Request for Proposal RFP-PR437816 Emittance Scanner

Solicitation / RFP / RFQ

This Request for Proposal (RFP) from Oak Ridge National Laboratory (ORNL) seeks proposals for an Emittance Scanner. ORNL, managed by UT-Battelle, LLC, is a US Department of Energy laboratory focused on science and energy research.

• The primary deliverable is an Emittance Scanner.

• Offerors must adhere to the Technical Specifications provided in Attachment A.

• Proposals must meet the lead time/delivery date of TBD After Receipt of Order (ARO).

• Contract Type: Firm Fixed Price.

• Anticipated Subcontract Period of Performance: TBD.

• Offer Validity Period: 120 days.

• Offers are due by March 26, 2026, at 5 PM EST.

• Proposals should be submitted in MS Excel, MS Word, or PDF format.

• The award will be made on a Lowest Price Technically Acceptable (LPTA) basis.

• Evaluation will be based on technical acceptability factors, including meeting technical specifications and delivery dates.

• Offerors are encouraged to suggest practical performance incentives.

• There is no Small Business Set-Aside for this requirement.

• Offerors are encouraged to maintain an active registration in SAM.gov for verification of small business status and eligibility.

• The RFP includes several attachments covering technical specifications, terms and conditions, representations and certifications, and draft subcontract/PO.

• Offerors must clearly identify any exceptions or non-compliance with the RFP requirements.

• ORNL reserves the right to update the RFP by amendment prior to award.

Form / Attachment / Pricing Sheet

This document, "Terms & Conditions – Fixed Price," outlines the contractual terms and conditions that apply to agreements for fixed-price procurements. It serves as a critical attachment for bidders to understand their obligations and the framework of the contract.

• Part 1: Applicable to All Transactions: Covers general terms including definitions, dispute resolution, order of precedence, payment, acceptance of terms, communication with the government, warranty, assignment, material requirements, transportation, title and risk of loss, payment terms, compliance with laws, fines and penalties, termination (default and convenience), excusable delay, bankruptcy, incorporation by reference, changes, suspension of work, public release of information, government property, interest, seller's responsibilities, inspection and acceptance, shipping terms, and environment, safety, and health protection.
• Part 2: Applicable When Seller Personnel Work on DOE Site: Details requirements for personnel working at Oak Ridge National Laboratory (ORNL) facilities, including facility access, badges, and environment, safety, and health (ES&H) protection.
• Part 3.A: Applicable When Work Involves Access to Classified Information, Special Nuclear Material or Authorized Unrestricted Access to Areas Containing These: Outlines personnel security clearances and related requirements.
• Parts 4-7: Address specific clauses incorporated by reference based on agreement value thresholds (e.g., simplified acquisition threshold, over $500,000, over $2.5M) and specific agreement types (e.g., commercial computer software, conference management, internet protocol technology, reporting waste fraud and abuse).

This document is essential for bidders to fully understand the legal and operational requirements of the contract. It details critical aspects such as:

• Compliance: Laws, regulations, and specific DOE/Company policies.
• Performance: Warranty, inspection, acceptance, and ES&H standards.
• Risk Management: Title, risk of loss, indemnification, and insurance.
• Contractual Rights and Obligations: Termination clauses, payment terms, and dispute resolution.
• Site-Specific Requirements: Access, security, and safety protocols for working on DOE sites.

Bidders must carefully review these terms to assess their ability to comply and to accurately price their proposals.

Form / Attachment / Pricing Sheet

This document, "Attachment C - Prime Supplemental Flowdown Document," outlines additional terms and conditions that are incorporated by reference into subcontracts and purchase orders under the prime contract DE-AC05-000R22725. It serves to flow down mandatory US Government regulatory and customer obligations from Oak Ridge National Laboratory (ORNL) to its sellers.

The document lists numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses. These clauses are applicable based on various thresholds, such as simplified acquisition thresholds, dollar amounts (e.g., over $200,000, $7.5 million, $45,000), or specific types of procurements (e.g., construction, information technology, research and development, foreign travel).

Key clauses include, but are not limited to:

• Restrictions on Subcontractor Sales to the Government
• Anti-Kickback Procedures
• Limitation on Payments to Influence Federal Transactions
• Contractor Code of Business Ethics and Conduct
• Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment
• Protecting the Government's Interest When Subcontracting with Debarred, Suspended, or Proposed for Debarment Contractors
• Rights to Protected Data (applicable to International Thermonuclear Experimental Reactor (ITER) procurements)
• Various clauses related to small business concerns, equal opportunity, labor standards, and environmental, safety, and health requirements.

