Bld. 902 Chiller Replacement
ID: AG449934Type: Solicitation
Overview

Buyer

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

NAICS

Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing (333415)

PSC

AIR CONDITIONING EQUIPMENT (4120)

Set Aside

Total Small Business Set-Aside (FAR 19.5) (SBA)

Original Source

https://sam.gov/opp/710c2ff3c5cc4f689a0cf6c31d6ae9cd/view
Timeline
    Description

    The Department of Energy requires the replacement of a failed chiller in Building 902 of the Brookhaven National Laboratory, Upton, New York. The key objective is to procure a Carrier Model 30RC Chiller, with installation and future servicing included, to ensure a seamless transition.

    The Scope of Work specifies the delivery of the replacement chiller, adhering to strict laboratory requirements outlined in the request. The selected vendor will be expected to provide a comprehensive solution, including all necessary labor, services, and materials, with a focus on quality assurance and compliance.

    Eligibility to apply is open to all businesses, with the successful applicant being a low-cost, responsible bidder. The contract, awarded by Brookhaven Science Associates, will be firm-fixed-price, with emphasis on prompt payment within 10 days or 30 days of award or delivery.

    Interested parties should provide a quotation, including pricing valid for a specified period, and a comprehensive solution by the due date, 5pm Eastern Time, 5th August 2024. The evaluation of bids will consider the pricing and terms offered, with the award potentially leading to a long-term partnership.

    For clarity, it is emphasized that the successful vendor will not be required to install the chiller or provide training, although a dedicated and trained workforce is expected. All applicants must be registered in the System for Award Management database.

    All queries should be directed to Arpan Ghimiray at aghimiray@bnl.gov or via phone at 631-344-3843 by the deadline stated.

