Combined Synopsis/Solicitation for BNL Awards & Retirement Recognition Awards Program
ID: 442789Type: Combined Synopsis/Solicitation
Overview

Buyer

ENERGY, DEPARTMENT OFENERGY, DEPARTMENT OFBROOKHAVEN NATL LAB -DOE CONTRACTORUpton, NY, 11973, USA

NAICS

Other Services Related to Advertising (541890)

PSC

SUPPORT- MANAGEMENT: ADVERTISING (R701)

Original Source

https://sam.gov/opp/7978b013c939492a82caeb2d8d91cea0/view
Timeline
    Description

    The Department of Energy, through Brookhaven National Laboratory (BNL), is soliciting proposals for a Service and Retirement Recognition Awards Program aimed at honoring employee milestones and retirements. The selected contractor will manage all aspects of the program, including gift fulfillment, program administration, and compliance with IRS guidelines, while recognizing approximately 500 service achievements and 50 retirements annually. This initiative underscores the importance of employee recognition in fostering a positive workplace culture and enhancing morale within federal operations. Proposals are due by December 23, 2024, with a contract award anticipated by April 1, 2025. Interested parties should direct inquiries to Jeanhei Christy at jchristy@bnl.gov or call 631-344-6054.

    Point(s) of Contact
    Jeanhei Christy
    (631) 344-6054
    jchristy@bnl.gov
    Maile Nichols
    (634) 344-3936
    mnichols@bnl.gov
    Files
    Title
    Posted
    1. RFP 442789 final 11.25.24.pdf
    The U.S. Department of Energy, through Brookhaven Science Associates, is issuing RFP No. 442789 to solicit proposals for an Employee Recognition Program aimed at honoring service milestones and retirement. This combined synopsis/solicitation is open to full competition under the NAICS Code 541890, with a size standard of $19 million. The scope of work includes the provision of all necessary labor, services, materials, and administration of recognition programs. Proposals must adhere to a two-phase submission process, with Phase I due by December 23, 2024, involving both technical and pricing submissions. Selected Offerors will then present oral demonstrations in January 2025. Key evaluative criteria focus on past performance, data management, technological capability, gift selection, recognition processes, warranty and customer care, with an emphasis on providing a best value-based award rather than simply lowest price. The timeline anticipates awarding the contract by April 1, 2025. Offerors are instructed to conform to detailed submission requirements, while maintaining compliance with federal regulations including SAM registration and applicable labor laws. This RFP illustrates the government's commitment to recognizing employee contributions within federal operations.
    2. RFP Enclosure 1 Draft Contract revised 11.25.24.pdf
    The document outlines a contract between Brookhaven Science Associates, LLC (BSA) and a contractor, designated as Jeanhei D. Christy, for administering a Service and Retirement Recognition Awards Program under a Prime Contract with the U.S. Department of Energy. The contract, effective upon execution, includes multiple one-year option periods, allowing for potential extension. The pricing structure establishes a ceiling amount and a funded amount for the services, detailing payment terms and conditions, including a Firm Fixed Unit Price (FFUP) methodology for gifts and recognition packages. Invoices will be submitted electronically or by mail, and freight terms are specified. BSA representatives are designated for technical and contractual matters, while additional terms and conditions, including federal compliance requirements regarding privacy, are incorporated by reference. This document serves to formalize the partnership and establish guidelines for the contractor's responsibilities and compensation, highlighting the federal context of government contracts and compliance.
    3. RFP Enclosure 1, Attachment (A) SOW Sept 2024.pdf
    The document outlines the Statement of Work for the Brookhaven Science Associates (BSA) Service and Retirement Recognition Awards Program, set to commence in September 2024. BSA, managing operations for the U.S. Department of Energy at Brookhaven National Laboratory, implements automated recognition programs for approximately 500 service and 50 retirement awards annually, although actual numbers may vary. Key responsibilities of the contractor include managing all aspects of these awards, including program administration, gift fulfillment, and customer service, alongside ensuring compliance with IRS guidelines for employee recognition programs. The process for service and retirement awards involves personalized recognition packages from management, gift selection options for employees, and a follow-up system to encourage engagement. Data management entails secure communication between BSA and the contractor for employee and manager information. The contractor is also responsible for providing an online gift ordering system, maintaining customer care, and ensuring employee satisfaction through a return policy. This procurement indicates a commitment by the federal government and BSA to recognize employee service and retirement, thereby enhancing workforce morale and engagement, within a structured and automated framework.
    4. RFP Enclosure 1, Attachment (B) BSA Commercial T&C Rev22.pdf
    The document outlines the General Terms and Conditions for commercial items and services provided by Brookhaven Science Associates, LLC (BSA) at Brookhaven National Laboratory. It defines essential terms, including the roles of the Contractor and the U.S. Government, and establishes the order of precedence in case of inconsistencies within the agreement. Notably, BSA emphasizes the need for a respectful workplace policy, environmental reporting rights, and compliance with applicable laws. The agreement stipulates payment terms, warranties, dispute resolution mechanisms, and liability limitations. Key provisions address termination for convenience or default, as well as the consequences of using suspect or counterfeit items. Furthermore, clauses incorporated by reference from the Federal Acquisition Regulation (FAR) highlight compliance with specific regulations regarding executive compensation, employment verification, and ethical conduct. This document serves as a comprehensive legal framework ensuring integrity, safety, and responsibility in contractual obligations at the national laboratory, aligning with federal RFP, grant, and local bidding procedures.
