emf, .pct, .png, .bmp, .psd, .ai, .fh, .qif, .fpx, cdr. The preferred resolution for graphics or images is 300 dpi. Include all fonts used in creating the file.

7.4 For animation, video, or multi-media elements, CD-ROM, DVR and thumb drive are acceptable technical deliverable media.

7.5 For all calculations in support of subcontract reports that are conducted in ASPEN+, an electronic copy of INPUT, REPORT and BACKUP (if Model Manager is used) must be submitted with all reports. Additionally, if costing or sizing calculations are conducted in a spreadsheet [no process calculations (heat and material balances) in spreadsheet format are permitted], a copy of the fully documented MS Excel file shall be supplied.

7.6 A fully executed model release shall be supplied to NREL with all photographs and images, regardless of whether such photographs or images are delivered to NREL electronically or in hard copy. Such model release shall certify that the Alliance for Sustainable Energy, LLC, Management and Operating Contractor for the National Renewable Energy Laboratory for the U.S. Department of Energy is granted a non-exclusive, paid-up, irrevocable, worldwide license to publish such photographs in any medium or reproduce such photographs or allow others to do so for United States Government purposes. Model releases are required in all situations in which a reasonable person would respond in the affirmative to the question – could someone, other than the model himself/herself, recognize the person in this photograph or image? All model releases shall be provided to the subcontract associate as a condition of final payment, in accordance with the subcontract. To obtain a Subcontractor Model Release form, please contact images@nrel.gov.

8.0 ACKNOWLEDGEMENTS IN SUBCONTRACTOR PUBLICATIONS

In any scientific or technical report or article, conference paper, journal article, etc. based on or containing data first produced in the performance of this subcontract and published in academic, technical or professional journals, symposia proceedings or similar works, the subcontractor shall use this acknowledgement stating, “This [article, conference paper, journal article, etc.] was developed based upon funding from the Alliance for Sustainable Energy, LLC, Managing and Operating Contractor for the National Renewable Energy Laboratory for the U.S. Department of Energy.”

mailto:images@nrel.gov

RG II-001, Exhibit A (09/30/2020) Page 6 of 6

9.0 COPYRIGHT PERMISSION/AUTHORIZATIONS

The subcontractor is responsible for obtaining copyright permissions and/or authorizations for all information and/or data, as applicable that is incorporated into all final technical reports. Electronic copies of these copyright permissions and/or authorizations shall be provided to the at the email address provided below. The subcontractor shall also provide a written certification to the Technical Monitor as to such permissions and/or authorizations as a condition of final payment. The subcontractor’s (including all lower tier subcontractors, as applicable) certification shall specify that “I have obtained all necessary and legally required copyright permissions and/or authorizations for any and all information, data, graphs, images, etc., as applicable, that is incorporated into the final Technical Report titled __________________________, delivered under this Subcontract

No.__________. Copies of these permissions and/or authorizations are attached.”

10.0 DELIVERABLE ADDRESS:

The subcontractor shall clearly label all deliverables to include:

• The subcontractor’s name

• NREL’s subcontract number

• NREL Technical Monitor’s name

• Deliverable date, and

• Deliverable description.

Electronic deliverables shall be sent via email to the Technical Monitor as follows:

Rob Hovsapian, Technical Monitor e-mail: Rob.Hovsapian@nrel.gov

• One (1) master electronic version, including graphics

SAMPLE SUBCONTRACT

INTRODUCTION & AGREEMENT

THIS SUBCONTRACT is effective upon execution by the Alliance for Sustainable Energy, LLC, manager and operator of the National Renewable Energy Laboratory and is between the Alliance for Sustainable

Energy, LLC, whose principal office is located in Golden, Colorado and __**___ (hereinafter called

”Subcontractor”).

The Alliance for Sustainable Energy, LLC (hereinafter called ”Alliance”) has entered into Contract No. DE-

AC36-08GO28308 (hereinafter called ”Prime Contract”) with the Department of Energy (hereinafter called

”DOE”), an agency of the U.S. Government (hereinafter called ”Government”), for the management and operation of the National Renewable Energy Laboratory (hereinafter called ”NREL”). All references to

”NREL” in this subcontract shall mean the Alliance for Sustainable Energy, LLC.

This subcontract is entered into in furtherance of the performance of the work provided for in the Prime

Contract.

