RFP PR422451.pdf

REQUEST FOR PROPOSAL (RFP)

RFP No.: PR422451

Request for Proposal BSD-CS-2282 (Rev.2) October 1, 2025

REQUEST FOR PROPOSAL (RFP)

1. INTRODUCTION

Date: 10/24/2025 RFP No.: PR422451 RFP Description: HB4 Shutter Insert

Offeror Name: All Prospective Offerors

Subject: RFP for the ORNL Neutron Sciences Directorate In Response Refer to: RFP No. PR422451 – HFIR BERYLLIUM REFLECTOR REPLACEMENT SHUTTER INSERT

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

The Company is pleased to invite your firm, 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.

The Company 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 Company’s requirements are necessary to enable the Company 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 Company. All Offerors are strongly encouraged to maintain an active registration in SAM.gov to facilitate verification of small business status and eligibility.

2. RFP INFORMATION

Solicitation Number: PR422451 Offers Due By: 11/14/2025 @ 5:00pm Offer Validity Period: 120 days NAICS Code: 332710 – Machine Shops – 500 Employees Subcontract Type Anticipated: Firm Fixed Price Small Business Set-Aside: No mailto:johnsonsl@ornl.gov

BSD-CS-2282 (Rev.2) October 1, 2025

Description of Supplies/Services Sought: Fabrication of Anticipated Subcontract Period of Performance: 12/01/2025 – TBD (Propose your soonest delivery date.)

3. LIST OF RFP ATTACHMENTS

Attachment No. Description Document Title (Date/Revision)

Attachment A HFIR Beryllium Reflector Replacement Shutter Insert GHS-SW-20-0001 September 2025, REV 0

Attachment B Drawing GHS-M-20-U-0002 REV 0 Attachment C ORNL Terms and Conditions Fixed Price – BSD-CS-2150 10/01/2025

Attachment D 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)

10/01/2025

Attachment F Representations and Certifications

Representations & Certifications – Abbreviated (BSD-CS-2260)

10/01/2025

4. STATEMENT OF WORK/SPECIFICATIONS

Attachment A: HFIR Beryllium Reflector Replacement Shutter Insert (GHS-SW-20-0001)

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 and shipping materials unless otherwise specified. A total price shall be entered for each item offered. Any tariffs shall be expressly stated and priced separately. 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 unless offeror expressly states offer is in business days. (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 Company 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 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.

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

BSD-CS-2282 (Rev.2) October 1, 2025

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 Company. 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 Company except when specifically issued and confirmed in writing by Company Procurement Officer. Offeror’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 Offeror’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 Officer, identified as Company’s Contact in the Introduction. No written or verbal correspondence will be permitted with any other member of the Company without coordination through the Company’s Procurement Officer.

Failure to comply with this requirement may result in the Offeror’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 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.

Proposal Acceptance. The 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.

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. The Company considers this challenge to be a major discriminator in our proven performance and demonstrated value to our customers. The Company 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 proposal evaluation and award decision process.

Payment. Payment shall be made by electronic funds transfer (EFT). EFT enrollment shall be completed during the Ariba registration process.

Discounts. Prompt payment discounts will be included in the evaluation of offers, provided the period of the offered discount is sufficient to permit payments within such period in the regular course of business under the delivery, inspection, and payment provisions of the solicitation.

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 Offeror, are covered by the restrictive notice regarding the disclosure and use of proposal information in

BSD-CS-2282 (Rev.2) October 1, 2025 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 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- 1(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.

Government-Furnished Property. No material, labor, or facilities will be furnished by the Company or the Government unless otherwise provided in the solicitation.

Award of Subcontract. (a) Unless specified otherwise elsewhere in this solicitation, the Agreement will be awarded to the responsible Offeror whose offer represents the best value, total price of the acquisition and other factors considered.

(b) The Company reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers received.

(c) Except as may otherwise be provided in the solicitation, the Company may accept any item or group of items of any offer, unless the Offeror qualifies the offer by specific limitations.

(d) The Company may accept within the time specified therein, any offer (or part thereof, as provided in (c) above), whether or not there are negotiations subsequent to its receipt, unless the offer is withdrawn by written notice received by the Company prior to award. If subsequent negotiations are conducted, they shall not constitute a rejection or counteroffer on the part of the Company.

(e) It is the Company’s intent to award based on initial offers. Accordingly, each offer should be submitted on the most favorable terms, from a price and technical standpoint that the Offeror can submit. However, the Company may allow for proposal revisions if the Company deems it necessary.

