Commissioning Services for UIP Subproject 2- Kautz Road Substation Replacement

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

This Statement of Work (SOW) outlines the requirements for an Independent Commissioning Agent (CxA) for Fermilab's UIP Subproject 2, specifically the Kautz Road Substation Replacement. The project aims to improve the high voltage electrical system to maintain electrical service to the laboratory.

The CxA will plan, coordinate, and oversee the commissioning process during the design and construction of the new Kautz Road Substation control house building. This includes:

• Design and Procurement Phase:

  • Prepare commissioning specifications for bid documents.
  • Develop a comprehensive Commissioning Plan.
  • Review the Basis of Design (BOD) and identify discrepancies.
  • Develop a Master Equipment List.

• Construction Phase:

  • Facilitate commissioning kickoff and progress meetings.
  • Review contractor submittals.
  • Conduct field observations of installed equipment/systems.
  • Prepare and verify Installation Checklists (Pre-Functional Checklists).
  • Observe Test & Balance (TAB) processes.
  • Prepare and witness Functional Performance Tests (FPTs).
  • Document and manage an Issues Log.
  • Review Operation & Maintenance (O&M) manuals.
  • Verify contractor training.
  • Prepare a Final Commissioning Report.

• Substation Control Building: Building Automation System, HVAC units, exhaust fans, sump pump, life safety/fire alarm, lighting controls, security, building envelope, substation relay & metering control panels, 15kV switchgear, communication panel, battery racks/chargers, disconnect switches, and AC/DC circuit breaker panel boards.

• Yard Equipment: 345-13.8 kV Transformers, 345 kV SF6 circuit breaker, 13.8 kV Cable Bus System, 345 kV MOD's, yard lighting system, and yard drainage system.

• Externally Connected Equipment: Feeders.

• Start Task: May 2026

• End of Design Phase: August 2026

• Start of Construction Phase: May 2027

• Complete Task: April 2030

• The proposal must include a project-specific QA/QC plan.

• The proposal should be split into "Design and Procurement Phase" and "Site Installation (Construction) Phase."

• The CxA must be a certified Independent Third-Party Commissioning Agent.

• Key stakeholders include the U.S. Department of Energy (DOE) Fermi Site Office (FSO), the UIP Team, Arup (design services), and Commonwealth Edison.

• UIP Kautz Road Substation Basis of Design (90% Final Design)

• Fermilab Environment, Safety and Health Manual (FESHM)

• DOE Order 413.3B

• Guiding Principles for Sustainable Federal Buildings

Form / Attachment / Pricing Sheet

This document, "Organizational Conflict of Interest (OCI) Certification & Assessment" (Form FL-11, Revision 1), is a required form for offerors responding to solicitations anticipated to exceed the simplified acquisition threshold, particularly for work in support of advisory and assistance services. It serves to identify and assess potential organizational conflicts of interest.

• OCI Representation Statement: Offerors must choose to either certify that no perceived OCI exists or disclose any identified possible OCI.
• OCI Disclosure Statement: If an OCI is identified, offerors must provide detailed information on past, present, or planned interests or activities that relate to the proposed work, categorized as Organizational, Contractual, Financial, or Other. This includes a description of the relationship and its extent.
• Sub-Subcontractor/Consultant OCI: Requires that any sub-subcontractors or consultants performing similar services also complete and sign an OCI Representation or Disclosure Statement.
• Fermilab OCI Finding: A section for the Laboratory to document its finding regarding the offeror's OCI, indicating whether a conflict exists, can be avoided, or if award should not be made.

Bidders must complete this form accurately to ensure compliance with solicitation requirements. Failure to properly address OCI concerns could impact proposal evaluation and award. The form requires a thorough review of the offeror's and its subcontractors' relationships and activities to identify and disclose any potential conflicts of interest that could affect their ability to provide impartial, technically sound assistance or create an unfair competitive advantage.

Form / Attachment / Pricing Sheet

This document, "Exhibit J- Organizational Conflicts of Interest FL-57B (Rev. 1-07)", outlines the requirements and restrictions related to organizational conflicts of interest (OCIs) for subcontractors performing work under this subcontract. Its purpose is to ensure that subcontractors are not biased due to their interests and do not gain an unfair competitive advantage.

