RFP 384626-DSF.pdf

REQUEST FOR PROPOSAL

#384626-DSF

PIP-II HB650 CM3 Magnetic Shields

JULY 28, 2026

Table Contents

1. INTRODUCTION

2. INVITATION TO SUBMIT PROPOSAL

3. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

4. SMALL BUSINESS SUBCONTRACTING PLAN

5. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS / QUESTION PERIOD .. 1

6. CONTACT WITH FFDG PERSONNEL/BLACKOUT PERIOD

7. AMENDMENT OF SOLICITATION

8. PROPOSAL DUE DATE

9. LATE SUBMISSION

10. EXCEPTIONS AND DEVIATIONS

11. OFFEROR’S MODIFICATION AND WITHDRAWAL OF PROPOSALS

12. ORDER OF PRECEDENCE

13. SUBCONTRACT AWARD

14. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

14.1 PROPOSAL SUBMISSION FORMAT

14.1.1 PART I – TECHNICAL PROPOSAL/EVALUATION CRITERIA

14.1.1.1 TECHNICAL MERIT & QUALITY

14.1.1.2 PAST EXPERIENCE

14.1.1.3 MANAGEMENT CONTROL PLAN

14.1.1.4 DELIVERY SCHEDULE AND MILESTONES

14.1.2 PART II – BUSINESS MANAGEMENT & PRICE PROPOSAL

14.1.2.1 PRICE PROPOSAL

14.2 DUTIES/TARIFFS

14.3 MILESTONE PAYMENTS

14.4 SUBCONTRACTOR ANNUAL REPRESENTATIONS & CERTIFICATIONS (SARC)

14.5 PROPOSAL CERTIFICATIONS, FORM PUR-466

15. DESCRIPTION OF WORK

16. DELIVERY TERMS

17. RIGHTS IN DATA

18. RESTRICTION ON DISCLOSURE AND USE OF DATA

19. EXHIBITS

EXHIBIT A

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 fabrication testing, documentation, and delivery of Magnetic Shields in accordance with the requirements of this specification, 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

This acquisition is unrestricted and contains no set-aside provisions. The North American Industry Classification System (NAICS) code for this solicitation is 332999 – All Other Miscellaneous Fabricated Metal Product Manufacturing. The small business size standard for this NAICS code is 750 employees.

4. SMALL BUSINESS SUBCONTRACTING PLAN

This solicitation mandates the submission of a small business subcontracting plan if the awardee does not meet the definition of a small business as described herein 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 E, FL-55 - Small Business Subcontracting Plan). A draft plan must be submitted with your RFP response if the value exceeds $750,000.00.

The Subcontracting Plan must fully comply with the requirements set forth in FAR 52.219-9, Small Business Subcontracting Plan. At a minimum, the plan shall establish specific, measurable subcontracting goals for participation by the following categories of small business concerns:

• Small Business (SB)

• Small Disadvantaged Business (SDB)

• Women-Owned Small Business (WOSB)

• Service-Disabled Veteran-Owned Small Business (SDVOSB)

• HUBZone Small Business

Offerors are expected to demonstrate a clear, actionable strategy for achieving these goals, including identification of potential subcontracting opportunities and methods for outreach, inclusion, and utilization of small business concerns.

Failure to submit a compliant, thorough, and acceptable Small Business Subcontracting Plan at the time of proposal submission may result in the proposal being rejected without any further consideration for award.

5. 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 August 5th, 2026, 2:00 PM CDT, and submit it 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: Seth Fryar Phone: (630) 840-3665 Email: sfryar@fnal.gov

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

6. 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 its designee reserves the right to disqualify any offeror found to have contacted FFDG personnel in any manner regarding the proposal request.

7. 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.

8. PROPOSAL DUE DATE

The offeror’s proposal shall be emailed to the Procurement Specialist no later than 2:00 P.M. CDT, August 26th, 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.

9. LATE SUBMISSION

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

10. EXCEPTIONS AND DEVIATIONS

Any exceptions to the General Terms and Conditions identified herein MUST be documented on a mailto:sfryar@fnal.gov 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 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.

11. 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.

12. 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.

13. 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.

14. PREPARATION, SUBMISSION, AND EVALUATION OF PROPOSALS

This is a best-value trade-off source selection. This process permits tradeoffs between cost or price and non-cost factors, including past performance. As a result, FFDG will accept an offer based on the totality of the proposal, not simply based on the lowest-priced proposal. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. An award shall be made to the offeror who is deemed responsible by FFDG, whose proposal conforms to the solicitation requirements, and is judged to represent the best value for FFDG. FFDG intends to make an award without discussion.

