Fabrication of BTL COLLIMATOR STEEL PLATES

Amendment / Modification

This amendment to the solicitation addresses several questions and provides clarifications regarding the fabrication of BTL COLLIMATOR STEEL PLATES.

Key clarifications include:

• Surface finish requirements: Must meet or exceed Ra 125, with surfaces free of burrs, deep scratches, and other defects.
• Squareness tolerance: Plate edges should be square to within ±1°, unless otherwise specified on the individual print. Vendors should aim for maximum squareness.
• Title block tolerances: Are to be interpreted as ± unless otherwise specified.
• Inspection of threaded holes: Required for both thread form (pass/fail for fastener fit) and location verification. Counterbored holes must align with tapped holes in plates below.
• Matched bolt patterns: Counterbored holes must align with threaded holes of lower plates.
• Handling holes: 3/4-10 tapped holes are for mounting; they are not intended for lifting but can be used as such if necessary.
• Subcontractor modifications: No additional holes or voids may be added to the steel plates by the vendor, as this would void the radiation shielding analysis.
• Plate thickness: The 5.88" thickness must be met within ±0.020" tolerance. No other values are acceptable. Extra thickness for machining allowance is a vendor option.
• Packaging: Bulk packaging is acceptable, with individual bundles not exceeding ~4200 lbs.
• Rust inhibitor: Not required unless specified on an individual print.
• Bar code labels: Not required by the engineer, but vendors should check with receiving or procurement.
• Subcontractor confidentiality: The Contractor is responsible for ensuring subcontractors comply with confidentiality requirements.
• Partial deliveries: Allowed only if specified in the subcontract, and invoiced upon receipt and successful inspection at FNAL.

This amendment primarily provides answers to questions, clarifying existing requirements rather than changing specific sections of the original solicitation.

Proposal deadlines remain unchanged (Proposal Due Date: March 20, 2026). Bidders should incorporate these clarifications into their proposals. Acknowledgment of this amendment is required.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) #378469-RK is issued by Fermi Forward Discovery Group, LLC (FFDG) on behalf of Fermi National Accelerator Laboratory (FNAL) to procure the fabrication, assembly, testing, and delivery of PIP-II BTL Collimator steel plates. This is a firm-fixed-price subcontract requirement.

• Fabrication, assembly, testing, and delivery of PIP-II BTL Collimator steel plates.

• Detailed specifications are provided in Exhibit A: BTL Collimator SOW - Steel Plates Procurement Specification.

• A Drawing Package (Exhibit B) will be provided upon request.

• Fabrication must follow an approved quality assurance plan and meet acceptance criteria.

• The proposed pricing will be a firm-fixed price.

• The price proposal must be valid for 90 days from the final proposal due date.

• FFDG may, at its discretion, consider milestone payments, which must be clearly identified with terms and justification.

• Proposals must be submitted via email to the Procurement Specialist by 2:00 P.M. CST on March 20, 2026.

• Partial or incomplete proposals may be considered non-responsive.

• This is a lowest price-technically acceptable source selection.

• Award will be made to the lowest evaluated proposal that meets or exceeds acceptability standards for non-cost factors, including past performance.

• FFDG is the sole determiner of technical acceptability, responsiveness, and responsibility.

• Questions or requests for interpretation must be submitted in writing by 2:00 P.M. CST on March 6, 2026.

• This acquisition is unrestricted and has no set-aside provisions.

• The North American Industry Classification System (NAICS) code is 332312 - Fabricated Structural Metal Manufacturing, with a small business size standard of 500 employees.

• A small business subcontracting plan is required if the awardee does not meet the small business definition and the subcontract exceeds $750,000.00. A draft plan must be submitted with the proposal.

• Offerors must acknowledge receipt of any addenda/amendments.

• Contact with FFDG personnel regarding this RFP is prohibited outside of designated channels until award.

• Any exceptions or deviations must be clearly documented on offeror's letterhead and may result in disqualification.

• Proprietary information must be clearly marked.

• Exhibits include SOW, Drawings Package, Price Proposal Form, General Terms and Conditions, Subcontracting Plan, Certifications, and Excel Bid Form.

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

This Statement of Work (SOW) details the fabrication and delivery of steel shielding plates for the PIP-II BTL Collimator project at Fermi National Accelerator Laboratory (FNAL), specifically for the Fermi Forward Discovery Group (FFDG).

• Fabrication of steel shielding plates according to released engineering drawings.

• Delivery of plates to FFDG.

• Provision of required documentation, including Material Certifications and Dimensional Inspection Reports.

• The subcontractor must verify drawing versions with a technical representative before commencing fabrication.

• Various steel plates, including end blocks, mid blocks, aisle plates, shielding clamps, plug PCs, SC blocks, wall plates, and top plates.

• Specific quantities are listed for each item in Table 1.

• Documentation: Dimensional Inspection Report, Material Certification Documentation.

• The delivery schedule will be determined by FFDG project engineering and provided in writing after the Purchase Order (PO) is awarded and prior to fabrication.

• Deliverables are to be shipped to FFDG.

