PIP-II 650 MHz RF Circulator

Solicitation / RFP / RFQ

This Request for Proposal (RFP) #380992-DSF is issued by Fermi Forward Discovery Group, LLC (FFDG) on behalf of Fermi National Accelerator Laboratory (FNAL). FNAL is seeking to subcontract for the fabrication and delivery of 650 MHz RF Circulators as part of the Proton Improvement Plan II (PIP-II) project. The PIP-II project is an upgrade to Fermilab's accelerator complex to support the international Deep Underground Neutrino Experiment.

• Fabrication and delivery of 650 MHz RF Circulators.

• Specific items include:

  • Base Bid: 36 units of UFC-585 - Waveguide Ferrite Junction Circulator, 650 MHz, 40 kW, CW.
  • Base Bid: 18 units of UFC-585 - Waveguide Ferrite Junction Circulator, 650 MHz, 70 kW, CW.
  • Alternate Bid: 54 units of UFC-585 - Waveguide Ferrite Junction Circulator, 650 MHz, 70 kW, CW.

• The SOW (Exhibit B) provides detailed specifications for the circulators.

• Delivery terms are FOB Destination, Fermilab, Batavia, IL, including shipping/freight costs.

• Contract type: Firm-fixed-price subcontract.

• Period of performance: Not explicitly stated, but delivery must be within 24 months of subcontract award.

• Estimated value: Not stated, but a small business subcontracting plan is required if the awardee is not a small business and the subcontract exceeds $750,000.00.

• Proposal Submission Deadline: May 21, 2026, 2:00 P.M. CST.

• Proposals must be submitted in two parts: Part I – Technical Proposal and Part II – Business/Cost/Price. These parts must be separate documents.

• Evaluation Criteria (Best-Value Trade-off):

  1. Technical Merit & Quality (demonstrating ability to design, fabricate, test, assemble, and deliver circulators per SOW).
  2. Past Experience (minimum of three relevant examples from the past five years).
  3. Delivery Schedule and Milestones (full delivery within 24 months, preference for expedited deliveries).
  4. Management Control Plan (demonstrating ability to ensure quality standards).

• Proposals are evaluated based on the totality of the proposal, not simply the lowest price. Non-cost factors are significantly more important than cost or price alone.

• FFDG intends to award without discussions.

• This acquisition is unrestricted.

• NAICS Code: 334419 (Other Electronic Component Manufacturing).

• Small Business Size Standard: 750 Employees.

• A small business subcontracting plan is required if the awardee is not a small business and the subcontract exceeds $750,000.00.

• Offerors are prohibited from contacting FFDG personnel regarding this RFP, except through the designated Procurement Specialist.

• Questions regarding the RFP must be submitted in writing by May 7, 2026, 4:00 P.M. CST.

• Any exceptions or deviations must be clearly documented on company letterhead.

• Prohibited contracting for certain telecommunications equipment/services (e.g., Huawei, ZTE, Hytera, Hikvision, Dahua) applies.

• Exhibits include RFP Document and Pricing Form (Exhibit A), SOW (Exhibit B), General Terms and Conditions (Exhibit C), Small Business Subcontracting Plan (Exhibit D), SARC (Exhibit E), Proposal Certifications (Exhibit F), and Sample Subcontract (Exhibit G).

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

This Statement of Work (SOW) details the requirements for circulators and associated external systems for the PIP-II 650 MHz RF Circulator project at Fermi National Accelerator Laboratory (FNAL). The primary purpose of the circulator is to protect RF amplifiers from reverse power from superconducting cavities.

• Procurement of 40kW, 650 MHz Circulators (36 units) and 70kW, 650 MHz Circulators (18 units).

• Provision of external systems for circulator protection or bias, if not provided by the subcontractor.

• Deliverables include mechanical CAD models, certificates of conformance, final test results, and operating instructions.

• Specific technical requirements for circulators include insertion loss, VSWR, isolation, coolant flow rate, pressure drop, RF leakage, and stray magnetic field limits.

• 40kW circulators must meet specifications up to 40kW CW incident power and handle reverse power up to 85kW.

• 70kW circulators must meet specifications up to 70kW CW incident power and handle reverse power up to 140kW.

• Testing includes low power and high power acceptance tests at both subcontractor and FNAL sites.

• Not explicitly stated, but implies production and delivery following contract award.

• Subcontractor must provide a quality control plan and manufacturing inspection plan.

• Design reviews (kickoff, preliminary, final) are required.

• Serialization of all units is required.

• A 12-month warranty is required for manufacturing defects.

• Shipping is FOB destination and must comply with INCOTERMS 2020 Rule.

Form / Attachment / Pricing Sheet

This document, "Subcontractor Annual Representations & Certifications (SARC)," is a form required for subcontractors. It collects essential business and compliance information from potential subcontractors to ensure they meet the requirements for procuring materials, supplies, or services under a U.S. Government contract. The certifications are effective for 12 months from the signature date.

• Offeror Information: Includes name, parent company, address, contact details, EIN/TIN, DUNS#, NAICS code, 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 if specific federal funding thresholds are met.
• Offeror Responsibility: Certifications regarding accounting systems, responsible business practices (including prohibitions on trafficking 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 an authorized representative to certify the accuracy of all statements.

Potential subcontractors must complete and submit this form accurately. It is crucial for determining eligibility, compliance, and for the government to assess the offeror's business status and adherence to various regulations. Failure to complete this form correctly may impact the ability to be considered for subcontract awards.

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.