• Purpose of OCI Clause: To prevent bias and unfair competitive advantage.
• Scope: Restrictions apply to subcontractors, sub-subcontractors, and affiliates.
• Use of Subcontractor's Work Product: Prohibits participation in future solicitations or performance of advisory/assistance services related to work products developed under this subcontract, unless expressly approved or directed in writing.
• Access to and Use of Information: Restricts the use of proprietary or non-public information obtained during performance for private purposes or to gain a competitive advantage for a specified period after subcontract completion or information release.
• Disclosure After Award: Requires immediate disclosure of any changes affecting disclosed facts or potential OCIs. Failure to disclose may lead to termination for default.
• Remedies: Outlines potential consequences for breach of OCI restrictions, including termination, disqualification, and legal remedies.
• Waiver: Procedures for requesting waivers from OCI restrictions.
• Sub-subcontracts: Requirements for including similar OCI clauses in sub-subcontracts exceeding the simplified acquisition threshold and involving advisory and assistance services.

Bidders must carefully review this document to understand their obligations and restrictions regarding organizational conflicts of interest. This includes understanding limitations on future work, the handling of sensitive information, and the requirement for disclosure. Non-compliance can lead to significant consequences, including termination of the subcontract. Bidders should assess their own potential conflicts and ensure they can comply with these requirements before submitting a proposal.

Form / Attachment / Pricing Sheet

This document, titled "Restriction Respecting Participation in Construction Work Related to the Facility Designed Under This Subcontract" (FL-12, Rev. 1/07), outlines restrictions on firms providing architect-engineering services.

• Firms providing architect-engineering services under this subcontract (including parent companies, subsidiaries, or affiliates) are ineligible to compete for, be awarded, or perform work under any subcontract or sub-subcontract for construction or supplies related to the facility designed.
• The design prepared under this subcontract shall not incorporate products from such firms.
• These firms are also prohibited from performing such work with their own forces.
• An exception exists for firms providing construction management services, provided that all physical construction and related supply subcontracts/sub-subcontracts are competitively bid.

This document is crucial for potential bidders involved in architect-engineering services. It clarifies that such firms, and their related entities, are restricted from participating in the construction or supply aspects of the project, either directly or through subcontracts, unless specific conditions regarding competitive bidding for construction management are met. This may affect teaming arrangements and the overall scope of work a bidder can undertake.

Form / Attachment / Pricing Sheet

This document, titled "PREPARATION OF STATEMENT OF WORK OR SPECIFICATION," provides guidance and establishes conditions for subcontractors preparing SOWs or specifications for competitive acquisitions.

• It outlines that if a subcontractor prepares a complete SOW or specification for a competitive acquisition, they become ineligible to perform or participate in that specific contractual effort.
• An exception is made for providing advice or assistance directly to Fermi Research Alliance, LLC regarding these competitive acquisitions.
• The document clarifies that this restriction does not prevent the subcontractor from participating in noncompetitive acquisitions involving the SOW or specification.

This document is relevant to potential bidders who may be involved in preparing SOWs or specifications. It informs them of potential conflicts of interest or restrictions on their ability to bid on or perform work if they are involved in the creation of the SOW/specification for a competitive acquisition.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) solicits proposals for Commissioning Authority (CxA) services for the Utilities Infrastructure Subproject 2- Kautz Road Substation Replacement at the Fermi National Accelerator Laboratory (Fermilab) in Batavia, IL. The government intends to award an indefinite-delivery / indefinite-quantity (IDIQ) contract.

• Commissioning Authority (CxA) services for pre-construction, construction, and post-construction phases.

• Services include, but are not limited to, optimization of energy-efficient equipment design and control strategy, relay & metering control panels, 15kV switchgear units, communication panels, battery systems, AC/DC circuit breaker panel boards, 345kV power transformers, 345kV SF6 circuit breakers, 15kV cable bus, and 345kV MOD's.

• Offerors must align with FFDG's health, safety, quality assurance, and quality control requirements, including federal, state, and local standards (OSHA, EPA).

• Contract Type: Indefinite Delivery / Indefinite Quantity (IDIQ)

• Period of Performance: Estimated start date June 1, 2026, through May 2030.