Potential bidders must 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. It details specific compliance requirements, reporting obligations, and restrictions that may impact their business operations and proposal preparation. The applicability of each clause is often tied to contract value or type, so bidders should carefully assess which clauses are relevant to their specific offering.

Form / Attachment / Pricing Sheet

This document, "Annual Representations and Certifications - International," is a form that potential offerors must complete and submit. It is used to gather essential certifications and representations from entities whose performance is outside the United States and who will not recruit U.S. employees for the subcontract. It is critical for determining offeror responsibility and compliance with various federal regulations.

• Offeror Information: Requires legal business name, "Doing Business As" name, physical address, DUNS number, and Parent DUNS number.
• Type of Organization: Selection from a list including Foreign, Individual, Sole Proprietorship, Partnership, Educational Institute/Nonprofit, Corporation, LLC, and Government.
• Anti-Kickback Certification: Affirmation that no kickbacks have been provided or solicited.
• Buy American Act: Certification regarding domestic vs. foreign end products, applicable if the offer exceeds $15,000 and the item is for U.S. use.
• Child Labor Certification: Certification regarding the use of forced or indentured child labor for listed end products.
• Export Control: Representations regarding whether furnished items are Trigger List Items, Military/Space Items, or Dual Use Items (500 or 600 series).
• Payments to Influence Federal Transactions: Certification regarding the non-payment of federal appropriated funds to influence federal transactions.
• Responsibility Matters: Certifications regarding debarment, suspension, convictions, delinquent federal taxes, and contract terminations for default.
• Combating Trafficking in Persons: Applicable for offers exceeding $700,000 for supplies or services performed outside the U.S.
• Prohibition on Certain Telecommunications/Video Surveillance: Representation regarding the use of prohibited equipment or services.
• Conflict of Interest Certification: Applicable for services offers exceeding $15,000, requiring disclosure of any organizational or personal conflicts of interest.

This form is mandatory for international offerors and is crucial for determining eligibility and responsibility. Bidders must carefully review each section, provide accurate information, and ensure compliance with all representations and certifications to avoid disqualification or potential penalties. Failure to complete or accurately provide information may render the offeror non-responsible.

Form / Attachment / Pricing Sheet

This document, "Representations and Certifications - Abbreviated BSD-CS-2260," requires offerors to provide specific certifications and representations related to various aspects of their business and proposed offerings. It is a standard form used to ensure compliance with federal regulations and acquisition policies.

• Type of Organization: Offeror must specify their organizational type.
• Export Control: Certifications regarding "Trigger List Items," "Military/Space Items," and "Dual Use Items" are required, with provisions for listing specific item details if applicable.
• Buy American Act: Offerors must certify whether end products are domestic or foreign, with specific requirements for listing foreign end products.
• Child Labor: Certification regarding knowledge of child labor for listed end products is required, with options to certify non-compliance or good faith efforts.
• Prohibition on Telecommunications and Video Surveillance Services/Equipment: Offerors must represent whether they will or will not provide prohibited services or equipment as defined by FAR 52.204-25.
• Conflict of Interest: For services exceeding $15,000, offerors must certify the absence of organizational or personal conflicts of interest, or disclose any potential conflicts and proposed mitigation measures.
• Payments to Influence Federal Transactions: For offers exceeding $200,000, offerors must certify that no federal appropriated funds have been paid to influence federal transactions and disclose any lobbying contacts.
• Employee Concerns Program and Differing Professional Opinion Process: Offerors must notify employees annually about these programs and their rights.
• Business Size Certification: Offerors must self-certify their business size status (Small Business, Veteran-Owned, Service-Disabled Veteran-Owned, 8(a), Small Disadvantaged, Women-Owned, HUBZone).

Completing and submitting this form accurately is a mandatory requirement for offerors. It directly impacts eligibility for award and demonstrates compliance with critical federal regulations. Bidders must carefully review each section to ensure they can truthfully make the required representations and certifications. Failure to complete this form correctly may result in disqualification or other administrative actions.

Form / Attachment / Pricing Sheet

This document, "General Solicitation Instructions," provides essential guidance for Offerors preparing and submitting proposals in response to a solicitation. It outlines the standard procedures, requirements, and policies that bidders must adhere to throughout the proposal process.

