00 - RFP - DH-377725 - Housekeeping Services.pdf

REQUEST FOR PROPOSAL (RFP)

NUMBER DH-377725

The Village at Fermilab Housekeeping Services

September 10, 2026

TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

PRE-PROPOSAL MEETING/SITE VISIT

EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

AMENDMENT OF SOLICITATION

GASEOUS HELIUM SPECIFICATIONS

PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

PROPOSAL DUE DATE

EXCEPTIONS AND DEVIATIONS

LATE SUBMISSION

OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

INSURANCE

SUBCONTRACT AWARD

SUBCONTRACTING

ATTACHMENTS

The following requirements must be adhered to for the Offeror’s submission of Proposals to Fermi Forward Discovery Group, LLC (FFDG) in support of this specific requirement.

1. INVITATION TO SUBMIT PROPOSAL

You are invited to submit a proposal for the item specified in this Request for Proposal (RFP) in accordance with the provisions set forth herein and the terms and conditions of the Firm Fixed Unit Price Hourly Rate (FFUP/HR) Agreement that may result from this solicitation.

All questions concerning this RFP should be submitted in writing and directed to the Procurement Specialist listed below.

Procurement Specialist: Dustin Hansrote Email: hansrote@fnal.gov

Procurement Department Kirk Road & Wilson Street Batavia, IL 60510-0500

2. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE AND

SMALL BUSINESS SUBCONTRACTING PLAN

This acquisition is designated as a Small Business Set-Aside. Only small business concerns are eligible to submit proposals. The North American Industry Classification System (NAICS) code for this solicitation is 561720, Janitorial Services.

3. PRE-PROPOSAL MEETING/SITE VISIT

A Pre-Proposal Meeting and Site Visit is scheduled for 10:00 A.M, Central Time, September 22, 2026, Offeror(s) will meet at the Main Gate Badging Office at the intersection of Kirk Road and Pine Street. The meeting provides an opportunity to discuss and clarify the RFP.

However, nothing said or represented in the meeting shall be deemed to modify RFP requirements unless followed by a written amendment. Offerors are requested to submit questions relative to the RFP in advance of the meeting so the Procurement Specialist may prepare responses. Offerors’ participation at this meeting is strongly recommended.

Except for those already having a Fermilab Access badge, anyone attending the Pre-Proposal Meeting and Site Visit must fill out an Access Request form (see link below) at least seven (7) days before the scheduled date. Onsite access approvals are dependent on citizenship status and the location(s) being visited. In addition, please review the Business Visitor Registration Instruction Instructions and Directions provided as part of the RFP.

https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f 961975.

Upon request approval, the individual will receive an informal invitation letter with a QR code, which is required to be presented at the security gate, otherwise, access to Fermilab will be denied.

When checking in at the Security Gate House, the individual will be required to present a Valid Driver’s License (Real ID) and the informal invitation letter with the QR code, and the Visitor and Business Visitor Attestation Form. If the Driver’s License is not Real ID compliant, one of the appropriate REAL ID documents (https://www.tsa.gov/travel/security-screening/identification) is required.

Masks are required to be worn when the Community Covid Level of “high” exists. Individuals are then required to wear a KN-95 or N-95 mask. Unfiltered cloth masks are not permitted to be worn alone but can be worn over a Level 2 medical mask (double mask).

Please note that when entering Fermilab:

No weapons, firearms, or ammunition (regardless of concealed and carry permit) are allowed on-site.

No explosives or any other apparatus or material hazardous to the public or property are allowed on-site.

Illinois Rules of the Road are to be followed while driving on Fermilab’s premises.

4. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

The prospective offeror should examine and review the solicitation with care. Any prospective offeror desiring an explanation or interpretation of the solicitation, specifications, etc., must request it in writing by close of business (5:00 P.M. CST), September 25, 2026. Oral explanations or instructions given before the award of a subcontract will not be binding. Any information provided to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment to the solicitation if that information is necessary for submitting proposals or if the lack of the information would be prejudicial to other prospective offerors.

5. AMENDMENT OF SOLICITATION

FFDG may, by amendment, modify any provision or part of this RFP at any time before the award of any resultant subcontract. All terms and conditions that are not modified remain unchanged.

An Offeror shall acknowledge receipt of any amendments to this RFP. Failure to acknowledge may result in the disqualification of an Offeror’s proposal. The acknowledgment shall be provided in one of the following ways:

Immediately upon receipt of the amendment via email to the FFDG Procurement Specialist.

Return the Amendment with a signature on the acknowledgment signature line; or In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

6. DESCRIPTION OF SERVICES

Offerors shall refer to Attachment 1 – Statement of Work, titled ‘Housekeeping Services,’ dated August 4, 2026, for a complete description of the required work.

7. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

This solicitation is a competitive Best Value/Tradeoff procurement, which involves the selection of the offeror whose proposal represents the best overall value to the Government, considering both technical and price factors.

7.1 Technical Proposal

Offerors shall submit the following information in their Technical Proposal:

1. Describe your company, including background, number of years providing housekeeping services, home base of operations, and ability to provide services at Fermilab within sixty (60) minutes after a Fermilab request for service.

2. Provide three (3) written references from three (3) different clients within the last three (3) years.

References shall include the name of the client, address, telephone number, contact person, and indicate whether the client is corporate or residential. Experience providing corporate housing services will be considered value-added in the evaluation criteria.

