End User Support - Request for Proposal Cover Letter.pdf

REQUEST FOR PROPOSAL

Financial Management and Procurement Services Procurement Department

Argonne National Laboratory 9700 South Cass Avenue, Bldg. 201

Lemont, IL 60439

Procurement Department Fermi National Accelerator Laboratory

P.O. Box 500 Batavia, IL 60510

Primary Contact Jeremy Sladetz

Procurement Specialist III Argonne National Laboratory jsladetz@anl.gov

(630) 252-7946

October 20, 2025

To All Prospective Offerors:

Subject: Request for Proposal for End User Support

Introduction

UChicago Argonne, LLC, operator of Argonne National Laboratory (“Argonne”) and Fermi Forward Discovery Group, LLC, operator of Fermi National Accelerator Laboratory (“Fermi”) (collectively “Laboratories”), both under a prime contract with the U.S. Department of Energy (“DOE”), have the responsibility of obtaining end user support services which are the subject of this Request for Proposal (“RFP”). Note that this is a request for proposal, not a contract or agreement. It should be understood that there is no guarantee this RFP commits nor obligates the Laboratories to purchase any goods and/or services under this RFP or its resulting contract or agreement.

This RFP is not intended and shall not be construed to commit the Laboratories to pay any cost incurred in connection with any proposal or to procure or contract for any goods and/or services. The Laboratories reserve the right to accept or reject any or all proposals if that is determined to be in the best interest of the Laboratories. Award may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms.

This RFP consists of two (2) separate proposal requests:

Argonne National Laboratory: 6-B162-P-00001-00 Fermi National Accelerator Laboratory: CR-374590

Each proposal request is composed of technical and contractual requirements of the associated Laboratory. Offerors must provide individual responses to each proposal request separately and must be responsive to both proposal requests to be considered for selection. Argonne and Fermi will independently evaluate the proposals it receives using the Best Value/Trade-Off methodology. Following these evaluations, Argonne and Fermi will jointly select a single Offeror that represents the best overall value to both Laboratories. Argonne and Fermi intend to issue separate awards to a single Offerer based on this selection.

mailto:jsladetz@anl.gov

NOTICES TO OFFERORS

Explanation to Prospective Offerors

Any prospective Offeror desiring an explanation or interpretation of any and/or all parts of a proposal request must request it by e-mail including both jsladetz@anl.gov and hairston@fnal.gov by 3:00 PM CST on November 3, 2025. This request must properly identify the associated proposal request number in which further explanation or interpretation is required. Any information given to a prospective Offeror concerning a proposal request will be furnished promptly to all prospective Offerors as a written addenda to the proposal request if such information is necessary for submission of an offer, or if the lack of information would be prejudicial against any other prospective Offeror. Oral explanations or instructions given before the award of a contract or agreement will not be binding.

Submission of Offers

A. Offers shall be submitted via e-mail to both jsladetz@anl.gov and hairston@fnal.gov by 4:00 PM CST on November 24, 2025. Each offer shall be comprised of two (2) separate proposal packages, with each proposal package referencing the corresponding proposal request number identified below:

Argonne National Laboratory: 6-B162-P-00001-00 Fermi National Accelerator Laboratory: CR-37450

Each proposal package must address the associated proposal request independently; combined proposals will not be accepted. Facsimile, hand delivered, or mailed offers will not be accepted

B. The first page of each proposal package must show –

1. The proposal number

2. The name, address, email address, and telephone number of the Offeror, and

3. The name, title, and signature of the person authorized to sign the proposal. Proposals signed by an agent should be accompanied by evidence of that agent’s authority unless that evidence has been previously furnished to the issuing office

C. Any proposal received at the e-mail designated above after the exact time specified for receipt of offers will not be considered unless it is received before award is made and it is determined to be in the best interest of the Laboratories

D. Offerors may submit modifications to their 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.

Following the solicitation closing date, Offerors may submit revised proposals only if requested or allowed by the Procurement Official.

E. Proposals may be withdrawn by e-mail notice received at any time before award.

Selection

A. A proposal may be eliminated from consideration if the proposal is so grossly and obviously deficient as to be totally unacceptable (e.g. should the proposal not represent a reasonable initial effort to address itself to the essential requirements of the proposal request or clearly demonstrate that the Offeror does not understand mailto:jsladetz@anl.gov mailto:hairston@fnal.gov mailto:jsladetz@anl.gov mailto:hairston@fnal.gov the requirements of the proposal request.)

B. Offerors should be prepared to respond to requests by the Laboratories for oral presentations or written discussions, or both, facility surveys, and other information as may be necessary to assist in the detailed evaluation process. The Laboratories reserve the right, however, to 1) make a selection without discussion with any of the Offerors, 2) reject any and all offers, and 3) waive informalities and minor irregularities in offers received. It is, therefore, emphasized that each initial offer should be submitted on the most favorable terms to the Laboratories that the Offeror can submit.

C. The Laboratories may solicit, from available sources, experience data concerning an offeror’s past performance and may consider such information in its evaluation.

D. If it is determined that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the number of proposals in the competitive range may be limited to the greatest number that will permit an efficient competition among the most highly rated proposals.

Amendment to Proposal Request(s)

If a proposal request is amended by Argonne and/or Fermi, all terms and conditions contained within that proposal request that are not amended remain unchanged. Offerors shall acknowledge, in writing, receipt of any amendment to a proposal request by the date and time specified in the amendment.

Proposal Preparation Cost

This RFP does not commit the Laboratories to pay any cost for the preparation and submission of a proposal, and such costs shall not be paid.

The Laboratories reserve the right to accept or reject any or all proposals if that is determined to be in the best interest of the Laboratories. Award may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms.

Please acknowledge receipt of this RFP by return email to jsladetz@anl.gov.

Sincerely, Jeremy Sladetz Procurement Specialist III E-Mail Address: jsladetz@anl.gov