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 all 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 responsible, and whether a proposal is deemed to be technically acceptable.

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

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 though it may be the lowest evaluated proposal, or if it is so unbalanced as to be tantamount to allowing an advance payment.

14.1 Proposal Submission Format

The proposal shall be submitted in two (2) parts: Part I – Technical Proposal and Part II – Business/Cost/Price. Under no circumstances 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 need to explain, provide supporting documentation, and submit a well-organized response addressing each of the Evaluation Criteria below to assist FFDG in the Source Selection process. The submission must include sufficient information to allow FFDG to assess the offeror’s technical capability and, to the extent to which the proposal approach meets the requirements of the Statement of Work.

Additionally, offerors may include recommendations or areas of concern regarding the scope of work requirements in their proposals.

14.1.1 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 shall include demonstrating the Offeror's ability to fabricate, test, and deliver the assemblies in full compliance with the requirements of the Statement of Work (SOW) ED0047900 (Exhibit C). Offerors must address, at a minimum, the following evaluation factors:

14.1.1.1 Technical Merit & Quality

For Technical Merit & Quality, the offeror shall address the following:

• Overall Quality of Proposal – Offerors are to submit a detailed technical proposal that demonstrates the ability of the Offeror to fully meet or exceed all mandatory fabrication specifications and technical requirements contained in the SOW (Exhibit C).

• Technical Capabilities, Experience, and Infrastructure – Offerors shall include documentation showing technical capabilities, staffing level and experience, and infrastructure to fabricate, assemble, and perform all testing specified in the SOW (Exhibit C). Offerors shall disclose what part of the work, if any, will be sub-contracted.

• Materials – Offeror shall include magnetic shield material used for the assemblies (See SOW, Section 3.1).

• Quality Assurance Plan – Offeror shall provide a detailed Quality Assurance Plan. This plan shall include the methods to be used to verify material properties, find defects, flaws, test procedures and the criteria for rejecting parts.

14.1.1.2 Past Experience

Offerors shall demonstrate successful completion of projects of similar size, scope, and complexity. At minimum, the offeror shall submit a minimum of three (3) relevant examples from the past five (5) years.

Each example shall include the following:

• Customer name;

• Project Name and Location;

• Project Description;

• Total Contract Amount;

• Contracted project schedule duration;

• Project Start and Completion Date. If a current project, please provide the percent (%) complete and the projected completion date;

• Examples of relevant project documentation, as applicable.

14.1.1.3 Management Control Plan

Offerors shall provide documentation demonstrating their ability to ensure the required quality standards as defined in the SOW (Exhibit C) throughout the entire execution of the project.

Examples of documentation developed for similar projects within the past five

(5) years (e.g., Quality Control Plan, Manufacturing Inspection Plan, Factory Acceptance Verification Matrix) that demonstrate the ability to perform inspection and testing will be considered as part of the technical evaluation.

As part of the Management Control Plan, the Offeror shall specify how the dimensional conformance of formed parts will be controlled.

14.1.1.4 Delivery Schedule and Milestones

Offerors shall include computer-generated documentation (e.g., Gantt chart or similar) demonstrating a detailed schedule that meets the lead times as defined in the SOW (see SOW, Section 2).

14.1.2 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 OFFEROR MUST SUBMIT PRICING USING THE 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.

THE OFFEROR MUST SUBMIT PRICING USING THE FORM PROVIDED

HEREIN (see EXHIBIT A).

14.1.2.1 Price Proposal

Offerors shall submit a firm-fixed-price proposal for the assemblies in accordance with the Statement of Work.

14.2 Duties/Tariffs

FFDG recognizes that international shipments may be subject to import duties, tariffs, taxes, and other customs-related charges. Shipments shall be made DAP (Incoterms 2020) to Batavia, Illinois. The Subcontractor shall be responsible for all shipping, transportation, export clearance, and handling costs necessary to deliver the goods to the named destination in Batavia, Illinois.

PLEASE NOTE: The Subcontractor's delivery responsibility does not end at Chicago O'Hare International Airport or any other U.S. port of entry. FNAL will be responsible for import customs clearance and payment of applicable import duties, tariffs, and other official import charges. Following the award and prior to shipment, FNAL will provide the Subcontractor with the contact information for its designated customs broker. Additionally, if the customs broker identifies visible or significant damage upon inspection, the broker reserves the right to refuse acceptance of the shipment.

