RFP LBNF-372089-BF-01.pdf

Request for Proposals Number LBNF-372089-BF-01 for

LBNF/DUNE-US Cryostat Temporary Ventilation

This Request for Proposal consists of a model Subcontract in Sections A through J and a Request for Proposal in Sections K through M.

Questions and inquiries are to be submitted via e-mail to Bridget Fugett at bridget@fnal.gov no later than 4:00 p.m. Mountain Time on April 28, 2026.

Proposals are to be submitted via e-mail to Bridget Fugett at bridget@fnal.gov no later than 4:00 p.m.

Mountain Time on May 12, 2026.

mailto:bridget@fnal.gov

Subcontract Number TBD for

LBNF/DUNE-US Cryostat Temporary Ventilation

Table of Contents Section A - Award

A1. Identification of Parties

A2. Subcontract Issued Under Prime Contract

A3. Relationships

A4. General Purpose of the Subcontract

A5. Period of Performance

A6. Order of Precedence

A7. Agreement

A8. Signature

Section B - Supplies or Services and Prices

B1. Prices

B2. Firm Fixed Prices (FFP)

B3. Unit Prices for Change Orders

B4. Reserved

B5. Reserved

B6. Reserved

Section C - Description of Work

C1. Standards of Performance

C2. Technical Reports

C3. Conduct of Employees

C4. Statement of Work

Section D - Packaging and Marking

D1. Packaging and Marking

D2. Shipping Address

Section E - Inspection and Acceptance

E1. Inspection and Acceptance

Section F - Deliveries or Periods of Performance

F1. Period of Performance

G1. Subcontract Administration

G2. Notification of Potential Changes

G3. Invoices

G3.1 General Invoice Requirements

G4. Reserved

G5. Payment Schedule

G6. For Construction

G7. Closeout

H1. FFDG Furnished U.S. Government Property

H2. Insurance

H3. Warranties

H4. Technical Direction

H5. Supervision

H6. Additional Requirements

H7. Additional Subcontract Terms for Work Performed at the Sanford Underground Research Facility

H8. Reserved

H9. Small Business Subcontracting Plan

I. General Clauses

J1. Incorporated Documents

L1. Instructions for Proposal:

L2. Evaluation of the Proposal:

L3. Proposal Response and Due Date and Time

L4. Inquiries and Questions:

L5. Minimum Offer Acceptance Period

L6. Mandatory Pre-Proposal Conference and Optional Site Visit

L7. Additional Terms and Conditions:

L8. Amendment

L9. Release of Claims, Liability, and Preparation Expenses:

L10. Exceptions:

L11. Authorized Negotiators:

L12. Errors in Proposals

L13. Late Submissions, Modifications, and Withdrawals of Proposals

L13. Responsible Offeror:

L13. Certified Pricing Data

L14. Award of Subcontract:

L15. Projected Award Date:

L16. Subcontracting:

L17. Notification of Award

L18. Summary

M1. Basis for Subcontract Award

M2. Mandatory Requirements

M3. Technical Evaluation Factors

M4. Evaluated Price

Section A - Award

A1. Identification of Parties This Subcontract is between Fermi Forward Discovery Group, LLC (“FFDG”) and the party identified in A8. below as the Subcontractor (“Subcontractor”).

A2. Subcontract Issued Under Prime Contract This Subcontract is issued under Prime Contract No. 89243024CS000002 between the United States Government (“Government”), represented by the Department of Energy (“DOE”), and Fermi Forward Discovery Group (FFDG) for the management and operation of the Fermi National Accelerator Laboratory (“FNAL” or “Fermilab”) and the performance of research and development work.

A3. Relationships Nothing in this Subcontract shall be deemed as creating any relationship between FFDG and Subcontractor other than that of contractor and Subcontractor or buyer and seller. Subcontractor shall not interpret any clause contained herein as being binding or purporting to bind the United States Government, its officers, or its agents.

A4. General Purpose of the Subcontract The general purpose of this Subcontract is the acquisition of an air handling unit constructed of shipping splits, which is required during the installation of cryostat membrane, insulation, and detector components.

The system will feed conditioned air to the cryostat and circulate air using large feedthroughs in the roof of the cryostat. The air handling equipment will connect to the cryostat via non-conductive duct material to custom duct adapters as provided by FFDG. The air handling equipment shall be electrically connected in conduit to the designated power panel, which is provided by FFDG.

The scope encompasses an air handling system, specifying the total air flow into the cryostats. This includes ducting (flexible or fixed) connecting the air handling equipment to the cryostat input ports. The vendor will procure all materials, fabricate, assemble, test, package, deliver, and install the completed product for the Long Baseline Neutrino Facility (LBNF) Deep Underground Neutrino Experiment (DUNE), Far Detector and Cryogenics (FDC) subproject, located at the 4850 level underground at the Sanford Underground Research Facility (SURF) in Lead, SD.

A5. Period of Performance The required delivery dates are identified in F1 of the Subcontract.

A6. Order of Precedence Any inconsistency in this Subcontract shall be resolved by giving precedence in the following order:

Section A, B, D, E, F, G, H, I, C, and J.