• Offer Preparation: Instructions on examining solicitation documents, furnishing required information, signing offers, and specifying unit prices and delivery times.
• Communication: Procedures for requesting explanations of solicitation documents and the acknowledgment of amendments.
• Submission: Guidelines for late submissions and payment methods (electronic funds transfer).
• Evaluation: Information on how prompt payment discounts are considered and how offer information is treated, including restrictions on disclosure.
• Technical Data: Policy regarding the Government's acquisition of unlimited rights to technical data in successful proposals, with provisions for excluding certain data.
• Property: Clarification that no government-furnished property will be provided unless specified.
• Award: Criteria for award (best value), the Company's right to reject offers or waive irregularities, and the intent to award based on initial offers.
• Brand Name or Equal: Guidance on offering "equal" products, including identification requirements and the Offeror's responsibility to provide descriptive material.
• Unbalanced Pricing: Criteria for determining unacceptable proposals due to materially unbalanced pricing.
• Construction Specifics: Requirements related to site visits, surety bonds, affirmative action for equal opportunity in construction (including minority and female participation goals), and the Buy American Act for construction materials.
• Wage Determinations: Procedures for notifying the government of secondary work sites and requesting wage determinations.

This document is critical for all potential bidders as it details the fundamental rules and expectations for submitting a compliant and competitive offer. Understanding these instructions is essential for proper proposal preparation, submission, and evaluation, and failure to comply may result in an offer being rejected or disadvantaged.

Form / Attachment / Pricing Sheet

This document, "Exhibit 1C: PATENT RIGHTS - RETENTION BY THE SELLER (SHORT FORM)", outlines the terms and conditions regarding the retention of patent rights for inventions conceived or first actually reduced to practice during the performance of work under a subcontract. It specifies the definitions of key terms, the allocation of principal rights, and the procedures for invention disclosure, election of title, and filing of patent applications.

• Definitions: Clarifies terms such as "Invention," "Subject Invention," "Practical Application," "Made," "Small Business Firm," "Nonprofit Organization," and "Statutory Period."
• Allocation of Principal Rights: States that the Seller may retain rights to subject inventions, with the Federal government receiving a nonexclusive, paid-up license.
• Invention Disclosure and Election: Details the Seller's obligation to disclose inventions to the Department of Energy (DOE) within two months and elect title within two years of disclosure.
• Filing of Patent Applications: Outlines requirements for filing patent applications in the U.S. and foreign countries, including timelines and notification procedures.
• Government's Right to Obtain Title: Specifies conditions under which the DOE may require the Seller to convey title to the government.
• Seller's License: Describes the Seller's retained nonexclusive, royalty-free license and conditions for its revocation or modification.
• Subcontract Provisions: Mandates the inclusion of similar patent rights clauses in subcontracts with small business firms and domestic nonprofit organizations.
• Reporting and Utilization: Requires the Seller to report on the utilization of subject inventions and make efforts to attract licensees, particularly small businesses.
• March-in Rights: Grants the DOE the right to require the Seller to grant licenses under certain circumstances.

This document is crucial for any bidder who anticipates developing new inventions or discoveries during the performance of the contract. It clarifies ownership, licensing, and reporting obligations related to intellectual property, which can impact business strategy and potential commercialization efforts. Bidders should carefully review these terms to understand their rights and responsibilities concerning any subject inventions.

Form / Attachment / Pricing Sheet

This document, titled "Authorization and Consent," is Exhibit 4 and references DEAR 970.5227-4. It outlines the terms under which the Government grants authorization and consent for the use and manufacture of inventions covered by United States patents in the performance of the contract or any subcontract.

• Government Authorization: Grants permission for use and manufacture of patented inventions.
• Copyrighted Work: Details the process for requesting authorization and consent to copy copyrighted work, with programmatic necessity being a key consideration.
• Subcontract Requirements: Mandates the inclusion of the "Authorization and Consent" clause in subcontracts exceeding the simplified acquisition threshold for supplies, services, construction, architect-engineer services, materials, models, samples, and design or testing services.
• Research and Development Subcontracts: Requires inclusion of paragraph (a) of the clause in R&D subcontracts exceeding the simplified acquisition threshold.
• Omission Clause: States that omission of this clause from subcontracts does not affect the overall authorization and consent.

Bidders should review this document to understand the intellectual property rights and obligations related to inventions and copyrighted works used in contract performance, particularly as they pertain to subcontracts. It clarifies the flow-down requirements for authorization and consent clauses in subcontracts.

