RFQ Letter.pdf

November 2023 AMS-Template-002 Rev. 3

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: 1/15/25

REQUEST FOR QUOTE NUMBER 458368CE

DESCRIPTION: Clear ULSD Fuel Grade # 2 Diesel

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, Freight Prepaid

Anticipated Period of Performance:

*BSA is requesting four (4) additional option years that are exercisable in one (1) year increments at the unilateral discretion of BSA.

The options, if exercised, will be executed by written Change Order at unit pricing agreed to at time of Award. If all option years are exercised, period of performance would end February 16, Questions Due Date: January 22, 2025

Send all questions to abenincas@bnl.gov and cc eleazerc@bnl.gov

Quote Due Date & Time: January 29, 2025 at 5:00 PM

Contract Type: Purchase Order Payment Terms: Net 30 Days

*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 Clear ULSD Fuel Grade #

2 Diesel as outlined in the Draft Purchase Order (Enclosure 1).

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 325193. The stated size standard is 1000. 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.

mailto:abenincas@bnl.gov http://www.sam.gov/

446916CE

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2.0 SCOPE OF WORK

The Offeror shall supply and deliver Clear ULSD Fuel Grade # 2 Diesel in strict accordance with the attached Draft Purchase Order (Enclosure 1).

The resultant Purchase Order 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 Purchase Order.

Prices charged to BSA shall be based on the Oil Price Daily OPIS Publication rate plus fixed rate add-ons.

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 purchase by making an offer.

2.1 QUALIFIERS

The offeror must respond to the following qualifiers:

1. Does the offeror have the facility and capability to meet the requested fuel purchases within two (2) business days?

2. Does the offeror have fuel reserves of the requested fuel types?

3. Does the offeror have a tank truck or tank trailer as part of your trucking fleet?

BNL does not have the capability of weighing these trucks for this type of fuel. Please see Section 2.02 in the SOW for additional information.

If so, please provide a description of your trucking fleet capabilities.

Failure to provide the above information may render your offer non-responsive.

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, including options, 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.

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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 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

https://www.aptac-us.org/

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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 purchase order/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.

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 (Enclosure 3).

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 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 Purchase Order, they will need to fill out AMS Form-003, 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.

Enclosures: 1. Draft Purchase Order

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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