A7. Agreement The parties agree to perform their respective obligations in accordance with the sections, terms, and conditions, the documents referenced or incorporated herein, which constitute the entire Subcontract and shall supersede all prior negotiations, representations, or agreements, whether verbal or written.

A8. Signature The parties have caused this Subcontract to be executed by their duly authorized agents by their signatures below.

SUBCONTRACTOR (TBD) FERMIFORWARD DISCOVERY GROUP, LLC.

Signature: Signature:

Name: Name:

Title: Title:

Date: Date:

[END SECTION]

Section B - Supplies or Services and Prices

B1. Prices The Subcontractor shall provide the supplies or services at the prices shown in the table below.

Subcontract Line Item Number (SLIN) Description Prices

01 Cryostat Ventilation System $ , Firm Fixed Price

B2. Firm Fixed Prices (FFP) The Subcontractor shall provide services required by the Statement of Work in consideration for the payment of the Firm-Fixed Price. The Firm-Fixed Prices are not subject to any adjustment by the Subcontractor. Only the FFDG Procurement Specialist is authorized to change the Firm-Fixed Prices.

B3. Unit Prices for Change Orders The fully burdened hourly rates included in Attachment J-10 shall be utilized in the creation of a firm-fixed price change order, in the event a change is necessary during the performance of work. Under no circumstances will the supplier perform work on a Time and Materials basis.

B4. Reserved

B5. Reserved

B6. Reserved

Section C - Description of Work

C1. Standards of Performance The Subcontractor shall perform the work under this Subcontract by using its best efforts and know-how, and its performance shall be accomplished in a workmanlike manner by qualified, careful, and efficient personnel, in accordance with professional standards of care.

FFDG's review of the design does not relieve the Subcontractor of compliance with the Subcontract requirements or its obligations to deliver and install the air handling equipment to meet the requirements of the Cryostat Temporary Ventilation Subcontract.

C2. Technical Reports The Subcontractor shall prepare and submit to the FFDG Technical Representative and/or distribute, as directed by the FFDG Technical Representative, such reports concerning technical aspects of work under this Subcontract, in such quantity and form (including detail) and at such times, as may be specified in this Subcontract, or may otherwise be specified by the FFDG Technical Representative.

C3. Conduct of Employees The Subcontractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, and integrity, and shall be responsible for taking such disciplinary action with respect to its employees as may be necessary. The Subcontractor shall immediately remove from the work under this Subcontract any employee of the Subcontractor who, in the sole discretion of FFDG, is found to be unsatisfactory in technical performance or personal conduct.

C4. Statement of Work The Subcontractor shall complete and deliver the work in accordance with the Statement of Work at Attachment J-3.

Section D - Packaging and Marking

D1. Packaging and Marking The Subcontractor shall submit the shipping/ packaging plan to the FFDG Technical Representative to verify that the packaging will facilitate transport down the shaft for approval. Packaging requirements are included in attachment J-6, Ross Load Envelope V5.

D2. Shipping Address All items shall be shipped to the following address, or a nearby staging area:

Ross Headframe 100 Ross Rd.

Lead, SD 57754

The Subcontractor shall notify the FFDG Technical Representative two weeks in advance of material shipment, to allow sufficient time for FFDG Logistics coordination of underground movement to the cavern.

Section E - Inspection and Acceptance

E1. Inspection and Acceptance Inspection and acceptance shall be in accordance with the Statement of Work in Attachment J-3. FFDG QA Manager, or its FFDG Technical Representative, shall perform QA/QC Delivery inspections upon receipt.

Section F - Deliveries or Periods of Performance

F1. Period of Performance The period of performance of this Subcontract is on or about, June 1, 2026, through January 31, 2027.

Section G - Subcontract Administration Data

G1. Subcontract Administration

a. FFDG’s Procurement Specialist for this Subcontract is shown below. The Procurement Specialist or their designate is the only person authorized to make changes in the terms, conditions, and requirements of this Subcontract or make modifications to this Subcontract, including changes or modifications to the Statement of Work. The Subcontractor shall direct all notices and requests for approval required by this Subcontract to the Procurement Specialist at the following address:

FFDG Procurement Specialist Attention: Bridget Fugett Email: bridget@fnal.gov Phone: (815) 245-9847

Fermi Forward Discover Group, LLC 206 Ellison Ct.

Lead, SD 57754

b. Any notices and approvals required by this Subcontract from FFDG to the Subcontractor shall be issued by the FFDG Procurement Specialist.

c. FFDG’s Technical Representative for this Subcontract is shown below. The Technical Representative is the person designated to monitor the Subcontract work and to interpret and clarify the technical requirements of the Statement of Work. The Technical Representative is not authorized to make changes to the work or modify any of the terms and conditions, including the schedule and the pricing of this Subcontract.

FFDG Technical Representative* Attention: Justin Freitag Email: JFreitag@fnal.gov Phone: (630) 840-2510 Fermi Forward Discovery Group, LLC *In addition, Cc: Jolie Macier, jrmacier@fnal.gov, on all technical correspondence.

d. Unless otherwise stated in the Subcontract, reports required by the Subcontract shall be separately submitted to the FFDG Procurement Specialist and the FFDG Technical Representative. Unless otherwise stated in the Subcontract, the reports shall be submitted by email.

