QandA-General Contracting IDIQ RFP.xlsx
XLSX spreadsheet 24 KB Posted
- Attached to
- General Construction Pool IDIQ
- Solicitation number
- ISD_368518_DA
About this file
This is a Question and Answer (Q&A) document for a General Contracting Indefinite Delivery/Indefinite Quantity (IDIQ) Request for Proposal (RFP) issued by Fermi National Accelerator Laboratory (Fermilab). The solicitation seeks to establish a pool of approximately three general contractors to perform facility repair, maintenance, renovation, and modernization projects at the Fermilab site in Du Page and Kane County, Illinois. The IDIQ contract will have a 5-year term, with an estimated $14 million in total task orders, and individual task orders will be capped at $250,000, with two tiers: Tier 1 up to $100,000 and Tier 2 up to $250,000.
Key details include proposal submission to Danielle Amico by 5:00 PM CT on December 4, 2025, with task orders awarded competitively based on price, project duration, work approach, past performance, and potential impact on existing contracts. Contractors must provide fully burdened labor rates for various job classifications, comply with specific wage determinations, and be prepared for on-site work with appropriate badging, safety training, and potentially confined space qualifications. The solicitation requires detailed pricing information, including labor rates, equipment rental rates, and consumables, with each subcontractor receiving a unique purchase order number for the IDIQ contract.
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RFI
| RFI # | REFERENCE DOCUMENT (SPEC, DRAWING #) | Question | Response |
| 1 | Submission: Please confirm proposals should be emailed to Danielle Amico at damico@fnal.gov by 5:00 PM CT on December 4, 2025. | Confirmed. | |
| 2 | Pool & tiers: Approximate number of awards anticipated and any planned Tier 1 / Tier 2 thresholds for task orders. | FFDG intends to award approximately three (3) IDIQ contracts. |
Tier 1 projects are valued up to $100,000, while Tier 2 projects are valued up to $250,000.
| 3 | Bonding at TO level: Whether performance/payment bonds will be required on a per-Task Order basis and the typical dollar thresholds. | Bonding requirements for task orders with dollar thresholds can be found in the RFP document, #16. Here you can also find information on an optional rolling bond at the IDIQ level. |
| 4 | Wage determinations: That IL20250008 (DuPage) and IL20250020 (Kane) will govern, depending on site location. | Confirmed that IL20250008 and IL20250020 will govern wage rates depending on location and labor category. These general decisions are included as Exhibits M and N. |
| 5 | Tools/consumables: Please confirm that the fully burdened labor rates should include representative items in Exhibits Q and R. | Confirmed. |
| 6 | Clarification...the only thing the winning bidder will be awarded is the opportunity to bid against the other 2 winning bidders for each individual task order? | Projects will be awarded through a competitive proposal process with those subcontractors in the pool. |
| 7 | Once we are subcontracted under the IDIQ, what is the badging process? | The FNAL badging process can be accessed at this website: https://get-connected.fnal.gov/subcontractor-access/ This site provides details for documents required and any restrictions. |
| 8 | Will the projects require design-build services? | No. |
| 9 | Is Procore required/recommended? | No. |
| 10 | Do GC staff on-site need to have OSHA 10 or 30 training? | This will vary by project. |
| 11 | What will be the total value of the master contract to each GC? | This will depend on the number of awarded subcontractors. We are estimating to issue approximately $14M in firm fixed price task orders for the entire pool over a 5-year term. This estimate is provided for planning purposes only and does not constitute a commitment on FFDG’s part. |
| 12 | Does Fermi currently have a GC pool that they work with and if so, how many CC's are in the pool? | No. |
| 13 | In the event that a contractor will be awarded multiple task orders where work is being performed concurrently, will there be a requirement to add multiple ESH representatives or will one rep be allowed to cover multiple task orders? | Each concurrent task order requiring ES&H oversight will require a dedicated ES&H representative. |
| 14 | What is the process for awarding a task order...Will all task orders be bid competitively with the all 3 GC's in the pool or will there be some way that FERMI will divide the task orders as evenly as possible between all 3? | When awarding a task order, the primary factor of supplier selection is price; however FFDG, at its sole discretion, may also elect to take into consideration: |
1. Proposed duration to perform the Scope of Work;
2. Overall approach and work plan for performing the Scope of Work;
3. Past performance on earlier Task Orders or other work under any contract with FFDG, including quality, timeliness, cost control, and adherence to FFDG’s ES&H requirements; and
4. Potential impact on the ability of the Subcontractor to perform previously awarded Task Orders or other Subcontracts at Fermilab.
