Solicitation No.453282 - Cooling Tower Maint & Repair_Rev.2 (12-23-24).pdf

Solicitation No.: 453282 Date: 1/02/2025

BROOKHAVEN SCIENCE ASSOCIATES, LLC

PROCUREMENT AND PROPERTY MANAGEMENT DIVISION

BROOKHAVEN NATIONAL LABORATORY

UPTON, NY 11973

SOLICITATION NO.453282

Cooling Tower Maintenance & Repair Services

Issued By:

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

Contracts Specialist:

Name: Stephen Johnston Telephone No.: (631) 344-5742 Email: sjohnston@bnl.gov

Ship To Address:

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

Anticipated Period of Performance:

Base Year: 2/01/2025 – 1/31/2026 Option Years: BSA is requesting four (4) additional option years that are exercised in one

(1) year increments at the unilateral discretion of

BSA.

The options, if exercised, will be executed by written Modification at unit pricing in accordance with the provisions of the resultant Task Order Agreement. If all option years are exercised, period of performance would end January 31, 2030.

Questions Due Date: by 5:00 PM on January 10, 2025

Offer Due Date & Time: by 5:00 PM EST January 22, 2025

Pre-Solicitation Meeting Date/Time: N/A Pre-Solicitation Site Visit Date & Time: N/A

Contract Type: Fixed Rate Payment Terms: Net 10 Days

*Brookhaven Science Associates, LLC is a tax-exempt entity.

Award Estimate: February 2025

1. 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 “As-Needed Maintenance and Repair of Various Cooling Towers” at BNL, as outlined in the Draft BSA Task Order Agreement No. 453282 (Enclosure 1) including BSA Statement of Work, Attachment 1 thereto.

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 238220.

The stated size standard is $19,000,000. 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/

This procurement has been set aside for small businesses. By submitting a quotation, you are certifying that your firm is a small business as defined by the U. S. Small Business Administration.

Any questions or requests for additional information should be directed to the Contractual Representative listed above. All questions must be received by email no later than the date identified on Page 1 above.

2. Scope of Work The Offeror shall furnish all personnel, labor, equipment and materials, in strict accordance with the attached Draft Task Order Agreement No.453282 (Enclosure 1). It is the Offeror’s responsibility to review all attachments to this solicitation, Enclosure 1 and all attachments thereto.

2.1 Contractor Qualification Criteria

To be considered for award, Offerors must execute the Contractor Qualification Criteria Form (Enclosure 2). This form must be submitted with your offer, or you will be considered non-responsive.

3. Performance

All work shall be performed in strict accordance with the Enclosure 1, Draft BSA Task Order Agreement No.453282. It is the Offeror’s responsibility to review all attachments to this Enclosure.

4. Preparation of Offers

a) To view the Solicitation and download all its documents (including BSA Statement of Work/

Specifications, Drawings, and other attachments, as applicable) go to SAM.gov. BSA will not provide hard copies of this information.

b) The Schedule of Unit Rates (Enclosure 3.1) must be signed by an authorized representative of the Offeror.

5. System For Award Management (SAM) In order to support DOE reporting requirements, BSA requires all its contractors to be registered in the U.S. Government supplier database entitled SAM. Registration can be performed online at 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 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 Apex Accelerators, formerly known as Procurement Technical Assistance Center (PTAC), which can be found at https://www.apexaccelerators.us.

6. Representations and Certifications In order to verify the Offerors’ Annual Representations & Certifications, the successful Offeror shall provide their sam.gov Unique Entity ID and contact information on the Proposal Scenarios Pricing Worksheet (Enclosure 3) and will be required to complete and submit the following forms:

• Vendor ACH Authorization Form (Enclosure 4)

• Form W-9 (Enclosure 5) Please note, only TOA Awardees are required to complete and submit Enclosures 4 and 5.

https://www.apexaccelerators.us/

7. Explanation of Solicitation Documents Any Offeror desiring an explanation or interpretation of the Solicitation, drawings, specifications, etc., must request it by emailing the Contractual Representative identified above no later than the questions due date provided on Page 1. Oral explanations or instructions given before the award of a Task Order Agreement will not be binding. 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.

8. Amendments to the Solicitation If an Amendment to this Solicitation is issued, all terms and conditions which are not modified remain unchanged. The Offeror shall acknowledge receipt of all Amendments by filling in the Amendment number and date on the Proposal Scenarios Pricing Worksheet (Enclosure 3) in the space indicated.

Failure to do so may render the Offeror non-responsive.

9. Withdrawals, Late Submissions, and Modifications

a) Offers may be withdrawn by written notice at any time on or before the offer deadline.

b) Offers, including their modification or withdrawal, received after the offer due date and time, shall be considered late. Such offers and modifications may be considered only if they are received before award is made and BSA determines that it is in its best interest to do so. BSA reserves the right to reject any or all offers, consider late or incomplete offers, and to waive irregularities.

10. Basis for Award

a) 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 and contractor qualifications, as stated herein.

Total price, including options, if applicable, will be evaluated to determine lowest price based on total combined cost as stated on the Proposal Scenarios Pricing Worksheet (Enclosure 3) The resultant award shall be subject to the terms and conditions of Enclosure 1, Draft BSA Task Order Agreement No.453282.

b) An offeror that takes exception(s) 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.

c) Offeror(s) shall specify a unit price for the mandatory work items (highlighted yellow) in the Schedule of Unit Rates (Enclosure 3.1) and shall provide unit rates on the remaining non-mandatory work items to the maximum extent possible.

d) To be considered responsive an Offeror must submit:

i) A compliant Contractor Qualification Criteria Form (Enclosure 2) and supporting documentation.

ii) Proposal Scenarios Pricing Worksheet (Enclosure 3).

11. Tax Exemption

Any contract, subcontract or purchase order resulting from this Solicitation will not be subject to New York State Sales and Use Taxes. BSA’s Exempt Organization Certification Number is 216880.

Sincerely, Stephen Johnston Contracts Specialist Procurement & Property Management Division

Enclosure 1 - Draft BSA Task Order Agreement No.453282 (Including Attachments 1-4) Enclosure 2 - Contractor Qualification Criteria Form Enclosure 3 - Proposal Scenarios Pricing Worksheet Enclosure 3.1 - Schedule of Unit Rates Enclosure 4 - Vendor ACH Authorization Form Enclosure 5 - Form W-9