Fermilab-Replace FFDG-Supplied Process Chiller-380607-DG

Solicitation / RFP / RFQ

This Request for Proposals (RFP) is for the "Replace FFDG-Supplied Process Chiller" project. The government is procuring the services to replace an existing process chiller.

• The work includes transportation, overhead, bonding, insurance, safety oversight, quality control oversight, and supervision.

• Electrical work must comply with NFPA 70E, Standard for Electrical Safety in the Workplace.

• Experience with mechanical chiller replacement and associated electrical work is of particular interest.

• Key personnel (Project Manager, Project Superintendent, Safety Coordinator) must meet specific experience and training requirements.

• Offerors must submit safety documentation, including a Fermilab Subcontractor Injury & Illness Data Questionnaire and a Corporate Safety and Health Plan.

• A corporate quality assurance plan is also required.

• The contract will be a firm fixed price subcontract.

• The period of performance is defined by milestones: Milestone 0 (NTP), Milestone 1 (Mobilize - 10 days), Milestone 2 (Perform - 10 days), Milestone 3 (Complete - 10 days).

• This is a Lowest Price Technically Acceptable (LPTA) procurement.

• Proposals must be submitted electronically to the Procurement Specialist.

• Proposal Due Date: July 1, 2026, no later than 3:00 PM CDT.

• Technical proposals will be evaluated on an acceptable/unacceptable basis.

• Evaluation criteria include Corporate Capabilities, Current/Past Experience, Key Personnel Experience, Safety Documentation, and Quality Documents.

• The Price Proposal Form must be completed and signed.

• A bid guarantee of not less than 20 percent (not to exceed $3 million) of the bid price is required.

• This is a small business set-aside.

• The North American Industry Classification System (NAICS) code is 238220 – Plumbing, Heating, and Air Conditioning Contractors.

• The small business size standard for this NAICS code is $19.0 million.

• A Pre-Proposal Meeting and Site Visit is scheduled for June 9, 2026. Participation is strongly recommended.

• Questions regarding the RFP must be submitted in writing by June 12, 2026.

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

• A Payment Bond is required if the subcontract exceeds $35,000.00.

• Insurance requirements are detailed, with specific entities to be named as additional insureds.

• The document lists numerous attachments, including SOW, General Requirements, ESH Requirements, Submittals, Quality Requirements, General Terms and Conditions, Insurance Requirements, Statement and Acknowledgment, Injury & Illness Data Questionnaire, Price Proposal Form, and Certifications.

Form / Attachment / Pricing Sheet

This document outlines the "Quality Requirements" for subcontractors, serving as a guide for their Quality Control (QC) and Quality Assurance (QA) programs. It details the expected elements of a Corporate Quality Assurance Plan that subcontractors must submit with their bid or proposal. If a subcontractor does not have their own plan, they may use the provided "Appendix C - Corporate Quality Assurance (QA) Plan" as a template.

• Purpose of QA Plan: To ensure work complies with subcontract documents, applicable codes, and industry best practices.
• Roles, Responsibilities, and Authorities: Defines responsibilities for QA representatives, Project Managers/Superintendents, and Foremen/Trade Supervisors.
• Quality Objectives: Focuses on delivering compliant work, preventing rework, and maintaining consistent practices.
• Submittals and Approvals: Outlines the process for submitting shop drawings, material certifications, and other required documents, and the need for approval before work begins.
• Inspection and Testing: Details pre-work, in-process, and final inspections, as well as required testing procedures and documentation.
• Nonconforming Work: Procedures for documenting, evaluating, and correcting work that does not meet specifications.
• Documentation and Records: Requirements for maintaining daily QA records, inspection checklists, test reports, etc.
• Corrective and Preventive Action: Processes for identifying root causes of quality issues and implementing measures to prevent recurrence.
• Training and Communication: Mandates training for personnel on quality requirements and communication of QA standards.
• Project Closeout: Requirements for completing punch lists and submitting closeout documentation, including warranties and test reports.

