Section III.cover page.pdf

Section III Instructions for Proposal Preparation

RFP 25-042R

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 XQT- 1 Transformer Replacement Project, XQT-1-SOW-01-R0, Revision 0, dated August 20, 2024, and in accordance with XQT-1 Transformer Replacement Project Specifications dated August 27, 2024.

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 1:00 PM (EST), Wednesday, June 18, 2024. 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 July 02, 2025.

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

B. Relevant Projects.

Offerors shall submit at least three (3) prior projects with references completed within the past five

(5) 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 a quality certification to the ISO 9000:2000 standard or an equivalent quality management system, along with a detailed description of its Quality Assurance (QA) and Quality Control (QC) program and work practices that ensure customer requirements are met, and that deviations are promptly identified, effectively corrected, and validated as set forth in the SOW Section 9.

D. Safety

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), Wednesday, August 6, 2025.

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) and each part shall be enclosed in a separate sealed envelope and labeled accordingly. No pricing information shall be included in Part II.

VIA REGULAR MAIL: VIA EXPRESS MAIL SERVICE:

Princeton Plasma Physics Laboratory James Forrestal Campus P.O. Box 451 Princeton, New Jersey 08543 ATTN: Jimmy Russell

Princeton Plasma Physics Laboratory Procurement Division 100 Stellarator Road U. S. Route 1 North Princeton, New Jersey 08543 ATTN: Jimmy Russell

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.

1. DESCRIPTION OF PROCUREMENT

2. ABOUT PRINCETON PLASMA PHYSICS LABORATORY (PPPL)

3. PRE-PROPOSAL CONFERENCE

4. SUBMISSION OF QUESTIONS

5. SAMPLE SUBCONTRACT AGREEMENT

6. FORMAT AND CONTENT OF PROPOSALS

PART I - FINANCIAL AND ADMINISTRATIVE INFORMATION

PART II – OFFEROR CAPABILITY (EVALUATION FACTORS) INFORMATION

A. Project Management & Staffing

B. Relevant Projects.

C. Quality Assurance.

7. CLOSING DATE AND SUBMISSION OF PROPOSALS

Offerors’ Financial and Administrative Information (Part I) shall be separated from Technical Acceptability Information (Part II) and each part shall be enclosed in a separate sealed envelope and labeled accordingly. No pricing information shall be in...

8. BID SECURITY, PERFORMANCE AND PAYMENT BONDS

9. PROPOSAL PREPARATION COSTS

10. PROPOSAL VALIDITY PERIOD

11. COST AND PRICING DATA

12. SCHEDULE OF VALUES

13. SALES TAX EXEMPTION

14. MODIFICATION OR WITHDRAWAL OF PROPOSALS

15. PRE-AWARD CONFERENCE

16. LATE PROPOSALS

17. OTHER POST AWARD INFORMATION

18. CANCELLATION