QBS Instructions to Offerors Concept Design.pdf

Qualification Based Selection (QBS)

A/E Consulting Services Development of Conceptual Design

Reports (CDRs)

ISSUED: August 07, 2024

Questions Due: September 1, 2024

Proposals due: September 13, 2024

The following requirements must be adhered to for the Offeror’s submission of qualifications to Fermi

Research Alliance (FRA) in support of this specific requirement.

1. Invitation To Submit Proposal

You are invited to submit qualifications for the items specified in this Qualification Based Selection

(QBS), in accordance with the provisions contained herein and the terms and conditions.

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 and directed to the Procurement Specialist listed below by close of business (5:00 P.M.

CST), 1 September 2024. Any communication about this project with any other person will be viewed as an undermining of the source selection process, and the Offeror may be disqualified on that basis.

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 qualifications or if the lack of it would be prejudicial to other prospective offerors.

Procurement Specialist: Richard Konan

Phone: (630) 840-2835

Email: rkonan@fnal.gov

2. Proposal Due Date

Richard Konan Procurement Specialist III Fermilab Kirk Road and Pine Street Batavia, Illinois 60510-5011

USA

Office: 630.840.2835 rkonan@fnal.gov mailto:rkonan@fnal.gov

The offeror’s qualifications are to be emailed to the Procurement Specialist (rkonan@fnal.gov) no later than

3:00 PM CST on 13 September 2024. Partial or incomplete qualifications will not be considered.

FRA reserves the right to cancel this Solicitation at any time without incurring any liability or damages associated with such cancellation.

3. Amendment of Solicitation

FRA may, by amendment, modify any provision or part of this QBS at any time before the award of any resultant subcontract. All terms and conditions that are not modified remain unchanged.

4. Introduction/ Purpose

The U.S. Department of Energy’s (DOE) Office of Science (SC) advances new experiments, international partnerships, and research programs to transform the understanding of nature and to advance U.S. energy, economic, and national security interests. This mission requires the modernization of aging, obsolete, and severely deteriorated structures and infrastructure at Fermi National Accelerator Laboratory (Fermilab) located in Batavia, IL.

Qualifications are requested to provide services that will include all normal and customary professional services required of a qualified, professionally licensed A/E firm and its sub-tier subconsultants to support the development of Concept Design Reports (CDR) or Programmatic Studies which combine multiple individual CDRs design, on projects consisting of primarily Structural / Civil works that will include but are not limited to repairs, rehabilitations, and site improvements. The A/E will be used to develop an IDIQ pool of prequalified A/E firms that will provide engineering services under broad categories of project types. Prequalified firms will be asked to respond to specific projects proposals via task order.

The A/E will produce of a series of CDRs or Programmatic Studies for future laboratory Projects. The CDR is the technical element of a Preliminary Project Plans (PPP) and is used in part for budgetary requests and planning, as well as becoming the basis for future A/E solicitations for final design and procurement documents. In general, the CDR is based on a problem statement and defines alternatives considered. It develops the most feasible or otherwise preferred alternative into the Basis of Cost alternative and develops the design up to the point that the A/E sub-consultant can provide a realistic but not inflated DOE Class 3 estimate: This could include a preliminary budget, authorization or control( e.g. independent estimate for price reasonableness assessment). Projects requiring CDR’s may also be loosely related to the same system, facility, or theme. These may be grouped for development as a Programmatic Study, whose result will be a high-level review of the system, facility, or theme along with several CDR’s.

The types of projects have been grouped into categories, and in responding to this QBS the offeror will choose which categories of work they believe themselves to be qualified for and wish to be evaluated.

mailto:rkonan@fnal.gov

The A/E shall furnish the personnel, facilities, equipment, materials, travel, and supplies necessary to develop individual Concept Design Reports (CDR) or Programmatic Studies which combine multiple individual CDRs as required by FRA as well as applicable portions of the DOE and State of Illinois codes, ordinances, and regulations as incorporated into contract No. DE-AC02-07CH11359 between the DOE and

FRA.

5. Period of Performance

The period of performance for this QBS will be a two (2) year base subcontract with two (2) one-year option periods.

6. Responsibilities of the Subcontractor

Responsibility for Professional Services. The A/E is responsible for performing the work in accordance with professional standard practices and FRA requirements identified in this Statement of Work.

