RFP PR371419 - HTS Magnet.pdf

REQUEST FOR PROPOSAL (RFP)

RFP No.: PR371419

Request for Proposal BSD-CS-2282 (Rev.1) April 11, 2024

REQUEST FOR PROPOSAL (RFP)

1. INTRODUCTION

Date: 4/17/2025 RFP No.: PR371419 RFP Description: 2.5 T Neutron Scattering HTS Magnet RFP Closing Date and Time: 4/30/2025

Offeror Name: All Offerors

Subject: RFP for the ORNL Neutron Sciences Directorate In Response Refer to: RFP No. PR371419 – 2.5 T Neutron Scattering Magnet

ORNL Procurement Officer: Stacey Johnson Phone: (865) 576-0718 Email: johnsonsl@ornl.gov

Oak Ridge National Laboratory (ORNL) is the largest US Department of Energy (DOE) science and energy laboratory, conducting basic and applied research to deliver transformative solutions to compelling problems in energy and security.

ORNL is managed and operated by UT-Battelle, LLC (UT-B). ORNL’s diverse capabilities span a broad range of scientific and engineering disciplines, enabling the Laboratory to explore fundamental science challenges and to carry out the research needed to accelerate the delivery of solutions to the marketplace.

Oak Ridge National Laboratory (ORNL), herein referred to as “Buyer,” is pleased to invite your company, herein referred to as “Offeror,” to submit a proposal in support of the subject effort, as outlined in the attached Statement of Work or Specification and/or Technical Direction attached.

Buyer reserves the right to update this RFP by amendment prior to date of award.

The Offeror’s proposal shall be prepared in accordance with the information provided in this RFP. Specific responses to the Buyer's requirements are necessary to enable the Buyer to evaluate Offeror’s understanding of, and capability to accomplish the stated objectives. Throughout the proposal, the Offeror shall provide sufficient detail to substantiate the validity of all stated claims, comments, or positions. All proposed concepts must be shown to be technically feasible and achievable within the allotted time limitations, and all performance and schedule requirements must be shown to be realistic. The response shall correspond to the requirements of this RFP, unless otherwise specified in writing by the Buyer.

2. RFP INFORMATION

Solicitation Number: PR371419 Offers Due By: April 30, 2025 @ 5:00 pm EST Offer Validity Period: 120 days mailto:johnsonsl@ornl.gov

BSD-CS-2282 (Rev.1) April 11, 2024

NAICS Code / Size Standard: 334516 – Analytical Laboratory Manufacturing – 1,000 employees

Subcontract Type Anticipated: Firm Fixed Price Small Business Set-Aside: No Description of Supplies/Services Sought: 2.5 T Neutron Scattering HTS Magnet Anticipated Subcontract Period of Performance: 05/05/2025 – 3/31/2026 ORNL Procurement Representative: STACEY JOHNSON

3. LIST OF RFP ATTACHMENTS

Attachment No. Description Document Title (Date/Revision)

Attachment A ORNL Terms and Conditions Fixed Price (8/29/2023)

Attachment B Prime Contract T&C Flow Downs

UT-Battelle Prime Supplemental Flowdown Document [Additional Terms and Conditions for Subcontracts/Purchase Orders under Prime Contract No. DE-AC05-00OR22725] (BSD-CS-2258)

Attachment C Representations and Certifications

Representations & Certifications – Abbreviated (BSD- CS-2260, dated 11/21/2024)

4. STATEMENT OF WORK/SPECIFICATIONS

Seller shall provide a 2.5 T Neutron Scattering HTS Magnet System complete with the following:

• Cryocooler (RDK-415D)

• Compressor (F-50L)

• Power Supply

• Magnet System Supervisor

• Adapter designed by ORNL

5. PROPOSAL PREPARATION

Preparation of Offers. (a) Offerors are expected to examine the drawings, specifications, descriptions, terms and conditions, and all instructions. Failure to do so will be at the Offeror's risk. (b) Each Offeror shall furnish the information required by the solicitation. The Offeror shall sign the offer. Erasures or other changes must be initialed by the person signing the offer. (c) Unit price for each unit offered shall be shown and such price shall include packing unless otherwise specified. A total price shall be entered for each item offered. In case of discrepancy between a unit price and total price, the unit price will be presumed to be correct. (d) Offeror must state a definite time for delivery of supplies or performance of services unless otherwise specified in the solicitation. Time, if stated as a number of days, will include Saturdays, Sundays, and holidays. (e) Offers in strict accordance with the solicitation are desired. Any exceptions should be referenced to related documents by title, page, and paragraph, and should be set forth in detail.

