CUB Chiller Preventative and Corrective Maintenance Services

Solicitation / RFP / RFQ

This document is an "Information for Bidders" (Exhibit 1) for CUB Chiller Preventative and Corrective Maintenance Services at Fermi National Accelerator Laboratory (Fermilab). Fermi Forward Discovery Group (FFDG) is seeking these services as described in the Statement of Work (SOW) in Exhibit 2.

• Provide preventative and corrective maintenance services for CUB Chillers.

• Services include all labor, materials, equipment, supervision, safety compliance, and coordination.

• Offerors must have at least five (5) years of HVAC industry experience in servicing and maintaining Trane CenTraVac Centrifugal chillers or equivalent.

• Electric work must comply with NFPA 70E.

• Work at height must comply with OSHA.

• Offerors must demonstrate a plan for technical support and emergency response, including a 24-hour technician dispatch guarantee and rapid reporting for system failures.

• Identify at least two (2) key technicians with expertise in chiller maintenance and repair, and key personnel for logistics and communication.

• Designate a QA Representative.

• The period of performance is estimated to be from May 04, 2026, through May 03, 2031, including a base year and four option years.

• The contract type is Firm Fixed Price.

• Proposals are due by email no later than April 10, 2026, by 5:00 PM CST to smercil@fnal.gov.

• Proposals must be complete and will be accepted for a minimum of ninety (90) calendar days.

• Offerors must submit proposals in two parts: Technical Proposal and Pricing Proposal.

• Evaluation will be based on a "best value" tradeoff process, considering both technical factors and price.

• Technical factors include Experience, Technical Support and Emergency Response, and Key Personnel.

• Pricing will be evaluated based on the total price from the Pricing Schedule.

• The North American Industry Classification System (NAICS) code is 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance).

• The small business size standard for this NAICS code is $12.5 Million.

• This acquisition is unrestrictive and contains no set-aside provisions.

• A site visit is scheduled for Wednesday, March 25, at 11:00 PM CST at the Central Utility Building, Batavia, IL.

• Protective Equipment (PPE) is required for the site visit.

• Offerors must request any explanations or interpretations of the solicitation in writing by March 20, 2026.

• Subcontractor training (Orientation and CUB Training) is required and billable.

• Compliance with Fermilab's Real-ID Requirements is mandatory for on-site personnel.

• The document lists several exhibits, including the SOW, General Terms and Conditions, Insurance Requirements, and Proposal Forms.

Amendment / Modification

This amendment (No. 01) to Solicitation SM-377865, "CUB Chiller Preventative and Corrective Maintenance Services," dated March 16, 2026, makes the following updates:

• Update: Added Site Visit Date, Time, and Location to "Exhibit 1. RFP - CUB Chiller Preventative and Corrective Maintenance Services."

• Added: Business Visitor Badging Registration Instructions & Directions document.

• "Exhibit 1. RFP - CUB Chiller Preventative and Corrective Maintenance Services" (updated with site visit details).

• A new document, "Business Visitor Badging Registration Instructions & Directions," has been added.

Bidders must acknowledge receipt of this amendment. If a bid has already been submitted, changes may be made via email or letter, provided it references the solicitation and this amendment and is received before the opening time. The proposal due date remains April 10, 2026.

Form / Attachment / Pricing Sheet

This document provides instructions and directions for business visitors attending the Pre-Proposal Meeting and Site Visit for an unspecified Request for Proposal (RFP). It details how to register for access and navigate to the Fermi National Accelerator Laboratory (Fermilab).

• Meeting Details: Pre-Proposal Meeting and Site Visit scheduled for March 25, 2026, at 1:00 PM CST at Fermilab's Central Utility Building.
• Directions: Step-by-step navigation instructions for two entrances: West (Pine Street) and East (Batavia Street).
• Access Request Form: Instructions for completing an online access request form at least seven days prior to the meeting. Key fields include:
  • Access Request (Select Business Visitor)
  • Fermilab Affiliation (Select Finance)
  • Previous Account (Yes or No)
  • Personal Information (Self-Explanatory, Country Code, Phone Number)
  • Point of Contact (Seth Mercil)
  • Purpose of Visit (Procurement Meeting, Pre-Proposal Meeting & Site Visit)
  • Request for Onsite Date To & From (Site Visit Date)
  • Fermilab Business Building (CUB)
  • Home Institution (Company/Home Institution)
  • Community Standard Agreement (I Agree)
• Eligibility: Onsite access approvals are dependent on citizenship status.

