Sumitomo/Gifford-McMahon Cryocooler, compressor, power cord, hose assembly, cable assembly, and installation kit - OR - Domestic Equivalent.

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 the hierarchy of documents in case of inconsistencies (Task Order, Purchase Order, Special Provisions, SOW, General Provisions, Attachments, Flowdown Document).
• Entire Agreement: States that these terms and those on the Purchase Order constitute the full agreement, requiring written acceptance for any changes.
• Communication: Clarifies that the Seller has no direct privity with the Government and outlines permitted communications.
• Warranty & Inspection: Details warranties for goods and services, including freedom from defects and adherence to professional standards.
• Shipping Terms: Mandates that delivery drivers must be U.S. citizens for deliveries to DOE laboratories like ORNL.
• Electrical Equipment: Requires electrical equipment to be listed by a nationally recognized testing laboratory (NRTL) or field evaluated.
• Payment: Directs suppliers to the Ariba Network for payment information.
• Compliance with Laws: Requires Seller to comply with all applicable laws and regulations.
• Termination: Outlines conditions for termination for convenience or default by the Company.
• Excusable Delay: Defines conditions under which nonperformance may be excused.
• Access: Requires Seller to comply with DOE facility rules if granted access.
• Changes: Details the process for making changes to the Purchase Order, requiring written confirmation from the Procurement Officer.
• Insurance and Indemnity: Specifies insurance requirements and Seller's obligation to indemnify the Company and Government.
• Information Technology: Requires adherence to IT security policies and requirements.
• Gratiuties: Prohibits offering gratuities to Company employees.
• Incorporation by Reference: Lists various FAR and DEAR clauses that are incorporated into the agreement.
• Protection of Personally Identifiable Information (PII): Establishes strict requirements for handling PII, including security safeguards, incident reporting, and compliance with laws.

This document is crucial for any vendor seeking to provide commercial products or services under the SAT to the Company. It details the fundamental terms and conditions that will govern the purchase order, including legal obligations, performance standards, compliance requirements, and dispute resolution. Bidders must review these terms carefully to understand their rights and responsibilities, and to ensure they can meet all stipulated requirements before submitting a proposal or accepting an order.

Solicitation / RFP / RFQ

Oak Ridge National Laboratory (ORNL) is issuing this Request for Quotation (RFQ) for a Sumitomo/Gifford-McMahon Cryocooler, compressor, power cord, hose assembly, cable assembly, and installation kit, or a Domestic Equivalent. The award will be made to the lowest-priced, technically acceptable proposal.

• The primary deliverable is a Sumitomo/Gifford-McMahon Cryocooler system or a domestic equivalent.

• A detailed Bill of Materials for RFQSSPR452058 is referenced for specific itemization.

• Offerors must provide a firm fixed price quotation.

• Offerors must provide completed and signed Representations and Certifications – Abbreviated (12/22/2025).

• Any exceptions to the terms and conditions must be clearly explained, with reasons and alternative solutions provided. Failure to do so may result in the proposal being deemed non-responsive.

• Contract Type: Firm Fixed Price

• Anticipated Subcontract Period of Performance: To Be Determined

• Proposal Submission Deadline: March 17, 2026, at 12:00 PM EST.

• Proposals must be submitted via email to the Procurement Officer.

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

• Offer Validity Period: 120 days.

• Small Business Set-Aside: No

• NAICS Code: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing (Size Standard: 1,250 Employees)

• The following attachments are applicable: ORNL Terms and Conditions, Prime Contract Flowdowns, Bill of Materials, and Representations and Certifications.

• Procurement Representative: Scott Scarbrough (scarbroughws@ornl.gov)

Form / Attachment / Pricing Sheet

This document, "Attachment B_Prime-Flowdown-Clauses-BSD-CS-2258-01.13.2026-1.pdf," is a Prime Supplemental Flowdown Document. It 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.
• Each clause is listed with its number, title, and the date of the clause.
• Crucially, the applicability of each clause is specified, often based on contract value thresholds (e.g., "Applicable to agreements over $200,000") or specific conditions (e.g., "Applicable to agreements exceeding the Simplified Acquisition threshold").
• It also includes specific clauses applicable to various types of procurements, such as construction, services, information technology, and procurements involving nuclear materials or foreign travel.
• The document states that in case of conflict between this document and other terms, the version or date in this document takes precedence.
• It also notes that clauses may be self-deleting if inapplicable to a specific subcontract.

Potential bidders should review this document carefully to understand the mandatory flowdown clauses that will apply to their subcontract or purchase order. The applicability thresholds and specific requirements listed for each clause are critical for determining compliance obligations and potential impacts on pricing, performance, and contractual terms. This document helps bidders assess the full scope of contractual requirements beyond the direct statement of work.

Form / Attachment / Pricing Sheet

This document is a Bill of Materials (BOM) for the opportunity RFQSSPR452058. It lists the specific parts and quantities required for the procurement.

• Item: Sequential numbering of each component.
• Country of Origin: Manufacturer's country of origin (e.g., Sumitomo).
• Manufacturer: The company that produces the part.
• Quantity: The number of units required for each item.
• Part Number: Unique identifier for each component.
• Description: A brief explanation of the component or its function.
• Tariff: Indicates a tariff item, with a quantity of 1.
• Note: The document includes a line for "- OR Domestic Equivalent -", suggesting that domestic alternatives may be acceptable.

Bidders must use this BOM to identify and source the specified components. It is crucial for accurate pricing and proposal preparation. The mention of "Domestic Equivalent" indicates a potential area for sourcing flexibility, which bidders should consider when preparing their quotes.

Form / Attachment / Pricing Sheet

This document, "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 status, compliance with various federal regulations, and other relevant information. This form is crucial for the government to assess the offeror's eligibility and compliance with procurement requirements.

• Organization Type: Offeror must identify their business structure (e.g., Individual, Corporation, LLC).
• Small Business Status: Certifications regarding small business, small business joint ventures, veteran-owned small business, service-disabled veteran-owned small business, and 8(a) business development status.
• Export Control: Representations concerning Trigger List Items, Military/Space Items, and Dual Use Items.
• Buy American Act: Certification regarding domestic end products.
• Child Labor: Certification regarding knowledge of child labor laws for listed end products.
• Telecommunications & Video Surveillance: Representations regarding prohibited equipment and services (FAR 52.204-25).
• Conflict of Interest: Certification regarding organizational or personal conflicts of interest.
• Federal Transactions: Certification regarding payments to influence federal transactions (if applicable).
• Employee Concerns: Certification regarding the Employee Concerns Program and Differing Professional Opinion Process.

Bidders must carefully review and accurately complete all sections of this form. Failure to provide accurate representations and certifications, or failure to meet the requirements outlined within, could result in disqualification from the competition or impact contract award. The information provided here directly influences the evaluation of the offeror's eligibility and compliance with federal acquisition regulations.