RFP Letter (381952) Cathodic Protection Maintenance Services.pdf

Request for Proposal RFP No: 381952-SM

Cathodic Protection Maintenance Services Fermi National Accelerator Laboratory Batavia, Illinois

RFP Date: July 29, 2026

Proposal Due: August 21, 2026

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REQUEST FOR PROPOSAL

FERMI FORWARD DISCOVERY GROUP, LLC

REFERENCE

RFP No: 381952-SM

ISSUING OFFICE

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

DATE ISSUED

July 29, 2026

CLOSING DATE:

August 21, 2026 12:00 p.m. (CT)

Written Proposals for the work described herein will be received electronically until CLOSING DATE AND TIME STATED

ABOVE.

PROCUREMENT SPECIALIST

Name: Seth Mercil Email Address: smercil@fnal.gov

INFORMATION REGARDING REQUEST FOR PROPOSAL ENCLOSURES:

REQUEST FOR PROPOSAL

Fermi Forward Discovery Group, LLC (FermiForward) requests a Firm Fixed Price (FFP) proposal for Cathodic Protection Maintenance Services in accordance with Exhibit 1. Cathodic Protection Maintenance SOW (381952).

SCOPE OF WORK – SCOPE OF SERVICES/PERFORMANCE REQUIREMENTS

The Subcontractor shall provide all labor, supervision, management, consumables, materials, tools, equipment, transportation and incidental services necessary to perform Cathodic Protection Maintenance Services, in accordance with Exhibit 1. Cathodic Protection Maintenance SOW (381952).

DESCRIPTION OF WORK

The Subcontractor shall perform monthly and annual inspection, testing, and routine maintenance of Fermilab's cathodic protection systems, including thirty-one (31) underground natural gas pipeline test stations and nineteen (19) impressed current rectifier/test stations serving water piping and test beam systems. The Subcontractor shall furnish all qualified personnel, calibrated and certified equipment, supervision, materials, tools, scheduling, and coordination necessary to complete the work, including required maintenance, reporting of deficiencies, and coordination with the assigned Fermilab Service Coordinator. Services shall include submission of monthly inspection reports within one (1) week of completion and annual inspection reports within twelve (12) business days, including all inspection data, trend analysis, and recommendations for corrective actions.

INSTRUCTIONS AND ATTACHMENTS

The following documents are attached to or incorporated by reference into this Request for Proposal (RFP). These documents are hereby made part of this RFP.

mailto:smercil@fnal.gov

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The Offeror shall review all attachments in their entirety and incorporate all applicable requirements into their proposal.

• Exhibit 1. Cathodic Protection Maintenance SOW (381952)

• Exhibit 2. Pricing Schedule

• Exhibit 3. FFDG General Terms and Conditions for Commercial Services (08.2025)

• Exhibit 4. 2025 Onsite NonProfessional Services Insurance Requirements

• Exhibit 5. SARC_Subcontractor Annual RepsCerts Rev 8

• Exhibit 6. PUR-466_Proposal Certifications_r5_10.14.25

• Exhibit 7. FESHM_7020_Cathodic Protection Maintenance Services

• Exhibit 8. 014200_Quality_Requirements_-_1_QC_Plan_Not_Required

• Exhibit 9a. WD - Illinois, DuPage, SCA 2015-5017, Rev. 32, Dated 05-13-2026

• Exhibit 9b. WD - Illinois, Kane, SCA 2015-5741, Rev. 28, Dated 5-13-2026

• Exhibit 10. Impressed_Cathodic_Protection_List

• Exhibit 11. Natural_Gas_Passive_Cathodic_Protection_Drawing_Set

RFP SUBMISSION REQUIREMENTS:

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

• Technical Proposal

• Exhibit 2. Pricing Schedule

• Exhibit 5. SARC_Subcontractor Annual RepsCerts Rev 8

• Exhibit 6. PUR-466_Proposal Certifications_r5_10.14.25

• Exhibit 7. FESHM_7020_Cathodic Protection Maintenance Services

• Exhibit 8. 014200_Quality_Requirements_-_1_QC_Plan_Not_Required

1. GENERAL

Prime Contractor: Fermi Forward Discovery Group, LLC for the U.S. Department of Energy

Location: Batavia, IL

NAICS: 541330, Engineering Services

Size Standard: $25.5 Million

Socioeconomic Program – 100% Small Business Set-Aside

Services Description: Cathodic Protection Maintenance Services

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3. INVITATION TO SUBMIT PROPOSAL

Offerors are invited to submit a proposal in response to this Request for Proposal (RFP). FermiForward intends to award a Firm-Fixed-Price (FFP) subcontract from this RFP. The award will be given to one qualified vendor capable of providing timely, high-quality, and cost-effective services in accordance with the scope of work and with the terms, conditions, and provisions set forth herein.

4. EXPLANATION OR INTERPRETATION OF RFP DOCUMENTS

Prospective Offerors are responsible for thoroughly reviewing all RFP documents. All requests for clarification, explanation, or interpretation of this RFP shall be submitted in writing to the Procurement Specialist identified in Section 1. FermiForward will review all inquiries, and if a response results in a material change to the RFP, an amendment will be issued. 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.

5. AMENDMENT OF SOLICITATION

FermiForward reserves the right to modify this RFP through written amendment at any time prior award. All terms and conditions of the RFP remain in full force and effect. Offerors are required to acknowledge receipt of all amendments. Acknowledgment of amendments must be provided by sending a written confirmation via email to the FermiForward Procurement Specialist upon receipt of the amendment. Failure to acknowledge amendments may result in the rejection of an Offeror’s proposal.

