RFP SC-23-586 Magnet Test Bed Remodel.pdf

Ames National Laboratory is operated by Iowa State University for the U.S. Department of Energy.

DATE: May 5, 2023 Sent via email

TO:

ALL OFFERORS

SUBJECT: Request for Proposal (RFP) No. SC-23-586 for “Magnet Test Bed Remodel”

RESTRICTIVE NOTICE

THE DRAWINGS AND SPECIFICATIONS INCLUDED IN THIS SOLICITATION ARE THE PROPERTY OF

AMES NATIONAL LABORATORY AND MAY ONLY BE FOR THE EXPRESS PURPOSE OF PREPARING A

RESPONSE TO THIS SOLICITATION. FURTHER DISSEMINATION OF DRAWINGS AND

SPECIFICATIONS OTHER THAN TO POTENTIAL INDIVIDUAL SUBCONTRACTORS AND/OR

SUPPLIERS IS PROHIBITED, AND MAY SUBJECT THE DISSEMINATOR TO CIVIL PENALTIES. THIS

NOTICE SHALL BE MADE KNOWN TO AND BE APPLICABLE TO ALL POTENTIAL INDIVIDUAL

SUBCONTRACTORS AND/OR SUPPLIERS. DRAWINGS AND SPECIFICATIONS MAY NOT BE PLACED ON

THE INTERNET WITHOUT THE PRIOR WRITTEN PERMISSION OF AMES NATIONAL LABORATORY.

Ames National Laboratory (referred to herein as the “Laboratory”) is seeking, through this Request for Proposal (RFP), to acquire the services described in Appendix B – Specifications and Drawings, “Magnet Test Bed Remodel”, dated 5/5/2023, in support of Ames National Laboratory located in Ames, Iowa.

https://www.ameslab.gov/about-ames-laboratory.

The Laboratory intends to award one subcontract resulting from this solicitation to that offeror whose offer conforming to the solicitation will be most advantageous to the Laboratory, the best value, price and other factors as specified, considered. Therefore, your firm is invited to submit a proposal for these requirements.

Below is pertinent information regarding this RFP:

Procurement Event

Due date & time

(ALL TIME LISTED ARE

CENTRAL TIME ZONE)

Mandatory Pre-Proposal Meeting and Site Tour: Location of event is 2408 Pammel Drive, Ames Iowa 50011. Room 205 TASF

5/12/2023 by 10:00 AM

Explanation or Interpretation of Documents: Questions regarding the solicitation shall be submitted via email to the Procurement Agent no later than:

5/19/2023 by 4:00 PM

Proposal Submission Due Date. Proposals shall be submitted via email to the Procurement Agent no later than:

6/2/2023 by 4:00 PM

Anticipated award date of subcontract is: 6/7/2023

UNDER NO CIRCUMSTANCES SHOULD OFFERORS DIRECTLY CONTACT ANYONE OTHER THAN THE

PROCUREMENT AGENT OR HIS/HER DESIGNEE REGARDING THIS SOLICITATION.

Please review all attachments to this RFP and follow the proposal instructions before you submit your offer.

Sincerely, Andrew Saxton Contract Manager https://www.ameslab.gov/about-ames-laboratory

RFP No. SC-23-571

Please review all attachments to this solicitation and follow the proposal instructions before you submit your offer.

A. GENERAL INFORMATION

1. Educational Discounts.

Iowa State University (ISU) manages and operates Ames Laboratory for the Department of Energy (DOE) as a prime contractor under DOE Contract# DE-AC02- 07CH11358 (Prime Contract). Ames Laboratory is not a separate legal entity from ISU. ISU manages and operates Ames Laboratory as a single, integrated, autonomous entity. The relationship between ISU and the Laboratory is not a contractor – affiliated source relationship. Therefore, offerors are advised that Ames Laboratory is eligible to receive educational discounted pricing.

2. Authorization to utilize Government Sources.

Offerors are advised that Ames Laboratory is authorized by the Government (Department of Energy) to purchase from GSA, and NASA SEWP contract holders.

