Annual Maintenance Pond Pump House

Statement of Work (SOW) / Performance Work Statement (PWS)

This 3-year annual service agreement aims to provide annual service and spring startup for the Ozone generator and all ancillary equipment supporting the Ozone system at Andy's Pond Pump House. The goal is to ensure the system is in running condition for the summer season and to address any troubleshooting or maintenance needs.

A. SPARTOX A300 Ozone Injection System Annual Maintenance:

• Comprehensive assessment of the SPARTOX system and its components.
• Review and adjust PLC programming as needed.
• Adjust system valves to factory specifications.
• Replace specified parts, including:
  • AirSep AS-097-1, AS-D+ Oxygen Concentrator (annual maintenance, including replacement of prefilters, coalescer elements, and various valve rebuild kits).
  • Plasma Technics Inc. (PTI) Plasma Block Model Gen 2 (annual maintenance, including DAT210 circuit boards).
  • Secondary ATI H10 Ozone Sensor Set (semi-annual calibration, including installation of spare sensors).
  • Teledyne 465H High Concentration Ozone Analyzer (annual calibration, including shipping and service).
• Replacement of solenoid valves and PTI Ozone Generator O-rings.
• Replacement of PTI Main Board and Fan Control Power Supply Units.

B. Kaeser Pneumatics System Annual Service:

• Yearly maintenance for the Kaeser SM10 Air Compressor, including parts and labor for various components (filters, oil, belts, maintenance kits, etc.).

• Yearly maintenance for the Kaeser TB-19 Refrigeration dryer, including parts and labor.

• Yearly maintenance for various Kaeser inline air filters (F16KA, F16KB, F16KE, F26KC).

• Yearly maintenance for the Kaeser ECO-Drain 30 and Kaeser Oil Separator.

• Inspection of all pneumatic, oxygen, and Ozone related lines and pressure vessels.

• Inspection of components on the carrier line, including a specific W.E. Anderson ball valve and a SPORTAX Venturi spool piece.

• Period of Performance: Estimated Start Date: 4/1/2026, Estimated End Date: 3/31/2029.

• Place of Performance: Fermi National Accelerator Laboratory (Fermilab) Andy's Pond Pump House, Batavia, IL 60510.

• Annual maintenance must be completed before Andy's Pond temperatures rise above 50 degrees Fahrenheit to ensure effective Ozone treatment before zebra mussels become active.

• The contractor will have the ability to troubleshoot and work on all aspects of the SPARTOX A300 Ozone Injection System, including PLC controls and programming.

• This scope specifically excludes ICW pumps and their associated PLC equipment/programming.

• Contractor is responsible for providing necessary parts and labor for all maintenance tasks.

Form / Attachment / Pricing Sheet

This document outlines the Quality Requirements for services, including the purpose of quality control and the required elements of a Corporate Quality Assurance (QA) Plan. It also provides a template QA Plan (Appendix C) for contractors who do not submit their own.

• Section 014200 - Quality Requirements: Details the subcontractor's responsibility for managing, controlling, and documenting work to ensure compliance with subcontract documents. It emphasizes the need for adequate Quality Control services and the implementation of a Quality Control program.
• Corporate Quality Assurance Plan: Subcontractors must furnish their corporate QA Plan with their bid or proposal. Failure to do so may result in a non-responsive bid. Appendix A provides guidance on the expected elements of this plan.
• Appendix A - QA Plan Guidance: Outlines key components for a QA Plan, including Purpose, Roles/Responsibilities/Authorities, Scope, Organizational Chart, Requirements Verification, Document Control, Submittals/Procurement, Material/Equipment Control, Procedures, Suspect/Counterfeit Items, Nonconformance Handling, Lessons Learned, Continuous Improvement, Inspection and Testing, and Commissioning.
• Appendix C - Corporate Quality Assurance (QA) Plan: A template QA Plan to be used by contractors who do not submit their own. It covers Purpose, Roles/Responsibilities/Authorities (Contractor QA Representative, Project Manager/Superintendent, Foremen/Trade Supervisors), Quality Objectives, Submittals/Approvals, Inspection and Testing (Pre-Work, In-Process, Final), Nonconforming Work, Documentation and Records, Corrective and Preventive Action, Training and Communication, and Project Closeout.

