QBS_AE_Services_Site_39_Bldg326-327_HVAC_Replacement_2025_0507.pdf

Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science www.fnal.gov 1

Qualifications Based Selection (QBS)

ISD_361238_DA

Architect/Engineer Design Services for Site 39, Building 326, and Building 327 HVAC Replacement

Instructions to Offerors May 7, 2025

Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science www.fnal.gov 2

Table of Contents

1.0 INVITATION TO SUBMIT QUALIFICATIONS

2.0 QUALIFICATIONS DUE DATE

3.0 PRE-QUALIFICATION MEETING

4.0 EXPLANATION OR INTERPRETATION OF QBS DOCUMENTS

5.0 AMENDMENT OF SOLICITATION

6.0 INTRODUCTION/PURPOSE

7.0 STATEMENT OF WORK

8.0 QUALIFICATION BASED SELECTION OF A/E SUBCONTRACTORS

9.0 SUB-TIER SUBCONTRACTORS, OUTSIDE ASSOCIATES, AND CONSULTANTS

10.0 FERMIFORWARD RESPONSIBILITIES

11.0 RISK MANAGEMENT

12.0 QUALITY REQUIREMENTS

13.0 HEALTH AND SAFETY

14.0 PERIOD OF PERFORMANCE

15.0 QUALIFICATION SUBMITTAL REQUIREMENTS

15.1 Statement of Interest

15.2 Narrative and Company Information

15.3 Key Personnel

15.3.1 Project Manager

15.3.2 Project Engineer

15.4 Certifications

15.4.1 Subcontractor Annual Representations & Certifications (SARC), Form SARC

15.4.2 Proposal Certifications, Form PUR-466

16.0 QUALIFICATION EVALUATION CRITERIA

17.0 LATE SUBMISSION

18.0 OFFEROR’S MODIFICATION AND WITHDRAWAL OF QUALIFICATIONS

19.0 INSURANCE

20.0 INCORPORATED DOCUMENTATION

21.0 EXHIBITS

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The following requirements must be adhered to for the Offeror’s submission of qualifications to Fermi Forward Discovery Group, LLC (FermiForward) in support of this specific requirement.

1.0 INVITATION TO SUBMIT QUALIFICATIONS

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.

All questions concerning this QBS should be submitted in writing and directed to the Procurement Specialist listed below.

Procurement Specialist: Danielle Amico Phone: 630-840-3207 Email: damico@fnal.gov

Fermi Forward Discovery Group, LLC Procurement Department Kirk Road & Wilson Street Batavia, IL 60510-0500

2.0 QUALIFICATIONS DUE DATE

The offeror’s qualifications are to be emailed to the Procurement Specialist (damico@fnal.gov) no later than 3:00 PM CST on June 17, 2025. Partial or incomplete qualifications will not be considered.

FermiForward requires a minimum acceptance of ninety (90) calendar days for acceptance of qualifications and proposals. An offeror allowing less than Fermilab’s minimum acceptance period may be rejected.

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

3.0 PRE-QUALIFICATION MEETING

A Pre-Qualification Meeting and Site Visit is scheduled for Wednesday, May 21, 2025 at 8:30am CT at Aspen East for badging (See Map). The meeting provides an opportunity to discuss and clarify the QBS. However, nothing said or represented in the meeting shall be deemed to modify QBS 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-Qualification Meeting and Site Visit must fill out an Access Request form (see link below) no later than Wednesday, May 14, 2025 and preferably be a U.S. Citizen. Onsite access approvals are dependent on citizenship status and the location(s) being visited. In addition, please review the Business Visitor Registration Instruction Instructions and Directions provided as part of the RFP (Exhibit K).

Access form for Non-employees | ServiceNow

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.

mailto:damico@fnal.gov mailto:damico@fnal.gov https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975

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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.

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.

4.0 EXPLANATION OR INTERPRETATION OF QBS 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 to the Procurement Specialist listed above by 3:00 P.M. CT, Wednesday, May 28, 2025.

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.

5.0 AMENDMENT OF SOLICITATION

FermiForward 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.

An Offeror shall acknowledge receipt of any amendments to this QBS. Failure to acknowledge may result in the disqualification of an Offeror’s proposal. The acknowledgment shall be provided by returning the Amendment with a signature on the acknowledgment signature line.

6.0 INTRODUCTION/PURPOSE

Department of Energy’s (DOE) Fermi National Accelerator Laboratory (FNAL) is America’s premier particle physics and accelerator laboratory that strives to solve the mysteries of matter, energy, space, and time for the benefit for all. Located in Batavia, Illinois, it is managed by the Fermi Forward Discovery Group, LLC (FermiForward) for the U.S. Department of Energy Office of Science.

