Instructions for Proposal Preparation_RV2.pdf

RFP 24-085

Instructions for Proposal Preparation

INSTRUCTIONS FOR PROPOSAL PREPARATION

1. DESCRIPTION OF PROCUREMENT

Princeton Plasma Physics Laboratory (PPPL) is soliciting proposals from qualified Professional Firms to provide Audit Services in support of the PPPL Procurement Division to perform a broad range of Contract Audit Services including but not limited to Pre-Award, Forward Pricing, and Incurred Cost audits of PPPL flexibly priced subcontracts. A Basic Ordering Agreement (BOA) will be awarded to qualified and dependable firm(s) to provide Contract Audit Services for the performance of the requirements described in PPPL Statement of Work (SOW) “Audit Services:

Pre-Award, Interim, Forward Pricing and Closeout” Risk Categorization: Exempt: Dated October 22,2024.

Recognizing PPPL’s vision, mission and core values, each offeror’s proposal should include the approach, and methods necessary to completely execute aspects of the requirements within the Statement of Work (SOW) as detailed in Section I.

2. ABOUT PRINCETON PLASMA PHYSICS LABORATORY (PPPL)

Princeton University manages and operates PPPL under contract with the U.S. Department of Energy (Contract No. DE-AC02-09CH11466). Based on its dual status as an accredited institution of higher learning in the State of New Jersey and a U.S. Department of Energy Prime Contractor, PPPL may qualify for academic and/or federal government prices/discounts. Offerors shall specifically identify any discount arrangements offered with their proposals.

3. PRE-PROPOSAL CONFERENCE

None required.

4. SUBMISSION OF QUESTIONS

Prospective Offerors shall direct all questions concerning this RFP via email to the Procurement Specialist, Cheryl Colan, who can be reached at cccolan@pppl.gov. All questions should be submitted sufficiently in advance of the proposal closing date to allow for review and response by PPPL prior to the closing date. Oral explanations or instructions provided by PPPL will not be binding. Any substantive information will be furnished to all prospective Offerors via a written Amendment to the RFP if determined to be necessary to Offerors in submitting their proposals or if the lack of such information would be prejudicial to uninformed Offerors.

The deadline for submission of questions is 4:30PM,EST, Wednesday, November 6,2024.

5. SMALL BUSINESS CONSIDERATION

Because of the nature of the services required, this RFP is not being set aside for small business concerns; however, qualified small businesses are encouraged to submit proposals. “Small business concern”, as used in this clause, means a concern, including its affiliates, which is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business by the Small Business Administration based on the following:

North American Industry Classification System (NAICS) Code 541211 – Offices of Certified Public Accountants Small Business Size Standard mailto:cccolan@pppl.gov ccolan Highlight ccolan Comment on Text Amendment 1

$26.5 Million in Annual Receipts*

*For this NAICS code, a firm submitting an offer in response to this RFP in its own name will be considered small if its average annual receipts for its three most recent completed fiscal years do not exceed the amount shown above.

PPPL reserves the right to make any award it deems necessary to satisfy the small, disadvantaged, women-owned, service-disabled veteran-owned and Hub zone small business subcontracting goals and objectives set forth in the prime contract.

6. ORAL PRESENTATION

PPPL may at its discretion require select Offerors to make oral presentations of their proposals onsite at Princeton University Offices. Offeror participants should include at least one person, but no more than five (5) persons who are knowledgeable of the RFP and the response submitted by the Offeror’s organization and who are qualified to answer questions related to the proposal.

The purpose of the oral presentation, if conducted, will be to:

1) Provide a summary of the respective Offeror’s proposal for the benefit of PPPL; and

2) Permit PPPL staff and Princeton University’s Office of Audit and Compliance (OAC) to ask questions pertaining to the Offeror’s proposal.

Offeror will be provided no more than 1 to 1.5 hours each for their oral presentation, to be inclusive of a summary of the proposal contents and a question and answer session. Attendance at the oral presentation should include all persons on the engagement team including the Engagement Manager and/or Director.

7. SAMPLE BASIC ORDERING AGREEMENT

It is PPPL's plan to enter into a Basic Ordering Agreement for this effort. Any Basic Ordering Agreement(s) awarded will be issued as an agreement between the Awardee(s) and the Trustees of Princeton University under Princeton’s Prime Contract No. DE-AC02-09CH11466 with the U.S.

Department of Energy (DOE).

The Basic Ordering Agreement(s) awarded will be substantially the same as the Sample Basic Ordering Agreement set forth in Section II. It is PPPL's intention to incorporate the terms and conditions set forth in the Sample Basic Ordering Agreement in any BOA awarded as a result of this RFP.

PPPL reserves the right to make multiple awards and reserves the right to bid out Job Orders amongst the awardees

8. FORMAT AND CONTENT OF PROPOSALS

Prospective Offerors are expected to thoroughly examine all sections of this RFP (including the Sample Basic Ordering Agreement) and to comply with all instructions for preparation and submittal of proposals in response to this RFP. Written proposals must set forth full, accurate, and complete information as required by, or referenced in this RFP. The proposal must be sufficiently detailed to demonstrate complete compliance with PPPL's requirements.

