Electrification Study RFP.pdf

Date: February12, 2024

Subject: Request for Proposal for Professional Architect/Engineer (A/E)

Services, Electrification Study

Please submit a firm, fixed price proposal to provide professional architectural and engineering (A/E) services for an Electrification Study Project as described in the attached Statement of Work (SOW).

1. Background/Description:

Department of Energy’s (DOE) Fermi National Accelerator Laboratory (FNAL) is America’s premier particle physics and accelerator laboratory that strives to solve the mysteries of matter, energy, space, and time for the benefit for all. Located in Batavia, Illinois, it is managed by the Fermi

Research Alliance LLC (FRA) for the U.S. Department of Energy Office of Science.

FRA is seeking a qualified firm to conduct a planning level study for the laboratory campus of

Fermilab in Batavia, aimed at transitioning its energy infrastructure to fully electric systems. The study will focus on analyzing the feasibility, challenges, and opportunities associated with electrifying the campus, including the replacement of natural gas systems. The study will also evaluate the impact of introducing EV infrastructure. The overall goal is to optimize energy consumption, enhance energy efficiency, promote energy conservation, and achieve a sustainable, net-zero emissions operation.

2. Scope of Work:

Provide A/E services to conduct electrification study, consulting and advisory services at Fermilab.

The following base scope and optional scope are expected for the A/E services portion of the project.

Seth Mercil Procurement Specialist IV

Procurement Dept. / Finance Division P.O. Box 500, MS 312 Kirk Road and Pine Street Batavia, Illinois 60510-5011

USA

SMercil@fnal.gov mailto:SMercil@fnal.gov

Preselected Two Buildings (Base Scope)

# Gross Sqft Avg Annual Electric

(kWh)

Avg Annual Gas

(Mbtu) Function

Building 1 28,104 3,640,424 1,503 Experimental Hall

Building 2 13,750 711,213 1,330 Machine Shop

A. Infrastructure and Facility Conditions Assessments and Analysis

• Review of existing building assessments to serve as a starting point for this project.

• Conduct building assessment tours for two preselected buildings, to assess and evaluate facility architectural, mechanical, and electrical systems.

• Evaluate the building envelopes, electrical infrastructure, HVAC systems, as well as any major specialized laboratory systems located in buildings.

• Analyze data on existing utility usage for all utility flows, no manual metering is anticipated for this project.

• Evaluate the adequacy of the electrical infrastructure and identify necessary upgrades to accommodate increased electrical demands resulting from electrification.

• Evaluate the HVAC systems for potential replacements with heat pumps or other electric heating/cooling solutions to optimize energy efficiency and sustainability.

• Evaluate envelope improvements for energy reduction including cladding, doors & windows, wall/roof insulation and air/vapor/water barrier improvements.

• Evaluate the backup generator systems, natural gas/ diesel generators, associated with each building for carbon free alternatives such as Battery Energy Storage Systems

(BESS).

• Evaluate the impact of implementing electric vehicle (EV) charging infrastructure and its integration into the electrical distribution system.

• Evaluate retrofit options for facility electrification through architectural, electrical, and mechanical upgrades, achieving energy savings and converting systems from natural gas to electric.

• Analyze Rough Order of Magnitude costs for building and system upgrades.

B. Identify sustainability improvements to reduce energy consumption.

• Evaluate the existing lighting systems and provide recommendations on the appropriate technologies to be used, considering factors such as energy efficiency, cost-effectiveness, and return on investment (ROI).

• Review the existing metering and controls infrastructure and recommend improvements to enable better monitoring and management of energy consumption.

• Identify and recommend water-saving fixtures and systems to reduce energy consumption associated with water heating and distribution.

• Evaluate and recommend energy-saving solutions such as smart power strips, energy-efficient appliances, and equipment upgrades.

• Explore and evaluate the implementation of green roofs or rooftop gardens to enhance insulation, reduce stormwater runoff, and provide energy-saving benefits.

Preselected Six Buildings (Optional Scope)

Options # Gross Sqft

Avg Annual

Electric (kWh)

Avg Annual Gas

(Mbtu) Function

1 Building 3 16,002 842,944 718 Magnet Shop

2 Building 4 15,847 253,056 600 Office

3 Building 5 17,500 68,008 427 Office / Garage

4 Building 6 14,518 79,818 415 Office

5 Building 7 13,137 - - Magnet Shop

Building 8 1,092

Under

Renovation

Under

Renovation Housing

a. Conduct electrification study on above additional building/buildings.

