Att A - Statement of Work.pdf
PDF 752 KB Posted
- Solicitation number
- 373654-BH
About this file
This Statement of Work (SOW) details corrective repairs and preventative maintenance services for overhead doors, revolving doors, automatic pedestrian doors, fire doors, and dock levelers at Fermi National Accelerator Laboratory in Batavia, Illinois. The contract period spans from January 2026 to December 2030, with a base 12-month period and four potential 12-month option periods. The subcontractor will be responsible for emergency and scheduled repairs, comprehensive preventative maintenance, and adhering to strict quality control, safety, and documentation requirements.
Key service requirements include performing detailed preventive maintenance inspections on various door types, conducting repairs using commercial best practices and manufacturer specifications, maintaining a one-year workmanship warranty, and using a Computerized Maintenance Management System (CMMS) for documentation. The subcontractor must comply with environmental, safety, and health regulations, complete mandatory Fermilab trainings, and provide weekly, monthly, and quarterly progress reports. Invoicing must be itemized and submitted within one week of service completion, with each invoice including specific details such as purchase order number, work order number, and detailed repair descriptions.
View the file
Other files
Show all 12
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Statement of Work Corrective Repairs/Maintenance and Preventative Maintenance for Overhead
Door Services Fermi National Accelerator Laboratory
Batavia, Illinois July 25, 2025
Statement of Work – Doors and Dock Levelers Services Fermi National Accelerator Laboratory
Fermi National Accelerator Laboratory 2
TABLE OF CONTENTS
Objectives
B Scope
Location
Corrective Repairs and Maintenance
Preventative Maintenance
Warranty
Service Requirements
Government/FermiForward Furnished Services, Equipment and Materials
Training
J Environmental, Safety and Health (ES&H) Requirements
Schedule
Security Access Requirements
Quality Control
Progress Meetings and Management Oversight Engagement
Invoices
Deliverables
Attachments
Fermi National Accelerator Laboratory 3
A. OBJECTIVE
Fermi National Accelerator Laboratory (Fermilab) is a U.S. Department of Energy (DOE) national laboratory dedicated to high-energy particle physics research. Located near Batavia, Illinois, just outside Chicago, Fermilab spans approximately 6,800 acres. It is operated by Fermi Forward Discovery Group, LLC (FermiForward), a partnership that includes the University of Chicago (UChicago) and Universities Research Association, Inc. (URA), with Amentum and Longenecker & Associates, Inc. serving as integrated subcontractors. Together, these organizations bring a legacy of leadership in high-energy physics, along with deep expertise in operations and project management across the DOE complex.
B. SCOPE
The subcontractor is responsible for furnishing all required labor, materials and equipment to perform emergency corrective repairs and comprehensive preventive maintenance services for the following assets located across the Fermilab campus.:
overhead doors revolving doors automatic pedestrian doors fire doors dock levelers
For potential repair vs. replacement situations, the Subcontractor shall:
• Provide a documented evaluation
• Await written approval from FermiForward before proceeding
The Subcontractor shall maintain the warranty program via Computerized Maintenance Management System (CMMS) & Digital Documentation.
C. LOCATION
All services shall be performed at Fermi National Accelerator Laboratory located in Batavia, Illinois.
D. CORRECTIVE REPAIRS AND MAINTENANCE
The subcontractor is expected to meet the requirements and responsibilities outlined below to ensure all equipment operates safely, reliably, and according to specifications for corrective repairs and maintenance of overhead doors, pedestrian doors, fire doors and dock levelers at Fermilab.
1. REPAIR AND RESOTRATION (SLIN 0002 - 4002)
1.1 The subcontractor is responsible for repairing all equipment—including overhead doors, pedestrian doors, fire doors, and dock levelers—ensuring no missing components or defects hinder functionality.
