RFP 27-005JR Instructions for Proposal Preparation.pdf

RFP 27-005JR

Instructions for Proposal Preparation

INSTRUCTIONS FOR PROPOSAL PREPARATION

1. DESCRIPTION OF PROCUREMENT

Princeton Plasma Physics Laboratory (PPPL) desires to award one Firm Fixed-Price Subcontract to a contractor for the performance of the requirements described in PPPL Statement of Work for C-40 & C-41 RF Roof Replacement Project, Revision 1, dated August 28, 2026, and in accordance with Michael Graves RF Roof Replacement Specification dated September 26, 2026.

2. ABOUT PRINCETON PLASMA PHYSICS LABORATORY (PPPL)

Princeton University manages and operates PPPL under contract with the US 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 US 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

A Pre-Proposal Videoconference will be held at 1:30 PM (EST), Tuesday, November 17, 2026. The agenda includes an introduction, a briefing on the proposed procurement and a question- and-answer period. Attendance is not mandatory but recommended.

4. SUBMISSION OF QUESTIONS

Prospective Offerors shall direct all questions concerning this RFP, via email to the Procurement Specialist, Jimmy Russell, who can be reached at jrussell@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 Nov 24, 2026.

5. SAMPLE SUBCONTRACT AGREEMENT

It is PPPL's plan to enter into a Firm Fixed Price Subcontract Agreement for this effort.

Any Subcontract awarded will be issued as a subcontract between the Awardee and the Trustees of Princeton University under Princeton’s Prime Contract No. DE-AC02- 09CH11466 with the U.S. Department of Energy (DOE).

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

mailto:jrussell@pppl.gov.

6. FORMAT AND CONTENT OF PROPOSALS

Prospective Offerors are expected to thoroughly examine all sections of this RFP (including the Sample Subcontract) 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.

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, at PPPL’s sole discretion. Proposals should be structured as requested and bound appropriately. One (1) electronic copy (PDF) of the proposal shall be provided to the Procurement Specialist via email by the RFP closing time and date.

PART I - FINANCIAL AND ADMINISTRATIVE INFORMATION

A. 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 evaluation by PPPL. Offerors shall also 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 Subcontract Agreement (RFP Section II).

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

C. Princeton University Supplier Registration. Offerors shall provide confirmation of registration into the Princeton University Supplier Portal

D. E-Verify. Offerors who will be fabricating the transformer(s) in the United States shall provide a copy of the Offeror’s E-Verify profile page. A copy of PPPL’s E-Verify profile page is included in RFP Section V as an example.

PART II – OFFEROR CAPABILITY (EVALUATION FACTORS) INFORMATION

Offerors shall provide documentation that demonstrates capability in the following areas.

A. Project Management & Staffing

(a) The Offeror shall provide a description of methods the offeror uses in managing construction on similar projects, including lower-tier subcontractor coordination.

This should include organizational resources and experience in utilizing industry standard construction management software.

(b) A consolidated list to include the name, position title, description of project responsibilities, full time percentage, and resume for the following key personnel:

(i) Project Manager

(ii) Construction Superintendent

(iii) Certified Safety Professional

These roles may be combined as the offeror sees fit, as long as the proposed individuals are qualified to fill both positions. The Offeror shall demonstrate that it has the necessary structure and experienced, qualified personnel within its organization to effectively manage, control, administer, and execute construction operations, and subcontracts. The Offeror shall provide information and details on each of the Key Personnel’s experience, education, and certifications; information on at least two (2) successfully completed or current Relevant Projects, and current contact information for Owner or Owner’s Representative knowledgeable of and authorized and willing to disclose and discuss details of the proposed Key Personnel performing that role on that Relevant Project.

By identifying these personnel, the Offeror is making a commitment that, barring unforeseen circumstances, they are the personnel who will be assigned to the project. Key personnel submitted shall not be changed after award without the prior written approval of PPPL. In the event the selected Offeror decides to utilize personnel in the performance of the subcontract for which resumes were not submitted prior to award, the Offeror shall, prior to the utilization of these personnel, submit their resumes to PPPL for written approval. The qualifications of the substituted personnel must be equal to or superior than those whose resumes were submitted. PPPL may, at its sole discretion, reject proposed replacement personnel which would require the firm to submit another candidate.

B. Relevant Projects.

“Past performance” refers to the quality of recent project experience from the owner’s perspective. Offerors will be evaluated in terms of their relevant performance on construction projects of similar scope and/or complexity to the RF Roof Replacement Project Responsive Offerors shall list at least three (3) prior projects with references completed within the past ten (10) years that are of similar type, size, scope, and complexity to that described in the RFP.