• Subcontractor must procure, build, test, and deliver items per specifications and drawings.

• Immediate notification to FFDG of any conflicts or ambiguities.

• Order of precedence in case of conflict: Drawings, Scope of Work, Specifications, General Terms and Conditions (RFP), Subcontractor's RFP response.

• Subcontractor shall provide Inspection Reports prior to shipment.

• Subcontractor Testing: Dimensional inspection (per drawing).

• FFDG Site Acceptance Testing: Dimensional inspection (per drawing).

• All units must be marked with a serial number provided by FFDG.

• Material certifications and dimensional reports are required prior to shipment.

• Modifications: Subcontractor may request modifications for simplification, cost reduction, or performance improvement, consistent with RFP "CHANGES AND MODIFICATIONS" clause.

• Post-Award Manufacturer's Exception Document (MED) required for any post-award changes.

• Warranty: Deliverables must be free of manufacturing defects for 12 months after delivery.

• Shipping: Items must be packaged to protect against shipping and weather damage. Specific orientation for lifting and palletization for smaller plates are detailed.

Form / Attachment / Pricing Sheet

This document is a Request for Proposal (RFP) Form from Fermilab, requesting firm-fixed-price proposals for specific items. It serves as a template for bidders to submit their pricing.

• Items: The form lists "BTL COLLIMATOR STEEL PLATES" and "SHIPPING COSTS" as items requiring pricing.
• NAICS Code: 332312
• Size Standard: 500 Employees
• Pricing Fields: Includes columns for Unit Price (USD) and Total.
• Delivery Date: A field for the delivery date is also present.
• Exceptions/Charges: Bidders must clearly indicate any exceptions to specifications or extra charges for containers, tooling, etc.
• Company Information: Fields for Company Name, Address, and submission details (Submitted By, Date Submitted).
• Contract Information: Notes that materials/supplies/services are for work done under Prime Contract #DE AC02-07CH11359, with terms NET 30/INCO; DEST/DAP. It also specifies that items covered by G.S.A. Contracts should be indicated.

This form is essential for bidders to understand the specific items for which pricing is requested and to structure their proposals accordingly. It outlines the required format for submitting price proposals, including any necessary exceptions or special contract information. The due date for submission is March 20, 2026.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Supplies (08/2025)", outlines the standard contractual terms and conditions that will govern subcontracts for supplies issued by Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential bidders to understand the legal and operational framework of any resulting subcontract.

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time is of the essence.
• Payment Terms: Details on payment after acceptance and invoice submission.
• Inspection: FFDG's right to inspect and test supplies.
• Licenses and Permits: Subcontractor's responsibility to maintain all applicable licenses.
• Changes and Modifications: Procedures for handling changes to the work, including equitable adjustments and modification proposals with price breakdowns.
• Indemnification and Liabilities: Subcontractor's obligation to indemnify FFDG and the Government against various claims and liabilities.
• Warranty: Warranties for supplies, including freedom from defects and a 12-month period for repair or replacement.
• Termination: Conditions under which FFDG may terminate the subcontract for convenience or default.
• Laws and Regulations: Requirement for compliance with all applicable federal, state, and local laws.
• Disputes: Procedures for resolving disputes, including step negotiations, mediation, and binding arbitration.
• Release of Information: Restrictions on disclosing information related to the subcontract.
• Site and Facilities Access: Requirements for personnel accessing Fermilab facilities, including restrictions on foreign nationals.
• Environment, Safety & Health (ES&H): Subcontractor's responsibility for safety and compliance with environmental, safety, and health regulations.
• Stop-Work Order: FFDG's right to issue stop-work orders.
• Insurance: Requirements for insurance coverage.
• Incorporated Clauses: Numerous FAR and DEAR clauses are incorporated by reference, covering a wide range of topics including Walsh-Healey Public Contracts Act, Information Technology, Government Property, Patent Rights, and more, with applicability often dependent on subcontract value.

This document is critical for bidders as it defines the fundamental terms and conditions of the subcontract. Understanding these terms is essential for assessing the risks, responsibilities, and overall feasibility of undertaking the work. Key areas of focus for bidders should include payment terms, warranty obligations, indemnification, dispute resolution, and compliance with numerous federal regulations and site-specific requirements. The extensive list of incorporated FAR and DEAR clauses highlights the regulatory environment and potential compliance burdens.

Form / Attachment / Pricing Sheet

This document, "FL-55 (Rev. 6/23) - SMALL BUSINESS SUBCONTRACTING PLAN," outlines the requirements and definitions related to subcontracting plans for offerors responding to government solicitations. It details the structure, content, and reporting obligations for subcontracting plans, particularly concerning small business concerns and other socio-economic categories.