This document is crucial for any bidder planning to attend the Pre-Proposal Meeting and Site Visit. It provides essential logistical information, including directions to the facility and detailed instructions for completing the required access request form, which must be submitted in advance. Failure to complete the form correctly or on time may impact a bidder's ability to attend the meeting and site visit.

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

To define the services, responsibilities, and deliverables for performing preventative and corrective maintenance on the Trane branded water-cooled CenTraVac chillers and associated refrigerant monitors located in the Central Utility Building (CUB) at FermiLab. The goal is to improve chiller functionality and efficiency, ensure regulatory compliance, and maintain efficient HVAC operation.

Chiller Preventative Maintenance Tasks:

• Quarterly: General operation checks, Tracer™ control system verification, refrigerant charge checks, purge unit inspection, sensor calibration, oil level checks, oil heater inspection, electrical termination checks, safety interlock testing, vane actuator operation, coupling alignment, condenser water flow checks, system performance review, and additional maintenance per manuals. A written report with inspection logs and deficiencies is required.
• Every Six Months: Lubrication of vane control linkage, vane operator tang O-rings, and oil filter shutoff valve O-rings. Manual operation of tang operators and draining of rupture disk contents. Additional maintenance per manuals. A written report is required.
• Annually: Full system operational test, compressor oil sampling and analysis, oil/filter replacement if needed, megohm test on motor windings, purge system cleaning, starter/VFD component inspection, Eddy current testing (if required), log updates, gantry/hinge lubrication, vibration analysis, and additional maintenance per manuals. A written report is required.
• General Requirements: Preventative maintenance tasks will be tracked in the FAMIS 360 program. Corrective maintenance outside of preventative tasks requires contact with the Service Coordinator with a detailed report.

Refrigerant Monitor Preventative Maintenance Tasks:

• Performed per manufacturer recommendations. Includes inspection of housing, wiring, sensors, and hardware; power-on tests; alarm indicator tests; sensor calibration; cleaning; electrical connection tightening; filter/consumable replacement; operational checks; and restoration of panels. Refrigerant recovery must follow approved Fermilab processes and documentation.

Chiller Corrective Maintenance Tasks:

• Diagnose and repair mechanical, electrical, or control system faults.

• Replace defective parts (e.g., compressors, purge units, expansion valves, sensors).

• Recover, evacuate, and recharge refrigerant per EPA guidelines.

• Perform system leak detection and verification testing.

• Conduct functional tests and inspect/clean condenser and evaporator tubes.

• Document all repairs with detailed service reports.

• Completed preventative maintenance reports for each chiller.

• Corrective maintenance reports (diagnostic findings, parts replaced, test results).

• Annual performance summary (efficiency trends, recommendations).

• Refrigerant usage and recovery documentation (EPA compliant).

• Preventative Maintenance: Performed Quarterly / Semi-Annually / Annually, as agreed with the Service Coordinator.

• Corrective Maintenance: Performed as required, with a 4-hour response time for out-of-service equipment.

• Work to be scheduled to minimize operational disruptions.

Fermi National Accelerator Laboratory (Fermilab), Central Utility Building, Batavia, IL 60510.

5/4/2026 - 5/3/2031

Solicitation / RFP / RFQ

This solicitation is for CUB Chiller Preventative and Corrective Maintenance Services at the Fermi National Accelerator Laboratory (Fermilab) in Batavia, IL. The Statement of Work (SOW) details the services to be performed.

• Preventative and corrective maintenance services for CUB Chillers.

• Services include all labor, materials, equipment, supervision, safety compliance, and coordination.

