RFP 379518RLP.pdf

Fermi National Accelerator Laboratory Procurement Department

Finance Section 630-840-2454 rhiannon@fnal.gov

Date:

Request for Proposal #:

Proposals Due:

REQUEST FOR PROPOSAL - THIS IS NOT A PURCHASE ORDER

Fermi Forward Discovery Group, LLC (FFDG) anticipates procurement of the following assemblies for Fermi National Accelerator Laboratory (Fermilab). Fermilab Requests your firm-fixed price proposal for the following:

Pg. 1 of 3

ITEM QTY. DESCRIPTION UNIT PRICE LEAD TIME

Company Name:

Address:

Terms:

FOB: Fermilab Signature & Date: Rhiannon Patterson - Procurement Specialist III

REQUEST FOR PROPOSAL

March 11, 2026

RFP 379518RLP

April 1, 2026

Total Extended Proposal Price: $

Exceptions to specifications and extra charges for containers, tooling, etc. must be clearly indicated.

MATERIALS, SUPPLIES OR SERVICES RESULTING FROM

THIS QUOTE ARE FOR WORK DONE UNDER PRIME

CONTRACT NO. DE AC02 07CH11359 WITH THE UNITED

STATES DEPARTMENT OF ENERGY. ANY ITEMS COVERED

BY G.S.A. CONTRACTS SHOULD BE SO INDICATED.

BPM BUTTON FIRST ARTICLE RUN: SEE ATTACHED

STATEMENT OF WORK AND DRAWING

BPM BUTTON PRODUCTION UNITS: SEE ATTACHED

STATEMENT OF WORK AND DRAWING

1 10

2 390

Fermi National Accelerator Laboratory / Kirk and Pine Street / P.O. Box 500 / Batavia, IL 60510 / www.fnal.gov / fermilab@fnal.gov Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science

RFP # 379518RLP Pg. 2 of 3

The units will ship to: Fermilab Receiving Warehouse 2 Kirk Rd & Wilson Street Batavia, IL 60510 United States

Basis for Subcontract Award

FFDG General Terms and Conditions for Commercial Products and Commercial Services (08.2025)

Offers to include F.O.B. Fermilab delivery terms. All freight charges must be included in your quotation.

The following Representations must be completed and returned with your proposal:

SARC - Subcontractor Annual Reps & Certs (Rev. 7) PUR-466 - Proposal Certifications (Rev. 4 Dated 10/14/2025)

Questions shall be submitted by 5pm CDT March 20, 2026, with Answers provided by March 25, 2026.

Proposals shall be submitted by 5pm CDT April 1, 2026.

All contractural questions shall be directed to:

Rhiannon Patterson Procurement Specialist III rhiannon@fnal.gov

605-431-2905

Please reference specification for Beam Position Monitor fabrication Statement of Work for requirements. The statement of work begins on page four (4) of this request for proposal document.

The following terms and conditions shall become a part of any subsequent purchase order/subcontract resulting from this solicitation.

The above referenced terms and conditions are available on the Fermilab Business Services Web Site. They are PDF Format (hard copy forms are available upon request) and can be accessed at the following URL:

This is a best value trade off source selection. This process permits tradeoffs among cost or price and non-cost factors and allows FFDG to accept other than the lowest priced proposal. All evaluation factors other than cost or price, when combined, are significantly more important (approximately equal to or significantly less important) than cost or price.

Award shall be made to the supplier who is deemed responsible by FFDG, whose proposal conforms to the solicitation's requirements, and is judged to represent best value to FFDG. FFDG intends to award without discussions.

https://procurement.fnal.gov/terms-conditions/

The RFP response shall include a completed RFP page, SARC Form (if not completed in the last year), and a PUR- 466 Form.

Fermi National Accelerator Laboratory / Kirk and Pine Street / P.O. Box 500 / Batavia, IL 60510 / www.fnal.gov / fermilab@fnal.gov Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science https://procurement.fnal.gov/terms-conditions/ https://procurement.fnal.gov/terms-conditions/ https://procurement.fnal.gov/terms-conditions/ https://procurement.fnal.gov/terms-conditions/ mailto:rhiannon@fnal.gov https://procurement.fnal.gov/terms-conditions/

RFP # 379518RLP Pg. 3 of 3

Appendix A - Bid Evaluation Criteria

Below categories are ranked in order of importance, with most important being highest on the list.

1. Price

2.

3.

4.

5.

6. Past FNAL Experience: Examples of past experience with FNAL or other DOE laboratories.

Past Experience: Examples of past projects (within the last five years) that closely match this scope in complexity and value, and that best illustrate the bidder's capability, experience, and performance.

