RFP-PR406093 for SAM.gov.pdf

REQUEST FOR PROPOSAL (RFP)

RFP No.:PR406093

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

1. INTRODUCTION

Date: 09/4/2025 RFP No.: RFP-PR406093 RFP Description: NextSeq 2000 Sequencing System RFP Closing Date and Time: 09/11/2025

Subject: RFP for the Biosciences Division In Response Refer to: RFP406093 – NextSeq 2000 Sequencing System

ORNL Procurement Officer: Amina Sophia Khaliq Phone: 865-574-6143 Email: khaliqas@ornl.gov

Oak Ridge National Laboratory (ORNL) is a 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 “Company,” is pleased to invite your company, herein referred to as “Seller,” 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.

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

The Seller’s proposal shall be prepared in accordance with the information provided in this RFP. Specific responses to the Company's requirements are necessary to enable the company to evaluate Seller’s understanding of, and capability to accomplish the stated objectives. Throughout the proposal, the Seller 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 company.

2. RFP INFORMATION

Solicitation Number: RFP-PR406093

Offers Due By: 09/11/2025

Offer Validity Period: 120 days

NAICS Code: 334516 – Analytical Laboratory Instrument Manufacturing

Subcontract Type Anticipated: Fixed Price (Commercial Item PO)

Small Business Set-Aside: No

Description of Supplies/Services Sought: NextSeq 2000 Sequencing System

Anticipated Subcontract Period of Performance: Award – Sep 24, 2026

Anticipated Delivery of Item On or before Sep 24, 2025

ORNL Procurement Representative: Amina Sophia Khaliq

3. LIST OF RFP ATTACHMENTS

Attachment No.

Description Document Title (Date/Revision)

Attachment A ORNL Terms and Conditions Terms and Conditions – Commercial Item – BSD-CS- 2146 (06/06/2025)

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 N/A N/A

Attachment D Representations and Certifications

Representations & Certifications – Abbreviated (BSD- CS-2260, dated 02/10/2025)

4. STATEMENT OF WORK/SPECIFICATIONS

Please provide a quote for:

NextSeq 2000 Sequencing System with One Year Service Agreement and Trade In. Installation and Training to be included.

This request is being solicited as brand name or equal equipment per (FAR 52.211-6).

5. PROPOSAL PREPARATION

Preparation of Offers. (a) Sellers are expected to examine the drawings, specifications, descriptions, terms and conditions, and all instructions. Failure to do so will be at the Seller's risk. (b) Each seller shall furnish the information required by the solicitation. The Seller 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) Seller 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 Sellers. Any explanation desired by a prospective Seller regarding the meaning or interpretation of the solicitation, drawings, specification, etc., must be requested with sufficient time allowed for a reply to reach all prospective Sellers before submission of their offers. Any information given to a prospective seller will be furnished to all prospective Sellers if such information is necessary in submitting offers or if the lack of such information would be prejudicial to any other prospective sellers.

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

https://contracts.ornl.gov/terms-and-conditions/ https://contracts.ornl.gov/special-articles-and-forms/ https://contracts.ornl.gov/special-articles-and-forms/ https://contracts.ornl.gov/wp-content/uploads/2025/02/Reps-and-Certs-Abbreviated-02.10.2025.pdf https://contracts.ornl.gov/wp-content/uploads/2025/02/Reps-and-Certs-Abbreviated-02.10.2025.pdf

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

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 Company’s Procurement organization, identified as Company’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 Company’s Procurement organization. Failure to comply with this requirement may result in the Seller’s disqualification from consideration for award. The Company 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 Seller’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.

Proposal Acceptance. Company 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 Company or its customer, and/or (b) make award without written or oral discussion.

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) UT-B Prime Flow Downs; (3) ORNL Terms and Conditions;

(4) Special Provisions listed within this RFP; (5) Statement of Work/Technical Specifications.

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

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 company that the technical data, or portions thereof that are identified by the seller, 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 Company’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 http://web.ornl/adm/contracts/eft.shtml 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. Sellers 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 Seller 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.

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

Signing Authority. Signature of official authorized to contractually commit the Seller; 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 Seller’s proposal, the Seller’s proposal shall be valid for 120 calendar days.

FOB and Shipping Terms. Shipping terms will be FOB Destination.

Seller Business Information. Complete business address of the Seller, 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.