Form / Attachment / Pricing Sheet

This document, "Exhibit 9 - Technical Data," outlines the "Rights in Data - General" clause and "Additional Data Requirements" as they pertain to data produced or used under the contract. It defines various terms related to data, computer software, and technical information, and specifies the rights the Government has in such data.

• Definitions: Clarifies terms such as "Computer software," "Data," "Form, fit, and function data," "Limited rights," "Restricted computer software," "Technical data," and "Unlimited rights."
• Allocation of Rights: Details the Government's rights in data first produced under the contract, including data related to items, components, or processes, and general technical data. It also outlines the Seller's rights, such as asserting copyright and using, releasing, reproducing, distributing, or publishing data.
• Copyright: Specifies conditions under which the Seller can assert copyright in data and the licenses granted to the Government.
• Release, Publication, and Use of Data: Outlines the Seller's rights to use, release, reproduce, distribute, or publish data, with exceptions for federal law, regulations, or specific subcontract terms.
• Unauthorized Marking of Data: Describes procedures for handling data with unauthorized restrictive markings.
• Omitted or Incorrect Markings: Addresses situations where data is delivered without markings or with incorrect markings.
• Protection of Limited Rights Data and Restricted Computer Software: Details procedures for withholding and identifying such data.
• Subcontracting: Requires the Seller to obtain necessary data rights from subcontractors.
• Additional Data Requirements: Allows the Company to order additional data produced or specifically used in the performance of the subcontract, with compensation for conversion, reproduction, and delivery.

This document is crucial for understanding the ownership, usage, and disclosure rights related to technical data and computer software generated or used during contract performance. Bidders must review this to understand their obligations and the Government's rights concerning intellectual property and data deliverables, which can impact proposal preparation and contract execution.

Form / Attachment / Pricing Sheet

This document, Exhibit 17, outlines the "Rights to Proposal Data (Technical)" and references FAR 52.227-23. It specifies the terms under which the Government will have unlimited rights to technical data contained in a proposal, as a condition of subcontract award.

• The document states that except for data contained on specified pages (left blank), the Government shall have unlimited rights to technical data in the proposal.
• This is agreed upon as a condition of subcontract award.
• It supersedes any conflicting conditions in other notices.
• The "Rights in Data--General" clause within the subcontract defines "unlimited rights."
• The proposal is dated and the subcontract is based upon it.

This exhibit informs bidders about the Government's rights regarding the technical data they submit in their proposals. It clarifies that, with specific exceptions, the Government will possess unlimited rights to this data upon subcontract award, which may impact the proprietary nature of submitted information.

Form / Attachment / Pricing Sheet

This document is a draft Fixed Price Subcontract template from UT-Battelle, LLC, acting under contract with the U.S. Department of Energy. It outlines the terms and conditions for a subcontract, including the schedule, pricing, payment, administration, and special provisions.

• Schedule: Includes fields for Seller Name (TBD), Subcontract Number (PR437816), Brief Description (Emittance Scanner), Period of Performance, Subcontract Type (Fixed Price), and Total Value (TBD).
• Seller/Subcontractor Information: Requires Name, Address, Phone, and Email of the Seller.
• NAICS Code: 334516 - Analytical Laboratory Instrument Manufacturing.
• Foreign National Access: Deliverables must be delivered by a U.S. citizen.
• Subcontract Price: A table for Item Number, Description, Quantity, Unit of Measure, Unit Price, and Extended Price (USD) is provided, with 'TBD' as a placeholder.
• Funding Authorization: Funding is based on availability and will be issued via purchase order releases over the Ariba Network.
• Specifications/Statement of Work: Refers to Attachment A for details.
• Payment/Billing: Net 15 (Small Business) / Net 30 (Large Business) terms, EFT preferred, Ariba Network for inquiries, and invoicing via Ariba or email to ORNLAP@ornl.gov.
• Place of Performance: Specified as a location other than a DOE/NNSA Facility.
• Administration: Changes require written authorization from the Company's Procurement Officer. Technical direction is provided by the Technical Project Officer (TPO).
• General Provisions: Incorporated by reference, including Standard Government Forms, Subcontract Terms and Conditions, Employee Notice Requirements, Representations and Certifications, and Taxes.
• Special Provisions: Includes references to various exhibits and clauses related to OCI, Patent Rights, Authorization and Consent, Technical Data, and Rights to Proposal Data.
• Packing and Shipping: Details delivery, shipping, and packaging requirements, including import procedures for foreign materials and customs clearance.
• List of Attachments: Includes Technical Specifications for Emittance Scanner, Terms and Conditions – Fixed Price, and UT-Battelle Prime Supplemental Flowdown Document.

