2. SOW and Specifications.pdf

Long-Baseline Neutrino Facility (LBNF) / Deep Underground Neutrino Experiment (DUNE) - US

LBNF/DUNE-US

Telehandler Procurement Specification and Assembly Statement of Work (SOW)

8/29/2025

Document Number: N/A

Procurement Specification – Underground Telehandler

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Revision History

This document can be identified by the revision date as indicated in the Version Control Table below.

Author Revision Date

Location (DocDB) Description of Changes

Kyle Rovick 8/29/2025 N/A Original

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Table of Contents

Revision History ............................................................................................................................................ ii

List of Figures ............................................................................................................................................... iv

List of Tables ................................................................................................................................................ iv

Acronyms and Abbreviations ........................................................................................................................ v

1 Introduction ....................................................................................................................................... 1-1

1.1 Background ............................................................................................................................... 1-1

1.2 Purpose of SOW ........................................................................................................................ 1-1

1.3 Assumptions ............................................................................................................................. 1-2

1.4 Timeline .................................................................................................................................... 1-2

2 Applicable Documents ....................................................................................................................... 2-2

3 SOW Performance Requirements ...................................................................................................... 3-2

3.1 General Requirements .............................................................................................................. 3-3

4 Required Tasks ................................................................................................................................... 4-3

4.1 Task 1: Preparation of an Environmental Safety and Health (ESH) Plan .................................. 4-3

4.2 Task 2: Quality Assurance / Quality Control ............................................................................. 4-4

4.3 Task 3: Preparation of a Project Schedule and Work Activity Plan .......................................... 4-5

4.4 Task 4: Provide and Assemble Telehandler .............................................................................. 4-5

4.5 Training and Supplies.............................................................................................................. 4-11

5 Deliverables ...................................................................................................................................... 5-11

5.1 Subcontractor’s Deliverables .................................................................................................. 5-11

5.2 Format for Documentation and Deliverables ......................................................................... 5-11

6 Periodic Communication .................................................................................................................. 6-12

7 Transportation ................................................................................................................................. 7-12

7.1 Pre-shipment Documentation ................................................................................................ 7-13

7.2 Package Marking..................................................................................................................... 7-13

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List of Figures

Figure 1: DOE Underground Leased Space at SURF ................................................................................... 1-1 Figure 2 : Example of suitable telehandler ................................................................................................ 4-7 Figure 3 : Telehandler Load Chart .............................................................................................................. 4-8

List of Tables

Table 1. Subcontractor Required Training Courses ................................................................................... 4-3

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Acronyms and Abbreviations

Acronym Definition

LBNF Long Baseline Neutrino Facility

SURF Sanford Underground Research Facility

DUNE Deep Underground Neutrino Experiment

FFDG Fermi Forward Discovery Group, LLC

SDSTA South Dakota Science and Technology Authority

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1 Introduction

1.1 Background

The Deep Underground Neutrino Experiment (DUNE) at the Long Baseline Neutrino Facility (LBNF) was borne out of the 2014 U.S. Particle Physics Project Prioritization Panel (P5) recommendations. The recommendations called for formation of a truly international collaboration for constructing a US-based long-baseline neutrino oscillation experiment with a powerful neutrino beam (~MW scale), a massive liquid argon TPC (40 kt) sited several hundred kilometers downstream of the neutrino source and deep underground, and a smaller detector just downstream of the beamline. Together these elements will have the capability to unambiguously determine the neutrino mass ordering, search for CP violation in the lepton sector, search for proton decay, and observe neutrinos from core collapse supernovae.

The LBNF/DUNE-US Project is the DOE-funded construction project to create the facility and contribute US scope to the international DUNE Collaboration. The major participants in the overall LBNF/DUNE enterprise are the international DUNE collaboration, the LBNF/DUNE-US construction project, the DOE, international funding agencies, Fermilab (in Batavia, Illinois) as the host laboratory, and the Sanford Underground Research Facility (SURF, in Lead, South Dakota), where the far detector will be located.

Figure 1 illustrates the general underground work area at the SURF (far) site.

1.2 Purpose of SOW

A telehandler is a piece of equipment that will be used utilized to assist with handling material. It will need to be disassembled to fit underground, and then reassembled and commissioned underground.

Figure 1: DOE Underground Leased Space at SURF

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1.3 Assumptions

Work is to be performed at SURF in Lead, SD. Reassembly will take place underground on the 4850 level.

In addition to the scheduled holidays, expect various work stoppages due to extreme weather conditions.

In South Dakota, on average, these additional work stoppages equate to approximately 7 days per year.