(f) This request does not commit ORNL to pay for any costs incurred in the preparation and submission of an offer or for any other costs incurred prior to the execution of an Agreement.

Explanation to Prospective Offerors. Any explanation desired by a prospective Offeror regarding the meaning or interpretation of the solicitation, drawings, specification, etc., must be requested with sufficient time allowed for a https://contracts.ornl.gov/terms-and-conditions/ https://contracts.ornl.gov/special-articles-and-forms/

BSD-CS-2282 (Rev.1) April 11, 2024 reply to reach all prospective Offerors before submission of their offers. Any information given to a prospective Offeror will be furnished to all prospective Offerors if such information is necessary in submitting offers or if the lack of such information would be prejudicial to any other prospective Offerors.

Proposal Format. Offeror is requested to submit their proposal in MS Excel, MS Word, or PDF formats. Proposals must be submitted on the forms furnished by the Buyer. If no form is provided, Offeror may submit their proposal in a format of their choosing.

Contractual / Administrative Authority. No direction to proceed or other instruction to begin work shall be binding upon Buyer except when specifically issued and confirmed in writing by an authorized member of Buyer’s Procurement organization. Offeror’s acceptance of, or reliance upon any direction to proceed or other instruction by Buyer’s technical personnel, or other representatives not specifically authorized to issue formal purchase order commitments, shall be at Offeror’s own risk and shall not constitute a binding purchase commitment upon Buyer.

Acknowledgement of Amendments. Receipt of an amendment to a solicitation must be acknowledged in writing.

Proposal Contact. Any questions regarding any portion of this RFP must be coordinated through the Buyer’s Procurement organization, identified as Buyer’s Contact in the Introduction. No written or verbal correspondence will be permitted with any other member of the ORNL team without coordination through the Buyer’s Procurement organization. Failure to comply with this requirement may result in the Offeror’s disqualification from consideration for award. The Buyer is open to proposal clarification questions/discussions in regard to this RFP via the email address or telephone number provided in the Introduction.

Omissions. It shall be clearly understood that, not-withstanding the detailed requirements contained herein, it is the Offeror’s responsibility to identify and quote any aspect or area which may have been omitted in this RFP and which will nevertheless be necessary to meet the general requirements of the defined effort.

Offeror’s Challenge. In the interest of cost effectiveness, the Offeror is encouraged to challenge specifications and other requirements that, in its judgment, provide little value in consideration of cost. Further, the Offeror is invited to suggest practical performance incentives that may be introduced to the advantage of both Offeror and Buyer.

Proposal Acceptance. Buyer reserves the right to (a) consider proposals or modifications to proposals received after the due date should such action be determined to be in the best interest of Buyer or its customer, and/or (b) make award without written or oral discussion.

Affordability. This effort is in support of the U.S. Government, who has a vital mission and constrained resources, and it is incumbent upon industry to provide our customer with high quality and affordable solutions. ORNL considers this challenge to be a major discriminator in our ability to win and retain business based upon proven performance and demonstrated value to our customers. ORNL has developed a number of initiatives to drive value for our customer and we expect our partners in our supply chain to do the same. It is requested as part of your proposal in response to this RFP that you articulate and demonstrate specifics in your offer that are affordable and meet or exceed all technical and schedule requirements. Your response to these criteria will be an element of the ORNL proposal evaluation and award decision process.

Order of Precedence. Any inconsistencies between sections of this RFP shall be resolved in accordance with the following descending order of precedence: (1) This RFP; (2) Special Provisions listed within this RFP; (3) Statement of Work/Technical Specifications; (4) UT-B Prime Flowdowns; (5) ORNL Terms and Conditions.