14.3 Milestone Payments

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.

FFDG reserves the right to accept or reject 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 pose undue risk, impose an administrative burden, or be misaligned with project objectives.

14.4 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 (Exhibit F).

14.5 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 (Exhibit G).

ALL submittals must remain as separate documents. Please do not combine.

15. DESCRIPTION OF WORK

The selected subcontractor shall provide all labor, materials, tools, equipment, and supervision required to manufacture, inspect, test, package, and deliver the assemblies in accordance with the Statement of Work.

PLEASE NOTE: If a subcontract is awarded to the offeror, payment shall be issued upon delivery, inspection, testing (if applicable), and acceptance of each assembly as defined on the Request for Proposal Form, pursuant to the General Terms and Conditions, the Statement of Work, and the Technical Specifications as identified herein.

16. DELIVERY TERMS

For international shipments, see Section 14.2, Duties/Tariffs.

For domestic shipments within the United States, delivery shall be FOB Destination, Batavia, Illinois, with the Subcontractor responsible for all costs and risks of transportation until delivery is made at the designated destination.

17. RIGHTS IN DATA

Any subcontract awarded as a result of this solicitation shall be subject to the requirements of FAR 52.227-14, Rights in Data—General, and DEAR Subpart 927.4, Rights in Data and Copyrights, as applicable under the subcontract. By submitting a proposal, the Offeror acknowledges and agrees to comply with these requirements and to execute any additional data rights provisions necessary to implement the Government's rights under the subcontract.

The Offeror shall identify in its proposal any technical data, computer software, or other information that it asserts to be proprietary or subject to restrictions on the Government's or the Subcontractor's rights of use, release, disclosure, or reproduction. Such assertions shall be clearly identified and marked in accordance with applicable FAR and DEAR requirements. Failure to identify and properly mark restricted data may result in the Government obtaining unlimited or other applicable rights as provided by the contract.

The successful Offeror shall grant the data rights required under the subcontract consistent with FAR 52.227-14 and DEAR Subpart 927.4 and shall flow down all applicable data rights requirements to lower-tier subcontractors performing work under the subcontract.

18. 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.”

19. EXHIBITS

A. EXHIBIT A – Pricing Form B. EXHIBIT B – FFDG General Terms and Conditions C. EXHIBIT C – Statement of Work (SOW) ED0047900 D. EXHIBIT D – Associated Drawings (Available Upon Request to sfryar@fnal.gov) E. EXHIBIT E – FL-55 – Small Business Subcontracting Plan F. EXHIBIT F – SARC, Subcontractor Annual Representations & Certifications G. EXHIBIT G – PUR-466 Proposal Certifications H. EXHIBIT H – Sample Subcontract

EXHIBIT A

Fermi National Accelerator Laboratory Procurement Department Finance Section

630.840.3665 sfryar@fnal.gov DATE: July 28, 2026 DUE DATE: August 26, 2026

RFP#:384626-DSF

REQUEST FOR PROPOSAL SUBMITTAL SHEET

ITEM QTY DESCRIPTION

HTS/Taric Code

UNIT

PRICE

TOTAL

(USD)

Firm-fixed price proposal for the following items per the terms and conditions referenced herein.

1 1 F10196665 REV C – PROCUREMENT ASSY, HB650 GLOBAL MAG _________ ___________

2 1 F10141950 REV E – KIT, STRONGBACK MAG SHIELD _________ ___________

3 6 F10137913 REV B – KIT, MAG SHIELD, COUPLER _________ ___________

4 6 F10193448 REV B – KIT, TUNER MOTOR MAG SHIELD _________ ___________

5 6 F10111970 REV G – ASSEMBLY, MAGNETIC SHIELD-650MHz-B92 _________ ___________

TOTAL (Items 1-5) ___________

ANY AND ALL exceptions to specifications and/or extra charges for containers, tooling, etc. MUST be clearly indicated.

COMPANY NAME ___________________________________ MATERIALS, SUPPLIES OR SERVICES RESULTING FROM THE QUOTE ADDRESS ____________________________________ ARE FOR WORK DONE UNDER PRIME CONTRACT#DE AC02-07CH11359 TERMS NET 30 FOB FERMILAB/BATAVIA, IL WITH THE UNITED STATES DEPARTMENT OF ENERGY. ANY ITEMS SUBMITTED BY ___________________________________ COVERED BY G.S.A. CONTRACTS SHOULD ALSO BE INDICATED.