RFQ Letter 443822.pdf

Procurement & Property Management Division

Building 1005S P.O. Box 5000

Upton, NY 11973-5000 Phone 631-344-4605 kkirkenda@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

June 13, 2024

REQUEST FOR QUOTE NUMBER 443822

DESCRIPTION: Forward Hadronic Calorimetry SiPMs

Issued By:

Brookhaven Science Associates, LLC

Brookhaven National Laboratory

P.O. Box 5000

Upton, NY 11973-5000

Buyer/Contracts Specialist:

Name: Kevin Kirkendall

Telephone No.: 631-344-4605

Email: kkirkenda@bnl.gov

Ship To Address:

Brookhaven National Laboratory

Receiving: Bldg. 98 Rochester Street

Upton, New York 11973-5000

Anticipated Freight Terms:

FOB Destination

Anticipated Period of Performance:

Delivery NLT November 01, 2026

BSA is requesting 1 additional option that is exercisable at the unilateral discretion of BSA.

The option, if exercised, will be executed by written Change Order at unit pricing agreed to at time of Award. If all options are exercised, period of performance would end 2028.

Questions Due Date: July 5, 2024 Quote Due Date & Time: July 15, 2024

Contract Type: Firm-Fixed Price (FFP) Payment Terms: TBD

*Brookhaven is a tax-exempt entity.

1.0 INTRODUCTION

Brookhaven Science Associates, LLC (herein known as “BSA”), operator of

Brookhaven National Laboratory (BNL) under a Prime Contract (DE-SC0012704) with the U.S. Department of Energy (DOE) herewith solicits your quote for 443822 as outlined in the Draft Contract (Enclosure 1).

NAICS: The North American Industry Classification System (NAICS) Code for this

RFQ is 334413. The stated size standard is 1,250. The stated size shall be the sole determining factor as to classification (small or large business) of an Offeror. It is the responsibility of the Offeror to affirm its Representations and Certifications and size status are accurate and up to date in System for Award Management (SAM)

(www.SAM.gov).

http://www.sam.gov/

Draft RFQ Letter 44382243822

2.0 SCOPE OF WORK

The Offeror shall furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Contract (Enclosure 1).

The parts or model numbers are listed for reference purposes only. Any alternate products being offered shall have equivalent, or greater, performance parameters to those specified. Suppliers that are offering alternate products shall list the manufacturer, model, and part numbers for the product. When quoting an alternate product, please provide sufficient documentation to permit thorough evaluation of the equivalency of your offer to the product specified. BSA reserves the right to determine equivalency.

CAUTION TO OFFERORS: BSA is not responsible for locating or securing any information that is not furnished with the offer. Accordingly, the Offeror must furnish as part of the offer all descriptive material (such as cuts, illustrations, drawings, or other information) necessary for BSA to (i) determine whether the product offered meets the salient characteristics requirements of the solicitation, and (ii) establish exactly what the BSA would be binding itself to purchase by making an offer.

2.1 QUALIFIERS:

A. Compliance with the requirements and specifications

The Offeror shall provide detailed specification sheets of proposed items that reflect all referenced BNL Drawings, Specifications, and SOW have been reviewed and understood. The Offeror shall verify all requirements and specifications will be achieved as directed in the SOW.

If there are exceptions the offeror shall list each exception separately identifying the document number, relevant section, and a recommended solution. BNL will review any exceptions noted and confirm if acceptable. The listing of exceptions does not indicate acceptance by BNL.

B. Delivery schedule

Offer shall confirm that the BNL requested delivery date of 24 months after a

BNL/Contractor signed contract will be met, including shop drawings and testing phases. If an earlier date is possible, Offer shall provide said date.

If this date cannot be met, Offeror will detail earliest delivery date possible.

C. Relevant experience and past performance

The Offeror shall provide the following information as it relates to their previous experience manufacturing, assembly, and testing similar secondary unit substations at a production rate to meet delivery requirements.

• Number of years in business.

• Provide a minimum of three (3) customer references that include the contact person’s full name, title and email address, the organization’s name, business address, and business phone number.

• A list of all key personnel who will be assigned to the project including their name and job title.