G2. Notification of Potential Changes The Subcontractor shall provide notification to FFDG of potential changes to this Subcontract. The primary purpose of this clause is to obtain prompt reporting by the Subcontractor of circumstances or FFDG actions that the Subcontractor considers to constitute a change to this Subcontract. The Subcontractor shall notify the FFDG Procurement Specialist in writing of any actions, inactions, or communications by FFDG that the Subcontractor regards as a potential change to this Subcontract. This notice requirement does not apply to formal change orders identified as such in writing and signed by the FFDG Procurement Specialist pursuant to the Subcontract’s Changes clause. The Subcontractor shall provide the notice promptly, but no later than ten calendar days from the date that the Subcontractor identifies the potential change. Based on the most accurate information available to the Subcontractor, the notice shall state:

mailto:bridget@fnal.gov mailto:JFreitag@fnal.gov mailto:jrmacier@fnal.gov

a. The date, nature, and circumstances of the conduct regarded as a change;

b. The name, function, and activity of each FFDG individual and Subcontractor official or employee involved in or knowledgeable about such conduct;

c. The identification of any documents and the substance of any oral communication involved in such conduct;

d. In the instance of alleged acceleration of scheduled performance or delivery, the basis upon which it arose; and

e. The elements of Subcontract performance for which the Subcontractor may seek an equitable adjustment under this clause.

FFDG is not obligated to reimburse the Subcontractor for any work performed outside of the Subcontract scope without authorization from the FFDG Procurement Specialist.

G3. Invoices All invoices shall be emailed to apinvoices@fnal.gov with a copy to the Procurement Specialist. The subject line of the email shall state the Subcontractor’s name and the Subcontract number.

If the Subcontractor is unable to submit an invoice by email, it may submit the invoice to the following address:

FFDG Accounts Payable Fermi National Accelerator Laboratory P.O. Box 500 – Mail Station 112 Batavia, IL 60510

G3.1 General Invoice Requirements Invoices shall be sent electronically to APINVOICES@FNAL.GOV.

Invoices shall contain the following information:

1. Subcontractor name as stated in the Subcontract.

2. Remittance address.

3. Telephone number and/or email address of person requesting payment.

4. Subcontractor's statement that the invoice is correct.

5. FFDG purchase order/Subcontract number.

6. Invoice number.

7. Invoice date.

8. Total invoice amount.

9. Description, price, and quantity of materials, property, or services delivered or completed.

10. For services: a detailed description of services provided and dates of service.

11. For goods received: date shipped or date of delivery.

12. Payment terms.

13. Shipping terms and required documentation. A copy of a pre-paid freight bill is required if the charge is $250 or more.

14. Other documentation as required by the Subcontract.

G4. Reserved G5. Payment Schedule

a. FFDG shall pay the Subcontractor, upon the submission of proper invoices in accordance with any requirements from the clauses referenced in Section I, the prices stipulated in this Subcontract for mailto:apinvoices@fnal.gov mailto:APINVOICES@FNAL.GOV supplies delivered and accepted or services rendered and accepted, less any deductions provided in this Subcontract.

b. The payment schedule for this Subcontract shall be as follows:

i. The FFDG Technical Representative and the Subcontractor shall review the progress of the Subcontract Work monthly to determine the progress of the Work performed by the Subcontractor represented on that month’s invoice. The compensation due to the Subcontractor on that month’s progress payment invoice shall then be determined in accordance with the FFDG approved Subcontractor’s cost-loaded schedule and the FFDG General Terms and Conditions for Construction.

ii. The Subcontractor’s monthly progress Payment Application(s) shall clearly state, as a minimum, all of the following information:

Project Name:

Project Number:

Subcontract Number:

Date of Project Update for this Invoice:

Update Number (as may be applicable):

Total Contract Value: $XXXX.XX Total Dollar Value Earned to Date: $XXXX.XX Less Previous Payments: $XXXX.XX Less Previous Retention: $XXXX.XX Gross Amount Earned This Update Period: $XXXX.XX

iii. The Subcontractor shall complete and submit each of the following additional documents to FFDG prior to each progress payment:

a. Application for Payment with information identified in the preceding paragraph;

b. Weekly Certified Payroll Information (to be submitted in LCP Tracker);

c. Monthly total manhour report, including all personnel working, including supervisory personnel, on the Fermilab site, including personnel working for all sub-tier contractors;

d. Sworn Contractor’s Affidavit identifying first- and second-tier subcontractors and suppliers;

and

e. Lien Waivers from Subcontractor’s first- and second-tier sub-subcontractors and suppliers.

If requested, the Subcontractor shall also submit lien waivers, receipts, or other vouchers showing its payments for material and labor to its Subcontractors of all tiers. Subcontractor shall submit an executed Assignment and Release in the form attached hereto prior to final payment.

iv. FFDG will make progress payments at the end of each calendar month or as soon thereafter as practicable, based on estimates of the progress of the Work prepared by the Subcontractor and approved by FFDG.