Conditions Affecting the Work. Offerors should visit the site and take such other steps as may be reasonably necessary to ascertain the nature and location of the work, and the general and local conditions which can affect the work or the cost thereof. Failure to do so will not relieve Offerors from responsibility for estimating properly the difficulty or cost of successfully performing the work. The Company will assume no responsibility

BSD-CS-2282 (Rev.2) October 1, 2025 for any understanding or representations concerning conditions made by any of their officers or agents prior to the execution of the Agreement, unless that understanding or representation is expressly stated in the Agreement resulting from this solicitation.

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.

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

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. FOB Destination for domestic shipments. The preferred terms for international shipments are Delivered at Place (DAP). Do not insure shipments.

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.

Subcontract Type. Identify proposed subcontract type if other than the anticipated subcontract type located in Attachment C: ORNL Terms and Conditions.

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

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

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

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

BSD-CS-2282 (Rev.2) October 1, 2025 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.

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

The technical proposal must confirm that the Statement of Work (SOW) will be adhered to pr provide exceptions to the

SOW.

Project Director. List the name of the Project Director responsible for overall implementation of the contract and key contact for technical aspects of the project. Even though there may be co-investigators, identify the Project Director who will be responsible for the overall implementation of any awarded contract. Discuss the qualifications, experience, and accomplishments of the Project Director. State the estimated time to be spent on the project, his/her proposed duties, and the areas or phases for which he/she will be responsible.

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.

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 proposed research.

• 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.

The cost breakdowns shall identify the following information: direct labor, subcontracts, travel, materials and equipment, other direct costs, indirect expenses, and fee or profit.

BSD-CS-2282 (Rev.2) October 1, 2025

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.

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.

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.

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 Offeror’s Technical Proposal need not be restated in this section. You are required 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 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.

CONDITIONS OF PROPOSAL/ASSUMPTIONS:

The Offeror shall identify any conditions and/or assumptions of its proposal in a separate Conditions of Proposal/Assumptions section. The Offeror shall include a list of any Company/Government equipment and/or information needed as a condition of performance. 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 $15,000, 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/.

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 Company prior to award if the award is over $2.5 million and no valid exception applies.

BSD-CS-2282 (Rev.2) October 1, 2025

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.

6. COMPETITION

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

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. Government issued photo identification is required.

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

7. BASIS OF AWARD

Basis of Award – Best Value (Tradeoff). An award resulting from this RFP will be made to the responsible offeror who submits a proposal that is determined to provide the best value to the Company considering both technical merit and cost/price. The technical evaluation process consists of the proposals being reviewed, evaluated and rated using a graded system that assesses the degree of compliance with the Technical Criteria requirements and the level-of-performance risk. The Evaluation Factors are listed below and are listed in descending order of importance.

EVALUATION FACTORS

Factor 1: Manufacturing/Fabrication Plan and Schedule Factor 2: Technical and Project Management Capabilities Factor 3: Company Experience/Past Performance Factor 4: QA Program Factor 5: Cost/Price

Factor 1: Manufacturing/Fabrication Plan and Schedule All Offerors shall be evaluated on the feasibility and validity of their detailed fabrication plan and schedule. The Company will evaluate Offeror's fabrication plan and schedule to determine the Offeror's capabilities and understanding of meeting the requirements of this procurement.

Factor 2: Technical and Project Management Capabilities All Offerors will be evaluated on their proposed project management structure and technical support resources.

The Offers are to show that adequate project management and technical resources are available and committed to efficiently and effectively execute the procurement. In the event that there is a loss key staff and technical support resource availability, describe how those resources would be replaced to maintain a successful sustainable project effort. The Offer is to identify Key Personnel and Subcontractors and their qualifications and capabilities. Offerors are to describe how the personnel and subcontractors are to be utilized and managed by the Offeror.

BSD-CS-2282 (Rev.2) October 1, 2025

Factor 3: Company Experience/Past Performance The Offeror must have successfully completed 1 project of similar scope or complexity within the last five years based upon the references that Offeror provides. The Company may solicit at its discretion, from available sources relevant information concerning past performance and experience for use in the evaluation process.

Factor 4: QA Program The Company will evaluate the Offeror's QA Program to ensure that it is in place and provides sufficient rigor to accomplish the requirements of this procurement. If determined necessary by the Company in order to verify or complete its evaluation, any Offeror may be subject to an on-site inspection to review the vendor's quality assurance program and confirm that the Offeror/Offeror's subcontractors possess the expertise, facilities, and equipment sufficient to fabricate the components as required in the Specification and Drawings.

8. SPECIAL PROVISIONS

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

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

• Special Tooling (01/2006)

9. PAYMENT TERMS

Payment terms are Net 30 (Large Business) or Net 15 (Small Business) 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, Stacey Johnson / ORNL Procurement Officer Phone: (865) 576-0718 Email: johnsonsl@ornl.gov 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/2021/01/special-tooling-ext-jan06.pdf mailto:johnsonsl@ornl.gov