Fabrication of PIP-II ORBUMP MAGNET COIL ASSEMBLY

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for the fabrication and delivery of PIP-II ORBUMP Magnet Coil Assemblies for Fermi National Accelerator Laboratory (Fermilab), managed by Fermi Forward Discovery Group, LLC (FFDG). This work is in support of the Proton Improvement Plan II (PIP-II) project, an upgrade to Fermilab's accelerator complex.

• Manufacture, inspect, test, and deliver PIP-II ORBUMP Coil Assemblies.

• Adherence to the Statement of Work, drawings, specifications, and contract requirements.

• Offerors must demonstrate at least five (5) years of experience in fabrication, machining, brazing, assembly, inspection, and testing of precision copper assemblies, electromagnets, accelerator components, water-cooled conductors, or similar high-precision industrial equipment.

• Quality Assurance, Testing, and Delivery Capabilities will be evaluated, including the Offeror's Quality Management System and quality assurance program.

• Previous projects of similar size, scope, and complexity (three projects within the past five years) must be documented.

• The proposed award is based on a continuing program requirement.

• Delivery terms are DAP Fermilab, Batavia, IL, with shipping/freight costs included in the firm-fixed-price proposal.

• No fuel surcharges will be allowed.

• Proposals are due by 2:00 P.M. CST on June 18, 2026.

• Proposals must be submitted in two parts: Part I – Technical Proposal and Part II – Business/Cost/Price. These parts must not be combined.

• This is a best-value, trade-off source selection process, considering both cost/price and non-cost factors.

• Evaluation criteria include Experience, Quality Assurance/Testing/Delivery Capabilities, and Current/Past Projects.

• Questions or requests for interpretation must be submitted in writing by June 09, 2026, 4:00 CST.

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

• NAICS Code: 332710 - Machine Shops. Small business size standard: 500.

• A small business subcontracting plan will be required if the awardee does not meet the definition of a small business and the subcontract exceeds $750,000.00.

• Offerors are prohibited from contacting FFDG personnel outside of the designated channels.

• Amendments to the solicitation will be provided via addenda.

• Exceptions and deviations must be clearly documented on separate letterhead.

• Pricing must be submitted in USD. Economic price escalation language will not be accepted.

• Certain telecommunications equipment (e.g., from Huawei, ZTE, Hytera, Hikvision, Dahua) is restricted.

• Exhibits include SOW, Drawings, Price Proposal Form, General Terms and Conditions, and certifications.

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

This Statement of Work (SOW) outlines the technical tasks and requirements for the Prospective Offerors (referred to as "The Subcontractor") for the fabrication, quality control (QC), and delivery of the ORBUMP Coil Assembly, a component of the PIP-II ORBUMP magnet for the Proton Improvement Plan Phase II (PIP-II) project at Fermilab.

• Fabrication of one prototype and seven production ORBUMP Coil Assemblies.

• Design and fabrication of a vacuum oven brazing fixture.

• Manufacturing of individual components, including coil assembly brazing, post-braze machining, and QC testing.

• Sourcing of all necessary materials and tooling.

• Providing FFDG with comprehensive documentation on testing and material certification.

• Providing shop facilities, manufacturing equipment, qualified personnel, engineering personnel, QA inspection services, cleaning, and packaging services.

• Transfer of all developed unique tooling, including the brazing fixture, drawings, and 3D models to FFDG upon completion.

• Not explicitly stated, but implies a project timeline with specific delivery weeks after order receipt (ARO).

• Adherence to FFDG engineering drawings F10252560-A and F10120746-B for dimensional tolerances.

• Material: OFHC C10200 copper alloy with >= 100% IACS conductivity. Components must be free of surface defects.

• Brazing: Vacuum oven brazing per AWS C3.6M/C3.6:2016-AMD2, Class A Joints. Subcomponents brazed simultaneously.

• Machining: To dimensions and tolerances in drawing F10120746, process to be approved by FFDG.