The Subcontractor shall email a completed Application for Payment for the period directly to the FFDG Accounts Payable Office at APInvoices@fnal.gov with copies to Bridget Fugett at bridget@fnal.gov, and the Technical Representative Justin Freitag at JFreitag@fnal.gov. The subject line of the email shall state the Subcontractor’s name and the Subcontract number.

mailto:APInvoices@fnal.gov mailto:JFreitag@fnal.gov

G6. For Construction In accordance with Attachment J-2, FFDG General Terms and Conditions for Construction (08-25), Clause 2, FFDG will retain 10% on invoice payments until completion and acceptance of the Subcontractor’s work.

G7. Closeout The Subcontractor shall, as a condition of full payment, assist FFDG after the completion of the work in accomplishing the administrative closeout of this Subcontract. This includes, as necessary or required, the furnishing of documentation and reports, the disposition of property, the disclosure of any inventions, the execution of any required assignments or released documents, the performance of any audits, and the settlement of any interim or disallowed costs.

Section H - Special Subcontract Requirements

H1. FFDG Furnished U.S. Government Property FFDG will not furnish any U.S. Government Property for use under this Subcontract.

H2. Insurance The insurance requirements for this Subcontract are as shown in Attachment J-2.

H3. Warranties Warranties under this Subcontract are as described in the General Terms and Conditions for Construction, Attachment J-1.

H4. Technical Direction

a. Performance of the work under this Subcontract shall be subject to the technical direction of the

FFDG Technical Representative. The term "technical direction" is defined to include, without limitation:

i. Providing direction to the Subcontractor that redirects Subcontract effort, shifts work emphasis between work areas or tasks, requires the pursuit of certain lines of inquiry, fills in details, or otherwise serves to accomplish the subcontract Statement of Work.

ii. Providing written information to the Subcontractor that assists in interpreting drawings, specifications, or technical portions of the work description.

iii. Reviewing and, where required by the Subcontract, approving technical reports, drawings, specifications, and technical information to be delivered by the Subcontractor to FFDG.

b. Justin Freitag is the FFDG Technical Representative.

c. Technical direction must be within the general scope of work stated in the Subcontract. The FFDG Technical Representative does not have the authority to, and may not, issue any technical direction that—

i. Constitutes an assignment of additional work outside the Statement of Work.

ii. Constitutes a change as defined in the Subcontract clause entitled "Changes."

iii. In any manner causes: an increase or decrease in the firm fixed price of the Subcontract; an increase or decrease in or changes to the period of performance of the Subcontract specified in Section F.

iv. Changes to any of the expressed terms, conditions, or specifications of the Subcontract; or

v. Interferes with the Subcontractor's right to perform under the terms and conditions of the Subcontract.

d. The Subcontractor must proceed promptly with the performance of technical direction duly issued by the FFDG Technical Representative in the manner prescribed by this clause and within its authority under the provisions of this clause. If, in the opinion of the Subcontractor, any instruction or direction by the FFDG Technical Representative falls within one of the categories defined in (c)(i) through (c)(v) of this clause, the Subcontractor must not proceed and must notify the FFDG

Procurement Specialist in writing within five (5) working days after receipt of any such instruction or direction and must request that the FFDG Procurement Specialist modify the Subcontract accordingly. Upon receiving the notification from the Subcontractor, the FFDG Procurement Representative must—

i. Advise the Subcontractor in writing within thirty (30) days after receipt of the Subcontractor's correspondence that the technical direction is within the general scope of the Subcontract effort and does not constitute a change under the Changes clause of the Subcontract.

ii. Advise the Subcontractor in writing within a reasonable time that FFDG will issue a written change order; or

iii. Advise the Subcontractor in writing within a reasonable time not to proceed with the instruction or direction of the FFDG Technical Representative.

e. A failure of the Subcontractor and FFDG Procurement Representative either to agree that the technical direction is within the general scope of the Subcontract or to agree upon the Subcontract action to be taken with respect to the technical direction will be subject to the provisions of the clause entitled "Disputes."

H5. Supervision FFDG employees shall not direct or supervise Subcontractor's employees, either directly or indirectly. The Subcontractor is solely responsible for the direction and supervision of its employees.

H6. Additional Requirements Subcontractor compliance with all the orders, regulations, plans, manuals, and other directives listed in the Statement of Work and in the Incorporated Documents is a material term of this Subcontract.

H7. Additional Subcontract Terms for Work Performed at the Sanford Underground Research Facility “SDSTA” means the South Dakota Science & Technology Authority, created by the South Dakota legislature, and operator of the Sanford Underground Research Facility.

“SURF” means the Sanford Underground Research Facility, located in Lead, South Dakota, and which is the Far Site for the Long Baseline Neutrino Facility (LBNF) project of the Fermi National Accelerator Laboratory.

H8. Reserved H9. Small Business Subcontracting Plan The Subcontractor’s Small Business Subcontracting Plan is incorporated in Attachment J-11. (Attachment J-11 will be removed if the Subcontract is awarded to a small business.)

Section I - Subcontract Clauses

I. General Clauses The general terms and conditions for this Subcontract are listed in Attachments J-1 through J-11. The clauses listed in that Attachment shall apply to this Subcontract as stated therein based on the value of the Subcontract, the status of the Subcontractor, and the nature and location of the work. The Subcontractor shall flow down to sub-tier subcontractors the clauses as specified in that Attachment.

