01 RFP Letter - 379780-BH.pdf

Request for Proposal RFP No: 379780-BH

Integrated Service Management for Housing, Transportation, and Parking Services

Sanford Underground Research Facility Lead, South Dakota

RFP Date: May 13, 2026

Proposals Due: June 08, 2026

Fermi National Accelerator Laboratory 2

REQUEST FOR PROPOSAL

FERMI FORWARD DISCOVERY GROUP, LLC

REFERENCE:

RFP No: 379780-BH

ISSUING OFFICE

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

DATE ISSUED:

May 13, 2026

QUESTIONS DUE:

May 22, 2026

12:00 p.m. (CT)

CLOSING DATE:

June 01, 2026 12:00 p.m. (CT)

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) is soliciting proposals under full and open competition on the open market (SAM.gov) to establish a single award Indefinite Delivery/Indefinite Quantity (IDIQ) subcontract. The resulting IDIQ will utilize Firm-Fixed-Price (FFP) and Firm-Fixed Unit Price (FFUP) pricing for integrated service management supporting housing coordination, transportation, and parking services at the Sanford Underground Research Facility (SURF) in Lead, South Dakota.

Housing Coordination (REQUIRED) Transportation Services (OPTIONAL) Parking Services (OPTIONAL)

SCOPE OF WORK

Integrated Service Management for Housing, Transportation, and Parking Services in accordance with Attachment A – Statement of Objectives (SOO), dated February 26, 2026.

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 subcontract agreement:

Att A – Statement of Objectives Att AA – Expected Minimum Levels of Service Att B – Pricing Schedule Att C – FermiForward Insurance Requirements for Subcontracted Work at SURF – Risk Category 2 Att D – Section 014200 - Quality Requirements Att E – FermiForward Subcontractor Annual Representations & Certifications Att F – FermiForward Proposal Certifications Att G – Campus Map

Fermi National Accelerator Laboratory 3

DESCRIPTION OF WORK:

The subcontractor shall provide all necessary labor, management, supervision, tools, systems, equipment, vehicles, coordination, and administrative support required to provide integrated service management for housing accommodations (required), local transportation(optional), and parking services (optional) in support of the Long Baseline Neutrino Facility (LBNF) / Deep Underground Neutrino Experiment (DUNE-US) Project located at the Sanford Underground Research Facility (SURF), Lead, South Dakota.

Services include coordinating commercially available housing, managing transportation logistics aligned with project operations, and securing scalable parking solutions to support mission execution. Housing costs shall be paid directly by occupants unless expressly authorized in writing by Fermi Forward Discovery Group, LLC (FFDG).

This contract does not establish a housing benefit, employee entitlement, guaranteed lodging availability, or Government-sponsored housing program. The contractor shall manage access to commercially available housing options without minimum inventory guarantees, occupancy commitments, or revenue guarantees from FFDG or the Government.

RFP SUBMISSION REQUIREMENTS:

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

Technical Proposal Attachment B – Pricing Schedule Past Performance Proposal Attachment D – Section 014200 - Quality Requirements Attachment E – FermiForward Subcontractor Annual Representations & Certifications Attachment F – FermiForward Proposal Certifications Proof of Ability to Obtain Insurance

Fermi National Accelerator Laboratory 4

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

Fermi National Accelerator Laboratory (Fermilab) is a U.S. Department of Energy national laboratory operated by Fermi Forward Discovery Group, LLC (FFDG). In partnership with the South Dakota Science and Technology Authority (SDSTA), Fermilab is constructing the Long Baseline Neutrino Facility (LBNF) to support the Deep Underground Neutrino Experiment (DUNE).

Rotational and surge staffing requirements necessitate that personnel supporting project operations may require housing, transportation, and parking services for variable durations. These services must be structured to accommodate dynamic workforce fluctuations without creating lease obligations, occupancy guarantees, or any real property interests for Fermi Forward Discovery Group (FFDG) or the Government.