6.1. Quality

6.1.1. The Subconsultant is responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished under this subcontract.

6.1.2. The Subcontractor warrants that it shall perform its services in accordance with the standards of care and diligence normally practiced by recognized firms in performing services of a similar nature.

6.1.3. The Subcontractor shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

6.1.4. Requirements for Professional Registration. The Subcontractor shall ensure that their employees are registered to practice in the professional field involved in the State of Illinois.

6.2. Safety

6.2.1. A/E employees performing field work on the FRA site shall perform such work in compliance with FRA safety requirements. The A/E shall prepare a Job Safety Analysis for FRA review and approval covering its field work. Any A/E employees who perform field work shall complete a FRA safety orientation. Those A/E employees performing field work may also be required by FRA to attend other safety training for specific hazards encountered during the work.

6.2.2. A/E work shall support compliance with the Fermilab Environment, Safety, and Health

Manual (FESHM). FESHM contains FRA’s policies and procedures designed to manage environmental, safety, and health (ES&H) hazards in accordance with the requirements of the Work Smart (WS) set of ES&H standards attached to the DOE contract.

7. Preparation, Submission, and Evaluation

Offerors must provide satisfactory evidence of its ability to manage and coordinate the types of activities described in this Solicitation and to produce the specified services on time. The qualification submittal package is limited to a maximum of 20 pages. Boilerplate marketing materials are discouraged, and concise, comprehensive submissions will be favorably considered. The package should adhere strictly to the outlined requirements, ensuring clarity and relevance in all sections.

7.1. Cover Letter

A concise narrative, not exceeding two (2) pages, identifying specific project types they seek consideration, the firms’ primary point of contact and the location of the offeror’s office(s) that will provide the services. Local Offices to the Chicagoland area will score higher than out-of-state offices. If an offeror submits Solicitation Responses for services in multiple categories, then each Response must be a separate submittal responding to the requirements listed.

The narrative must detail the firm's focused interests, avoiding broad statements that may diminish ranking. Emphasis should be placed on the relevance of the projects to the firm’s capabilities and the qualifications of key personnel.

7.2. Approach and Work Plan

A narrative discussion, limited to four (4) pages, should include a detailed example of the firm’s methodology applied to a significant site development or facilities project. This example should highlight the firm’s approach to developing and evaluating design alternatives, emphasizing the selection of the most feasible concept design. Special attention should be given to the firm’s method for developing cost estimates based on preliminary designs, with identification of tools employed for estimation purposes.

Any tools employed for estimates should be identified in the narrative.

7.3. Key Personnel

Key personnel must be designated for the following roles, with resumes limited to two (2) pages each and accompanied by a one-page narrative highlighting unique qualifications:

7.3.1. Project Manager:

• Requires a minimum of 10 years of professional experience.

• Registration as a professional Engineer or Architect in the State of Illinois.

• Demonstrated experience in at least two Federal Projects in a significant role.

• Comprehensive knowledge of Engineering and Architectural practices specific to

Northeastern Illinois, supported by relevant project experience.

7.3.2. Project Engineer/Architect:

• Must possess a minimum of five (5) years of experience.

• Demonstrated involvement in the development of initial design alternatives and concept designs.

• Submission of three (3) examples of conceptual designs where the individual played a significant role.

• Specific expertise in developing cost estimates based on incomplete designs should be highlighted.

Designate one per category, and the firm may utilize the same person for more than one category if their range of education, training and experience supports more than one category. When a single person is designated for more than one category, an explanatory narrative for each category is still required.

8. Evaluation Criteria

The evaluation team will make the selection of one or more offerors (if any) to subcontract with FRA on the basis of demonstrated competence and qualifications, and subject to the negotiation of a fair and reasonable pricing arrangement.

Firms submittals will be evaluated by category based on the following, in order of priority:

• Responsiveness of the resume of the Project Manager to the outlined requirements.

• Responsiveness of the explanatory narrative for the Project manager to the outlined requirements.

• Responsiveness of the Resume of the Project Engineer (s) to the outlined requirements.

• Responsiveness of the explanatory narrative for the Project Engineer to the outlined requirements.

• Responsiveness of the Firms Project Approach and QC/QA plan to the outlined requirements.

• Responsiveness of the firms cover letter to the outlined requirements.