3. Provide a written Safety Program/Plan, including specific safety requirements applicable to housekeeping personnel (e.g., Hazard Communication, Bloodborne Pathogens, etc.), in addition to demonstrating compliance with Fermilab Environment, Safety, Health & Quality (ESH&Q) policies and Occupational Safety and Health Administration (OSHA) safety standards.

4. Provide a biography or resume(s) for the proposed site operation manager.

5. Provide the name, title, telephone number, and email address of the individual(s) authorized to negotiate on behalf of the Offeror with Fermilab in connection with this Request for Proposal.

7.2 Price Proposal

Offerors shall submit a completed Price Proposal form, Attachment 2.

1. Firm Fixed Unit Price / Hourly Rates – Offerors shall pay housekeeping personnel no less than the applicable minimum wage rates and fringe benefits required by the attached U.S.

Department of Labor (DOL) Service Contract Act Wage Determination.

2. Hours Worked – The Hourly Billing Rate shall be applied only to actual hours worked. Only hours worked by each employee may be multiplied by the applicable Hourly Billing Rate and charged to Fermilab. The same Hourly Billing Rate shall apply to regular and overtime hours worked. Non-working employee hours, including holiday, vacation, or other paid leave hours, shall not be charged to Fermilab under the Hourly Billing Rate. Billable working hours are based on an estimated staffing level of seven (7) personnel consisting of one (1) supervisor and six (6) housekeepers during 2027. Estimated hours are for evaluation purposes only and do not represent a guarantee of workload.

7.3 Proposal Forms

Offerors shall submit a completed FESHM 7020 Exhibit A, Attachment 7, SARC Subcontractor Annual RepsCerts, Attachment 8, and PUR-466_Proposal Certifications, Attachment 9.

8. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist no later than close of business (5:00 P.M. CST), October 9, 2026. Partial or incomplete proposals will not be considered.

FFDG reserves the right to cancel this Solicitation at any time without incurring any liability or damages associated with such cancellation.

9. EXCEPTIONS AND DEVIATIONS

Offerors taking exceptions, deviations, or conditional assumptions must identify and explain each exception/deviation, or conditional assumption taken with sufficient amplification and justification to permit evaluations. Such exceptions, deviations, or conditional assumptions will not themselves automatically cause a proposal to be deemed unacceptable to FFDG. However, a large number of exceptions or one or more significant exceptions not providing benefit to FFDG may result in the rejection of the offeror’s proposal as unacceptable.

10. LATE SUBMISSION

Proposals received by FFDG after the Submittal Date and Time indicated may not be considered. The Respondent assumes the risk of the method of dispatch chosen.

11. OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

The offeror may submit modifications to its proposals at any time before the solicitation closing date and time and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

Proposals may be withdrawn at any time before the submission deadline. Withdrawals are effective upon receipt of notice by the Procurement Specialist.

12. INSURANCE

Certificates of insurance of the types and the amounts in accordance with Attachment 4 will be required of the successful offeror before physical work at the site commences. All policies, except for Worker’s Compensation and Professional Liability, shall provide by appropriate language that Fermi Forward Discovery Group, LLC, the University of Chicago, Universities Research Association, Inc., and the United States Government are additional insureds. The certificates shall state that waiver of subrogation is granted in favor of the Certificate Holder as required by written contract, that the insurance afforded by such policies is primary insurance, and that all rights of the insurer for contribution from other insurers of Fermi Forward Discovery Group, LLC, the University of Chicago, Universities Research Association, Inc., and the United States Government are waived.

13. SUBCONTRACT AWARD

Issuance of the RFP does not compel FFDG to make an award. FFDG reserves the right to accept or reject all proposals if that is determined to be in its best interest. A decision may be made without discussion; hence, an offeror’s proposal should be submitted initially on the most favorable terms. The proposed award is based on a continuing program requirement and the issuance of obligation authority from the FFDG Procurement Department. Any subsequent award issued by FFDG shall be constituted in writing by authorized representatives of the FFDG Procurement Department.

No other representatives of FFDG are authorized to issue contracts or agreements or bind FFDG to any form of agreement or understanding. The authorized FFDG Procurement Department official is the only individual who can legally commit FFDG to the expenditure of funds in connection with this proposed procurement.

14. SUBCONTRACTING

Unless otherwise specified, the successful Offeror shall be responsible for the performance of any subcontractors that perform work under this subcontract.

The use of subcontractors in the performance of the subcontract is subject to FFDG consent. The awarded offeror shall ensure that any of its subcontractors abide by all terms and conditions of the subcontract.

ATTACHMENTS

Attachment 1 - Statement of Work – Housekeeping Services, (8.4.2026) Attachment 2 – RFP Proposal Form Attachment 3 - Sample Subcontract - Housekeeping Services Attachment 4 - 2025 Onsite NonProfessional Services Insurance Requirements (01.2025) Attachment 5 - FFDG General Terms and Conditions for Services (08.2025) Attachment 6 - WD - Illinois, DuPage, SCA 2015-5017, Rev. 34, Dated 08-12-2026 Attachment 7 - FESHM 7020 Exhibit A (4.2025) Attachment 8 - SARC Subcontractor Annual RepsCerts, Rev. 8 (2.24.2026) Attachment 9 - PUR-466 Proposal Certifications, Rev. 5 (10.14.2025)