3. Deliverables:

The A/E consultant shall provide complete deliverables. The specific deliverables are defined as follows:

• The A/E consultant will incorporate feedback from Fermilab and develop an electrification plan for each building that also incorporates anticipated changes in future loads at the building for campus growth or science changes that supports Fermilab’s long term campus masterplan. The recommendations will include a phasing plan for implementing strategies for electrification of thermal systems, elimination of natural gas and to retrofit existing systems.

• Meetings as required during the course of the project to address specific issues, as applicable and appropriate.

• Final report and presentation for selected buildings: a comprehensive report summarizing the findings and recommendations for each building.

• A Microsoft excel spreadsheet showing historic energy use, heating hot water use, and chilled water use for each building, along with projections future utility usage for at each building.

• Specific energy baseline model in Microsoft excel for each building identified.

• Summary table of building and system upgrades by building: excel spreadsheet outlining the recommended upgrades for each building and system, including rough order of magnitude implementation costs.

• An estimation of the life-cycle costs associated with proposed electrification measures providing input for long-range budget planning.

• A comprehensive list of the assumptions made during the study.

4. Schedule:

The proposals will be evaluated within one month after the response deadline. The work shall commence upon receipt of an executed agreement. Kickoff meeting and site assessment tours shall be scheduled within one month of the executed agreement. Based on the number of buildings included in this project we are expecting deliverables due within two to three months of the executed agreement.

5. Evaluation of Proposals:

The following criteria, with indicated weights, shall be used for evaluation of proposals:

1. Project approach. (25%)

2. Demonstrated success in the past five years of the firm's experience and technical competence in similar work. (30%)

3. Resumes of project team key personnel with role indicated along with applicable accreditation and/or license, area of expertise and applicable project experience; and their level of commitment for the duration of the project; No personnel changes will be permitted without written authorization via a contract modification issued by the

Procurement Officer. (20%)

4. Provide descriptions of three projects of similar size and scope (15%)

• For at least two (2) submitted projects, the proposing A/E or associate architectural firm must be the AE of record for the project

• Project Name and Location;

• Project Owner, Contact Person and Telephone Number;

• Design Start Date, Construction Start and Project Substantial Completion Date;

• Project Cost;

• Project Gross Square Footage;

• Similarities of the submitted project to FRA’s project;

• Brief Description

• Names of Proposed Key Personnel who were involved in the project, the assigned role for each key people and the duration on which the person was involved in the project.

• Project Setting [i.e., DOE, State of Illinois, or other Government, campus setting, open or constrained site, etc.].

5. Past record in performing work for Fermilab, DOE, State of Illinois, or other

Government agencies in the last five years. (10%)

6. Proposal Response Format:

Please submit a breakdown of the disciplines, sub-tier consultants and related work as well as the costs needed to accomplish the work scope described in this request for proposal. The proposal should also include a description of the work scope clarifications, if any, identified through discussions and meetings with FRA personnel. Include in your proposal both the base scope and option.

Responses must be complete and sufficiently detailed to address the specific information. The documentation shall address, at a minimum, the following:

A. Company Profile to include:

1. Company name and address;

2. Points of contact (names, titles, phone numbers and email addresses);

3. Proposed project approach/execution that addresses at minimum the items defined in each Project Phase. The A/E’s project approach/execution may include additional scope items the A/E deems necessary to the success of the project.

4. Responses addressing all items in this RFP.

B. A/E Design Fee Proposal: The offeror shall submit its Fee Proposal for this Project based on the information in the solicitation documents. The A/E fee proposal is also to include costs associated with reimbursable expenses on a not-to-exceed basis with no mark-up by the A/E firm; that is, reimbursables expenses are limited to the actual costs of the expense only.

Please submit your proposal by 5:00 PM CST on March 8, 2024. Please contact me with any questions. You may reach me via email at smercil@fnal.gov.

Sincerely, Seth Mercil

Procurement Specialist mailto:smercil@fnal.gov