• Lead Clamping: As per drawing F10234913.

• Project Specific QC Plan required.

• Material Certifications required.

• Subcontractor Factory Acceptance Testing (FAT) includes:

  • Non-Invasive Brazed Joint Test
  • Resistance Measurement
  • Hydrostatic Test
  • Hydraulic Flow Test

• FFDG Site Acceptance Testing (SAT) includes visual, dimensional, hydraulic flow, hydrostatic pressure, and Ohmic resistance tests.

• 1 ORBUMP Coil Assembly Prototype

• 7 ORBUMP Coil Assembly Production Units

• Project Specific QC Plan

• Material Certification Documents

• Subcontractor Factory Acceptance Test Report

• Visual and Dimensional Inspection Report

• Unique Tooling

• Discrepancy/Nonconformance Reports

• Initial kickoff meeting.

• Manufacturing Review Hold Point (includes review of materials, schedule, QC plan, inspection reports, tooling, and test plans).

• QC Review Hold Point (includes review of prototype fabrication, FAT report, inspection reports, and approval of SATs).

• 12 months after component delivery.

• Subcontractor responsible for proper packing, crating, and protection from shipping/weather damage. Flushing and drying of cooling tubes required.

Form / Attachment / Pricing Sheet

This document is a "Request for Proposal Form" from Fermi National Accelerator Laboratory. It requests firm-fixed-price proposals for specific items and services related to an opportunity.

• Items:
  • 1 Prototype ORBE Magnet Coil Assembly
  • 7 Production ORBE Magnet Coil Assembly
  • 1 DAP Shipping Charges to Fermilab, Batavia, IL
• NAICS Code: 332710
• Size Standard: 500 Employees
• Terms: NET 30 FOB/INCO/DAP/BATAVIA, IL
• Submission Deadline: June 18, 2026
• RFP Number: 378229-RK
• Bidders must clearly indicate any exceptions to specifications or extra charges.
• Materials, supplies, or services are for work done under Prime Contract #DE AC02-07CH11359 with the U.S. Department of Energy.

This form requires bidders to provide their pricing for the specified magnet coil assemblies and shipping. It outlines the key items, submission deadline, and contract details relevant for proposal preparation and submission.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," outlines various certifications and representations that offerors must complete and submit as part of their proposal package. It is designed to ensure compliance with federal regulations and contract requirements.

• Export/Import Control: Certifications related to the origin and classification of items furnished under a subcontract, including requirements for the US Munitions List and Commerce Control List.
• Buy American Act: Certifications and definitions related to domestic preference for construction materials, including criteria for determining domestic content and exceptions.
• Rights to Proposal Data: Representations regarding the government's rights to technical data and computer software included in proposals.
• Patent Rights: Provisions for determining applicable patent terms for subcontracts, including options for small businesses, universities, and nonprofit organizations.
• Buy American Certificate (Supplies): Certifications regarding domestic or foreign end products, including criteria for critical components and domestic content percentages.
• Certifications for Proposals ≥ $150,000: Includes certifications for independent price determination, disclosure regarding payments to influence federal transactions, and responsibility matters (e.g., debarment, suspension, delinquent taxes).
• Certifications for Proposals ≥ $550,000: Includes certifications regarding combating trafficking in persons and compliance plans.
• Revision Table: Details changes made to the document across various revisions, including updates to clauses, thresholds, and company names.

Offerors must carefully review and complete all applicable sections of this document to ensure their proposals meet the government's requirements. Failure to provide accurate and complete certifications may impact the evaluation of the proposal and the offeror's responsibility determination. Specific attention should be paid to sections related to export controls, Buy American Act compliance, data rights, and various federal compliance certifications, as these directly affect the terms of potential contracts and subcontracts.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Supplies (08/2025)", outlines the standard 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 contractual obligations and requirements.

