01 RFP Letter (373654) Overhead Door Services.pdf

Request for Proposal RFP No: 373654-BH

Corrective Repair and Preventative Maintenance Overhead Door Services Fermi National Accelerator Laboratory Batavia, Illinois

RFP Date: December 03, 2025

Proposals Due: December 17, 2025

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REQUEST FOR PROPOSAL

FERMI FORWARD DISCOVERY GROUP, LLC

REFERENCE

RFP No: 373654-BH

ISSUING OFFICE

Fermi Forward Discovery Group, LLC P. O. Box 500 Batavia, Illinois 60510-0500 Procurement Department/Mail Station 210

DATE ISSUED

December 03, 2025

Questions Due:

December 10, 2025

12:00 p.m. (CST)

CLOSING DATE:

December 17, 2025 12:00 p.m. (CST)

Written Proposals for the work described herein will be received electronically until CLOSING DATE AND TIME STATED

ABOVE.

PROCUREMENT SPECIALIST

Name: Brittany Hopkins Email Address: bhopkins@fnal.gov

INFORMATION REGARDING REQUEST FOR PROPOSAL ENCLOSURES:

REQUEST FOR PROPOSAL

Fermi Forward Discovery Group, LLC (FermiForward) requests an Indefinite Delivery/Indefinite Quantity (ID/IQ) proposal resulting in Firm-Fixed-Price (FFP) and Firm-Fixed Unit Price (FFUP) rates for corrective repairs and preventative maintenance in support of overhead doors, revolving doors, automatic pedestrian doors, fire doors and dock levelers, located at the Fermi National Accelerator Laboratory campus, Batavia, Illinois.

SCOPE OF WORK

Corrective Repairs and Preventative Maintenance Overhead Door Services in accordance with Attachment A – Statement of Work (SOW), dated July 25, 2025.

INSTRUCTIONS

The following documents are attached or referenced hereto and made part of this Request for Proposal (RFP) and shall become a part of any of subcontract agreement:

Att A – Statement of Work Att B – Pricing Schedule Att C – FermiForward General Terms and Conditions for Services Att D – FermiForward Insurance Requirements for Onsite Non-Professional Services Att E – Exhibit A - For Subcontractor Safety Other Than Construction Att F – Door Inventory List Att G – Campus Maps Att H – Section 014200 - Quality Requirements Att I – FermiForward Subcontractor Annual Representations & Certifications Att J – FermiForward Proposal Certifications Att K – WD - Illinois, DuPage, SCA 2015-5017, Rev. 30, Dated - 7.08.2025 Att L – WD - Illinois, Kane, SCA 2015-5741, Rev. 26, Dated - 7.08.2025

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DESCRIPTION OF WORK:

The subcontractor shall provide all necessary labor, materials, tools, equipment, necessary to provide emergency corrective repair and comprehensive preventative maintenance of overhead doors, revolving doors, automatic pedestrian doors, fire doors and dock levelers, located at the Fermi National Accelerator Laboratory campus, Batavia, Illinois.

RFP SUBMISSION REQUIREMENTS:

The following must be completed and submitted with each Offerors proposal:

Technical Proposal Attachment B – Pricing Schedule Past Performance Proposal Attachment E – FermiForward Exhibit A - For Subcontractor Safety Other Than Construction Attachment I – FermiForward Subcontractor Annual Representations & Certifications Attachment J – FermiForward Proposal Certifications Proof of Ability to Obtain Insurance

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All submissions must be complete, compliant, and received by the due date specified in the RFP.

Failure to meet these requirements may result in a proposal being deemed non-responsive.

1. BACKGROUND

Fermilab is a U.S. Department of Energy national laboratory near Batavia, Illinois, specializing in high-energy particle physics and aiming to be a world leader in neutrino research. Founded in 1969 as the National Accelerator Laboratory and renamed in 1974 to honor Enrico Fermi, it has hosted or participated in hundreds of experiments over more than 50 years. It is considered America’s premier particle physics lab, operating seven accelerators that support numerous experiments and R&D projects, and has contributed to major astrophysics efforts such as the Sloan Digital Sky Survey and Dark Energy Survey.

Fermilab also emphasizes science education to advance STEM and scientific literacy, while bringing together researchers from around the world to explore fundamental mysteries of the universe. The site spans about 6,800 acres, and in September 2023 averaged roughly 1,686 personnel onsite daily, including DOE staff, FermiForward employees, interns, subcontractors, associates, and visitors. Fermilab is operated by Fermi Forward Discovery Group, LLC, a partnership of the University of Chicago, Universities Research Association, Amentum Environment & Energy, and Longenecker & Associates.

2. GENERAL

Prime Contractor: Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Location: Fermi National Accelerator Laboratory, Batavia, Illinois NAICS: 238290 – Other Building Equipment Contractors Size Standard: $22.5M Services Description: Corrective Repairs and Preventative Maintenance Overhead Door Services

3. INVITATION TO SUBMIT PROPOSAL

Offerors are invited to submit a proposal in response to this Request for Proposal (RFP) for corrective repair and preventative maintenance overhead services. FermiForward intends to award an Indefinite

Delivery/Indefinite Quantity (ID/IQ) subcontract with task orders resulting in Firm-Fixed-Price (FFP) and

Firm-Fixed Unit Price (FFUP) from this RFP. The award will be made to two qualified vendors capable of providing timely, high-quality, and cost-effective services in accordance with the scope of work and with the terms, conditions, and provisions set forth herein.

4. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

Prospective Offerors are responsible for thoroughly reviewing all RFP documents. All requests for clarification, explanation, or interpretation of this RFP shall be submitted in writing to the Procurement

Specialist identified in Section 1. FermiForward will review all inquiries, and if a response results in a

Fermi National Accelerator Laboratory 5 material change to the RFP, an amendment will be issued. All amendments will be provided to all prospective Offerors to ensure a consistent understanding of the requirements and to maintain fair and open competition. Oral explanations, instructions, or information provided by any representative of

FermiForward or its affiliates prior to subcontract award shall not be binding.

6. AMENDMENT OF SOLICITATION

FermiForward reserves the right to modify this RFP through written amendment at any time prior award.

All terms and conditions of the RFP remain in full force and effect.

Offerors are required to acknowledge receipt of all amendments. Acknowledgment of amendments must be provided by sending a written confirmation via email to the FermiForward Procurement Specialist upon receipt of the amendment. Failure to acknowledge amendments may result in the rejection of an Offeror’s proposal.

7. DESCRIPTION OF WORK

Furnish all labor, materials, tools, equipment, and appurtenances necessary to fully perform the work as described in Attachment A – Statement of Work (SOW). The SOW includes transportation, overhead, safety oversight, quality control oversight and supervision. Subcontractor will not supervise FermiForward employees. All services shall be executed in accordance with the SOW. Offerors shall refer to the SOW for detailed technical and performance requirements.

8. PREPARATION, SUBMISSION AND EVALUATION OF PROPOSALS

Offerors shall submit the following:

Proposal Format

Offerors shall organize proposal submissions into three (3) distinct parts:

Part I – Technical Proposal

Part II – Pricing Schedule

Part III – Past Performance

Each part shall be completed and structured to permit independent and concurrent evaluation. The

Technical Proposal must not include any pricing information. Submissions that fail to comply with the RFP requirements may be rejected. Offerors shall clearly mark proprietary information on the cover page and

Fermi National Accelerator Laboratory 6 each page where such data appears. FermiForward assumes no liability for the disclosure or use of unmarked data and may use or disclose such data for any purpose. Acceptable file formats: PDF, Microsoft

Word, or Excel. All questions regarding this RFP must be submitted in writing to the Procurement Specialist identified below.

Procurement Specialist:

Brittany Hopkins

Email: bhopkins@fnal.gov

Submission Instructions

Offerors must submit complete proposals via email to the designated Procurement Specialist be submitted electronically via e-mail no later than:

Date/Time: December 10, 2025, 12:00 p.m. (CST)

Submission Email: bhopkins@fnal.gov

Subject Line: RFP No: 373654-BH – (Offeror Name)

Partial or incomplete proposals will not be deemed non-responsive. Offerors are responsible for ensuring their proposals comply with all formatting and content requirements specified in this RFP.

9. EVALUATION CRITERIA

This RFP is issued using a Lowest Price Technically Acceptable (LPTA) source selection evaluation. The LPTA source selection process is appropriate when best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. Award will be made to the two highest rated Offerors that submits the lowest total evaluated price considering all periods of performance while deemed technically acceptable with an acceptable past performance rating. Proposals are evaluated for acceptability but not ranked using the non-price factors. Technical and past performance factors are evaluated non-price factors either on an acceptable or unacceptable basis. Tradeoffs are not permitted.

Offerors must be determined responsible to be eligible for award. FermiForward anticipates award without discussions; however, reserves the right to conduct discussions if in best interest of

FermiForward.

Part I – Technical Proposal

Factor 1: Technical (Acceptable/Unacceptable)

Subfactor 1: Experience

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a. Demonstrates experience with different types of doors (overhead, revolving, pedestrian, fire) and dock levelers at Fermilab, including complexity, safety considerations, and applicable codes (e.g., NFPA 80, ANSI/BHMA standards, Architectural Barriers Act (ABA) of 1968).

b. Identifies potential challenges and mitigation strategies for emergency and routine services.

Subfactor 2: Emergency Response and Repair Procedures

a. Defines procedures for 24/7 emergency response, including dispatch protocols, technician availability, and average response times.

b. Demonstrates capability to mobilize within required timeframes and maintain adequate spare parts and equipment.

Subfactor 3: Preventive Maintenance Plan and Procedures

a. Provides detailed preventive maintenance schedule and methodology that ensures continuous operability and regulatory compliance.

b. Shows logical sequencing, seasonal considerations, and planned downtime coordination.

Subfactor 4: Material and Parts Management

a. Details approach for sourcing, storing, and maintaining critical spare parts to ensure timely repairs.

b. Identifies OEM vs. equivalent parts policy, warranties, and lead time management.

