LCW Flexible Hoses & Hose End Connection Components

Solicitation / RFP / RFQ

This Request for Proposal (RFP) from the University of California, Lawrence Berkeley National Laboratory (LBNL) seeks proposals for the supply and delivery of flexible hoses and associated hose end connection components. These components are required for the new Storage Ring (SR) low-conductivity water (LCW) cooling system.

• Flexible hoses and associated hose end connection components.

• Specifications and quantities are detailed in the Scope of Work (SOW) AL-1900-8117 Revision A, dated 04/22/2026.

• Offerors must demonstrate ability to meet technical specifications, including work included, scope of supply, technical specifications, packaging, and acceptance criteria.

• Delivery schedule must meet requirements outlined in SOW Section 4 - Desired Delivery Schedule.

• Offerors must provide a Quality Assurance Program (QAP).

• Past performance information on up to three (3) contracts within the last five years is required.

• The expected delivery dates are specified in the SOW.

• The North American Industry Classification System (NAICS) Code is 326220 (Rubber & Plastics Hoses & Belting Manufacturing).

• The small business size standard is 800 employees.

• Proposal Due Date: May 6, 2026, no later than 3 PM Pacific Time.

• Offeror Questions Due: May 4, 2026, no later than 3 PM Pacific Time.

• Proposals must be submitted via email to AMathias@lbl.gov.

• Proposals will be evaluated based on a combination of price, performance features, and supplier attributes, offering the best overall value to the University. Evaluation factors include Technical Approach, Delivery & Schedule, Quality Assurance, and Past Performance.

• The University reserves the right to award to other than the lowest priced offeror.

• No specific set-aside is mentioned. Offerors must complete the Small Business Program Representations clause.

• Proposals must be written in English and be clear, coherent, and detailed.

• Proposals consist of a Cover Letter, Technical Volume, and Business Volume.

• Offerors must accept the terms and conditions of the Sample Subcontract; exceptions may reflect unfavorably.

• Sustainability-related requirements (e.g., Recycled Content Products, Biobased Products, Energy Efficient Products) are applicable.

• Buy American Act requirements apply.

• The University will not reimburse firms for proposal preparation costs.

Form / Attachment / Pricing Sheet

This document is a Representation & Certification form that must be completed, signed, and returned as part of the Offeror's proposal. It collects essential information about the Offeror's business, compliance status, and eligibility for various programs.

• Offeror Information: Legal name, TIN, UEI, parent company details, affiliates, place of performance, employee count, organization type, and eligibility for higher education programs.
• Small Business Program Representations: Certifications related to small business, small disadvantaged business (SDB), women-owned small business (WOSB), economically disadvantaged women-owned small business (EDWOSB), veteran-owned small business (VOSB), service-disabled veteran-owned small business (SDVOSB), 8(a) concerns, HUBZone status, and Mentor-Protégé programs. Includes NAICS code (326220) and size standard (800 Employees).
• Previous Contracts and Compliance Reports: Representations regarding participation in previous contracts and filing of compliance reports.
• Affirmative Action Compliance: Representations regarding the development and maintenance of affirmative action programs.
• Compliance with Veterans' Employment Reporting Requirements: Certification of submission of VETS-4212 Report if applicable.
• Certification and Disclosure on Payments to Influence Certain Federal Transactions: Certification regarding lobbying activities.
• Certification on Responsibility Matters: Representations concerning debarment, suspension, convictions, and delinquent taxes.
• Representations by Corporations Regarding Delinquent Tax Liability or Felony Conviction: Specific representations for corporate offerors.
• Information Regarding Responsibility Matters: Information related to past performance and integrity, particularly for contracts exceeding $10,000,000.
• Certification Regarding Tax Matters: Certifications related to federal tax filings and assessments for contracts exceeding $5,500,000.
• Buy American Act Certification: Certification regarding the origin of end products and construction materials.
• Representation of Limited Rights Data and Restricted Computer Software: Representations concerning data rights.
• Export Controlled Item Classification: Information required for export-controlled items.
• Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment: Representations related to Section 889 of the NDAA.
• Covered Telecommunications Equipment or Services-Representation: Further representations regarding covered telecommunications equipment and services.
• Biobased Product and Recovered Material Certification: Certifications related to biobased products and recovered materials.

