1.0 RFP 370886-CD Instructions to Offerors.pdf

REQUEST FOR PROPOSALS (RFP)

NO. 370886-CD

Wilson Hall Facade Repairs and Restoration

FFDG ISD/E Project No. 2-1-552

January 15, 2026

TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL

SMALL BUSINESS SET-ASIDE NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM

(NAICS) CODE

PRE-PROPOSAL MEETING/SITE VISIT

EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

AMENDMENT OF SOLICITATION

SCOPE OF WORK/SCHEDULE

PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

PROPOSAL DUE DATE

EXCEPTIONS AND DEVIATIONS

LATE SUBMISSION

OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

WAGE DETERMINATION

BID GUARANTEE

CERTIFIED PAYROLL

NOTICE OF BUY AMERICAN REQUIREMENT—CONSTRUCTION MATERIALS

PAYMENT BOND

PERFORMANCE BOND

INSURANCE

SUBCONTRACT AWARD

SUBCONTRACTING

EXHIBITS

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

1. INVITATION TO SUBMIT PROPOSAL

You are invited to submit a proposal for the items specified in this Request for Proposals (RFP), in accordance with the provisions contained herein and the terms and conditions of the proposed firm fixed price subcontract as a result of this solicitation.

All questions concerning this RFP should be submitted in writing and directed to the Procurement Specialist listed below. Any communication about this project with any other person will be viewed as an undermining of the procurement process, and the Offeror may be disqualified on that basis.

Procurement Specialist: Chris Daley Phone: (630) 840-4256 Email: cdaley@fnal.gov

Fermi Forward Discovery Group, LLC Procurement Department Kirk Road & Wilson Street Batavia, IL 60510-0500

2. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

The North American Industry Classification System (NAICS) code for this solicitation is 238110 - Structural Steel and Precast Concrete Contractors. The small business size standard for this NAICS code is $19.0 million.

3. PRE-PROPOSAL MEETING/SITE VISIT

A Pre-Proposal Meeting and Site Visit is scheduled for January 30, 2026, at 10:00 am Central Time at the Wilson Hall North Lobby Entrance. 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 those already having a badge, anyone attending the Pre-Proposal Meeting and Site Visit is required to fill out an Access Request form (see link below) at least seven (7) days in advance of the scheduled date and preferably be a U.S. Citizen. Onsite access approvals are dependent on citizenship status and the location(s) being visited. In addition, please review the Special Pre-Proposal Meeting/Site Visit 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 mailto:cbushman@fnal.gov https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975

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, the appropriate REAL ID documents (https://www.tsa.gov/travel/security-screening/identification) are required.

If the Covid 19 Community Level is classified as “High,” masks will be required to be worn. In these cases, KN-95 or N-95 masks are recommended. Unfiltered cloth masks are not permitted to be worn alone but can be worn over a Level 2 medical mask (double mask). For Covid 19-Commuity Levels, please click on the link, https://eshq.fnal.gov/covid-19-community-levels/

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, drawings, specifications, etc., must request it in writing by close of business (5:00 PM CDT), February 9, 2026, 2026. Oral explanations or instructions given before the award of a subcontract will not be binding. Any information given 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 it 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 as follows:

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

• Return of the Amendment with a signature on the acknowledgment signature line.

• In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

6. SCOPE OF WORK/SCHEDULE

The Subcontractor shall perform all work as described in the Statement of Work for the Wilson Hall Facade Repairs and Restoration included as Exhibit A and the Wilson Hall Facade Repairs and Restoration Drawing Set included as Exhibit B. All work shall include transportation, overhead, bonding costs, insurance, safety oversight, quality control oversight, and supervision as required to construct the project described in the scope of work, and the detailed description contained herein.

https://www.tsa.gov/travel/security-screening/identification https://eshq.fnal.gov/covid-19-community-levels/

The requirements for repair and restoration of the Wilson Hall facade are segregated into three phases:

• Phase 1 includes restoration and repair of the East Elevation of Wilson Hall,

• Phase 2 includes restoration and repair of the North and South Elevations of Wilson Hall, and

• Phase 3 includes restoration and repair of the West Elevation of Wilson Hall.