FermiForward’s Infrastructure Services Division – Engineering Department (ISD-ENG) is responsible for managing a wide variety of alterations, repairs, and new construction projects. This solicitation relates to professional Architectural and Engineering services for the design and commissioning of three separate, new HVAC systems – one at Site 39, one in Building 326, and one in Building 327.

7.0 STATEMENT OF WORK

The Subcontractor shall include all personnel, facilities, equipment, materials, travel, supplies, overhead, insurance, safety oversight, quality control oversight, and supervision as required to perform all work as described in the following Statements of Work (SOW):

https://www.tsa.gov/travel/security-screening/identification

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- Statement of Work (SOW) – A/E Support for Design and Commissioning for Site 39 HVAC

Replacement dated August 5, 2024 (Exhibit C)

- Statement of Work (SOW) – Building 326 HVAC Replacement dated January 16, 2025 (Exhibit D)

- Statement of Work (SOW) – Building 327 HVAC Replacement dated January 16, 2025 (Exhibit E)

8.0 QUALIFICATION BASED SELECTION OF A/E SUBCONTRACTORS

Qualifications are requested for the selected offeror to provide services that will include all normal and customary professional services required of a qualified, licensed architect/engineering firm and its in-house or sub-tier subcontractors to support the planning, design, procurement, construction, and commissioning of the Site 39 HVAC Replacement, Building 326 HVAC Replacement, and Building 327 HVAC Replacement. These are three separate, stand-alone design projects that must be completed simultaneously.

See Section 15.0 QUALIFICATION SUBMITTAL REQUIREMENTS for further information on Qualifications.

The selected Subcontractor(s) and its sub-tier subcontractors will complete this work in accordance with FermiForward’s requirements as well as applicable portions of the DOE and State of Illinois codes, ordinances, and regulations as incorporated into contract No. 89243024CSC000002 between the DOE and FermiForward.

The awarded subcontractor will provide professional A/E services, including all normal and customary professional A/E services per the Illinois Architecture, Professional Engineering, and Structural Engineering Practice Act required of a qualified, professionally licensed A/E and its sub-tier subcontractors. The awarded subcontractor(s) shall complete all services outlined in each Statement of Work which includes additional details regarding the scope of work, schedule, deliverables, and other requirements of the project.

9.0 SUB-TIER SUBCONTRACTORS, OUTSIDE ASSOCIATES, AND

CONSULTANTS

Any sub-tier subcontractors and outside associates or consultants required by the Subcontractor in connection with the services issued under the Subcontract will be limited to individuals or firms that were specifically identified and agreed to with FermiForward during Subcontract negotiations. The Subcontractor shall obtain the FermiForward Procurement Specialist’s consent before making any substitution for these sub-tier subcontractors, associates, or consultants after the Subcontract award.

10.0 FERMIFORWARD RESPONSIBILITIES

FermiForward will be responsible for the development of the general terms and conditions of the construction documents;

1. FermiForward will provide the technical requirements for each project including the capacities and characteristics of existing utilities and services. The subcontractor will be required to coordinate closely with FermiForward in all phases of design to ensure compatibility with the technical requirements;

2. FermiForward shall have the final decision to allow connections to existing electrical, mechanical, and process water services;

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3. FermiForward will submit all required permit applications required by local, state, or federal agencies. (Note: The subcontractor shall provide information or supporting documentation required for the completion of these permit applications);

4. FermiForward will provide available subsurface investigation reports and existing drawings, calculations, and specifications;

5. FermiForward will provide reviews during the development of the project. These reviews are to assess compatibility with existing site systems and conformance with the technical requirements of the project. These reviews will not replace the subcontractor’s responsibility to perform their own review and verification of the work performed by the subcontractor in accordance with their quality assurance/quality control (QA/QC) program. FermiForward reviews assume no professional liability for the performance of the engineered work; and

6. FermiForward will provide all Fermilab-specific training at no cost to the subcontractor.

11.0 RISK MANAGEMENT

Risk mitigation strategies approved by FermiForward shall be incorporated into the A/E design.

The completed designs shall be clear, definite, comprehensive, and developed to appropriate scales of detail to be conducive to the SOW. The A/E firm is responsible for performing the work in accordance with professional standard practices and FermiForward requirements identified herein.

The Subcontractor shall ensure that architects or engineers registered to practice in the state of Illinois shall prepare or review and approve the design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work.

12.0 QUALITY REQUIREMENTS

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

The Subcontractor 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.

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

The Subcontractor shall submit a Corporate Quality Control Plan that details the means and methods the subcontractor will use to ensure the work meets an acceptable quality level.