This document serves as a template for a fixed-price subcontract. Potential bidders should review the terms, conditions, payment schedules, performance locations, and administrative requirements to understand the contractual obligations and framework for the "Emittance Scanner" procurement. It highlights the need for U.S. citizen delivery and outlines the process for technical direction and invoicing. The listed attachments provide further details on specifications and terms.

Form / Attachment / Pricing Sheet

This document provides the technical specifications for an Emittance Scanner, dated March 4, 2026. It details the required performance and physical characteristics of the equipment.

Emittance Scanner Probe Specifications:

• Max Travel: 250mm
• Y Resolution: 100µm
• Y' Resolution: 1.2mRad
• Sweep Voltage: ±1250 V
• Slit Width: Factory configurable 25 to 250µm
• Cooling Water: 23 LPM @ 450 kPa (65 PSI)
• Max Beam Power: 10kW
• Cooling Plate/Slits: Molybdenum/Copper ideally, options may be discussed

Emittance Scanner Control System Specifications:

• Instrument Rack: 16U 19" rack
• Platform: Industrial PC / Windows™ / LabView™
• Typical Scan Time: <1 minute for 30 step Y by 30 step Y' scan
• Current Meter Range: 2nA to 20mA (full scale), 5 pA (typical noise floor)
• System Power: 115 or 220 VAC
• Data Plots & Analysis: 2D & 3D phase-scale intensity distributions, computer emittance, RMS ellipses, and Twiss Parameters
• File Report: CSV, PDF

These specifications outline the technical requirements for the Emittance Scanner. Bidders must ensure their proposed solution meets or exceeds these detailed technical parameters to be considered compliant with the opportunity requirements.

Form / Attachment / Pricing Sheet

This document, Exhibit 1B, outlines the "Patent Rights - Acquisition by the Government" clause, which is a standard attachment for government contracts and subcontracts. It details the terms and conditions under which the government acquires rights to inventions or discoveries made during the performance of the contract.

• Definitions: Clarifies terms such as "Invention," "Practical application," "Subject invention," and "Patent Counsel."
• Allocation of Principal Rights: Specifies that the Seller agrees to assign to the Government the entire right, title, and interest in subject inventions, with provisions for "greater rights determinations" for the Seller or employee-inventors.
• Government's Minimum Rights: Outlines the Government's nonexclusive, irrevocable, paid-up license to practice subject inventions.
• Seller's Minimum Rights: Grants the Seller a revocable, nonexclusive, royalty-free license to subject inventions.
• Invention Identification, Disclosures, and Reports: Details the Seller's responsibilities for identifying, disclosing, and reporting subject inventions to the Department of Energy (DOE).
• Examination of Records: Grants the Government the right to examine Seller records related to inventions.
• Withholding of Payment: Allows the Government to withhold payment under certain conditions, such as failure to disclose inventions.
• Subcontracts: Addresses the inclusion of this patent rights clause in subcontracts.

Bidders must understand this clause to know their obligations and rights regarding any inventions or discoveries they might produce as a result of performing the contract. It is crucial for determining ownership, licensing, and reporting requirements for intellectual property developed under the contract. Failure to comply can lead to withholding of payment or forfeiture of rights.

Form / Attachment / Pricing Sheet

This document is a disclosure form for Organizational Conflicts of Interest (OCI) related to Advisory and Assistance Services, dated January 2006. It requires offerors to disclose any past, present, or planned financial, contractual, organizational, or other interests that could create an OCI.

• Definition of OCI: Explains what constitutes an organizational conflict of interest.
• Disclosure Requirement: Apparent successful offerors must provide a statement detailing relevant interests.
• Content of Statement: Requires information on past/present/planned interests, including client names, service descriptions, responsible officer details, and financial interests. For contractual interests, agency and contract numbers are needed. For financial interests, the nature and extent must be disclosed.
• Statement of No Conflict: Offerors must also state that no actual or potential OCI exists, or that any existing OCI has been communicated.

Bidders must carefully review this form and provide accurate and complete disclosures regarding any potential organizational conflicts of interest. Failure to provide the required statement or misrepresentation may result in the offeror being deemed ineligible for award or facing penalties.