• Subcontractor must use a mobile device application for service data download.

• Employees must undergo Subcontractor Orientation and CUB Training.

• Offerors must identify and explain any exceptions, deviations, or conditional assumptions.

• Contract Type: Firm Fixed Price.

• Period of Performance:

  • Base Year: May 04, 2026 – May 03, 2027
  • Option Year 1: May 04, 2027 – May 03, 2028
  • Option Year 2: May 04, 2028 – May 03, 2029
  • Option Year 3: May 04, 2029 – May 03, 2030
  • Option Year 4: May 04, 2030 – May 03, 2031

• Estimated Value: Not explicitly stated, but pricing is based on Lump Sum for each year.

• Proposal Due Date: April 10, 2026, by 5:00 PM CST.

• Submission Method: Email to smercil@fnal.gov.

• Proposals must be complete and have a minimum acceptance period of ninety (90) calendar days.

• Evaluation Criteria: "Best Value" based on a Tradeoff evaluation process, considering both price and non-priced factors (Technical factors are equally important as price & past performance).

• Proposal Structure: Two parts - Technical Proposal and Pricing Proposal.

• NAICS Code: 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance.

• Small Business Size Standard: $12.5 Million.

• This acquisition is unrestrictive and contains no set-aside provisions.

• Offerors must request any interpretation of solicitation documents in writing by March 20, 2026.

• Amendments will be provided to all prospective offerors.

• Subcontractors must comply with Fermilab's Real-ID Requirements.

• Collective bargaining agreements will be honored.

• Insurance requirements are detailed, including additional insureds and waiver of subrogation.

• Subcontracting is permitted with FFDG consent.

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 Fermilab that is not construction-related. It details the scope of work, coordination procedures, ES&H program requirements, reporting and training mandates, and specific work site conditions and safety protocols.

• Scope of Work & Coordination: Defines roles such as ES&H Coordinator, Point of Contact (POC), Service Coordinator (SC), and Task Manager (TM), and outlines their responsibilities in coordinating work schedules, site access, and technical issues.
• References: Lists numerous federal regulations, DOE orders, and industry standards (e.g., OSHA, NFPA, ASME, ANSI) that subcontractors must comply with.
• Subcontractor ES&H Program: Requires subcontractors to have a comprehensive ES&H program covering management commitment, responsibility, training, hazard assessment, waste handling, and specific programs like LOTO and confined space entry.
• Reporting & Training: Details requirements for emergency response, accident reporting, safety records, and mandatory ES&H training for employees.
• Work Site Conditions: Covers site access, permit requirements, temporary heat, lighting, ventilation, water/sanitation, hazardous materials, confined spaces, fall protection, ordinary/critical lift operations, work on existing utilities, excavation, PPE, burning/welding, electrical work, and environmental protection.
• Attachments: References specific attachments for Silica Guidance (Attachment A), High Hazard/Off Hours Work (Attachment B), and an ES&H Plan Certificate (Attachment C).

This document is critical for any potential subcontractor to understand the stringent safety and health requirements mandated by Fermilab for non-construction work. Bidders must review these requirements to assess their ability to comply, factor compliance costs into their proposals, and ensure they have the necessary programs and training in place. Failure to comply can result in penalties and affect contract performance. It also highlights specific hazards and controls that must be addressed in their work plans and Job Hazard Analyses (JHAs).

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," is a collection of required certifications and representations that offerors must complete and submit as part of their proposal package for the PUR-466 opportunity. It ensures compliance with various federal regulations and contract requirements.