    Point(s) of Contact
    Arpan Ghimiray
    (631) 344-3843
    aghimiray@bnl.gov
    Files
    Title
    Posted
    Enclosure A - SOW.pdf
    The U.S. Department of Energy seeks a like-kind replacement for a failed Carrier Chiller at B902, emphasizing specific model and quality requirements. The vendor will provide the chiller, adhere to detailed specifications, and ensure delivery and installation. They must offer startup support and warranties, along with personal protective equipment and training, while BNL craft handles the actual installation. This scope of work underscores the need for a dedicated and trained workforce, with the vendor assuming responsibility for future servicing. The request emphasizes the importance of a seamless transition and continued operation, backed by robust warranties.
    Enclosure B - Draft Purchase Order.pdf
    The primary objective of this procurement is to obtain various quality assurance commitments and documentation from vendors, ensuring their adherence to stringent standards. The focus is on implementing a robust system for verifying the quality and conformance of the supplied items. This includes compliance with general requirements, such as maintaining an effective quality system, allowing buyer assessments, and obtaining prior approval for any changes to buyer-specified requirements. Vendors will be responsible for providing an extensive documentation package with each shipment, including reports, certificates of conformance, and serial numbers for each end-item. The quality assurance requirements are detailed in the incorporated document BNL-QA-101, which vendors must familiarize themselves with. Key dates and timelines are not explicitly mentioned within the provided file, and evaluation criteria for vendor selection are likewise absent. The contract's financial details are mentioned, indicating a net 30-day payment term and an estimated total PO amount, but the actual dollar value is redacted.
    Enclosure C - Quatation Pricing Sheet.pdf
    The Brookhaven National Laboratory, managed by Brookhaven Science Associates, LLC, seeks quotations for an unnamed procurement. The quotation, valid for a limited period, specifies a firm price and delivery terms, with the contractor committing to meeting BSA's requirements and schedule. The procurement appears focused on obtaining goods or services, with the contractor responsible for delivering them to the laboratory. The quotation serves as confirmation of the company's ability to supply the named price and adhere to the outlined terms and conditions, indicating a competitive pricing structure.
    Enclosure C - Quotation Pricing Sheet.pdf
    The Brookhaven National Laboratory, managed by Brookhaven Science Associates, issues a quotation-based procurement for an unnamed good or service. Vendors are invited to submit quotations for the provision of an unknown quantity of items, with the contract awarding based on the pricing and terms offered. The focus is on delivering the goods FOB Destination, with payment expected within 30 days of delivery. The quotation, including pricing, must remain valid for a specified number of days, indicating a sense of urgency. This information is conveyed using the AMS Form 043, which is a standard template for procurement initiatives. Vendors have until a future unspecified date to submit their quotations, with the contract potentially leading to a valuable partnership with the laboratory.
    Enclosure D - ACH Authorization Form.pdf
    The U.S. Department of Energy, through Brookhaven Science Associates, seeks to establish a vendor relationship for automated financial transactions. The primary objective is to authorize ACH credit entries and corrections to a designated account. The vendor, whose details are redacted, is expected to provide their account information, including financial institution details and authorization from an authorized representative. This arrangement aims to streamline payments and streamline operations, with the contract remaining in effect until written notification is given. Key dates and contract values are not explicitly mentioned, indicating that the primary focus is on setting up the ACH payment method.
    Enclosure E - Reps and Certs.pdf
    The file contains general terms and conditions outlined by Brookhaven Science Associates, LLC (BSA) for commercial items and services procured at Brookhaven National Laboratory. These terms cover a range of legal and procedural aspects governing the relationship between BSA and the contractors. Notably, it emphasizes BSA's rights regarding contract termination, changes, and disputes, as well as expectations for contractor behavior, including compliance with laws and reporting requirements. Several articles outline the contractors' responsibilities, such as warranting their work, handling suspect or counterfeit items, and incorporating specific FAR and DEAR clauses into subcontracts. This document serves as a comprehensive framework for BSA's procurement processes, ensuring compliance, fairness, and clarity in their contracting procedures.
    Enclosure F - W8 Form (Foreign Vendors).pdf
    The Form W-8BEN-E (Certificate of Status of Beneficial Owner) is primarily aimed at procuring information and certifications from foreign entities regarding their tax status for United States Tax Withholding and Reporting purposes. The form aims to establish the entity's eligibility for tax treatment under various categories. These include chapters 3 and 4 status, such as corporation, partnership, or tax-exempt organization, as well as certifications related to FATCA status, treaty benefits claims, and ownership details. The form requires the entity to provide detailed information, including addresses, identification numbers, and references. Additionally, it mandates certifications from authorized individuals regarding the accuracy and capacity to sign for the entity. Critical dates include a 30-day resubmission deadline if any certifications become incorrect. Overall, the W-8BEN-E form is a key component in the US government's efforts to gather tax-related information from foreign entities, ensuring compliance and accurate reporting.
    Enclosure G - W9 Form (Domestic Vendors).pdf
    The Form W-9 serves as a request for taxpayer identification number certification. It aims to collect essential information for tax purposes. Primarily, it's used to obtain an individual's or entity's correct Taxpayer Identification Number (TIN), which could be a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), or Employer Identification Number (EIN). This form is crucial as it helps prevent backup withholding, which applies a 24% tax on certain payments. The form requires detailed information, including name, address, tax classification, and certifications. Notably, it mandates signing under penalties of perjury, certifying the provided TIN's accuracy and compliance with backup withholding rules. Businesses and individuals must furnish this form to avoid potential penalties and ensure proper taxation. The IRS encourages prompt submission and caution in handling sensitive taxpayer information.
    RFQ No. 449934.pdf
    The Brookhaven National Laboratory, managed by Brookhaven Science Associates, seeks quotes for the B902 Chiller Replacement Project. Offerors are invited to provide a comprehensive solution, including all necessary labor, services, materials, and equipment. The focus is on replacing the chiller system, with vendors expected to furnish detailed descriptive materials ensuring compliance with the laboratory's requirements. The Scope of Work, enclosed in the request, outlines the specific tasks, and the expected period of performance is until May 30, 2025. This procurement is subject to the Buy American Act, and vendors must provide the manufacturing location. Quotes are due by 8/5/24 at 5pm Eastern Time, with Brookhaven Science Associates selecting the lowest responsible offeror as the basis for award. Key dates include the question deadline on 7/29/24, and the contract will be firm-fixed-price, with payment due within 10 days of award. Vendors must be registered in the System for Award Management database, and those short-listed will be required to provide additional documentation. This solicitation is open to all eligible businesses.
    Solicitation No. 449934 - Amendment 1.pdf
    The government agency seeks a contractor for the delivery of a replacement chiller unit to Building 902B. The focus is on the successful procurement and delivery of the unit, as training is not a requirement. This clarification amends a previous solicitation, emphasizing the absence of installation obligations.
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