RFP 377451-CD Instructions to Offerors.pdf

REQUEST FOR PROPOSAL (RFP) 377451-CD

COMMISSIONING SERVICES FOR UIP SUBPROJECT 2-

KAUTZ ROAD SUBSTATION REPALCEMENT

May 5, 2026

TABLE OF CONTENTS

INVITATION TO SUBMIT PROPOSAL

PRE-PROPOSAL MEETING

EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

AMENDMENT OF SOLICITATION

CONTRACT AWARD AND TERM……………………………………………………………………….3

DESCRIPTION OF WORK

TASK ORDERS……………………………………………………………………………………………...3

PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

PROPOSAL DUE DATE

EXCEPTIONS AND DEVIATIONS

LATE SUBMISSION

OFFEROR'S MODIFICATION AND WITHDRAWAL OF PROPOSALS

INSURANCE

SUBCONTRACT AWARD

SUBCONTRACTING

EXHIBITS

The following requirements must be adhered to for the Offeror’s submission of Proposals to Fermi Forward Discovery Group, LLC (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 Proposal (RFP), by the provisions contained herein, and the terms and conditions of the proposed firm fixed price subcontract entered into as a result of this solicitation.

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

Procurement Specialist: Chris Daley, CPPO, CPPB Phone: (630)-840-4256 Email: cdaley@fnal.gov

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

2. PRE-PROPOSAL MEETING

No Pre-Proposal Meetings or Site Visit is scheduled for this solicitation. Offerors are requested to submit questions relative to the RFP in accordance with Article 3 below.

3. 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 close of business (5:00 PM CST) May 21, 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 the information would be prejudicial to other prospective offerors.

4. 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 in one of the following ways:

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

• Return the Amendment with a signature on the acknowledgment signature line or

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

5. CONTRACT AWARD AND TERM

The purpose of this Request for Proposal ("RFP") is to solicit proposals from interested, qualified firms to perform Commissioning Authority (CxA) services for the Utilities Infrastructure Subproject 2- Kautz Road Substation Replacement to be constructed at the Fermi National Accelerator Laboratory (Fermilab) in Batavia, IL.

FFDG intends to award an indefinite-delivery / indefinite-quantity (IQIQ) contract for the services specified in the subcontract. The desired start date of the IDIQ contract is June 1, 2026, and would be effective through May of 2030. The quantities of services specified in the subcontract are estimates only and are not purchased by this subcontract.

6. DESCRIPTION OF WORK

FFDG is seeking Commissioning Authority (CxA) services for the Utilities Infrastructure Subproject 2- Kautz Road Substation Replacement to be performed in accordance with the Statement of Work (SOW) in Exhibit A that describes the CxA services for the UIP to be performed during its pre-construction, construction, and post-construction phases.

7. TASK ORDERS

FFDG anticipates issuing firm fixed price (FFP) task orders for the Commissioning Authority (CxA) services. The total maximum subcontract value, defined as the sum of subcontractor payment streams associated with all task orders against this IDIQ subcontract, shall not exceed $450,000.00.

The minimum guaranteed order(s) value for this IDIQ subcontract award is $20,000.00, provided that the subcontractor can demonstrate it has exercised due diligence and made its best efforts to secure an order.

The Subcontractor will submit a proposal in response to a request by FermiForward, which will include the Subcontractor’s proposed FFP for each task, the hours by labor category, materials, the scope of the task, a list of proposed deliverables, date of review submittals, and the completion date for the task.

8. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

FFDG expects to award a Subcontract to an Offeror who is deemed responsible, whose proposal conforms to this solicitation’s requirements, and whose proposal is judged to represent the best value to FFDG.

FFDG will use a Tradeoff source selection method. The best value is represented by the most advantageous proposal, price and other factors considered. Offerors are advised that a proposal meeting the solicitation requirements with the lowest evaluated price may not be selected if award to a higher evaluated price proposal is determined to be most advantageous to FFDG.

FFDG expects to award only one Subcontract award as a result of this solicitation. However, FFGD may reject any or all proposals and not make any award based on this solicitation. FFGD may waive any informality or minor irregularity in proposal(s) received at its sole discretion.

FFDG reserves the right to award without discussions with Offerors. Accordingly, Offerors should submit their best proposals.

Each proposal shall be evaluated relative to the factors listed below in Evaluation Criteria. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price.

Proposal Submission Format

The proposal shall be submitted in two (2) parts: Part I - Technical Proposal and Part II – Business Management and Price Proposal. In no instance shall Part I and Part II be bound together or presented in such manner as to make them not severable. The Technical Proposal shall not contain any reference to cost other than the information required in the past performance section.

Evaluation Process

Proposals will be scored in accordance with the evaluation criteria set forth below. FFDG shall make a selection for award based on the principles of best value with tradeoffs. Best value is expected to result from selection of the highest technically acceptable proposal with the lowest evaluated proposed cost. The technical criteria are of greater importance than the price proposal. While the price proposal may not be the controlling factor for the award, it will be a significant part of FFDG’s selection decision.

A. Part I - Technical Proposal (70 Points)

TECHNICAL EVALUATION FACTORS AND CRITERIA

Criterions 2 and 3 are of equal importance, and both are of greater importance than Criterion 1

1) Criterion 1- Organizational Structure and Key Personnel (20 Points)

1. Offeror’s Proposal shall include the following information:

a. name of the firm,

b. names of the firm’s principal(s),

c. size of the enterprise,

d. all of the firm’s current registration/license number(s) in Illinois, and

e. length of time the firm has worked in Illinois.

2. Provide Offeror’s experience in providing Commissioning Authority (CxA) services for other governmental agencies, particularly those within Illinois or other National DOE laboratories for electric utilities.

3. The Offeror must provide an organization/structure chart that shows its key technical personnel who will be assigned to FFDG projects. Key Personnel shall not be replaced without the prior written approval of FFDG. The Offeror must provide resumes for each Key Personnel and provide at least the following information:

a. Resumes detailing each individual’s education, technical training and work experience, and professional credentials (e.g. certifications and/or licenses), including those primary team members working in a subcontracting capacity. List which team member will have primary responsibility for the FFDG account;

b. Correlation of team members to the tasks each will be performing;

c. Describe previous, related experiences and projects; and

d. Office locations of proposed team members.

4. If an Offeror is planning to joint venture, incorporate the relationship on the organization chart and provide letters of interest from those firms. Include the names and credentials of their principals and key personnel and include their resumes along with evidence of any required licenses. The Offeror should describe the roles and responsibilities of their subcontractors, including the key personnel as they relate to the Scope of Services for the RFP.

5. Provide a staffing profile throughout the entire subcontract period (pre-construction, construction, and post-construction).

2) Criterion 2 – Approach/Safety Compliance/Work Plan (25 Points)

The Offeror must provide a narrative of the project approach, and an explanation of how this approach meets FFDG objectives and requirements as specified in this RFP. In the project approach, the Offeror shall:

1. Clearly articulate how it will provide the required services as outlined in the

Statement of Work. Joint ventures shall clearly identify in the work plan the roles and responsibilities of each party to the joint venture.

2. Demonstrate experience in the following areas:

• Energy-efficient equipment design and control strategy optimization.

• Relay & Metering Control Panels

• 15kV Switchgear Units with C.B’s & Relays

• Communication Panels

• Battery Systems with spill protection

• AC and DC Circuit Breaker Panel Boards

• 345kV Power Transformers

• 345kV SF6 circuit breaker

• 15kV Cable Bus

• 345kV MOD’s

3. Describe, in detail, how the Offeror is aligned with the health, safety, quality assurance, and quality control requirements of FFDG. Description shall contain how the Offeror is meeting federal, state, and local worker health and safety standards to include OSHA and EPA regulations.

3) Criterion 3 – Past Performance (25 Points)

The Offeror must provide a minimum of three (3) projects of similar sizer and scope as the Kautz Road Substation Replacement, for which the Offeror has provided Commissioning Authority services. The Offereor shall describe the nature of the project and the Commisioning services performed. The project submission shall include, at a minimum, the following:

a. Project name and location;

b. Project Owner, Contact Person and telephone number;

c. Project dates/timeframe;

d. Similarities of the submitted project to the Kazutz Road project;

e. Names of any Proposed Key Personnel who were involved in the submitted project, their assigned role, and the duration that they were involved in the submitted project.

B. Part II - Business Management & Price Proposal (30 Points)

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

1) Price Proposal Form-

Provide Classifications and fully burdened hourly rates for the years 2026 through 2030 for all staff anticipated for this project.

Provide a proposed price, using the fully burdened hourly rates, for the Scope of Work to be performed that is broken down into pre-construction, construction, and post-construction.

The Cost Proposal will be judged on the evaluated cost to the Laboratory. A comparison shall be made of the competitive prices received under this solicitation. The computed total prices of each offer will be compared to determine the lowest priced proposal received.

After the evaluation committee has evaluated and scored all Offeror proposals in response to the RFP, FFDG’s Procurement Specialist shall establish the competitive range. If deemed necessary for the purpose of efficiency and economy, FFDG has the right to limit the number of Offeror(s) in the competitive range. FFDG may also require further information or clarification from the Offeror(s) in the competitive range regarding their proposals.

FFDG reserves the right to make its decision to award contract(s) based solely on the written submitted proposals.

Offerors will be evaluated on the Pass-Fail factors identified in 2 through 5 below.

2) 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 individual Representations and Certifications Forms.

3) Proposal Certifications, Form PUR-466

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

4) Organizational Conflict of Interest (OCI) Certification, Form FL-11

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

5) Safety and Quality Documents

The following documents are required to be submitted with the proposal:

• Firm’s Quality Assurance Program

• Firm’s Safety Program

• Environmental, Safety, and Health Certification (ESHC), completed and signed

• Sample Certificate of Insurance.

9. PROPOSAL DUE DATE

The offeror’s proposal is to be emailed to the Procurement Specialist no later than 4:00 PM Central Time on May 27, 2026. Partial or incomplete proposals will not be considered.

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

10. 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 evaluations. 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 the offeror’s proposal as unacceptable.

11. LATE SUBMISSION

Proposals received by FFDG after the Submittal Date and Time indicated may not be considered. The Respondent assumes the risk of the method of dispatch chosen.

12. 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 the submission deadline. Withdrawals are effective upon receipt of notice by the Procurement Specialist.

13. INSURANCE

Certificates of insurance of the types and the amounts in accordance with Clause 15 in FFDG General Terms and Conditions and Insurance Requirements for Onsite Non-Professional Services 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.

14. 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; hence, an offeror’s 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.

15. 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 offeror shall ensure that any Subcontractors abide by all terms and conditions of the subcontract.

EXHIBITS

A. Scope of Work entitled “UIP Subproject 2- KRS SOW” dated 10/13/2025.

B. Basis of Design Report for Fermilab Utilities Infrastructure Project: Kautz Road Substation C. FESHM 7020- ESH Requirements for Services D. Fermi Forward Discovery Group, LLC General Terms and Conditions for Services, (08/2025).

E. Insurance Requirements for Onsite Nonprofessional Services (01/2025).

F. Proposal Price Form G. Subcontractor Annual Representations & Certifications (SARC), Form SARC (Rev. 7 ) .

H. Proposal Certifications Form PUR-466, Rev. 5 (10/2025) I. Organizational Conflict of Interest (OCI), Form FL-11 (Rev. 1) J. Organizational Conflicts of Interest (FL-57B Rev 1/07) K. Restriction Respecting Participation in Construction Work (FL-12 Rev 11-17) L. Preparation of SOW or Specification (FL-20 Rev 11-17) M. Sample IDIQ Subcontract.