1.0 RFP Instructions to Offerors.pdf

FATE

REQUEST FOR PROPOSAL (RFP)

AE Electrification Study

12/11/2023

The following requirements must be adhered to for the Offeror’s submission of Proposals to Fermi Research

Alliance (FRA) 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 Proposal (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 source selection process, and the Offeror may be disqualified on that basis.

Procurement Specialist: Seth Mercil

Phone: (425) 583-8207

Email: smercil@fnal.gov

Fermi Research Alliance, 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 541330

Engineering Services. The small business size standard for this NAICS code is $25 Million.

3. PRE-PROPOSAL MEETING/SITE VISIT

A Pre-Proposal Meeting and Site Visit are tentatively scheduled for 2:00 PM Central Time, December 19, 2023, at Wilson Hall 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 or being chaperoned, 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

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.

• No possession or illegal use of controlled substances or intoxicants or being under their influence are allowable.

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

https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://www.tsa.gov/travel/security-screening/identification https://www.tsa.gov/travel/security-screening/identification https://eshq.fnal.gov/covid-19-community-levels/ https://eshq.fnal.gov/covid-19-community-levels/

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 P.M. CST), December 29, 2023. 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

FRA 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 FRA 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

The Subcontractor shall perform all work as described in the Scope of Work entitled “Exhibit

A_Electrification_Study-SOW-2023-draft-final”dated8/31/2023. All work shall include transportation, overhead, bonding costs, insurance, safety oversight, quality control oversight, and supervision as required to perform the project described in the scope of work, and the detailed description contained herein.

7. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

This solicitation is a competitive Lowest Price Technically Acceptable (LPTA) procurement, which involves the selection of the offeror having a technically acceptable proposal with the lowest evaluated price.

Proposal Submission Format

A. Part I - Technical Proposal/Evaluation Criteria

Offerors shall address the following technical criteria.

1. Offeror shall address, either in a narrative format or in the form of project experience, demonstrating its experience of at least ten (10) years with similar projects.

2. Offerors will be evaluated in terms of their relevant performance with projects of similar scope. Responsive Offerors shall provide a minimum of three (3) projects completed in the past ten (10) years that contained the Project Name, General Information (Customer

Name and Location), Project Value and Project Start and Completion Date.

B. Part II - Business Management & Price Proposal

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

1) Proposal Form

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

2) 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.

3) Proposal Certifications, Form PUR-466

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

4) Safety Documents

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

• Fermilab Subcontractor Injury & Illness Data Questionnaire (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.

• Corporate Safety and Health Plan.

8. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist (smercil@fnal.gov) no later than

5:00 PM CST on January 5, 2024. Partial or incomplete proposals will not be considered.

FRA 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.

FRA 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 mailto:smercil@fnal.gov automatically cause a proposal to be deemed unacceptable to FRA. However, a large number of exceptions or one or more significant exceptions not providing benefit to FRA may result in the rejection of your proposal as unacceptable.

10. LATE SUBMISSION

Proposals received by FRA 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. ILLINOIS OCCUPATION AND USE TAXES

Any resulting contract will be exempt from Illinois Occupation and Use Taxes.

13. SUBCONTRACT AWARD

Issuance of the RFP does not compel FRA to make an award. FRA 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 FRA shall be constituted in writing by authorized representatives of the Procurement Department.

No other representatives of FRA are authorized to issue contracts or agreements or bind FRA to any form of agreement or understanding. The authorized Procurement Department official is the only individual who can legally commit FRA 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 contract is subject to FRA consent. The awarded vendor must ensure that any subcontractors abide by all terms and conditions of the contract.

EXHIBITS

A. Electrification_Study-SOW-2023-draft-final

B. FRA General Terms and Conditions for Services (05.2023)

C. 2022 A&E Insurance Requirements

D. Proposal Form

E. Section 013300_Submittals

F. Section 013100_ESH_Requirements_3-2022

G. Payment Bond FL-42 (Rev. 12-12-2022) SF25A (Rev 8-2016)

H. Proposal Certifications, Form PUR-466, Rev. 1 (10/14/2021)

I. Subcontractor Annual Representations & Certifications (SARC), Form SARC (Rev. 3)