Exhibit 1. RFP - Vibrational Rotation Analysis Services.pdf

Vibration Rotational Analysis Services

Exhibit 1

Information for Bidders

March 23, 2026

Description of Services

Fermi Forward Discovery Group (FFDG) is seeking Vibrational Analysis of Rotating Equipment Services at the Fermi National Accelerator Laboratory (Fermilab) in Batavia, IL. The Statement of Work (SOW) describes the services to be performed during the term of the subcontract.

The subcontractor shall provide these services in accordance with Exhibit 2. Vibrational Rotational Analysis Services SOW, including all labor, materials, equipment, supervision, safety compliance, and coordination required to complete the work described herein.

Proposal Due Date

Proposals must be submitted by email no later than April 22, 2026 by 5:00 PM CST to smercil@fnal.gov.

Partial or incomplete proposals will not be considered. FFDG requires a minimum acceptance of ninety

(90) calendar days for acceptance of your proposal. An offeror allowing less than Fermilab’s minimum acceptance period may be rejected. FFDG reserves the right to cancel this Solicitation at any time without incurring any liability or damages associated with such cancellation.

Explanation or Interpretation of RFP Documents

The prospective offeror should examine and review the solicitation with care. Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing by close of business (5:00 P.M. CST), April 08, 2026. Oral explanations or instructions given before the award of a subcontract will not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment to the solicitation if that information is necessary for submitting proposals or if the lack of it would be prejudicial to other prospective offerors.

mailto:smercil@fnal.gov

North American Industry Classification System (NAICS) Code

This acquisition is unrestrictive and contains no set-aside provisions. The North American Industry Classification System (NAICS) code for this solicitation is 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. The small business size standard for this NAICS code is $12.5 Million.

Amendment of Solicitation

FFDG may, by amendment, modify any provision or part of this RFP at any time before the award of any resultant subcontract. All terms and conditions that are not modified remain unchanged. An Offeror shall acknowledge receipt of any amendments to this RFP. Failure to acknowledge may result in the disqualification of an Offeror’s proposal. The acknowledgment shall be provided as follows:

• Immediately upon receipt of the amendment via email to the FFDG Procurement Specialist.

• Return of the Amendment with a signature on the acknowledgment signature line.

• In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

Material, Third Party Rented Equipment, Subcontracted Labor, or Other Specialized Service

The Subcontractor shall be reimbursed for all Subcontractor furnished material, equipment, labor, or other specialized service which was authorized to be supplied directly by the Subcontractor or obtained from third parties. Hourly usage of equipment must be listed on each job’s daily time sheet. All third-party items will be billed as a material on the invoice. Third party invoicing will be reimbursed based on the submission of the current invoice.

Upon receipt of acceptable invoices, showing a breakdown of the labor, material, and rental equipment used as provided in the Subcontract, and upon presentation by the Subcontractor of his vendors’ billings for such purchases or rentals, FFDG agrees to reimburse the Subcontractor the net amount of such vendor billings provided that the vendors’ billings reflect prices which are equal to or lower than the prices which would have been paid by FFDG if it had acquired the equipment or service under like or similar market conditions.

Discounts, rebates, or other adjustments available to the Subcontractor shall be credited to FFDG. Material handling charges are not allowable on billing invoices.

When the Subcontractor’s rate is higher than the Fermilab similar market rate, a fair and reasonable reimbursement rate must be negotiated with the Procurement Specialist. Charges shall be split between releases when equipment/service provided from a single third-party Subcontract is used to perform work on multiple releases.

Real ID

Any subcontractor employee and/or sub-tier subcontractor required to perform services on site are required to comply with Fermilab’s Real-ID Requirements. For more information, please go to:

https://eshq.fnal.gov/realid/.

https://eshq.fnal.gov/realid/

Specialized Hardware/Device/Description

FFDG uses a mobile device application that allows service data to downloaded directly into Fermilab’s computerized maintenance management system. The mobile application can run on either an iOS or Android operating device. FFDG will supply the application, provide training and assistance in the use of the application.

The Subcontractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, and integrity and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary.

Subcontractor Training

At a minimum, all employees working on- site must undergo FFDG’s Subcontractor Orientation and CUB Training and is required to be updated every two years. This training is offered Monday through Friday starting at 7:30 AM. Additional training may be required. FFDG will inform Subcontractor when specific FFDG training is required along with the time that will be required for this training. This training will be billable and should be included in the Subcontractor’s estimate.

Exceptions and Deviations

Offerors taking exceptions, deviations, or conditional assumptions must identify and explain each exception/deviation, or conditional assumption taken with sufficient amplification and justification to permit evaluation(s). Such exceptions, deviations, or conditional assumptions will not themselves automatically cause a proposal to be deemed unacceptable to FFDG. However, a large number of exceptions or one or more significant exceptions not providing benefit to FFDG may result in the rejection of your proposal as unacceptable.