D. Manufacturing Capabilities

Describe all relevant, present production facilities and capabilities where manufacturing will take place.

The Offeror shall identify any major subcontracted activities/components related to the performance of the work. The Offeror shall also provide the type of service and/or component(s) to be performed/acquired by/from the subcontractor, the subcontractor’s name, and location of the subcontractor’s facility where the service will be performed or from where the goods will be acquired.

E. Quality Assurance (QA)

The Offeror shall verify compliance with the QA requirements as described in the BNL SOW and BNL-QA-101. Any exceptions shall be noted.

3.0 BASIS OF AWARD

BSA will make award to the responsive and responsible offeror who submits the lowest total price and who meets all of BSA’s technical requirements, as stated herein. Total price will be evaluated to determine lowest price.

The resultant award shall be subject to the terms and conditions of Enclosure 1.

An offeror that takes exceptions to BSA terms & conditions or fails to provide all requirements of this RFQ may be deemed non-responsive and may not be considered for Award.

4.0 FORMS OF QUOTATION AND MANNER OF SUBMISSION

A complete quotation, including the signed Quotation Pricing Sheet (Enclosure 3), must be received by BSA no later than the due date and time listed on page 1 of this

RFQ. Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late. Such responses will only be considered for award if it is in BSA’s best interest to do so.

BSA will only accept email submissions of formal quotations.

• Email submissions must include the signed Quotation Pricing Sheet (Enclosure

3). Emails will be sent to Buyer/Contract Specialist listed on page 1 of this

RFQ with the BSA RFQ Number in the Subject Line.

All questions must be submitted via email. Replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other offerors.

5.0 PRICING AND SUPPORTING DOCUMENTATION

5.1 Pricing Quotation and Supporting Documentation.

The offeror shall complete and return the Quotation Pricing Sheet (Enclosure

3) attached to this document. Prices shall be all inclusive and quoted in U.S.

dollars, FOB, Brookhaven National Laboratory, Upton, Long Island, New York

(freight included) including any Import Duties, customs, and associated costs, if applicable.

5.2 System for Award Management (SAM):

In order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U. S. Government supplier database entitled System for Award Management (SAM) with their Unique

Entity ID number (UEI#). Registration can be performed online at www.sam.gov. If not already registered, please register as soon as possible since failure to do so may preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration.

When registering, you are strongly urged to copy and paste www.sam.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. You may obtain assistance in completing your registration by contacting the Federal Help

Desk at 866-606-8220 or by contacting your local Procurement Technical

Assistance Center (PTAC), which can be found at https://www.aptac-us.org.

The Offeror shall complete and return the following forms:

1. AMS Form 050 Annual Representations & Certifications (Enclosure 2) is required only if not currently registered in sam.gov.

6.0 PLACE OF MANUFACTURE

This requirement is subject to FAR Part 25, Buy American Act. Please provide the place of manufacture on your quotation pricing sheet.

7.0 SMALL BUSINESS SUBCONTRACTING PLAN

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $750,000 must submit a Small

Business Subcontracting Plan for BSA’s approval prior to contract award. Reference shall be made to FAR 52.219-9 before completing this subcontracting plan. Firms certifying that they are small or foreign businesses need not complete the plan.

The following BSA small business goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

http://www.sam.gov/ http://www.sam.gov/ https://www.aptac-us.org/

Small Business ................................................................................. 49%

Small Disadvantaged Business .......................................................... 5%

Women-Owned Business ................................................................... 5%

Hub Zone ............................................................................................ 2%

Veteran-Owned Business ................................................................... 3%

Service-Disabled Veteran-Owned Business ........................................3%

8.0 Other Required Forms and Documents:

The successful offeror will be required to complete the following forms (if applicable):

• Vendor ACH Authorization Form, Enclosure 4.

• W-9 Form, Enclosure 5.

• W-8 Form, Enclosure 6, will need to be completed in lieu of the W-9

Form if Vendor is foreign.

Enclosures: 1. Draft Contract

2. AMS Form 050 Reps and Certs

3. AMS Form 043 Quotation Pricing Sheet

4. Vendor ACH Authorization Form

5. W-9 Form (Domestic vendors)

6. W-8 Form (Foreign vendors)