NOW, THEREFORE, the parties hereto agree to the following terms and conditions:

WORK TO BE PERFORMED

1. The Subcontractor shall perform the work specifically provided for in Appendix A, Statement of Work, attached hereto and made a part hereof, pursuant to the provisions of this subcontract.

2. Specific deliverables, quantities, due dates, reporting requirements, and addresses are set forth in

Appendix A hereto.

PERIOD OF PERFORMANCE

The period of performance under this subcontract shall commence upon the date of execution and shall be completed by 9/30/2024.

PRICE AND PAYMENT

1. In full consideration of the Subcontractor’s performance, hereunder, NREL shall pay the Subcontractor the prices stipulated in Paragraph 2 below, less any deductions provided in this subcontract. The total price for performance and receipt and acceptance of all deliverables under this subcontract is $*.**.

2. Schedule. Payments will be made by NREL upon receipt and acceptance of the following deliverables in the amount specified:

Description Due Date Amount

1. Completion of Project Kickoff Meeting 9/30/2023 $*.**

2. Initial Bill of Materials 10/30/2023 $*.**

3. 50% Design Drawings 11/15/2023 $*.**

4. 100% Design Drawings 12/30/2023 $*.**

5. Procurement and fabrication of system with Factory

Acceptance Demonstration

7/30/2024 $*.**

6. Delivery of system 8/30/2024 $*.**

7. Complete system commissioning 9/30/2024 $*.**

Said payments shall be made after receipt of and acceptance by NREL of the specified deliverables above and upon submission by the Subcontractor of an invoice, in a form satisfactory to the Subcontract

Administrator in accordance with the article entitled “Invoices”; provided, however, that said payments shall not be deemed to prejudice any rights which NREL may have by law or under other provisions of this subcontract.

3. Pursuant to the article entitled “Limitation of Price and Subcontractor Obligation” of this Schedule, the amount of $*.** has been allotted and is available for payment of occurrence specified in Paragraph 2 above. The allotted amount will cover occurrence [**} under Appendix A, Statement of Work, which deliverables shall be completed on or before **.

LIMITATION OF PRICE AND SUBCONTRACTOR OBLIGATIONS

1. Funds available for performance are described in the Article entitled “Price and Payment”. The amount of funds available at award is not considered sufficient for the performance required for any tasks under

Appendix A, Statement of Work other than the deliverable specified in the Article entitled “Price and

Payment”. When additional funds are available for the subcontract, NREL shall so notify the

Subcontractor in writing. NREL shall also modify the amount of funds described in Paragraph 2 of the

Article entitled “Price and Payment” as available for subcontract performance.

2. NREL is not obligated to the Subcontractor for any amount over that described in Paragraph 2 of the

Article entitled “Price and Payment” available for subcontract performance.

3. The Subcontractor is not obligated to incur costs for the performance required for effort associated with deliverables not designated as being covered by the available funds unless and until written notification is received from the Subcontract Administrator of an increase in availability of funds. If so notified, the

Subcontract’s obligation shall increase only to the extent subcontract performance is required for the additional deliverable(s) for which funds are made available.

4. If this subcontract is terminated under the “Termination for Convenience of NREL” clause, “total subcontract price” in that clause means the amount available for the performance of this subcontract, as in Paragraph 1 above, plus any amount established as the cancellation ceiling. “Work under the subcontract” in that clause means the work under deliverable requirement for which funds have been made available. If the subcontract is terminated for default, NREL’s rights under this subcontract shall apply to the entire requirement.

5. Notification to the Subcontractor of an increase or a decrease in the funds available for performance of this subcontract under another article or clause (e.g., an “Option” or “Changes” clause) shall not constitute the notification contemplated by Paragraph 1 of this article.

APPLICABLE DOCUMENTATION

In addition to the terms and conditions contained in this Schedule, the following documents are attached hereto and made a part of this subcontract:

1. Appendix A, entitled “Statement of Work”, dated 5/9/23;

2. NREL Appendix B-8, Standard Terms and Conditions for Subcontracts and Purchase Orders for Commercial

Terms, dated 1/23/2023.