Payment. Payment shall be made by electronic funds transfer. The form for enrolling is available at http://web.ornl/adm/contracts/eft.shtml.

http://web.ornl/adm/contracts/eft.shtml

BSD-CS-2282 (Rev.1) April 11, 2024

Rights to Technical Data in Successful Proposals. Should an Agreement be awarded based on a proposal, it is policy, in consideration of the award, to obtain unlimited rights for the Government in technical data (but not commercial or financial information) contained in a successful proposal upon which award of an Agreement is based. To exclude technical data contained in a proposal from the Government’s rights, the offer must:

(1) Advise the Buyer that the technical data, or portions thereof that are identified by the Offeror, are covered by the restrictive notice regarding the disclosure and use of proposal information in accordance with the provision of this RFP entitled Treatment of Offer Information and request that such protection be maintained by excluding the data from the Government’s rights; or

(2) Establish to the Buyer’s satisfaction that identified portions of the technical data do not relate directly to or will not be utilized in the work to be performed under the Agreement, and request that such portions be excluded from the Government’s rights.

If unlimited rights to technical data in successful proposals, as set forth in the first paragraph of this section are to be acquired, it shall be by use of the clause below titled, “Rights to Proposal Data (Technical).” Any excluded technical data will be identified by inserting appropriate proposal page numbers in the clause, which clause enables the identification of data to be excluded from the Government’s rights, as discussed in the first paragraph of this section. Such exclusion is not dispositive of the protective status of the data, but any excluded technical data, as well as any commercial and financial information contained in the proposal, will be used for evaluation purposes only. If there is a need to have access to any of the excluded technical data during contract performance, their acquisition will be as limited rights data, if they so qualify, in accordance with FAR 27.404(d).

Rights to Proposal Data (Technical) Except for data contained on pages _______, it is agreed that as a condition of the award of this subcontract and notwithstanding the conditions of any notice appearing thereon, the Government shall have unlimited rights (as defined in the “Rights in Data – General” clause contained in this subcontract in and to the technical data contained in the proposal dated, _______, upon which this subcontract is based.

Treatment of Offer Information. Offerors that include in their proposals information that they do not want disclosed to the public for any purpose, or used by the Company or the Government except for evaluation purposes, shall:

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

This proposal includes information that shall not be duplicated, used, or disclosed—in whole or in part—for any purpose other than to evaluate this proposal. If, however, an Agreement is awarded to this Offeror as a result of—or in connection with—the submission of this information, the Company and the Government shall have the right to duplicate, use, or disclose the information to the extent provided in the resulting Agreement. This restriction does not limit the Company’s and the Government's right to use information contained in this information if it is obtained from another source without restriction. The information subject to this restriction are contained in pages [insert numbers or other identification of pages]; and

(b) Mark each page of information it wishes to restrict with the following legend:

Use or disclosure of information contained on this page is subject to the restriction on the title page of this proposal.

Company Profile. Provide a Company Profile to include business classification (e.g. Large, Small, Disadvantaged).

BSD-CS-2282 (Rev.1) April 11, 2024

Signing Authority. Signature of official authorized to contractually commit the Offeror; the names, positions, email address, and phone numbers of persons authorized to negotiate this proposal or persons to be contacted for clarification or questions.

Proposal Validity. Statement that identifies proposal validity. Unless otherwise stated in the Offeror’s proposal, the Offeror’s proposal shall be valid for 120 calendar days.

FOB and Shipping Terms. Identify any FOB and Shipping terms.

Offeror Business Information. Complete business address of the Offeror, the corporate name to be used on any resultant contract, and the remittance address if different from that above. Identify “parent company” or “sponsoring corporation” name, also provide such identity as appropriate.

6. COMPETITION

This RFP is being issued on a competitive basis. The Buyer intends to make one award for the lowest price technically acceptable.

Response Due Date. Your response to this request is due on or before 5:00pm on April 30, 2025. All proposal documents shall be sent to the attention of Stacey Johnson via email at johnsonsl@ornl.gov.

Access to ORNL Site. Vendor personnel may come onto the ORNL site only if they have a current ORNL badge or a visitor's pass. Persons who need visitors' passes to deliver offers or participate in site visits must provide their e-mail address to the Procurement Officer on a workday at least 24 hours in advance. The Site Administrator will send a link to a secure portal (via-email) where vendor personnel provide the following information: (i) Full name, (ii) employer, (iii) social security number, (iv) date of birth, (v) gender and (vi) country of citizenship. Visitors' passes must be picked up at the Visitor Center, Building 5200. Photo identification is required.