All work shall include the appropriate levels of “Value Engineering” and “Quality Control” to ensure that the final product is in compliance with the applicable codes and standards and conforms to the technical requirements of the project. The Subcontractor will be responsible for the coordination of the design and all quality assurance of work produced by the Subcontractor and its 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 FermiForward. The deliverables shall be reviewed, verified, and approved by the Subcontractor in accordance with their QA/QC program prior to transmitting deliverables to FermiForward.

13.0 HEALTH AND SAFETY

At Fermilab, environmental protection and safety are of the highest importance. FermiForward’s policy is to protect the environment and the safety and health of all persons, including FermiForward employees, Subcontractor employees, scientific visitors, and visiting members of the public, from accident or injury

Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science www.fnal.gov 7 while they are present on the Fermilab site or other location managed by FermiForward. Nothing shall have a higher priority.

Subcontractor employees performing fieldwork (e.g., inspections) on the Fermilab site shall perform such work in compliance with DOE 10 CFR 851 Worker Safety and Health Program (WSHP) under a FermiForward approved contractor WSHP or adoption of the FermiForward DOE approved WSHP. The Subcontractor shall prepare a Job Safety Analysis (JSA) using the hazard analysis form in Fermilab Environment, Safety and Health Manual (FESHM) 7010 and submit for FermiForward review and approval covering its fieldwork. Any Subcontractor employees who will perform the fieldwork shall complete the FermiForward Subcontractor Safety Orientation training. Questions related to the JSA process can be addressed during the Subcontractor Safety Orientation.

Those Subcontractor employees performing fieldwork may also be required by FermiForward to attend other safety training for specific hazards encountered during the work.

Subcontractor designs shall support compliance with DOE 10 CFR 851: Worker Safety and Health Program, the FESHM, and the Fermilab Radiological Control Manual (FRCM). FESHM and FRCM contains FermiForward’s policies and procedures designed to manage ES&H hazards in accordance with the requirements of the Work Smart set of ES&H standards attached to the DOE contract.

14.0 PERIOD OF PERFORMANCE

Site 39: The work shall commence upon receipt of an executed agreement. Kickoff meeting shall be scheduled within three weeks of executed agreement. Deliverables for 60%, 90%, and 100% Construction Document sub-phases shall be issued within 30 calendar days of the previous phase. The A/E shall consider a 5 working day review period by Fermilab following each submission as part of the overall schedule, overlapping the following design phase.

Building 326: The work shall commence upon receipt of an executed agreement. Kickoff meeting shall be scheduled within four weeks of executed agreement. 60% Construction Documents deliverables to be issued within 60 calendar days of commencing work. 90% Construction Document sub-phases shall be issued within 30 calendar days of the previous phase. 100% Construction Documents shall be issued within 30 calendar days of the previous phase. The A/E shall consider a 5 working day review period by Fermilab following each submission as part of the overall schedule, overlapping the following design phase.

Building 327: The work shall commence upon receipt of an executed agreement. Kickoff meeting shall be scheduled within four weeks of executed agreement. 60% Construction Documents deliverables to be issued within 60 calendar days of commencing work. 90% Construction Document sub-phases shall be issued within 30 calendar days of the previous phase. 100% Construction Documents shall be issued within 30 calendar days of the previous phase. The A/E shall consider a 5 working day review period by Fermilab following each submission as part of the overall schedule, overlapping the following design phase.

15.0 QUALIFICATION SUBMITTAL REQUIREMENTS

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. As a part of the Solicitation Response above, Offerors shall demonstrate their qualifications and experience with the submittal of the following resumes of key individuals, relevant projects completed, and the number of professional services and support staff at each office. Succinct responses free from excess marketing materials are preferred and will score higher.

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15.1 Statement of Interest

A statement of interest cover letter (one page maximum) with the following information:

a. The firm’s primary point of contact for this work.

b. 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.

15.2 Narrative and Company Information

A discussion in narrative form (3-page max.) of a successful project approach. Provide in the narrative at least one relatively recent example of how the approach was applied to a representative project of similar size, scope, and complexity. The project approach shall briefly explain the general approach of the firm to developing alternatives, evaluating alternatives, and selecting the most feasible alternate Concept design, with an emphasis on how the firm develops cost estimates for budgeting that is based on a less-than complete design. Any tools employed for analysis or cost estimates should be identified in the narrative. The narrative shall also describe the firms Quality Control and Quality Assurance process, with a brief example of where its effectiveness was evident.

15.3 Key Personnel

Offeror shall demonstrate relevant qualifications and experience, including resumes of key individuals, relevant projects completed, and the number of professional services and support staff at each office. The following positions are considered Key Positions:

A Project Manager and Project Engineer(s) shall be provided for the project. Submit resumes (1-page max.) and an explanatory narrative (2-page max.) on the person highlighting any important or unique experience or training that the person brings to the role, and any additional information asked in the requirements listed below.