This document details various clauses including:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time is of the essence.
• Payment, Inspection, Licenses, and Permits: Terms related to payment, inspection of supplies, and the subcontractor's responsibility for maintaining necessary licenses and permits.
• Changes and Modifications: Procedures for handling changes to the subcontract scope, specifications, or delivery terms, including modification proposals and price breakdowns.
• Indemnification and Liabilities: Clauses covering indemnification, assumption of risk, theft, warranties, and suspect/counterfeit parts.
• Termination and Disputes: Provisions for termination for convenience or default, and a multi-step process for dispute resolution.
• Laws and Regulations: Requirements for compliance with all applicable federal, state, and local laws, including DOE regulations.
• Information Flow Down: Incorporation of numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses, categorized by subcontract value thresholds, covering areas such as ethics, small business utilization, labor laws, and government property.

This document is critical for bidders as it establishes the legal and contractual framework for any awarded subcontract. Understanding these terms is essential for assessing the risks, responsibilities, and overall feasibility of undertaking the work. Key areas for bidders to review include payment terms, warranty obligations, dispute resolution processes, compliance requirements (e.g., ES&H, IT security), and the extensive list of incorporated FAR/DEAR clauses which may impose significant obligations.

Form / Attachment / Pricing Sheet

This document, "Exhibit E - FL-55 (Rev. 6-23) 14.0 - Exhibit III-G.pdf", outlines the requirements for a Small Business Subcontracting Plan. It details the definitions, requirements, and reporting procedures related to subcontracting with small businesses, veteran-owned small businesses, service-disabled veteran-owned small businesses, HUBZone small businesses, small disadvantaged businesses, and women-owned small business concerns.

• Definitions: Provides definitions for terms such as Alaska Native Corporation (ANC), Commercial Item, Commercial Plan, Indian Tribe, and Master Plan.
• Subcontracting Plan Requirements: Details the necessary components of a subcontracting plan, including goals expressed as percentages of total planned sub-subcontracting dollars for various small business categories.
• Reporting: Outlines the submission of Individual Subcontract Reports (ISRs) and Summary Subcontract Reports (SSRs) using the Electronic Subcontracting Reporting System (eSRS).
• Methods for Developing Goals: Describes the methods for developing subcontracting goals and identifying potential sources for solicitations.
• Assurances: Includes assurances regarding the inclusion of subcontracting clauses in subcontracts and cooperation with government studies and surveys.
• Commercial Plans: Differentiates between individual contract plans and commercial plans, with commercial plans being preferred for contractors furnishing commercial items.

Potential bidders must understand these requirements to develop and submit a compliant subcontracting plan if they are awarded a contract. The document specifies the types of small businesses that must be considered, the goals that need to be set, and the reporting obligations. Failure to submit and negotiate a subcontracting plan can make a bidder ineligible for award.

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#, NAICS code, and SAM.gov registration status.
• Business Category: Details ownership, operating structure (corporation, LLC, etc.), and common parent information.
• Small Business Classifications: Allows the offeror to self-certify as a large business, small business, or foreign business, and to select applicable small business diversity categories (e.g., Woman-Owned, Veteran-Owned, HUBZone).
• Executive Compensation: Requires reporting of the top five executives' names, titles, and compensation if specific revenue thresholds from federal contracts/assistance are met.
• Offeror Responsibility: Certifications regarding accounting systems, compliance with responsible offeror criteria (FAR 9.104), and policies against trafficking of persons and forced labor.
• Employment Eligibility Verification: Addresses E-Verify requirements (FAR 52.222-54).
• Export/Import Control Certifications: Agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Includes representations on limitations on pass-through charges for cost reimbursement subcontracts.
• Certification: A final section for an authorized representative to certify the accuracy of all statements and acknowledge compliance with government contracting programs and confidentiality requirements.

This form is crucial for any potential subcontractor seeking to do business with FermiForward. Bidders must accurately complete all sections to demonstrate their business status, compliance with regulations, and eligibility for award. Failure to complete or accurately provide this information may impact their ability to be considered for subcontracting opportunities.