| 15 | Will the successful offerors be allowed to set up a site trailer/office or use office space in a building at the lab? | Building space is not avalible for use. Subcontractors may bring their own trailer and space will be made avalible to set it up onsite. |
| 16 | For purposes of project management control, what method of project scheduling would be required? |
- Will bar chart/Gantt or critical path networking be the method of managing the project assignments?
| - If critical path networking, what is currently Fermi’s preferred operating platform? | Most task orders under this agreement will not require a cost loaded project schedule due to their small scope. If a task order requires a fully cost loaded project schedule, it will be clearly delineated in the statement of work provided and the method of project scheduling to use for that particular task order. | ||
| 17 | Will confined space certificates be required? | The statement of work provided for each task order will clearly state if confined space qualifications are required to perform the work. If they are required, the subcontractor would be required to provide those documents. Confined space qualifications are not required to be included with this solicitation package, but may be included if the subcontractor so chooses. | |
| 18 | If there are 2, 3, or 4 Subcontractors in the pool, will all Subcontractors have the same PO number? | No - each subcontractor will have a different PO number for their IDIQ subcontract. Each Task Order issued under the IDIQ will also have a separate PO number. | |
| 19 | Will badging be done based on PO numbers? I ask because if we need to come in for a site visit within 24-48 hours, do we need to keep getting badged? | Badging will be done based on IDIQ PO number. Badging can be maintained for up to one year as long as the PO remains open. | |
| 20 | We respectfully request clarification regarding the intent and applicability of the Pricing Proposal Form (General Contracting Pool_Final_R1.xlsx) as the primary means for evaluating offerors’ price proposals under this IDIQ solicitation. Our firm has extensive experience performing IDIQ contracts for other federal agencies (including DOE, USACE, GSA, and NASA). Based on this experience, the current pricing model in the RFP appears inconsistent with standard federal practices for construction IDIQ pools, particularly when the majority of anticipated task orders are below $100,000. |
Specifically:
1. Burdened Labor Rate Evaluation – Using fully burdened labor rates (which include consumables, tools, fringe, overhead, and profit) as a price evaluation metric does not provide a reasonable or equitable comparison between offerors.
- The labor burden can vary significantly depending on contractor structure, fringe benefit policy, or small business labor mix, rather than true cost efficiency.
- In practice, task order pricing is determined by specific scopes of work, not by static burdened rates.
2. Equipment Rental Rate Evaluation – Equipment rental pricing fluctuates continuously based on market availability, seasonality, duration, and geographic supply.
- The RFP requests fixed rates across all option years, which will be difficult to maintain or verify for accuracy during later task orders.
- This method could unintentionally penalize offerors for attempting to provide realistic, current rates.
3. Consumables and Tool Cost Inclusion – Requiring contractors to include small tools and consumables in burdened labor rates introduces unnecessary variability.
- These costs are entirely dependent on the nature of each task order.
- Many IDIQ contracts instead handle consumables and tools as incidental or reimbursable items tied to individual work scopes.
Given that FermiLab anticipates that approximately 90% of all task orders will be valued under $100,000, the proposed price evaluation method may not yield a consistent or meaningful basis for comparison among contractors.
Suggested Alternative:
Would FermiLab consider adopting an alternative price evaluation structure such as one of the following?
- Seed Project Estimate Approach – Evaluating each offeror based on a standardized sample project (“seed task order”) that reflects typical project size and scope under the IDIQ.