Bidders must review these quality requirements carefully. Submission of a compliant Corporate Quality Assurance Plan (or adoption of Appendix C) with their bid is mandatory. Failure to do so could result in a non-responsive bid. The document specifies the standards and processes that will be expected for quality management throughout the project.

Form / Attachment / Pricing Sheet

This document is a Price Proposal form for Request for Proposal No. ISD_380607, related to the project "Replace FFDG-Supplied Process Chiller". It is used by offerors to submit their proposed total cost for the project.

• Project: Replace FFDG-Supplied Process Chiller
• Request for Proposal Date: June 1, 2026
• Total Price: A field to enter the total dollar amount proposed.
• Written Amount: A field to write out the total dollar amount.
• Proposal Acceptance Period: Offers must be accepted within ninety (90) days after the opening date, unless a longer period is specified by the offeror.
• Offeror Information: Fields for Company Name, Signature, Name & Title of Individual, and Date.

Bidders must complete and submit this form as part of their proposal. It requires them to state their total price for the project and provide their contact and acceptance information. The form also specifies the minimum proposal acceptance period.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage determination, specifically for building and residential projects in Illinois. It outlines the prevailing wage rates and fringe benefits for various construction trades in specific counties.

• State: Illinois
• Counties Covered: Du Page, Grundy, Kane, Kendall, Lake, McHenry, and Will Counties.
• Project Types: Building and Residential Projects (excluding landscape projects).
• Trades Covered: Includes wage and fringe rates for Asbestos Worker/Insulator, Fire Stop Technician, Hazardous Material Handler, Boilermaker, Bricklayer, Marble Setter, Terrazzo Worker/Setter, Tile Finisher, Tile Setter, Carpenter, Electrician, Elevator Mechanic, Power Equipment Operator, Ironworker, Laborer, Painter, Glazier, Plasterer, Cement Mason/Concrete Finisher, Plumber, Pipefitter, Roofer, Sprinkler Fitter, Sheet Metal Worker, and Truck Driver.
• Effective Dates: Various effective dates are listed for each trade, generally ranging from 2021 to 2026.

This document is crucial for bidders to understand the minimum wage and fringe benefit requirements for laborers and mechanics employed on federal or federally funded construction projects in the specified counties. Compliance with these prevailing wage rates is a mandatory requirement for contract performance.

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

This Statement of Work (SOW) outlines the requirements for replacing a Forward FFDG-Supplied Process Chiller at the E-Cool building 31, FIMS#731, located within the Fermilab facility in Batavia, Illinois.

• Project Mobilization: Includes site preparation and mobilization of personnel, tools, and equipment.

• Pre-Construction & Safety: Requires refrigerant recovery by the Task Manager/Construction Coordinator, and contractor responsibility for Lockout/Tagout (LOTO) and zero-energy verification of electrical and water sources. Final field verification of all circuits is mandatory.

• Demolition & Removal: Involves removing and capping existing refrigerant lines, disposing of controls, and removing electrical conductors for both the outside condensing unit and the indoor chiller. The legacy condensing unit will not be replaced.

• Installation: Installation of a new AEC GPL07A Packaged Chiller, including setting, leveling, plumbing, electrical connections, and routing/installing new supply, return, and automatic water make-up lines. Adaptation of piping to new connection locations and installation of a thermal dispersion flow switch for low-flow cutout protection are required.

• Controls/Testing: The Task Manager/Construction Coordinator will handle control logic internally, with contractor assistance for system-side adjustments and testing. Formal startup and initial inspection are the contractor's responsibility.

• Project Closeout: Includes final site cleanup, removal of contractor-owned materials, and delivery of O&M manuals, warranties, and project redlines.

• Location: FIMS 731, E-Cool Service Building 31 (MI-31), Fermilab facility, Batavia, Illinois.

• Government Furnished Property: AEC GPL07A Packaged Chiller.

• Rigging: Provided by the Task Manager/Construction Coordinator for chiller extraction and placement.