Completing and returning this form accurately is mandatory for proposal submission. It directly impacts the evaluation of the Offeror's responsibility, eligibility for set-asides, and compliance with various federal regulations. Failure to complete it properly may render the offer non-responsible.

Form / Attachment / Pricing Sheet

This document is Attachment B, a Price Proposal Schedule. It requires bidders to provide pricing for specific components, including firm fixed price and optional quantities. Bidders must ensure their submitted prices align with the specifications outlined in the Statement of Work (SOW).

• Item Details: Lists specific part numbers (LBNL P/N and Part Number) for thermoplastic hose fittings and flexible hoses.
• Quantities: Specifies the quantity required for each item for both firm fixed price and optional orders.
• Unit Price & Extended Price: Fields to be completed by the bidder.
• Delivery Schedule: Requires hard calendar dates for standard and expedited delivery.
• Expedited Delivery: Bidders must indicate if expedited delivery is available, provide the revised timeline, and any associated incremental costs, or state "Not Available."

This attachment is critical for bidders to accurately price their proposals. It details the specific items, quantities, and delivery expectations for which pricing must be submitted. Bidders must carefully complete this schedule, ensuring accuracy in calculations and adherence to delivery date requirements. The signed submission certifies the offered price. Note that all unit and extended prices are currently listed as 0.0, requiring bidder input.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for the supply and delivery of flexible hoses and associated hose end connection components for the new Storage Ring (SR) low-conductivity water (LCW) cooling system.

• Supply of specified off-the-shelf (COTS) components or their equivalents.

• Labeling of packaging for clear identification and traceability.

• Packing of components to ensure safe transport and storage.

• Delivery of components in batches according to a schedule issued by LBNL.

• Provision of Quality Assurance (QA) documentation for delivered items, including Material Certificates, Certificate of Conformance, packing lists, and batch verification.

• Hose End Connections: 4136 pieces (3/8"), 53 pieces (1/2").

• Flexible Hose: 4902 feet (3/8"), 76 feet (1/2").

• Optional spares for additional 10% inventory are available.

• Hoses must be non-conductive, triple-layered, and meet or exceed SAE J517 non-conductivity requirements.

• Hoses must operate at a maximum inlet pressure of 120 psi and a temperature of 50°C.

• Fittings must be stainless steel.

• Hoses and fittings should be easily procurable and have low lead times.

• Hoses must be compatible with 15% HCl solution and benzotriazole.

• Hoses must operate without failure in a radiation environment of up to 10^5 Gy/year for >5 years.

• Hydraulic seals must be metal-to-metal flare seals.

• Deliveries are scheduled in batches from September 4, 2026, to August 20, 2027.

• Deliveries are to LBNL.

• Quality Assurance: A documentation package must be provided with each delivery, including packing lists, material certificates (meeting 21 CFR 177.1520 and NSF/ANSI standards for hoses), and certificates of conformance.

• Packaging: Components must be clean, dry, free of debris, protectively cushioned, and securely blocked. Containers over 50 lbs. must be palletized. Packing slips and clear labeling are required.

• Acceptance Criteria: Deliverables must conform to SOW specifications, quantities, and conditions. Certificates of Conformance are required. LBNL will perform a receiving inspection.

Form / Attachment / Pricing Sheet

This document is the "Past Performance Reference Information Form" (Attachment A). It is designed for offerors to provide detailed information about their past performance on reference contracts. The form is limited to 3 pages per reference contract.

• Offeror Information: Name and UEI of the submitting offeror.
• Reference Contract Details: Name of client, name and UEI of the awarded entity, contract number, title, client point of contact (including name, title, telephone, address, email), period of performance, contract type (e.g., FP, T&M, IDIQ), total value, and value performed to date.
• Complexity: A summary of the scope, difficulty, similarity to the current work scope, and any problems encountered with creative solutions.
• Safety Statistics: Information on the offeror's safety program, policies, performance, and any relevant safety indicators like Experience Modification Rates (EMR). Disclosure of regulatory citations is also requested.

This form is crucial for bidders to document their relevant past performance. It requires specific details about previous contracts, including performance, complexity, and safety. Completing this form accurately and thoroughly will be essential for the government's evaluation of the offeror's ability to successfully perform the work described in the solicitation. Bidders should pay close attention to the required information and the page limitations.