Request for Proposal 381270GMK 2026 15KV Feeder 37 and 46B Upgrade.pdf

REQUEST FOR PROPOSALS (RFP)

NO. 381270GMK

2026 15KV Feeder 37 and 46B Upgrade

RFP Date:

July 15, 2026

Proposals Due:

August 14, 2026

TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL

SMALL BUSINESS SET-ASIDE NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM

(NAICS) CODE

PRE-PROPOSAL MEETING/SITE VISIT

EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

AMENDMENT OF SOLICITATION

SCOPE OF WORK/SCHEDULE

PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

PROPOSAL DUE DATE

EXCEPTIONS AND DEVIATIONS

LATE SUBMISSION

OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

WAGE DETERMINATION

BID GUARANTEE

CERTIFIED PAYROLL

NOTICE OF BUY AMERICAN REQUIREMENT—CONSTRUCTION MATERIALS

PAYMENT BOND

PERFORMANCE BOND

INSURANCE

SUBCONTRACT AWARD

SUBCONTRACTING

AFFIRMATIVE ACTION COMPLIANCE REQUIREMENTS FOR CONSTRUCTION

EXHIBITS

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

Discovery Group (FFDG) in support of this specific requirement.

1. INVITATION TO SUBMIT PROPOSAL

You are invited to submit a proposal for the items specified in this Request for Proposals (RFP), in accordance with the provisions contained herein and the terms and conditions of the proposed firm fixed price subcontract as a result of this solicitation.

All questions concerning this RFP should be submitted in writing and directed to the Procurement

Specialist listed below. Any communication about this project with any other person will be viewed as an undermining of the procurement process, and the Offeror may be disqualified on that basis.

Procurement Specialist: Gina M. Kern

Phone: 630-840-3955

Email: ginakern@fnal.gov

Fermi Forward Discovery Group, LLC

Procurement Department

Kirk Road & Wilson Street

Batavia, IL 60510-0500

2. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

This requirement is Small Business Set-aside. The North American Industry Classification System

(NAICS) code for this solicitation is 238210 – Electrical Contractors and other Wiring

Installation Contractors. The small business size standard for this NAICS code is $19.0 million.

3. PRE-PROPOSAL MEETING/SITE VISIT

A Pre-Proposal Meeting and Site Visit are scheduled for 8:30 AM, Central Daylight Time, July 22, 2026. Participants should meet (Send email to ginakern@fnal.gov to receive name) at the entrance to the Fermilab Badging Office formally known as Fermilab Welcome and Access Center (FWAC) before being escorted to the 2026 15KV Feeder 37 and 46B Upgrade project site. The Fermilab

Badging Office is accessible from Kirk Road by using the Pine Street entrance to Fermilab. Do NOT go through the Security Gate. As you enter Fermilab from Kirk Road, use the right lane to access the Fermilab Badging Office, the building where you will meet up with (name to be provided) and receive your site access badge. The Fermilab Badging Office is next to (south of) the Gate. 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 related to the RFP in advance of the meeting so the

Procurement Specialist may prepare responses. Offerors’ participation at this meeting is strongly recommended.

ALL prospective subcontractors who will be attending the Site Visit are required to email ginakern@fnal.gov with the person(s) name, company name submitting proposal, company they work for if not the company submitting proposal, email address and cell phone number. Once email is received, Fermilab will provide the Fermilab Point of Contact the person(s) attending the Site Visit is required to meet.

mailto:ginakern@fnal.gov

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) at least five (5) days in advance of the scheduled date. Onsite access approvals are dependent on citizenship status and the location(s) being visited. In addition, please review the Special Pre-Proposal Meeting/Site Visit Instructions and

Directions provided as part of the RFP.

The link to submit Access Request form is below:

https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f

961975.

To submit your Badge Access Request, please see the attached Instructions for Access-Request-form-for-Business-Visitors.

All prospective Subcontractors submitting the Access Request Form are required to provide their company name. Provide your Company name in the Home Institution block on the form.

Fermilab Point of Contact is Gina Kern.

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, the appropriate REAL ID documents (https://www.tsa.gov/travel/security-screening/identification) are required.