• Waste Management: A dumpster will be provided for construction debris.

• Overhead Obstructions: Must be cleared to accommodate the new unit's height.

• Piping Adaptation: Contractor must adapt piping to new connection locations per AEC Installation Guidelines.

• Controls Logic: Handled internally by the Task Manager/Construction Coordinator, with contractor support for testing.

• Documentation: Delivery of O&M manuals, warranties, and redlines is required.

Form / Attachment / Pricing Sheet

This document contains engineering drawings and specifications for a new process chiller, likely intended as a replacement for an existing unit. It provides detailed visual and dimensional information for bidders to understand the physical characteristics and installation requirements of the new equipment.

• Engineering Drawings: Multiple views (front, side, top, isometric) of the new process chiller, illustrating its components, layout, and dimensions.
• Component Identification: Labels for various parts including the outdoor condensing unit, water lines, breakers, panels, and the new process chill manual.
• Dimensional Data: Specific measurements for overall unit size, component placement (e.g., tank location, pump suction), and connection points (e.g., drain, water make-up, process connections).
• Technical Specifications: Nameplate data for the new chiller, including voltage, phase, FLA, compressor/pump HP, refrigerant type, and enclosure rating.
• Notes and Revisions: Information regarding optional features, VFD locations, and revision history for the drawings.

This attachment is crucial for bidders to:

• Visualize the physical footprint and configuration of the new equipment.
• Understand connection points and potential site modifications required for installation.
• Verify compatibility with existing infrastructure based on provided dimensions and specifications.
• Assess the technical details of the proposed chiller, aiding in proposal development and ensuring compliance with the opportunity's requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment A: REQUEST FOR INFORMATION," outlines the standard procedure and form for subcontractors to submit Requests for Information (RFIs) to Fermi Forward Discovery Group, LLC (FFDG). It details the process for seeking clarification on contract documents, identifying interferences, or resolving discrepancies.

• RFI Submission: RFIs must be submitted on a form found in Attachment A or an FFDG-approved subcontractor form.
• Content: Each RFI requires a discrete, consecutive number, project number, and specific details such as Spec. No., Article/Par., Dwg. No., and Detail.
• Sub-contractor RFIs: RFIs from sub-subcontractors must be submitted through, reviewed by, numbered, and signed by the main subcontractor before being sent to FFDG.
• Prohibited Uses: RFIs cannot be used to request approval of submittals, substitutions, changes entailing additional cost/credit, or different methods of performing work.
• Response Time: FFDG will return RFIs within 10 calendar days of receipt.
• Cost Impact: If a clarification by FFDG results in additional cost, the subcontractor must not proceed with the work until authorized by an approved Change Order.

This attachment provides essential guidance for subcontractors on how to obtain necessary clarifications and address potential issues during the project. Understanding the RFI process is crucial for timely communication, avoiding delays, and managing potential cost impacts. Bidders should familiarize themselves with the requirements for submitting RFIs to ensure smooth project execution.

Form / Attachment / Pricing Sheet

This document, "Attachment A SILICA GUIDANCE," provides detailed guidance and requirements for managing respirable crystalline silica exposure during construction, restoration, and maintenance activities at Fermilab. It outlines the purpose of the guidance, specific control measures, and training requirements.

• Purpose: To protect workers, the public, and the environment from the detrimental effects of dust and respirable crystalline silica.
• Requirements: Subcontractors must have a written silica exposure control plan, including tasks, engineering controls, work practices, respiratory protection, housekeeping, and access restrictions.
• Compliance: Adherence to the American Conference of Governmental Industrial Hygienists (ACGIH) threshold limit value (TLV) of 0.025 mg/m³ for an 8-hour time-weighted average (TWA) is mandatory.
• Controls: Prioritizes engineering controls to reduce dust at the source. Details on dust control systems, their installation, operation, maintenance, and effectiveness evaluation are provided.
• Training: Mandates training on dust reduction systems, personal hygiene, and respirator use for operations involving powered tools or equipment that generate silica dust.

