RFP_Letter_(380663).pdf

Request for Proposal RFP No: 380663-CJ

Central Utility Building Purge Unit Replacement for Chiller No. 5 Fermi National Accelerator Laboratory Batavia, Illinois

Request for Proposal Date: May 15, 2026

Proposals Due: June 5, 2026

Fermi National Accelerator Laboratory 2

REQUEST FOR PROPOSAL

FERMI FORWARD DISCOVERY GROUP, LLC

REFERENCE

RFP No: 380663-CJ

ISSUING OFFICE

Fermi Forward Discovery Group, LLC P. O. Box 500 Batavia, Illinois 60510-0500 Procurement Department/Mail Station 210

DATE ISSUED

May 15, 2026

PROPOSAL DUE DATE/TIME

June 5, 2026 12:00 p.m. (CT)

Written proposals for the work described herein will be received electronically until the date/time stated above.

PROCUREMENT SPECIALIST

Name: Caroline Jones Email Address: cjones@fnal.gov

REQUEST FOR PROPOSAL

Fermi Forward Discovery Group, LLC (FermiForward) requests Time and Material (T&M) for Central Utility Building (CUB) Trane Purge Unit (PRG00201) Replacement for Chiller No. 5 as described herein.

SCOPE OF WORK

This section is a summary only. The full requirements are defined in Attachment A – Statement of Work (SOW), dated April 22, 2026.

The Offerors shall provide services to remove, replace, test and return Chiller No. 5 to operational condition at the CUB on Fermi National Accelerator Laboratory (Fermilab) campus, in Batavia, Illinois. The Offerors shall furnish all labor, supervision, materials, tools, equipment, transportation and items required to perform these services.

INSTRUCTIONS

The following documents are attached and become part of this Request for Proposal (RFP). These documents shall become a part of any resulting subcontract agreement:

Attachment A - Statement of Work Attachment B - Pricing Schedule Attachment C - FermiForward General Terms and Conditions Time and Materials or Labor-Hour Subcontracts Attachment D - FermiForward Insurance Requirements for Onsite Non-professional Services Attachment E - FermiForward Subcontractor Annual Representations & Certifications (SARC) Attachment F - FermiForward Proposal Certifications (PUR-466) Attachment G - Exhibit A for Subcontractor Safety Other Than Construction Attachment H - FermiForward Quality Requirements Attachment I - Wage Determination No.: 2015-5741, Revision No.: 27, Dated of Last Revision: 12-03-2025

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RFP SUBMISSION REQUIREMENTS:

The Offeror shall complete and submit the following with its proposal:

Attachment B – Pricing Schedule Attachment E – FermiForward Subcontractor Annual Representations & Certifications (SARC) Attachment F – FermiForward Proposal Certifications (PUR-466) Attachment G - Exhibit A for Subcontractor Safety Other Than Construction

EVAULATION FACTORS

PREPARATION, SUBMISSION AND EVALUATION OF PROPOSALS

Offerors shall submit the following:

Proposal Format Offerors shall organize proposal submissions into three (3) distinct parts:

Part I – Technical Proposal Part II – Pricing Schedule, Representations and Certifications Part III – Past Performance

Each part shall be completed and structured to permit independent and concurrent evaluation. The Technical Proposal must not include any pricing information. Submissions that fail to comply with the RFP requirements will be rejected.

Offerors should clearly mark proprietary information on the cover page and each page where such data appears.

FermiForward assumes no liability for the disclosure or use of unmarked data and may use or disclose such data for any purpose. Acceptable file formats: PDF, Microsoft Word or Excel. All questions regarding this RFP must be submitted in writing to the Procurement Specialist identified below.

Procurement Specialist:

Caroline Jones Email: cjones@fnal.gov

Optional Site Visit An optional site visit will be conducted to provide prospective Offerors the opportunity to inspect Chiller No. 5 at the CUB for removal and installation requirements and to request clarification regarding any aspect of this RFP. While discussions may occur during the site visit, only written amendments issued by FermiForward shall modify the requirements of this RFP. Offerors are strongly encouraged to attend the site visit. Following the site visit, Offerors will be asked to submit any questions in writing to the Procurement Specialist for a formal response. Participation in this site visit is voluntary and does not obligate FermiForward or the United States Government for reimbursement of any costs incurred in connection with attendance, proposal preparation, travel, etc.

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Site Visit Location: Fermi National Accelerator Laboratory, Batavia, Illinois Meeting Point: Kirk and Pine Street Entrance on Fermilab Campus Date/Time: Tuesday, June 2, 2026 @ 10:00 a.m. to 11:30 a.m. (CT)

Security Access Requirements Offerors who do not currently possess a Fermilab badge must complete the Fermilab Access Request Form at least 7- 10 calendar days prior to the scheduled site visit. Access approvals are contingent upon citizenship status and the specific location(s) to be visited. Access Request Form:

https://get-connected.fnal.gov/business-visitor-access/ Once access is approved, business visitors will receive an informal invitation letter containing a quick-response (QR) code. Entry to the site will not be permitted without this QR code.