| - Coefficient-Based Pricing (RSMeans or Equivalent) – Using a single coefficient multiplier applied to a standardized cost database to evaluate offerors’ cost competitiveness, with labor, equipment, and materials priced against consistent baselines. | No changes to the bid requirements for this IDIQ will be made at this time. The request to submit labor rates for multiple job classifications is designed to streamline the wage determination process within the Department of Energy. | |||
| 21 | Is Exhibit J SF1413-fill-ins to be completed / submitted with the proposal submission or completed / submitted after award? | SF1413 must be completed after award. | ||
| 22 | Is Exhibit C 013100-ESH.CESCH.Form to be completed / submitted with the proposal submission or completed / submitted after award? | The CESCH must be completed/submitted for individual Task Orders, not for proposal submission. | ||
| 23 | The RFP states Firm fixed price Task Orders issued under these IDIQ contracts will have a maximum value of $250,000. FFDG estimates that it will issue approximately $14 million in firm fixed price task orders for general contracting services for the entire pool over a 5-year term. Is below an appropriate, general interpretation of above? | |||
| +/-$14m in total task orders / +/-3 GCs = +/-$4.67m per GC = 5 yr term = +/-$933k per yr per GC / +/-$250k max task order value = +/-4 projects per year / GC? | FFDG estimates that it will issue approximately $14 million in firm fixed price task orders for general contracting services for the entire pool over a 5-year term. This estimate is provided for planning purposes only and does not constitute a commitment on FFDG’s part. Notwithstanding the foregoing, the successful Offeror is not guaranteed any minimum dollar amount per year under this subcontract. The number of Task Orders issued will depend upon the availability of funding. This subcontract does not provide for a minimum or maximum number of task orders. | |||
| 24 | Sub-contractor to attend a site visit within 24 to 48 hours of receiving notification. Will the following cost threshhold information be included within the notification? | |||
| a. | Projects under $25,000: Proposal due within *three (3) business days. | |||
| b. | Projects under $75,000: Proposal due within *five (5) business days. | |||
| c. | Projects $75,000 and above: Proposal due within *ten (10) business days. | When a statement of work is sent to the IDIQ pool, a proposal due date will be included. We will not, however, include an estimated cost for the project in order to maintain independence. | ||
| 25 | Regarding bid due dates in Question 24 above, would proposals be due 3, 5, or 10 business days following the receipt of notification or the date of the site visit? | It would be 3, 5, or 10 business days from the date of notification. | ||
| 26 | Referencing the Price Proposal Form, please confirm what Trade Line 37 "General" references. | Line 37 references any non-specialized labor that doesn't require a specific trade license or advanced certification. Depending on how the subcontractor classifies employees, this may also be classified under "General Laborer" or "Maintenance Technician (non-licensed". | ||
| 27 | Please confirm each cell on the Price Proposal Form will require a value. As an example, the breakdown sheet requests hourly rates for numerous apprentice levels that are not expected to be utilized for the typical scopes of works outlined in the RFP. Please confirm intent. | Confirmed that each cell will require a value. | ||
| 28 | The Solicitation package contains Exhibits M and N with prevailing wage rates. Fermilab covers both DuPage and Kane Counties, however the Pricing Proposal Form does not split up the wage rates per county. For example, the wage rate for an electrician in Kane County is $101.34, while the rate in DuPage County is $84.40. Should the rate provided on the Pricing Proposal Form be the one for the higher cost county? | Yes. | ||
| 29 | Project management rates have not been included on the Price Proposal Form. Please confirm project management will be priced separately, but included as part of future firmed fixed proposals. | We do not anticipate project management services being needed. However, if they are needed, pricing for a Project Manager has been added to the Excel sheet. | ||
| 30 | As part of the Business Management & Price Proposal Package, offerors are providing hourly rates for various labor categories on the Pricing Proposal Form. Please confirm the subcontractors sub-tier suppliers and/or subcontractors are required to meet prevailing wage rates and not wage rates provided by the subcontractor on the Pricing Proposal Form. | Sub-tier subcontractors are required to meet prevailing wage rates, which should be provided on the Pricing Proposal Form. | ||
| 31 | The State of Illinois does not have a statewide general contractors license, which are instead issued at the local level by cities or counties. Please confirm what specific license, if any, is required for a general contractor to work on site at Fermilab. | It is the responsibility of the contractor to determine, obtain, and maintain all licenses, registrations, and permits required to perform work at Fermilab, including but not limited to those required by the jurisdiction(s) in which the work will be performed. Fermilab does not provide guidance on specific local licensing requirements and will rely on the contractor to ensure compliance with all applicable laws and regulations. | ||
| 32 | As part of the pre bid site visit, it was mentioned that all permits are issued exclusively through FFDG. Please confirm contractors will not be required to pull permits from other entities outside the boundaries of Fermilab, and that FFDG is the authority having jurisdiction. | All required permits will be acquired by FFDG. Subcontractors will not be required to acquire permits independently. |
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