PPPL will use specific project references submitted as part of its past performance evaluation. The PPPL SPEB chairperson will distribute the Contractor Past Performance Survey (Attachment #1) to the points of contact and distribute the completed forms to the SPEB board. PPPL reserves the right to contact other individuals acting for the listed reference if the listed reference is not available. As part of their submission, offerors shall include the following information about each project:

a) Project title

b) Contract amount at start and completion

c) Description of work and location (project type, scope, size, etc.)

d) Name, address, and telephone number of Owner or Owner’s Representative and

Architect of Record

e) A discussion of experienced delays and cost growth

f) Any significant aspects worth noting

Offerors shall submit at least three (3) prior projects with references completed within the past ten (10) years that are of similar type, size, scope and complexity to that described in the RFP.

As part of this submission, Offerors shall include the following information about each project:

a) Project title

b) Contract amount at start and completion

c) Description of work and location (project type, scope, size, etc.)

d) Name, address, and telephone number of Owner or Owner’s Representative and Architect of Record

e) A discussion of experienced delays and cost growth

f) Any significant aspects worth noting

C. Quality Assurance.

The offeror shall submit documentation to describe their quality control approach, corporate systems, and capabilities to maintain quality control of the construction.

Describe the proposed quality control organization, including the proposed staffing plan and proposed delegated authority. The Offeror’s corporate quality program description shall be submitted along with the completed PQA Supplier Quality Survey. PPPL is interested in demonstrable capabilities to assure and control quality and information regarding how the Offeror will implement its Quality Assurance Program on this project

D. Safety

(a) Offeror Safety and OSHA Compliance

(1) Three-year average EMR of 1.00 or less and a total recordable and DART case rate at or below 85% BLS TRC/DART Rate for heavy construction. These rates will be utilized as set forth in section 6.3.2 - Evaluation Criteria:

Lost time frequency rate (DART) Total Recordable Cases (TRC)

85% of 2.2 85% of 3.8

(a) Lost time frequency rate

(DART)

Year 1 Year 2 Year 3 ( ) ( )

(b) Recordable incident rate = ( ) ( ) ( )

Submit copy of OSHA Forms 300 and 300A for 2022 – 2024

Submit explanation and/or supplemental data for periods that are out of tolerance.

(2) Demonstrate that the Offeror’s 2024 – 2026 Insurance

Experience Modification Rating averages equal to or less than 1.0 over a three-year period.

Year 1 Year 2 Year 3

(a) Experience Modification Rating = ( ) ( ) ( )

Provide backup documentation from an independent source, such as the insurance carrier, to verify ratings.

(3) Joint ventures or teams shall submit the above information for each corporate entity in the joint venture or team.

(b) Offeror Safety Program The Offeror must submit their corporate ES&H Program (and discuss its application on the XQT-1 Transformer Replacement Project) and Part 1 of the Construction Environmental Safety and Health Plan (Div. 1 Spec Section 013100), that includes acknowledgement regarding Worker Safety 10 CFR 851. Identify current and past projects that were certified under the OSHA Voluntary Protection Program

The Offeror shall submit a Corporate ES&H Policy and OSHA Compliance Information

7. CLOSING DATE AND SUBMISSION OF PROPOSALS

THE DEADLINE FOR RECEIPT OF PROPOSALS BY THE PROCUREMENT SPECIALIST

AT PPPL IS 4 PM (EST), Thursday, December 10, 2026.

Offerors are required to submit so as to be received by the Procurement Specialist by the RFP closing date and time one (1) electronic copy of the proposal. The requirement for the submission of a physical copy of the proposal is waived if the electronic copy of the proposal submitted is electronically signed with a certificate-based digital signature by an authorized representative of the Offeror.

Example: XYZCompany_RFP_25-042R_Part_I.pdf.

Offerors’ Financial and Administrative Information (Part I) shall be separated from Technical Acceptability Information (Part II). N o pricing information shall be included in Part II.

Faxed proposals will not be accepted.

8. BID SECURITY, PERFORMANCE AND PAYMENT BONDS

Bid bond must be submitted with all proposals. Payment and Performance Bond will be required your proposal is accepted.

9. 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.

10. PROPOSAL VALIDITY PERIOD

Proposals are to be firm for a period of 100 calendar days from the closing date specified in this RFP.

11. 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.

12. SCHEDULE OF VALUES

A schedule of values shall be submitted as part of the cost proposal

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 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.

16. 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.

17. OTHER POST AWARD INFORMATION

Subcontract Agreement. The Subcontract Agreement to be awarded will be substantially in the same form as the Sample Subcontract set forth in RFP Section II.

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

18. 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.