15.3.1 Project Manager

Designate only one Project Manager for the firm, who will serve as the primary point of contact for contracting and all correspondence with the firm. Minimum 10 years professional experience, registration as a professional Architect or Engineer in the State of Illinois is required. Project management, design, bidding, and construction administration experience as demonstrated by similar work experience as identified in the Statements of Work. Experience with Federal Projects in a significant role is a plus. Knowledge of Engineering and typical permitting practices in the Northeastern Illinois area, demonstrated by experience with industrial site development or other significant site development is a minimum requirement, and shall be noted on the resume, with at least three projects noted on the explanatory narrative.

15.3.2 Project Engineer

A Project Engineer shall be designated for the project. The person designated shall have as minimum qualifications an Engineering degree with 5-years’ experience in projects similar in size, scope, and complexity, which should be reflected in the resume. The explanatory narrative should emphasize three (3) specific examples of relatively recent projects that the Project Engineer played a significant role that demonstrate development of initial design alternatives, concept designs and final plans and specifications, and estimates of construction cost.

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15.4 Certifications

15.4.1 Subcontractor Annual Representations & Certifications (SARC), Form SARC The successful Offeror’s submittal of this completed form will be incorporated in the resultant subcontract. If an offering entity is a joint venture, association, consortia, or partnership, each member entity must submit an individual Representations and Certifications Form.

15.4.2 Proposal Certifications, Form PUR-466

All appropriate sections are required to be completed and signed by a company official.

16.0 QUALIFICATION EVALUATION CRITERIA

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

Request for Qualifications responses must not include any information regarding the offeror’s fees, pricing, or other compensation.

Firm 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 to the outlined requirements.

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

• Responsiveness of the Offeror’s Project Approach and to QA/QC to the outlined requirements.

• Responsiveness of the Offeror’s 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 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.

17.0 LATE SUBMISSION

Qualifications received by FermiForward after the Submittal Date and Time indicated may not be considered.

18.0 OFFEROR’S MODIFICATION 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

Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science www.fnal.gov 10 before award.

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

19.0 INSURANCE

Certificates of insurance of the types and in the amounts in accordance the Clause 15 in FermiForward 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 Forward Discovery Group, LLC, the University of Chicago, Universities Research Association, Inc., and the United States Government are additional insureds for all coverages, including but not limited to completed operations. The certificates shall state that waiver of subrogation by all insurers, including workers’ compensation, is granted in favor of the additional insureds 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 are waived.

20.0 INCORPORATED DOCUMENTATION

• Fermi Forward Discovery Group’s A/E Consultant Handbook

• Fermi Forward Discovery Group’s Design Guides

• Fermi Forward Discovery Group’s CAD Standards

• Fermi Forward Discovery Group’s Building Information Modeling (BIM) Guide

• Fermi Forward Discovery Group’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

To access these guides, please follow the links below:

Engineering guides and standards | Infrastructure Services (fnal.gov) Fermilab Environment, Safety and Health Manual (FESHM) | Environment, Safety and Health (fnal.gov) Fermilab Radiological Control Manual (FRCM) | Environment, Safety and Health (fnal.gov)

21.0 EXHIBITS

• Exhibit A - Fermi Forward Discovery Group, LLC General Terms and Conditions for Time and Materials or Labor-Hour Subcontracts (Non-R&D Work) (1/2025)

• Exhibit B - Fermi Forward Discovery Group, LLC Insurance Requirements for Architect & Engineer Subcontracts (1/2025)

• Exhibit C – Statement of Work entitled, “A/E Support for Design and Commissioning for Site 39 HVAC Replacement” dated August 5, 2024

• Exhibit D – Statement of Work entitled, “Building 326 HVAC Replacement” dated January 16, https://fess.fnal.gov/engineering-guides-standards/ https://eshq.fnal.gov/manuals/feshm/ https://eshq.fnal.gov/manuals/feshm/ https://eshq.fnal.gov/manuals/frcm/

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• Exhibit E – Statement of Work entitled, “Building 327 HVAC Replacement” dated January 16,

• Exhibit F – Memorandum Re: Project Definition Report (PDR), Site 39 EOL Unit Replacement dated November 29, 2023

• Exhibit G – Memorandum Re: Project Definition Report (PDR), Building 326 HVAC EOL Replacement dated November 5, 2024

• Exhibit H – Memorandum Re: Project Definition Report (PDR), Building 327 HVAC EOL Replacement dated November 5, 2024

• Exhibit I – Proposal Certifications, Form PUR-466 (Rev. 1)

• Exhibit J – SARC - Subcontractor Annual Representations & Certifications (Rev. 4)

• Exhibit K – Business Visitor Registration Instructions and Directions

• Exhibit L – Map of Site 39, Building 326, and Building 327

• Exhibit M – Summary of Required Solicitation Documents