If the Covid 19 Community Level is classified as “High,” masks will be required to be worn. In these cases, KN-95 or N-95 masks are recommended. Unfiltered cloth masks are not permitted to be worn alone but can be worn over a Level 2 medical mask (double mask). For Covid 19-Commuity Levels, please click on the link, https://eshq.fnal.gov/covid19/

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. EXPLANATION OR INTERPRETATION OF RFP 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 by 5:00 PM CDT, August 5, 2026. 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 proposals or if the lack of it would be prejudicial to other prospective offerors. All questions must be in writing and need to be sent to ginakern@fnal.gov.

https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://www.tsa.gov/travel/security-screening/identification https://eshq.fnal.gov/covid19/

5. AMENDMENT OF SOLICITATION

FFDG may, by amendment, modify any provision or part of this RFP 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 RFP. Failure to acknowledge may result in the disqualification of an Offeror’s proposal. The acknowledgment shall be provided as follows:

• Immediately upon receipt of the amendment via email to the FFDG Procurement Specialist.

• Return of the Amendment with a signature on the acknowledgment signature line.

• In the Offeror’s Proposal Letter that accompanies an Offeror’s proposal.

6. SCOPE OF WORK/SCHEDULE

This project will replace a faulted segment of Feeder 46B. It will also replace 15kV cable and install a new 15kV distribution air switch, 500 kVA transformer and demolish and replace a 480V electric service in Feeder 37.

Furnish all labor, materials, and equipment necessary to replace the faulted segment of Feeder 46B from DSTR-MRB0-1 to transformer Y-B03. Additionally, replace the segments of cable from DSTR-

HIL-1 to transformer Y-PL-11 as well as the 480V transformer, switchgear and electrical service to the

PS-5 service building. Reference provided drawings.

The subcontractor shall furnish all required supervision, labor, materials, tools, plant, and appurtenances necessary to perform diligently and fully all work as described in the drawings and technical specifications. All work includes transportation, overhead, bonding costs, insurance, safety oversight, quality control oversight, and supervision as required to construct the project described in the statement of work and technical specifications.

7. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

This solicitation is a competitive Lowest Price Technically Acceptable (LPTA) procurement, which involves the selection of the offeror having a technically acceptable proposal with the lowest evaluated price.

EVALUATION OF PROPOSALS - LPTA

FFDG will evaluate the technical proposals on an acceptable or unacceptable basis, assigning one of the ratings for each subfactor described below. Any subfactor evaluated as “Unacceptable” will render the entire proposal unacceptable and, therefore, unawardable. If information requested is missing it may be considered Unacceptable for that Technical Factor, making the whole Proposal Unacceptable. Only those proposals determined to be technically acceptable, either initially without discussions or as a result of discussions, will be considered for award. However, the offeror is reminded that FFDG reserves the right to award this effort based on the initial proposal, as received, without discussion.

PROHIBITION ON PRICING INFORMATION IN TECHNICAL VOLUME

The Technical Proposal (Part I) shall not contain any pricing information, labor rates, cost data, or other information that could be construed as price related. Inclusion of pricing information in the Technical

Proposal may result in the proposal being deemed non-compliant and subject to rejection.

PROPOSAL SUBMISSION FORMAT

A. Part I - Technical Proposal/Evaluation Criteria

Please provide the following information in sufficient detail to the following items listed below:

1. Corporate Capabilities

• Offeror shall provide information in a narrative format showing/demonstrating:

• Experience installing or coordinating the installation of medium voltage power distribution systems.

• NFPA 70E compliant and have experience of electrical installation of similar voltages.

• The subcontractor must have five (5) or more years of experience installing underground power cable.

• The subcontractor installing the electrical conduit must have five (5) or more years of experience working with voltages in the scope of the project.

2. Current/Past Performance

Offeror shall provide descriptions of its experience performing projects of similar size, scope and complexity to demonstrate it capability to successfully perform the requirements of this project. Offeror must provide a narrative description for a minimum of four (4) projects completed in the past five (5) years. Each description must at a minimum include the project name, general information (customer name and location), project value, start and completion dates, and a description of the work performed by the offeror. FFDG is most interested in examples of real work with actual results of the offeror in performing requirements similar to those of this solicitation in terms of type, size, scope, and complexity.