Fermi National Accelerator Laboratory 4
1.2 Repairs must meet the following standards:
1.2.1 Commercial industry best practices
1.2.2 Manufacturer (OEM) specifications and recommendations
1.2.3 Fermilab Forward Discovery Group (FFDG) guidelines
1.3 The goal is to restore equipment to safe, reliable, original design intent functionality.
2. EMERGENCY AND UNSCHEDULED REPAIRS (SLIN 0003 - 4003)
2.1 FermiForward will notify subcontractor of emergency or unscheduled repair.
2.2 The Subcontractor shall acknowledge receipt of emergency or unscheduled repair notifications within four (4) hours to ISD/FM Planning & Scheduling TM/SC.
2.3 Upon arrival, subcontractor must:
2.3.1 Assess required materials and labor
2.3.2 Comprehensive Hazard Analysis (HA) specific to work being performed
2.3.3 Review scope with FFDG personnel
2.3.4 Estimate equipment downtime
2.4 No work shall begin without:
2.4.1 FermiForward Technical Point of Contact (POC) and/or FermiForward Procurement POC will provide written authorization to proceed to the subcontractor
2.4.2 A valid FFDG Work Order (Request ID)
2.5 Emergency work may begin without prior estimate only if authorized by the FFDG Task Manager (T/M) or Service Coordinator (S/C) due to:
2.5.1 Danger to personnel
2.5.2 Site security concerns
2.5.3 Risk of property damage
2.5.4 Temperature or humidity control issues
2.5.5 Prevention of unauthorized entry by wildlife or insects
2.6 A written quote may still be required during emergency repairs and must be submitted if a thorough repair is determined necessary.
3. REPAIRS RESULTING FROM PREVENTATIVE MAINTENANCE/INSPECTIONS (SLIN 0002 - 4002)
3.1 Repairs discovered during routine preventative maintenance or inspections must be accompanied by a detailed, written price proposal including:
3.1.1 Labor hours required
3.1.2 Itemized list of parts and materials
3.1.3 Itemized Comprehensive HA specific to work being performed
3.2 The subcontractor must submit the proposal for approval before proceeding with any repair work.
4. FFDG REQUEST ID REQUIREMENTS
4.1 Authorization & Scheduling
4.1.1 All work must be authorized via an official FFDG Work Order.
Fermi National Accelerator Laboratory 5
4.1.2 Request IDs are issued by ISD/FM Planning & Scheduling TM/SC representatives.
4.1.3 Each Request ID includes:
• Scope of Work
• Work Location
• Special conditions or restrictions
4.1.4 Scheduling must be coordinated between the ISD representative and subcontractor coordinator.
4.2 Types of Request IDs
4.2.1 Work may involve:
• Overhead doors
• Dock levelers
• Pedestrian fire doors
• Automatic pedestrian doors
• Revolving pedestrian doors
4.2.2 Multiple Request IDs may be active at different sites simultaneously.
5. REPLACEMENT PARTS
5.1 All materials and components must be genuine OEM parts or FFDG-approved equivalents in writing.
5.2 If parts are not readily available, subcontractor shall make reasonable efforts to perform temporary repairs ensuring safe operation until permanent parts arrive prior to subcontractor departure from premises for the day.
E. PREVENTATIVE MAINTENANCE
The subcontractor shall meet the requirements and responsibilities described below to ensure that all preventive maintenance (PM) activities for overhead doors, pedestrian doors, fire doors, and dock levelers across the Fermi National Accelerator Laboratory (Fermilab) campus are performed in a manner that supports reliable and continuous safe operation of the equipment. A detailed listing of the equipment has been provided as an attachment, including the details of the preventive maintenance tasks frequency.
1. PREVENTATIVE MAINTENANCE DESCRIPTION AND TASKS (SLIN 0001 - 4001)
1.1 Overhead Doors Annual PM #060492 and Semi-Annual PM #060493 The technician shall complete the following steps:
1.1.1 Perform Visual Inspection
Inspect door panels, slats, guides, end-locks, hood, bell mouths, and weather-stripping for signs of wear, damage, or misalignment.