• Certifications #1 (Required for all proposals ≥ $10,000):
  • Export/Import Control information.
  • Buy American - Construction Materials (FAR 52.225-9) compliance.
  • Rights to Proposal Data (FAR 52.227-23) and Rights in Data-General (FAR 52.227-14) representations.
  • Patent Rights - Retention by the Contractor (DEAR 952.227-11) and Patent Rights - Acquisition by the Government (DEAR 952.227-13) applicability.
  • Buy American Certificate (FAR 52.225-2).
• Certifications #2 (Required for all proposals ≥ $150,000):
  • Certificate of Independent Price Determination (FAR 52.203-2).
  • Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (FAR 52.203-11).
  • Certification Regarding Responsibility Matters (FAR 52.209-5).
  • Employment Reports on Veterans (FAR 52.222-37).
  • Anti-Kickback Procedures (FAR 52.203-7).
• Certifications #3 (Required for all proposals ≥ $500,000):
  • Combatting Trafficking in Persons (FAR 52.222-50).
  • Certification Regarding Trafficking in Persons Compliance Plan (FAR 52.222-56).
• Revision Table: Details changes made to the document, including initial release and subsequent updates.

This document is critical for all potential bidders. Offerors must carefully review each section, determine its applicability based on their proposal's dollar value, and provide accurate certifications and representations. Failure to complete these certifications correctly may impact the evaluation of the proposal or render the offeror non-responsible. The document outlines specific requirements related to export controls, domestic material preferences (Buy American), intellectual property rights, patent rights, pricing integrity, lobbying, responsibility matters, veteran employment, anti-kickback procedures, and trafficking in persons. Bidders must ensure they can meet these requirements and accurately attest to their compliance.

Form / Attachment / Pricing Sheet

This document, titled "Subcontractor Annual Representations & Certifications (SARC)," is a form required by Fermi Forward Discovery Group, LLC for subcontractors. It serves to collect essential business and compliance information from potential and existing subcontractors.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, address, contact information, EIN/TIN, website, NAICS U.S. Industry #, DUNS #, and SAM.gov registration status.
• Entity Ownership and Operation: Inquires about the ownership structure (U.S. Owned, Foreign Owned) and operational status (Corporation, LLC, Partnership, etc.).
• Small Business Classifications: Allows the offeror to self-certify as a Large Business, Small Business, or Foreign Business, and to select applicable diversity categories (e.g., Small Disadvantaged Business, Woman-Owned Small Business, HUBZone Small Business).
• Executive Compensation: Requires reporting of executive compensation if certain Federal funding thresholds are met, and if public disclosure is not already available.
• Offeror Responsibility: Includes sections on accounting system review, responsible offeror status (compliance with FAR 9.104), and 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 (FAR 52.222-26/52.222-27), Affirmative Action (FAR 52.222-25), 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 with Fermi Forward Discovery Group, LLC. Bidders must accurately complete and submit this SARC to demonstrate their business qualifications, compliance with regulatory requirements, and eligibility for subcontract awards. Failure to complete this form correctly may impact a bidder's ability to be considered for opportunities.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Services (01/2025)", outlines the standard contractual 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 legal and operational framework of a subcontract with FFDG.

This document details numerous clauses, including:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time is of the essence.
• Payment Terms: Invoicing procedures, payment timelines, and audit rights.
• Performance Standards: Requirements for professional, skillful, and competent service delivery.
• Licenses and Permits: Obligation to maintain all applicable licenses and permits.
• Changes and Modifications: Procedures for FFDG to issue change orders and for subcontractors to propose modifications, including price breakdowns.
• Indemnification and Liabilities: Subcontractor's responsibility for damages, assumption of risk, and theft.
• Warranty: Requirements for services to be free from defects at the time of acceptance.
• Termination: Conditions under which FFDG may terminate the subcontract.
• Laws and Regulations: Compliance with all applicable federal, state, and local laws, and dispute resolution procedures.
• Information Technology: Security requirements for IT acquisitions.
• Flow Down Provisions: Incorporation of numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses, categorized by subcontract value and type.

This document is critical for bidders as it establishes the non-negotiable terms and conditions that will apply to any resulting subcontract. Understanding these terms is essential for assessing the risks, responsibilities, and operational requirements associated with performing work for FFDG. Bidders should pay close attention to clauses related to payment, performance, changes, indemnification, termination, and the extensive list of incorporated FAR/DEAR clauses, as these will significantly impact proposal preparation and contract execution.

