RFP 386074-DSF.pdf

REQUEST FOR PROPOSAL

#386074-DSF

PCS Flowmeters

AUGUST 17, 2026

Table Contents

1. INTRODUCTION

2. INVITATION TO SUBMIT PROPOSAL

3. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE

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

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 PRICE PROPOSAL

13.2 SUBCONTRACTOR ANNUAL REPRESENTATIONS & CERTIFICATIONS (SARC)

13.3 PROPOSAL CERTIFICATIONS, FORM PUR-466

14. DESCRIPTION OF WORK

15. DELIVERY TERMS

16. RIGHTS IN DATA

17. RESTRICTION ON DISCLOSURE AND USE OF DATA

18. EXHIBITS

EXHIBIT F

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 acquisition of Flowmeters, 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 334513 – Instruments and Related products Manufacturing, Displaying, and Controlling Industrial Process Variables. The small business size standard for this NAICS code is 750 employees.

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 August 21st, 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 mailto:sfryar@fnal.gov

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 its 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. CDT, August 31st, 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 of the chosen method of dispatch.

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 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 lowest price-technically acceptable source selection. An award shall be made to the lowest evaluated proposal that meets or exceeds the acceptability standards for non-cost factors, including past performance. FFDG shall be the sole determiner of what is deemed to be technically acceptable.

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.

13.1 Price Proposal

The offeror shall provide unit pricing for the Flowmeters using Exhibit F, RFP Pricing Sheet.

Additionally, on this sheet, the offeror shall identify the delivery date of the items after an award is made. FFDG requires delivery by September 25th, 2026.

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 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;

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 (Exhibit D).

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 (Exhibit E).

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

14. DESCRIPTION OF WORK

The awarded offeror shall deliver the specified quantities of the items in full compliance with the requirements outlined in the referenced specifications (Exhibit A).

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

15. DELIVERY TERMS

Delivery terms shall be FOB Destination Fermilab, Batavia, IL, which shall include shipping/freight costs within their firm-fixed-price proposal submission.

FFDG requires delivery by September 25th, 2026.

16. 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.

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. Specification ED0048825 B. FFDG General Terms and Conditions (08.2025) C. FL-55 – Small Business Subcontracting Plan D. Subcontractor Annual Representations & Certifications (SARC), Form SARC (Rev. 6) E. Proposal Certifications, Form PUR-466, Rev. 5 (10/14/2025) F. RFP Pricing Sheet

EXHIBIT F

Fermi National Accelerator Laboratory Procurement Department Finance Section

630.840.3665 sfryar@fnal.gov DATE: August 17, 2026 DUE DATE: August 31, 2026

RFP#: 386074-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.

1 257 CT8-M1T1C1-W1 Series CT Coolpoint Vortex Shedding Flow Meter (or equivalent – per specification ED0048825)

N/A

Proposed Delivery Date upon ROA: ___________________

TOTAL ___________

NAICS: 334513

Size STD: 750 Employees

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.

mailto:sfryar@fnal.gov