Bidders must submit a Corporate Quality Assurance Plan with their bid or proposal. This document specifies the requirements for that plan, either by submitting their own or by adopting the provided template (Appendix C). Understanding these quality requirements is crucial for developing a compliant and responsive bid.

Form / Attachment / Pricing Sheet

This document, Exhibit A, outlines the "Scope of Work & Coordination" and "Subcontractor ES&H Program" requirements for subcontractors performing work other than construction at Fermilab. It details the responsibilities of various FFDG personnel (ES&H Coordinator, Point of Contact, Service Coordinator, Task Manager), references numerous federal regulations and industry standards, and specifies detailed requirements for work site conditions, reporting, training, and specific hazardous activities.

• Scope of Work & Coordination: Defines roles and responsibilities for safety oversight and communication.
• References: Lists applicable federal regulations (OSHA, DOE) and industry standards (NFPA, ASME, ANSI).
• Subcontractor ES&H Program: Mandates a comprehensive Environment, Safety, and Health program covering hazard analysis, training, emergency response, and specific work site conditions.
• Work Site Conditions: Details requirements for site access, permits, utilities, hazardous materials, confined spaces, fall protection, lifts, excavation, and more.
• Attachments: Includes guidance on Silica, High Hazard/Off Hours Work, and an ES&H Certification form.

This exhibit is critical for any subcontractor bidding on or performing work at Fermilab. It establishes the stringent safety and environmental protocols that must be adhered to, directly impacting how work is planned, executed, and managed. Bidders must understand these requirements to accurately estimate costs, resources, and potential risks associated with safety compliance. Key areas include detailed requirements for hazard analysis, personal protective equipment (PPE), emergency procedures, and specific controls for hazardous activities like working with silica, electrical systems, or in confined spaces. The document also outlines the consequences of non-compliance, including civil penalties.

Form / Attachment / Pricing Sheet

This document is the Fermilab Environmental Review Form (Ver. 09/20/2025) used to establish the appropriate level of environmental review for a project or activity. It covers both construction and operation phases and prompts consideration of any known regulatory permits.

• Project Information: Includes date, title (Andys Pond 3 year auto renewing annual service agreement), project number, owner, purpose (maintain necessary ICW water for CMTF), and alternative analysis.
• Project/Activity Description: Details an annual service agreement for the Ozone generator and ancillary equipment supporting the Ozone system for Andys Pond Pump House, including annual service, inspection, and ensuring the system is operational for the summer season.
• Potential Environmental Effects: A comprehensive checklist covering Air Emissions, Waste, Clearing/Excavation, Asbestos, PCBs, Chemical Use/Storage, Radiation, Liquid Effluent, Oil Use/Storage, Project Site impacts, and PFAS Usage. Most questions related to potential environmental impacts are answered with 'No', with a few exceptions noted for oil use in equipment and a past chlorine dispenser.
• Disposition by Fermilab Environmental Reviewer: Indicates 'NO' for Appendix A Action and Actions Included in Previous NEPA. It is a Generic CX (CX Number: B1.3) with no DOE Determination Required. The reviewer is Samantha Panock.

While this document is primarily for internal Fermilab environmental review, it provides context on the nature of the service agreement, specifically related to maintaining the Ozone system for Andys Pond Pump House. Bidders involved in providing such services may find the description of the system and its purpose informative. The environmental review details indicate that the project is considered low impact from an environmental perspective.

Forms / Attachments / Pricing Sheets

This document, "Proposal Certifications," outlines various certifications required from offerors for the PUR-466 opportunity. It serves as a checklist and declaration form for bidders to confirm compliance with specific government regulations and policies.

