Chattanooga-Area UPF Supplier Opportunities ForumUPF Materials and Equipment

Elaine NajmolaUPF Purchasing Group Manager

Introduction

Agenda• Introduction• Agenda• Safety Minute• Procurement Postings• Upcoming Bids• Expression of Interest• Information Security

• Request for Proposal• Specification• Onsite Services/Installation• General Information• Contact Information• Questions and Answers

Safety Minute

• In case of an emergency please note emergency exits

- Don’t use elevators – use steps

- Don’t panic – walk in orderly fashion

Also please remember today is Halloween and children will be trick or treating by the time you get home this evening. They will be distracted so look out for them.

Procurement Postings

• B&W Y-12 Procurement Forecast Page

http://www.y12.doe.gov/suppliers/procurement/subcontracting/subcontracting-forecasts/y-12-forecast

• FedBiz:

- EOI is posted at: www.fbo.gov- Type in “Y-12” in Solicitation # box and hit enter

UPF Upcoming Bid Requests

• Electric Tube Conversion Furnaces (Q)• Hydraulic Break/Shear Press (RS)• Electric Oxide Furnaces (Q)• Bottom Loading Furnaces (Q)• Centrifuges (Q)• Calciner (Q)• Vacuum Annealing Furnaces (Q)• Rebar Detail/Supply/Fabrication (Q)• Structural Steel (Q)• Embedments (Q)• Concrete Formwork (C)• Office Furniture (C)• Process & Specialty Skids (Q)• Gloveboxes/Integration (Q)• Pipe Hangers (Q)• Pipe Spools (Q)• Access Doors (C )

• Horizontal Jack & Bore (C)• Tower Cranes (C)• RUBB Tent Upgrade (C)• Concrete Testing (Q)• Plug & Abandon Monitoring Wells (C)• Surveying Services (Q)• Standard Penetration Testing (Q)• Construction Labor & Equipment (C)• Gas Storage Building (C )• Modular Office Facilities (C )• Admin Building (C )• Process Support Facilities (C )• Welding Management (Q)• Fireproofing (Q )• Architectural Finishes (C )• HVAC Fab / Install (Q )

Q – Nuclear Quality NQA-1 2008 w/ 2009 Addendum

RS – Risk Significant Commercial Produces (ISO 9000)

C – Industrial Commercial Products/Services

• Fire Protection (Q)• Cooling Towers (C )• Firewater Pump Houses ( C) • Substation (C )• Insulation (Q)• Lightning Protection (C) • Chillers (C)• Paving (C)• Roofing (C)• Painting/Coatings (C)• Siding (C)• Fire Detection (Q)

PURCHASE ORDERS SUBCONTRACTS

Expression of Interest (EOI)

• A request for EOI does not constitute an invitation for sealed bids, a request for proposals, or offers. The purpose of this request is to identify prospective and qualified firms. Responses received will be used for planning purposes and determining candidates for subsequent procurement actions, if any

• All procurements >$150k are posted on FedBiz

• EOI posting includes the NAICS code for the item to be procured

• Lists minimum criteria for receipt of proposal

• Brief description of specification

• Due date for submittal of EOI

• Point of Contact - Buyer

Information Security Process

If Specification contains “Sensitive Information”:

• Y-12 Security Personnel will provide training to Subcontractor

• Subcontractor Requirements

- Be knowledgeable and able to recognize sensitivity of information in your possession.

- Only Employees who have had training and a need to know may have access to sensitive information.

- Information will have special storage requirements

- This clause and training is required to be flowed to all lower-tier subcontractors and suppliers

Classified Information

If Applicable:

• Access will be kept to absolute minimum required

• Access limited to DOE Q or L cleared individuals

• Must have current FOCI determination (Foreign Ownership, Control, or Influence)

• Possession of classified information at vendor/subcontractor facilities requires off-site possessing facility certification byY-12/NNSA

- Minimum six months preparation

- Subcontract must be in place prior to initiation of certification

- Facility must meet Y-12/NNSA requirements

Off-Site UCI Processing

Your Security Requirements = Our Security Requirements

• Any processing off-site (not on Y-12 computers or networks) requires certification and approval by Y-12 prior to processing at Seller’s facility. Will require visit by Y-12 personnel and security plan for approval to operate.