Other / Unclassified

This document is a "Register of Wage Determinations Under the Service Contract Act" for the State of Illinois, specifically for the counties of Cook, Du Page, and McHenry. It lists various occupations, their corresponding "Fringe Benefits Required" (though not detailed in this excerpt), and their minimum hourly wage rates. The document is dated December 3, 2025, and is Revision No. 31 to Wage Determination No. 2015-5017.

This document is crucial for potential bidders on government contracts subject to the Service Contract Act. It establishes the minimum wage rates and potentially fringe benefits that must be paid to employees performing work under such contracts in the specified geographic area. Bidders must consult this document to ensure their proposed labor costs and compensation structures comply with federal regulations, which is a key factor in bid preparation and evaluation.

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.

• 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 any auto, covering owned, non-owned, and hired vehicles.
• Excess/Umbrella Liability: Requires $1,000,000 per occurrence for subcontracts less than $3.5M, and $5,000,000 per occurrence for subcontracts greater than $3.5M.
• Workers' Compensation and Employer's Liability: Statutory limits for WC, with $1,000,000 for Each Accident, Each Employee (Disease), and Policy Limit (Disease).
• Supplemental Coverages: May require Aircraft Liability ($25,000,000), Builder's Risk, Broad Form Cargo, 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: Subcontractor must provide 10-30 days written notice of cancellation or material change.
• Sub-Subcontractor Requirements: Insurance requirements apply to sub-subcontractors.
• Indemnification: Subcontractor indemnifies FFDG for failure to comply with insurance requirements.

Potential bidders must review these insurance requirements to understand the financial and contractual obligations related to obtaining and maintaining specific insurance coverages. Failure to comply can result in indemnification claims by FFDG. This document is critical for accurately estimating bid costs and ensuring contractual compliance.

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

This document outlines the quality requirements for a Service Subcontractor, ensuring all activities are managed, controlled, and documented to comply with subcontract requirements. The goal is to ensure adequate Quality Control services are provided for work performed on- and off-site.

• The Subcontractor is responsible for managing, controlling, and documenting work to ensure compliance with subcontract documents.

• Work activities include safety, testing, inspection, and other functions related to the service provided.

• A Quality Control program must be implemented.

• A Corporate Quality Assurance Plan must be submitted with the bid or proposal.

• A Project Quality Control (PQC) Plan must be submitted within 10 working days of subcontract award, detailing personnel, procedures, controls, instructions, tests, records, and forms specific to the project.

• The PQC Plan must include information on personnel qualifications, duties, responsibilities, and authorities for Quality Control functions.

• The Project Quality Control Manager is responsible for implementing the PQC Plan, interfacing with the Task Manager, maintaining records, attending meetings, assuring QC checks are performed, managing deficiencies, and submitting reports.

• Not explicitly stated in this document, but the PQC Plan must cover efforts performed both onsite and offsite.

• Acceptance of the Subcontractor's PQC Plan is required prior to starting work.

• FermiForward reserves the right to require modifications to the PQC Plan and operations.

• Appendices A and B provide guidance for the Corporate Quality Assurance Plan and Project Quality Control Plan, respectively.

Form / Attachment / Pricing Sheet

This document is Exhibit 8, a "Request for Proposal" form that bidders must complete and submit with their written proposal for the CUB Chiller Preventative and Corrective Maintenance Services opportunity.

• Reference Number: SM-377865
• Project Title: CUB Chiller Preventative and Corrective Maintenance Services
• To: Fermi National Accelerator Laboratory
• Due Date and Time: April 06, 2026, 5:00 PM CST
• Location: Fermilab Campus, Batavia, IL
• Fields for bidder to enter total cost, name, business address, employer I.D. number, signature, and title.
• Includes sections for Bid Guarantee and full name of all partners.
• Specifies a term of payment (Net 30 Days unless otherwise specified) and an offer acceptance period of Ninety (90) calendar days.

This form is essential for bidders to formally submit their proposal. It requires specific company and pricing information and must accompany the main written proposal. The due date and submission instructions are critical for timely and compliant submissions.