Smoking, use of tobacco products, including vapor, alcohol, controlled substances, or weapons are not allowed within the boundaries of SURF.

Multiple telehandlers, including CAT 255, CAT TH408 and CAT TL1255, have been mobilized in the fashion described on this site, in addition to other larger pieces of equipment, without cutting.

Disassembly will be required to mobilize a suitable piece of equipment. Typical telehandler mobilization underground has required removal of boom, forks, engine compartment, counterweights, cab, axles, wheels, cylinders, and stripping down the frame to an appropriate level, with fluids drained and hoses capped. Ultimately, the successful vendor shall provide a fully functioning telehandler on the 4850 level.

1.4 Timeline

An official Kick-off Meeting (KOM) will be scheduled at a mutually agreed upon date, time, and location as soon as practical after award of subcontract. The primary purpose for this meeting is to confirm that the project participants understand the terms and conditions of the subcontract, the SOW, the specifications and drawings, the safety and the quality assurance requirements, and the work activities involved with each task.

2 Applicable Documents

Reference documents that aid in defining tasks within this SOW are provided to supplement and are listed here.

None

3 SOW Performance Requirements

The Subcontractor shall furnish all properly qualified management, personnel, facilities, materials, supplies, tools, software, transportation, and equipment with appropriate accessories (except as provided by FFDG) and shall plan and coordinate with LBNF/DUNE-US project management to assure effective performance of all services described in this SOW.

FFDG will provide a space underground for reassembly, and transport the materials down the shaft.

Subcontractor is to assist in the creation of rigging plans for sending the telehandler underground.

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The Subcontractor shall generate a Work Activity Plan to FFDG’s requirements and for FFDG’s approval that covers the work performed to disassemble, mobilize and reassemble the telehandler. Examples of suitable Work Activity Plans can be furnished upon request.

3.1 General Requirements

The Subcontractor shall meet as needed and at FFDG’s request to coordinate activities, share information and answer any questions relating to this subcontract.

Subcontractor is required to ensure that the site safety protocols are strictly adhered to at all times when visiting or performing work at SURF. This includes development of Job Hazard Analyses (JHA’s) and/or Standard Operating Procedures (SOP’s) when applicable, and ensuring workers are fully aware of the contents of these and held accountable for following them or stopping work and making adjustments if needed. JHA’s and SOP’s will be reviewed and approved by relevant stakeholders before work commences.

4 Required Tasks

4.1 Task 1: Preparation of an Environmental Safety and Health (ESH) Plan

A part of the Exhibit A For Supply and/or Services Subcontracts the Environmental, Safety, and Health Certification (ESHC) form will be provided to the Subcontractor for signature, indicating that the Subcontractor understands the requirement to comply with DOE 10 CFR Part 851. In addition, subcontractor must develop and submit a Site-Specific Environment, Safety, and Health (ES&H) plan which must comply with and encompass all applicable aspects of 10 CFR Part 851 Worker Safety and Health Program including 29 CFR Part 1910, OSHA Safety and Health Standards for General Industry and the DOE Hoisting and Rigging Standard DOE STD-1090-2020.

Subcontractor understands the requirement to comply with 29 CFR Part 1910 and 10 CFR Part 851.

All Subcontractor personnel shall be required to attend various FFDG provided trainings, listed below, and shall be billable at the straight time rate. Following is a summary of training required by and offered by

FFDG:

Table 1. Subcontractor Required Training Courses

Course Description Typical Duration

SURF site orientation -- Surface 2 hours

SURF Surface practical factors 1 hour

SURF site orientation -- Underground 2 hours

SURF Underground practical factors 1.5 hours

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The Subcontractor and any sub-tier Subcontractor performing work at SURF will be responsible for the following requirements concerning Subcontractor training.

1. The Subcontractor shall be responsible for assuring that their employees and sub-tier Subcontractor employees, who do not speak English, understand all ES&H requirements. The Subcontractor must be able to communicate any necessary instructions to those employees.

2. All Subcontractors/Subcontractors performing work at SURF shall provide to their employees any necessary ES&H training as may be required by federal/state regulations, and as appropriate for their Subcontract activities at Sanford Underground Research Facility (SURF).

Exceptions involve hazards which are unusual for subcontractor employees. For example, FFDG normally provides appropriate training for Subcontractors working in oxygen deficient hazard areas.

3. Records of ES&H Training that were provided by the Subcontractor, or others, and received by Subcontractor employees performing subcontractor activities at SURF shall be available for review by

FFDG.

4. Subcontractors shall maintain and provide to FFDG upon request, any and all occupational safety and environmental records.

