RFP_SLAC_363507(NR)_CoverLtr.pdf

SLAC NATIONAL ACCELERATOR LABORATORY • 2575 SAND HILL ROAD • MENLO PARK • CALIFORNIA • 94025 • USA Operated by Stanford University for the U.S. Department of Energy

SUPPLY CHAIN MANAGEMENT

Nathan Ripaldi

SCM Operations Manager

SLAC

ripaldi1@slac.stanford.edu

June 1, 2026

TO ALL OFFERORS

Subject: Request for Proposal (RFP) SLAC_ 363507(NR)

Description: Procurement of Hydrogen-Filled High-Energy Thyratrons

Dear Prospective Offerors, You are invited to submit a firm fixed price proposal in accordance with Line Items in Section B of this RFP and the proposal preparation requirements and other applicable provided documents.

Your proposal must be received no later than Friday, June 19, 2026, 5:00 PM Pacific, and be valid for 90 days after submission. Submissions can be provided by electronic files in PDF or any digital format.

Offeror’s submission of signed proposal without exception is confirmation that the Offeror agrees to all Terms and Conditions in this RFP. Payment Terms are Net 30, if not indicated otherwise.

COST/PRICE REASONABLENESS AND REALISM. Unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from consideration either on the basis that the Offeror does not understand the requirements, or has made an unrealistic offer. Offers should be sufficiently detailed to demonstrate their reasonableness. If estimated costs to perform the proposed effort have been decreased due to efficiencies or a management decision, the Offeror shall provide complete rationale and a summary of the reduction by cost element. The burden of proof for credibility of proposed costs/prices rests with the Offeror.

Marking of Proprietary/Confidential Information. Offerors shall properly mark and identify with a restrictive legend or markings on pages of the proposal that contain Proprietary/confidential information.

mailto:ripaldi1@slac.stanford.edu

This Procurement for the LCLS Operations 70 Hydrogen Filled Thyratrons shall be performed in accordance with the requirements documents set forth below:

1. Section C – Specifications/SOW documents and all referenced applicable documents therein which are specified and attached and to this Section.

2. Section D- Delivery, Shipping and Packing

3. Section E- Inspections Acceptance

4. Section F- Deliveries Performance

5. Section G - SLAC General Terms & Conditions and all referenced applicable documents therein which are specified and attached to this Section.

6. Section H - Special Terms and Conditions

Additional SLAC Supplier registration information can be found at:

https://suppliers.slac.stanford.edu/become-slac-supplier

Please make certain your business proposal includes the following completed documents as required in this Section L – “Instructions to Offerors (ITO)” noted below:

1. Section A – Subcontract Award Form - filled out and signed by an authorized representative of your company, including issued Amendments, if applicable

2. Section B – Supplies & Services – filled out and provide a breakdown of the cost proposal

3. Section J – List of Attachments

a. Attachment 01 – Tax Resale and Exempt Certificate – provided for information purposes only.

a. Attachment 02 – Small Business Subcontracting Plan to be completed and returned with the proposal when the subcontract is expected to exceed $900,000 ($2 million for construction). Applies to the US Large Business vendor only.

4. Section K – Representations & Certifications

a. Attachment 01 - Domestic entities: Representations and Certifications

Supplement August 2022– filled out and signed by an authorized representative of your company OR

b. Attachment 02 - Foreign entities: International Representations and Certifications Supplement May 2023 - filled out and signed

c. Attachment 03 - Buy American Act Certification filled out and signed by an authorized representative of your company

5. Section L- Attachment 1 “Offeror’s Request for Clarifications.” Complete and e-mail this form to the Sr. Subcontract Administrator, for any questions and clarifications regarding this proposal prior to the submission deadline of June 12, 2026.

6. Section L- Attachment 2 - “Offeror’s Technical and Business Evaluation Checklist.”

Complete and return with proposal.

Also note that the following requirements apply to this procurement and any resultant Subcontract Order:

• E-Verify as required by FAR 52.222-54, “Employment Eligibility Verification (July 2012) applies to this procurement.

• Small Business Subcontracting Plan as required by the Prime Contract, FAR 52.219- 9, when the award is to a Large business subcontractor. It must have an acceptable small business subcontracting plan for an award, including options, expected to exceed $900,000 ($2 million for construction). The plan should meet the requirements contained in the referenced FAR clause. “Attachment J- Attachment 01, Small Business Subcontracting Model Template” is included in this RFP for information purposes and to be used as a guide or model in preparing the Subcontract plan. The successful offeror must submit a plan for approval by SLAC and shall be normally https://suppliers.slac.stanford.edu/become-slac-supplier received prior to award but must be received NLT 45 days after Contract award. The subcontracting plan shall be maintained at 100% of the subcontract value.

• For Offeror to be eligible for a subcontract award with SLAC, Offeror shall be registered with the System for Award Management (SAM), the Official U.S.

Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO fee to register for this site. Entities may register at no cost directly at the SAM website:

https://sam.gov/content/home

The Thyratrons shall be performed in accordance with the Section C requirements and all reference documents:

Terms and Conditions

SLAC National Accelerator Laboratory General Terms and Conditions for Fixed Price Commercial Supplies and Services dated August 2023

EXCEPTIONS TO SLAC’S STANDARD TERMS AND CONDITIONS, PROVISIONS, AND / OR

CLAUSES

Offeror must identify any exceptions to SLAC terms and conditions or exceptions to any other element of the requirements that are a part of this RFP, with their proposal. SLAC will not entertain any exceptions not identified in the proposal submission. Exceptions taken may be cause for rejection of a proposal. Inclusion of any assumptions, clarifications, exclusions or conditions may be cause for rejection of the proposal as non-responsive.

SLAC intends to award without discussions with respective Offerors. SLAC, however, reserves the right to conduct discussions if deemed in its best interest.

SLAC will not be liable for any expenses incurred in preparing any supplier’s response nor for any expense for materials or services not funded in this subcontract.

Proposals shall be signed by an authorized representative of the offeror and to be provided via e-mail to the Subcontract Administrator’s attention, Nathan Ripaldi at ripaldi1@slac.stanford.edu.

Technical, contractual, and administrative questions should be directed to the undersigned, in writing, at ripaldi1@slac.stanford.edu. The Subcontract Administrator is the SOLE point of contact. All exchanges of source selection information between SLAC and Offerors will be controlled by the Subcontract Administrator. Any communication to any other SLAC employee or contractor regarding this solicitation may be grounds for disqualification.

Your participation in SLAC's procurement process is appreciated.

Sincerely, SCM Operations Manager https://sam.gov/content/home mailto:ripaldi1@slac.stanford.edu mailto:ripaldi1@slac.stanford.edu