This document is critical for any bidder whose work may involve activities that generate silica dust (e.g., cutting, grinding, coring concrete or masonry). Bidders must understand these requirements to develop their silica exposure control plan and ensure compliance, which will be a factor in their overall safety program and execution of work.

Form / Attachment / Pricing Sheet

This document, "Attachment A: Submittal for Review Transmittal," is a form that subcontractors must use when submitting shop drawings, material samples, and operations maintenance manuals for review by Fermi Forward Discovery Group, LLC (FFDG). It serves as a transmittal document to log and track these submittals.

• TO: Fermi National Accelerator Laboratory
• FROM: Subcontractor's Name, Address, City, and State
• Date: Date of submittal
• Attn: Attention line
• Project Name: Name of the project
• Submittal No.: Unique identifier for the submittal
• Project No.: Project number
• Submittal Item No.: Sequential numbering for items within the submittal
• Specification Section or Drawing No. (If Applicable): Reference to relevant project documentation
• Description: Brief description of the submittal item
• Comments: Section for additional notes

Bidders (subcontractors) must use this form for all required submittals as outlined in Section 013300. The "Submittal for Review Transmittal" form is integral to the submittal process, and its correct completion and submission are necessary for FFDG's review and approval of materials and work. The form also plays a role in tracking the status of submittals, which can impact procurement, fabrication, and installation timelines.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Construction (08/2025)", outlines the standard contractual terms and conditions that will govern subcontracts for construction services awarded by Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential bidders to understand the legal and operational framework of FFDG's construction subcontracts.

This document details numerous clauses covering:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time of the essence.
• Payment: Procedures for progress payments, retainage, and final payment.
• Superintendence and Site Conditions: Requirements for site supervision, licenses, permits, and site investigation.
• Changes and Modifications: Procedures for change orders and modification proposals.
• Indemnification and Liabilities: Responsibilities for damages, theft, and warranties.
• Termination: Conditions for termination for convenience or default.
• Laws and Regulations: Compliance with applicable federal, state, and local laws, and dispute resolution processes (negotiation, mediation, arbitration).
• Insurance and Bonds: Requirements for insurance coverage and performance/payment bonds.
• Government Flow Down Provisions: Incorporation of numerous FAR and DEAR clauses applicable to various subcontract values and types.

This document is critical for bidders to understand the contractual obligations, risks, and requirements associated with FFDG construction subcontracts. It details payment terms, dispute resolution mechanisms, insurance and bonding requirements, and compliance obligations. Bidders must review these terms to assess their ability to comply and to factor these requirements into their pricing and project planning. Failure to adhere to these terms can lead to termination or other contractual remedies.

Form / Attachment / Pricing Sheet

This document outlines the mandatory insurance requirements for construction subcontractors working under the Fermi National Accelerator Laboratory (Fermilab) worksite, as incorporated by Fermi Forward Discovery Group, LLC.

• General Liability: Commercial General Liability with specific limits for Each Occurrence ($1,000,000) and General Aggregate ($2,000,000). Products-Completed Operations Aggregate is $2,000,000 and must be maintained for 10 years post-completion.
• Automobile Liability: Combined Single Limit and Aggregate of $1,000,000, covering owned, non-owned, and hired vehicles.
• Excess Liability: $1,000,000 for subcontracts less than $3.5M, and $5,000,000 for subcontracts greater than $3.5M.
• Workers' Compensation: Statutory limits as required by Illinois Law.
• Employer's Liability: $1,000,000 for Each Accident, $1,000,000 for Each Employee (Disease), and $1,000,000 for Policy Limit (Disease).
• Contractor's Pollution Liability: $1,000,000 Each Occurrence or Per Claim, with an Annual Aggregate or greater depending on risk. For claims-made policies, retroactive date or prior acts exclusion must pre-date the subcontract and service start date. Coverage must be maintained for 5 years post-project completion or include an extended reporting period.
• Contractor's Professional Liability: $1,000,000, applicable to design/build, delegated design, or construction management services.
• Supplemental Coverages: May include Aircraft Liability ($25,000,000 per occurrence), Builder's Risk (Special Form), and Broad Form Cargo insurance.
• Additional Insureds: Policies (except Workers' Comp and Professional Liability) must name FFDG, University of Chicago, Universities Research Association, Inc., and the U.S. Government as additional insureds. Waivers of subrogation are required.
• Evidence of Insurance: Subcontractors must provide certificates of compliance within 10 days of signing, with 30 days' written notice of cancellation (10 days for non-payment).