Therefore, offerors may propose discounted pricing off their contracts held with these agencies.

Additionally, the Laboratory may place orders against DOE Integrated Contractor Purchasing Team (ICPT) agreements and agreements awarded by the Supply Chain Management Center (SCMC). If your firm has an active ICPT Basic Ordering Agreement (BOA) or SCMS BOA for the supplies or services under this solicitation, please provide the Agreement No., and pricing information in your submission of offer.

3. Small Business Set-Aside

This solicitation is a 100% TOTAL SMALL BUSINESS SET-ASIDE. Offerors must be a small business to be considered for award.

a. Definition. (1) “Small Business Concern,” as used in this clause, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is submitting a proposal on Government contracts, and qualified as a small business under the size standards defined in this solicitation. (2) “Offer” includes “Proposal.”

b. General. (1) Offers are solicited only from small business concerns. Offers received from concerns that are not small business concerns shall be considered non-responsive and will be rejected. (2) Any award resulting from this solicitation will be made to a small business concern.

4. North American Industrial Classification System (NAICS) Code.

The NAICS code for this acquisition is 236210: Industrial building (except warehouses) construction, general contractors The small business size standard is $45 million.

The table of size standards can also be found online in the small business size regulations set forth in the Electronic Code of Federal Regulations. Offerors can also check whether your business is small using the size standards tool.

PLEASE NOTE: The small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

5. Type of Contract.

The Laboratory plans to award a Firm Fixed Price subcontract under this solicitation, and all proposals must be submitted on this basis.

6. Alternate Contract Type.

Alternate proposals based on other contract types will ☐ will not ☒ be considered.

7. Solicitation Provisions.

a. Acceptance of Terms and Conditions.

Offerors MUST agree to the Laboratory's terms and conditions, and intellectual property provisions or state any exceptions within your proposal response. No further objections to the Laboratory's terms and conditions, and intellectual provisions may be made after a proposal is submitted. Offerors understand and agree that by submitting a proposal, they are indicating acceptance of all Ames National Laboratory Terms and Conditions, as identified as attachments to this RFP, unless such a declaration is made in advance.

The Laboratory cautions Offerors that taking exceptions to any term or condition of this RFP (including submitting any alternate proposals that requires relaxation of a requirement) may make an offer unacceptable. The Laboratory reserves the sole discretion to consider exceptions to terms and conditions or to https://www.ecfr.gov/cgi-bin/text-idx?SID=b919ec8f32159d9edaaa36a7eaf6b695&mc=true&node=pt13.1.121&rgn=div5#se13.1.121_1201 https://www.sba.gov/size-standards reject any exceptions. All exceptions must be submitted with the Offeror’s proposal.

b. Construction Wage Rate Requirements (CWRR).

The minimum wages paid laborers and mechanics engaged in construction work within the scope of this request shall be in accordance with the Department of Labor (DOL) minimum wage determination (see the applicable Labor Standards clauses in the enclosed Appendix A). The appropriate determination will be attached to the proposal as Appendix C. It is incumbent upon the contractor to notice that one or more job categories is/are not listed on the Wage Determinations attachment provided in the RFP and notify the Laboratory. The Laboratory will request a conformance from the DOL for an approved wage in that category. It is not guaranteed that the wage will be determined before the proposal from offeror is due. The successful offeror will be required to submit weekly certified payrolls to the Laboratory.

c. Buy American Act.

The Buy American Act (41 U.S.C.10) generally requires that only domestic construction material be used in the performance of this subcontract (see the “Buy American Act – Construction Materials” clause in the enclosed Appendix A.

d. Representations and Certifications Supplemental.

ALL subcontractors that desire to be considered for a subcontract award valued at $10,000 or more are required to register their company in the Official U.S. Government System for Award Management (SAM) and complete annual representations and certifications electronically in SAM accessed through www.sam.gov. Additionally, offerors shall complete the attached Representations and Certifications Supplemental document under Appendix F and submit with proposal response to this RFP.