1.1.2 Lubricate Components
Apply appropriate lubricant to the following components:
• Bearings
• Springs
• Guides
• Chain hoist
• Other moving mechanical parts as needed
Fermi National Accelerator Laboratory 6
1.1.3 Inspect and Adjust Mechanical Components
Check and tighten fasteners and connections on:
• Shafts
• Clutch
• Brake
• Chain hoist
• Gears
• Sprockets
• Keyways and key stock
• Set screws
• Drive chain
• Drive motor
• Disconnects
• Gear oil levels
• Controller limits
1.1.4 Replace 3.6 Li-on Batteries for doors fitted with remote sensing (Annual PM only)
1.1.5 Inspect and Test Electrical and Control Systems
Verify proper operation and settings of:
• Operator
• Starter
• Limit switches
• Electric eye
• Sensing edge
• Timer controls
1.1.6 Function Test of Door System
• Cycle door through a full open/close sequence and confirm smooth operation
• Verify all safety devices respond appropriately
• Confirm proper functionality of counterbalance springs and door freefall protection
• Verify door travels squarely and is centered within the door guides and tracks
• Confirm door is left in a safe, operational condition
1.2 Dock Leveler Preventive Maintenance PM #060944
The technician shall perform the following steps:
1.2.1 Adjust Counterbalance Systems
• Adjust deck and lip counterbalance systems
• Adjust lip assist mechanism (if applicable)
1.2.2 Inspect & Lubricate Moving Components
• Lubricate and inspect the hold-down unit
• Lubricate rear hinges, hinge tubes, and lip hinge pins
• Check and lubricate the curb angle, toe guards, and deck struts
1.2.3 Inspect Structural and Safety Elements
• Inspect and confirm integrity of safety legs
• Inspect bumpers for wear and proper alignment
• Inspect and test shocks (if present) for performance
1.2.4 Inspect Truck Restraint Systems
• Inspect mechanical or powered truck restraints for function, alignment, and damage
• Verify operation of interlock (if equipped)
• Inspect and confirm placement and condition of wheel chocks
1.2.5 Inspect Hydraulic System
• Inspect hydraulic reservoir for proper fluid level
• Inspect all hoses and fittings for wear, leaks, or damage
• Inspect hydraulic cylinder(s) for leaks, scoring, or irregular movement
Fermi National Accelerator Laboratory 7
1.2.6 Clean Dock Pit Area
• Clean debris from dock pit floor
• Thoroughly clean rear hinges and lip hinges
• Clean hinge pins and surrounding mounting surfaces
1.2.7 Function Test and Final Check
• Cycle dock leveler through full operation
• Confirm smooth deck and lip movement
• Verify hold-down unit holds position under load
• Confirm safety features engage properly
• Leave unit in safe, functional condition
1.3 Pedestrian Fire Door Preventive Maintenance PM #061001
1.3.1 Inspect hinges and pivots
• Check hinges or pivot points for wear, alignment, and secure attachment
• Lubricate as needed per manufacturer specifications
1.3.2 Check door closer operation
• Inspect door closer for leaks, smooth operation, and secure mounting
• Verify that the door closes fully and latches without slamming or delay
1.3.3 Inspect locking mechanism
• Inspect and test lockset, panic bar, or emergency egress hardware for proper function and alignment
• Confirm retraction and locking mechanisms operate smoothly and meet code
1.3.4 Inspect glass and vision panels
• Check glass panes for cracks, chips, or looseness
• Verify that fire-rated glass is intact and properly labeled
1.3.5 Inspect frames and weather seals
• Examine door frames for cracks, rust, deformation, or separation from the wall
• Inspect weather seals for wear, gaps, or deterioration; replace if necessary
1.3.6 Inspect rollers, track guides, belts & cables (if applicable)
• Inspect rollers and track guides for debris, wear, and smooth motion
• Inspect belts and cables for fraying, tension, or damage
• Verify alignment and tension are within operational limits
1.3.7 Inspect activation and safety systems
• Inspect and test motion beams and presence sensors for sensitivity and function
• Check guide rails and finger guards for integrity and proper placement
• Inspect and test safety mats or activation mats for responsiveness and coverage
1.3.8 Verify safety decals and labels
• Ensure all required safety decals (fire rating, emergency exit, caution) are visible and legible
• Replace missing or damaged labels immediately