Subcontract Type. The proposed subcontract type, if other than the anticipated subcontract type located in Attachment A: ORNL Terms and Conditions.

6. COMPETITION

This RFP is being issued on a competitive basis. The Company intends to make one award.

Response Due Date. Your response to this request is due on or before (12:00pm EST) on (09/11/2025). All proposal documents shall be sent to the attention of Amina Sophia Khaliq via email at (khaliqas@ornl.gov).

Access to ORNL Site. Seller 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 seller 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 Seller will be furnished to all prospective Sellers 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 not exceed 10 pages (excluding personnel resumes).

The technical proposal should be specific, detailed, and complete to demonstrate clearly and fully that the Seller has a thorough understanding of the Company’s requirements. The technical proposal must enable the technical evaluators to make a thorough analysis and arrive at a sound determination as to whether or not the proposal meets the Company’s requirements. The proposal shall include descriptions sufficient to describe the Seller’s technical approach. The technical proposal must list the Company’s performance specifications and clearly state the Seller meets the requirements or if the requirements are not met, why they are not.

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

The technical proposal must be in the following format: (if applicable):

Technical Objectives. State the overall objectives and the specific accomplishments you hope to achieve. Indicate the rationale for your plan, and relation to comparable work in progress elsewhere. Review pertinent work already published which is relevant to this project and your proposed approach. This should support the scope of the project as you perceive it.

Technical Approach. Use as many subparagraphs, appropriately titled, as needed to clearly outline the general plan of work. Discuss phasing of research and possible or probable outcome of approaches proposed.

Technical Methods. Describe in detail the methodologies you will use for the project, indicating your level of experience with each, areas of anticipated difficulties, and any unusual expenses you anticipate.

mailto:khaliqas@ornl.gov

Schedule. Provide a schedule for completion of the work and delivery of items specified in the statement of work.

Performance or delivery schedules shall be indicated for phases or segments, as applicable, as well as for the overall program. Schedules shall be shown in terms of calendar months from the date of authorization to proceed or, where applicable, from the date of a stated event, as for example, receipt of a required approval by the Company. Unless the request for proposal indicates that the stipulated schedules are mandatory, they shall be treated as desired or recommended schedules. In this event, proposals based upon the Seller's best alternative schedule, involving no overtime, extra shift or other premium, will be accepted for consideration.

Facilities and Resources. List/describe all facilities and resources available for this project, including any equipment.

Other Considerations. Record and discuss specific factors not included elsewhere which support your proposal. Using specifically titled subparagraphs, items may include:

• Any agreements and/or arrangements with subcontractor(s). Provide as much detail as necessary to explain how the statement of work will be accomplished within this working relationship.

• Unique arrangements which none or very few organizations are likely to have which is advantageous for effective implementation of this project.

• Equipment and unusual operating procedures established to protect personnel from hazards associated with this project.

• Other factors you feel are important and support your proposed research.

• Recommendations for changing reporting requirements or other deliverables if such changes would be more compatible with the Seller's proposed schedules.

Milestone Payment Plan. The Company may consider a proposed payment plan with the Seller’s response.

Proposed payments must demonstrate significant progress against the schedule incorporated into the subcontract.

EXCEPTIONS/NON-COMPLIANCE:

Exception(s) to or non-compliance with any portion of this RFP shall be clearly identified in a separate Exceptions/Non-Compliance section referencing the specific document, page, paragraph, and item. Exceptions identified in the Seller’s Technical Proposal need not be restated in this section. You are requested to explain the reason(s) for the non-compliance and identify any alternate solutions to achieve compliance. Any exceptions that are taken to the provisions of this RFP will be considered in evaluating the Seller’s proposal and may result in your offer being deemed non-responsive. The absence of a proposal section entitled “Exceptions/Non-Compliance” or a statement indicating “no exceptions are taken” implies complete and unequivocal acceptance of all requirements, terms, and conditions.

CONDITIONS OF PROPOSAL/ASSUMPTIONS:

The Seller shall identify any conditions and/or assumptions of its proposal in a separate Conditions of Proposal/Assumptions section. The Seller shall include a list of any Company/Government equipment and/or information needed as a condition of performance. Seller 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, Seller 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/.

Organizational Conflicts of Interest. RESERVED

Small Business Subcontracting Plan. If your offer, including options, is $750,000 or more and the Seller is a large business, the Seller 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).

