RFQSSPR471370.pdf

Request for Proposal: RFQSSPR471370

RFP Description: SMA Robo Scan V2, Robotic Book Scanner – OR – Domestic Equivalent

Hello, Oak Ridge National Laboratory (ORNL) is inviting you to submit a Firm Fixed Price quotation for the items identified in Attachment C_Bill of Materials for RFQSSPR471370.

Solicitation Number: RFQSSPR471370 Questions Due By: 06/25/2026 at 2:00PM EST Offers Due By: 06/30/2026 at 2:00PM EST Offer Validity Period: 120 days NAICS Code: 334118 - Computer Terminal and Other Computer Peripheral

Equipment Manufacturing – 1000 Employees Subcontract Type Anticipated: Firm Fixed Price Small Business Set-Aside: No Description of Supplies/Services Sought: SMA Robo Scan V2, Robotic Book Scanner Anticipated Subcontract Period of Performance: To Be Determined ORNL Procurement Representative: Scott Scarbrough (scarbroughws@ornl.gov)

Summary of Work/Description of Items:

Please see Attachment C_Bill of Materials for RFQSSPR471370

Please provide the following documents in response to this proposal:

Quote: Please provide a firm fixed price quotation for the items found in: Attachment C_Bill of Materials for

RFQSSPR471370

Representations & Certifications: Provide a completed and signed copy of the following attached documents:

Representations and Certifications – Abbreviated – BSD-CS-2260 (03/2026)

Exceptions: Any exceptions taken to the terms and conditions listed below. You are requested to explain the reason(s) for the non-compliance and identify any alternate solutions to achieve compliance. Any exceptions that are taken to the provisions of this solicitation will be considered in evaluating the Offeror’s proposal and may result in your offer being deemed non-responsive. The absence of a proposal section entitled “Exceptions/Non-Compliance” or a statement indicating “no exceptions are taken” implies complete and unequivocal acceptance of all requirements, terms, and conditions.

The following Terms, Conditions, or Special Provisions shall apply to any subcontract/purchase order as a result of this solicitation:

Attachment No. Description Document Title (Date/Revision) Attachment A ORNL Terms and Conditions Terms and Conditions – Purchase Order Commercial

Products & Services Under the Simplified Acquisition Threshold – BSD-CS-2154 (01/13/2026)

Attachment B Prime Contract Flowdowns UT-Battelle Prime Supplemental Flowdown Document:

Additional Terms and Conditions for Subcontracts/Purchase Orders Under Prime Contract No. DE-AC05-00OR22725 (01/13/2026)

Attachment C Bill of Materials Attachment C_Bill of Materials for RFQSSPR471370 Attachment D Representations and Certifications-

Abbreviated Representations and Certifications – Abbreviated –

BSD-CS-2260 (03/2026)

Attachment E Commercial Computer Software Commercial Computer Software Attachment F Activity Hazard Analysis Form UT-Battelle Subcontractor Activity Hazard Analysis

(AHA) Form mailto:scarbroughws@ornl.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FTerms-Conditions-Purchase-Order-Commercial-Products-Services-BSD-CS-2154-01.13.2026.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211539694%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=IEgJzy67Xq0srpbPS1ZVWbHS3bwD1jsgi%2FV0yjKt8wg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FTerms-Conditions-Purchase-Order-Commercial-Products-Services-BSD-CS-2154-01.13.2026.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211539694%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=IEgJzy67Xq0srpbPS1ZVWbHS3bwD1jsgi%2FV0yjKt8wg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FTerms-Conditions-Purchase-Order-Commercial-Products-Services-BSD-CS-2154-01.13.2026.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211539694%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=IEgJzy67Xq0srpbPS1ZVWbHS3bwD1jsgi%2FV0yjKt8wg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FPrime-Flowdown-Clauses-BSD-CS-2258-01.13.2026-1.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211566235%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=v0hDkFT%2BHUpI4KQHZJk8ansUOdYuknHePk%2FICDOQWio%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FPrime-Flowdown-Clauses-BSD-CS-2258-01.13.2026-1.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211566235%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=v0hDkFT%2BHUpI4KQHZJk8ansUOdYuknHePk%2FICDOQWio%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FPrime-Flowdown-Clauses-BSD-CS-2258-01.13.2026-1.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211566235%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=v0hDkFT%2BHUpI4KQHZJk8ansUOdYuknHePk%2FICDOQWio%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcontracts.ornl.gov%2Fwp-content%2Fuploads%2F2026%2F01%2FPrime-Flowdown-Clauses-BSD-CS-2258-01.13.2026-1.pdf&data=05%7C02%7Cscarbroughws%40ornl.gov%7C815060865c9f4b5b5f8f08de8b6b8a41%7Cdb3dbd434c4b45449f8a0553f9f5f25e%7C1%7C0%7C639101491211566235%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=v0hDkFT%2BHUpI4KQHZJk8ansUOdYuknHePk%2FICDOQWio%3D&reserved=0

Special Provisions:

FAR 52.211-6 Brand Name or Equal shall apply

ORNL Activity Hazard Analysis (AHA) Blank Form (Rev 2 | 04-15-2025)

Seller Installation and Start Up

The Seller shall provide qualified personnel to perform and oversee or oversee all system installation and start-up activities necessary to ensure the system is fully functional upon completion. In addition, the Seller shall provide personnel to provide comprehensive training necessary to operate the system to its full capabilities as stated in the technical portion of the specification.

Software Quality Assurance

The following shall be provided by the supplier (within the performance period of the contract):

1. Supplier shall provide formal on-site, off-site, or on-line training for users, if requested.

2. Supplier shall provide a process to notify users of defects, new releases, or issues that impact the operation of the software.