• Estimated Maximum Subcontract Value: $450,000.00

• Minimum Guaranteed Order Value: $20,000.00

• Proposals are due by 4:00 PM Central Time on May 27, 2026.

• Proposals must be submitted in two parts: Part I - Technical Proposal (70 points) and Part II - Business Management & Price Proposal (30 points).

• Evaluation will be based on a Tradeoff source selection method, prioritizing best value with tradeoffs. Technical criteria are more important than price.

• Key evaluation criteria include: Organizational Structure and Key Personnel (20 points), Approach/Safety Compliance/Work Plan (25 points), Past Performance (25 points), and Business Management & Price Proposal (30 points).

• Offerors must acknowledge receipt of any amendments to the RFP.

• No specific set-aside requirements are mentioned.

• A pre-proposal meeting is not scheduled.

• Questions regarding the RFP must be submitted in writing by close of business (5:00 PM CST) on May 21, 2026.

• Offerors must allow a minimum of ninety (90) calendar days for acceptance of proposals.

• The solicitation includes various exhibits detailing the Scope of Work, technical requirements, terms and conditions, and required forms.

Form / Attachment / Pricing Sheet

This document is the "Basis of Design Report" for the "Fermilab Utilities Infrastructure Project: Kautz Road Substation". It details the design considerations and basis for the substation upgrade works.

• Introduction: Outlines the project's purpose, history, and scope, including upgrades to the Kautz Road Substation (KRS) and extension of four new feeders.
• Substation Electrical: Details the replacement of existing substation equipment, including transformers, cable bus, control building, circuit breakers, motor-operated disconnects, and harmonic filters.
• Structural: Covers the evaluation of existing structures, design of new foundations for firewalls and relocated poles, and design of new concrete pads for generators and telecom buildings.
• Geotechnical: Provides a summary of subsurface investigation data, geotechnical interpretations, and design recommendations for geotechnical elements.
• Civil: Addresses site constraints, storm drain systems, accelerator campus feeder extension, fencing, asphalt paving, and containment.
• Appendices: Includes existing conditions reports, vendor information, geotechnical desk study technical notes, requirements lists, temporary construction power sketches, preliminary geotechnical design notes, and geotechnical engineering reports.

This report serves as the foundational document for the project's design criteria. Bidders can use this to understand the existing conditions, the scope of work, and the design basis for various components, which will inform their proposals and understanding of the project's technical requirements.

Form / Attachment / Pricing Sheet

This document, "Exhibit A - For Subcontractor Safety Other Than Construction," outlines the Environment, Safety, and Health (ES&H) requirements for subcontractors performing work at the Utilities Infrastructure Project Subproject 2 – Kautz Road Substation Upgrades. It details the scope of work, coordination, ES&H program requirements, work site conditions, reporting and training, and specific hazard controls.

• ES&H Coordinator and Points of Contact: Defines roles for FFDG Service Coordinators (SC) and Task Managers (TM) responsible for oversight and communication.
• Subcontractor ES&H Program: Mandates a comprehensive ES&H program, including management commitment, responsibility assignment, training, hazard analysis (JHA/HA), emergency response, and recordkeeping.
• Work Site Conditions: Covers site access, permits, electrical power, transportation, access and traffic, temporary heat/lighting/ventilation, water/sanitation, hazardous materials, confined spaces, fall protection, lifting operations, work on existing utilities, excavation, and personal protective equipment (PPE).
• Specific Hazard Controls: Details requirements for burning/welding, open burning, electrical work, radiation protection, environmental protection, smoking, drug/alcohol-free workplace, and fuel storage.
• Attachments: References "Attachment A - Silica Guidance" and "Attachment B - High Hazard / Off Hours Work," which provide detailed requirements for specific high-risk activities.
• ESHC Certification: Requires subcontractors to acknowledge and certify compliance with 10 CFR 851 and provide occupational medicine and medical surveillance information.

This document is critical for any potential bidder to understand the stringent safety and health protocols required for performing work at the Fermilab site. It outlines the expected ES&H program, specific hazard controls, and reporting requirements that will be enforced. Bidders must review this exhibit thoroughly to assess their ability to comply with these requirements, which will impact their operational planning, resource allocation, and overall proposal development.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Services (08/2025)", outlines the standard terms and conditions that will govern any services subcontracted by Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential bidders to understand the contractual framework.