This document is critical for any potential subcontractor to understand the insurance coverage and limits they must secure to be eligible for and to perform work under this opportunity. Failure to comply can result in indemnification for FFDG.

Form / Attachment / Pricing Sheet

This document is a Standard Form 1413, "Statement And Acknowledgment," used to document a subcontract award. It confirms the terms and conditions of the subcontract between a prime contractor and a subcontractor.

• Prime Contract Information: Includes the Prime Contract Number (89243024CSC000002) and the date the subcontract was awarded.
• Prime Contractor Details: Fermi Forward Discovery Group LLC, located in Batavia, IL.
• Subcontractor Details: Information for the subcontractor is to be filled in.
• Description of Work: The subcontractor will provide "Power feed to Angstrom E-beam ECR vacuum deposition apparatus" for the "ICB-A Angstrom E-beam ECR vacuum deposition" project.
• Contract Clauses: Acknowledges inclusion of various labor standards clauses, including the Contract Work Hours and Safety Standards Act.

This form confirms a subcontract award and outlines the specific work being performed by a subcontractor. While not a solicitation itself, it provides insight into the nature of the work being done under the prime contract, which may be relevant for potential subcontractors or partners.

Form / Attachment / Pricing Sheet

This document is a questionnaire from Fermilab requesting injury and illness data from subcontractors. It is designed to gather information on a company's safety record.

• Company Name, NAICS code, Address, Phone Number, and Owner.
• Interstate experience modification rate for the past three consecutive years (requires NCCI Workers Compensation Experience Rating form).
• Workers' Compensation Carrier details (Policy Number, Address, Phone Number, Contact Name).
• OSHA 300 log data for the past three years, including:
  • Total Number of Recordable Cases (RC)
  • Total Recordable Case Rate (TRCR)
  • Total Number of Cases with Days Away, Restricted or Job Transferred (DART)
  • Days Away, Restricted or Job Transferred Case Rate (DARTR)
  • Employee Hours Worked (EHW)
  • Number of Fatalities
• Calculation of total recordable case rate averaged over three years.
• Calculation of days away, restricted or transferred case rate average over three years.
• Name and contact information for the individual responsible for safety.
• Certification of the truthfulness of the provided information.
• Formulas for TRCR, DARTR, Recordable Case Rate Average, and Lost Work Day Case Rate Average are provided.

Potential bidders must complete and submit this questionnaire as part of their response to the opportunity. The data provided will likely be used to assess the subcontractor's safety performance and compliance, which may be a factor in the evaluation process.

Form / Attachment / Pricing Sheet

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

• Offeror Information: Includes name, parent company, address, contact details, EIN/TIN, website, NAICS and DUNS numbers, and SAM.gov registration status.
• Business Category: Details ownership (U.S. or foreign), operating structure (corporation, LLC, partnership, etc.), and common parent information.
• Small Business Classifications: Allows the offeror to self-certify as a small business and select applicable diversity categories (e.g., Woman-Owned, Veteran-Owned, HUBZone).
• Executive Compensation: Requires reporting of the top five executives' names, titles, and compensation under specific circumstances related to federal funding.
• Offeror Responsibility: Certifications regarding accounting system adequacy, responsible business practices (including compliance with anti-trafficking laws), and employment eligibility verification (E-Verify).
• Export/Import Control Certifications: Agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Specific certifications related to 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.