2. GENERAL

Prime Contractor: Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Location: Sanford Underground Research Facility (SURF), Lead, South Dakota NAICS: 561110 – Office Administrative Services Size Standard: $12.5M Contract Type: IDIQ Subcontract Acquisition Method: Full and Open Competition (Open Market)

3. INVITATION TO SUBMIT PROPOSAL

This procurement is being conducted using full and open competition. Offerors are invited to submit proposals demonstrating capability to perform:

Housing (Required)

Transportation (Optional)

Parking (Optional)

Offerors are not required to provide all service areas to be eligible for award.

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

Fermi National Accelerator Laboratory 5

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

5. 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.

6. PRE-PROPOSAL CONFERENCE AND SITE VISIT

Fermi Forward Discovery Group, LLC (FermiForward) will conduct a Pre-Proposal Conference and optional Site Visit to provide prospective Offerors with an overview of the requirement, clarify solicitation requirements, and address questions related to the scope of work, performance expectations, and proposal preparation.

The purpose of the Pre-Proposal Conference and Site Visit is to ensure a clear and consistent understanding of the requirements among all interested Offerors. Information provided during the conference is for informational purposes only. Any changes to the solicitation resulting from questions or discussions will be issued in writing through a formal amendment to the solicitation.

Attendance at the Pre-Proposal Conference and Site Visit is strongly encouraged but not mandatory for proposal submission.

Pre-Proposal Conference Details

Date: Tuesday May 19, 2026 Time: 8:00 AM MT Location: The South Dakota Services Office, 206 Ellison Ct. Lead, SD 57754 (SDSO / Mission Support, front of building – main floor)

Fermi National Accelerator Laboratory 6

Virtual Attendance Option for Pre-Proposal Conference Only:

Zoom Meeting link will be provided upon registration.

Registration: Offerors planning to attend the Pre-Proposal Conference in-person or virtually shall provide notice to the Procurement Specialist via email no later than:

Registration Deadline: Friday May 15, 2026 at 12:00 PM CT

The following information shall be provided for each attendee:

Company Name Attendee Name Title Email Address Phone Number In-person or Virtually

Site Visit Details

A guided Site Visit will be conducted immediately following the Pre-Proposal Conference to familiarize Offerors with operational conditions, logistics requirements, and site constraints relevant to performance of the services.

Site Visit Location: Sanford Underground Research Facility (SURF) Lead, South Dakota

Estimated Duration: 2 – 3 Hours

Offerors are responsible for:

Their own travel arrangements Personal protective equipment (if required) Compliance with all site safety requirements

All attendees must comply with facility access and safety protocols.

Fermi National Accelerator Laboratory 7

Security and Access Requirements

Due to the operational and safety-sensitive nature of the facility, advanced registration is required for all attendees.

FermiForward reserves the right to:

Limit the number of attendees per company (2 individuals per company) Deny access to individuals who do not meet site access requirements Modify site visit logistics for safety or operational reasons Late arrivals may not be permitted to participate.

Each person who intends on attending in person the pre-proposal conference and site visit must complete a Business Visitor Site Access Request no later than April 8, 2026. Please be advised, the length of time for Foreign National approval can take up to 45 days. Below is a guide to help you fill out the Business Visitor request.

Link: Access Request Form

For any questions on site access, please contact Erin Morgan: emorgan@fnal.gov

Questions and Clarifications

Offerors are encouraged to submit questions in writing following the Pre-Proposal Conference. All questions shall be submitted to the Procurement Specialist identified in this solicitation. Responses to questions that affect the solicitation will be issued to all prospective Offerors through a written

Reason for access request Business Visitor

Have you visited the lab before? Yes or No

What Fermilab affiliation will you be visiting? LBNF - Long Base Neutrino Facility

Point of Contact (click on magnifying glass) Erin Morgan

Purpose of Visit Preproposal Conference

Description of visit Onsite tour before the proposal conference

Is your request onsite or virtual? Onsite

From (Date) 2026-04-13

To (Date) 2026-04-13

What Fermilab site will you be visiting Lead, SD

What Building will you be visiting Click on magnifying glass - Enter South Dakota

Fermi National Accelerator Laboratory 8 amendment to ensure fair and consistent communication. Questions are due on May 22, 2026 at 12:00 pm CT.