• Prior history of work at Fermilab, if any, as reflected in the required narratives and resumes to the outlined requirements.

• Prior History of work at other Federal agencies or DOE National Labs, as reflected in the required narratives and resumes.

• Location of the primary office out of which the majority of the work will be performed, with offices in the Chicagoland area and proximal to Fermilab scoring higher.

9. Task Orders

Task orders for A/E professional services will be awarded on a firm fixed price (FFP) basis. The number of tasks to be negotiated will depend upon the availability of funding. This subcontract does not provide for a minimum or maximum number of task orders. The A/E professional services associated with this subcontract will be primarily for operations located at the Fermilab site in Batavia, Illinois.

The Subconsultant will submit a proposal in response to a request by FRA, for each task that proposes the

FFP, the hours by labor category, materials, the scope of the task, a list of proposed deliverables, date of review submittals, and the completion date for the task.

The Subconsultant shall prepare and provide to the FRA, at the times specified in the task order or at such other times as the FRA shall designate, certain deliverables that include, but are not limited to, calculations, plans in Autodesk, AutoCAD, Civil3D, technical specifications in MS Word format and other deliverables that will be specifically enumerated in the RFP for a task order.

Quality Scope Requirements

The Subcontractor shall submit with each task order proposal, a Corporate Quality Control Plan that details the means and methods the subcontractor will use to ensure the work meets an acceptable quality level specified in the task order proposals.

All tasks shall include the appropriate levels of “Value Engineering” and “Quality Control” to assure that the final product complies with the applicable codes and standards and conforms to the technical requirements of the project. The Subcontractor is responsible for the coordination of the design across all disciplines and all quality assurance of work produced by the subcontractor and their sub-tier subcontractors.

Deliverables such as samples, reports, spreadsheets, sketches, photographs, and drawings shall be provided in accordance with the schedule and delivery dates set by the task order.

9.1. Integrated Cost And Schedule

The Subcontractor shall submit within 10 business days of receipt of the task order an integrated cost and schedule for the design work to be performed. The schedule will include milestones at the completion of major activities, including project reviews. Monthly submittals.

9.1.1. Schedule update and progress information, including the following: Narrative description of project progress; and

9.1.2. Identification of work outside the authorized scope, if any.

9.2. A/E Fee Proposal will be requested from only the highest technically rated A/E firm as a result of the Technical Evaluation.

Solicitation Responses must not include any information regarding the offerors fees, pricing or other compensation.

10. 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 FRA. However, a large number of exceptions or one or more significant exceptions not providing benefit to FRA may result in the rejection of your proposal as unacceptable.

11. Late Submission

Qualifications received by FRA after the Submittal Date and Time indicated WILL NOT be considered. The

Respondent assumes the risk of the method of dispatch chosen.

12. Offeror’s Medication And Withdrawal of Qualifications

The offeror may submit modifications to its qualifications 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.

Qualifications may be withdrawn at any time before award. Withdrawals are effective upon receipt of notice by the Procurement Specialist.

13. Insurance

Certificates of insurance of the types and in the amounts in accordance the Clause 15 in FRA General Terms and Conditions for Services and Insurance Requirements for Architect and Engineer 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 Research Alliance, 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 Research Alliance, LLC, University of Chicago, Universities Research Association, and the United States Government are waived.

14. Incorporated Documentation

• FRA’s A/E Consultant Handbook

• FRA’s Design Guides

• FRA’s CAD Standards

• FRA’s Building Information Modeling (BIM) Guide

• FRA’s Graphic Standards at Fermilab

• Fermilab Environment, Safety and Health Manual

• Fermilab Radiological Control Manual (FRCM)

• DOE Order 413.3B, Program and Project Management for the Acquisition of Capital Assets

• Guiding Principles for Sustainable Federal Buildings and Associated Instructions by the Council on

Environmental Quality

• Fermilab Environment, Safety and Health Manual

15. Exhibits

A. Fermi Research Alliance, LLC General Terms and Conditions for Services (05.2023)

B. Statement of Work _For_CRDRs_3-14-2024 rev 3 -25-2024

C. Fermi Research Alliance, LLC Insurance Requirement for Architect and Engineer

Subcontracts (6.2022)

D. PUR-466_Proposal Certifications Rev 1-10-14-21

E. SARC_Subcontractor Annual RepsCerts Rev 3