Section J - List of Documents, Exhibits, and Other Attachments

J1. Incorporated Documents The following documents are incorporated as a part of this Subcontract.

Number Description/Title Revision and/or Date J-1 FFDG General Terms and Conditions for Construction at SURF August 2025 J-2 Insurance Requirements for Construction January 2025 J-3 LBNF/DUNE-US Cryostat Temporary Ventilation (SOW) October 14, 2025 J-4 LBNF/DUNE-Cryostat Ventilation Layout June 16, 2025 J-5 SDSTA Risk Transfer Protocol Manual July 12, 2024 J-6 Ross Load Envelopes V5 May 6, 2025 J-7 Section 010010 General Requirements SD April 2025 J-8 Section 013100 Environmental, Safety, and Health Requirements

South Dakota July 2025

J-9 Section 014100 Quality Requirements Leased Space November 2019 J-10 Fully Burden Hourly Rate Price Sheet TO BE DETERMINED J-11 Small Business Subcontracting Plan TO BE DETERMINED

Section K – Representations and Certifications

a. Subcontractor Annual Representations and Certifications (SARC) Revision 6

b. Proposal Certifications form (PUR-466) Revision 5

Section L—Instructions, Conditions, and Notices to Offerors

The following requirements must be adhered to for the Offeror’s submission of a proposal to FFDG in support of this specific requirement:

L1. Instructions for Proposal:

The Offeror shall submit a proposal via email in PDF format. The proposal shall contain:

a. The cost/price information specified in the Cost Proposal Preparation Instructions below.

b. The documents specified in the Contractual Proposal Preparation Instructions below.

Cost Proposal Preparation Instructions:

A Firm-Fixed Price type of Subcontract with a period of performance on or about June 1, 2026, through January 31, 2027, is contemplated.

The cost proposal shall contain a basis of estimate explaining the rationale for the proposed direct costs and indicating the direct labor, direct material, and other direct costs necessary to perform the requirements of the Statement of Work in Attachment J-3 of the RFP.

The Offeror shall provide the amount of profit included in the proposed price.

Contractual Proposal Preparation Instructions:

The contractual proposal shall include the completed:

• Representations and Certifications forms provided in Section K of this RFP, including:

o Subcontractor Annual Representations and Certifications (SARC) form.

o Proposal Certifications (PUR-466) form.

• List of authorized negotiator(s) and contact information.

• Any written exceptions or proposed changes to the terms and conditions or requirements of the model Subcontract contained in this RFP.

• Small Business Subcontracting Plan, in accordance with FAR Clause 52.219-9, Small Business Subcontracting Plan (Aug. 2018). Small businesses are exempt from this requirement.

• List of any Lower-Tier Subcontractors, including Outside Associates and Consultants to be used in performance of the work. Include the name of the proposed Lower-Tier Subcontractor and the work to be performed by the proposed Lower-Tier Subcontractor.

L2. Evaluation of the Proposal:

FFDG will evaluate the proposals. Offerors should be prepared to respond to requests for information and questions from the FFDG Procurement Representative regarding the Offeror’s proposal.

Failure to complete any section of the Proposal may render the proposal non-responsive. FFDG may not evaluate non-responsive proposals. FFDG will consider all information contained in proposals that is required by this RFP. FFDG may conduct negotiations with any Offeror to resolve inadequacies or to clarify information provided in proposals.

FFDG will evaluate proposals in accordance with the Evaluation Factors for Award specified in Section M of this RFP.

FFDG may evaluate proposals for award without considering any conditions or contingencies expressed by an Offeror. FFDG may negotiate with any or all Offerors submitting responsive and technically acceptable proposals.

L3. Proposal Response and Due Date and Time

a. Proposals shall be submitted via email to Bridgett Fugett at bridget@fnal.gov no later than May 12, 2026, by 4:00 pm. Mountain Daylight Time.

b. Representations and Certifications must be:

• Submitted on the forms furnished by FFDG or on copies of those forms, which have been signed and dated.

• The person signing the Representations and Certifications must initial each erasure or change appearing on a completed form.

• The Offeror’s Representations and Certifications shall be signed by an authorized representative of the company.

c. Offeror shall submit an email with 1 PDF copy of the Technical Proposal volume and 1 PDF copy of the Price/Contractual Proposal volume.

d. For information purposes, FFDG expects to make an award on or about June 1, 2026, through January 31, 2026. Final payment will be in accordance with the terms of the subcontract, and in addition to completion of demobilization.

L4. Inquiries and Questions:

Offerors shall direct all price/contractual and technical questions regarding this RFP in writing via email to bridget@fnal.gov. All inquiries and questions regarding this RFP must be received no later than April 28, 2026, to allow FFDG sufficient time to respond with an RFP amendment, for the benefit of all prospective Offerors, before the proposal due date. Offerors shall reference the RFP number in the subject line of all email correspondence to the FFDG Procurement Representative. The person designated below shall be the only contact for inquiries regarding any aspect of this RFP and its requirements.

Fermi Forward Discovery Group, LLC Attention: Bridget Fugett FFDG Procurement Representative Cell Phone: (815) 245-9847 Email: bridget@fnal.gov

Responses to written questions will be issued in writing in an RFP amendment, which the LBNF Procurement Representative will email to all Prospective Offerors recorded by FFDG as having received a copy of the RFP. All such RFP amendments issued by the FFDG Procurement Representative prior to the proposal due date and time shall be considered part of the RFP.

