Insulating Vacuum Valves

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for the procurement of Insulating Vacuum Valves (HV gate valve DN 160 (6")) for the Fermi Forward Discovery Group (FFDG) at Fermi National Accelerator Laboratory (Fermilab). This is not a purchase order, and FFDG is seeking a firm fixed price for the specified items.

• Item 1: 24 units of Insulating Vacuum Valves - HV gate valve DN 160 (6") with specific features:

  • Flange: CF-F fixed flange metric threads (compatible with ISO 3669 Fig.2)
  • Body: Stainless steel
  • Drive: Pneumatic actuator with position indicator and solenoid valve double acting
  • Option: port CF-F 40 "A"+"B"

• Reference attached specifications for complete details.

• The document references "FFDG General Terms and Conditions for Commercial Products and Commercial Services (08/2025)" which will become part of any resulting purchase order/subcontract. These terms are available at: https://procurement.fnal.gov/terms-conditions/

• Basis for Award: Low Price Technically Acceptable (LPTA). Award will be made to the responsible supplier with a technically acceptable proposal offering the lowest evaluated price. Award is intended without discussions.

• Questions Due: March 11, 2026, 4:00pm CT

• Proposals Due: March 19, 2026, 4:00pm CT

• Submission Requirements: Completed RFP page with price, completed SARC (Subcontractor Annual Reps & Certs), and PUR-466 (Proposal Certifications).

• Not explicitly stated, but the procurement is for work done under a Prime Contract with the U.S. Department of Energy.

• The attached "PIP-II Linac Insulating Vacuum Valves Procurement Specification" (Document number: ED0042214 Rev. -) provides detailed requirements for the valves, including specific leak rates, materials, dimensions, and operational features for both all-metal right-angle valves and gate valves.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Commercial Products and Commercial Services (08/2025)", outlines the standard terms and conditions that will govern subcontracts for commercial products and services. It serves as a foundational document for potential bidders to understand the contractual framework.

• General Provisions: Includes definitions, scope of subcontract, independent contractor status, assignment, acceptance, and standard of performance.
• Payment Terms: Details payment procedures and discount terms.
• Inspection: Outlines FFDG's right to inspect and test products and services.
• Licenses and Permits: Requires the subcontractor to maintain all applicable licenses and permits.
• Changes and Modifications: Defines the process for FFDG to make changes to the subcontract and the subcontractor's right to an equitable adjustment.
• Indemnification and Liabilities: Covers indemnification obligations, assumption of risk, theft, warranty, suspect/counterfeit parts, limitation of liability, and excusable delays.
• Termination and Non-Waiver of Defaults: Addresses termination procedures and the non-waiver of defaults.
• Laws and Regulations; Disputes; Applicable Law: Specifies compliance with laws, dispute resolution processes (negotiation, mediation, arbitration), and applicable law (Illinois state law if federal law does not apply).
• Release of Information: Restricts the disclosure of information related to the subcontract.
• Notifications: Outlines requirements for subcontractors to notify FFDG of certain actions or circumstances.
• Entire Agreement and Order of Precedence: Defines the components of the subcontract and the order of precedence in case of inconsistencies.
• Site and Facilities Access: Details requirements for accessing FFDG facilities and computer systems, including restrictions on foreign nationals.
• Environment, Safety & Health (ES&H): Sets forth the subcontractor's responsibilities for protecting health and safety and complying with environmental regulations.
• Stop-Work Order: Incorporates FAR 52.242-15 regarding stop-work orders.
• Insurance: Outlines insurance requirements.
• Information Technology Acquisitions: Requires compliance with IT security policies and standards.
• Special Government Flow Down Provisions: Lists various FAR and DEAR clauses that are incorporated by reference and apply based on subcontract value and type, covering areas such as ethics, personnel, security, labor standards, and small business subcontracting.

This document is critical for bidders as it establishes the fundamental contractual obligations, rights, and responsibilities for any awarded subcontract. Understanding these terms is essential for assessing the overall risk and feasibility of undertaking the work, particularly regarding compliance, liability, dispute resolution, and performance standards. Bidders should pay close attention to clauses related to changes, termination, indemnification, and the extensive list of incorporated FAR/DEAR clauses, as these will significantly impact contract execution.

Forms / Attachments / Pricing Sheets

This document, "Proposal Certifications," outlines various certifications and representations required from offerors for proposals submitted to Fermilab. It details specific clauses and their applicability based on proposal value and contract type, ensuring compliance with federal regulations.

• Certifications #1 (Required for all proposals ≥ $10,000):
  • Export/Import Control information.
  • Buy American – Construction Materials (OCT 2022) definitions and requirements.
• 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 to the document across various revisions, including updates to clauses, definitions, and form field corrections.

Offerors must carefully review and complete the relevant sections of this document to ensure their proposals meet all required certifications and representations. Failure to comply may impact the evaluation and award of the contract. Specific attention should be paid to requirements related to export control, Buy American provisions, price determination, lobbying, responsibility matters, and combatting trafficking in persons, as these directly affect proposal submission and compliance.

Form / Attachment / Pricing Sheet

This document, titled "Subcontractor Annual Representations & Certifications (SARC)," is a form required by Fermi Forward Discovery Group, LLC for potential subcontractors. It collects essential business and eligibility information to ensure compliance with U.S. Government contracting and subcontracting programs.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, address, contact information, EIN/TIN, DUNS #, NAICS U.S. Industry #, and SAM.gov registration status.
• Business Category: Requires representation of ownership (U.S. Owned, Foreign Owned, etc.) and operating structure (Corporation, Partnership, LLC, etc.).
• Small Business Status: 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., Small Disadvantaged Business, Woman-Owned Small Business, HUBZone).
• Executive Compensation: Inquires about the percentage of annual gross revenues from Federal contracts and whether the business received significant Federal financial assistance, which may trigger reporting requirements for executive compensation.
• Offeror Responsibility: Certifications related to accounting systems, responsible business practices (including prohibitions on trafficking of persons and forced labor), 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: Representations regarding 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 compliance with U.S. Government contracting requirements.

Completion of this form is a mandatory step for any entity seeking to act as a subcontractor to Fermi Forward Discovery Group, LLC. Bidders must accurately provide all requested information to demonstrate their eligibility, compliance status, and business qualifications. Failure to complete or accurately provide information on this SARC may impact a bidder's ability to be considered for an award.