FFDG expects to award a contract that includes completion of Phase 1 in 2026. Phases 2 & 3 will be identified as unilateral options. Those options may be exercised at FFDG’s discretion in 2027, 2028, 2029 and/or 2030 based on FFDG’s determination of need and the availability of funding.

It is FFDG’s expectation that each phase will be completed within 180 calendar days after issuance of a Notice to Proceed (NTP). A separate NTP will be issued for each phase.

7. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

FFDG expects to award a Subcontract to an Offeror who is deemed responsible, whose proposal conforms to this solicitation’s requirements, and whose proposal is judged to represent the best value to FFDG.

FFDG will use a Tradeoff source selection method. The best value is represented by the most advantageous proposal, price and other factors considered. Offerors are advised that a proposal meeting the solicitation requirements with the lowest evaluated price may not be selected if award to a higher evaluated price proposal is determined to be most advantageous to FFDG.

FFGD expects to award only one award. Subcontract as a result of this solicitation. However, FFGD may reject any or all proposals and not make any award based on this solicitation. FFGD may waive any informality or minor irregularity in proposal(s) received at its sole discretion.

FFGD reserves the right to award without discussions with Offerors. Accordingly, Offerors should submit their best proposals.

Each proposal shall be evaluated relative to the factors listed below in Evaluation Criteria. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price.

Proposal Submission Format

The proposal shall be submitted in two (2) parts: Part I - Technical Proposal and Part II – Business Management and Price Proposal. In no instance shall Part I and Part II be bound together or presented in such manner as to make them not severable. The Technical Proposal shall not contain any reference to cost other than the information required in the past performance section.

Evaluation Process

Proposals will be scored in accordance with the evaluation criteria set forth below. FFDG shall make a selection for award based on the principles of best value with tradeoffs. Best value is expected to result from selection of the highest technically acceptable proposal with the lowest evaluated proposed cost.

The technical criteria are of greater importance than the price proposal. While the price proposal may not be the controlling factor for the award, it will be a significant part of FFDG’s selection decision.

A. Part I - Technical Proposal (70 Points)

TECHNICAL EVALUATION FACTORS AND CRITERIA

Criteria 2 and 3 are of equal importance. Criteria 2 and 3 are of greater importance than Criteria 1

1) Criterion 1- Organizational Structure and Key Personnel (20 Points)

1. Offeror’s Proposal shall include the following information:

a. name of the firm,

b. names of the firm’s principal(s),

c. size of the enterprise,

d. all of the firm’s current registration/license number(s) in Illinois, and

e. length of time the firm has worked in Illinois.

2. The Offeror must provide an organization/structure chart that shows its key technical and consulting personnel, including but not limited to: Program Executive, Superintendent(s), Project Manager(s), Safety Officer, and Estimator who will be assigned to this project. Key Personnel shall not be replaced without the prior written approval of FFDG. The Offeror must provide resumes for each Key Personnel and provide at least the following information:

a. Resumes detailing each individual’s education, technical training and work experience, including those primary team members working in a subcontracting capacity. List which team member will have primary responsibility for the FFDG account; and

b. Correlation of team members to the tasks each will be performing; and

c. Describe previous, related experiences and projects; and

d. Office locations of proposed team members.

3. If an Offeror is planning to joint venture, incorporate the relationship on the organization chart and provide letters of interest from those firms. Include the names and credentials of their principals and key personnel and include their resumes along with evidence of any required licenses. The Offeror should describe the roles and responsibilities of their subcontractors, including the key personnel as they relate to the Scope of Services for the RFP

4. Detail Offeror’s and any subcontractor’s current workloads and any projected changes to the workload within the next six months.

