RFP 365026RLP.pdf

Fermi National Accelerator Laboratory Procurement Department

Finance Section 630-840-2454 rhiannon@fnal.gov

Date:

Request for Proposal #:

Proposals Due:

REQUEST FOR PROPOSAL - THIS IS NOT A PURCHASE ORDER

Fermi Forward Discovery Group, LLC (FFDG) anticipates procurement of the following assemblies for Fermi National Accelerator Laboratory (Fermilab). Fermilab requests your proposal for the following:

Pg. 1 of 2

Total Extended Proposal Price:

Company Name:

Address:

Terms: Net 30 FOB: Fermilab Signature & Date: Rhiannon Patterson - Procurement Specialist II

BASE

YEAR

OPTION

YEAR 1*

OPTION

YEAR 2*

17,5001 17,500 25,000

REQUEST FOR PROPOSAL

August 28, 2025

RFP 365026RLP

September 15, 2025

UNIT PRICE

FIRST

DELIVERY

3,000

ITEM

*Amounts indicated in option years are included as a representation of "not to exceed amount" associated with quantity in the procurement specification beginning on page three (3) of this request for proposal.

24,000

5,000

2 12,000 25,000

3 5,000

Exceptions to specifications and extra charges for containers, tooling, etc. must be clearly indicated MATERIALS, SUPPLIES OR SERVICES RESULTING FROM

THIS QUOTE ARE FOR WORK DONE UNDER PRIME

CONTRACT NO. DE AC02 07CH11359 WITH THE UNITED

STATES DEPARTMENT OF ENERGY. ANY ITEMS

COVERED BY G.S.A. CONTRACTS SHOULD BE SO

INDICATED.

ADDITIONAL REQUIREMENTS FOR PROPOSAL:

1. Must include domestic material.

2. The above reflects base quantity, option years are unilateral decisions of authorized personnel of FFDG.

3. Must meet the listed specifications, more detailed in attached specification, including packaging and shipping of all items.

4. The period of performance for this subcontract will be a one (1) year base subcontract with three (3) one-year option periods.

5. Once award has been made, the base order will be promptly submitted with request to have material within three weeks of order placement.

**This is considered an IDIQ contract with firm fixed price per quantity and proposals must state such.

OPTION

YEAR 3* DESCRIPTION

2,500

2,500

2,500

Cryostat Floor Shims (CFSS) 1/32"

Cryostat Floor Shims (CFSS) 1/8"

Cryostat Floor Shims (CFSS) 1/4"

Fermi National Accelerator Laboratory / Kirk and Pine Street / P.O. Box 500 / Batavia, IL 60510 / www.fnal.gov / fermilab@fnal.gov Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science

RFP # 365026RLP Pg. 2 of 2

The units will ship to: Care of Fermilab Dakota Warehouse 1313 E. Saint Patrick Street Rapid City, SD 57701 United States

Basis for Subcontract Award

FFDG General Terms and Conditions for Commercial Products and Commercial Services (01.2025)

Offers to include F.O.B. Destination delivery terms. All freight charges must be included in your quotation.

The following Representations must be completed and returned with your proposal:

SARC - Subcontractor Annual Reps & Certs (Rev. 4) PUR-466 - Proposal Certifications (Dated 06/03/2025)

Questions shall be submitted by 5pm CDT on September 5, 2025.

Proposals shall be submitted by 5pm CDT on September 15, 2025.

All contractual questions shall be directed to:

Rhiannon Patterson Procurement Specialist II rhiannon@fnal.gov 630-840-2454 (office)

The following terms and conditions shall become a part of any subsequent purchase order/subcontract resulting from this solicitation.

The above referenced terms and conditions are available on the Fermilab Business Services Web Site. They are PDF Format (hard copy forms are available upon request) and can be accessed at the following URL:

https://procurement.fnal.gov/terms-conditions/

The RFP response shall include a completed RFP page, SARC Form, and a PUR-466 Form.

This is a lowest price technically acceptable source selection. Award shall be made to the supplier who is deemed responsible in price and technical acceptance. Award shall be made to the supplier who is deemed responsible by FFDG, whose proposal conforms to the solicitations requirements, and is judged to represent best value to FFDG. FFDG intends to award without discusssions.

