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Collegiate Wind Competition


Colorado, United States
Government : Federal
RFP
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National Renewable Energy Laboratory
Managed and Operated by the Alliance for Sustainable Energy, LLC
Request for Proposals Number RDC-9-92408
"Collegiate Wind Competition"

REQUEST FOR PROPOSALS


READ THIS DOCUMENT CAREFULLY


This solicitation is being conducted under the procedures for competitive subcontracts established by the National Renewable Energy Laboratory (NREL). NREL will award no less than 10 subcontracts based on the following.


All Statement of Work (SOW) requirements being met with the best combination of:
• Technical factors (based on qualitative merit criteria)
• Evaluated price.


Subcontracts will only be awarded to a 4-year institution of higher education.



Issue Date: 9/9/19 Due Date: 12/9/19 Time Due: 4:00 p.m. Mountain Time


Technical questions must be received in writing no later than 11/15/19


Interested parties are invited to attend an informational webinar on Thursday, October 17 at 4:00 p.m. ET to learn more about the Collegiate Wind Competition and hear from organizers. Please click on the link at the time of the webinar and you will be joined into the meeting. Please note, participation is capped at 500 attendees. If you are unable to attend, a recording will be posted to the Collegiate Wind Competition website following the webinar. Go to https://www.energy.gov/eere/collegiatewindcompetition/articles/collegiate-wind-competition-informational-webinar-recording to view the recording.


Collegiate Wind Competition Informational Webinar
Thursday, October 17, 2019
4:00 p.m.-5:00 p.m. ET


Please join my meeting from your computer, tablet or smartphone.
https://attendee.gotowebinar.com/register/6894459475644687117


First GoToMeeting? Let's do a quick system check:
https://link.gotomeeting.com/system-check

1. Solicitation type
Best Value Selection
Firm Fixed Price

Submit offers to and request information from the NREL RFP Contact below


2. NREL RFP contact
Jeff Soltesz, Senior Subcontract Administrator
National Renewable Energy Laboratory
15013 Denver West Parkway, MS RSF030
Golden, CO 80401
Phone: 303-384-7409
Email: Jeffrey.Soltesz@nrel.gov


Electronic (PDF) copies of forms and appendices can be found at:
https://www.nrel.gov/workingwithus/standard-terms.html
https://www.nrel.gov/workingwithus/forms.html


3. Project description


As specified in the Statement of Work (Appendix A) titled " Collegiate Wind Competition" dated September 6, 2019


4. Proposed subcontract award and period of performance


The Alliance for Sustainable Energy, LLC has entered into Contract No. DE-AC36-08GO28308 with the U.S. Department of Energy (DOE), an agency of the U.S. Government, for the management and operation of the National Renewable Energy Laboratory (hereinafter called "NREL"). All references to "NREL" in this solicitation shall mean the Alliance for Sustainable Energy, LLC.


It is the intent of NREL to award no less than ten (10) firm fixed price subcontracts (Attachment 2) under this solicitation. The anticipated period of performance is through July 31, 2021 with funding availability of $20,000.00 for each award.


NREL anticipates that the schedule for negotiation and award of the subcontracts shall conclude within four (4) months from the date of notification of selection. In the event that NREL and the potential subcontractor cannot complete the negotiations and award process within this four (4)-month period, NREL will make a unilateral decision regarding the selected team's continued eligibility for award due to insufficient time to execute and achieve successful completion of the subcontract.


Exceptions (if any) must be submitted with the proposal. Exceptions submitted after the proposal deadline will not be considered.


5. Competitive negotiated subcontract using Best Value Selection


This solicitation shall be conducted using Best Value Selection that results in an award that is most advantageous to NREL based on the best value combination of evaluated qualitative merit.


6. Qualitative merit criteria for Best Value Selection


The Statement of Work (Appendix A) in this Request for Proposals serves as NREL's baseline requirements that must be met by each offer.


The qualitative merit criteria establish the technical factors that NREL considers valuable in an offer. These qualitative merit criteria are performance-based.


The following qualitative merit criteria will be used to determine the technical value of the offer in meeting the objectives of the solicitation.


Other factors may be considered during team selection to ensure that appropriate geographic diversity or other relevant programmatic goals are being met. Qualitative merit criteria and assigned weights are described below.


6.1 Educational Objective and Academic Integration (25%)
• Demonstrate that students are academically supported in the two (2) Competition contest areas and that contest area content is integrated into the students' educational experience (e.g., courses integrating Competition elements or that otherwise support Competition-related work, scholarships, independent study projects, or research assistantships designed to support successful student participation in the Competition). Alternatively, there is a plan to cultivate required knowledge through other means (e.g. remote learning, industry partnerships, informal independent study projects, industry mentorships, clubs, etc.)
• Demonstrate commitment to developing wind energy curricula and multi-year wind education.


