Cobolt Bolero 640 nm 500 mW laser head and accessories

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) from Oak Ridge National Laboratory (ORNL) for a Firm Fixed Price proposal/quote. The award will be based on the lowest priced, technically acceptable proposal.

• Procurement of a Cobolt Bolero 640 nm 500 mW laser head and accessories.

• Detailed specifications are provided in Attachment C - Bill of Materials.

• Offerors must provide a firm fixed price quote with their proposed delivery schedule.

• Tariffs must be stated and priced separately.

• Shipping terms are FOB Destination for domestic shipments and DAP for international shipments. Do not insure shipments.

• Offerors must provide a completed and signed copy of the Abbreviated Representations and Certifications (BSD-CS-2260, dated 12/22/2025).

• Any exceptions to the terms and conditions must be explained. Failure to do so implies acceptance.

• Anticipated Subcontract Period of Performance: Not explicitly stated, but implied to align with the solicitation.

• Subcontract Type Anticipated: Firm Fixed Price.

• Proposal Due Date: June 9, 2026, by 5:00 PM EST. Proposals must be submitted via email.

• Offer Validity Period: 120 days.

• Evaluation Criteria: Lowest priced, technically acceptable proposal.

• Small Business Set-Aside: No.

• The following RFP Attachments and Special Provisions apply:

  • Attachment A: ORNL Terms and Conditions
  • Attachment B: Prime Contract Flowdowns
  • Attachment C: Bill of Materials
  • Attachment D: Representations and Certifications

• Special Provision: FAR 52.211-6 Brand Name or Equal applies.

• Questions Due Date: June 8, 2026, by 5:00 PM EST. Questions must be submitted in writing via email.

Form / Attachment / Pricing Sheet

This document outlines the "Terms & Conditions" for Purchase Orders related to Commercial Products & Services under the Simplified Acquisition Threshold (SAT). It establishes the contractual framework between the Company (UT-Battelle, LLC) and the Seller.

• Definitions: Defines key terms such as Government, Company, Seller, Agreement, Procurement Officer, and Product.
• Order of Precedence: Specifies the hierarchy for resolving inconsistencies within the agreement documents.
• Acknowledgement/Entire Agreement: States that these terms constitute the entire agreement, and any modifications must be in writing.
• Warranties and Inspection: Details Seller's warranties for goods and services, including freedom from defects and adherence to professional standards.
• Shipping Terms: Mandates that delivery drivers must be U.S. citizens for deliveries to DOE laboratories like ORNL.
• Electrical Equipment: Requires electrical equipment to be listed by a nationally recognized testing laboratory (NRTL) or field evaluated.
• Payment: Directs sellers to use the Ariba Network for payment inquiries.
• Compliance with Laws: Requires the Seller to comply with all applicable federal, state, and local laws and regulations.
• Termination: Outlines conditions for termination by the Company for convenience or default.
• Excusable Delay: Defines conditions under which Seller may be excused for delays.
• Protection of Personally Identifiable Information (PII): Establishes strict requirements for handling PII, including security safeguards, incident reporting, and compliance with NIST standards.
• Insurance Requirements: Specifies minimum insurance coverage amounts for Commercial General Liability, Professional Liability/E&O, and Cyber Liability.

This document is crucial for any bidder responding to an opportunity that involves a purchase order under the SAT. It details the mandatory terms and conditions that will govern the contract, including performance expectations, compliance requirements, dispute resolution, and PII protection. Bidders must review these terms to ensure they can comply and to understand their obligations and the Company's expectations.

Form / Attachment / Pricing Sheet

This document, titled "PRIME SUPPLEMENTAL FLOWDOWN DOCUMENT," outlines additional terms and conditions that are incorporated by reference into subcontracts and purchase orders issued under the prime contract DE-AC05-000R22725. It serves to flow down mandatory US Government regulatory and customer obligations from Oak Ridge National Laboratory's contract with the Department of Energy (DOE).

• The document lists numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses.
• Each clause is listed with its number, title, and date, along with applicability conditions, often based on contract value thresholds or specific procurement types (e.g., construction, services, IT, foreign work).
• It specifies that in case of conflict between this document and other terms, the version in this document takes precedence.
• It also includes specific DOE directives and policies relevant to subcontracts.

Potential bidders should review this document to understand the mandatory terms and conditions that will apply to their subcontract or purchase order if they are awarded a contract. This includes understanding which clauses are applicable based on the nature and value of the work, and any specific compliance or reporting requirements they will need to meet. It is crucial for assessing the full scope of contractual obligations beyond the direct statement of work.

Form / Attachment / Pricing Sheet

This document is Attachment C, a Bill of Materials for RFQ467478. It lists the specific items required for the opportunity.

• Item 1: Cobolt Bolero 640 nm 500 mW laser head or domestic equivalent (Part Number: 90386)
• Item 2: Fiber coupling mount FC-04 or domestic equivalent (Part Number: 12039)
• Item 3: 2m Aspherical f2mm / NA 0.5 / AR 600-1050nm or domestic equivalent (Part Number: 80226)
• Each item has a quantity of 1.
• Columns for Manufacturer, Country of Origin, Lead Time, Unit Price, and Total Price are provided for bidder completion.

Bidders must use this Bill of Materials to provide pricing and potentially identify manufacturers and lead times for the specified components. This document is crucial for preparing a complete and accurate quote.

Form / Attachment / Pricing Sheet

This document, "Representations and Certifications - Abbreviated," requires offerors to provide specific certifications and representations related to various aspects of their business and compliance with federal regulations. It is a standard form used in government contracting to ensure offerors meet eligibility and compliance criteria.

• Type of Organization: Offeror must specify their organizational type.
• Export Control: Representations regarding whether furnished items are "Trigger List Items," "Military/Space Items," or "Dual Use Items," requiring specific details if applicable.
• Buy American: Certification regarding the origin of end products, with provisions for listing foreign end products.
• Child Labor: Certification concerning knowledge of child labor for listed end products.
• Prohibition on Telecommunications Equipment: Representation regarding the use of covered telecommunications and video surveillance services or equipment.
• Conflict of Interest: Certification regarding the absence of organizational or personal conflicts of interest, or disclosure of any such conflicts and proposed mitigation.
• Payments to Influence Federal Transactions: Certification regarding payments made to influence federal transactions, with disclosure requirements if applicable.
• Employee Concerns Program: Notification requirements for employees regarding ECP and DPO processes.
• Business Size Certification: Offeror must self-certify their business size status (e.g., Small Business, Veteran-Owned, HUBZone) and provide NAICS code and size standard.

This document is critical for bidders as it outlines mandatory certifications and representations required for participation in the solicitation. Failure to complete and submit these accurately can result in disqualification. Bidders must carefully review each section to ensure they can truthfully certify compliance and provide all necessary information. The document directly impacts eligibility and compliance for the opportunity.