2) Criterion 2 – Approach/Safety Compliance/Work Plan/Schedule (25 Points)

1. The Offeror must provide a narrative of the project approach and an explanation of how this approach meets FFDG objectives and requirements as specified in this RFP. In the project approach, the Offeror shall: (20 Points)

a) Clearly articulate how it will provide the required services as outlined in the Statement of Work. Joint ventures shall clearly identify in the work plan the roles and responsibilities of each party to the joint venture.

b) Identify specific approaches to technical problems that may lead to cost savings for FFDG.

c) Demonstrate its scheduling platform and methods, quality management approach roles, responsibilities, and authority of the team members.

d) Describe, in detail, how the Offeror is aligned with the health, safety, quality assurance, and quality control requirements of FFDG.

Description shall contain how the Offeror is meeting federal, state, and local worker health and safety standards to include OSHA and EPA regulations.

e) Clearly outline how it will provide construction project controls and provide scope and schedule management.

f) Clearly outline the procedures for implementing construction sequencing.

2. Provide a proposed schedule for each Phase. Include at minimum the following major milestones for each Phase: (5 Points)

Milestone 0 – Notice to Proceed. This milestone marks the point when construction may begin.

Milestone 1 – All material submittals.

Milestone 2 – Construction complete with punch list items remaining.

Milestone 3 – Phase complete.

3) Criterion 3 – Past Performance (25 Points)

The Offeror must provide three (3) projects of similar size and scope as Wilson Hall Concrete Restoration, with descriptions of the roles and responsibilities of the Offeror. The Offeror shall describe the nature of the project, the façade investigation completed, and any other services provided for each project by the Offeror. The project submission shall include, at a minimum, the following:

1. Project name and location;

2. Project Owner, Contact Person and telephone number;

3. Project dates/timeframe;

4. Similarities of the submitted project to the Wilson Hall project;

5. Names of any Proposed Key Personnel who were involved in the submitted project, their assigned role, and the duration that they were involved in the submitted project.

B. Part II - Business Management & Price Proposal (30 Points)

The Business Management proposal shall contain the following documents/items:

1) Price Proposal Form-

The proposed pricing shall be a firm fixed price for the work. This Price Proposal Form is required to be completed and signed.

The Cost Proposal will be judged on the evaluated cost to the Laboratory. A comparison shall be made of the competitive prices received under this solicitation. The computed total prices of each offer will be compared to determine the lowest priced proposal received.

After the evaluation committee has evaluated and scored all Offeror proposals in response to the RFP, FFDG’s Procurement Specialist shall establish the competitive range. If deemed necessary for the purpose of efficiency and economy, FFDG has the right to limit the number of Offeror(s) in the competitive range. FFDG may also require further information or clarification from the Offeror(s) in the competitive range regarding their proposals.

FFDG reserves the right to make its decision to award contract(s) based solely on the written submitted proposals.

Offerors will be evaluated on the Pass-Fail factors identified in 2 through 5 below.

2) Bid Guarantee/Bond

The offeror shall provide a bid guarantee in the amount of not less than 20 percent (not to exceed $3 million) of the bid price. Failure to furnish a bid guarantee in the proper form and amount, by the time set for the due date of the offers, may be cause for rejection of the offer.

The bid guarantee shall be in the form of a firm commitment, such as a bond, postal money order, certified check, cashier's check, irrevocable letter of credit, or, under Treasury Department regulations, certain bonds, or notes of the United States.

3) Subcontractor Annual Representations & Certifications (SARC), Form SARC

The successful Offeror’s submittal of this completed form will be incorporated in the resultant subcontract. If an offering entity is a joint venture, association, consortia, or partnership, each member entity must submit individual Representations and Certifications Forms.

4) Proposal Certifications, Form PUR-466

All appropriate sections are required to be completed and signed by a company official.

5) Safety and Quality Documents

The following documents are required to be submitted with the proposal:

• Fermilab Subcontractor Injury & Illness Data Questionnaire (completed and signed).

• Construction Environmental, Safety & Health Certification (CESHC) (completed and signed).

• The National Council on Compensation Insurance (NCCI) Workers

Compensation Experience Rating form for the past three years.

• Occupational and Safety Health Administration (OSHA) 300 A Form logs for the past three years.

• Corporate Safety and Health and Quality Plan (if your company’s plan has not already been accepted by FFDG).

• Sample Certificate of Insurance.

8. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist no later than 4:00 PM CDT on February 17, 2026. Partial or incomplete proposals will not be considered.

FFDG requires a minimum acceptance of ninety (90) calendar days for acceptance of your proposal.

An offeror allowing less than Fermilab’s minimum acceptance period may be rejected.

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 evaluation(s). 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 your proposal as unacceptable.

10. LATE SUBMISSION

Proposals received by FFDG after the Submittal Date and Time indicated WILL 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 award. Withdrawals are effective upon receipt of notice by the Procurement Specialist.

12. WAGE DETERMINATION

The wage rates set forth are the minimum rates that may be paid to the classification of laborers and mechanics designated therein according to the Davis-Bacon Act (Revised April 2009) as amended; 40 U.S.C. 276 et seq.). FFDG does not represent that said minimum rates do now, nor that they will at any time in the future, prevail in the locality of the work for such laborers or mechanics; nor that such laborers or mechanics are or will be obtainable at said rates for work under this subcontract; nor those said rates represent the most recent wage determination by the Secretary of Labor concerning such classifications of laborers or mechanics in the locality of work.

13. BID GUARANTEE

The offeror shall provide a bid guarantee in the amount of not less than 20 percent (not to exceed $3 million) of the bid price. Failure to furnish a bid guarantee in the proper form and amount, by the time set for the due date of the offers, may be cause for rejection of the offer.

The bid guarantee in the form of a firm commitment, such as a bond, postal money order, certified check, cashier's check, irrevocable letter of credit, or, under Treasury Department regulations, certain bonds, or notes of the United States. FFDG will return bid guarantees, other than bonds, (1) to unsuccessful Offerors as soon as practicable after the receipt of offers, and (2) to the successful Offeror upon execution of contractual documents and bonds (including any necessary coinsurance or reinsurance agreements), as required.

If the successful Offeror, upon acceptance of its offer by FFDG within the period specified for acceptance, fails to execute all contractual documents, or give a bond(s) as required by the solicitation within the time specified, FFDG may execute upon the bid guarantee, or terminate for default the subcontract, if the subcontract has been executed.

In the event, that the bid guarantee is exercised, or the subcontract is terminated for default, the Offeror is liable for any cost of acquiring the work that exceeds the amount of its offer and the guarantee is available to offset the difference.

14. CERTIFIED PAYROLL

The Subcontract is subject to the wage and labor standards under the Davis-Bacon Act and the related labor standards FAR provisions that are incorporated by reference into FFDG’s General Terms and Conditions for Construction.

The subcontractor and its subcontractors are required by to submit certified payrolls and labor compliance documentation on a weekly basis as required by Federal law.

FFDG currently holds a licensing agreement with LCPTracker for weekly electronic payroll submittals by the subcontractor and its subcontractors. Use of this application is free for Subcontractors to use to submit weekly electronic payroll to FFDG.

LCPTracker is a web-based system, accessed using a web browser. The subcontractor will be given a Log-on identification (i.e., User ID) and password to access the LCPTracker system. This requirement shall be flow-down to every lower-tier subcontractor.

Use of the system will involve data entry of weekly payroll information including employee identification, labor classification, hours worked on the project, wage and benefit rates paid, etc.

LCPTracker's software can interface with most payroll and accounting software programs that are capable of generating a 'comma delimited file (.csv).

15. NOTICE OF BUY AMERICAN REQUIREMENT—CONSTRUCTION MATERIALS

Definitions. “Commercially available off-the-shelf (COTS) item,” “construction material,” “domestic construction material,” and “foreign construction material,” as used in this provision, are defined in the clause of this solicitation entitled “Buy American—Construction Materials” (Federal Acquisition Regulation (FAR) clause 52.225-9).

Requests for determinations of inapplicability. An offeror requesting a determination regarding the inapplicability of the Buy American statute should submit the request to the Procurement Specialist in time to allow a determination before submission of offers. The offeror shall include the information and applicable supporting data required by paragraphs (c) and (d) of the clause at FAR 52.225-9 in the request. If an offeror has not requested a determination regarding the inapplicability of the Buy American statute before submitting its offer or has not received a response to a previous request, the offeror shall include the information and supporting data in the offer.