5. Records required to be maintained by federal/state regulation.

OSHA injury/illness logs, training records

Inspection records

Safety meeting minutes

Incident investigations documentation

If the Subcontractor intends to administer first aid or Cardiopulmonary Resuscitation (CPR), the Subcontractor must comply with 29 CFR 1910 Subpart K and make available the list of names of any employee.

4.2 Task 2: Quality Assurance / Quality Control

In conjunction with the General Terms and Conditions Quality Requirements, unless otherwise specified by the work order or the FFDG Task Manager, the Subcontractor’s on-site supervision will be responsible for the following.

All activities necessary to manage, control and document work to ensure compliance with the Subcontract requirements.

Ensuring adequate Quality Control services are provided for work accomplished on and off site by his/her organization, suppliers, sub-tier Subcontractors, technical laboratories, and consultants.

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The work activities include safety, testing and inspection and all other functions relating to the requirements for quality work.

The quality and timely provision of workmanship and material provided under this subcontract

4.3 Task 3: Preparation of a Project Schedule and Work Activity Plan

The Subcontractor shall prepare a project schedule that identifies the critical path for completion of this subcontract and key manufacturing, logistics or construction activities that will be linked to procurements.

Subcontract deliverables described in Section 5.1 of this SOW shall be identified in the project schedule.

The Subcontractor will generate a Work Activity Plan detailing the activities to be performed and the loads in which the telehandler will be disassemble to fit in to the shaft and reassembled. Work Activity Plan approval will be required prior to shipping underground. The Subcontractor is required to coordinate with

FFDG.

4.4 Task 4: Provide and Assemble Telehandler

The Subcontractor shall provide a telehandler with forks and a manufacturer approved man basket and picking pole that meets the requirements listed below. Disassembly at the surface shall also be required to ensure the telehandler will safely fit (and rigged) securely within the confines of the existing shaft cage and material handling skip. The underground reassembly and testing/certification shall also be a requirement.

Telehandler Requirements

There are few telehandlers which meet the performance specifications while also being suitable to disassemble and reassemble underground. Examples of potentially suitable telehandlers include a new Genie GTH-844, while an example of an unsuitable telehandler would be a JLG-943 due to frame dimensions.

Height of stripped frame must be less than 56” as indicated in the sketch below. THIS DIMENSION

IS NOT FOUND ON SPECIFICATION SHEETS AND SCALED DRAWINGS AND PICTURES ARE

UNRELIABLE – MEASUREMENTS ON THE ACTUAL PIECE OF EQUIPMENT ARE THE ONLY WAY TO

KNOW. A new production Genie GTH-844 is an example piece of equipment that meets this essential specification, while a JLG 943 has too tall of a frame. The bidder is ultimately responsible for selecting a piece of equipment that will fit down the shaft and be reassembled.

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Furnish with manufacturer approved personnel basket with tie off points and appropriate hardware.

Furnish with forks Furnish with manufacturer approved picking pole / truss boom.

Furnish with 5lb fire extinguisher mounted in an appropriate location Open Cab White noise alarm LED Work Lights Front, Rear, Side Maximum lift height 43 ft 10 in / 13.36m Maximum forward reach 28 ft 2 in / 8.59m Reach at maximum height 2 ft 1 in / 0.64m Height, stowed 7 ft 10 in 2.39m Length, stowed (without forks) 20 ft 3 in / 6.17m Width 8 ft 1.5 in / 2.48m Wheelbase 11 ft 4 in / 3.45m Ground clearance at center 1 ft 3 in / 0.38m Ground clearance at axle 1 ft 5 in / 0.43m Fork cross section 2 × 4 in / 51 × 101mm Maximum lift capacity 8,000 lb / 3,629 kg Lift capacity at maximum height 6,000 lb / 2,722 kg Lift capacity at maximum reach 2,000 lb / 907 kg Drive speed 15mph 24 km/h Boom up/down 13/10 sec Boom extend/retract 14/9 sec Draw bar pull 21,000 lb / 9,525 kg

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Frame leveling (side to side) 10° Turning radius, outside (4WS) 13 ft 9 in/ 4.19m Auxiliary hydraulic flow 2-15 gpm / 7.57-56.8 Ipm Auxiliary hydraulic pressure 3,000 psi /206.8 bar Tires, non-marking foam filled Power source Deutz TCD 3.6 Electrical system voltage 12V Alternator 95 amp Battery 1000 CCA 0°F (-18°C) Hydraulic tank capacity 40 gal / 151.4 L Hydraulic system capacity (w/tank) 55 gal / 208.2 L Fuel tank capacity 32 gal / 121 L Weight* 22,600 lb 10,251 kg

Figure 2 : Example of suitable telehandler

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Figure 3 : Telehandler Load Chart

Disassembly and Reassembly Service

Telehandler shall be underground and assembled by December 1, 2025.

