K - Business Visitor Registration Instructions and Directions.pdf
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- Solicitation number
- RFP381487CJ
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Business Visitor Registration Instructions & Directions
This document provides instructions for registering as a business visitor at Fermilab for a Pre-Proposal Meeting and Site Visit scheduled for Wednesday, May 14, 2025, at 9:00 A.M. Central Time. The meeting will begin at the Fermilab Badging Office (located at the West Gate, Pine Street, Batavia, IL 60510) with escorts and subcontractors departing at 9:10 A.M. to travel to Building A0. Subcontractor employees requiring business visitor badges must arrive no later than 8:30 A.M. to complete the visitor badging process.
All attendees without existing badges are required to submit an Access Request Form through the provided ServiceNow link no later than Wednesday, May 7, 2025, and should preferably be U.S. Citizens, as on-site access approvals depend on citizenship status and location. The Point of Contact for access requests is Kody Whittington in Fermilab's Finance Procurement division. Non-U.S. citizens' requests will be routed to the Foreign National Access Program (FNAP) office and Export Control for verification. Once access is approved, business visitors must present a valid REAL ID at the security gate, proceed to the Fermilab Welcome and Access Center to obtain their business visitor badge/sticker, and present an informal letter with a QR Code. Non-U.S. citizens will receive a formal invitation letter for visa purposes. Questions regarding access request status should be directed to access@fnal.gov.
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BUSINESS VISITOR REGISTRATION INSTRUCTIONS & DIRECTIONS
As indicated in Section 3, Pre-Proposal Meeting/Site Visit in the Request for Proposal (RFP) Instruction to
Offerors document, the Pre-Proposal Meeting and Site Visit will be held on Wednesday, May 14, 2025, at
9:00 A.M. Central Time at Fermilab Badging Office
(shown as a RED circle on Exhibit S – Sitemap).
Fermilab escorts and subcontractors will leave Fermilab Badging Office at 9:10 A.M to travel to A0 (shown as a
PINK circle on Exhibit S – Sitemap).
Subcontractor employees requiring a business visitor's badge should arrive at Fermilab Badging Office no later than 8:30 A.M. to complete the visitor badging process
(Pre-Proposal Meeting Directions)
West Gate – Pine St., Batavia, IL 60510
The Badging Office is located to the immediate right of the East Pine Street Entrance
1. After Receiving Visitor Badge, we will go to A0 , circled in PINK.
Completing Business Visitor Form
Except those already having a badge, anyone attending the Pre-Proposal Meeting and Site Visit is required to fill out an Access Request form (see link below) no later than Wednesday, May 7, 2025, and preferably be a U.S. Citizen. On-site access approvals are dependent on citizenship status and the location(s) being visited.
https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961
General Information
1. Fill out the Site Access and Badging form.
• Once submitted, the access request will need to be approved by the POC.
• In addition, non-U.S. citizens’ requests will also be routed to the Foreign National Access
Program (FNAP) office and Export Control for verification and approval.
• If you have questions about the status of your request, contact access@fnal.gov.
2. Once access is approved:
• Non-U.S. citizens will be sent an email to complete onboarding in WorkDay. This step must be completed in order for the access request to be fully processed.
• Onsite visitors will receive an informal letter with a QR Code, which must be presented at the security gate upon arrival.
https://maps.app.goo.gl/H5MZixLwfx3maTJb7 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 mailto:access@fnal.gov cjones Highlight cjones Highlight cjones Highlight
• Business visitors are also required to show a valid REAL ID at the security gate
• Once through the gate, BVs will proceed to the Fermilab Welcome and Access Center to get their BV badge/sticker.
• In addition to the informal letter, onsite non-U.S. visitors will receive a formal invitation letter that can be used, if needed, in the visa process
Helpful Information for Completing the Forms within the Site Access Link:
Access Request
Reason for Access Request
Previous Account
Yes or No
Access
What Fermilab Affiliation will you be visiting?
Point of Contact
Purpose of Visit
Description
Request for Onsite Access
From To
Fermilab Business Site
What Building
Business Visitor
Finance
Kody Whittington
Procurement Meeting
Pre-Proposal Meeting & Site Visit
Onsite May 14, 2025
May 14, 2025
Batavia, Illinois
A0
Personal Information
Self-Explanatory
County of Citizenship
County of Birth
Region of Birth
Primary Contact Information
Primary email address
Confirm primary email address
Primary Phone Device
Primary country phone code cjones Highlight
Primary Home Institution
Company/Home Institution
Country
State
Address
City Postal Code
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