6. PREPARATION, SUBMISSION AND EVALUATION OF PROPOSALS

The Offeror shall submit the following:

Proposal Format

The Offeror shall organize proposal submissions into two (2) distinct parts:

• Part I – Technical Proposal

• Part II – Pricing Schedule

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.

The Offeror shall 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.

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Procurement Specialist:

Seth Mercil Email: smercil@fnal.gov

Submission Instructions

Offerors are requested to submit complete proposals via email to the designated Procurement Specialist and be submitted electronically via e-mail no later than:

Date/Time: August 21, 2026, 12:00 p.m. (CT) Submission Email: smercil@fnal.gov Subject Line: RFP No: 381952-SM (Offeror Name)

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

7. EVALUATION CRITERIA

This RFP is issued using a Best Value Tradeoff source selection process. Award will be made to the Offeror(s) whose proposal represents the best overall value to FermiForward, considering both price and non-price evaluation factors.

Price is equal in importance to the combined technical evaluation criteria in the source selection decision.

Proposals will be evaluated based on the following factors: Relevant Experience, Past Performance, Key Personnel, Safety, Quality Control Plan, and Evaluated Price. Relevant Experience, Past Performance, Key Personnel, Safety, and Quality Control Plan will be evaluated to assess each Offeror's ability to successfully perform the required work.

Evaluated price will be considered as an equally important factor in determining the best overall value. Accordingly, award will not necessarily be made to the Offeror submitting the lowest-priced proposal if another proposal is determined to provide greater overall value based on the evaluation criteria.

Offerors must be determined responsible to be eligible for award. FermiForward anticipates making award without discussions; however, it reserves the right to conduct discussions if determined to be in the best interest of FermiForward.

Part I – Technical Proposal

Factor 1: Technical (Acceptable/Unacceptable)

Subfactor 1: Relevant Experience

Offeror shall provide information in a narrative format showing/demonstrating:

• At least 5 years of experience working with and maintaining cathodic protection systems and familiarity with this type of equipment.

• If the Offeror has been in business for less than five (5) years, the Offeror must demonstrate that its key personnel

Fermi National Accelerator Laboratory 6 each have a minimum of five (5) years of relevant experience.

Subfactor 2: Past Performance

Offeror shall provide descriptions of its experience performing projects of similar size, scope and complexity to demonstrate it capability to successfully perform the requirements of this project. Offeror must provide a narrative description for a minimum of three (3) projects completed in the past five (5) years. Each description must at a minimum include the project name, general information (customer name and location), project value, start and completion dates, and a description of the work performed by the offeror. FFDG is most interested in examples of real work with actual results of the offeror in performing requirements similar to those of this solicitation in terms of type, size, scope, and complexity.

Subfactor 3: Key Personnel

The offeror shall submit resumes for the project manager and project superintendent that the offeror plans to employ on this project. The resumes must address experience in the industry and relevant training and certification.

Experience of key personnel will be evaluated to determine the degree of relevance to the requirements identified in this solicitation. Evaluation of experience will include both the length and degree to which the experience includes the relevant technical areas.

Please note that, as a condition of subcontract award and performance, should the contractor wish to substitute someone other than the key personnel identified in its proposal (or during performance, if after award), the replacement staff must possess education and experience equivalent to or exceeding that of the individual(s) being replaced, subject to the approval of the FFDG, prior to performance.

Subfactor 4: Safety/ES&H

a. The Offeror shall submit to FermiForward for review and acceptance a copy of their ES&H (corporate) program and the last three (3) years of Experience Modification Ratings (EMR) and OSHA Logs.

Subfactor 5: Quality Control Plan

The Offeror shall submit a copy of their Corporate Quality Control Plan.

Part II – Price/Business Proposal

The Offeror shall submit Firm Fixed Price (FFP) amounts by completing Exhibit 2. Pricing Schedule. The FFP shall include all costs associated with the services as defined in the SOW.

CERTIFICATIONS

The Offeror shall also submit the following certifications:

a. The Subcontractor Annual Representations & Certifications (SARC).

b. The Proposal Certifications (PUR-466) with all applicable sections completed.

Note: If the Offeror is a joint venture, association, consortia or partnership, each member entity must submit

Fermi National Accelerator Laboratory 7 individual representations and certifications.

EVALUATION AND PRICING REQUIREMENTS

The completed Pricing Schedule shall be included as Part II of the Offeror’s proposal and will be subject to evaluation.

FermiForward reserves the right to reject any materially unbalanced proposal. A materially unbalanced proposal contains line items that are significantly underpriced or overpriced, casting doubt on the Offeror’s understanding of the requirement or ability to perform.

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8. PROPOSAL VALIDITY PERIOD

Proposal pricing should remain valid for a minimum of 90 calendar days from the proposal issuance date. Pricing should remain valid through the entire Period of Performance.

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9. 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.

10. 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.

11. LATE SUBMISSION

Proposals received after the deadline will not be considered. The Offerors are solely responsible for ensuring timely submission and assume all risks associated with the method of delivery. Fermilab will not accept or evaluate late proposals, regardless of the reason for delay. Proposals may be withdrawn at any time prior to award. A withdrawal is effective upon the Procurement Specialist’s receipt of written notice.

12. INSURANCE

The successful Offeror shall provide Certificates of Insurance in accordance with the Clause 15 of Fermilab’s General Terms and Conditions for Services and Fermilab’s Insurance Requirements for Non- Professional Services prior to commencing any on-site work.

13. 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.

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.

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14. 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.

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