6.2 Organization and Project Planning (25%)
• Demonstrate understanding of all Competition elements and outline the planned approach to execution of elements and subcontract deliverables, including how unique obstacles, such as academic calendars, will be overcome. If applicable, note previous participation in other applicable competitions.
• Demonstrate that the team is supported by sufficient faculty and staff to ensure that the students can be successful in achieving the Competition objectives (e.g., list faculty, staff, and other mentors who will advise students throughout the Competition). Describe how Principal Investigator's (PIs), Co-PIs, and other faculty will balance additional responsibilities associated with supporting the Competition.
• Demonstrate student interest in participation in the Competition for the year in which you are applying. If known, identify a student leader and student team members. Student letters of commitment are encouraged.
• Describe how the Competition team will be organized across the institution's (or institutions') academic focus areas and how PIs and Co-PIs will teach, advise, and coach the students in the skills necessary to compete in the Competition.


6.3 Team Configuration and Inclusivity (15%)
• Demonstrate or describe efforts to ensure that team makeup is consistent with NREL/DOE efforts to cultivate a wind workforce comprised of diverse backgrounds, skill sets, and educational training (e.g., describe how team members of diverse or unique backgrounds will be engaged and recruited to ensure team diversity).
• Demonstrate ability to successfully execute the multiple academic disciplines of the Competition.
• Describe previous successful examples of multi-disciplinary actions or projects implemented by diverse student groups and undertaken by the PIs, Co-PIs, students, or the institution.
• Demonstrate commitment to support alumni efforts following the Competition, including advising new Competition entrants on challenges, lessons learned, how to integrate into classwork, etc.


6.4 Budget Management and Institutional Support (20%)
• Demonstrate understanding of the required budget for competing.
• Demonstrate a plan to supplement the DOE-provided funds if it is needed to compete (e.g. grants, fundraising)
• Demonstrate that you have the minimum equipment and space needed to compete, which includes lab space, tools, ability to test your turbine, and similar. Letters of support from relevant deans, facility managers, and school administrators are welcomed.
Letters of support from administration, educational programs within the same university, college, or academic institution; and/or by providing letters of support from professional mentors or advisors are welcomed.

6.5 Communication and Outreach (15%)
• Demonstrate ability and willingness to participate in the Competition's outreach activities and to cultivate the spirit of the Competition in the broader community. An outreach plan will be provided, but it is expected that students use that plan to actively engage with the local or campus media, the community, or area schools about the team's participation in the Competition.
• Describe how the team will use the Competition and/or student engagement to have a direct impact within its institution and/or local community, highlighting the ways in which wind energy or renewable energy is relevant to the given audience.


6.6 Price evaluation for Best Value Selection

After evaluation of the qualitative merit criteria, the following price evaluation will be used to determine the best value of the offer in meeting the objectives of the solicitation.

The combined qualitative merit value will be considered equally important to the price.


7. Evaluation Process


NREL will evaluate offers in two steps:


Step One: Initial Evaluation
NREL will perform an initial evaluation to determine whether all required information has been provided for an acceptable offer. NREL shall only contact Offerors for clarification purposes during the initial evaluation. Offerors shall be notified if their offer is determined unacceptable and the reasons for rejection will be provided. Unacceptable offers will be excluded from further consideration.


Step Two: Discussion, Selection, Negotiation, and Award
All acceptable offers will be evaluated against the Statement of Work (Appendix A) [OR] (see NREL website below) and the qualitative merit criteria listed above. Based on this evaluation, NREL has the option, depending on the circumstances of the offers received, to use one of the following methods of selection:
(a) Make individual selection(s), conduct negotiations, and make an award(s)
(b) Conduct parallel negotiations with all offerors and make award(s)
(c) Conduct discussions with all offerors, select successful finalists, conduct parallel negotiations with successful finalists, and then make award(s)
(d) Conduct discussions with all offerors, conduct parallel negotiations with the finalists, select successful finalist(s), and then make award(s)
(e) Select successful finalists, conduct successive negotiations, and make successive selections and awards
(f) Make no award(s).


8. Proposal preparation information


a. The proposal must include a title page, including the RFP title and number, name of your organization and partner organization, if applicable, and principal investigator (with postal address, telephone and fax numbers, and email address). The title should be succinct and capture the essence of your offer.


b. Formatting instructions
- Use 8 ½" x 11" sheets of paper
- Use a 12-point font
- Maintain at least 1-inch margins on all sides


A PDF file of the proposal shall be sent to the NREL RFP Contact by the due date previously outlined. The emailed submission must include RFP Number and the project tiled "Collegiate Wind Competition" in the subject line. The electronic version of proposal shall include all the required components as described in paragraphs c through j below.


c. The technical proposal shall be organized in the following sections:


Section 1. Introduction
Section 2. Educational Objectives and Academic Integration
Section 3. Organization and Project Planning
Section 4. Team Configuration and Inclusivity
Section 5. Budget Management and Institutional Support
Section 6. Communications and Outreach


Include evidence required to make the case for how each criterion is achieved. Be sure to note in each section what additional content, if any (e.g., letters of support, resumes), evaluators should consider when addressing the criterion.