Technical Proposal: Detailed information on all materials, including material properties, and bulk materials to be used.

Technical Requirements: Vendor demonstrates the ability to fully meet or exceed all mandatory technical requirements contained in ED0045429 Table 3.

Quality Assurance: A detailed quality assurance plan, including methods to be used to verify material properties, find defects, flaws, and criteria for rejecting parts per ED0045429 Table 4.

Fermi National Accelerator Laboratory / Kirk and Pine Street / P.O. Box 500 / Batavia, IL 60510 / www.fnal.gov / fermilab@fnal.gov Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science

Statement of Work for the PIP-II Beam Position

Monitor Fabrication

Preparation Date: 4 November 2025

Date: 4 November 2025

Preparing Organization: AD/MSD/Instrumentation, FNAL

Document Number: ED0045429

Statement of Work

Fermi National Accelerator Laboratory 2

Document Approval

Signatures Required Date Approved

Originator: Dakota Krokosz As in Teamcenter

Reviewer: Victor Scarpine As in Teamcenter

Approver: Nathan Eddy As in Teamcenter

Approver: Aisha Ibrahim As in Teamcenter

Revision History

Revision Date of Release Description of Change

- 1/16/2026 Date of Creation.

A 1/21/2026 Updated language in Quality Control section.

B 2/3/2026 Updated delivery dates and offeror criteria.

C 3/10/2026 Updated language in Section 6.1.

Fermi National Accelerator Laboratory 3

Table of Contents

1. INTRODUCTION

2. SCOPE

3. READINESS REVIEWS, HOLD POINTS, AND PROGRESS MONITORING

4. REQUIREMENTS

5. Quality Assurance and Milestones

5.1. Equipment Calibration Records

5.2. Warranty

6. DELIVERY AND ACCEPTABILITY TESTING

6.1. DOCUMENTATION TO BE SUPPLIED PRIOR TO SHIPMENTS

6.2. CONFORMANCE AND ACCEPTANCE

6.3. PACKAGING AND SHIPPING

APPENDIX A

A.1 ACRONYMS AND DEFINITIONS

Fermi National Accelerator Laboratory 4

1. INTRODUCTION

The PIP-II particle accelerator will be the new heart of Fermilab, featuring a brand-new, 800-MeV, leading-edge superconducting linear accelerator. Its high intensity proton beam will power a broad range of particle physics experiments for decades to come and maintain Fermilab’s leadership as one of the world’s premier particle physics laboratories. PIP-II will enable the most intense high-energy neutrino beam for the laboratory’s flagship project— the Long Baseline Neutrino Facility and Deep Underground Neutrino Experiment (LBNF/DUNE).

This Statement of Work (SOW) provides details on technical tasks and requirements for prospective subcontractors such as reports, documentation, schedule, change management, deliverables, and communication with FNAL regarding the PIP-II Beam Position Monitors (BPM).

2. SCOPE

The primary scope of work covers the fabrication, quality control, testing, and delivery for a build-to-print package of the PIP-II BPM (FNAL DWG #F10178491) as shown in Figure 1. The scope of this document is limited to Table

1 which outlines the list of contract deliverables including documentation of the PIP-II BPM. Electronics, cables, and surrounding components are not included in the scope of this work. Only released drawings shall be used for fabrication.

Figure 1: Beam Position Monitor Button Assembly

Knife Edge

Connector Feedthrough

Part Number and Serial Number

CF Flange

Electrode

Fermi National Accelerator Laboratory 5

Table 1: Table of Deliverables

Item Drawing

Number

Revision Quantity Notes Delivery Date

1.1

F10178491 - 10 First Article run (These units will be used for production after testing concludes)

September 30th, 1.2

F10178491 - 390 Additional Production units* January 31st, 2027

An offeror must submit the following items to be considered responsive:

1) The Offeror shall provide pricing for a first article run and subsequent production. If deemed acceptable, FNAL will approve the fabrication of the production units.

P LEASE NOTE: FFDG reserves the right to award or to not award the production units, whatever is deemed to be in the best interest of FNAL.

2) The Offeror shall provide evidence of prior experience of projects of similar size and scope. At a minimum the offeror must demonstrate a minimum of 5 years’ experience with hermetic feedthroughs fabrication, materials, and procedures. This would include providing, with your submission, a minimum of (3) three references/projects of similar size and scope.

3) The Offeror shall provide with their submission detailed written information on all materials, material properties, and bulk materials to be used.

