1_Request_for_Proposal_(381487-CJ).pdf

REQUEST FOR PROPOSAL RFP 381487-CJ

Cleaning of Science Computing Division Data Centers

Feynman Computing Center, Grid Computing Center and Wilson Hall Fiber Central Room 805

Batavia, Illinois

August 10, 2026

TABLE OF CONTENTS

Contents

TABLE OF CONTENTS

1. INVITATION TO SUBMIT PROPOSAL

2. PRE-PROPOSAL MEETING/SITE VISIT

3. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

4. AMENDMENT OF SOLICITATION

5. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

6. PROPOSAL DUE DATE

7. EXCEPTIONS AND DEVIATIONS

8. LATE SUBMISSION

9. OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

10. ILLINOIS OCCUPATION AND USE TAXES

11. INSURANCE

12. SUBCONTRACT AWARD

13. SUBCONTRACTING

14. EXHIBITS ............................................................................................. Error! Bookmark not defined.

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

Offerors are invited to submit a proposal for the items specified in this Request for Proposal (RFP), by the provisions contained herein, and the terms and conditions of the proposed Firm Fixed Price (FFP) subcontract entered into as a result of this solicitation.

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

Procurement Specialist: Caroline Jones Email: cjones@fnal.gov

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

2. SITE VISIT

A Site Visit is scheduled for 10:00 A.M, Central Time, August 24, 2026, Feynman Computing Center, Batavia, Illinois. 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 related 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 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 Instructions and Directions provided as part of the

RFP.

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

Upon requesting 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 an 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.

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.

3. 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 12:00 P.M. CST, August 26, 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 the information would be prejudicial to other prospective offerors.

4. 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

(1) 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 In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

5. 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.

The proposal shall be submitted in two (2) parts: Part I - Technical Proposal and Part II – Business/Management and Pricing 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 project experience section.

A. Part I - Technical Proposal/Evaluation Criteria

Offerors shall respond to the following technical criteria:

1. Technical Proposal/Evaluation Criteria.

2. Current/Past Project Experience

B. Part II - Business Management and Price Proposal The Business Management proposal shall contain the following documents/items:

1) Price Proposal Form

The proposed pricing shall be FFP for the work. The Price 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 an individual Representations and Certifications Form.

3) Proposal Certifications, Form PUR-466 All appropriate sections are required to be completed and signed by a company official.

4) Safety and Quality Documents The following 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 for the past three years.

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

Sample Certificate of Insurance.

6. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist no later than 12:00 P.M. Central Time on September 2, 2026. Partial or incomplete proposals will not be considered. FFDG requires a minimum acceptance of ninety (90) calendar days for acceptance of proposals. 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.

7. 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.

8. 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.

9. 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.

10. ILLINOIS OCCUPATION AND USE TAXES

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

11. INSURANCE

Certificates of insurance of the types and the amounts in accordance with Clause 15 in FFDG General Terms and Conditions and Insurance Requirements for Services 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.

12. 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 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.

13. 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 offeror shall ensure that any subcontractors abide by all terms and conditions of the subcontract.

14. EXHIBITS

A. Scope of Work entitled “Cleaning of Science Computing Division Data Centers at Feynman

Computing Center, Grid Computing Center and Wilson Hall Fiber Central Room 805, Batavia, Illinois" dated 7/21/2026

B. Pricing Schedule C. FFDG Section 014100 Quality Requirements (October 2025) D. FFDG Exhibit A for Subcontractor Safety Other Than Construction (April 2025) E. FFDG General Terms and Conditions for Services, (08/2025) F. FFDG Insurance Requirements for Onsite Non-Professional Services (01/2025) G. FFDG Fermilab Subcontractor Injury & Illness Data Questionnaire (07/2018) H. FFDG Subcontractor Annual Representations & Certifications (SARC) (Rev 8) I. FFDG Proposal Certifications Form PUR-466, Rev. 5 (10/14/2025) J. Service Contract Act Wage Determination Illinois, DuPage, SCA 2015-5017, Rev. 32, (05-13-2026) K. Business Visitor Registration Instructions and Directions L. Sample Firm-Fixed-Price Subcontract