    5. RFP Enclosure 1, Attachment (C) BNL-QA-101.pdf
    The Brookhaven National Laboratory (BNL) Supplier Quality Assurance Requirements (BNL-QA-101) establish essential quality assurance protocols for suppliers engaging with Brookhaven Science Associates (BSA). This document delineates two primary sections: general requirements applicable to all suppliers and special requirements that may be invoked in specific procurement scenarios. Key requirements include maintaining a robust quality system aligned with ISO standards, facilitating assessments by BSA representatives, and ensuring responsibility for product conformance. Suppliers must also comply with strict packaging, calibration, and inspection standards for materials and equipment. Furthermore, the document outlines protocols for handling suspect counterfeit parts, providing documentation for shipments, and addressing product recalls or safety alerts, emphasizing the necessity for thorough traceability and adherence to regulatory standards. These guidelines reflect BNL's commitment to maintaining high-quality standards in procurement processes and serve as critical frameworks for ensuring compliance and safety in operational practices across government contracting endeavors.
    6. RFP Enclosure 2 Proposal Pricing Sheet AMS-Form-043 11.25.24.pdf
    The document is a Proposal Pricing Sheet submitted by Brookhaven National Laboratory in response to a Request for Quotation regarding the Service and Retirement Recognition Awards Program. It outlines the proposed pricing for gift and recognition packages over a base year and nine option years, requiring firm fixed unit prices and estimated transaction counts for various employee milestone levels. The pricing must remain valid for 180 days and is structured in a table format for each year, detailing the estimated number of transactions and associated costs for gifts and recognitions. The proposal emphasizes compliance with the solicitation requirements and affirms the contractor's registration in the System for Award Management. The overarching purpose of the document is to establish the financial terms of the proposed service while ensuring adherence to regulatory requirements and alignment with the U.S. Department of Energy's procurement processes.
    7. RFP Enclosure 3 Subcontracting Plan Waiver.pdf
    The document is a Subcontracting Plan Waiver issued by the Procurement and Property Management Division of Brookhaven National Laboratory, managed under a contract with the U.S. Department of Energy. It outlines the regulations under Public Law 95-507, which mandates a Small Business Subcontracting Plan for contracts exceeding $750,000. The waiver specifically pertains to proposed Contract No. 442789, with the contractor certifying that the work will occur entirely outside the U.S. or that subcontracting will not take place under this contract. As a result, the Small Business Subcontracting Plan is deemed inapplicable. The document includes sections for contractor certification, determination by the buyer or contract specialist, and approval by the Small Business Liaison Administrator. This waiver process aims to comply with federal regulations while acknowledging unique situations related to subcontracting exemptions.
    8. Amendment 1 Q&A 12.13.24.pdf
    The document serves as Amendment 1 to RFP 442789, concerning the Service and Retirement Recognition Awards Program. It provides clarifications and answers to questions posed by potential Offerors related to the program, which recognizes employee service and retirement achievements. Key points include that Offerors must submit pricing for all ten years listed in the proposal, with no requirement for different prices across various recognition levels. The IRS guidelines are acknowledged with respect to award values, emphasizing compliance with tax regulations. Shipping costs for initial gift shipments will be billed to BNL, while contractors are responsible for return shipping. The document specifies expectations for the presentation format of technical proposals, clarifying that Offerors can propose examples of de minimis offerings like keychains or pens. It asserts BNL's standard terms will prevail in any contractual agreement, including a mandatory "Termination for Convenience" clause. Overall, this RFP amendment outlines the qualifications, expectations, and compliance requirements of the program, highlighting the federal government's efforts to standardize processes while providing potential contractors with necessary clarifications.
    9. Amendment 1 RFP Encl 1, Att (A) SOW Revised 12.13.24.pdf
    The Brookhaven Science Associates (BSA) is seeking a contractor for its Service and Retirement Recognition Awards Program, aimed at celebrating employees' milestones and retirements. BSA operates Brookhaven National Laboratory under the U.S. Department of Energy and currently recognizes about 500 service achievements and 50 retirements annually, subject to variation based on actual awards issued. The contractor will manage automated systems for the Service Awards, recognizing employee service in five-year increments, and will provide retirement awards compliant with IRS guidelines. Responsibilities include program management, gift fulfillment, a technology platform for tracking orders, and customer service. Key processes involve timely communication with managers and employees regarding award selections, including personalized packages and follow-ups. Gifts will feature a wide range of options to accommodate diverse preferences, including eco-friendly and technologically innovative items. Additionally, the contractor must ensure secure data management, excellent customer service, and a satisfaction guarantee for recipients. This RFP reflects a commitment to valuing employee contributions, promoting a positive workplace culture, and ensuring compliance with IRS regulations while enhancing overall employee satisfaction at BNL.
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    Combined Synopsis/Solicitation for BNL Awards & Retirement Recognition Awards Program
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