Certified Cost and Pricing Data. Sellers are not required to submit certified cost or pricing data with their offer;

however, such data may be requested by the Company prior to award.

Foreign End Products. The Seller 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.

7. BASIS OF AWARD

Basis of Award – Lowest Price Technically Acceptable (LPTA). An award resulting from this solicitation will be made to the responsible seller 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 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 equipment listed under Statement of Work with no exceptions.

8. SPECIAL PROVISIONS

NAICS Code: 334516

Size Standard: 1,000 Employees

Exhibit 9 – Technical Data (June 2011)

Milestone Payment Clause (May 2010)

ACCEPTANCE OF ORDER – CERTIFICATIONS

Your acceptance of this order serves as your certification to the stated NAICS code and size standard, and that you are in compliance with FAR 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors

Debarred, Suspended, or Proposed for Debarment, and FAR 52.203-11, Certification and Disclosure Regarding payments to Influence Certain Federal Transactions, as of the time of award.

Technical Direction The clause, Technical Direction (Jan 2006), is incorporated by reference and amended as follows: "Performance under this subcontract is subject to the technical direction of the Company's Technical Project Officer (TPO):"

TPO Name..........: Dawn Klingeman http://www.esrs.gov/

TPO Telephone #...: 865-576-3435

TPO Email Address.: klingemandm@ornl.gov

SHIPPING TERMS

Shipping Terms are FOB-Destination.

Delivery Drivers Must be U.S. Citizens:

All deliverables coming onsite to a DOE laboratory, including Oak Ridge National Laboratory (ORNL), must be delivered by a United States citizen. If a foreign national attempts to deliver anything to the ORNL site, the driver will be instructed to turn around and will not be allowed onsite.

Delivery Hours NOTE: Deliveries are accepted Monday through Friday, from 7:00 a.m. to 3:00 p.m. (Local Time). Any shipment offloads that require the use of a crane after 1:00 p.m. must be coordinated specifically with the Company's Receiving Department or may be rejected.

Packing and Shipment The Seller is responsible for all packing and shipping provisions to ensure that the equipment arrives to the Company's site in an undamaged condition. The Instrument shall be suitably packed, rigidly crated, braced and protected against weather, damage, and strain during shipment.

Electrical - Accessible/Exposed Electrical Hazards (July 22, 2019):

Seller must submit completed AHA form https://web.ornl.gov/adm/contracts/AHA.shtml The Seller shall perform service and maintenance activities employing work practices required for electrical safety by the Occupational Safety and Health Administration (OSHA) in 29 CFR 1910 Subpart S, 29 CFR 1926 Subpart K, and NFPA 70E, Standard for Electrical Safety in the Workplace 2015 Edition.

Maintenance, testing, startup, and repair activities involving the potential for contact with exposed energized electrical circuits or parts shall be performed with the equipment de-energized unless this is infeasible because of diagnostic or operational limitations. To control potential electrical hazards, system components shall be disconnected from their electric energy source(s), with the disconnecting means (power cord and plug, safety switch, etc.) under the control of the service Seller. All stored electrical energy which might endanger personnel through contact (high amperage batteries, capacitors and high capacitance elements, high energy electromagnets, etc.) shall be discharged or safely isolated from the circuit.

Prior to working on or near any energized parts, Seller shall, via the Technical Project Officer (TPO), obtain approval from the Company’s applicable Level II Manager prior to performing the proposed activities. The TPO has responsibility for providing the Subcontractor with approval prior to working on or near any energized part. The TPO responsibility includes ensuring a pre-job dialogue on job hazards and controls between the service subcontractor and TPO and/or Company electrical SME.

SUBMITTAL REQUIREMENT-ACTIVITY HAZARD ANALYSIS 09-12-2018

Each Safety and Health clause below requires the Seller to submit a completed Activity Hazard

Analysis/es(AHA)Form to the Company's Technical Project Officer. Submittal of this form(s) shall take place in advance of physical work performance on site.

The Technical Project Officer is responsible for providing the Seller work authorization.

All AHAs located at our website:

https://web.ornl.gov/adm/contracts/AHA.shtml mailto:klingemandm@ornl.gov

9. PAYMENT TERMS

Payment terms are Net 30 days 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.

10. CLOSING

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

Sincerely, Amina Sophia Khaliq