This form is critical for any entity seeking to act as a subcontractor to 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 subcontracting opportunities. Failure to complete this form correctly may impact a bidder's ability to be considered for an award.

Form / Attachment / Pricing Sheet

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

• Certifications #1 (Required for all proposals ≥ $10,000): Includes sections on Export/Import Control, requiring information on the offeror's compliance point of contact and representations regarding military or space application items. It also incorporates the "Buy American – Construction Materials" clause (52.225-9), defining terms and outlining domestic preference requirements.
• Certifications #2 (Required for all proposals ≥ $150,000): Covers Independent Price Determination (52.203-2), Certification and Disclosure Regarding Payments to Influence Federal Transactions (52.203-11), and Certification Regarding Responsibility Matters (52.209-5). It also includes requirements related to employment reports for veterans (52.222-37) and anti-kickback procedures (52.203-7).
• Certifications #3 (Required for all proposals ≥ $550,000): Addresses Combatting Trafficking in Persons (52.222-50) and requires a certification regarding a compliance plan for such activities (52.222-56).
• Revision Table: Details the history of changes to the document, including updates to clauses, name changes, and form field fixes.

Offerors must carefully review and complete all applicable sections of this document. Failure to provide accurate and complete certifications may impact the evaluation of their proposal and their responsibility determination. Specific attention should be paid to the thresholds for each certification set ($10,000, $150,000, and $550,000) to ensure all required sections are addressed based on the proposal's value. The "Buy American" clauses are particularly relevant for construction materials, requiring specific representations about domestic content.

Form / Attachment / Pricing Sheet

This document is a Bid Bond (Standard Form 24, Rev. 10/2023, FermiForward Form FL-41, 1/7/2025), which is required when a bid guarantee is necessary for an opportunity. It serves as a guarantee that the principal (the bidder) will execute further contractual documents and provide required bonds if their bid is accepted, or pay for the cost of procuring the work if they fail to do so.

• Principal: Information about the bidder, including legal name, business address, and type of organization.
• Surety(ies): Information about the surety or sureties providing the bond, including name and business address.
• Penal Sum of Bond: The maximum dollar amount the surety is liable for, expressed as a percentage of the bid price or a specific dollar amount.
• Bid Identification: Details related to the specific bid, such as bid date and invitation number.
• Obligation and Conditions: Outlines the terms under which the bond is voided (e.g., successful execution of contract and bond, or payment for costs exceeding bid amount upon failure).
• Signatures and Seals: Sections for the Principal and Surety(ies) to sign and affix seals.

Bidders must complete and submit this form as part of their bid package if a bid guarantee is required. Failure to provide a properly executed bid bond may result in disqualification. The form specifies the conditions under which the bond is valid and the extent of the surety's liability. Bidders need to ensure they have a surety company willing to issue the bond for the required penal sum.

Form / Attachment / Pricing Sheet

This document is a Payment Bond (Standard Form 25A, Rev. 10/2023) required in connection with Fermi Forward Discovery, LLC subcontracts. It serves as a guarantee that the Principal will make payments to all persons furnishing labor or materials for the work provided for in the contract.

• Principal: Information about the entity undertaking the work (legal name, business address, organization type, state of incorporation).
• Surety(ies): Information about the surety or sureties providing the bond (name, business address, state of incorporation, liability limit).
• Penal Sum of Bond: The maximum amount the surety is liable for.
• Contract Date & Number: Details of the underlying contract.
• Obligation: Outlines the commitment of the Principal and Surety(ies) to the Government and Fermi Forward Discovery, LLC.
• Conditions: Specifies when the bond obligation is void (i.e., if the Principal makes prompt payment for labor and materials).
• Witness: Signatures and seals of the Principal and Surety(ies).

This form must be completed and submitted as part of the subcontracting requirements. Bidders need to ensure they understand the requirements for identifying the Principal and securing the necessary Surety(ies) to fulfill the bond obligation. The penal sum and surety information are critical components of this financial guarantee.