8. Offer Acceptance Period.

“Acceptance period,” as used in this provision, means the number of calendar days available to the Laboratory for awarding a subcontract from the date specified in this solicitation for receipt of offers.

The Laboratory requires a minimum acceptance period 45 calendar days from due date of RFP. An offer allowing less than the Laboratory’s minimum acceptance period may be rejected.

9. Availability of Funds.

http://www.sam.gov/

Funds are available up to the Laboratory’s approved budget amount. In the event offerors’ pricing exceeds the Laboratory’s funding limitation, this solicitation may be cancelled.

10. Proposal Preparation Cost.

This solicitation does not commit the Laboratory to pay any cost for the preparation and submission of a response to this RFP.

11. Firm’s Authorized Official.

The offeror’s proposal must be signed by an official authorized to bind your organization and must stipulate that it is predicated upon all the terms and conditions of this RFP. Offeror shall appoint and list a single point of contact for negotiations and Purchase Order administration once the agreement is awarded.

12. Discussions.

The Laboratory reserves the right to reject any and all proposals and to waive informalities and minor irregularities in proposals received and to accept any portion of a proposal if deemed in the best interest of the Laboratory. Award may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms.

13. Mandatory Pre-Proposal Conference.

e. A mandatory pre-proposal conference and site tour are scheduled for 5/12/2023 10 a.m. – 11:30 a.m., during which potential offerors may obtain a better understanding of the work required. The conference provides an opportunity to discuss and clarify this RFP. However, nothing said or represented in the meeting shall be deemed to modify RFP requirements unless followed by a written amendment to this RFP.

f. Offerors are encouraged to submit all questions in writing at least 5 days before the conference. Questions will be considered at any time prior to or during the conference. Subsequent to the conference, the Laboratory will distribute to all conference participants and all other prospective offerors a record of the conference containing an abstract of the questions and answers, and a list of attendees. If warranted, an amendment will be issued to reflect changes to the solicitation.

g. Offerors are cautioned that, notwithstanding any remarks or clarifications given at the conference or in the post-conference abstract, all terms and conditions of the solicitation remain unchanged unless changed by amendment.

14. Preparation of Proposals.

h. Offerors are expected to examine the drawings, specifications, and all provisions and instructions. Failure to do so will be at the offeror’s risk.

i. Each offeror must furnish the information required by the solicitation. The offeror must sign the proposal and print or type its name on the proposal and each continuation sheet on which it makes an entry. Erasures or other changes must be initialed by the person signing the proposal.

j. Time, if stated as a number of days, will include Saturdays, Sundays, and federal holidays.

k. Appendix G – SF 1413 will be required to be completed and submitted within 14 days of an award notice, and is therefore not a required submission with your proposal at this time.

15. Bonds and Insurance.

l. If the subcontract exceeds $150,000, the successful offeror will be required to submit both payment and performance bonds for 100% of the subcontract price to the Procurement Agent within 10 calendar days after the effective date of the subcontract in a form and with sureties satisfactory to the Laboratory, prior to proceeding with work. (Reference Clause 80 – Bonds and Insurance, of Appendix A).

m. Prior to commencing work, the subcontractor shall take out and maintain at its own cost and expense, until the work is completed and accepted by the Laboratory, insurance levels satisfactory to the Laboratory. (Reference Clause 80

– Bonds and Insurance, of Appendix A).

16. Bid (Offer) Security.

A certified check, cashier's check, or an acceptable offeror's bond such as AIA Document 310, payable to the Ames National Laboratory in an amount not less than five percent (5%) of the largest possible total amount for the offer submitted, including the consideration of additive alternates, if any, must accompany each proposal. Such checks or bid bond will be returned to all except the three lowest offerors within 5 days after the receipt of offers, and the remaining checks or bid bonds will be returned promptly after the Laboratory and the accepted offeror have executed the subcontract, or, if no award has been made within 30 days after proposal receipt date, upon demand of the offeror of his/her bid. The successful offeror, upon his/her failure or refusal to execute and deliver the subcontract and bonds required within ten (10) calendar days after he/she has received notice of the acceptance of his/her offer, shall forfeit to the Ames National Laboratory, as liquidated damages for such failure or refusal, the security deposited with his/her offer.