In addition, Offerors may be required to supplement their written proposals with oral presentations of their proposal to the PPPL evaluation team if requested by PPPL. In case of a conflict, a written submittal overrules an oral statement. Any oral statements or oral promises will be reduced to writing and submitted by the Offeror. The information provided in the written proposal and any oral presentation will be the basis for determining an Offeror's capability to perform the work described in this RFP.

Offerors shall prepare and submit the following documents which will comprise a complete proposal in response to this RFP. Failure to provide a proposal in the form and with content prescribed by this RFP may result in the proposal being determined to be non-responsive and eliminated from consideration

PART I - FINANCIAL AND ADMINISTRATIVE INFORMATION (EVALUATION FACTOR) *

1. Offeror Information and Pricing Form. Offerors shall complete and submit the Offeror Information and Pricing Form included in Section V of the RFP and shall include pricing information as described on the form for review by PPPL.

2. Acceptance of the Sample Basic Ordering Agreement Terms and Conditions. Offerors shall initial the affirmative statement on the Offeror Information and Pricing Form noting their review and acceptance of the terms and conditions set forth in the Sample BOA (RFP Section II). If changes, additions, or deletions to the provisions or Articles included in the Sample BOA are desired, Offerors shall provide a separate list of their exceptions or proposed revisions along with reasons for taking exception or requesting revisions. Proposals may be considered to be non-responsive and eliminated from consideration based on the nature and extent of exceptions taken.

3. PPPL Representations and Certifications. Offerors shall complete and sign the PPPL Representations and Certifications Booklet included in Section V of the RFP.

4. PPPL Organizational Conflicts of Interest (OCI) Certification. Offerors shall complete and sign the PPPL Organization Conflicts of Interest (OCI) Certification Form included in Section V of the RFP.

5. Independence, Subcontractor Personnel Credentials. Offerors shall provide a Statement of Independence, Subcontractor Personnel Credentials, Audit Reports and Work Papers per the requirements listed under the Statement of Work, Section 13.

PART II – MINIMUM QUALIFICATIONS

1. Subcontractor shall have qualified and experienced professional personnel as identified in the

Statement of Work Section 7.0 and continuing professional education requirements prescribed by Generally Accepted Government Auditing Standards (GAGAS) and the IPPF.

2. Experience working with government contractors, energy companies and National Laboratories is a plus.

PART III- OFFEROR PROPOSAL CONTENTS (EVALUATION FACTORS)

Note: items * are mandatory requirements to be submitted within the proposal

Proposals must be submitted in the order noted below:

A. Letter of Submittal* B. Brief Description of Company * C. Past Experience* ccolan Cross-Out Amendment 3

D. Evidence of Minimum Qualifications* E. Proposed Methodology* F. Offeror’s Team* G. Financial and Administrative Information* (identified in Part I)

Proposals must provide information in the order as presented in this document with the same headings. This will not only be helpful to evaluators of the proposal but should assist the Offeror preparing a thorough response.

A. LETTER OF SUBMITTAL *

The Letter of Submittal and the attached Offeror Information and Pricing Form, Representations and Certifications, and Organizational Conflicts of Interest Certification Form must be signed and dated by person authorized to legally bind the Offeror to a contractual relationship.

B. BRIEF DESCRIPTION OF COMPANY*

Offerors shall submit a brief description of their history and organization and a description of their facilities, products, services, and customers (of similar size, scale and sophistication of PPPL). A preprinted company brochure may be used. The company shall provide a copy of their latest annual report and DUNS number.

C. PAST EXPERIENCE*

Offerors shall provide a complete list of all customers during the past five (5) years for whom they have performed work of a similar nature and scope to that described in this RFP. The list (minimum of 7) shall identify the name of the company/customer for whom work was performed, a brief description of the work scope, start and end dates for the engagement and the approximate dollar value of the engagement.

D. EVIDENCE OF MINIMUM QUALIFICATIONS*

Subcontractor shall provide documentation of qualified and experienced professional personnel as identified in the Statement of Work Section 7.0 and continuing professional education requirements prescribed by Generally Accepted Government Auditing Standards (GAGAS) and the IPPF.

E. PROPOSED METHODOLOGY *

The Proposed Methodology must contain a comprehensive and detailed description of the Offeror’s proposed approach and completing the work described in the Statement of Work “Audit Services:

Pre-Award, Interim, Forward Pricing and Closeout” Risk Categorization: Exempt: Dated October 10, 2019.

1. Describe the processes and procedures on your firms’ capabilities to be able to meet the requirements upon receipt of a request. This section should convey a clear understanding of the objectives and scope of work.

i. Review and provide feedback within five (5) business days of receipt.

ii. May be required to provide resumes upon request.

iii. Provide organization plan with the personnel, roles and responsibilities, and the number of hours of effort proposed by job title.

iv. Proposal should also include the basis for other proposed charges, in sufficient detail in order for determining if the proposed charges are “fair and reasonable.”