3. Key Personnel Experience

The offeror shall submit resumes for the Project Manager, Project Superintendent and

Safety Coordinator (or company safety officer) that the offeror plans to employ on this project. The resumes must address experience in the industry and relevant training and certification. Experience of key personnel will be evaluated to determine the degree of relevance to the requirements identified in this solicitation. Evaluation of experience will include both the length and degree to which the experience includes the relevant technical areas.

Please note that, as a condition of contract award and performance, should the contractor wish to substitute someone other than the key personnel identified in its proposal (or during performance, if after award), the replacement staff must possess education and experience equivalent to or exceeding that of the individual(s) being replaced, subject to the approval of the FFDG, prior to performance.

Key Personnel must have the following experience:

• Project Manager: Five (5) years of construction industry experience, completed three (3) projects of similar size/scope, and completed the 30-hour OSHA Training Course.

• Project Superintendent: Five (5) years of construction industry experience, completed five (5) projects of similar size/scope, and completed the 30-hour OSHA Training

Course.

• Safety Coordinator (or company safety officer): Five (5) years of construction industry experience, a Certified Safety Professional of comparable professional registration, completed five (5) projects with Project Safety Program.

4. Safety Documentation

Offeror shall submit the following safety documents as part of its proposal:

• Fermilab Subcontractor Injury & Illness Data Questionnaire (completed and signed as a separate document).

• The National Council on Compensation Insurance (NCCI) Workers Compensation

Experience Rating form for the past three years.

• Occupational and Safety Health Administration (OSHA) 300 A Form logs.

• Corporate Safety and Health Plan.

5. Corporate Quality Assurance Plan

Offeror shall submit their Corporate Quality Assurance Plan as part its proposal (as a separate document).

B. Part II - Business Management & Price Proposal

The Business Management proposal shall contain the following documents/items:

1) Amendments

All Amendments to the solicitation must be acknowledged.

2) Price Proposal Form

The proposed pricing shall be a firm fixed price for the work. This Price Proposal Form is required to be completed and signed. All pricing information must be separate from any and all technical proposal documents being submitted to Fermilab.

3) Bid Guarantee/Bond

The offeror shall provide a bid guarantee in the amount of not less than 20 percent (not to exceed $3 million) of the bid price. Failure to furnish a bid guarantee in the proper form and amount, by the time set for the due date of the offers, may be cause for rejection of the offer.

The bid guarantee shall be in the form of a firm commitment, such as a bond, postal money order, certified check, cashier's check, irrevocable letter of credit, or, under Treasury

Department regulations, certain bonds, or notes of the United States.

4) Subcontractor Annual Representations & Certifications (SARC), Form SARC (as a separate document)

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 individual Representations and Certifications Forms.

5) Proposal Certifications, Form PUR-466 (as a separate document)

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

8. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist no later than 3:00 pm CDT on

August 15, 2026. Partial or incomplete proposals will not be considered. Send all proposals with attachments to ginakern@fnal.gov.

FFDG requires a minimum acceptance of ninety (90) calendar days for acceptance of your proposal.

An offeror allowing less than Fermilab’s minimum acceptance period may be rejected.

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

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

10. LATE SUBMISSION

Proposals received by FFDG after the Submittal Date and Time indicated WILL NOT be considered.

The Respondent assumes the risk of the method of dispatch chosen.

11. OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

The offeror may submit modifications to its proposals 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.

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

12. WAGE DETERMINATION

The wage rates set forth are the minimum rates that may be paid to the classification of laborers and mechanics designated therein according to the Davis-Bacon Act (Revised April 2009) as amended; 40

U.S.C. 276 et seq.). FFDG does not represent that said minimum rates do now, nor that they will at any time in the future, prevail in the locality of the work for such laborers or mechanics; nor that such laborers or mechanics are or will be obtainable at said rates for work under this subcontract; nor those said rates represent the most recent wage determination by the Secretary of Labor concerning such classifications of laborers or mechanics in the locality of work.

