Attachment 1 - Questions and Answers.pdf

Attachment 1 – Question & Answers

RFP DH-379784

1. What is the locations for the 6-1000 gallon tanks? I want to be sure they are all in our service area.

a. They are all located on the Fermilab campus which is about 6,800 acres in DuPage and Kane counties, but all of the tanks are located in DuPage county.

2. Are there tanks in place currently? Basically I am asking if this is an entirely new install with existing underground piping or will you be swapping out tanks that are already there? I’m wondering if I can go look at the current set-up so I can see the full scope of the project.

a. Yes, there are existing propane tanks currently in service. As part of this project, some of the existing tanks will be taken out of service. The current supplier will remove its tanks, and the successful OƯeror will furnish and install replacement tanks. To provide OƯerors with an opportunity to view the existing setup, a site visit has been scheduled for August 5, 2026, as noted in Amendment 1.

3. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

a. Yes. This is a recompete. The current supplier has elected not to renew its subcontract with FFDG, and this requirement is being recompeted.

4. Just need some clarification on the tanks. When you say remove existing tanks do they belong to another company or are they Government assets?

a. The existing supplier will remove its tanks, as they are supplier-owned assets. However, because this is anticipated to be a five-year agreement, any tanks installed under the new subcontract may need to be removed if the Laboratory demolishes any of the aƯected buildings during the term of the agreement.

5. Please identify standard payment terms and the expected number of days from receipt of a correct invoice and supporting documentation to payment. The general terms state payment follows acceptance and receipt of a proper invoice but do not state a specific net period.

a. NET-30 for Large Business; NET-15 for a Small Business.

6. Who is responsible for snow and ice removal around tanks and delivery approaches? May the driver stop work and defer a non-emergency delivery when access is unsafe?

a. FFDG can assist with snow and ice removal around the tanks; however, the supplier should also provide support as needed to maintain safe access for deliveries. Yes, the driver may stop work and defer a non-emergency delivery if access is determined to be unsafe. We ask that the supplier keep the FFDG point of contact informed of any delays or issues.

7. The SOW indicates approximately one-half hour for orientation and one-half hour for badging. Please advise whether orientation is available on demand for backup drivers.

a. Yes, orientation can be arranged on demand for backup drivers through the General Employee Radiological Training (GERT) and subcontractor orientation process. However, the driver will need to schedule an appointment with the Badging OƯice to obtain their badge.

8. Will personnel be expected to enter occupied residences or laboratory buildings, inspect appliances or equipment, and relight pilots, or will Fermilab personnel manage everything downstream of the secondary regulator?

a. FFDG personnel will be responsible for all activities from the building connection onward, including any downstream operations after the secondary regulator.

9. Please clarify responsibility for emergency diagnosis and restoration where the leak or defect is in the Fermilab-owned gas line or downstream of the secondary regulator.

a. The supplier is responsible for emergency diagnosis and restoration from the tank through the building connection. FFDG personnel can provide assistance as needed.

10. Must every backup bobtail that might serve the account have two Fermilab-specific calibration reports annually, or only the designated primary delivery truck?

a. All delivery trucks that may be used to support the account must provide the required calibration reports.

11. If Fermilab suspends deliveries, purchases propane from another supplier, closes a location, or removes a tank, will those gallons reduce or otherwise aƯect the 4,000-gallon minimum?

a. The intent is not for FFDG to purchase propane from another supplier unless the requirement is associated with a new building where the General Contractor is responsible for providing the service. In those instances, FFDG will work with the General Contractor and encourage them to coordinate with the current supplier. If propane service is no longer required at certain locations due to building closures or other changes, the reduction in demand may impact overall propane consumption and the applicable minimum gallon requirement.

12. May the supplier install remote tank monitors? Are cellphones, GPS units, electronic delivery systems, or truck-mounted cameras permitted at all delivery locations?

a. Remote tank monitors and related electronic systems may be allowable;

however, FFDG will need to confirm with the Security Division prior to approval, as Fermilab is a secure site with specific site access and security requirements.

13. Is the stated 4,000-gallon annual minimum a binding take-or-pay commitment for each individual contract year, including every option year?

a. Yes

14. What is the expected award date, and by what date must the successful oƯeror’s tanks be installed and operational before the October 1, 2026 start date?

a. Subcontract award is anticipated in late August to September 2026. The successful OƯeror must have all required tanks installed and operational by October 1, 2026. OƯerors shall include in their proposals the anticipated lead time required to complete installation following subcontract award and confirm their ability to meet the October 1, 2026, in-service date.

15. Will Fermilab accept a published Conway, Midwest, terminal-based, or other regional index that more closely tracks our actual acquisition market? If so, what criteria will be used to determine equivalency?

a. Yes

16. The pricing table provides a separate margin field for the base period and each option year, but the instructions say the supplier margin must remain fixed for the entire contract term. May bidders propose a diƯerent firm-fixed margin for each contract period, or must the same margin apply for all five years?

a. OƯerors may either propose a single fixed price that will remain in eƯect for the entire term of the subcontract or provide separate fixed pricing for each contract year.

17. The SOW says Fermilab is responsible for the gas line, while the oƯeror provides tanks and regulators. For a new location, will Fermilab install the gas line before the oƯeror installs the tank, or is any portion of the line included in the oƯeror’s scope?

a. The supplier may include any portion of the gas line installation within their proposal , as applicable.

18. Will Fermilab oƯer a pre-bid site walk? We request access to inspect all tank locations, delivery approaches, concrete pads, barriers, regulators, gas-line interfaces, scale location, security gates, and winter access conditions.

a. Yes. As provided in Amendment No. 1, a pre-proposal site visit has been scheduled for August 5, 2026, at 10:00 AM Central Time.

19. Please confirm for each existing tank:

Whether it is aboveground or underground

i. All are above ground Water capacity and configuration

i. Unknown Current owner

i. Incumbent Foundation, blocks, anchoring, bollards, fencing, and vehicle protection

i. Some are on foundation and others are on blocks Whether there are vaporizers, manifolds, or multiple-tank installations

i. Unknown Must the successful oƯeror replace all six incumbent-owned tanks at the beginning of the contract?

i. Yes

20. Please provide, if possible, a site map and exact identification for each location, including:

Building number

i. See Attachment 2 (locations in red)

Physical delivery location

i. See Attachment 2 (locations in red)

Delivery gate and approved truck route

i. Wilson gate entrance