1.3.9 Perform operational and walk-through test
• Cycle the door through full open/close motion
Fermi National Accelerator Laboratory 8
• Confirm all safety devices function correctly during operation
• Perform a walk-through test to simulate pedestrian use and ensure compliance with safety and accessibility standards
1.3.10 Report and address deficiencies
• Document any deficiencies found
• Tag non-functioning or unsafe doors out of service
• Recommend corrective repairs where necessary
1.4 Automatic and Revolving Pedestrian Door Preventive Maintenance PM #061006 and #061209
1.4.1 Inspect door panels and glass
• Check all glass panels for cracks, chips, or separation from the frame
• Ensure that door panels open and close smoothly without binding
1.4.2 Inspect tracks, guide rails, and roller assemblies
• Examine guide rails and tracks for wear, debris, and alignment
• Inspect roller assemblies for signs of wear or damage and ensure smooth travel
1.4.3 Check and adjust belt and cable systems (if applicable)
• Inspect belts or cables for fraying, proper tension, and secure attachment
• Adjust as needed to manufacturer specifications
1.4.4 Inspect and lubricate moving parts
• Lubricate rollers, pivot points, and moving hardware where required
• Ensure smooth mechanical movement and quiet operation
1.4.5 Inspect door operator and drive system
• Verify motor performance and inspect the operator housing for wear or loose components
• Check electrical connections and drive mechanism for proper function
1.4.6 Test activation sensors
• Confirm motion sensors or approach sensors activate the door within the proper detection zone
• Adjust sensor field range or angle if needed
1.4.7 Test safety sensors and safety mats
• Ensure presence sensors detect obstructions and prevent door closure
• Test safety mats (if present) for responsiveness and proper zone coverage
1.4.8 Check timing adjustments
• Verify door open/hold/close timing is set to safe and appropriate durations
• Adjust controller settings as necessary
1.4.9 Inspect locking devices and egress functions
• Test electric locks, panic bars, or egress override functions
• Verify door close and positive latch securely
• Confirm door can be manually opened in an emergency
1.4.10 Inspect frames, seals, and thresholds
• Check structural integrity of frames and anchorage
• Inspect weather seals and door sweeps for wear or gaps
Fermi National Accelerator Laboratory 9
• Clean and inspect threshold area for obstructions or wear
1.4.11 Verify safety signage and decals
• Ensure required decals such as "Automatic Door", "Caution", or "Push to Open" are present, visible, and legible
1.4.12 Perform final function and walk-through test
• Observe door operation through multiple cycles
• Conduct a walk-through to simulate actual use
• Verify compliance with ANSI A156.10/19 and ADA standards
1.4.13 Report deficiencies and recommend repairs
• Document any abnormal findings
• Tag out unsafe doors and submit recommendations for corrective action
1.5 Additional Scope for Revolving Pedestrian Door PM #061209
1.5.1 Perform speed control test
• Test 1 – Record seconds required for 2 complete revolutions. If less than 10 seconds, adjust speed control to range of 10–15 seconds
• Test 2 – Record number of revolutions attained in 15 seconds. If more than 3 revolutions, speed control adjustment is needed. Adjust range within 2.5 to 3 revolutions
• Confirm door gradually accelerates
1.5.2 Inspect, lubricate, and adjust the following:
• Weather-seal
• Plumbness of door
• Book fold mechanisms
• Floor bearings
• Wing hangers
• Top bearings
• Floor
• Locks
• Glass
• Door bumpers
• Speed control
• Lights
2. Repairs Resulting from Preventative Maintenance
2.1 Repairs discovered during routine preventative maintenance must be accompanied by a detailed, written price proposal including:
2.1.1 Labor hours required
2.1.2 Itemized list of parts and materials
2.1.3 Itemized Comprehensive Hazard Analysis (HA) specific to the work being performed
2.2 The subcontractor must submit the proposal for approval before proceeding with any repair work.
2.3 If a safety concern or major deficiency is identified during the performance of a PM, the subcontractor shall report the condition to the ISD/FM TM/SC representative immediately after the issue is discovered and prior to leaving Fermilab.