Subfactor 5: Integration with Fermilab’s CMMS (Computerized Maintenance Management System)

a. Demonstrates capability to input service data, upload reports/photos, and close work orders electronically.

b. Outlines approach to documentation accuracy and data reporting frequency.

Subfactor 6: Workmanship Warranty Plan

a. The extent to which the warranty period, coverage, and response procedures ensure prompt and effective correction of deficiencies.

b. The clarity and thoroughness of procedures for documenting, tracking, and resolving warranty claims at no additional cost to FermiForward.

Subfactor 7: Corporate Safety Plan

a. The adequacy of the Offeror’s safety training, hazard mitigation, and incident reporting procedures.

b. Demonstrated past safety performance and implementation of site-specific controls and protective measures.

Subfactor 8: Quality Control Plan

a. The adequacy of inspection, documentation, and corrective action procedures to ensure compliance with SOW requirements.

b. The structure and responsibilities of the QC program, including oversight, internal reviews, and continuous improvement methods.

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Part II – Pricing Proposal

Factor 2: Pricing (Ranked lowest to highest)

Offerors shall submit Firm-Fixed Price (FFP) and Firm-Fixed Unit Price (FFUP) amounts by completing

Attachment B – Pricing Schedule

Note: The completed pricing schedule must be included as Part II of each Offerors proposal and will be evaluated.

FermiForward will evaluate pricing by considering the total of the unit prices for all periods of performance.

FermiForward reserves the right to reject any materially unbalanced proposal. A materially unbalanced proposal contains line items that are significantly underpriced or overpriced, casting doubt on the

Offeror’s understanding of the requirement or ability to perform.

Part III – Past Performance Proposal

Factor 3: Past Performance (Acceptable/Unacceptable)

Past performance will be evaluated based on the Offeror’s record of completing projects of similar scope, schedule and complexity. The Offeror shall submit the following information for three (3) recent and relevant projects completed within the past three (3) years from the issue date of this RFP:

Project Number (if applicable)

Company Name (Government Agency)

Point of Contact

Telephone Number

Email Address

Project Title

Project Completion Date

Door Types per Reference

Proposal Validity Period

Offerors shall provide a proposal validity of a minimum of 180 calendar days from the proposal due date.

Pricing is valid through the entire Period of Performance. Options will be exercised within six (6) months.

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Right to Cancel

FermiForward reserves the unilateral right to cancel this RFP at any time, without incurring any liability or obligation to any Offeror for costs incurred in preparation or submission of a proposal.

10. EXCEPTIONS AND DEVIATIONS

The Offerors shall clearly identify and explain any exceptions, deviations, or conditional assumptions included in their proposal. Each item must be accompanied by sufficient detail and justification to enable a thorough and objective evaluation. The inclusion of exceptions, deviations, or conditional assumptions does not render a proposal unacceptable. However, a significant number of exceptions, or any material deviation that does not demonstrate a clear benefit to FermiForward may result in the proposal being deemed nonresponsive and subject to rejection.

11. LATE SUBMISSION

Proposals received after the deadline will not be considered. The Offerors are solely responsible for ensuring timely submission and assume all risks associated with the method of delivery. Fermilab will not accept or evaluate late proposals, regardless of the reason for delay.

Proposals may be withdrawn at any time prior to award. A withdrawal is effective upon the Procurement

Specialist’s receipt of written notice.

12. ILLINOIS OCCUPATION AND USE TAXES

Any award under this RFP shall not be exempt from Illinois Occupation and Use Taxes. The Offerors shall account for all applicable state and local taxes in their pricing schedule submissions. Failure to do so will not constitute grounds for price adjustment after award.

13. INSURANCE

The successful Offeror shall provide Certificates of Insurance in accordance with the Clause 15 of

Fermilab’s General Terms and Conditions for Services and Fermilab’s Insurance Requirements for Non-

Professional Services prior to commencing any on-site work.

14. SUBCONTRACT AWARD

Issuance of this RFP does not obligate FermiForward to make an award. FermiForward reserves the right to accept or reject any or all proposals, in whole or in part, at its sole discretion, if determined to be in its best interest.

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Proposals may be evaluated without further discussion. Offerors are strongly encouraged to submit proposals on the most favorable terms, including technical approach, price and delivery schedule.

Any proposed award is contingent upon continued programmatic need and the availability of funding, as authorized by FermiForward’s Procurement Department.

Any subsequent award will be formalized in writing and executed by an authorized representative of FermiForward’s Procurement Department.

Authority to Bind FermiForward

Only authorized representatives of FermiForward’s Procurement Department have the authority to issue subcontracts and legally bind FermiForward.

No other personnel are authorized to obligate funds or make commitments on behalf of

FermiForward.

15. SUBCONTRACTING

Unless otherwise specified in the RFP, the awarded Offeror shall be solely responsible for the performance and management of any subcontractors engaged to fulfill the requirements of this subcontract.

The use of subcontractors is subject to prior written approval by FermiForward.

The first-tier subcontractor shall ensure that all subcontractors comply with all applicable terms and conditions of this subcontract and shall remain fully liable for their performance.

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