RFQ Letter - 453288ce.docx

453288CE

Procurement & Property Management Division

Building 902 P.O. Box 5000 Upton, NY 11973-5000 Phone 631-344-7745 eleazerc@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

DATE: 12/6/2024

REQUEST FOR QUOTE NUMBER 453288CE

DESCRIPTION: Supply, delivery and pickup of Liquid Helium for the Relativistic Heavy Ion Collider (RHIC) FY25 Experimental Campaign

Issued By:

Brookhaven Science Associates, LLC Brookhaven National Laboratory P.O. Box 5000 Upton, NY 11973-5000 Buyer:

Name: Cheryl Eleazer Telephone No.: 631-344-7745 Email: eleazerc@bnl.gov

Ship To Address:

Brookhaven National Laboratory Receiving: Bldg. 98 Rochester Street Upton, New York 11973-5000

Anticipated Freight Terms:

FOB Destination, Vendor Truck

Anticipated Period of Performance:

March 3, 2025 through 3/4/2026

5:00 PM

*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 the supply, delivery and pick-up of Liquid Helium for RHIC FY25 Experimental Campaign as outlined in strict accordance with Attachment A – SOW 35015140 SOW-01, Rev. 8, dated October 11, 2019 as outlined in the Draft Contract (Enclosure 1).

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 325120. The stated size standard is 1200. 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).

This procurement

· is being solicited for full and open competition.

2.0 SCOPE OF WORK

The Offeror shall supply, deliver and pick-up Liquid Helium in strict accordance with with Attachment A – SOW 35015140 SOW-01, Rev. 8, dated October 11, 2019 as outlined in the Draft Contract (Enclosure 1).

The resultant Contract is not a mandatory source of supply for BSA. BSA neither implies nor guarantees a specific quantity level or dollar amount of purchases resulting from this Contract.

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 the Company to (i) determine whether the product offered meets the salient characteristics requirements of the solicitation, and (ii) establish exactly what the Company would be binding itself to maxim by making an offer.

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.

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 the Buyer listed on page 1 of this RFQ with the BSA RFQ Number 453288CE 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

*Foreign vendors are not required to be registered in SAM but must fill out the AMS-Form-050 (Enclosure 2).

5.3 Representations and Certifications

AMS-Form-050 (Enclosure 2) is only required for vendors that are not currently active and registered in SAM.gov. A current copy (less than 12 months prior to the date of solicitation) of Supplier Specific Representations & Certifications AMS-Form-050 (Enclosure 2) must be on file with BSA’s Procurement and Property Management Division before a Contract can be placed. The attached AMS-Form-050 (Enclosure 2) has been included for informational purposes. At the time of award, the successful offeror will be asked to complete AMS-Form-050 (Enclosure 2) if it is not already on file.

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.

Small Business ................................................................................. 50% Small Disadvantaged Business .......................................................... 5% Women-Owned Business ................................................................... 5% Hub Zone ............................................................................................ 3% Veteran-Owned Business ................................................................... 3% Service-Disabled Veteran-Owned Business ........................................3% Note: If the offeror can certify that the there are no subcontracting opportunities in the work to be performed under this contract, they will need to fill out AMS Form-001, entitled “Certification of No Subcontracting Opportunities”, instead of the Small Business Subcontracting Plan.

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.

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)

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