Fermi National Accelerator Laboratory 10
2.4 The TM/SC representative will work with the Technician, ESH, and Supervision to determine the course of action, which may include isolating power and implementing lockout/tagout (LOTO) procedures.
2.5 Major deficiencies are defined as:
2.5.1 Danger to personnel
2.5.2 Site security concerns
2.5.3 Risk of property damage
2.5.4 Temperature or humidity control issues
2.5.5 Prevention of unauthorized entry by people, wildlife, or insects
3. FFDG Work Order (Request ID) Requirements
3.1 Authorization & Scheduling
3.1.1 All work must be authorized via an official FFDG Request ID
3.1.2 Request IDs are issued by ISD/FM Planning & Scheduling TM/SC representatives
3.1.3 PMs will be disseminated in 40 to 60 Request IDs per week
3.1.4 Each Request ID includes:
• Scope of Work
• Work Location
• Special conditions or restrictions
3.1.5 Scheduling must be coordinated between the ISD representative and subcontractor coordinator
3.2 Types of Request IDs
3.2.1 Work may involve:
• Overhead doors
• Dock levelers
• Pedestrian fire doors
• Revolving pedestrian doors
• Automatic pedestrian doors
3.2.2 Multiple Request IDs may be active at different sites simultaneously
F. WARRANTY
1. Workmanship Warranty The Subcontractor shall warrant all labor and workmanship for a period of one (1) year from the date of FermiForward acceptance of the completed work. During the warranty period, the Subcontractor shall, at no additional cost to FermiForward, correct any defects in materials or workmanship discovered and promptly notified in writing by FermiForward.
2. Material and Equipment Warranty The Subcontractor shall obtain and pass through to FermiForward any manufacturer’s warranties for all new materials, parts, and equipment installed. Manufacturer warranties shall not limit or replace the Subcontractor’s obligations under this warranty clause.
Fermi National Accelerator Laboratory 11
3. Response to Warranty Claims Upon notification of a defect, the Subcontractor shall respond within 48 hours or a reasonable acceptable by the FermiForward Technical POC to schedule corrective action and shall complete the repair or replacement within a reasonable timeframe approved by the Contracting Officer or their designee.
4. Warranty Exclusions The warranty shall not apply to damage caused by misuse, abuse, neglect, or acts of God. However, the Subcontractor shall notify FermiForward in writing if such conditions are discovered during warranty service.
5. Documentation The Subcontractor shall provide all warranty documentation (manufacturer certificates, serial numbers, coverage terms) to FermiForward in CMMS upon completion of each repair or installation activity.
G. SERVICE REQUIREMENTS
The subcontractor is responsible for performing the following tasks in accordance with the industry’s best practices and all applicable regulations:
• Applicable industry best practices
• Manufacturer specifications
• Fermi Forward Discovery Group (FFDG) guidelines Government regulations, including the Americans with Disabilities Act (ADA) Coordinate and manage all assigned work to ensure timely performance.
Optimize use of labor, equipment, materials, and supplies.
Perform daily cleanup of work areas and remove all debris generated.
Dispose of debris via Fermilab’s waste stream (construction dumpster at F38FO).
H. GOVERNMENT/FERMIFORWARD FURNISHED SERVICES, EQUIPMENT AND MATERIALS
Computerized Maintenance Management System (CMMS) & Digital Documentation FFDG uses a mobile application compatible with iOS and Android for uploading service data to its CMMS.
FFDG will provide the application, training, and support.
