Sample Changing Robotic System

Form / Attachment / Pricing Sheet

This document, titled "PRIME SUPPLEMENTAL FLOWDOWN DOCUMENT: ADDITIONAL TERMS & CONDITIONS FOR SUBCONTRACTS/PURCHASE ORDERS UNDER Prime Contract No. DE-AC05-000R22725," serves as a flowdown document. It incorporates mandatory U.S. Government regulatory and customer obligations from Oak Ridge National Laboratory's contract with the Department of Energy (DOE) into subcontracts and purchase orders.

• The document lists numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses.
• Each clause is presented with its number, title, and the date of the clause.
• Applicability is often specified based on contract type, dollar thresholds, or specific circumstances (e.g., "Applicable to agreements over $200,000," "Applicable to Construction Procurements").
• It clarifies that in case of conflict between this document's clauses and those in an identified Terms and Condition, the version in this document takes precedence.
• It states that clauses inapplicable to a specific subcontract are considered "self-deleting."
• "Contractor" is defined as the Seller, "Government" as Company and/or Government, and "Contracting Officer" as the Company's Procurement Officer.

Potential bidders should review this document to understand the mandatory terms and conditions that will be flowed down to their subcontracts or purchase orders if they are awarded a contract under this opportunity. It outlines specific regulatory, ethical, and operational requirements that must be adhered to, often with associated dollar thresholds or specific applicability criteria. This is crucial for assessing the full scope of contractual obligations and potential compliance costs.

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

This document defines the requirements for the design, materials of construction, fabrication, inspection, testing, and delivery of the MAGREF 7th axis robotic system for the Oak Ridge National Laboratory (ORNL).

• Procurement of a 7th axis robotic system, which includes a 6-axis robot mounted on a linear actuator.

• The system is intended to assist with the loading and unloading of sample sticks into a cryomagnet for the BL04A (MAGREF) instrument at the Spallation Neutron Source (SNS).

• The Seller is responsible for repairing or remaking any components found not to meet requirements.

• 7th Axis Structural Member: At least 115 inches long, utilizing M8 T-Nut fastening hardware.

• Linear Actuation: Capable of at least 79 inches of stroke, with a load capacity of 1,000 lbs, and repeatability of +/- 0.3 mm.

• Robot: Universal Robot UR12e mounted on the 7th axis, capable of hanging from below.

• End Effector: Robotiq Hand-E Gripper.

• Control System: Fully integrated robotic control system, utilizing URCaps software integration. Includes E-stop module and machine pendant.

• Extension Cable: At least 12 meters between robot and control system.

• Electrical Equipment: Must be NRTL compliant.

• Design Documentation: Seller must provide design drawings and step files for review and approval before fabrication.

• Manufacturing Plan: Includes schedule, identification of subcontractors, and a Material Control Plan (covering raw material inspection, identification, and preservation).

• Non-Conformance Control: Procedures for identifying, reporting, and recommending disposition of non-conformances, including Nonconformance Reports (NCRs).

• Deviations: Process for proposing and obtaining approval for deviations from specifications.

• Packaging and Shipping: Submission of a packaging and shipping plan, including corrosion protection, specific labeling requirements, and adherence to the provided shipping address.

• Linear actuator repeatability: +/- 0.3 mm.

• Acceptance requires all items to meet or exceed the requirements outlined in the document.

• Not explicitly stated, but implies fabrication and delivery to Oak Ridge National Laboratory.

• Verification and Acceptance: Includes company witness rights for tests/inspections, material inspection, acceptance criteria, inspection procedures, inspection documentation, and company testing.

• Documentation: All documentation to be submitted in electronic format (PDF preferred) and in English.

• Corrosion Protection: Special consideration if transported or stored near salt water.

• Packaging Label: Specific information required on package labels, including ORNL Point of contact (Dominic Giuliano).

Oak Ridge National Laboratory / SNS Site P.O. Box 2008 (MS6460), 1 Bethel Valley Road Bldg. 8700 SNS Target Building Oak Ridge, TN 37830-6460

Form / Attachment / Pricing Sheet

This document, "Attachment D - Bill of Material," lists the components and quantities required for the opportunity associated with RFP466328. It serves as a detailed breakdown of the parts needed to fulfill the contract requirements.

• Assemblies: Includes robotic components such as timing belts, motor cables, adaptors, safety modules, sensors, pendants, and various extrusion parts (end caps, plates, gussets).
• Parts: Details items like gearboxes, servo motors, extension cables, aluminum extrusions of various sizes, mounting plates, screws, nuts, grease, cable ties, and an E-Stop module.
• End-Effectors: Specifies the ORNL-Robotiq Hand-E Gripper and a Hand-E Gripper Kit for UR e-Series, with options for domestic equivalents.
• Robotic Arm: Lists the Universal Robots UR12e Collaborative Robot Arm, also with an option for a domestic equivalent.
• Subscriptions: Includes MachineLogic access for programming, simulation, and cloud services, with an option for domestic equivalent software-assisted deployment.
• Quantities: Each line item specifies the quantity required for the part or assembly.

This Bill of Material is crucial for bidders to understand the specific hardware and software components that constitute the solution being procured. It directly impacts pricing, sourcing strategies, and the technical approach proposed. Bidders should review this list carefully to ensure they can supply all specified items, including any required "domestic equivalent" options, and to accurately cost their proposals.

Form / Attachment / Pricing Sheet

This document, "Attachment E - Representations and Certifications - Abbreviated," is a form that potential offerors must complete and submit as part of their proposal. It requires the offeror to make specific representations and certifications regarding their business, compliance with various regulations, and eligibility for certain contract types or programs.

