RFP PR422299.pdf

Updated: 10/01/2025

BSD-CS-1085

TO: Potential Offerors:

RE: RFP PR422299

DATE: 12/09/2025

Oak Ridge National Laboratory (ORNL) is inviting you to submit a Fixed Price proposal/quote for the following item listed below.

Description of Items:

Advanced Event-Mode Neutron Imaging System with a Large Area Detector.

(See Attachment A - Specifications RFP PR422299)

Competition:

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

Basis of Award – Lowest Price Technically Acceptable (LPTA). An award resulting from this solicitation will be made to the responsive and 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 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:

Provide the requested equipment per Specifications (Attachment A - Specifications RFP PR422299) with no exceptions.

Please provide a proposal that contains the following information:

Price: A Fixed Price proposal. See Cost Proposal Requirements below.

Technical Proposal: According to Attachment A. See Technical Proposal Requirements below.

Schedule: Your proposed delivery schedule

Required Documents: Provide a completed and signed copy of the following attached documents:

- Representations and Certifications – Abbreviated (10/2025)

- Representations and Certifications – International (10/2025) (if other than US company)

Exceptions: Any exceptions taken to the terms and conditions listed below. 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 solicitation will be considered in evaluating the Offeror’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.

The following Terms, Conditions, or Special Provisions shall apply to any subcontract/purchase order as a result of this solicitation:

NAICS Code: 334516 Analytical Laboratory Instrument Manufacturing, Size Standard 1,000 employees Terms and Conditions: Terms and Conditions – Fixed Price – BSD-CS-2150 (10/01/2025)

Prime Flowdowns: UT-Battelle Prime Supplemental Flowdown Document: Additional Terms and Conditions for Subcontracts/Purchase Orders Under Prime Contract No. DE-AC05-00OR22725 (10/01/2025)

Special Provisions:

• ORNL Activity Hazard Analysis (AHA) Blank Form (Rev 2 | 04-15-2025) (Attached)

• Milestone Payment (05/2010)

• Exhibit 2, Representation of Limited Rights Data and Restricted Computer

Software (10/13/2025)

• Exhibit 5, Patent Indemnity (10/13/2025)

• Exhibit 9, Technical Data (10/13/2025)

• Exhibit 17, Rights to Proposal Data (Technical) (10/13/2025)

Important Dates:

Questions: Questions are due on 12/13/2025. All questions shall be provided in writing via email to the

Procurement Officer listed below.

Proposal Due Date: All proposals shall be submitted via email to the Procurement Officer listed below by 5 p.m. EST on 12/18/2025.

TECHNICAL PROPOSAL REQUIREMENTS:

The technical proposal should be specific, detailed, and complete to demonstrate clearly and fully that the Offeror 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 Offeror’s technical approach. The technical proposal must be sufficient to show how the Offeror proposes to comply with the Company’s requirements and it must include a full explanation of the methods proposed. The Offeror shall include a glossary of acronyms and special terminology.

The technical proposal must be in the following format:

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.

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, 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 Offeror'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.

https://contracts.ornl.gov/wp-content/uploads/2021/01/milestone-payment-ext-may10.pdf https://contracts.ornl.gov/wp-content/uploads/2025/10/Exhibit-2-Rep-Limited-Rights-Data-Restricted-Computer-Software-BSD-CS-2005-2025.10.13.pdf https://contracts.ornl.gov/wp-content/uploads/2025/10/Exhibit-2-Rep-Limited-Rights-Data-Restricted-Computer-Software-BSD-CS-2005-2025.10.13.pdf https://contracts.ornl.gov/wp-content/uploads/2025/10/Exhibit-5-Patent-Indemnity-BSD-CS-2010-2025.10.13.pdf https://contracts.ornl.gov/wp-content/uploads/2025/10/Exhibit-9-Technical-Data-BSD-CS-2012-2025.10.13.pdf https://contracts.ornl.gov/wp-content/uploads/2025/10/Exhibit-17-Right-to-Proposal-Data-Technical-BSD-CS-2024-2025.10.13-1.pdf

Other Considerations. Identify 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 proposal.

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

COST PROPOSAL REQUIREMENTS:

All proposals shall be submitted in U.S. Dollars (USD). If a standard proposal pricing worksheet/form is provided within this RFP, the Offeror shall submit their pricing via the worksheet/form. If the worksheet/form is not provided, the Offeror may submit their pricing information in their own format.

This proposal may be subject to a government price audit.

Pricing Support.

To support Buyer’s price analysis, Offeror may provide a redacted invoice or purchase order for the same or similar transaction with a non-governmental customer within the last year, showing date, invoice number, a unit price or rate equal to or higher than the equipment and services proposed, and extended price. If components and services in the proposal are not together on one invoice, Offeror may provide separate invoices showing individual items.

The Offeror may also provide in support of price analysis a published price list including the proposed equipment and services available to non-governmental customers. If the price list is online, a web site link may be provided.

Cost Support.

If satisfactory Pricing Support as described above is not available, the Offeror shall provide cost breakdowns identifying the following information: direct labor, subcontracts, travel, materials and equipment, other direct costs, indirect expenses, and fee or profit.

Labor. For direct labor, identify the labor category, hours, and fully burdened labor rates. Identify each direct labor category and include a brief job description and minimum education and experience requirements for each subcontractor labor category proposed. If the period of performance is for more than one year, show the information for each year proposed. Please identify all Key Personnel proposed.

Subcontractors. Include all subcontractor proposals. All subcontracted labor must identify labor category, hours, and fully burdened rates. Identify each subcontractor labor category and include a brief job description and minimum education and experience for each subcontractor labor category proposed. If lower tier subcontractor will travel, furnish equipment, materials, supplies, etc. additional quotations are required.

Travel. Include details on number of trips, purpose of trips, number of travelers, origin and destination of traveler, number of days of travel, airfare costs, lodging costs, meals and incidental costs, automobile rental costs, parking expenses, and/or POV mileage and applicable rates. All travel costs are to be in accordance with the Federal Travel Regulation FAR 31.205-46 as cited under US Government Joint Travel Regulation (JTR) guidelines. Travel costs will not be fee-bearing and may include G&A only.

Materials and Equipment. Include a breakdown of each item along with supporting documentation for prices proposed, e.g., quotes from suppliers and/or catalog cut sheets with pertinent pricing.

Other Direct Costs. The Offeror shall submit complete details of how "other direct costs" (ODCs) were derived.

Fee or Profit. The Offeror shall submit a presentation of the details of its proposed profit/fee in the weighted guidelines format as described in DFAR 215.404-71 or use a similar structured approach.

Milestone Payment Plan. The Company may consider a proposed payment plan with the Offeror’s response. Proposed payments must demonstrate significant progress against the schedule incorporated into the subcontract.

Government Approved Rates. If any of the proposed rates and factors have been accepted or approved by a government agency, the Offeror shall identify the agency, its location, and the date of such acceptance or approval and provide a copy of the approval letter.

All Other Costs Proposed. The Offeror shall submit complete details of any other costs not specifically identified or addressed above. The details shall be presented in a manner that will enable a comprehensive and thorough evaluation to be conducted.