4) The Offeror shall provide with their submission, a detailed quality assurance plan. At a minimum, the plan shall include the methods to be used to verify material properties, find defects, flaws, test procedures, and criteria for rejecting parts.

5) The Offeror shall provide with their submission, a detailed project quality control plan. At a minimum, the plan shall include equipment, processes, tests, and criterion for rejection to perform the required inspections outlined in Table 4.

6) The Offeror shall provide a production schedule, including the proposed timeline for first article development, and, if awarded, the full production schedule. If FNAL awards the full production subcontract, all production items must be completed no later than January 31st, 2027.

Fermi National Accelerator Laboratory 6

3. READINESS REVIEWS, HOLD POINTS, AND PROGRESS MONITORING

FNAL reserves the right to be present, or to be represented by an organization of its choice, to witness any manufacturing step carried out at the subcontractor’s or his subcontractor’s premises. The subcontractor shall assign a person responsible for the technical execution of the sub-contract and its follow-up, a person responsible for the commercial follow-up as well as a person responsible for the Quality Control (QC), throughout the duration of the contract.

Within two weeks from award, a kick-off meeting shall be scheduled to initiate technical and commercial discussion between the representatives from FNAL and the subcontractor. Bi-weekly updates by e-mail shall be delivered to

Fermilab’s designated point of contact. FNAL representatives will always be available to respond any time if questions shall arise.

Before starting any fabrication / procurement activity, the Manufacturing Readiness Review (MRR) shall be organized to allow FNAL reviewers to assess the subcontractor’s level of preparation to proceed to the manufacturing and procurement phase; Manufacturing and Inspection Plan (MIP) shall be presented by the subcontractor at this time. Steel for the yoke fabrication shall not be machined until all the MRR’s recommendations have been addressed and FNAL has provided a written approval. Review’s recommendations (if any) based on the presented material shall be addressed within two weeks from the conclusion of the MRR. Upon conclusion of the

MRR, the subcontractor will be allowed by FNAL to proceed with the fabrication / procurement phase.

A hold point is defined as the moment in time, usually at the end of a fabrication, processing, or quality control step, wherein the process needs to be stopped in order to allow the FNAL representative to review documentation, monitor the progress, and perform additional QCs deemed necessary. Acceptance of the supply shall be given by

FNAL only after the delivered supply is deemed to be in conformity with the contract including documentation referred to in this specification, all tests specified have been successfully completed and all tests or other certificates have been submitted to FNAL.

Below, in Table 2, please find the Hold Points and expected duration. If your duration differs, please provide proposed durations in your response.

Fermi National Accelerator Laboratory 7

Table 2: Hold Points

Hold

Point

Description Deliverables Notes Expected

Duration

Hold

Point 1

Manufacturing

Readiness

Review

Vendor provides manufacturing drawing package.

Vendor provides updated schedule.

----- 4 Weeks

Hold

Point 2

Vendor QC of the first article run on

F10178491

QC according to

Table 4

Generate and deliver QC report to

FNAL per run.

Hold occurs after assembly of the first article run, after the

QC has been completed.

Vendor QC is to be done per run. Testing shall be done on

100% of the quantity being delivered to FNAL.

4 Weeks

Hold

Point 3

FNAL QC of the first article run

F10178491

QC according to Table 4.

Table 4

Document required changes of the first article run.

Approval and acceptance of first article.

Hold occurs after shipment of chamber batch to FNAL.

FNAL QC shall be performed on 100% of the quantity per batch being received by the vendor.

4 Weeks for First

Article Run

Hold

Point 4

Vendor QC of production quantity

QC according to

Table 4

Generate and deliver QC report per batch.

Hold occurs after assembly of the chamber batch, after the

QC has been completed.

Vendor QC is to be done per batch. Testing shall be done on 100% of the quantity being delivered to FNAL.

12 Weeks

Hold

Point 5

FNAL QC of production quantity

QC according to

Table 4

Approval and acceptance of production quantity per batch.

Hold occurs after shipment of chamber batch to FNAL.

FNAL QC shall be performed on 100% of the quantity per batch being received by the vendor.

12 Weeks

4. REQUIREMENTS

Table 3 lists technical requirements for the PIP-II Laserwire magnets. The subcontractor may request modifications to facilitate fabrication or improve performance. Any requested deviations shall be clearly indicated, discussed, and be subject to written approval by FNAL. Alternative design standards to those required below shall be proposed for

Fermi National Accelerator Laboratory 8 review and approval by FNAL prior to implementation. Any modifications are pursuant to FermiForward General

Terms and Conditions included herein.