Fermi National Accelerator Laboratory / Kirk and Pine Street / P.O. Box 500 / Batavia, IL 60510 / www.fnal.gov / fermilab@fnal.gov Managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science https://procurement.fnal.gov/terms-conditions/ https://procurement.fnal.gov/terms-conditions/ https://procurement.fnal.gov/terms-conditions/ https://procurement.fnal.gov/terms-conditions/ mailto:rhiannon@fnal.gov https://procurement.fnal.gov/terms-conditions/

Long-Baseline Neutrino Facility (LBNF) / Deep Underground Neutrino Experiment (DUNE) - US

Stainless Steel Shims for Cryostat Installation Procurement Specification

Procurement Specification – Stainless Steel Shims

LBNF/DUNE-US FDC

Fermi National Accelerator Laboratory i

VERSION CONTROL

Approvals for this document will be required from:

FFDG Procurement: Name TBD. To be filled in by Procurement prior to PO award FFDG Responsible Person: Kyle Rovick

Revision History Revision Responsible

Person Date Description of Changes

0 Kyle Rovick November 20, 2024 Original 1 Kyle Rovick August 15,2025 Updated quantities, pallets, labeling, header, title to better reflect contents 2 Kyle Rovick August 19, 2025 Removed FRA language, replaced with

FFDG

Fermi National Accelerator Laboratory ii

TABLE OF CONTENTS

Version Control……………………………………………..…………………………………………………………………………..…i

Table of Contents………………………………………………………………………………………………………………………...ii

Acronyms and Abbreviations…………………………………………………………………………………..……………………iii

Introduction

Structure/Component Description

Scope of Work

Post-Award Submittals

Finished Material Submittals

Quality Control

Fermi National Accelerator Laboratory iii

ACRONYMS AND ABBREVIATIONS

Acronym/Abbreviation Definition

FNAL Fermi National Accelerator Laboratory

FERMILAB Fermi Forward Discovery Group (FFDG)

Customer FFDG

Subcontractor Vendor awarded the Purchase Order

SURF Sanford Underground Research Facility

LBNF Long Baseline Neutrino Facility

DUNE Deep Underground Neutrino Experiment

I&I Installation and Integration

CFSS Cryostat Floor Shims

CFMS Cryostat Floor Metal Spacers

FAI Factory Acceptance Inspection

QC Quality Control

ISO International Organization for Standardization

Fermi National Accelerator Laboratory 1

1. INTRODUCTION

Under contract to the U.S. Department of Energy (DOE), the Fermi Forward Discovery Group (FFDG), is leading the Long-Baseline Neutrino Facility (LBNF) Project to enable a world-class program in neutrino physics. Specifically, the LBNF Project (https://lbnf-dune.fnal.gov) provides the infrastructure for the Deep Underground Neutrino Experiment (DUNE), which will consist of two large liquid argon-based neutrino detectors located nearly a mile underground at the Sanford Underground Research Facility (SURF) in Lead, SD. See Figure 1, LBNF/DUNE-US Schematic

The Far Detector & Cryogenics (FDC) subproject of LBNF/DUNE-US installs the cryostats, detectors, cryogenics and supporting infrastructure at the SURF laboratory.

Figure 1, LBNF/DUNE-US Schematic

2. STRUCTURE/COMPONENT DESCRIPTION

The experimental facilities will include several individual cryogenic detectors, each one housed inside a large, instrumented cryostat filled with 17,500 tons of liquid argon. The Cryostat Floor Metal Spacers and Shims (CFMS and CFSS) components will be position below the cryostats steel structural beams.

3. SCOPE OF WORK

The Subcontractor shall procure all materials, fabricate, assemble, test, package, and deliver the complete products as required in this specification document.

The Subcontractor shall provide and deliver Metal spacers and shims to the following specifications and quantities.

https://lbnf-dune.fnal.gov/

Fermi National Accelerator Laboratory 2

Cryostat Floor Shims (CFSS)

Material Requirements CFSS

• SAE 304 Stainless Steel or AISI 321 stainless Dimensions CFMS

• 14” x 14” +/- 1/16” Thickness CFMS

• 1/32”

• 1/8”

• 1/4”

Attributes

• Steel to be cut using a method that produces similar flat, square edges

• Edges shall not have burred, be sharp, damaged or rolled edges, and shall be suitable for use as shims slid into narrow openings

• 10 EA Pre-production samples of each size shall be furnished by supplier and shall be held as representative models for remainder of order

• Fabrication of order shall not proceed without approval of samples. Pieces shall not be bowed and shall sit flat within 1/16”

• Quantity o 1/32” – Guaranteed minimum order of 17,000 and not to exceed quantity of 62,500 over the lift of this subcontract.

o 1/8” – Guaranteed minimum order of 12,000 and not to exceed quantity of 63,500 over the life of this subcontract.

o ¼” – Guaranteed minimum order of 3,000 and not to exceed 15,500 over the life of this subcontract.