Firm Fixed Price Invoicing

Subcontractor shall only be permitted to invoice for the amount on the firm fixed price subcontract. All invoices must be sent electronically to APINVOICES@FNAL.GOV invoices shall contain the following information:

1. Subcontractor name as stated in the subcontract

2. Remittance address

3. Telephone number and / or email address of individual requesting payment

4. Subcontractor’s statement that the invoice is correct

5. FFDG purchase order / subcontract number

6. Invoice number

7. Invoice date

8. Total invoice amount

9. Description, price and quantity of materials, property or services delivered or completed

10. For services: a detailed description of services provided and dates of service

11. Payment terms

12. Shipping terms and required documentation. A copy of pre-paid freight bill is required if charge is $250 or more

13. Other documentation as required by the subcontract

Collective Bargaining

FFDG will honor labor rates as agreed in Subcontractor collective bargaining agreements with local unions.

When Subcontractor receives updated collective bargaining agreements from union personnel utilized for this award, Subcontractor has 60 days from the date of receipt to submit CBA(s) to FFDG. These labor rates will be implemented upon the effective date of the CBA. If CBA rates change during the course of the contract, the Subcontractor is entitled to a change order.

Late Submission

Proposals received by FFDG after the Submittal Date and Time indicated WILL NOT be considered. The Respondent assumes the risk of the chosen method of dispatch.

Offeror’s Modification and Withdrawal of Proposals

The offeror may submit modifications to its 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. Proposals may be withdrawn at any time before award. Withdrawals are effective upon receipt of notice by the Procurement Specialist.

Illinois Occupation Use and Taxes

Any resulting contract will be exempt from Illinois Occupation and Use Taxes.

Insurance

Certificates of insurance of the types and in the amounts in accordance the Clause 15 in FFDG General Terms and Conditions and Insurance Requirements for Construction Subcontracts will be required of the successful offeror before physical work at the site commences. All policies, except for Worker’s Compensation and Professional Liability, shall provide by appropriate language that Fermi Forward Discovery Group, LLC, the University of Chicago, Universities Research Association, Inc., and the United States Government are additional insureds. The certificates shall state that waiver of subrogation is granted in favor of the Certificate Holder as required by written contract, that the insurance afforded by such policies is primary insurance, and that all rights of the insurer for contribution from other insurers of Fermi Forward Discovery Group, LLC, University of Chicago, Universities Research Association, and the United States Government are waived.

Subcontracting

Unless otherwise specified, the successful Offeror shall be responsible for the performance of any subcontractors that perform work under this subcontract. The use of subcontractors in the performance of the contract is subject to FFDG consent. The awarded vendor must ensure that any subcontractors abide by all terms and conditions of the contract

Service Contract Act of 1964 (As Amended)

It is recognized that some, or all of the categories of employees to be furnished under this purchase order are “service employees.” For your information, a recent Wage Determination which provides various labor categories and minimum hourly wage rates. Please be advised that a current Determination has been sought from the Secretary of Labor, or his authorized representative, regarding minimum monetary wages and fringe benefits that must be paid and provided such employees under the Service Contract Act, but that said Determination has not been received. At such time that such Determination becomes available, it will be made a part of the subcontract, and the Subcontractor agrees to pay, as a minimum, the wages and fringe benefits set forth therein in accordance with the provisions of the Service Contract Act retroactive to the effective date of the subcontract.

If workers under this subcontract are governed by a Collective Bargaining Agreement, subcontractor shall disclose this information and forward a copy of the current Collective Bargaining Agreement prior to the issuance of an award.

Schedule

The period of performance: Work is estimated to be performed between:

Base Year: May 04, 2026 – May 03, 2027 Option Year 1: May 04, 2027 – May 03, 2028 Option Year 2: May 04, 2028 – May 03, 2029 Option Year 3: May 04, 2029 – May 03, 2030 Option Year 4: May 04, 2030 – May 03, 2031

Structure of Proposal in Response to the RFP

A proposal shall be submitted that contains the following:

1) Completed Proposal Form

2) Submittal of PUR 466 – Proposal Certification

3) Submittal of SARC – Subcontractors Annual Representation and Certifications.

4) Exhibit A Signed

Preparation, Submission & Evaluation FermiForward intends to award a subcontract/purchase order resulting from this RFP to the responsible offeror whose proposal conforms to this RFP and represents the “best value” after evaluation in accordance with the evaluation criteria. Award will be made based to the offer deemed as “best value” based on a Tradeoff evaluation process to the offeror deemed the most advantageous to FermiForward, price and non-priced factors considered. The Technical Factor(s) are equally as important as price & past performance, when combined. FermiForward reserves the right to award without discussions; however, discussions may be held if deemed in the best interests of FermiForward. Proposal Submission Format: Lastly, FermiForward may reject any or all offers. Offerors shall submit a proposal in response to this RFP in two parts to include:

I. Technical Proposal II. Pricing Proposal

Each offeror shall be evaluated based on the following factors and respective subfactors:

FACTOR I: TECHNICAL

The offeror should provide information that demonstrates how each requirement (sub-criterion below) will be met, and or has the following capabilities:

Subfactor 1: Experience Provide examples of similar work (contracts with preventative maintenance and corrective / repairs for Trane CenTraVac Centrifugal chillers).