• Definitions: Provides definitions for terms such as Alaska Native Corporation (ANC), Commercial item, Commercial plan, Indian tribe, Individual contract plan, and Master plan.
• Subcontracting Plan Requirements: Details the mandatory components of a subcontracting plan, including goals for various small business categories (small business, veteran-owned, service-disabled veteran-owned, HUBZone, small disadvantaged, women-owned), methods for developing goals, source identification, indirect cost allocation, and the administrator of the plan.
• Reporting: Specifies the submission of Individual Subcontract Reports (ISRs) and Summary Subcontract Reports (SSRs) through the Electronic Subcontracting Reporting System (eSRS).
• Types of Plans: Differentiates between individual contract plans and commercial plans, outlining the applicability and reporting requirements for each.
• Compliance: Emphasizes that failure to comply with the subcontracting plan requirements constitutes a material breach of the subcontract.

This document is crucial for bidders to understand their potential obligations regarding subcontracting with small businesses and other socio-economic categories if they are awarded a contract. It outlines the specific goals, reporting mechanisms (eSRS), and compliance requirements that will be expected. Bidders must be prepared to develop and submit a subcontracting plan that meets these detailed requirements, which can impact proposal evaluation and contract administration.

Form / Attachment / Pricing Sheet

This document, "Subcontractor Annual Representations & Certifications (SARC)," is a form required for subcontractors to provide information and certifications to Fermi Forward Discovery Group, LLC (FermiForward). It is effective for 12 months from the signature date, and any changes in status must be reported within 15 days.

• Offeror Information: Includes company name, address, contact details, EIN/TIN, DUNS#, SAM.gov registration status, and unique entity identifier.
• Business Category: Details ownership (U.S. Owned, Foreign Owned), operating structure (Corporation, LLC, Partnership, etc.), and common parent information.
• Small Business Representation: Requires checking applicable boxes for large business, small business, or foreign business, and further specifies small business diversity categories (e.g., Small Disadvantaged, Woman-Owned, Veteran-Owned).
• Executive Compensation: Requires reporting names, titles, and compensation for the top five executives under specific conditions related to federal funding and public reporting.
• Offeror Responsibility: Certifications regarding accounting system review, compliance with anti-trafficking laws, and employment eligibility verification (E-Verify).
• Export/Import Control: Agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Includes limitations on pass-through charges for cost reimbursement subcontracts.
• Certification: A final section for a duly authorized representative to certify the accuracy of all statements and acknowledge awareness of government contracting programs.

This form is crucial for potential subcontractors to understand the required representations and certifications needed to do business with FermiForward. Completing this form accurately is a prerequisite for award and demonstrates compliance with various federal regulations and company policies. Bidders must pay close attention to the specific requirements for business category, small business status, executive compensation reporting, and compliance with FAR clauses.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," outlines various certifications and representations required from offerors for proposals exceeding certain dollar thresholds. It serves to ensure compliance with federal regulations and contract terms.

• Certifications #1 (Required for all proposals ≥ $10,000):
  • Export/Import Control: Includes fields for contact information and representations regarding specially designed, military/space, or dual-use items.
  • Buy American – Construction Materials (OCT 2022): Defines terms related to domestic and foreign construction materials and outlines the Buy American preference.
• Certifications #2 (Required for all proposals ≥ $150,000):
  • Certificate of Independent Price Determination: Certifies that prices were arrived at independently.
  • Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions: Certifies that no federal appropriated funds were used for influencing.
  • Certification Regarding Responsibility Matters: Certifies the offeror's responsibility status (e.g., not debarred, suspended).
  • Patent Rights: Addresses patent rights for subcontracts, including those for small businesses, universities, and nonprofit organizations.
  • Rights to Proposal Data: Addresses technical data and computer software rights.
  • Buy American Certificate (OCT 2022): Further details Buy American requirements for end products.
• Certifications #3 (Required for all proposals ≥ $550,000):
  • Combatting Trafficking in Persons (NOV 2021): Certifies compliance with policies to prevent trafficking in persons.
  • Certification Regarding Trafficking in Persons Compliance Plan (OCT 2020): Requires a plan to prevent prohibited activities.
• Revision Table: Details changes made to the document across various revisions, including updates to clauses, name changes, and form field fixes.

Offerors must carefully review and complete the relevant sections of this document based on their proposal's value and nature. Failure to provide accurate certifications can impact the evaluation of their proposal and their responsibility determination. The document specifies requirements related to export controls, domestic preference (Buy American), price integrity, lobbying, responsibility, patent rights, data rights, and combatting trafficking in persons.

Form / Attachment / Pricing Sheet

This document, "Exhibit H - Excel Bid Form.xlsx", is an Excel spreadsheet containing a detailed list of items required for RFP 378469-RK, titled "BTL COLLIMATOR STEEL PLATES". It serves as a bid form for potential vendors to reference or complete.

The spreadsheet lists 107 distinct items, each with an item number, quantity (Qty), unit of measure (UOM), a description including part numbers (e.g., F10177263 Steel Plug PC 1), and a unit price and total price column, which are currently populated with 0.0.

This form provides a comprehensive breakdown of the specific steel plates and related components required for the "BTL COLLIMATOR STEEL PLATES" opportunity. Bidders should use this document to understand the exact quantities and part numbers needed, and to prepare their pricing proposals accordingly. The zero values in the price columns indicate that bidders are expected to fill in their proposed unit and total prices for each line item.