The Subcontractor shall:
• Enter comments into the mobile CMMS
• Update the status of the work order to "Comment" during the service process
• Upon completion, summarize all work performed
Fermi National Accelerator Laboratory 12
• Update the work order status to "Billing"
I. TRAINING
Subcontractor employees must complete all applicable OSHA-required safety and job-specific training by the scheduled completion date, for both initial and recurrent training including:
• Scissor Lift Operation
• NFPA 70E (Electrical Safety)
• Fall Protection
• Equipment Operation
• Personal Protective Equipment (PPE)
Mandatory Fermilab Trainings (prior to on-site work):
• Fermilab Subcontractor Orientation
• General Employee Radiation Training
(GERT)
• Radiological Worker – Practical Factors
• Radiological Worker – Virtual
• Export Control Awareness
• Fermilab Emergency Preparedness
Awareness
• Lockout/Tagout Level 1 and Level 2
• Oxygen Deficiency Hazard (ODH)
• Workplace Violence & Active Shooter
Awareness
• And other required hazard awareness trainings
The subcontractor must maintain current training records, track expiration, schedule re-training, and document the training methodology. This documentation must be available upon request.
J. ENVIRONMENTAL, SAFETY AND HEALTH (ES&H) REQUIREMENTS
The Subcontractor shall ensure all employees are trained per OSHA requirements and the Subcontractor’s corporate safety plan. This includes, but is not limited to:
• Aerial lift operation
• NFPA 70E (electrical safety)
• Fall protection and equipment use
• Personal Protective Equipment (PPE)
Compliance with Regulations:
The subcontractor must comply with all federal, state, and local environmental laws and regulations, including but not limited to the following:
• Occupational Safety and Health Administration (OSHA) standards.
• Environmental Protection Agency (EPA) regulations.
• Hazardous Materials Transportation Act (HMTA) requirements.
• Resource Conservation and Recovery Act (RCRA) regulations.
Fermi National Accelerator Laboratory 13
Safety Measures:
• All work must be conducted in accordance with the established Health and Safety Plan (HASP).
• The subcontractor must provide Personal Protective Equipment (PPE) for all workers on-site, including but not limited to gloves, goggles, hard hats, and chemical-resistant clothing where required.
• Any hazardous material spill, regardless of size, must be reported immediately to the Hazard Control Technology Team and cleaned up in accordance with the Spill Response Plan.
Waste Disposal and Documentation:
• The subcontractor shall ensure that all waste (oil sludge, wash water, used oil) is disposed of at approved facilities that comply with regulatory requirements.
• Documentation of waste disposal, including manifests and receipts from disposal facilities, must be provided to the Hazard Control Technology Team within 72 hours of disposal.
Emergency Response:
• The subcontractor shall be equipped with spill response materials, such as absorbent pads, booms, and containment equipment, to quickly address any accidental spills or leaks during the oil separator cleaning or used oil reclamation process.
K. SCHEDULE
Period of Performance
The period of performance of the resulting subcontract, including the base period and option periods for:
Comprehensive preventive maintenance and corrective repair services for overhead doors, revolving doors, automatic pedestrian doors, fire doors, and dock levelers located throughout the Fermilab campus.
Period of Performance Dates Duration (Months)
Base Period January 01, 2026 to December 31, 2026 12 Option Period 1 January 01, 2027 to December 31, 2027 12 Option Period 2 January 01, 2028 to December 31, 2028 12 Option Period 3 January 01, 2029 to December 31, 2029 12 Option Period 4 January 01, 2030 to December 31, 2030 12
Recognized FermiForward Holidays
a. New Year’s Day
b. Martin Luther King Day
c. Memorial Day
Fermi National Accelerator Laboratory 14
d. Juneteenth
e. Independence Day
f. Labor Day
g. Thanksgiving Day
h. Day After Thanksgiving
i. Christmas Eve (half day)
j. Christmas Day
k. New Year’s Eve (half day)
Normal working hours: 7:00 AM – 3:30 PM
• Work must be scheduled with the ISD TM/SC before site arrival.
• Check-in and check-out required upon arrival and departure.
• Overtime permitted only specifically authorized FFDG ISD/FM TM/SC.
After hours/Weekends/Holidays:
• Must be scheduled in advance with the ISD/FM TM/SC before site arrival.
• Check-in and check-out required upon arrival and departure.