Questions. Questions concerning this RFP must be submitted in writing, via email, to the ORNL Procurement Officer listed in section 2 of this RFP. Information given to one prospective offeror will be furnished to all prospective offerors if lack of the information would be prejudicial to them.

Withdrawal of Offers. Offers may be withdrawn by written notice received at any time before award.

Proposal Package. A complete proposal package consists of the following elements:

Technical Proposal Cost Proposal Exceptions/Non-Compliance Conditions of Proposal / Assumptions Supplementary Requirements

TECHNICAL PROPOSAL REQUIREMENTS:

The Technical Proposal shall provide description / technical specification for the offered item.

The technical proposal should be specific, detailed, and complete to demonstrate clearly and fully that the Offeror has a thorough understanding of the requirements.

No certified cost or pricing information shall be included in the technical proposal.

mailto:johnsonsl@ornl.gov

BSD-CS-2282 (Rev.1) April 11, 2024

Schedule. Provide a schedule and lead time for delivery of HTS Magnet.

COST PROPOSAL REQUIREMENTS:

All proposals shall be submitted in U.S. Dollars (USD).

This proposal may be subject to a Government price audit.

CONDITIONS OF PROPOSAL/ASSUMPTIONS:

The Offeror shall identify any conditions and/or assumptions of its proposal in a “Conditions of Proposal/Assumptions” section. Offeror shall include its assertion of Limited or Restricted Rights in Data and/or Software.

SUPPLEMENTARY REQUIREMENTS:

Representations and Certifications – Abbreviated. If your proposal exceeds $10,000, Offeror must complete and return a copy of the Representations and Certifications – Abbreviated (BSD-CS-2260) form, a copy of which can be found here: https://contracts.ornl.gov/special-articles-and-forms/.

Small Business Subcontracting Plan. If your offer, including options, is $750,000 or more and the Offeror is a large business, the Offeror shall submit a Small Business Subcontracting Plan that fully meets the requirements of FAR 52.219-9 or complete the ORNL Small Business Subcontracting Plan Form (BSD-CS-2129). A copy of this form can be found here: https://contracts.ornl.gov/special-articles-and-forms/. Annual small business reporting will be required via the Electronic Subcontracting Reporting System (http://www.esrs.gov).

Cost Accounting Standards. If you offer exceeds $2 million, return a completed copy of the Cost Accounting Standards (CAS) Notices and Certification form (BSD-CS-2039). A copy of this form can be found here:

https://contracts.ornl.gov/special-articles-and-forms/.

Certified Cost and Pricing Data. Offerors are not required to submit certified cost or pricing data with their offer; however, such data may be requested by the Buyer prior to award.

Foreign End Products. The Offeror shall list as foreign end products those end products that are manufactured outside of the United States that do not qualify as domestic end products. List all foreign end products proposed and their country of origin.

Patent Rights. If the Special Provisions section of this RFP includes either the "Exhibit IB, Patent Rights – Acquisition by the Government" or the "Exhibit 1C, Patent Rights - Retention by the Seller (Short Form)" clause, and you have requested an advance waiver of patent rights, Offeror shall submit a copy of the form (attachments are not necessary) that you submitted to the DOE Patent Counsel. (See the form entitled "Exhibit 2B - Petition for Advance Waiver of Patent Rights" found here: https://contracts.ornl.gov/exhibits/.)

7. BASIS OF AWARD

Basis of Award – Lowest Price Technically Acceptable (LPTA). An award resulting from this solicitation will be made to the responsible offeror submitting the lowest-priced offer that meets all specified requirements. Offers will be evaluated for technical acceptability under each of the factors listed below. An offer that is evaluated as unacceptable https://contracts.ornl.gov/special-articles-and-forms/ https://contracts.ornl.gov/special-articles-and-forms/ http://www.esrs.gov/ https://contracts.ornl.gov/exhibits/

BSD-CS-2282 (Rev.1) April 11, 2024 under any factor will not be considered for award. In your proposal, please clearly document how your offer meets or exceeds the below listed acceptability factors. Note and explain any deviation from the specifications. Make specific written response to items that cannot be met as specified in the specifications.

