RFP Letter (382236) Boilers Corrective and Preventative Maintenance Services.pdf

Request for Proposal RFP No: 382236-SM

Boilers Corrective and Preventative Maintenance Services Fermi National Accelerator Laboratory Batavia, Illinois

RFP Date: August 06, 2026

Proposal Due: September 04, 2026

Fermi National Accelerator Laboratory 2

REQUEST FOR PROPOSAL

FERMI FORWARD DISCOVERY GROUP, LLC

REFERENCE

RFP No: 382236-SM

ISSUING OFFICE

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

DATE ISSUED

August 06, 2026

CLOSING DATE:

September 04, 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

Preventative Maintenance Services shall be proposed on a Firm Fixed Price (FFP) basis. The scope and frequency of these services are defined in the Statement of Work and shall be priced accordingly. Corrective Maintenance Services, whether identified by Fermi Forward Discovery Group, LLC (FermiForward) or the subcontractor during inspections, shall be proposed on a Time & Materials (T&M) basis. The subcontractor shall submit a quote for all required corrective repairs, and no repair work shall proceed without prior written approval from FermiForward.

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 the requested services in accordance with Exhibit 1. SOW Boiler Preventative and Corrective Maintenance Services 2026 (382236).

DESCRIPTION OF WORK

The Subcontractor shall provide scheduled preventative maintenance, inspection, cleaning, testing, adjustment, tuning, and minor repair services for Fermilab's heating boiler systems in accordance with Attachments 1-6. The Subcontractor shall furnish all qualified personnel, licensed technicians, boilermakers, supervision, tools, equipment, transportation, materials, scheduling, and coordination necessary to complete the work, including the disassembly, cleaning, and reassembly of boilers at the New Muon Lab (NML) and Central Utility Building (CUB), followed by combustion tuning and return to service. Services shall include visual inspections; cleaning of burners, heat exchangers, and related components; inspection and adjustment of valves, gauges, piping, and electrical controls; testing and calibration of safety devices; verification of combustion performance and system efficiency; lubrication of applicable components; identification and documentation of deficiencies; and submission of inspection reports with recommendations as requested by Fermi Forward Discovery Group, LLC (FermiForward). Preventative maintenance mailto:smercil@fnal.gov

Fermi National Accelerator Laboratory 3 shall be performed at the frequencies specified in Attachments 1-4, and all work shall be completed in accordance with applicable federal, state, local, OSHA, and FermiForward safety requirements. The Subcontractor shall maintain service records, provide preventative and corrective maintenance reports following each service visit, coordinate all required utility outages with FermiForward in advance, and perform all work on the covered equipment identified in Attachments 1-6.

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.

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

• Exhibit 1. SOW Boiler Preventative and Corrective Maintenance Services 2026 (382236) SOW Attachment 1 ATMOSPHERIC BOILERS REVISED 05262020 SOW Attachment 2 CONDENSING BOILERS REVISED 05272020 SOW Attachment 3 ELECTRIC BOILERS REVISED 05282020 SOW Attachment 4 ADDENDUM CERTIFICATES AND STAMPS SOW Attachment 5 EQUIPMENT LIST

• 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 Boilers Corrective and Preventative Maintenance Services

• Exhibit 8. 014200_Quality_Requirements

• 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

RFP SUBMISSION REQUIREMENTS:

The Offeror shall complete and submit the following with its 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 Boilers Corrective and Preventative Maintenance Services

• Exhibit 8. 014200_Quality_Requirements

PREPARATION, SUBMISSION AND EVALUATION OF PROPOSALS

The Offeror shall submit the following:

Fermi National Accelerator Laboratory 4

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.

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: September 04, 2026, 12:00 p.m. (CT) Submission Email: smercil@fnal.gov Subject Line: RFP No: 382236-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.

EVALUATION CRITERIA

Part I – Technical Proposal

Factor 1: Technical (Acceptable/Unacceptable)

Subfactor 1: Relevant Experience & Qualifications

The vendor shall demonstrate a minimum of three (3) years of experience performing boiler maintenance on systems of similar size and complexity. Technicians must be properly trained, qualified, and certified for maintenance work.

Subfactor 2: Technical Approach & Methodology

The vendor shall provide a detailed work plan describing procedures for equipment maintenance, inspection, documentation, and repair. The methodology must comply with applicable industry standards, FFDG safety standards, manufacturer recommendations, and industry best practices.

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Subfactor 2: Safety/ES&H

The Offeror shall submit to FermiForward for review and acceptance a copy of their ES&H (corporate) program. The vendor shall maintain a comprehensive safety program that complies with all applicable OSHA, DOE, FFDG, and state/local maintenance regulations. The proposal shall include safety procedures, emergency response protocols, and evidence of current safety training for all personnel performing the work.

Subfactor 3: Quality Control Plan

The Offeror shall submit a copy of their Corporate Quality Control Plan. The vendor shall provide detailed reporting for each maintenance, inspections, and corrective recommendations. The vendor shall demonstrate quality control procedures and a comprehensive quality assurance program to ensure accuracy, consistency, and completeness of all documentation.

Part II – Price/Business Proposal

The Offeror shall submit Time & Material (T&M) amounts by completing Exhibit 2. Pricing Schedule. The T&M 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 individual representations and certifications.

EVALUATION AND PRICING REQUIREMENTS

Preventative maintenance services shall be provided at a firm fixed price per inspection visit, inclusive of labor, tools, equipment, and standard consumables.

Corrective Maintenance (CM)

Corrective maintenance includes repair, replacement, or adjustment of boiler components identified as defective, failed, or not operating within acceptable parameters. CM services shall include, but are not limited to:

• Troubleshooting and diagnostics.

• Repair or replacement of faulty components.

• Emergency repair services (as required).

• System testing and restoration to operational condition.

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Corrective maintenance shall be performed on a Time and Material (T&M) basis, shall require prior approval of

FFDG and subject to the following conditions:

• Labor rates shall be pre-established and agreed upon.

• Materials shall be billed at cost or with a predefined markup.

The subcontractor shall provide a detailed written quote for all corrective maintenance work prior to execution. The quote shall include:

• Description of the issue.

• Scope of the proposed work.

• Labor hours and rates.

• Material costs including estimated total cost and schedule.

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.

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.

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.

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