Supplier shall also provide a process to allow users to report defects and request assistance in operating the software. Supplier shall provide feedback on problem resolution for reported defects.

3. Supplier shall label new releases and upgrades of the software to allow unique identification of changes by revision.

4. Supplier shall provide assurance of the software quality by allowing an external assessment of their SQA program or providing evidence of the software quality via (a) self-declaration that the software meets the intended quality, (b) third-party certification, or (c) acceptance based on key characteristics (e.g., large user base)

Nonconforming Items

The Company expects to receive equipment items, components, materials, and documentation that conform to all codes, standards, specifications, and procedures in the subcontract. The Seller may use its own-nonconformance program to identify, report, and recommend disposition of all non-conformances, but dispositions that would leave any remaining nonconformity must be submitted to the Company for approval.

The request should identify the affected item(s) by name and serial number, citing the drawing and/or specification number and revision number containing the specific requirement that has not been met.

The request should state the number of nonconforming items being reported. The request should include a description of the nonconformity, identifying requirement(s) not met. The supplier may attach a description of the cause, and a corrective action plan and schedule if pertinent.

The issuance and acceptance of such a request in no way limits or affects the warranty provision or other rights or remedies of this agreement. Such a request shall not establish a precedent or obligation to accept existing or future items not conforming to all provisions of the subcontract.

Packing and Shipping

The Seller is responsible for all packing and shipping provisions to ensure that the system arrives at the Company’s site in an undamaged, working condition. The Seller shall inform the Company of shipping plans two weeks before actual shipment.

TAXES—FIXED PRICE (July 2006) FEDERAL, STATE, AND LOCAL TAXES

(a) Definitions. As used throughout this clause, the following terms shall have the meaning set forth below: (1) The term "direct tax" means any tax or duty directly applicable to the completed supplies or services covered by this Agreement, or any other tax or duty from which the Seller or this transaction is exempt. It includes any tax or duty directly applicable to the importation, production, processing, manufacture, construction, sale, or use of such supplies or services; it also includes any tax levied on, with respect to, or measured by sales, receipt from sales, or use of the supplies or services covered by this Agreement. The term does not include transportation taxes, unemployment compensation taxes, social security taxes, income taxes, excess-profits taxes, capital stock taxes, property taxes, and such other taxes as are not within the definition of the term "direct tax" as set forth above in this paragraph. (2) The term "Agreement date" means the effective date of this Agreement if it is a negotiated subcontract, or the date set for the opening of bids if it is an Agreement entered into as a result of formal advertising. (b) Federal Taxes. Except as may be otherwise provided in this Agreement, the Agreement price includes all applicable Federal taxes in effect on the Agreement date. (c) State or Local Taxes. Except as may be otherwise provided in this Agreement, the Agreement price does not include any State or local direct tax in effect on the Agreement date. (d) Evidence of Exemption. The Company agrees, upon request of the Seller, to furnish a tax exemption certificate or other similar evidence of exemption with respect to any direct tax not included in the Agreement price pursuant to this clause; and the Seller agrees, in the event of the refusal of the applicable taxing authority to accept such evidence of exemption, (1) promptly to notify the Company of such refusal, (2) to cause the tax in question to be paid in such manner as to preserve all rights to refund thereof, and (3) if so directed by the Company to take all necessary action, in cooperation with and for the benefit of the Government, to secure a refund of such tax (in which event the Company agrees to reimburse the Seller for any and all reasonable expenses incurred at its direction). (e) Price Adjustment. If, after the Agreement date, the Federal Government or any State or local Government either (1) imposes or increases (or removes an exemption with respect to) any direct tax, or any tax directly applicable to the materials or components used in the manufacture or furnishing of the completed supplies or services covered by this Agreement, or (2) refuses to accept the evidence of exemption, furnished under paragraph (d), hereof, with respect to any direct tax excluded from the Agreement price, and if under either (1) or (2) the Seller is obliged to and does pay or bear the burden of any such tax (and does not secure a refund thereof), the Agreement price shall be correspondingly increased. If, after the Agreement date, the Seller is relieved in whole or in part from the payment or the burden of any direct tax included in the Agreement price, or any tax directly applicable to the materials or components used in the manufacture or furnishing of the completed supplies or services covered by this Agreement, the Seller agrees promptly to notify the Company of such relief, and the Agreement price shall be correspondingly decreased or the amount of such relief paid over to the Company for the benefit of the Government. Invoices or vouchers covering any increase or decrease in the Agreement price pursuant to the provisions of this paragraph shall state the amount thereof, as a separate added or deducted item, and shall identify the particular tax imposed, increased, eliminated, or decreased. (f) Refund or Drawback. If any tax or duty has been included in the Agreement price or the price as adjusted under paragraph (e) of this clause, and if the Seller is entitled to a refund or drawback by reason of the export or re-export of supplies covered by this Agreement, or of materials or components used in the manufacture or furnishing of the completed supplies or services covered by this Agreement, the Seller agrees that he will promptly notify the Company thereof and that the amount of any such refund or drawback obtained will be paid over to the Company for the benefit of the Government or credited against amounts due from the Company under this Agreement; provided, however, that the Seller shall not be required to apply for such refund or drawback unless so requested by the Company.

Important Dates:

Questions Due Date: All questions shall be submitted via email to the Procurement Officer identified below by 2:00 PM EST on 06/25/2026.

Proposal Due Date: All proposals shall be submitted via email to the Procurement Officer identified below by 2:00 PM EST on 06/30/2026.

Thank you, Scott Scarbrough Procurement Officer Oak Ridge National Laboratory | 1 Bethel Valley Road, Oak Ridge, TN 37831 Email: scarbroughws@ornl.gov UT-Battelle LLC / Contractor to US Department of Energy mailto:scarbroughws@ornl.gov