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The Subcontractor shall formulate a plan for disassembly and rigging at the surface to ensure the telehandler will safely fit within the existing cage shaft. Coordinate with FFDG

The Subcontractor shall reassemble the telehandler, once underground.

The Subcontractor shall test out the telehandler after reassembly underground, to ensure it is fully functional and meets all appropriate certifications, etc.

FFDG will furnish self rescuers and a guide during the underground reassembly.

The Subcontractor shall comply with the following requirements once the subcontract award has been made.

Delivery with at least 48 hours advance notice to:

o Ross Head Frame

168 Ross St.

Lead, South Dakota 57754

All standard warranties to be included.

All applicable operator’s manuals, repair manuals, parts lists, and assembly diagrams.

Customer support to answer any questions relating to telehandler operation.

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4.5 Training and Supplies

The Subcontractor is responsible for providing their staff with the following training and provision of supplies:

Training per person:

o Site specific, provided by FFDG:

Reference Table 1 o Expected training provided by subcontractor:

OSHA Training

Mobile Equipment Training

A quarterly Emergency Response Drill is managed by the SDSTA

Subcontractor provided supplies including:

o Safety (PPE) – Type II Safety helmet with chin strap, safety glasses, reflective clothing (Class II), safety toe boots above the ankle, cap lamps, hearing protection o Small Tools and Supplies (STS)

5 Deliverables

5.1 Subcontractor’s Deliverables

The Subcontractor shall provide the following deliverables in accordance with the format for documents deliverables provided in Section 5.2.

Deliverable No. SOW Section Description

1 4.1 ESH Plan and JHA’s

2 4.2 QA/QC Plan

3 4.4 Operating manual, parts diagrams, service manuals, etc.

Various

Work Activity Plan for Disassembly, transport underground, and reassembly. Includes weights and dimensions of parts to ship underground.

5.2 Format for Documentation and Deliverables

Electronic distribution will be the standard method of transmitting all documentation/deliverables. All contract documents are to be identified by contract number and provided in a searchable PDF format.

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Reports and other narrative documents are to have a cover sheet stating the document number, document title, use date, and subcontract number, as well as having a place to identify authors, checker, and approval signatures as required.

All reports and narrative documents are to begin with an executive summary briefly describing the contents and conclusions of the document.

Oral presentations, if requested, shall use PowerPoint software.

6 Periodic Communication

Progress meetings between FFDG and the Subcontractor will be conducted regularly either in-person and/or via tele/video conference. These meetings will be held at scheduled times and locations mutually agreed to. The meetings shall include discussions of the Subcontractor’s progress, potential problems, resources, technical and contractual issues. The Subcontractor shall produce and distribute meeting minutes, assigned actions and associated project management documents within three (3) working days of each meeting. The parties shall forward any comments within five (5) working days of receipt of the minutes.

The Subcontractor shall maintain a list of open action items assigned, identifying action to be taken, the responsible party and the date the action must be completed.

Monthly progress reports shall be submitted throughout the contract period. Monthly reports and schedule updates shall be submitted on the 20th day (or the first business day after that date) of each month. Monthly reports shall address the following during the reporting period:

Main schedule tasks and milestones

Progress, results, achievements and issues encountered

Scheduled tasks for the next reporting period

Outstanding issues and action items

Variance explanation and corrective actions

Anticipated variance in cost or schedule associated with added scope or issues encountered

7 Transportation

The Subcontractor is responsible for packaging, storage, loading and shipping of all hardware and equipment covered by this SOW.

Import/Export Requirements

1. For shipments subject to United States export control law, the Subcontractor is to comply with Export Administration Regulations (EAR) and Foreign Trade Statistics Regulations (FTSR). The

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Subcontractor will serve as both the Exporter (Shipper of Record) according to the EAR and the U.S. Principal Party of Interest (USPPI) according to the FTSR.

2. For shipments originating from foreign locations, the Subcontractor will also serve as the Exporter according to the origin country’s export control regulations.

7.1 Pre-shipment Documentation

The Subcontractor is to provide information and documentation as defined.

7.2 Package Marking

The Subcontractor is required to mark each package with the following:

Subcontract number

Delivery address

Consignor (Subcontractor’s name, address, and contact information)

Package number (as identified on the packing list)

Gross weight

Net weight

Special handling instructions

Lifting/lashing/jacking points

Center of gravity (in 3 dimensions)

Compliance marks

End of document