This document details numerous clauses covering:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time is of the essence.
• Payment and Performance: Terms for payment, standard of performance, and requirements for licenses and permits.
• Changes and Modifications: Procedures for change orders and modification proposals.
• Liabilities and Termination: Indemnification, assumption of risk, warranty, and termination clauses.
• Legal and Regulatory Compliance: Laws and regulations, dispute resolution, applicable law, and release of information.
• Operational Requirements: Notifications, entire agreement, site and facilities access, and environment, safety, and health (ES&H) protocols.
• Specific Clauses: Includes stop-work orders, insurance, service contract labor standards, information technology acquisitions, and special government flow-down provisions.
• FAR and DEAR Clauses: A comprehensive list of Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses applicable based on subcontract value and type.

This document is critical for bidders as it establishes the legal and contractual obligations for any awarded subcontract. Understanding these terms is essential for assessing the overall risk, compliance requirements, and operational parameters of the opportunity. Bidders should pay close attention to clauses related to performance standards, payment terms, indemnification, termination, dispute resolution, and any specific FAR/DEAR clauses that may impact their ability to perform or their pricing.

Form / Attachment / Pricing Sheet

This document outlines the specific insurance requirements for subcontractors performing onsite non-professional services at the Fermi National Accelerator Laboratory (Fermilab). It details the types of insurance, minimum coverage limits, and other conditions that must be met before commencing work.

• General Liability: Requires $1,000,000 per occurrence and $2,000,000 general aggregate. Products-Completed Operations Aggregate must be $2,000,000 and maintained for 10 years post-completion.
• Automobile Liability: Requires a $1,000,000 combined single limit for owned, non-owned, and hired vehicles.
• Excess/Umbrella Liability: Requires $1,000,000 for subcontracts under $3.5M and $5,000,000 for subcontracts over $3.5M.
• Workers' Compensation and Employer's Liability: Statutory limits for Workers' Compensation and $1,000,000 for Employer's Liability (each accident, each employee disease, policy limit disease).
• Supplemental Coverages: May require Aircraft Liability ($25,000,000 per occurrence), Builder's Risk, Broad Form Cargo Insurance, and Installation Floater.
• Additional Insureds: Policies (except Workers' Comp) must name Fermi Forward Discovery Group, LLC, University of Chicago, Universities Research Association, Inc., and the U.S. Government as additional insureds.
• Notice of Cancellation: Subcontractors must provide 10-30 days written notice of cancellation or material change in coverage.
• Sub-Subcontractor Requirements: These insurance requirements apply to all sub-subcontractors.
• Indemnification: Subcontractors must indemnify FFDG for any losses due to non-compliance with these insurance requirements.

This document is critical for any bidder planning to perform onsite non-professional services. It clearly defines the mandatory insurance coverages and limits that must be in place, which will impact the cost of bidding and performing the work. Failure to meet these requirements can lead to indemnification claims.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications PUR-466 Rev 5," dated 10/14/2025, is a form that offerors must complete and submit as part of their proposal package. It requires the offeror to make various certifications regarding compliance with federal regulations and statutes, including export/import control, Buy American Act, independent price determination, lobbying, responsibility matters, and combatting trafficking in persons.

• Certifications #1 (Required for all proposals ≥ $10,000):
  • Export/Import Control information.
  • Buy American – Construction Materials (OCT 2022) compliance.
• Certifications #2 (Required for all proposals ≥ $150,000):
  • Certificate of Independent Price Determination.
  • Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions.
  • Certification Regarding Responsibility Matters.
• Certifications #3 (Required for all proposals ≥ $550,000):
  • Combatting Trafficking in Persons (NOV 2021).
  • Certification Regarding Trafficking in Persons Compliance Plan (OCT 2020).
• Revision Table: Details changes made across different revisions of the form.

This form is critical for bidders to complete accurately. Failure to provide the required certifications or providing erroneous information may render the offeror non-responsible or lead to contract termination. Bidders must carefully review each section and provide truthful and complete information as it pertains to their specific proposal and business practices. The document outlines specific federal requirements that must be addressed by all potential offerors.