• 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, including details if applicable.
• Buy American: Certification regarding the origin of end products, with provisions for listing foreign end products.
• Child Labor: Certification regarding knowledge of child labor for listed end products.
• Prohibition on Telecommunications/Video Surveillance: Representation concerning the use of covered telecommunications equipment or services.
• Conflict of Interest: Certification regarding the absence of organizational or personal conflicts of interest, or disclosure and proposed mitigation if a conflict exists.
• Payments to Influence Federal Transactions: Certification regarding lobbying activities.
• Employee Concerns Program: Acknowledgment and agreement to comply with employee concerns and differing professional opinion processes.
• Business Size Certification: Offeror must certify their business size status (Small Business, Veteran-Owned, etc.) in accordance with the provided NAICS code and size standard.

Completing and submitting this form accurately is a mandatory requirement for proposal submission. Failure to provide the required representations and certifications may result in a proposal being deemed non-responsive. Bidders must carefully review each section to ensure they can truthfully certify to the statements made, as misrepresentations can have serious consequences. The information provided here directly impacts eligibility and compliance with federal acquisition regulations.

Solicitation / RFP / RFQ

This solicitation is for Oak Ridge National Laboratory (ORNL) to procure a "7th axis robotic system." An award will be made based on the lowest priced, technically acceptable proposal.

• Items in accordance with Attachment C – Statement of Work BL04A MAGREF Sample Changing Robotic System.

• Items in accordance with Attachment D - Bill of Materials RFP466328.

• Offerors must submit a single PDF proposal containing:

  • A firm fixed price.
  • A completed and signed copy of Abbreviated Representations and Certifications (BSD-CS-2260, dated March 9, 2026).
  • A completed and signed copy of Exhibit D - Bill of Material RFP466328.
  • Any exceptions taken to the terms and conditions, with reasons and alternate solutions. Failure to provide an "Exceptions/Non-Compliance" section implies acceptance of all terms.

• NAICS Code: 333248-All Other Industrial Machinery Manufacturing – 750 Employees.

• Terms and Conditions: BSD-CS-2154, dated January 13, 2026.

• Prime Flowdowns: UT-Battelle Prime Supplemental Flowdowns, BSD-CS-2258, dated January 13, 2026.

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

• Proposals must be submitted via email to the Procurement Officer (Liz Turner, turnerem@ornl.gov).

• Proposal Due Date: May 4, 2026, 5:00 PM EST.

• Award will be based on the lowest priced, technically acceptable proposal.

• Not explicitly stated, but the NAICS code and employee count may indicate potential set-aside considerations.

• The following attachments are referenced:

  • Attachment A: ORNL Terms and Conditions (BSD-CS-2154)
  • Attachment B: Prime Contract Flowdowns (BSD-CS-2258)
  • Attachment C: Statement of Work BL04A MAGREF Sample Changing Robotic System (dated April 2026)
  • Attachment D: Bill of Material RFP466328
  • Attachment E: Abbreviated Representations and Certifications (BSD-CS-2260)

Form / Attachment / Pricing Sheet

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

• Definitions: Defines key terms like Government, Company, Seller, Agreement, Procurement Officer, and Product.
• Order of Precedence: Specifies how to resolve inconsistencies between different parts of the agreement.
• Entire Agreement: States that these terms and those on the Purchase Order constitute the full agreement, requiring written acceptance for any changes.
• Warranties & Inspection: Details Seller's warranties for goods and services, including freedom from defects and conformity to requirements.
• Shipping Terms: Mandates that delivery drivers must be U.S. citizens for deliveries to DOE laboratories.
• Electrical Equipment: Requires electrical equipment to be listed by a nationally recognized testing laboratory (NRTL) or field evaluated.
• Payment: Directs suppliers to use the Ariba Network for payment inquiries.
• Compliance with Laws: Requires Seller to comply with all applicable laws and regulations.
• Termination: Outlines conditions for termination by the Company for convenience or default.
• Excusable Delay: Defines conditions under which delays are excusable.
• Access: Requires Seller to comply with DOE facility rules regarding conduct, security, and safety.
• Changes: Specifies that only the Procurement Officer can authorize changes, and claims for equitable adjustment must be made within 30 days.
• Insurance and Indemnity: Mandates Seller maintain specific insurance coverage and indemnify the Company and Government.
• Information Technology: Requires adherence to IT security policies and NIST standards.
• Gratiuties: Prohibits offering gratuities to Company employees.
• Incorporation by Reference: Lists various FAR, DEAR, and DOE clauses that are incorporated into the agreement.
• Applicable Clauses: Includes specific clauses based on whether services are performed on a DOE site, involve special products, or if there's a visa denial.
• Commercial Computer Software: References a specific Company Exhibit for software licenses.
• No Automatic Renewals: States that licenses or services tied to periodic payments will not renew automatically.
• Foreign Corrupt Practices Act: Requires Seller compliance with this act.
• Export Control: Mandates compliance with U.S. export control laws and regulations.
• Employee Concerns Program / Differing Professional Opinions: Outlines procedures for employees to raise concerns and differing professional opinions.
• Protection of Personally Identifiable Information (PII): Details requirements for handling PII, including security safeguards, incident reporting, and restrictions on use and disclosure.

This document is crucial for any vendor intending to provide commercial products or services to the Company under the SAT. It details the mandatory terms and conditions that will govern the purchase order, including legal, operational, security, and compliance requirements. Bidders must review these terms to understand their obligations, potential liabilities, and the framework within which the procurement will operate. Key areas like warranty, delivery, payment, insurance, PII protection, and compliance with laws are critical for proposal preparation and contract execution.