2. Offerors shall reference and include copies of any supporting flow charts, documentation or other information necessary to establish that the proposed methods and approach conform to PPPL’s stated requirements. The proposal shall highlight necessary interfaces with PPPL personnel, and any other resources expected to be provided by PPPL to accomplish the various tasks. The proposal shall also separately identify any work that the Offeror plans to subcontract to another firm and how that work and/or those employees will be managed by the Offeror.

3. Offeror shall provide details on producing audit reports, with findings and recommendations, as per the Statement of Work, Section 5.0 Requirements

F. OFFEROR’S TEAM*

A description of the Subcontractor team that will be assigned to work on this project including names, job titles and assigned areas of expertise. Resumes shall be provided for each individual that the Offeror proposes to work on the project including details of training received in the past two years. A single individual who will be the Offeror’s primary point of contact and have responsibility for the project shall be identified in the proposal as the Engagement Manager.

9. CLOSING DATE AND SUBMISSION OF PROPOSALS

THE DEADLINE FOR RECEIPT OF PROPOSALS BY THE PROCUREMENT SPECIALIST AT

PPPL IS 4:30 PM EST, Tuesday, November 19,2024.

It is required that filenames for the electronic proposal include the name of the Offeror, the solicitation number, and the file name.

Example: ABCCompany_RFP_25_004_Form.pdf.

Offerors’ Financial and Administrative Information (Part I) shall be separated from the Minimum Qualifications (Part II), and Offeror’s Proposal Content (Part III), and clearly identified and labeled accordingly. No pricing information shall be included in Parts II and III.

VIA EMAIL:

Subject Line: ABCCompany_RFP_25-004_Form.pdf.

Attn: Cheryl Colan email ccolan@pppl.gov

10. PROPOSAL PREPARATION COSTS

This Request for Proposal (RFP) is not intended and shall not be construed to commit Princeton University to pay any costs incurred in connection with the preparation of any proposal or to procure any items or services.

11. PROPOSAL VALIDITY PERIOD

Proposals are to be firm for a period of 120 days from the closing date specified in this RFP.

12. COST AND PRICING DATA

Offerors are advised that they must be prepared to furnish detailed cost or pricing data to support their proposed price in the event that PPPL deems such information necessary.

13. SALES TAX EXEMPTION

Princeton University is exempt from New Jersey Sales Tax (Exemption Certificate No.

E-210-634-501). A copy of PPPL’s sales tax exemption form will be provided upon request.

14. MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the Offeror by written notice if the Procurement Specialist receives such notice prior to the RFP closing date.

15. PRE-AWARD CONFERENCE

PPPL may require the apparent successful Offeror(s) to attend a Pre-Award Conference to review the work requirements to ensure a mutual understanding of the requirements. The Offeror may also be required to show evidence of its ability to perform under the terms of the proposed subcontract.

mailto:ccolan@pppl.gov

16. RESTRICTIONS ON DISCLOSURE OF DATA IN PROPOSALS

Offerors who include data in their proposals that they do not want disclosed to the public for any purpose, or used by the Government or Princeton except for evaluation purposes, shall:

● Mark their proposals title page with the following legend:

This proposal or quotation includes data that shall not be disclosed outside the Government and Princeton and shall not be duplicated, used, or disclosed –in whole or in part—for any purpose other than to evaluate this PROPOSAL or quotation. If, however, a BOA or subcontract is awarded to this offeror as a result of—or in connection with –the submission of this date, the Government and Princeton shall have the right to duplicate, use, or disclose the date to the extent provided in resulting BOA or subcontract. This restriction does not limit the Government’s and Princeton’s right to use information contained in this data if it is obtained from another source without restriction.

The data subject to this are contained in sheets (insert number or the identification or affected sheets).

● Mark each sheet of data it wishes to restrict with the following legend:

Use or disclosure of data contained on this sheet is subject to restriction on the title page of this Offer or quotation.

● Furnish details, if their offer is based upon or includes any amount of patent license or royalty fees to be paid to others.

17. LATE PROPOSALS

Any proposal, including notifications of withdrawal or modification, received by the Procurement Specialist after the closing date specified for this RFP shall be considered to be late. Except as otherwise specifically provided for in this RFP, PPPL may consider in its sole discretion for award such late proposals if it is in the best interest of PPPL.

18. OTHER POST AWARD INFORMATION

Insurance. Insurance Certificates, evidencing compliance with General Provisions Clause T4 set forth in the Sample Basic Ordering Agreement in RFP Section II, must be submitted to the Procurement Specialist for review and approval within ten (10) consecutive calendar days after subcontract award and prior to commencement of on-site work.

19. CANCELLATION

PPPL reserves the right in its sole discretion to cancel this procurement at any time without making an award and without providing a reason.

20. SUPPLIER REGISTRATION

All Offerors are required to register in the Princeton Supplier Portal (https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Princeton) in order to be considered for award. Offerors shall provide confirmation of registration into the Princeton Supplier Portal on the Offeror Information and Pricing Form.

https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Princeton https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Princeton