The total proposal shall not exceed ten (10) pages (not including title page, table of contents, letters of support, resumes, or NREL-required documentation identified in sections d through h below). EVALUATORS WILL ONLY REVIEW THE NUMBER OF PAGES SPECIFIED. Do not include any Internet addresses (URLs) that provide information necessary to review the proposal; information not provided in hard copy will not be considered.


d. A completed "Price/Cost Proposal" form must be submitted with the offer (see Section 11 for NREL website). An individual Offeror's price proposal standard format can be used if the data included are substantially the same as the NREL form. The Offeror's price and delivery terms must be valid for 90 days from the offer date. The price proposal should include support documentation for all categories of the proposed price. The price proposal should separate price for lower-tier subcontract(s) and include support documentation for all categories of the proposed lower-tier subcontract(s) price (see Price/Cost Proposal preparation instructions, available on the NREL websites provided in Section 11).


Submit individual pricing for each deliverable listed in the Statement of Work "Deliverables Summary Table" (Attachment 3). The sum of the price of deliverables shall equal the total proposed price submitted on the price proposal.


e. A completed "Representations and Certifications for Subcontracts/Purchase Orders" form in one (1) original (see NREL websites provided in Section 11).


f. EITHER the "Organizational Conflicts of Interest Representation Statement" OR the "Organizational Conflicts of Interest Disclosure Statement" (see NREL websites below), as applicable, one (1) original.


g. A cover letter including a summary statement indicating acceptance of the proposed Statement of Work (Appendix A) or any changes with the reason(s).


h. A cover letter including either acceptance or change/exception with reason to the subcontract schedule and the standard terms and conditions and/or the intellectual property terms and conditions in the appendices. The Offeror will explain any proposed change/exception with respect to the subcontract schedule and terms and conditions. Any proposed change/exception must contain sufficient amplification and justification to permit evaluation. Such proposed changes/exceptions will not, of themselves, automatically cause an offer to be termed unacceptable. However, a large number of proposed changes/exception or one or more significant exceptions not providing any obvious benefit to the NREL or the Department of Energy may result in rejection of such offer as unacceptable.


j. This solicitation does not commit NREL to pay costs incurred in the preparation and submission of a proposal in response to this RFP.


9. Solicitation Provisions - full text provided


a. Late submissions, modifications, and withdrawals of offers


Offers, or modifications to them, received from qualified organizations after the latest date specified for receipt may be considered if received prior to award and if NREL determines that there is a potential price, technical, or other advantage as compared to the other offers received. However, depending on the circumstances surrounding the late submission or modification, NREL may consider a late offer to be an indication of the Offeror's performance capabilities, resulting in downgrading of the offer in the technical evaluation process. Offers may be withdrawn by written notice received at any time before award. Offers may be withdrawn in person by an Offeror or an authorized representative if the representative's identity is made known and the representative signs a receipt for the offer before award.


b. Restrictions on disclosure and use of data


Offerors who include in their proposals data that they do not want disclosed to the public for any purpose or used by the government or NREL, except for evaluation purposes shall:


1. Mark the title page with the following legend:
"This offer includes data that shall not be disclosed outside the government or NREL and shall not be used or disclosed-in whole or in part-for any purpose other than to evaluate this offer. If, however, a subcontract is awarded to this Offeror as a result of-or in connection with-the submission of this data, the government or NREL shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting subcontract. This restriction does not limit the government or NREL's right to use information contained in this data if obtained from another source without restriction. The data subject to this restriction are contained on pages [insert page and line numbers or other identification of pages] of this offer"; and


2. Mark each page of data it wishes to restrict with the following legend:
"Use or disclosure of data contained on this page is subject to the restriction on the title page of this offer."


c. Notice of right to receive patent waiver (derived from DEAR 952.227-84) and technical data requirements.


Offerors (and their prospective lower-tier subcontractors) in accordance with applicable statutes and Department of Energy Acquisition Regulations, (derived from DEAR 952.227-84) have the right to request a waiver of all or any part of the rights of the United States in inventions conceived or first actually reduced to practice in performance of the subcontract that may be awarded as a result of this solicitation, in advance of or within thirty (30) days after the effective date of subcontracting. Even where such advance waiver is not requested, or the request is denied, the subcontractor will have a continuing right during the subcontract to request a waiver of the rights of the United States in identified, individual inventions.


