Scientific EMCCD Camera System with Imaging Control Software

Solicitation / RFP / RFQ

This document is a Request for Quote (RFQ) from Oak Ridge National Laboratory (ORNL) seeking a Firm Fixed Price proposal for items and/or services described in the attached Bill of Materials (Attachment C). The award will be based on the lowest priced, technically acceptable proposal.

• A firm fixed price quote with proposed delivery schedule.

• Completed and signed Abbreviated Representations and Certifications (BSD-CS-2260).

• Identification and explanation of any exceptions taken to the terms and conditions.

• Written documentation verifying products supplied meet catalog specifications.

• Procedures for identifying, reporting, and recommending disposition of non-conforming items.

• Submission of operating/maintenance manuals.

• Provision for packing and shipping to ensure undamaged delivery.

• Software Quality Assurance provisions, including training, defect notification, upgrade labeling, and SQA program assurance.

• Contract Type: Firm Fixed Price.

• Anticipated Subcontract Period of Performance: To be determined.

• Offer Validity Period: 120 days.

• Proposal Due Date: June 19, 2026, by 5:00 PM EST.

• Submission Method: Via email to the Procurement Officer.

• Evaluation Criteria: Lowest priced, technically acceptable proposal.

• NAICS Code: 334516 - Analytical Laboratory Instrument Manufacturing.

• Small Business Set-Aside: No.

• Key Attachments: ORNL Terms and Conditions (Attachment A), Prime Contract Flowdowns (Attachment B), Bill of Materials (Attachment C), Representations and Certifications (Attachment D).

• Questions Due Date: June 17, 2026, by 5:00 PM EST, submitted in writing via email.

• Procurement Representative: Javonte Thomas (thomasjm2@ornl.gov).

Form / Attachment / Pricing Sheet

This document is Attachment C, a Bill of Materials for RFQ475028. It lists the specific items required for the solicitation.

• Line Item Description:
  • 512x512, 16um, EX2&AntiF, 17MHz,-100C. Ex-Demo Camera SN: 1516 (or domestically equivalent)
  • Software for imaging cameras (or domestically equivalent)
• Part Number: DU-897U-CSO-EXF for the camera, SOLIS (1) for the software.
• Manufacturer: Andor Technology for both items.
• Quantity: 1 for each item.

Bidders must use this Bill of Materials to identify the specific components and quantities required for their quote. This document directly informs the pricing and technical specifications that must be met in the proposal.

Form / Attachment / Pricing Sheet

This document outlines the standard Terms & Conditions for Purchase Orders related to Commercial Products & Services under the Simplified Acquisition Threshold (SAT). It details the contractual obligations and expectations for sellers providing goods or services to the Company (UT-Battelle, LLC) on behalf of the Government (U.S. Department of Energy).

• Definitions: Clarifies terms such as Government, Company, Seller, Agreement, Procurement Officer, and Product.
• Order of Precedence: Establishes the hierarchy of documents in case of inconsistencies.
• Entire Agreement: States that these terms, along with the Purchase Order face, constitute the full agreement.
• Communication: Defines communication protocols with the Government.
• Warranties & Inspection: Outlines seller warranties for goods and services, and inspection rights.
• Delivery: Specifies that delivery drivers must be U.S. citizens for onsite deliveries to DOE laboratories.
• Electrical Equipment: Requires electrical equipment to be NRTL listed or field evaluated.
• Payment: Directs suppliers to the Ariba Network for payment information.
• Compliance with Laws: Mandates seller compliance with all applicable laws and regulations.
• Termination: Details conditions for termination for convenience or default.
• Excusable Delay: Defines circumstances that may excuse delays.
• Access: Requires compliance with DOE facility rules for access.
• Changes: Outlines the process for making changes to the Purchase Order.
• Insurance & Indemnity: Specifies insurance requirements and indemnification obligations.
• Information Technology: Requires adherence to IT security policies.
• Gratauties: Prohibits offering gratuities to Company employees.
• Incorporation by Reference: Lists various FAR, DEAR, and DOE clauses that are incorporated into the agreement.
• Protection of Personally Identifiable Information (PII): Details requirements for handling PII, including security safeguards, incident reporting, and compliance.

This document is crucial for any vendor responding to an opportunity that involves a Purchase Order under the SAT. It defines the legal and operational framework of the agreement, including critical requirements related to delivery, compliance, insurance, and data protection. Bidders must review these terms to understand their contractual obligations and ensure they can meet all stipulated conditions before submitting a proposal or quote.

Other / Unclassified

This document, "Prime Supplemental Flowdown Document: Additional Terms & Conditions for Subcontracts/Purchase Orders Under Prime Contract No. DE-AC05-000R22725," outlines mandatory U.S. Government regulatory and customer obligations that flow down from Oak Ridge National Laboratory's (ORNL) prime contract with the Department of Energy (DOE). It incorporates various articles and clauses by reference, which apply to subcontracts and purchase orders issued under the prime contract. The document specifies that in case of conflict between clauses in this document and those in the identified Terms and Conditions, the version in this document takes precedence. It also states that any clause inapplicable to a specific subcontract will be considered self-deleting.

This document is crucial for potential subcontractors and vendors. It details the specific terms, conditions, and clauses that will be incorporated into their subcontracts or purchase orders. Bidders need to review these flowdown clauses to understand their contractual obligations, compliance requirements, and potential impacts on their business operations, pricing, and performance. The document lists numerous FAR (Federal Acquisition Regulation) and DOE clauses, often with applicability thresholds based on contract value or type, which are essential for determining eligibility and compliance for any subcontracting opportunity related to ORNL's prime contract.

Form / Attachment / Pricing Sheet

This document, "Representations and Certifications - Abbreviated," is a form that potential offerors must complete and submit as part of their bid. It requires the offeror to make specific representations and certifications regarding their business status, compliance with federal regulations, and other relevant factors.

• Type of Organization: Offeror must specify their business structure.
• Export Control: Representations regarding whether furnished items are "Trigger List Items," "Military/Space Items," or "Dual Use Items," including details about manufacturers and commodity categories if applicable.
• Buy American Act: 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 Contracting for Certain Telecommunications and Video Surveillance Services or Equipment: Representation regarding the use of prohibited 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 and Differing Professional Opinion Process: Acknowledgment and agreement to comply with related processes.
• Business Size Certification: Offeror must self-certify their business size (e.g., Small Business, Veteran-Owned Small Business, etc.) and provide NAICS code and size standard information.

Completing this form accurately is a mandatory requirement for submitting a compliant offer. It ensures that the offeror meets various regulatory, ethical, and business status requirements set forth by the government. Failure to complete or accurately represent information on this form could result in disqualification or other penalties.