Evaluation of offers.

FFDG will evaluate an offer requesting an exception to the requirements of the Buy American statute, based on claimed unreasonable cost of domestic construction material, by adding to the offered price the appropriate percentage of the cost of such foreign construction material, as specified in paragraph (b)(3)(i) of the clause at FAR 52.225-9.

If evaluation results in a tie between an offeror that requested the substitution of foreign construction material based on unreasonable cost and an offeror that did not request an exception, FFDG will award to the offeror that did not request an exception based on unreasonable cost.

Alternate offers.

When an offer includes foreign construction material not listed by FFDG in this solicitation in paragraph (b) (2) of the clause at FAR 52.225-9, the offeror also may submit an alternate offer based on the use of equivalent domestic construction material.

If an alternate offer is submitted, the offeror shall submit a separate Standard Form 1442 for the alternate offer, and a separate price comparison table prepared in accordance with paragraphs (c) and

(d) of the clause at FAR 52.225-9 for the offer that is based on the use of any foreign construction material for which FFDG has not yet determined an exception applies.

If FFDG determines that a particular exception requested in accordance with paragraph (c) of the clause at FAR 52.225-9 does not apply, FFDG will evaluate only those offers based on the use of the equivalent domestic construction material, and the offeror shall be required to furnish such domestic construction material. An offer based on the use of the foreign construction material for which an exception was requested—

• Will be rejected as nonresponsive if this acquisition is conducted by sealed bidding; or

• May be accepted if revised during negotiations.

16. PAYMENT BOND

If the subcontract exceeds $35,000.00, the successful offeror is required to furnish FFDG with a Payment Bond in the amount of 100 percent of the original subcontract price within (10) calendar days after the effective date of the subcontract in a form and with sureties satisfactory to FFDG.

17. PERFORMANCE BOND

If the subcontract exceeds $150,000.00, the successful offeror is required to furnish FFDG with a Performance Bond in the amount of 100 percent of the original subcontract price and in a form and with sureties satisfactory to FFDG.

18. INSURANCE

Certificates of insurance of the types and in the amounts in accordance the Clause 15 in FFDG General Terms and Conditions and Insurance Requirements for Construction Subcontracts 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, University of Chicago, Universities Research Association, and the United States Government are waived.

19. 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; and hence, your 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 Procurement Department of the Laboratory. Any subsequent award issued by FFDG shall be constituted in writing by authorized representatives of the 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 Procurement Department official is the only individual who can legally commit FFDG to the expenditure of funds in connection with this proposed procurement.

20. 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 contract is subject to FFDG consent. The awarded vendor must ensure that any subcontractors abide by all terms and conditions of the contract.

EXHIBITS

A. Statement of Work for Wilson Hall Facade Repairs and Restoration B. Drawing Set, Wilson Hall Facade Repairs and Restoration (Project 2-1-552) C. Specification Set, Wilson Hall Facade Repairs and Restoration (Project 2-1-552) D. Fermi Forward Discovery Group, LLC General Terms and Conditions for Construction (08/2025) E. Insurance Requirements for Construction Subcontracts (01/2025) F. Statement and Acknowledgment (Standard Form 1413) (Rev 4/2013) G. Fermilab Subcontractor Injury & Illness Data Questionnaire (7010-F1-1, Rev 07/2018) H. Proposal Price Form I. Subcontractor Annual Representations & Certifications (SARC), Form SARC (Rev. 7 ) .

J. Proposal Certifications Form PUR-466, Rev. 5 (10/2025) K. Bid Bond, FL-41 (Rev. 1/7/2025) / SF24 (Rev 10/2023) L. Payment Bond, FL-42 (Rev. 1/7/2025) / SF25A (Rev 8/2016) M. Performance Bond, FL-40 (Rev. 1/7/2025) / SF25 (Rev 10/2023) N. Davis Bacon Wage Rates, General Decision, IL20260008, Building and Residential, Modification

No. 1, Publication Date 1/9/2026 O. Sample Firm-Fixed-Price Subcontract