Business Visitor Registration Instructions and Directions.pdf
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- Solicitation number
- KRS-369604-JK
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This document contains Business Visitor Registration Instructions and Directions for a Pre-Proposal Meeting and Site Visit at Fermilab in Batavia, Illinois, scheduled for Wednesday, September 24, 2025, at 10:30am CT. The meeting will begin at Aspen East for badging and then proceed to the Kautz Road Substation. Attendees must submit an Access Request form by Wednesday, September 17, 2025, preferably be U.S. Citizens, and will need to present a valid Real ID, an informal invitation letter with a QR code, and a Visitor and Business Visitor Attestation Form at the security gate. Non-U.S. citizens will require additional verification through the Foreign National Access Program. Strict site access rules are in place, including prohibitions on weapons, explosives, and specific COVID-19 masking requirements depending on community transmission levels.
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BUSINESS VISITOR REGISTRATION INSTRUCTIONS & DIRECTIONS
A Pre-Proposal Meeting and Site Visit is scheduled for Wednesday, September 24, 2025 at 10:30am CT at Aspen East for badging (See Map). From there, we will go to the Kautz Road Substation (KRS).
The meeting provides an opportunity to discuss and clarify the RFP. However, nothing said or represented in the meeting shall be deemed to modify RFP requirements unless followed by a written amendment. Offerors are requested to submit questions relative to the RFP in advance of the meeting so the Procurement Specialist may prepare responses. Offerors’ participation at this meeting is strongly recommended.
Except for those already having a Fermilab Access badge, anyone attending the Pre-Proposal Meeting and Site Visit must fill out an Access Request form (see link below) no later than Wednesday, September 17, 2025 and preferably be a U.S. Citizen. Onsite access approvals are dependent on citizenship status and the location(s) being visited.
https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961
Upon request approval, the individual will receive an informal invitation letter with a QR code, which is required to be presented at the security gate. Otherwise, access to Fermilab will be denied.
When checking in at the Security Gate House, the individual will be required to present a Valid Driver’s License (Real ID) and the informal invitation letter with the QR code, and the Visitor and Business Visitor Attestation Form. If the Driver’s License is not Real ID compliant, one of the appropriate REAL ID documents (https://www.tsa.gov/travel/security-screening/identification) is required.
Masks are required to be worn when the Community Covid Level of “high” exists. Individuals are then required to wear a KN-95 or N-95 mask. Unfiltered cloth masks are not permitted to be worn alone but can be worn over a Level 2 medical mask (double mask).
Please note that when entering Fermilab:
• No weapons, firearms, or ammunition (regardless of concealed and carry permit) are allowed on-site.
• No explosives or any other apparatus or material hazardous to the public or property are allowed on-site.
• Illinois Rules of the Road are to be followed while driving on Fermilab’s premises.
Directions (See Site Map) to Aspen East (Badging) then to the Kautz Road Substation (Pre- Proposal Meeting)
West Gate – Pine Street Entrance
1. Go East on Pine Street
2. Take Pine Street to Batavia Road to the Aspen East Welcome & Access Center. See Site Map, circled in red, on North Side of Batavia Road.
3. After Receiving Visitor Badge, we will go to the Kautz Road Substation (circled in red).
East Gate – Batavia Street Entrance
1. Go West on Batavia Road
2. Aspen East Welcome and Access Center. See Site Map, circled in red, on North Side of Batavia
Road.
https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975
3. After Receiving Visitor Badge, we will go to the Kautz Road Substation (circled in red).
Completing Business Visitor Form
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.
- 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 Form
Access Request
Reason for Access: Business Visitor
Request Previous Account
Yes or No
Access
What Fermilab Affiliation will you be visiting? Finance Point of Contact Danielle Amico Purpose of Visit Procurement Meeting Description Pre-Proposal Meeting & Site Visit Request for Onsite Access Onsite From September 24, 2025 To September 24, 2025 Fermilab Business Site Batavia, Illinois What Building Kautz Road Substation
Personal Information
Self-Explanatory County of Citizenship County of Birth Region of Birth mailto:access@fnal.gov
Primary Contact Information
Primary email address Confirm primary email address Primary Phone Device Primary country phone code
Primary Home Institution
Company/Home Institution INCLUDE THE COMPANY YOU ARE REPRESENTING!!
Country Include YOUR company’s country, state, address, etc.
State Address City Postal Code
Community Standard Agreement Check Box I Agree
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