Domestic small business firms, educational institutions, and domestic nonprofit organizations normally will receive the clause: Patent Rights - Retention by the Subcontractor, which permits the Offeror to retain title to subject inventions, except in subcontracts involving exceptional circumstances or intelligence activities. Therefore, domestic small business firms, educational institutions, and domestic nonprofit organizations normally need not request a waiver.


If an Offeror's proposal includes a lower-tier subcontract to another organization, that lower-tier organization's business type will determine the applicable intellectual property provisions that will apply to the lower-tier subcontract. Note that a lower-tier subcontractor may apply for a patent waiver under the same conditions as the Offeror.


Under a research, development, and demonstration project, the Department of Energy and NREL are unable to ascertain, prior to receipt of offers or performance of the project, their actual needs for technical data. It is believed that the requirements contained herein are the basic needs of the Department of Energy and NREL. However, if the Offeror indicates in its proposal that proprietary data will be used or withheld under its proposed effort, the Department of Energy and NREL reserve the right to negotiate appropriate rights to the proprietary data. The appropriate rights may include "Limited Rights in Proprietary Data" and/or "Subcontractor Licensing."


d. Disclaimer


NEITHER THE UNITED STATES; NOR THE DEPARTMENT OF ENERGY; NOR ALLIANCE FOR SUSTAINABLE ENERGY, LLC; NOR ANY OF THEIR CONTRACTORS, SUBCONTRACTORS, OR THEIR EMPLOYEES MAKE ANY WARRANTY, EXPRESS OR IMPLIED, OR ASSUME ANY LEGAL LIABILITY OR RESPONSIBILITY FOR THE ACCURACY, COMPLETENESS, OR USEFULNESS FOR ANY PURPOSE OF ANY OF THE TECHNICAL INFORMATION OR DATA ATTACHED OR OTHERWISE PROVIDED HEREIN AS REFERENCE MATERIAL.


e. Solicitation disputes


The General Accountability Office and the Department of Energy do not accept or rule on disputes for solicitations for Requests for Proposals issued by Management and Operating Contractors for the Department of Energy (operators of Department of Energy National Laboratories). Should an Offeror have any concerns regarding the NREL solicitation process or selection determination, the Offeror may contact Mark Barela, Advocate for Commercial Practices, at (303) 384-7559. NREL will address each concern received from an Offeror on an individual basis.


10. Solicitation provisions-incorporated by reference-general access


This solicitation incorporates one or more solicitation provisions by reference with the same force and effect as if they were given in full text. The following documents can be downloaded from the NREL general access website at:


https://www.nrel.gov/workingwithus/standard-terms.html
https://www.nrel.gov/workingwithus/forms.html


 Appendix B - Collegiate Wind Competition (General Terms and Conditions) (Attached)
 NREL Intellectual Property Provisions:
- Appendix C-2, dated 3/26/12 (applicable to Domestic Small Business, Educational Institutions, and other Nonprofit Organizations)
 NREL Representations and Certifications for Subcontracts/Purchase Order
 NREL Organizational Conflicts of Interest Forms
 NREL Price/Cost Proposal Form and Instructions


11. Summary of Attachments


The document items listed below are provided with this RFP:


1. RFP Appendix A - Statement of Work
2. RFP Attachment 2 - Sample/Pro-forma Subcontract Schedule: Firm Fixed Price
3. RFP Attachment 3 - Deliverable Summary Table
4. RFP Attachment 4 - Checklist
5. RFP Attachment 5 - Appendix B, Collegiate Wind Competition, (General Terms and Conditions), dated 10/1/18
6. RFP Attachment 6 - Appendix C-2, (Intellectual Property Provisions), dated 3/26/12


12. NAICS Code and Small Business Size Standard


a. The North American Industry Classification System (NAICS) code for this solicitation is 541990.


b. The small business size standard for 541990 is $14 million.


13. Notice Regarding NREL Payments to Subcontractors
It is NREL's standard practice to make all payments to domestic subcontractors via electronic (ACH) payments or to international subcontractors via wire transfers. Any Offeror receiving notification of an award under this solicitation must complete and submit a "Request for ACH/Wire Banking Information" form to the applicable NREL Subcontract Administrator. Payments to subcontractors will be deposited directly into the subcontractor's designated bank account in accordance with the banking account/wire transfer information provided on the form by an authorized company representative. An electronic (PDF) copy of the form can be found at: https://www.nrel.gov/workingwithus/standard-terms.html.


 


Jeffrey A Soltesz, Contract Administrator, Phone 303-384-7409, Fax 303-384-7310, Email jeffrey.soltesz@nrel.gov

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