Any information provided by FFDG in response to an inquiry from a Prospective Offeror regarding the meaning or interpretation of the RFP or the Statement of Work, drawings, specification and other requirements documents in the model subcontract will be furnished by the FFDG Procurement Representative to all prospective Offerors if such information is necessary in submitting offers or if the lack of such information would be prejudicial to any other Prospective Offerors. Companies receiving this RFP other than directly from the FFDG Procurement Representative are responsible for notifying the FFDG Procurement Representative that they are in receipt of an RFP package and for providing a mailto:bridget@fnal.gov company name, contact name, and email address to be used by the FFDG Procurement Representative in the event an RFP amendment is issued.

L5. Minimum Offer Acceptance Period

“Acceptance period,” as used in this provision, means the number of calendar days available to FFDG for awarding a Subcontract from the date specified in this RFP. Once awarded a Subcontract, the Offeror agrees to perform in compliance with the Subcontract terms.

FFDG requires a minimum acceptance period of 90 calendar days.

An offer allowing less than FFDG’s minimum acceptance period may be rejected.

L6. Mandatory Pre-Proposal Conference and Optional Site Visit An optional Pre-Proposal Meeting and On-Site Underground Tour to go over the RFP with prospective Offerors will be held on April 21, 2026, starting at 8:30 am. Mountain Daylight Time. Attendance for the Optional Site Visit is encouraged but not mandatory. FFDG will review information about the project, which should be of interest to all Offerors. The conference will be held in Lead, SD, and virtually over a teleconferencing service. The On-Site Visit will include a tour of the underground facilities of the Sandford Underground Research Facility (SURF) relevant to the SOW.

All Offerors intending to send representatives to the On-Site Visit are required to submit an RSVP no later than 4 pm Mountain Time, April 10, 2026, to allow sufficient time for badging to be completed. The RSVP shall be emailed to bridget@fnal.gov prior to the deadline.

Attendees are responsible for all travel and transportation costs associated with attendance at the On- Site Visit. FFDG is not liable for any costs or damages incurred or arising from the inability of any person (or persons) to access the site or attend the Site Visit, whether due to failure to supply the necessary notifications and information for access to FFDG in a timely fashion, or for any other reason.

On Site Visit:

Please include the following in your RSVP for the On-Site Visit.

1. Full legal name and email address for each attendee (including lower-tier subcontractors)- (Limited to two individuals per company due to underground cage restriction).

2. Safety, PPE, and Training Requirements.

• PPE Required: Hard hat, steel-toe boots, safety glasses, reflective safety vest, and long-sleeve shirts.

• Self-Rescuers: Self-rescuers will be provided by FFDG for all participants entering the underground site.

• Prequalification Safety Training: Will be conducted onsite by FFDG on the morning of the visit

– no pre-training is required before arrival. Training details will be provided in an amendment.

3. Site Access Instructions

• For all onsite attendees, Fermilab site access approval is required in advance. Each attendee must:

• Complete the Fermilab Access Request Form (Access Request Form), see answers below

• Provide a REAL ID-compliant ID (REAL ID-compliant document) and visa documentation

(Visa documents) if applicable when you arrive.

Access Request Form Instructions https://fermi.servicenowservices.com/expert_shell.do?sysparm_sys_id=63f9f6a8dbd148104e65ff621f961975 https://publicpoint.fnal.gov/get-connected/Shared%20Documents/Documents/REALID-Compliant-Documents.pdf https://get-connected.fnal.gov/documents/

Reason for access request Business Visitor

Have you visited the lab before? If yes, find previous information

What Fermilab affiliation will you be visiting? LBNF - Long Base Neutrino Facility

Point of Contact (click on magnifying glass) Justin Freitag

Purpose of Visit Procurement Meeting

Description of visit Optional “On-Site” visit and underground tour

Is your request On-site or virtual? “On-site”

From (Date) 04/21/2026

To (Date) 04/21/2026

What Fermilab site will you be visiting Lead, SD

What Building will you be visiting South Dakota

Enter your personal information Enter your personal information

4. Additional Notes

• Questions asked during the “On-Site” visit will be documented and included in an RFP Addendum

During the Site Visit, FFDG representatives will provide a brief presentation of the elements required for this RFP and a walk-through of available/accessible areas relevant to the SOW. Questions and answers during this visit will be documented and shared with all participants. Oral explanations and other interpretations or clarifications are not binding on FFDG.

L7. Additional Terms and Conditions:

The articles, terms, conditions, and provisions provided herein generally conform to those normally issued by this office and are compliant with FFDG’s Prime Contract with the U.S. Department of Energy (DOE) or with public law. Significant exceptions to the sample Subcontract and the FFDG General Terms and Conditions, requested changes, or requests for waivers by the Offeror may delay any resultant award.

There is no certainty that any requested changes will be incorporated into the awarded Subcontract.

L8. Amendment FFDG reserves the right to issue amendments to the RFP at any time before the due date, for any reason.

Offerors shall acknowledge receipt of any amendment to this RFP by sending an email to the FFDG Procurement Representative at bridget@fnal.gov upon receipt of an RFP amendment.