• Certifications #1 (Required for all proposals ≥ $10,000): Covers Export/Import Control, including offeror's point of contact, and representations regarding specially designed, military, or dual-use items. It also includes the "Buy American - Construction Materials" clause (FAR 52.225-9), requiring domestic preference for construction materials, with specific definitions and exceptions. A table is provided for detailing foreign vs. domestic construction material costs.
• Certifications #2 (Required for all proposals ≥ $150,000): Includes the "Certificate of Independent Price Determination" (FAR 52.203-2) and "Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions" (FAR 52.203-11). It also contains the "Certification Regarding Responsibility Matters" (FAR 52.209-5), requiring offerors to certify they are not debarred, suspended, or facing other adverse actions. Additionally, it addresses "Employment Reports on Veterans" (FAR 52.222-37) and "Anti-Kickback Procedures" (FAR 52.203-7).
• Certifications #3 (Required for all proposals ≥ $500,000): Addresses "Combatting Trafficking in Persons" (FAR 52.222-50) and requires a "Certification Regarding Trafficking in Persons Compliance Plan" (FAR 52.222-56) if the contract value performed outside the U.S. is significant and not entirely for COTS items.
• Revision Table: Details changes made to the document, including initial release and subsequent updates to certifications and thresholds.

Bidders must carefully review and complete all applicable sections of this document to ensure their proposal meets the government's compliance and certification requirements. Failure to provide accurate certifications may impact the evaluation of the offer or render the offeror non-responsible. Specific attention should be paid to the Buy American clause and the various representations regarding business status, pricing, and ethical conduct.

Form / Attachment / Pricing Sheet

This document, titled "Subcontractor Annual Representations & Certifications (SARC)," is a form required for subcontractors. It collects essential business and compliance information from potential subcontractors to ensure they meet regulatory and contractual requirements before or during a subcontract award.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, address, contact information, EIN/TIN, website, NAICS Industry #, DUNS #, and SAM.gov Unique Entity Identifier (UEI).
• Entity Ownership & Operation: Inquires about the ownership structure (U.S. Owned, Foreign Owned) and operational status (Corporation, LLC, Partnership, etc.).
• Small Business Representation: Requires the offeror to self-certify as a Large Business, Small Business, or Foreign Business, and to select any applicable diversity categories (e.g., Small Disadvantaged Business, Woman-Owned Small Business, HUBZone Small Business).
• Executive Compensation: Gathers information on the top five executives' compensation if the business meets specific federal funding thresholds, as required by the Federal Funding Accountability and Transparency Act (FFATA).
• Offeror Responsibility: Includes representations regarding accounting systems, responsible business practices (e.g., prohibiting trafficking of persons, use of forced labor), and compliance with employment eligibility verification (E-Verify).
• Export/Import Control Certifications: Requires agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Covers compliance with Equal Opportunity requirements (EEO-1 reporting), affirmative action programs, and limitations on pass-through charges.
• Certification: A final section for a duly authorized representative to certify the accuracy of all statements and acknowledge compliance with contracting and subcontracting programs.

This form is critical for any entity seeking to subcontract. Bidders must accurately complete all sections to demonstrate their eligibility, compliance, and business status. Failure to complete this form correctly or in a timely manner may prevent a subcontract award. The information provided here will be used by FermiForward to assess the subcontractor's qualifications and compliance with federal regulations.

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) for the Annual Pond Pump House Maintenance. Fermi Research Alliance, LLC is issuing this combined synopsis/solicitation for commercial products or services in accordance with FAR subpart 12.6. This is the only solicitation, and quotes are being requested.

• Annual Pond Pump House Maintenance.

• The government intends to award a sole source Firm Fixed Price (FFP) contract.

• The contract will be a single award purchase order.

• Interested organizations may submit capabilities and qualifications in writing to the point of contact by 4:00 p.m. Central Standard Time on February 17, 2026.

• Capabilities/qualifications will be evaluated to determine if the procurement will be competitive.

• The government's decision not to compete is at their sole discretion.

• Oral communications are not acceptable.

• The RFP response must include a completed RFP page with pricing, a completed SARC (Subcontractor Annual Reps & Certs), and PUR-466 (Proposal Certifications).

• NAICS Code: 333998.

• The government intends to award to OXIDATION TECHNOLOGIES, LLC, but will evaluate other submissions to determine if a competitive procurement is warranted.

• The contract will be subject to FRA General Terms and Conditions for Commercial Products and Commercial Services (8/2025).

• These terms and conditions are available on the Fermilab Business Services Web Site.

• Delivery is F.O.B. Fermi National Accelerator Laboratory (Fermilab), Batavia, IL 60510, Freight prepaid (delivered).

• All contractual questions should be directed to Cathleen E. Stadler at 630-840-2763 or cstadler@fnal.gov.