Table 3: Technical Requirements

Requirement # Requirement Statement

4.1 Knife-Edges shall be manufactured to standards outlined in ASTM E2734 per 2-1/8” CF

Flange. Equivalent specifications are shown on DWG NO. F10178491.

4.2 The housing shall be made from 316L Stainless-steel.

4.3 The electrode shall be made from 316L Stainless-steel.

4.4 The button shall be designed to an impedance of 50Ω.

4.5 The button capacitance shall not exceed the range of 5 pF - 15 pF.

4.6 The electrical port shall be an SMA-female connector according to MIL-STD 348B Fig.

310-2.

4.7 Each button shall be scribed with the part number, revision number, and serial number.

5. Quality Assurance and Milestones

The subcontractor shall plan, establish, implement, and adhere to a documented quality assurance program that fulfills all the requirements described in this SOW. In addition to the requirements of Section 4, the subcontractor may propose any internationally recognized design standard, subject to prior written approval by FNAL. The subcontractor shall state their intended method of design including applicable codes as part of their proposal. FNAL reserves the right to disapprove and exclude the use of certain codes or standards. Any information in the documentation that is considered proprietary should be marked as such.

5.1. Equipment Calibration Records

The subcontractor shall maintain records of all equipment used to fabricate, test, and measure all components delivered to the Company. The subcontractor must ensure that all equipment is calibrated in accordance with the equipment manufacturer’s specifications and is traceable to the U.S. National Institute of Standards and Technology or equivalent standards laboratory. The records shall contain the equipment name, model number and serial number if applicable, the calibration date, the applicable calibration procedures, and the serial numbers of the calibration standards. All equipment used must be traceable to the serial numbers of the samples and final components

5.2. Warranty

The manufactured components shall be warranted for 12 months after final acceptance at the Company’s Site.

Fermi National Accelerator Laboratory 9

Table 4: QC Tests

QC Test Description

QC Test #1

Assembly shall be vacuum tight. No leak shall be detectable on the most sensitive scale of a helium mass spectrometer leak detector with a minimum sensitivity of 1e-10 ATM-CC/SEC for helium

QC Test #2 Return loss shall be less than -20 dB.

QC Test #3 Perform dielectric withstand test (HiPot) between center conductor and flange ground at 500 VRMS at 60 Hz for at a minimum of 1 minute with no breakdown or flashover.

QC Test #4 Time delay consistency shall be measured to be within ± 10 ps.

QC Test #5 The impedance of each assembly shall be measured to 50Ω ± 1Ω.

Table 5: Key Milestones

Milestone Description

5.1 Kickoff meeting between FNAL and Vendor within 2-weeks of sub-contract award date.

5.1.a Status updates will be held every 2 weeks until delivery of first article.

5.2 Vendor to complete fabrication design proposal based on FNAL print package, fabrication prints are to be sent to FNAL for review when complete.

5.2.a FNAL must approve all dimensional deviations from reference design

5.3 Pre-production fabrication starts after this approval

5.3.a Completion of Pre-Production BPM and QC at vendor (FNAL reserves the right to observe critical

QC stages at the subcontractor).

5.5 Vendor delivers first article run to FNAL.

5.6 FNAL evaluates quality, cleanliness, fitment, and performance of first article run.

5.7 FNAL meets with vendor to dictate any changes if required.

5.8 FNAL provides approval of first article run, vendor can proceed with production of additional units.

5.9 After QC acceptance by FNAL, vendor delivers additional units agreed upon in bid package.

5.10 FNAL evaluates quality, cleanliness, fitment, and performance of production units.

5.11 FNAL provides acceptance of production units.

Fermi National Accelerator Laboratory 10

6. DELIVERY AND ACCEPTABILITY TESTING

The subcontractor is required to procure, build, test, and deliver items per Section 4. All phases of fabrication shall be in accordance with the documents provided by the subcontractor and conform to the specifications in Section 4 above. Any conflict or ambiguity in the document(s) shall be brought to the attention of the FNAL procurement representative prior to any work being done or cost being incurred by FNAL.

6.1. DOCUMENTATION TO BE SUPPLIED PRIOR TO SHIPMENTS

1. For each button assembly the subcontractor shall provide a Certificate of Conformance that includes the following, this shall be provided at hold points 2 and 4:

a. Reports of QC inspections as defined in the Table 1 deliverables. The reports shall be delivered to

FNAL upon completion of the QC hold point, before the next hold point is reached. Approval of the hold point will not be given by FNAL if all reports are not delivered.

b. Parts to be assembled and packaged to assure no contamination from foreign materials, metal chips, or other contaminates.

c. Packaging shall be sufficient to protect parts from damage during shipment.