7. PERIOD OF PERFORMANCE

The anticipated Period of Performance for the resulting IDIQ is:

Base Period: One (1) Year Option Years: Four (4) Years Estimated Period of Performance: July 15, 2026 through July 14, 2031

8. DESCRIPTION OF WORK

The contractor shall furnish all labor, management, supervision, tools, equipment, vehicles, systems, and materials necessary to perform services in accordance with Attachment A – Statement of Objectives (SOO). The contractor shall be responsible for meeting performance objectives and service levels as defined in the Statement of Objectives (SOO), including responsiveness, service reliability, and customer satisfaction.

Services may include a combination of on-site and remote support. Offerors shall describe their approach to balancing on-site presence and remote service delivery.

9. PREPARATION, SUBMISSION AND EVALUATION OF PROPOSALS

This procurement will be conducted using a Best Value Tradeoff source selection process. Offerors shall submit the following:

Proposal Format

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

Part I – Technical Proposal

Part II – Past Performance

Part III – Pricing Schedule

Each part shall be completed and structured to permit independent and concurrent evaluation by the evaluation team in accordance with the Best Value Tradeoff methodology. The separation of proposal volumes is necessary to ensure that technical and past performance evaluations are conducted without influence from price considerations.

Fermi National Accelerator Laboratory 9

In the Technical Proposal the Offerors shall describe their organizational structure, including key roles and responsibilities, to demonstrate effective management and oversight of integrated service operations.

Offerors shall provide a Transition and Mobilization Approach describing how services will be implemented, including staffing ramp-up, coordination with stakeholders, and risk mitigation.

Offerors shall clearly identify which service areas they are proposing:

Housing (Required – must be included)

Transportation (if proposed)

Parking (if proposed)

Offerors proposing multiple service areas shall describe how services will be integrated and coordinated.

Prohibition on Pricing Information in Technical Volume

The Technical Proposal (Part I) shall not contain any pricing information, labor rates, cost data, or other information that could be construed as price related. Inclusion of pricing information in the Technical

Proposal may result in the proposal being deemed non-compliant and subject to rejection.

Compliance with Solicitation Instructions

Offerors are responsible for complying with all instructions contained in this Request for Proposal (RFP).

Submissions that fail to conform to the requirements of this solicitation, including formatting, organization, or submission instructions, may be rejected from further consideration.

Proprietary Information

Offerors shall clearly identify and mark proprietary or confidential information on the cover page and on each page where such information appears.

Fermi Forward Discovery Group, LLC (FermiForward) assumes no liability for the disclosure or use of unmarked proprietary data and reserves the right to use or disclose such data for any purpose consistent with the evaluation and administration of this procurement.

Fermi National Accelerator Laboratory 10

Acceptable File Formats

Proposals shall be submitted electronically using one or more of the following file formats:

PDF

Microsoft Word

Microsoft Excel

Files shall be clearly labeled by proposal part (e.g., Part I – Technical Proposal, Part II – Past Performance, Part III – Pricing Schedule) to support efficient evaluation.

Questions Regarding Solicitation

All questions regarding this RFP shall be submitted in writing to the Procurement Specialist identified below. Responses to questions may be provided to all prospective Offerors to ensure a fair and transparent competitive process.

Procurement Specialist:

Brittany Hopkins

Email: bhopkins@fnal.gov

Submission Instructions

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

Date/Time: June 1, 2026, 12:00 p.m. (CT)

Submission Email: bhopkins@fnal.gov

Subject Line: RFP No: 379780-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.

12. EVALUATION CRITERIA

Award will be made using a Best Value Tradeoff process in accordance with FAR Subpart 8.4 ordering procedures.

Fermi National Accelerator Laboratory 11

FermiForward will evaluate quotations based on the factors identified below and select the contractor whose quotation represents the best value to FermiForward, considering technical capability, past performance, and price. FermiForward is not required to award the lowest-priced quotation.

Proposals will be evaluated using the following factors, listed in descending order of importance:

1. Technical Factor

2. Past Performance

3. Price

When combined, the non-price factors (Technical and Past Performance) are significantly more important than Price.