• For emergency or unscheduled repair needs, the Subcontractor shall comply with Section D.2.2, providing acknowledgment within four (4) hours to the ISD/FM Planning & Scheduling TM/SC.
L. SECURITY ACCESS REQUIREMENTS
The Security and Emergency Management Division (SEMD) Point of Contact shall obtain prior written approval from the property lessor before initiating any modifications or repairs to leased facilities.
Subcontractor who does not currently possess a Fermilab badge must complete the Fermilab Access Request Form no later than four (4) weeks prior to the scheduled installation. U.S. citizenship is preferred. Access approvals are contingent upon citizenship status and the specific location(s) to be visited.
Access Request Form: https://get-connected.fnal.gov/business-visitor-access/
Once access is approved, business visitors will receive an informal invitation letter containing a quick-response (QR) code. Entry to the site will not be permitted without this QR code. All attendees must present the following:
Informal invitation letter with the QR code Valid, REAL ID-compliant identification (e.g., state-issued driver’s license, federal ID, or original passport)
Fermi National Accelerator Laboratory 15
Subcontractors should enter through the Batavia Road, Warrenville Entrance and report to the Fermilab Welcome and Access Center (Aspen East) to obtain a temporary blue business visitor badge prior to proceeding to the meeting location.
M. QUALITY CONTROL
The subcontractor shall implement quality control procedures to ensure compliance with all applicable codes, standards and specifications. These procedures shall include:
• Verification that all equipment and materials conform to the technical requirements
• defined in the SOW.
• Documentation of system testing and installation verification.
• Notification to FermiForward of any nonconformance and corrective actions taken.
• Coordination with FermiForward for final inspection and acceptance.
Customer Surveys:
Ongoing method for personnel to voice concerns addressing performance issues.
Random Inspections:
Safety and wear of PPE to include proper footwear, gloves, etc.
Fire Hazards Proper Storage of HAZMAT items and chemicals to include cleaning supplies, etc.
N. PROGRESS MEETINGS AND MANAGEMENT OVERSIGHT ENGAGEMENT
Weekly:
Performance Safety Planning (future work) Any known issues
Monthly:
Performance Safety Planning (future work) Any known issues
Quarterly:
Performance Safety Planning (future work)
Fermi National Accelerator Laboratory 16
Any known issues
Annually:
Overall Performance and Improvement
Subcontractor Responsibilities
• Provide qualified personnel, management, tools, materials, and equipment required (except items FFDG supplies).
• Plan, schedule, coordinate, and ensure effective performance of all work and services.
• Full responsibility for all repairs.
Limits on FFDG’s Responsibility
• FFDG is responsible only for authorized work via work orders.
• Oversight level depends on risk and complexity of work.
Personnel Standards and Conduct
• Ensure employees are competent, professional, and ethical.
• Maintain discipline as necessary to uphold standards.
O. INVOICES
Invoice Requirements
Submit itemized invoices:
• Within 1 week after service completion or subcontract expiration, whichever comes first.
Each invoice must include:
• Purchase Order Number
• FAMIS Request ID (Work Order Number)
• Detailed description of repair work
• Itemized list of parts and materials with receipts (no incidentals or consumables)
• Itemized labor charges (hours, rates, totals)
• Signed service confirmation by Service Coordinator or authorized designee
Certification statement:
• Certify all work was completed as required or note any deductions.
Additional submittals may include hazard analyses and other required documentation.
• Hazard analyses
• Summary of Work Completed
Fermi National Accelerator Laboratory 17
• Other required documentation
All invoices are to be directed to:
• FermiForward Technical POC
P. DELIVERABLES
The subcontractor will provide the following deliverables:
1. Completion Reports: A detailed report upon completion of each service, including the work performed, volumes of material handled, and any issues or recommendations for future services.
2. Invoice(s): The subcontractor must submit invoices in accordance with the schedule agreed upon by both parties.
Q. ATTACHMENTS
Inventory List Authorization to Proceed Letter Customer Survey Campus Maps
File details come from the government source that posted it. Updated .