2. Traceability information from raw materials.

a. Non-conformance reports.

b. Material certifications.

6.2. CONFORMANCE AND ACCEPTANCE

1. Acceptance tests performed at FNAL will include:

a. Measurements for dimensional conformance.

b. Visual inspection to ensure they’re free of scratches, deformations, and other defects.

c. HiPot, Impedance, and time delay testing.

6.3. PACKAGING AND SHIPPING

The subcontractor is responsible for the packing and where specified by FNAL for the transport to Fermilab of each.

In all cases, the subcontractor shall ensure that the equipment is delivered to Fermilab or to any other location without damage and any possible deterioration in performance due to transport conditions. The contractor shall comply with professional regulations in matter of packing and shipping.

Fermi National Accelerator Laboratory 11

APPENDIX A

A.1 ACRONYMS AND DEFINITIONS

FNAL Fermi National Accelerator Lab

FFDG Fermi Forward Discovery Group

MIP Manufacturing and Inspection Plan

MRR Manufacturing Readiness Review

PIP-II Proton Improvement Plan Phase 2

RFI Request For Information

RFP Request For Proposal

SOW Statement of Work

UNLESS OTHERWISE SPECIFIED

±X ±X.X ±X.XX ±X/X ±X°

2 0.3 0.12 N/A 1°

BREAK ALL SHARP EDGES, MAX: 0.5

DO NOT SCALE DRAWING

DIMENSIONS BASED ON: ASME Y14.5M-2009

MAX MACHINE ALL SURFACES, Ra: 0.8

DRAWING UNITS: MM

THIRD ANGLE PROJECTION

FERMI NATIONAL ACCELERATOR LABORATORY

UNITED STATES DEPARTMENT OF ENERGY

NAME

PIP-II MEBT WARM BPM SMA FEEDTHRU CONNECTOR

FLANGE

SCALE SIZE DRAWING NUMBER SHEET REV

2:1 A2 F10178491 1 OF 1 A

DRAWN W.DERYLO DATE 06-Jan-2023 CHECKED D. KROKOSZ DATE 12-Jan-2023 APPROVED M.ALVAREZ DATE 17-Jan-2023

USED ON

F10178132

MATERIAL

316L STAINLESS STEEL, ANNEALED

GROUP: Accelerator Mechanical Support CAGE CODE: OU5R6

REV REVISION CONTROL DOCUMENT DATES SIGNATURES

A F10178491-A-RCD 06-Mar-2023 DRAWN W.DERYLO 17-Mar-2023 APPROVED M.ALVAREZ

DESCRIPTION: PIP-II MEBT WARM BPM SMA FEEDTHRU CONNECTOR FLANGE

PROJECT: PIP-II

CATEGORY: FLANGE

TEMPLATE VERSION: 2021.08.06

A A

SECTION A-A

A

A

B

B

C

C

D

D

MIN.11.4 12.26

MAX.25.15⌀

2.15� �

A

0.45R

25.15 ±0.07⌀

0.64

ETCH PART

AND SERIAL

NUMBERS

DETAIL B

SCALE 10:1

B

1.47

SMA

3.5mm 2.92mm

THRU ONE WALL

1 ±0.05⌀

∥ 0.1 A

X 4 ⌀ 6.6 ±0.12 THRU

B.C. ⌀41.3

2X

(SEE DETAIL B)

3 ±0.12

45°

DETAIL C

SCALE 8:1

DETAIL C

DETAIL D

SCALE 10:1

33.02 ±0.1

R0.13 MAX.

R0.25 MAX.

DETAIL D

⏥ 0.025

∥ 0.025 C

MIN.1.2

D

C

0.66 ±0.05

27.69 ±0.1

⌰ 0.08 D

20°

0.8

NOTES:

1) KNIFE EDGE FLANGE PER ASTM E2734.

2) POLISH ALL SURFACES TO AN Ra=0.8 OR BETTER. POLISHING MEDIA TO BE

APPROVED BY FERMILAB.

3) PART IS TO BE PACKAGED TO ASSURE NO CONTAMINATION FROM FOREIGN

MATERIALS, METAL CHIPS, AND OTHER CONTAMINANTS.

4) ALL PACKAGING, ASSEMBLY, AND HANDLING IS TO CONFORM TO STANDARD

ULTRA HIGH VACUUM PRACTICE.

B

90°

54 ±0.75⌀

⌾ .25 B

A

A