3. Appendix D, entitled “Stand Terms and Conditions for Subcontracts in Excess of $700,000.00, dated 3/1/20.

4. Appendix F, entitled “Small Business Lower-Tier Subcontracting Plan”, dated **

ORDER OF PRECEDENCE

Any inconsistency in this subcontract shall be resolved by giving precedence in the following order:

1. This Schedule;

2. Statement of Work (Appendix A);

3. Standard Terms and Conditions (Appendix B-8);

4. Standard Terms and Conditions (Appendix D);

5. Standard Terms and Conditions (Appendix F);

6. Other provisions of this subcontract whether incorporated by reference or otherwise; and

7. The Subcontractor’s technical proposal, if incorporated in this subcontract by reference of otherwise.

CONTACT INFORMATION

1. NREL Technical Contact – [Name], [Email], [Phone]

2. NREL Buyer/Subcontract Administrator – [Name], [Email], [Phone]

KEY PERSONNEL

1. It having been determined that the individuals, whose names appear below, are necessary for the successful performance of this subcontract, the Subcontractor agrees to assign or have assigned such individuals to the performance of the work under this subcontract and shall not reassign or remove any of them without the consent of the Subcontract Administrator by modification to this subcontract:

Name Project Title Email Address

NAME PROJECT TITLE

2. Whenever, for any reason, one or more of the key personnel designated above, is unavailable for assignment for work under this subcontract, the Subcontractor shall, with the approval of the

Subcontract Administrator, replace such individual with an individual of substantially equal abilities and qualifications.

Indemnity, Status, Export & Language

EXPORT CONTROL

The parties understand that materials and information resulting from the performance of this Subcontract may be subject to export control laws and that each party is responsible for its own compliance with such laws.

INVOICES

Invoices for work accomplished under this subcontract shall be submitted electronically (Microsoft Word or

PDF format) to the following email address:

Accounts.Payable@nrel.gov

ALTERATIONS TO TERMS AND CONDITIONS

BUY AMERICAN - SUPPLIES (OCT 2022)

Derived from FAR 52.225-1 (OCT 2022)

(Applies to subcontracts exceeding the micro-purchase threshold)

(a) Definitions. As used in this clause—

(1) “Commercially available off-the-shelf (COTS) item”—

(i) Means any item of supply (including construction material) that is–

(A) A commercial product (as defined in paragraph (1) of the definition of

“commercial product” at FAR 2.101);

(B) Sold in substantial quantities in the commercial marketplace; and

(C) Offered to NREL/the Government, under a subcontract at any tier, without modification, in the same form in which it is sold in the commercial marketplace; and

(ii) Does not include bulk cargo, as defined in 46 U.S.C.40102(4), such as agricultural products and petroleum products.

(2) “Component” means an article, material, or supply incorporated directly into an end product.

(3) “Cost of components” means—

(i) For components purchased by the Subcontractor, the acquisition cost, including transportation costs to the place of incorporation into the end product (whether or not such costs are paid to a domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or

(ii) For components manufactured by the Subcontractor, all costs associated with the manufacture of the component, including transportation costs as described in paragraph (1) of this definition, plus allocable overhead costs, but excluding profit. Cost of components does not include any costs associated with the manufacture of the end product.

(4) “Critical component” means a component that is mined, produced, or manufactured in the United States and deemed critical to the U.S. supply chain. The list of critical components is at FAR 25.105.

(5) “Domestic end product” means—

(i) For an end product that does not consist wholly or predominantly of iron or steel or a combination of both-

(A) An unmanufactured end product mined or produced in the United States;

(B) An end product manufactured in the United States, if-

(1) The cost of its components mined, produced, or manufactured in the United States exceeds 60 percent of the cost of all its components, except that the percentage will be 65 percent for items delivered in calendar years 2024 through 2028 and 75 percent for items delivered starting in calendar year 2029. Components of foreign origin of the same class or kind as those that the agency determines are not mined, produced, or manufactured in sufficient and reasonably available commercial quantities of a satisfactory quality are treated as domestic.

Components of unknown origin are treated as foreign. Scrap generated, collected, and prepared for processing in the United States is considered domestic; or

(2) The end product is a COTS item; or

(ii) For an end product that consists wholly or predominantly of iron or steel or a combination of both, an end product manufactured in the United States, if the cost of foreign iron and steel constitutes less than 5 percent of the cost of all the components used in the end product. The cost of foreign iron and steel includes but is not limited to the cost of foreign iron or steel mill products (such as bar, billet, slab, wire, plate, or sheet), castings, or forgings utilized in the manufacture of the end product and a good faith estimate of the cost of all foreign iron or steel components excluding COTS fasteners. Iron or steel components of unknown origin are treated as foreign. If the end product contains multiple components, the cost of all the materials used in such end product is calculated in accordance with the definition of "cost of components".

(6) “End product” means those articles, materials, and supplies to be acquired under the contract for public use.