All attendees must present the following:

Informal invitation letter with the QR code Valid, Real ID-compliant identification (e.g., state-issued driver’s license, federal ID, or original passport)

Attendees should enter Kirk and Pine Street Entrance on Pine Street off Kirk Road to obtain a temporary blue business visitor badge prior to proceeding to the meeting location.

Inquiries and Questions Offerors may submit questions regarding the RFP and site visit via e-mail to Procurement Specialist at cjones@fnal.gov and lbouldin@fnal.gov no later than June 5, 2026 at 12:00 p.m. (CT).

Offerors shall submit all questions regarding this RFP and the site visit in writing via email. Each email shall reference the RFP number in the subject line. The individuals identified below are the only authorized points of contact for all inquiries regarding any aspect of this RFP and its requirements.

Fermi Forward Discovery Group, LLC Attention: Caroline Jones Procurement Specialist Email: cjones@fnal.gov

Fermi Forward Discovery Group, LLC Attention: Latasha Johnson Procurement Manager Email: lbouldin@fnal.gov

FermiForward will issue responses to written questions that require interpretation or result in a change to this RFP through a written amendment. All amendments issued prior to proposal receipt shall be considered part of this RFP.

Only information provided through formal written amendments shall be binding. Oral explanations, interpretations, or clarifications shall not be binding.

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Explanation or Interpretation of RFP Documents Prospective Offerors are responsible for thoroughly reviewing all RFP documents. Any requests for clarification, explanation or interpretation of this RFP must be submitted in writing to the Procurement Specialist identified on page 3. FermiForward will review all inquiries and issue an amendment containing questions and answers. All amendments will be provided to all prospective Offerors to ensure a consistent understanding of the requirements and to maintain fair and open competition. Oral explanations, instructions or information provided by any representative of FermiForward or its affiliates prior to subcontract award shall not be binding.

Amendment of Solicitation FermiForward reserves the right to modify this RFP through written amendment at any time prior to award. Except as specifically modified by an amendment, all original terms and conditions of the RFP continue to apply and must be followed by Offerors. Offerors are required to acknowledge receipt of all amendments. Acknowledgment of amendments must be provided by sending written confirmation via email to the Procurement Specialist upon receipt of the amendment. Failure to acknowledge amendments may result in the rejection of an Offeror’s proposal.

Submission Instructions Offerors must submit complete proposals electronically via email to the Procurement Specialist no later than:

Date/Time: June 12, 2026 @ 12:00 p.m. (CT) Submission Email: cjones@fnal.gov Subject Line: RFP No: 370961-CJ – (Offeror Name)

Partial or incomplete proposals will be deemed non-responsive. Offerors are responsible for ensuring their proposals comply with all formatting and content requirements specified in this RFP.

Source Selection Method This RFP is issued using a Lowest Price Technically Acceptable (LPTA) source selection process. Award will be made to the Offeror submitting the lowest evaluated price whose proposal is technically acceptable. Technical and past performance factors will be evaluated on an acceptable/unacceptable basis and will not be ranked. FermiForward intends to evaluate proposals and award without discussion. However, FermiForward reserves the right to conduct discussions if determined to be in its best interest.

Part I – Technical Proposal Factor 1: Technical (Acceptable/Unacceptable)

Subfactor 1: Licenses and Permits The Offeror shall submit copies of all valid and current licenses and permits required to perform HVAC/chiller maintenance and repair services in accordance with applicable federal, state and local regulations.

Subfactor 2: Safety/ES&H The Offeror shall submit safety documentation demonstrating acceptable safety performance.

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Subfactor 3: Quality Control Plan The Offeror shall submit their Corporate Quality Control Plan describing procedures for ensuring consistent service performance and compliance with contract requirements.

Subfactor 4: Experience The Offeror shall demonstrate experience servicing Trane chillers of similar size, complexity and configuration. The Offeror shall be Trane-certified and capable of procuring Original Equipment Manufacturer (OEM) parts. The Offeror shall describe its technical experience performing maintenance, diagnostics and component replacement (including purge unit replacement or equivalent) on Trane chiller systems.

A rating of acceptable indicates the proposal clearly meets the minimum requirements of the RFP. A rating of unacceptable indicates the proposal fails to meet one or more minimum requirements and is not eligible for award.

Part II – Pricing Proposal Factor 2: Pricing The Offeror shall:

Complete and submit Attachment B – Pricing Schedule, including all labor and materials.

Propose a Firm Fixed Price (FFP) for one (1) Trane Purge Unit, Model Number: PRG00201.