Reference Drawings CFSS - 0.03125.pdf CFSS -0.125.pdf

• Packaging/shipping o Max weight per pallet or crate 4900 lbs. Pallet shall be of an appropriate type that shall be rackable at the weight it is bearing and shall not be overloaded beyond their design capacity.

o Must be able to be moved with forklift and in packaging that keeps steel from being exposed to the elements and weather.

o Each pallet or crate of shims shall be clearly marked in so that the type and quantity of shims in letters and number at least 2” tall, e.g: “1/4” 304 Shims – 3000 EA”.

o The Contractor shall be responsible for the packing of the entire order.

o All components must be packaged to ensure materials will conform to specifications upon shipment, delivery, and storage.

Fermi National Accelerator Laboratory 3 o A packing proposal method shall be submitted by the Subcontractor to FFDG for prior written approval before packing starts, in particular regarding the following technical aspects:

Packing material choice External marking Inspection of the contents Lifting/manipulation marking o Shipping:

Must be shipped no later than four months from Purchase Order (PO) award. Early delivery of partial quantity is acceptable.

Ship to:

Dakota Warehouse 1313 E. Saint Patrick St.

Rapid City, SD 57701

FFDG may request an alternate shipping location should schedule be a concern:

FFDG – Ross Headframe 168 Ross Road Lead, SD 57754.

4. POST-AWARD SUBMITTALS

The Subcontractor shall comply with the following requirements once subcontract award has been made.

• Prior to the starting of the manufacturing process, the following set of documents must be provided by the Contractor to FFDG for approval:

o Vendor to provide 10 EA pre-production samples of each thickness (i.e. 10 EA 1/32”, 10 EA 1/8”, 10 EA ¼”) for FFDG acceptance, which will not be counted as part of the quantity in Section 3. After acceptance, the samples will be the standard to which the delivered pieces will be held to.

o Quality plan and quality control documentation, as specified in ISO 9001 (reference this document’s Section 6, Quality Control).

• The Subcontractor shall submit a production plan.

o Required no later than one month from Purchase Order (PO) award. Part shipments are expected at the South Dakota warehouse 2 months after PO award and approval of the Pre-production samples.

o The production plan shall be agreed between FFDG and the Subcontractor prior to the start of the supply production. The production plan shall include, at a minimum, the following milestones.

Raw material procurement Supply production start Supply FAI (reference this document’s Section 5, Finished Materials Submittals)

• The Subcontractor shall submit monthly progress reports to include the following.

Fermi National Accelerator Laboratory 4 o delivery timeline

• The Subcontractor shall submit all documents produced exclusively in the following electronic formats.

o Shop drawings in AUTOCAD or PDF o Text documents in Microsoft Word or PDF as referenced in Sections 5 and 6.

• The full documentation supplied by the Contractor in the framework of the Contract (including all drawings and schematics) shall be in English only.

5. FINISHED MATERIALS SUBMITTALS

The Subcontractor shall provide documentation certifying that the material is as specified and shall include the following.

• Upon delivery of the supply, the Subcontractor shall provide, at minimum, the following set of documentation in addition to the documentation listed above:

o Traceability documentation o Reports of all the tests/inspections performed o Material certificates of supplied parts o Dimensional control reports

• The full documentation supplied by the Contractor in the framework of the Contract (including all drawings and schematics) shall be in English only.

6. QUALITY CONTROL

The Subcontractor is responsible for all activities necessary to manage, control, and document work to ensure compliance with the subcontract documents. The Subcontractor’s responsibility includes ensuring adequate Quality Control services are provided for work accomplished on- and off-site by their organization, suppliers, sub-tier subcontractors, technical laboratories, and consultants.

The work activities include submittal management, testing and inspection, and all other functions relating to the requirement for quality manufacturing. The Subcontractor shall implement a Quality Control program and designate a quality responsible person(s) to achieve these goals.

Quality Control requirements are as follows.

• The Subcontractor shall apply professional standards and codes in matters of document editing, design/drawing process, design reviews and approval, naming conventions and tagging, quality assurance/control.

• Prior to the starting of the manufacturing process, the Subcontractor shall submit a Quality Control plan.

Fermi National Accelerator Laboratory 5

• The Subcontractor shall have an adequate working quality management system that guarantees the compliance of the mechanical and geometrical properties of the deliveries to the standards defined in this Technical Specification; the quality management system shall comply with ISO 9001.

End of Document

2025-08-19-Procurement Specification_Metal Spacers.pdf