(7) “Fastener” means a hardware device that mechanically joins or affixes two or more objects together. Examples of fasteners are nuts, bolts, pins, rivets, nails, clips, and screws.

(8) “Foreign end product” means an end product other than a domestic end product.

(9) “Foreign iron and steel” means iron or steel products not produced in the United

States.

(10) “Produced in the United States” means that all manufacturing processes of the iron or steel must take place in the United States, from the initial melting stage through the application of coatings, except metallurgical processes involving refinement of steel additives. The origin of the elements of the iron or steel is not relevant to the determination of whether it is domestic or foreign.

(11) “Predominantly of iron or steel or a combination of both” means that the cost of the iron and steel content exceeds 50 percent of the total cost of all its components.

The cost of iron and steel is the cost of the iron or steel mill products (such as bar, billet, slab, wire, plate, or sheet), castings, or forgings utilized in the manufacture of the product and a good faith estimate of the cost of iron or steel components excluding COTS fasteners.

(12) “Steel” means an alloy that includes at least 50 percent iron, between 0.02 and 2 percent carbon, and may include other elements.

(13) United States means the 50 States, the District of Columbia, and outlying areas.

(b) 41 U.S.C. chapter 83, Buy American, provides a preference for domestic end products for supplies acquired for use in the United States. In accordance with 41 U.S.C. 1907, the domestic content test of the Buy American statute is waived for an end product that is a COTS item (see 12.505(a)(1)), except that for an end product that consists wholly or predominantly of iron or steel or a combination of both, the domestic content test is applied only to the iron and steel content of the end product, excluding COTS fasteners.

(c) Subcontractors may obtain from the NREL Subcontract Administrator a list of foreign articles that the NREL Subcontract Administrator will treat as domestic for this contract.

(d) The Subcontractor shall deliver only domestic end products except to the extent that it specified delivery of foreign end products in the provision of the solicitation entitled "Buy American Certificate."”

LOWER-TIER SUBCONTRACTING PLAN

The Subcontractor’s Small Business Lower-Tier Subcontracting Plan is incorporated as Appendix F in this subcontract. The Subcontractor shall electronically submit the “Individual Subcontract Report” (ISR) semi-annually during subcontract performance for the periods ended March 31st and September 30th, based on the Government’s fiscal year (October 1 through September 30). The ISR is due on or before the thirtieth

(30th) day of the month following the close of the applicable period. The ISR submission shall be made electronically through the Electronic Subcontracting Reporting System (eSRS) at www.esrs.gov. Additional instructions can be found at https://www.nrel.gov/workingwithus/assets/pdfs/appendix_f_instructions.pdf, under the document entitled “Instructions for Submitting Small Business Subcontracting Reports through the

Electronic Subcontracting Reporting System (eSRS)”.

Appendices

APPENDIX B-8

Subcontracts and Purchase Orders for Commercial Items (Goods and Services)

Please refer to the full appendix text: https://www.nrel.gov/workingwithus/standard-terms.html

APPENDIX D

Standard Terms and Conditions for Subcontracts in Excess of $700,000

APPENDIX F

Small Business Lower-Tier Subcontracting Plan https://www.nrel.gov/workingwithus/assets/pdfs/appendix_f_instructions.pdf

PRICE/COST PROPOSAL FORM

Page No. of

NREL Solicitation Document Number:

Offeror's Name and Address:

Title of Proposed Effort and Task No., Phase No., or Project Total, As Applicable:

Telephone Number:

Total Amount of Task/Phase No. ___________ $ _______________________

Proposal Summary Total $ ________________________

DETAIL DESCRIPTION OF COST ELEMENTS

1. DIRECT MATERIALS (Attach Itemized Listing for all Purchased Parts, Purchased Items or Services, Raw Materials, Standard Commercial Items, or Interdivisional Transfers at Other than Cost)

Estimated Cost

Total

Price/Cost

Attachment Reference

TOTAL DIRECT MATERIALS

2. MATERIAL OVERHEAD (Rate x $ Base)

3. DIRECT LABOR (Specify) -- Additional Sheet May be Used

Hours

Hourly Rate

Costs

TOTAL DIRECT LABOR

4. LABOR OVERHEAD & FRINGE BENEFITS (Specify Cost Center)

OH Rate x Base

= Est. Cost

TOTAL LABOR OVERHEAD

7. LOWER-TIER SUBCONTRACTORS (Include a similar breakdown on attached sheet or form)

8. CONSULTANTS…