13. BID GUARANTEE

The offeror shall provide a bid guarantee in the amount of not less than 20 percent (not to exceed $3 million) of the bid price. Failure to furnish a bid guarantee in the proper form and amount, by the time set for the due date of the offers, may be cause for rejection of the offer.

The bid guarantee in the form of a firm commitment, such as a bond, postal money order, certified check, cashier's check, irrevocable letter of credit, or, under Treasury Department regulations, certain bonds, or notes of the United States. FFDG will return bid guarantees, other than bonds, (1) to unsuccessful Offerors as soon as practicable after the receipt of offers, and (2) to the successful Offeror upon execution of contractual documents and bonds (including any necessary coinsurance or reinsurance agreements), as required.

If the successful Offeror, upon acceptance of its offer by FFDG within the period specified for acceptance, fails to execute all contractual documents, or give a bond(s) as required by the solicitation within the time specified, FFDG may execute upon the bid guarantee, or terminate for default the subcontract, if the subcontract has been executed.

In the event, that the bid guarantee is exercised, or the subcontract is terminated for default, the Offeror is liable for any cost of acquiring the work that exceeds the amount of its offer and the guarantee is available to offset the difference.

14. CERTIFIED PAYROLL

The Subcontract is subject to the wage and labor standards under the Davis-Bacon Act and the related labor standards FAR provisions that are incorporated by reference into FFDG’s General Terms and

Conditions for Construction.

The subcontractor and its subcontractors are required by to submit certified payrolls and labor compliance documentation on a weekly basis as required by Federal law.

FFDG currently holds a licensing agreement with LCPTracker for weekly electronic payroll submittals by the subcontractor and its subcontractors. Use of this application is free for Subcontractors to use to submit weekly electronic payroll to FFDG.

LCPTracker is a web-based system, accessed using a web browser. The subcontractor will be given a

Log-on identification (i.e., User ID) and password to access the LCPTracker system. This requirement shall be flow-down to every lower-tier subcontractor.

Use of the system will involve data entry of weekly payroll information including employee identification, labor classification, hours worked on the project, wage and benefit rates paid, etc.

LCPTracker's software can interface with most payroll and accounting software programs that are capable of generating a 'comma delimited file (.csv).

If you are awarded the subcontract you will be required to provide the person(s) inputting the

Certified Payroll into LCP Tracker within the first 7 days after award.

15. NOTICE OF BUY AMERICAN REQUIREMENT—CONSTRUCTION MATERIALS

Definitions. “Commercially available off-the-shelf (COTS) item,” “construction material,” “domestic construction material,” and “foreign construction material,” as used in this provision, are defined in the clause of this solicitation entitled “Buy American—Construction Materials” (Federal Acquisition

Regulation (FAR) clause 52.225-9).

Requests for determinations of inapplicability. An offeror requesting a determination regarding the inapplicability of the Buy American statute should submit the request to the Procurement Specialist in time to allow a determination before submission of offers. The offeror shall include the information and applicable supporting data required by paragraphs (c) and (d) of the clause at FAR 52.225-9 in the request. If an offeror has not requested a determination regarding the inapplicability of the Buy

American statute before submitting its offer or has not received a response to a previous request, the offeror shall include the information and supporting data in the offer.

EVALUATION OF OFFERS – BUY AMERICAN – CONSTRUCTION MATERIALS.

FFDG will evaluate an offer requesting an exception to the requirements of the Buy American statute, based on claimed unreasonable cost of domestic construction material, by adding to the offered price the appropriate percentage of the cost of such foreign construction material, as specified in paragraph

(b)(3)(i) of the clause at FAR 52.225-9.

If evaluation results in a tie between an offeror that requested the substitution of foreign construction material based on unreasonable cost and an offeror that did not request an exception, FFDG will award to the offeror that did not request an exception based on unreasonable cost.

ALTERNATE OFFERS.

When an offer includes foreign construction material not listed by FFDG in this solicitation in paragraph (b) (2) of the clause at FAR 52.225-9, the offeror also may submit an alternate offer based on the use of equivalent domestic construction material.

If an alternate offer is submitted, the offeror shall submit a separate Standard Form 1442 for the alternate offer, and a separate price comparison table prepared in accordance with paragraphs (c) and

(d) of the clause at FAR 52.225-9 for the offer that is based on the use of any foreign construction material for which FFDG has not yet determined an exception applies.

If FFDG determines that a particular exception requested in accordance with paragraph (c) of the clause at FAR 52.225-9 does not apply, FFDG will evaluate only those offers based on the use of the equivalent domestic construction material, and the offeror shall be required to furnish such domestic construction material. An offer based on the use of the foreign construction material for which an exception was requested—

• Will be rejected as nonresponsive if this acquisition is conducted by sealed bidding; or

• May be accepted if revised during negotiations.

16. PAYMENT BOND

If the subcontract exceeds $35,000.00, the successful offeror is required to furnish FFDG with a

Payment Bond in the amount of 100 percent of the original subcontract price within (10) calendar days after the effective date of the subcontract in a form and with sureties satisfactory to FFDG.

17. PERFORMANCE BOND

If the subcontract exceeds $150,000.00, the successful offeror is required to furnish FFDG with a

Performance Bond in the amount of 100 percent of the original subcontract price and in a form and with sureties satisfactory to FFDG.

18. INSURANCE

Certificates of insurance of the types and in the amounts in accordance the Clause 15 in FFDG General

Terms and Conditions and Insurance Requirements for Construction 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. 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 Forward Discovery Group, LLC, University of Chicago, Universities Research

Association, and the United States Government are waived.

19. SUBCONTRACT AWARD

Issuance of the RFP does not compel FFDG to make an award. FFDG reserves the right to accept or reject all proposals if that is determined to be in its best interest. A decision may be made without discussion; and hence, your proposal should be submitted initially on the most favorable terms. The proposed award is based on a continuing program requirement and the issuance of obligation authority from the Procurement Department of the Laboratory. Any subsequent award issued by FFDG shall be constituted in writing by authorized representatives of the Procurement Department.

No other representatives of FFDG are authorized to issue contracts or agreements or bind FFDG to any form of agreement or understanding. The authorized Procurement Department official is the only individual who can legally commit FFDG to the expenditure of funds in connection with this proposed procurement.

20. SUBCONTRACTING

Unless otherwise specified, the successful Offeror shall be responsible for the performance of any subcontractors that perform work under this subcontract.

The use of subcontractors in the performance of the contract is subject to FFDG consent. The awarded vendor must ensure that any subcontractors abide by all terms and conditions of the contract.

21. AFFIRMATIVE ACTION COMPLIANCE REQUIREMENTS FOR CONSTRUCTION

Attention is directed to that clause of the FFDG Subcontract. Particular attention is directed to the statement therein that this clause shall be physically included in all subsubcontracts for construction trades at any tier, including the goals for women and minority participation.

22. EXHIBIT

A. Statement of Work (SOW) 3-7-109

B. Drawing Set 3-7-109

C. Specs Set 3-7-109

D. Fermi Forward Discovery Group, LLC (FFDG) General Terms and Conditions for Construction

(08/2025) Rev 1

E. 2025 Construction Insurance Requirements for Construction Subcontracts (01/2025)

F. CESHC)

G. Statement and Acknowledgment (Standard Form 1413) (Rev 10/2013

H. Fermilab Subcontractor Injury & Illness Data Questionnaire (7010-F1-1, Rev 07/2018)

I. Subcontract Annual Representations & Certification (SARC), Revision 8

J. Proposal Certifications, Form PUR-466, Rev. 5 (10/14/2025)

K. Performance Bond, FL-40 (Rev. 12/12/2022) / SF25 (Rev 8/2016)

L. Bid Bond, FL-41 (Rev. 1/7/2025) / SF24 (Rev 10/2023)

M. Payment Bond, FL-42 (Rev. 01/2025) / SF25A (Rev 8/2016)

N. Sample Firm-Fixed-Price Subcontract

O. Instructions for Access-Request-form-for-Business-Visitors

P. Wage Determination Heavy and Highway, IL20260011 01/02/2026 Mod 0

Q. Proposal Price Form