1) Having at least five (5) years of HVAC industry experience in servicing and maintaining Trane CenTraVac Centrifugal chillers or equivalent.

2) Electric work to be by NFPA 70E and have experience in electrical installations of similar voltages.

3) Work at height work is to be in accordance with OSHA.

Subfactor 2: Technical Support and Emergency Response The offer shall provide a detailed plan demonstrating their ability to support the chiller through the following:

1) Performance history: Include examples demonstrating the Offeror’s ability to meet strict "on-call" requirements and emergency service levels at these facilities.

2) Emergency Dispatch: In the event of an emergency, the Offeror must guarantee a technician is in route to Fermilab within twenty-four (24) hours of the initial call.

3) Rapid Reporting: For any system failure, a formal assessment and cost estimate must be provided via email within 24 hours of the initial site visit or diagnostic.

Subfactor 3: Key Personnel

1) Identify at least two (2) key technicians dedicated to this contract. Documentation must verify their expertise in both preventative maintenance and complex repairs of FFDG chiller systems.

2) Identify key personnel responsible for logistics and communication. These individuals must be able to provide timely cost estimates, parts availability updates, and repair schedules.

3) The Contractor shall designate a QA Representative who will be responsible for overseeing activities, performing inspections, and coordinating with the Owner’s Quality personnel. The offeror shall provide the person's name who would be performing this role.

FACTOR II: PRICE

FermiForward will evaluate pricing by considering the total price. Offerors shall submit a Pricing Schedule using the format below. Evaluation of pricing will be based on the overall total of the line items listed in the Attachment B – Pricing Schedule.

Unevaluated Items: Offerors may submit a separate pricing schedule for additional items not included in Attachment B – Pricing Schedule. These additional items will not be evaluated in determining the lowest-priced and responsive offeror. If any pricing is deemed not fair & reasonable, FermiForward, reserves the right to negotiate the unit prices with the successful offeror following subcontract award.

Subcontract Award

Issuance of the RFP does not compel FFDG to make an award. FFDG reserves the right to accept or reject all proposals if that is determined to be in its best interest. A decision may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms. The proposed award is based on a continuing program requirement and the issuance of obligation authority from the Procurement Department of the Laboratory. Any subsequent award issued by FFDG shall be constituted in writing by authorized representatives of the Procurement Department.

No other representatives of FFDG are authorized to issue contracts or agreements or bind FFDG to any form of agreement or understanding. The authorized Procurement Department official is the only individual who can legally commit FFDG to the expenditure of funds in connection with this proposed procurement.

Evaluation:

The following ratings will be used to evaluate proposals in response to Factors I and II. Adjectival Ratings reflect how well the offeror's proposal meets the requirements for each factor. Ratings applied to each subfactor include Outstanding, Excellent, Good, Satisfactory and Unsatisfactory.

Rating Description Outstanding Meets or exceeds requirements and indicates an exceptional approach. Strengths far outweigh any weaknesses and pose low performance risk.

Excellent Meets requirements and indicates a thorough approach on a level that exceeds that which would be scored at as “Good”. Strengths outweigh any weaknesses and pose a low performance risk.

SLIN PRICE QUANTITY

SLIN 01: Base Year (2026-2027) $ Lump Sum SLIN 02: Option Year 1 (2027-2028) $ Lump Sum SLIN 03: Option Year 2 (2028-2029) $ Lump Sum SLIN 04: Option Year 3 (2029-2030) $ Lump Sum SLIN 05: Option Year 4 (2030-2031) $ Lump Sum

TOTAL $

Good Meets requirements and indicates a thorough approach. Option contains strengths which outweigh any weaknesses and pose low to moderate risk.

Satisfactory Meets partial requirements and indicates an adequate approach. Strengths and weaknesses are offsetting and may pose a moderate to high risk.

Unsatisfactory Does not clearly meet requirements and has not demonstrated an adequate approach. There are one or more weaknesses which are not offset by strengths and pose a high or extremely high risk.

EXHIBITS

Exhibit 1. RFP - Vibrational Rotation Analysis Services Exhibit 2. Vibrational Rotational Analysis Services SOW Exhibit 3. Fermilab Rotating Equipment List Exhibit 4. FFDG General Terms and Conditions for Services (01.2025) Exhibit 5. 2025 Onsite NonProfessional Services Insurance Requirements Exhibit 6. SARC Exhibit 7. PUR-466_Proposal Certifications (2) Exhibit 8. Proposal Form Exhibit 9. Attachment C (ESHC) Exhibit 10a. WD - Illinois, DuPage, SCA 2015-5017, Rev. 31, Dated - 12.03.2025 Exhibit 10b. WD - Illinois, Kane, SCA 2015-5741, Rev. 27, Dated - 12.03.2025

We appreciate your interest in this requirement and look forward to hearing from you.

Respectfully, Fermi Forward Discovery Group, LLC Procurement Department

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