L9. Release of Claims, Liability, and Preparation Expenses:

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 the Offeror’s participation in this RFP process. Offeror understands and agrees that the Offeror 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.

L10. Exceptions:

FFDG warns Offerors that taking exceptions to any terms or conditions of this RFP (including submitting any alternate proposals that require relaxation of a requirement) may make an Offeror ineligible for subcontract award. If exceptions are taken, Offerors shall identify the section or attachment of the RFP and paragraph or clause designation to which the Offeror is taking exception. The reason for any exception(s) shall be clearly stated in the Offeror’s proposal. FFDG is not required to accept any exceptions, and substantive exceptions may cause your offer not to be accepted.

L11. Authorized Negotiators:

The Offeror shall provide the name of the person or persons authorized to negotiate on its behalf with FFDG in connection with this request for proposal (list names, titles, e-mail addresses, and telephone numbers of the authorized negotiators).

L12. Errors in Proposals FFDG shall not be liable for any errors in the Offeror’s proposal. 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 its entire proposal to ensure that all information, including pricing, is correct and complete. The Offeror is liable for all errors or omissions contained in the Offeror’s proposal.

L13. Late Submissions, Modifications, and Withdrawals of Proposals Any proposal received by the FFDG Procurement Representative at the email address specified in the RFP after the exact deadline specified in the RFP for receipt of proposals will not be considered unless it is in the best interest of FFDG to consider the proposal.

L13. Responsible Offeror:

FFDG reserves the right to award a Subcontract only to a responsible Offeror. A responsible Offeror is defined as a company that demonstrates the financial ability, resources, skills, capability, willingness, and business integrity necessary to perform the Subcontract. FFDG's determination of whether the Offeror is responsible is at FFDG’s sole discretion.

L13. Certified Pricing Data Offerors are not required to submit certified cost or pricing data with their proposals unless submitting an alternative proposal; however, FFDG may request such data at a later date.

L14. Award of Subcontract:

Issuance of the RFP does not compel FFDG to make an award. FFDG reserves the right to accept or reject the Offeror’s proposal if it is determined to be in the best interest of FFDG. A decision may be made without discussion, and hence, your 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 FFDG. Any subsequent award issued by FFDG shall be constituted in writing by the authorized representatives of the Procurement Department.

Unless specified otherwise elsewhere in this Request for Proposal, the Subcontract will be awarded to the responsive and responsible Offeror whose offer represents the best value, price, and other factors considered.

FFDG reserves the right to reject any or all offers and to waive informalities and minor irregularities in offers received.

FFDG may accept, within the time specified therein, any offer (or part thereof), whether or not there are negotiations that are subsequent to its receipt. If subsequent negotiations are conducted, they shall not constitute a rejection or counteroffer on the part of the FFDG.

FFDG intends to award based on initial offers. Accordingly, each offer should be submitted on the most favorable terms, from a price and technical standpoint that the Offeror can submit. However, FFDG may allow for proposal revisions if FFDG deems it necessary.

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.

L15. Projected Award Date:

For information purposes, FFDG expects to make an award on or about June 1, 2026.

L16. Subcontracting:

Unless otherwise specified, the Offeror shall be responsible for the performance of any lower-tier Subcontractor that may perform work under this Subcontract. Performance by a lower-tier Subcontractor’s employees is subject to FFDG consent. The FFDG Subcontractor must ensure that any lower-tier Subcontractor abides by all terms and conditions and requirements of the FFDG Subcontract.

L17. Notification of Award If FFDG awards a Subcontract as a result of this RFP, FFDG will deliver to the Offeror a notice of award.

The resulting Subcontract shall consist of:

1. The terms, conditions, specifications, and requirements in the model Subcontract are contained in this RFP.

2. Any amendments issued to the model Subcontract by FFDG pursuant to this RFP.

3. Any mutually agreed upon written modifications to the terms, conditions, specifications, and requirements of this RFP or to the proposal.

L18. Summary The prospective Offeror is hereby reminded to review all attachments and terms and conditions of this solicitation prior to submitting their written proposal. All proposals must be submitted in accordance with this Request for Proposal and with all related requirements, representations, and certifications. Offerors should follow the instructions in Section L. carefully.

Section M—Evaluation Factors for Award

M1. Basis for Subcontract Award

a. 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.

b. 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 an award to a higher evaluated price proposal is determined to be most advantageous to FFDG.

c. FFDG expects to award one Firm Fixed Price (FFP) Subcontract as a result of this solicitation.

However, FFDG may reject any or all proposals and not make any award based on this solicitation.

FFDG may waive any informality or minor irregularity in proposal(s) received at its sole discretion.