Technical Acceptability Factors:

1. Provide the requested item per Specification with no exceptions.

2. Proposal shall meet lead time/delivery date of 10 months After Receipt of Order (ARO).

8. SPECIAL PROVISIONS

• Exhibit 9, Technical Data (06/11)

• Milestone Payment (05/2010)

Analytical Testing (Sept 2021) Analytical testing shall be conducted in compliance with the provisions of the purchase order. Personnel and equipment utilized in performance of such tests shall be certified for the type of test performed, if required. Seller shall furnish with, or prior to, each shipment, reports of testing results of material or items furnished.

These reports shall be as specified in the contract document and applicable procedure and be identifiable to respective item or material furnished. These reports shall contain the signature and title of the authorized contract representative of the agency performing the test. When items are serialized, the serial numbers shall appear on the reports. Reports shall be subject to the review and acceptance.

Calibration Certification (JUL 2014) The Seller shall submit with each instrument/system a certification that the instrument/system has been calibrated and is ready for use. The certification shall contain, as a minimum, the identification of (1) the instrument/system, (2) the calibration procedure used, and (3) the standards and/or equipment utilized for the calibration (NIST traceability, ILAC MRA accreditation process, dates of test, and identity of items tested will satisfy this last requirement). Detailed support data shall remain on file by the Seller as required by the contract. Certification shall be signed by an authorized Seller representative.

Final Acceptance (JUL 2014) Final acceptance of the system shall be based on testing of the product to the technical requirements of the specification after completion of installation at the Company’s site.

Functional Test Report (JUL 2014) This report of subsystems and systems, as installed, indicates the functional operability of such systems to design requirements. Such reports shall contain the signature and title of the authorized representative of the organization performing the tests and shall be sent to the Company for review and acceptance.

Nonconforming Items(JUL 2014) The Company expects to receive equipment items, components, materials, and documentation that conform to all codes, standards, specifications, and procedures in the subcontract. The Seller may use its own-nonconformance program to identify, report, and recommend disposition of all non-conformances, but dispositions that would leave any remaining nonconformity must be submitted to the Company for approval.

https://contracts.ornl.gov/wp-content/uploads/2021/01/Exhibit-9-Technical-Data-06-16-2011.pdf https://contracts.ornl.gov/wp-content/uploads/2021/01/milestone-payment-ext-may10.pdf

BSD-CS-2282 (Rev.1) April 11, 2024

The request should identify the affected item(s) by name and serial number, citing the drawing and/or specification number and revision number containing the specific requirement that has not been met.

The request should state the number of nonconforming items being reported. The request should include a description of the nonconformity, identifying requirement(s) not met. The supplier may attach a description of the cause, and a corrective action plan and schedule if pertinent.

The issuance and acceptance of such a request in no way limits or affects the warranty provision or other rights or remedies of this agreement. Such a request shall not establish a precedent or obligation to accept existing or future items not conforming to all provisions of the subcontract.

Operating/Maintenance Manual (JUL 2014) Documents shall be submitted that contain the operational procedures, instructions, maintenance, spare parts list, and handling precautions.

Packing and Shipping (JUL 2014) The Seller is responsible for all packing and shipping provisions to ensure that the system arrives at the Company’s site in an undamaged, working condition. The Seller shall inform the Company of shipping plans two weeks before actual shipment.

Seller Installation and Start Up (DEC 2010) The Seller shall provide qualified personnel to perform and oversee or oversee all system installation and start-up activities necessary to ensure the system is fully functional upon completion. In addition, the Seller shall provide personnel to provide comprehensive training necessary to operate the system to its full capabilities as stated in the technical portion of the specification.

Seller-Supplied Calibrations (JUL 2014) All system instrumentation or devices requiring calibration shall be listed. Calibrations to be performed prior to shipment shall be completed and documented. Records of the calibrations including methods and standards utilized and personnel performing the calibrations shall be documented and provided with the shipment.

9. PAYMENT TERMS

Payment terms are Net 30 days (large business) or Net 15 (Small Business) upon final acceptance of the product/service. All payments will be made in U.S. Dollars (USD). Payment shall be made by electronic funds transfer.

Seller may propose a Milestone Payment Schedule based on deliverables if needed.

10. CLOSING

BSD-CS-2282 (Rev.1) April 11, 2024

Should additional information be required on any of these requests please do not hesitate to contact the undersigned Procurement Officer below.

Sincerely, Stacey Johnson / ORNL Procurement Officer Phone:

Email: