RFP 378229-RK.pdf

REQUEST FOR PROPOSAL

#378229-RK

PIP-II ORBUMP MAGNET COIL ASSEMBLY

JUNE 1, 2026

Table Contents

1. INTRODUCTION

2. INVITATION TO SUBMIT PROPOSAL

3. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE AND

SMALL BUSINESS SUBCONTRACTING PLAN

4. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS / QUESTION PERIOD .. 2

5. CONTACT WITH FFDG PERSONNEL/BLACKOUT PERIOD

6. AMENDMENT OF SOLICITATION

7. PROPOSAL DUE DATE

8. LATE SUBMISSION

9. EXCEPTIONS AND DEVIATIONS

10. OFFEROR’S MODIFICATION AND WITHDRAWAL OF PROPOSALS

11. ORDER OF PRECEDENCE

12. SUBCONTRACT AWARD

13. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

13.1 PROPOSAL SUBMISSION FORMAT

13.1.1 PART I – TECHNICAL PROPOSAL/EVALUATION CRITERIA

13.1.2 PART II – BUSINESS MANAGEMENT & PRICE PROPOSAL

13.1.2.1 DUTIES/TARIFFS (IF APPLICABLE)

13.1.2.2 MILESTONE PAYMENTS (IF APPLICABLE)

13.2 SUBCONTRACTOR ANNUAL REPRESENTATIONS & CERTIFICATIONS (SARC)

13.3 PROPOSAL CERTIFICATIONS, FORM PUR-466

14. DESCRIPTION OF WORK

15. DELIVERY TERMS

16. PROHIBITED CONTRACTING FOR CERTAIN TELECOMMUNICATIONS

17. RESTRICTION ON DISCLOSURE AND USE OF DATA

18. 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. INTRODUCTION

Fermi National Accelerator Laboratory (Fermilab or FNAL), managed and operated by Fermi Forward Discovery Group, LLC (FFDG) under a prime contract with the U.S. Department of Energy (DOE), is seeking to subcontract for work aligned with its mission objectives.

The Proton Improvement Plan II (PIP-II) project is an essential upgrade to Fermilab’s accelerator complex to enable the world’s most intense high-energy beam of neutrinos for the international Deep Underground Neutrino Experiment at LBNF and a broad physics program, powering discoveries for many decades to come. In support of this project, FNAL requires the fabrication and delivery of PIP- II-ORBUMP Magnet Coil Assembly, as identified herein.

2. INVITATION TO SUBMIT PROPOSAL

You are invited to submit a proposal for the items specified and with the provisions contained herein, including the terms and conditions of the proposed firm-fixed price subcontract entered into as a result of this solicitation.

3. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE AND

SMALL BUSINESS SUBCONTRACTING PLAN

This acquisition is unrestricted and contains no set-aside provisions. The North American Industry Classification System (NAICS) code for this solicitation is 332710 - Machine Shops. The small business size standard for this NAICS code is 500.

A small business subcontracting plan will be required if the awardee does not meet the definition of a small business as described in the paragraph above and the subcontract exceeds $750,000.00. The Subcontracting Plan shall follow the Federal Acquisition Clause, 52.219-9, Small Business Subcontracting Plan (See Exhibit C. FL-55 - Small Business Subcontracting Plan).

A draft plan must be submitted with your RFP response if the value exceeds $750,000.00.

4. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS / QUESTION PERIOD

The prospective offeror should examine and review the solicitation with care. Any prospective offeror who has questions or desires an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing by June 09, 2026 4:00 CST, and be submitted to the Procurement Specialist at the email address identified below. 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.

Any and all changes to these specifications are valid only if included in a written addendum and shall become part of the subcontract.

All questions concerning this RFP should be submitted via email to the Procurement Specialist identified below.

Procurement Specialist: Richard Konan Phone: (630) 840-2835 Email: rkonan@fnal.gov

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

5. CONTACT WITH FFDG PERSONNEL/BLACKOUT PERIOD

All offerors are prohibited from making any contact (including sales calls) with officials or employees of FFDG (collectively “FFDG personnel”) with regard to the request for proposals, other than in the manner and to the persons designated herein, until after an award has been made. PLEASE NOTE:

The Chief Procurement Officer or their designee reserves the right to disqualify any offeror found to have contacted FFDG personnel in any manner regarding the proposal request.

6. AMENDMENT OF SOLICITATION

FFDG may, by addenda/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 addenda/amendments to this RFP. Failure to acknowledge may result in the disqualification of an offeror’s proposal with no further consideration for an award. The acknowledgment shall be provided in one of the following ways:

• Immediately upon receipt of the amendment via an email sent to the FFDG Procurement

Specialist identified herein.

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

• In the offeror’s proposal.

7. PROPOSAL DUE DATE

The offeror’s proposal shall be emailed to the Procurement Specialist no later than 2:00 P.M. CST, June 18, 2026.

PLEASE NOTE: Partial or incomplete proposals [including required documents (e.g., project timeline, examples of prior work, references, submission of the Request for Proposal Form)], specifically, failure to provide all documents required, may result in your submission being considered non-responsive and will not be considered for an award.

8. LATE SUBMISSION

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

9. EXCEPTIONS AND DEVIATIONS

Any exceptions to the General Terms and Conditions identified herein MUST be documented on a separate sheet on the Offeror’s Letterhead with your proposal submission. Exceptions to FFDG’s Terms and Conditions MUST be clearly and completely indicated on a company letterhead. FFDG is not required to accept any exceptions or deviations.

Any exceptions or additional terms noted on a Quote Form will not be considered and are hereby expressly rejected. Likewise, any references—whether through language or hyperlink—to additional terms and conditions are not accepted and are similarly rejected.

Offerors taking exceptions, deviations, or conditional assumptions to the Specifications provided herein must clearly 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, in themselves, automatically render a proposal unacceptable to FFDG. However, a large number of exceptions or one or more significant exceptions not providing a benefit to FFDG may result in the rejection of the offeror’s proposal as unacceptable.

NOTE TO OFFERORS: Please be advised that any exceptions to the specifications or to FFDG’s terms and conditions may cause your proposal to be disqualified with no further consideration for an award.

10. OFFEROR’S MODIFICATION AND WITHDRAWAL OF PROPOSALS

The offeror may submit modifications to its proposal 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 at the email address identified herein.

11. ORDER OF PRECEDENCE

Where there appear to be variances or conflicts, the following order of precedence shall prevail:

FFDG’s drawings (if applicable), FFDG’s Statement/Scope of Work, and the RFP’s General Terms and Conditions.

12. SUBCONTRACT AWARD

The issuance of the RFP does not compel FFDG to make an award. FFDG reserves the right to accept or reject all proposals if it 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 Fermi National Accelerator Laboratory (FNAL).

Any subsequent award issued by FFDG shall be constituted in writing by authorized representatives of the Procurement Department of the FNAL.

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 of FNAL is the only individual who can legally commit FFDG to the expenditure of funds in connection with this proposed procurement.

13. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

This is a best-value, trade-off source selection. This process permits a tradeoff between cost or price and non-cost factors. As a result, FFDG will accept an offer based on the totality of the proposal, not simply the lowest price. Specifically, when combined, all evaluation factors other than cost or price are significantly more important than cost or price alone. An award shall be made to the offeror who is deemed most responsive and responsible by FFDG, whose proposal conforms to the solicitation’s requirements and is judged to represent the best value to FFDG. FFDG intends to award without discussions. FFDG shall be the sole determiner of what is deemed to be of the best value to FFDG.

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

Under no circumstances shall FFDG be responsible for any proposal preparation expenses, submission costs, or any other expenses, costs, or damages, of whatever nature, incurred as a result of an offeror’s participation in this RFP process. The Offeror understands and agrees that it submits its proposal at its own risk and expense and releases FFDG from any claim for damages or other liability arising out of the RFP and award process.

FFDG shall not be liable for any errors in the offeror’s proposal submission. Except during negotiations initiated by FFDG, no modifications to the proposal shall be accepted from the offeror after the Submittal Date. The offeror is responsible for a careful review of their entire proposal to ensure that all information, including pricing, is correct and complete. Offerors are liable for all errors or omissions contained in their proposals.

FFDG reserves the right to award a subcontract only to responsive and responsible proposers.

Responsive offers are defined as proposals that meet the minimum requirements (e.g., submit all required documents, meet the minimum years requirement, etc.). Responsible proposers are defined as companies that demonstrate the financial ability, resources, skills, capability, willingness, and business integrity necessary to perform on the subcontract. FFDG shall be the sole determiner of whether an offer or offeror is considered responsive and/or responsible.

Any information of a proprietary nature shall be CLEARLY MARKED and identified in the offeror’s submission.

13.1 Proposal Submission Format

The proposal shall be submitted in two (2) parts: Part I – Technical Proposal, and Part II – Business/Cost/Price. In no instance shall Part I and Part II be bound together or presented in such a manner as to make them not severable. THE TECHNICAL PROPOSAL SHALL NOT

CONTAIN ANY REFERENCE TO COST OTHER THAN WHAT IS REFERENCED IN

CURRENT/PAST PROJECTS.

Offerors shall provide a clear, complete, and well-organized response addressing each of the Evaluation Criteria below. The submission must include sufficient detail, supporting documentation, and explanation to allow FFDG to assess the offeror’s technical capability and the extent to which the proposed approach meets the requirements of the Statement of Work (SOW). Additionally, offerors may include recommendations or areas of concern regarding the scope of work requirements in their proposals.

13.1.1 Part I – Technical Proposal/Evaluation Criteria

The offeror shall provide, with their submission of Part I – Technical Proposals, documentation that demonstrates their ability to meet, at a minimum, the qualifications identified below. This would include demonstrating the offeror’s ability to design, fabricate, test, and deliver items in full compliance with the requirements of the SOWs, as identified herein. Offerors must address, at a minimum, the following evaluation factors:

• Experience: The Offeror shall have at least five (5) years of experience in the fabrication, machining, brazing, assembly, inspection, and testing of precision copper assemblies, electromagnets, accelerator components, water-cooled conductors, or similar high-precision industrial equipment. Additionally, the Offeror shall o State the number of years the company has been in operation o Describe previous experience manufacturing OFHC copper assemblies, water-cooled conductors, electromagnets, accelerator components, vacuum-brazed assemblies, or comparable high-precision industrial equipment.

o Describe previous experience performing vacuum oven brazing in accordance with AWS C3.6 requirements or equivalent industry standards.

o If the offeror has been in business for less than five (5) years, the offeror’s key personnel must have a minimum of ten (10) years’ experience.

o Key personnel are defined as the offeror’s Plant Manager, Quality Control Manager, and Lead Engineer.

o Provide the names of the key personnel with a list of dates of experience of each key personnel working in similar roles for other firms.

PLEASE NOTE: As a condition of a subcontract award and its performance, should the subcontractor wish to substitute key personnel proposed for this RFP identified in their response, or during the performance, if after award, the replacement staff must possess education and/or experience equivalent to or exceeding that of the individual(s) being replaced.

• Quality Assurance, Testing and Delivery Capabilities: FFDG will evaluate the Offeror's quality assurance program, inspection and testing capabilities, documentation controls, and ability to successfully meet the delivery schedule requirements of this procurement. Please provide documentation of:

o The Offeror's Quality Management System and quality assurance program o Project-specific Quality Control processes and inspection procedures o Material traceability and nonconformance management processes o Experience performing dimensional inspections, non-destructive examinations, hydrostatic testing, hydraulic flow testing, and electrical resistance testing o Documentation control procedures, including inspection reports, material certifications, and test reports.

o Proposed manufacturing and delivery schedule, including major milestones, hold points, testing activities, and final delivery dates o Resources and staffing available to support successful execution and on-time delivery of the contract requirements.

• Current/Past Projects: FFDG will evaluate the offeror’s previous experience with projects of similar size, scope, and complexity. Please provide documentation of:

o Three (3) projects completed within the past five (5) years of similar type, size, scope, and complexity.

FFDG will be the sole determiner of what is deemed acceptable, with similar type, size, scope and complexity.

13.1.2 Part II – Business Management & Price Proposal

The offeror’s proposed pricing, in accordance with the specifications defined in the documents provided herein, must be included on the Request for Proposal Form provided herein.

The proposed pricing shall be a firm-fixed-price for the work as identified herein, and the price proposal shall be valid for 90 days from the final proposal due date. An Offeror allowing less than the minimum acceptance period as identified herein may be rejected without further consideration for an award.

All pricing must be submitted in USD, and no allowances shall be made for currency conversion during the term of the subcontract.

Economic price escalation language will not be accepted or considered.

FFDG may consider a proposal nonresponsive if the prices proposed are materially unbalanced. A proposal is considered materially unbalanced when the price of one or more line items in a submission is significantly overstated or understated, even though the total price may be acceptable when reviewing using cost or price analysis techniques.

This would include a reasonable doubt that the proposal will result in the lowest overall cost to FFDG, even if it is the lowest evaluated proposal, or if it is so unbalanced as to be tantamount to allowing an advance payment.

When applicable, FFDG will reimburse the subcontractor for actual costs incurred (e.g., freight, pre-pay, and add). No allowance shall be made for overhead and profit; any invoice containing overhead, profit, surcharges, handling costs, etc., will be rejected.

13.1.2.1 Duties/Tariffs (if applicable)

FFDG recognizes that international shipments may be subject to additional charges related to duties and tariffs. Therefore, shipping terms shall be DAP, Incoterms 2020, with the Subcontractor responsible for all shipping and handling costs to Destination, Batavia, Illinois. FNAL will be responsible for payment of duties and will provide broker information to the Subcontractor following award and before shipment.

If an offeror’s response will be subject to duties or tariffs, the offeror MUST disclose this information in their proposal submission.

13.1.2.2 Milestone Payments (if applicable)

FFDG may, at its discretion, consider milestone payments as part of the award determination process. If an offeror proposes milestone payments, such requests must be clearly identified in the original pricing proposal and accompanied by detailed terms and justification. Milestone payments will be evaluated as part of the overall proposal review. Unless milestone payments are expressly approved in writing, payment shall be made upon delivery and acceptance.

FFDG reserves the right to accept or decline milestone payments based on what is determined to be in the best interest of FNAL. FNAL may reject any proposal that includes milestone payments if such terms are determined to introduce undue risk, administrative burden, or misalignment with project objectives.

PLEASE NOTE: FNAL may require a bank guarantee if milestone payments are approved.

THE OFFEROR MUST SUBMIT PRICING USING THE FORM PROVIDED HEREIN.

13.2 Subcontractor Annual Representations & Certifications (SARC) The SARC certification submitted by the successful Offeror will be incorporated into the subsequent subcontract. If an offering entity is a joint venture, association, consortia, or partnership, each member entity must submit an individual Representations and Certifications Form.

13.3 Proposal Certifications, Form PUR-466

The PUR-466 certification submitted by the successful Offeror will be incorporated into the subsequent subcontract. All sections are required to be completed and must be signed by a company official.

ALL submittals must remain as separate documents. PLEASE DO NOT COMBINE INTO A SINGLE PDF or combine Part I – Technical Proposal with Part II – Business Management and Price Proposal. Failure to adhere to the requirements for submission separation could result in disqualification with no further consideration for an award.

14. DESCRIPTION OF WORK

The awarded Subcontractor shall provide all labor, materials, tooling, equipment, and supervision necessary to manufacture, inspect, test, and deliver the PIP-II ORBUMP Coil Assemblies in accordance with the Statement of Work, drawings, specifications, and contract requirements.

15. DELIVERY TERMS

Delivery terms shall be DAP Fermilab, Batavia, IL and shall include shipping/freight costs in their firm-fixed-price proposal submission.

Under no circumstances will FNAL allow fuel surcharges to be added to an invoice or shipment.

16. PROHIBITED CONTRACTING FOR CERTAIN TELECOMMUNICATIONS

FFDG is restricted from procuring or obtaining any equipment, system, or service that provides prohibited telecommunications equipment or services unless FFDG has a waiver approved by DOE- FSO. This includes:

• Telecommunications equipment produced by Huawei Technologies Company or ZTE

Corporation (or any subsidiary or affiliate).

• Video surveillance and telecommunications equipment produced by Hytera Communications

Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate).

• An entity owned or controlled by, or otherwise connected to, the People’s Republic of China.

17. RESTRICTION ON DISCLOSURE AND USE OF DATA

Offerors or quoters who include in their proposals or quotations data that they do not want to be disclosed to the public for any purpose or used by FFDG except for evaluation purposes, shall –

A. Mark the title page with the following legend:

“This proposal or quotation includes data that shall not be disclosed outside FFDG and shall not be duplicated, used, or disclosed – in whole or in part – for any purpose other than to evaluate this proposal or quotation. If, however, a subcontract is awarded to this Offeror or quoter as a result of – or in connection with – the submission of this data, FFDG shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting subcontract. This restriction does not limit FFDG’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets (insert numbers or other identification of sheets)”, and

B. Mark each sheet of data it wishes to restrict with the following legend “Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal or quotation.”

18. EXHIBITS

A. EXHIBIT A – ED0044582-A- ORBUMP Coil Assembly Fermilab SOW B. EXHIBIT B – Full Drawings Package C. EXHIBIT C – Price Proposal Form D. EXHIBIT D – FFDG General Terms and Conditions For Supplies (08.2025) E. EXHIBIT E – FL-55 (Rev. 6-23) 14.0 - Exhibit III-G

F. EXHIBIT F – PUR-466

G. EXHIBIT G – SARC