17. Notice of Award.

A written notice of award or acceptance of an offer, emailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a subcontract without further action by either party. Before the offer’s specified expiration time, the Laboratory may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

18. Anticipated Period of Performance.

Work on site will commence as negotiated and after the notice to proceed has been issued. The work will be completed no later than 12/31/2023 unless an extension has been approved by the Ames Laboratory Purchasing Representative.

B. PROPOSAL INSTRUCTIONS

1. Proposal Package.

The information you provide in your Proposal Package will be the basis for the evaluation of your company. The following instructions will establish the acceptable minimum requirements for the format and contents of proposals. Special attention is directed to the requirements for technical and price proposals to be submitted in accordance with these instructions.

Unnecessarily elaborate brochures or other presentations beyond those enough to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Offeror's lack of cost consciousness.

Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor wanted.

2. Explanation to Prospective Offerors.

Any prospective Offeror desiring an explanation or interpretation of the solicitation, scope of work, etc., must request it via email to the Procurement Agent listed in section B.5 on or before the stated cut-off date for questions, to allow a reply to reach all prospective Offerors before the submission of their offers. Oral explanations or instructions given before the award of the purchase order will not be binding. Any information given to a prospective Offeror concerning this solicitation will be furnished promptly to all other prospective Offerors as an amendment to the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective Offerors.

3. Submission of Proposals.

a. OFFEROR(S) PROPOSAL PACKAGE MUST CONTAIN THE FOLLOWING

ITEMS TO BE CONSIDERED FOR EVALUATIONS FOR AWARD:

✔ 1. The solicitation number.

✔ 2. The time specified in the solicitation for receipt of offers.

✔ 3. The name, address, and telephone number of the offeror.

✔ 4. A description of the services being offered in sufficient detail to evaluate compliance with the requirements in the solicitation.

✔ 5. Line Itemized Price Schedule showing materials, labor and margin and any discount terms.

✔ 6. Offer (Bid) Security as stated in section A.16 of this RFP document.

✔ 7. An estimated project timeline schedule (Preferably in a Gantt Chart) ✔ 8. “Remit to” address, if different than mailing address.

✔ 9. A completed copy of the attached Representations and Certifications

Supplemental (Appendix F).

✔ 10. A copy of Offeror’s W-9.

✔ 11. A completed copy of Appendix D - Contractor Safety & Quality Assurance

Information Questionnaire ✔ 12. A copy of a current company Health and Safety Manual.

✔ 13. Acknowledgement of Solicitation Amendments (if any).

✔ 14. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information or reject the terms and conditions of the solicitation may be excluded from consideration.

✔ 15. A statement specifying that “Supplier Name [Offeror] agrees that Ames National Laboratory may accept this offer up to the specified days in the Offer Acceptance Period section of this RFP Document (or specify longer) calendar days from the date of submission of this offer”.

b. Offers and modifications thereof shall be submitted via email to the Procurement Agent identified in Section 7. below, in accordance with the proposal submission instructions in the solicitation.

4. Late Submissions, Modifications, Revisions, and Withdrawals of Offers.

a. Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Laboratory’s Procurement Agent designated in the solicitation by the time specified in the solicitation.

b. Late Offers.

1. Any offer, modification, revision, or withdrawal of an offer received by the

Procurement Agent designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made; the Procurement Agent determines that accepting the late offer would not unduly delay the acquisition; and-

i. If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Procurement Agent not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

ii. There is acceptable evidence to establish that it was received by the Procurement Agent designated for receipt of offers and was under the Laboratory’s control prior to the time set for receipt of offers; or

iii. If this solicitation is a request for proposals, it was the only proposal received.