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

M2. Mandatory Requirements The following are Mandatory Requirements. Unless otherwise indicated, these requirements refer to the Offeror as a company, not specific individuals.

a. Submittal of all items listed under Enclosure in the RFP Cover Letter.

b. Evidence of annual revenues greater than $1 million for each of the past three (3) years. If partnering with another firm, show the total amount of all firms to demonstrate compliance with this requirement.

c. Submit their Corporate ESH Plan and the Fermilab Subcontractor Injury and Illness Data Questionnaire, which shall include 3 years of EMR data and OSHA 300 Logs, with less than 1.0

EMR.

d. Submit a Corporate Quality Assurance Plan

The Offeror will provide evidence that it has met all the Mandatory Requirements as identified above. If an Offeror’s proposal does not meet the Mandatory Requirements, the FFDG Procurement Specialist, at their discretion, may contact the Offeror to clarify any omissions or exceptions. If an Offeror cannot meet or does not address compliance in writing with the Mandatory Technical Requirements, the proposal may be considered non-responsive and not be evaluated further. FFDG will notify the Offeror that its proposal will not be evaluated.

M3. Technical Evaluation Factors Each proposal shall be evaluated relative to the following factors. The evaluation factors are listed in descending order of importance. All evaluation factors other than cost or price, when combined, are of equal importance to cost or price.

Each technical criterion will be graded based on the following ratings:

BLUE

Exceeds Requirement: The Offeror has clearly demonstrated its ability to perform the work defined in the RFP, contains extensive detail, and demonstrates a thorough understanding of the requirement. The proposal exceeds the requirements in several areas, adding significant value to the Government.

GREEN

Fully Satisfies Requirement: The Offeror has demonstrated its ability to perform the minimum requirements of the RFP, contains sufficient detail, and demonstrates a satisfactory understanding of the requirement; however, areas where the proposal may exceed the minimum requirements are considered to be of minor or no value to the Government. There are no deficiencies.

YELLOW

Marginally Satisfies Requirement: The Offeror has not clearly demonstrated its ability to meet the minimum requirements of the RFP and has provided a vague understanding of the requirement; in addition, the proposal has several weaknesses.

RED

Does Not Satisfy Requirement: The Offeror has not demonstrated its ability to meet the minimum requirements of the SOW and has deficiencies, omissions, and/or numerous significant weaknesses.

Factor 1: Past Experience and Past Performance

Corporate experience in the engineering and manufacturing of other Air Handling Equipment Systems that were similar in scope to the FFDG requirements. At a minimum, the Offeror shall demonstrate experience on three (3) projects completed within the past ten (10) years. In addition, the level of performance achieved by the Offeror on each past project will be considered.

Factor 2: Technical Merit of the Offeror's Approach to accomplish the SOW.

FFDG will evaluate the degree to which the Offeror's proposal demonstrates its ability to meet or exceed the technical requirements for the Air Handling Equipment System to the Cryostat as defined in the Statement of Work. Evaluation under this factor includes, but is not limited to, the following key considerations:

• Engineering and manufacturing approach.

• Schedule for performance of the work.

Factor 3: ESH Corporate Program and Quality Assurance Corporate Program

A. ES&H Program:

Offeror shall provide a corporate safety plan, which includes the past three years of EMR. The Offeror shall complete the Fermilab Subcontractor Injury & Illness Data Questionnaire. The Offeror shall provide their Corporate Environmental, Safety, and Health (ESH) Plan. Total Recordable Case Rate (TRC), Days Away, Restricted, or Transferred (DART) Case Rate, and Experience Modification Rate data as requested in the questionnaire, including support documentation. FFDG will evaluate whether the Offeror has provided a comprehensive ESH plan. FFDG will review the Offeror’s Total Recordable Case Rate (TRC), Days Away, Restricted, or Transferred (DART) Case Rate, and EMR data based on information provided in the Fermilab Subcontractor Injury & Illness Data Questionnaire. Fermi Forward desires an Experience Modification Rate (EMR) of less than 1.00 for the current and previous two years. Offerors that are outside the desired EMR can be evaluated further by reviewing the case-specific circumstances and any positive trend of the EMR rate. If the Offeror is outside of the EMR rating and trending up, they should provide an explanation letter for each year that is outside of the

1.0. Please provide additional EMR data year-to-date for a total of 6 years. The FFDG ESH

Management Team will evaluate and determine if the Offeror’s circumstance can be accepted, and determine what is in the best interest of FFDG and the DOE.

The Offeror shall submit their Corporate Environmental, Safety, and Health Program. The elements of each Offeror’s ES&H Program will be reviewed and evaluated based on the scope of work and evidence of compliance with DOE 10CFR851 Subpart C, which includes OSHA 29CFR1910.

B. Quality Assurance Program:

The Subcontractor shall submit its Company Quality Assurance Program. The Program should meet an applicable nationally recognized standard, such as International Organization for Standards (ISO) 9001, American Society of Mechanical Engineers (ASME), etc. The Subcontractor’s welding program should meet ASME, or American Welding Society (AWS), etc., utilizing qualified welders, Weld Procedure Specifications, and Weld Qualification Records.

The QA program will be evaluated based on the degree to which the Offeror's program demonstrates the ability to meet FFDG requirements in the SOW.

M4. Evaluated Price If FFDG determines that the Offeror’s proposal has met the technical requirements, then pricing will be evaluated. FFDG will evaluate the cost by considering the total cost to FFDG of the proposed offer.

Offerors are cautioned that any proposal may be rejected as nonresponsive if it is materially unbalanced as to the costs. FFDG may determine that a proposal is materially unbalanced when it is based on costs that are significantly less than the cost for some work, and those that are significantly overstated for other work.