• General Provisions: Includes definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time of the essence.
• Specific Clauses: Covers payment, inspection, licenses and permits, changes and modifications, indemnification, termination, laws and regulations, disputes, release of information, notifications, entire agreement, site access, environment/safety/health (ES&H), and stop-work orders.
• Incorporated Clauses: References numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses that are incorporated by reference, depending on subcontract value and type. These cover a wide range of topics including labor laws, IT security, government property, patent rights, and small business utilization.
• Insurance: Outlines insurance requirements and indemnification for failure to comply.
• Applicable Law: Specifies that Illinois law will apply to the extent federal law does not.

This document is critical for any bidder responding to an opportunity that requires the submission of supplies. It details the legal and contractual framework under which a subcontract will operate. Bidders should pay close attention to clauses related to:

• Scope of Work: Understanding what constitutes "supplies" and any incorporated documents.
• Changes and Modifications: How changes to the scope or specifications will be handled.
• Payment Terms: How and when payment will be made.
• Inspection and Acceptance: Requirements for inspection and acceptance of supplies.
• Warranties: The types of warranties required for supplies.
• Termination: Conditions under which the subcontract can be terminated.
• Laws and Regulations: Compliance requirements.
• Disputes: The process for resolving disputes.
• Site and Facilities Access: Requirements for personnel accessing FFDG or Fermilab facilities.
• Insurance: Required insurance coverage.
• Incorporated FAR/DEAR Clauses: Understanding which specific FAR/DEAR clauses apply based on the subcontract's value and nature is essential for full compliance.

Form / Attachment / Pricing Sheet

This document outlines the requirements for a Small Business Subcontracting Plan, as required by Federal Acquisition Regulation (FAR) clauses. It details the definitions, requirements, and reporting obligations for subcontractors regarding 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 various small business categories.
• Subcontracting Plan Requirements: Details the elements that must be included in a subcontracting plan, including goals (expressed as percentages of total planned sub-subcontracting dollars), a statement of planned sub-subcontracting dollars, a description of supplies and services to be sub-subcontracted, the method used to develop goals, methods for identifying potential sources, indirect cost allocation, the administrator of the plan, efforts to ensure equitable opportunity, and assurances regarding sub-subcontractor clauses and reporting.
• Reporting: Specifies the use of the Electronic Subcontracting Reporting System (eSRS) for submitting Individual Subcontract Reports (ISRs) and Summary Subcontract Reports (SSRs).
• Commercial Plans: Outlines the preferred type of subcontracting plan for commercial items and its reporting requirements.

This document is crucial for potential subcontractors as it defines the requirements for their subcontracting plans. Bidders must understand these requirements to ensure their proposals meet the government's expectations for small business utilization and to comply with reporting obligations. Failure to submit and negotiate a subcontracting plan can result in ineligibility for award.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," outlines various certifications and representations required from offerors for proposals exceeding certain dollar thresholds. It ensures compliance with federal regulations related to export/import control, Buy American Act, independent price determination, lobbying, responsibility matters, and combatting trafficking in persons.

• Certifications #1 (≥ $10,000): Covers Export/Import Control, including offeror's point of contact, special design/fabrication for military/space applications, and adherence to US Munitions List and Commerce Control List. It also includes the "Buy American – Construction Materials" clause, defining terms like COTS, construction material, domestic construction material, and foreign iron and steel, with specific percentage requirements for domestic content.
• Certifications #2 (≥ $150,000): Includes "Certificate of Independent Price Determination" to ensure competitive pricing, "Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions" to prevent improper influence, and "Certification Regarding Responsibility Matters" to verify the offeror's compliance and lack of debarment or financial issues. It also covers "Patent Rights" and "Employment Reports on Veterans."
• Certifications #3 (≥ $550,000): Addresses "Combatting Trafficking in Persons" and requires a "Certification Regarding Trafficking in Persons Compliance Plan."
• Revision Table: Details changes made to the document across various revisions, including updates to clauses, name changes, and form field fixes.

Bidders must carefully review and complete all applicable sections of this document to ensure their proposal meets all federal compliance requirements. Failure to provide accurate certifications may impact the evaluation of their offer and their responsibility determination. Specific attention should be paid to the Buy American Act provisions, export controls, and certifications related to pricing and lobbying, as these directly affect proposal content and potential contract award.

Solicitation / RFP / RFQ

This document is a subcontract for the "Proton Improvement Plan II Project (PIP-II)" issued by Fermi Forward Discovery Group, LLC (FFDG) to a "Subcontractor." It is issued under Prime Contract No. DE-AC02-07CH11359 between the United States Government (DOE) and FFDG for the management and operation of Fermi National Accelerator Laboratory (FNAL) and related research and development work. The purpose of this subcontract is for (WHAT IS BEING PURCHASED), as detailed in Section J.

• The Subcontractor shall perform work in accordance with the Specifications & Drawings identified in Section J.

• Packaging and Marking shall be in accordance with the RFP and associated documents.

• Inspection and acceptance shall be in accordance with the RFP and associated documents.

• Deliveries shall be in accordance with a specified table.

• Contract Type: Firm Fixed Prices (FFP).

• Period of Performance: Base period is effective as identified in Section F1.

• Milestone Payments: As specified in Section B4, with a PO date of 9/30/2024.

• Proposals or quotes are not explicitly detailed in this document, as it appears to be the subcontract itself rather than the initial solicitation.

• Not specified in this document.

• The document outlines general terms and conditions, supplies or services and prices, description of work, packaging and marking, inspection and acceptance, deliveries, subcontract administration, special subcontract requirements, subcontract clauses, and incorporated documents.

• FFDG's Procurement Specialist is the sole authority for changes to terms, conditions, or the Statement of Work.

• FFDG's Technical Representative monitors work and clarifies technical requirements but cannot authorize changes.

• There are no insurance requirements for this subcontract.

• Incorporated documents include RFP #-------- Package, Amendments, and General Terms and Conditions for Supplies (03/2024).