2. However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Laboratory, will be considered at any time it is received and may be accepted.

c. Acceptable evidence to establish the time of receipt at the Laboratory includes documentary evidence of receipt maintained by the Laboratory, or oral testimony or statements of Laboratory personnel.

d. If an emergency or unanticipated event interrupts normal Laboratory processes so that offers cannot be received by the Procurement Agent designated for receipt of offers by the exact time specified in the solicitation, and urgent Laboratory requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Laboratory processes resume.

e. Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the withdrawal of the offer.

5. Ames Laboratory Procurement Agent:

All communications or questions related to this RFP shall be directed to:

Andrew Saxton, Contract Manager Email: saxton@ameslab.gov Phone: (515) 294-4191

UNDER NO CIRCUMSTANCES SHOULD OFFERORS DIRECTLY CONTACT ANYONE

OTHER THAN THE PROCUREMENT REPRESENTATIVE OR HIS/HER DESGINEE

REGARDING THIS RFP.

C. PROPOSAL PACKAGE

1. Lowest Price, Technically Acceptable (LPTA).

(a) Basis for Award.

Award will be based on LPTA: selection of the technically acceptable proposal with the lowest evaluated price. The Laboratory will evaluate proposals for acceptability but will not rank proposals using the non-cost/price factors. Below are the ratings for LPTA:

Technical Acceptable / Unacceptable Rating Method Rating Description

Acceptable Quotation meets the requirements of this solicitation Unacceptable Quotation does not meet the requirements of this solicitation.

(b) The non-cost evaluation factors that establish the requirements of technical acceptability are as shown below:

Non-Cost Factors:

1. Schedule for Completion of Project

Ames National Laboratory will review the submitted project schedule period of performance to determine if the timeline is acceptable or unacceptable. The timeline is critical for this project due to DOE deliverables dependent on the research to be conducted using equipment that will be used in this remodeled area.

Starting this project and completion of the project without unforeseen delays is of utmost importance so the submitted schedule will be reviewed to determine acceptability in accordance with the projected project completion date noted in Div.

00 of the Appendix B - Specifications and Drawings, “Magnet Test Bed Remodel”, dated 5/5/2023

2. Safety Performance Requirements.

Offerors and their subcontractors shall have a record of good safety performance in order to be determined responsible and, therefore, eligible for contract award by the Laboratory. Appendix D - Contractor Safety & Quality Assurance Information Questionnaire and the submission of the Contractor’s current company health and safety manual will be the determining factor for this Non- Cost Factor being acceptable.

(c) Pre-Award Survey

The Laboratory may conduct a pre-award survey to confirm any information furnished by the low offeror. The Laboratory may also require other evidence such as, but not limited to, said offeror’s managerial, financial, technical, safety and other capabilities, the existence of which the Laboratory determines is necessary for the successful performance of the subcontract.

The apparent low offeror must affirmatively demonstrate its responsibility, and, if requested by the Laboratory, the responsibility of its proposed subcontractors.

Offerors shall submit a complete proposal package which includes all documents and responses listed in section B.3.

Submission of Proposals

SOLICITATION ATTACHMENTS

(c) Appendix A – Fixed Price Construction Terms and Conditions rev. 01-2020

(d) Appendix A1 – Special Clause – FAR 52.223-99 Ensuring Adequate COVID-19 Safety

Protocols for Federal Contractors (Oct 2021) (Deviation)

(e) Appendix A2 – Updates to Appendix A

(f) Appendix B – Specifications and Drawings, “Magnet Test Bed Remodel”, dated 5/5/2023

(g) Appendix C – Story County Wage Determination IA20230074 Mod. 3 Dated 03/17/2023.

(h) Appendix D - Contractor Safety & Quality Assurance Information Questionnaire

(i) Appendix E – Safety Requirements and Deliverables

(j) Appendix F – Representations and Certifications

(k) Appendix G – SF1413-13d