As the difference in technical merit and past performance between competing proposals decreases, Price will become increasingly important in the award decision.

Part I – Technical Proposal

Factor 1: Technical Capability (Outstanding, Good, Acceptable, Marginal, Unacceptable)

Offerors shall provide a detailed narrative describing their technical approach, methodologies, staffing strategy, and management processes for delivering integrated service management.

Subfactor 1: Service Management Experience

FermiForward will evaluate the Offeror’s demonstrated experience managing large-scale service operations similar in scope and complexity to the requirements described in the SOO.

Evaluation will consider:

Experience managing integrated service operations

Coordination of housing (required), transportation (if proposed), parking (if proposed) and workforce support services (if applicable)

Organizational structure and management capability

Continuity of operations in remote or mission-critical environments

Subfactor 2: Housing Management Approach (Mandatory)

FermiForward will evaluate the Offeror’s approach to coordinating commercially available housing resources in support of workforce requirements.

Evaluation will consider:

Fermi National Accelerator Laboratory 12

Ability to identify and coordinate housing options

Flexibility to support fluctuating occupancy levels

Scalability of housing services

Communication with housing providers and occupants

Proposals that fail to demonstrate acceptable housing capability may be rated Unacceptable.

Subfactor 3: Transportation Operations (IF PROPOSED)

FermiForward will evaluate the Offeror’s capability to provide safe and reliable transportation aligned with operational schedules.

Transportation scheduling and routing capability

Vehicle reliability and availability

Driver qualifications and safety compliance

Contingency planning for service disruptions

Subfactor 4: Reservation and Billing System

FermiForward will evaluate the Offeror’s capability to provide secure web-based booking and billing systems.

System security and reliability

Real-time booking and reporting capability

Data protection measures

User accessibility and support

Subfactor 5: Safety and Risk Management

FermiForward will evaluate the Offeror’s safety programs and risk mitigation strategies.

Safety management programs

Emergency response procedures

Winter operations readiness

Risk identification and mitigation

Fermi National Accelerator Laboratory 13

Subfactor 6: Quality Control Plan

FermiForward will evaluate the Offeror’s Quality Control (QC) Plan.

Performance monitoring processes

Corrective action procedures

Performance reporting capability

Continuous improvement processes

Subfactor 7: Integrated Service Capability

FermiForward will evaluate the Offeror’s ability to provide coordinated, integrated services across multiple service areas.

Cross-functional coordination

Single point of accountability

Operational efficiency

Communication systems

Risk reduction across services

Proposals offering all three service areas may be evaluated more favorably under this subfactor

Part II – Past Performance Proposal

Factor 2: Past Performance (Substantial Confidence, Satisfactory Confidence, Neutral Confidence, Limited

Confidence, No Confidence)

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 Name/Number (if applicable)

Company Name (Government Agency)

Point of Contact

Telephone Number

Email Address

Project Completion Date

Fermi National Accelerator Laboratory 14

Scope description

FermiForward seeks scalable, technology-enabled solutions that enhance workforce experience, improve operational efficiency, and adapt to dynamic mission requirements.

Part III – Pricing Proposal Factor 3: Pricing

Offerors shall submit pricing using Attachment B – Pricing Schedule. All pricing proposed under this solicitation shall be based on using Attachment B- Pricing Schedule. Housing rental rates shall not be included in FFDG pricing.

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

FermiForward will evaluate pricing by applying estimated quantities to proposed unit prices to calculate a total evaluated price for all periods of performance. Estimated quantities are provided for evaluation purposes only and do not represent a guarantee of work 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.

13. PRICING BASIS

Pricing shall remain firm for each ordering period and shall be valid for the duration of the contract unless otherwise negotiated.

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.

14. 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

Fermi National Accelerator Laboratory 15 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.

15. 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.

16. INSURANCE

The successful Offeror shall provide Certificates of Insurance in accordance with FermiForward’s

Insurance Requirements for Subcontracted Work at SURF prior to commencing any on-site work.

17. 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.

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.

Fermi National Accelerator Laboratory 16

18. 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.

(End of Document)