Propose pricing for services on a Time and Material (T&M) (Labor Hour) basis.

Complete all required representations and certifications (RFP Attachments E & F).

Note: The completed Pricing Schedule (Attachment B) shall be included as Part II of each proposal and will be evaluated.

Price proposals will be evaluated for completeness, reasonableness and balance. Price reasonableness may be determined through price analysis techniques such as comparison to historical prices, Independent Government Estimates and comparison among competing proposals.

FermiForward reserves the right to reject any materially unbalanced proposal. A materially unbalanced proposal contains line items that are significantly underpriced or overpriced, which may indicate a lack of understanding of the requirement or pose performance risk.

Award will be made to the Offeror submitting the lowest evaluated price whose proposal is determined to be technically acceptable.

Part III – Past Performance Proposal Factor 3: Past Performance (Acceptable/Unacceptable) Past performance will be evaluated based on the Offeror’s record of successfully performing services of similar scope, schedule and complexity. The Offeror shall submit the following information for three (3) recent and relevant services completed within the past five (5) years from the issue date of this RFP:

Project Number (if applicable) Company Name Point of Contact

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Telephone Number Email Address Project Title Project Completion Date

Proposal Validity Period Proposal pricing shall remain valid for a minimum of 90 calendar days from the proposal due date.

Right to Cancel FermiForward reserves the unilateral right to cancel this RFP at any time, without incurring any liability or obligation to any Offeror for costs incurred in preparation or submission of a proposal.

Exceptions and Deviations The Offerors shall clearly identify and explain any exceptions, deviations or conditional assumptions included in their proposal. Each item must be accompanied by sufficient detail and justification to enable a thorough and objective evaluation. The inclusion of exceptions, deviations or conditional assumptions does not render a proposal unacceptable. However, a significant number of exceptions or any material deviation that does not demonstrate a clear benefit to FermiForward may result in the proposal being deemed nonresponsive and subject to rejection.

Late Submission Proposals received after the deadline will be rejected. The Offerors are solely responsible for ensuring timely submission and assume all risks associated with the method of delivery.

Proposals may be withdrawn at any time prior to award. A withdrawal is effective upon the Procurement Specialist’s receipt of written notice.

Illinois Occupation and Use Taxes Any award under this RFP shall not be exempt from Illinois Occupation and Use Taxes. The Offerors shall account for all applicable state and local taxes in their pricing schedule submissions. Failure to do so will not constitute grounds for price adjustment after award.

Insurance The successful Offeror shall provide Certificates of Insurance in accordance with Clause 15 of Fermilab’s General Terms and Conditions for Time and Materials or Labor-Hour for Non-R&D work and Fermilab’s Insurance Requirements for Non-Professional Services. Certificates must be submitted prior to commencing any on-site work, but are not required with the proposal.

Required Insurance Provision

All policies, except for Worker’s Compensation and Professional Liability, shall name the following entities as Additional Insureds:

o Fermi Forward Discovery Group, LLC o The University of Chicago o Universities Research Association, Inc.

Fermi National Accelerator Laboratory 8 o United States Government Policies shall include a waiver of subrogation in favor of the Certificate Holder.

Insurance coverage provided shall be primary and non-contributory to any insurance maintained by the

Additional Insureds.

The insurer’s rights of contribution against other insurers covering the Additional Insureds shall be waived.

Subcontract Award Issuance of this RFP does not obligate FermiForward to make an award. FermiForward reserves the right to accept or reject any or all proposals, in whole or in part, at its sole discretion, if determined to be in its best interest.

Proposals may be evaluated without further discussion. Offerors are strongly encouraged to submit proposals on the most favorable terms, including technical approach, price and delivery schedule.

Any proposed award is contingent upon continued programmatic need and the availability of funding, as authorized by FermiForward’s Procurement Department.

Any subsequent award will be formalized in writing and executed by an authorized representative of FermiForward’s Procurement Department.

Authority to Bind FermiForward Only authorized representatives of FermiForward’s Procurement Department have the authority to issue subcontracts and legally bind FermiForward.

No other personnel are authorized to obligate funds or make commitments on behalf of FermiForward.

The anticipated start date for performance under this contract is June 10, 2026.

Subcontracting Unless otherwise specified in the RFP, the awarded Offeror shall be solely responsible for the performance and management of any Subcontractors engaged to fulfill the requirements of this subcontract.

The use of Subcontractors is subject to prior written approval by FermiForward.

The first-tier Subcontractor shall ensure that all Subcontractors comply with all applicable terms and conditions of this subcontract and shall remain fully liable for their performance.

Responsibility Statement Offerors must have adequate financial resources, necessary organization, experience, accounting and operational controls, and technical skills to perform the requirement.

Clarifications Statement FermiForward reserves the right to request clarifications from Offerors to resolve minor or clerical errors.

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