• Y-12 information and information systems must be kept separate from other Seller data. Data and information may not be comingled.

• Computing platforms and operating systems must meet Y-12 Cyber Security standards. Software must meet Y-12 Software Quality Assurance measures.

• Standards will be provided to Seller prior to certification.

Off-Site UCI Processing (cont.)

• System security must be maintained and regularly reassessed

• All media (including hard drives, thumbdrives, CD/DVDs, tapes, etc.) must be encrypted using Federal Information Processing Standards (FIPS) 140.2 approved encryption modules as approved by Y-12

• All media and documents containing UCI must be surrendered to Y-12 at conclusion of contract or task. Documented notification of surrender of media and documents to Subcontract Technical Representative (STR) must be provided

• Loss or compromise of data or information must be immediately reported to Y-12

Request for Proposal (RFP)

• Index of RFP:

- Section A. RFP Agreement Form

- Section B. Equipment/Price and Cost

- Section C. Specification/Scope of Work

- Section D. Delivery, Shipping and Packaging

- Section E. Performance Period and Payment

- Section F. Administrative Information

- Section G. Clauses

- Section H. List of Attachments

- Section I. Instruction to Offerors

- Section J. Evaluation Factors and Award

Request for Proposal (RFP) (cont.)

• Sections B-H will be basis of subcontract

• Sections I and J discuss the evaluation and award criteria

- Discussion on lowest price/technically acceptable or evaluated procurements

- Provide ALL Requested Information Following the Format Given

- IMPORTANT – Submit Best Offer Initially; Award May be Made without Discussion

• Critical Technical considerations:

- Specification Experience

- Technical Core Competencies

- QA Program Requirements/Required Certifications

Request for Proposal (RFP) (cont.)

• Section A “ Agreement Form” Top right hand block denotes duration that the proposal pricing will be held for

• Section A must be signed by authorized Company Representative

• Acknowledgement of Amendments

- Signed Amendments Must be Included with Offer

Specification

• Defines what is to be purchased

• Provides list of required award submittals

• Defines quality requirements

• Provides milestone schedule

• Provides fabrication standards

Onsite Services/Installation Oversight

• Must be U.S Citizen

• May require clearance

• Requires additional insurance

• Additional ES&H requirements

General Information

• Offeror Responsibilities

- IMPORTANT – Read the entire RFP

- Understanding Offer Evaluation Criteria; Both Technical & Business Management

- Follow all Instructions for Submission of Offer

- Complete & Sign All Documents Requested with Offer

- Late, Partial or Incomplete Offers May Not be Considered

• Important Dates

- Deadlines for Questions

- Offer Closing Date

• Point of Contact

- During the Solicitation Phase – BUYER ONLY

General Information

• Engineered Equipment and left in place Materials (Embeds, Rebar, Steel, etc…) will require Subcontractor to have an 2008 NQA-1 Program with 2009 Addendum.

• Engineered Equipment RFP’s can be issued either as a:

- Fabricate to print

- Design and Fabricate

• Engineered Skids

• Take advantage of “Assistance for TN Company’s” – TN Dept. of Economic and Community Development

• Take advantage of UT Programs concerning working with UPF

• Dunn & Bradstreet Report will be ran on each potential awardee to determine financial stability.

Contact Information

Elaine Najmola

UPF Purchasing Group Manager

(865) 241-1241

najmolame@y12.doe.gov

Questions & Answers

This work of authorship and those incorporated herein were prepared by Contractor as accounts of work sponsored by an agency of the United States Government. Neither the United States Government nor any agency thereof, nor Contractor, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, use made, or usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe privately owned rights. Reference herein to any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise, does not necessarily constitute or imply its endorsement, recommendation, or favoring by the United States Government or any agency or Contractor thereof. The views and opinions of authors expressed herein do not necessarily state or reflect those of the United States Government or any agency or Contractor thereof.

DISCLAIMER