PIP-II Beam Position Monitor Fabrication

Solicitation / RFP / RFQ

This solicitation is a Request for Proposal (RFP) from Fermi National Accelerator Laboratory (Fermilab) for the procurement of assemblies for the PIP-II particle accelerator project. Specifically, it seeks firm-fixed-price proposals for "BPM BUTTON FIRST ARTICLE RUN" (10 units) and "BPM BUTTON PRODUCTION UNITS" (390 units).

• Fabrication, quality control, testing, and delivery of PIP-II BPM assemblies based on provided drawings (FNAL DWG #F10178491).

• Deliverables include a first article run of 10 units and 390 production units.

• Detailed technical requirements are outlined in the attached Statement of Work (SOW) and drawings, including material specifications (316L Stainless-steel), impedance (50Ω), capacitance (5 pF - 15 pF), and connector type (SMA-female).

• Specific quality assurance and testing procedures are detailed, including vacuum tightness, return loss, dielectric withstand, time delay consistency, and impedance measurements.

• The contract type is firm-fixed-price.

• The period of performance for the first article run is expected to conclude by September 30th, 2026.

• The period of performance for the production units is expected to conclude by January 31st, 2027.

• The estimated value is not stated.

• Proposals are due by 5:00 PM CDT on April 1, 2026.

• Questions must be submitted by 5:00 PM CDT on March 20, 2026, with answers provided by March 25, 2026.

• The award will be based on a "best value trade off" source selection process, considering both cost/price and non-cost factors.

• Evaluation criteria are ranked by importance: Price, Past Experience, Technical Proposal, Technical Requirements, Quality Assurance, and Past FNAL Experience.

• Proposals must include pricing for both the first article run and production units.

• Required submission items include the completed RFP page, SARC Form, and PUR-466 Form.

• No specific set-aside is mentioned.

• Offerors must demonstrate a minimum of 5 years of experience with hermetic feedthroughs fabrication, materials, and procedures, providing at least three references.

• The SOW begins on page 4 of the RFP document.

• FFDG reserves the right to award or not award the production units.

• All freight charges must be included in the quotation.

• Offers are to include F.O.B. Fermilab delivery terms.

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 certification information from potential subcontractors to ensure compliance with government regulations and contracting programs.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, Address, Contact Information, EIN/TIN, Website, DUNS #, NAICS U.S. Industry #, and SAM.gov registration status.
• Business Category: Requires representation of the entity's ownership (U.S. Owned, Foreign Owned) and operating structure (Corporation, LLC, Partnership, etc.).
• 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., Small Disadvantaged Business, Woman-Owned Small Business).
• Executive Compensation: Gathers information on the top five executives' names, titles, and compensation, with specific reporting requirements tied to federal financial assistance received.
• Accounting System: Requires certification regarding the review and adequacy of the offeror's accounting system.
• Responsible Offeror: Includes representations related to financial resources, performance, integrity, and compliance with laws such as those prohibiting trafficking of persons and use of forced labor.
• Employment Eligibility Verification: Addresses compliance with FAR 52.222-54 E-Verify requirements.
• Export/Import Control Certifications: Requires 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 a duly authorized representative to certify the accuracy of all statements and acknowledge awareness of government contracting programs.

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 regulatory requirements. Failure to complete this form correctly may impact the ability to be awarded a subcontract or purchase order.

Forms / Attachments / Pricing Sheets

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

• Certifications #1 (Required for all proposals ≥ $10,000): Includes sections on Export/Import Control, Buy American – Construction Materials (OCT 2022), and definitions related to domestic and foreign construction materials.
• Certifications #2 (Required for all proposals ≥ $150,000): Covers Independent Price Determination, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions, Certification Regarding Responsibility Matters, and Anti-Kickback Procedures.
• Certifications #3 (Required for all proposals ≥ $550,000): Addresses Combatting Trafficking in Persons and requires a certification regarding a compliance plan and due diligence.
• Revision Table: Details the history of changes to the document, including initial release, name changes, updates to clauses, 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 Buy American clauses, export controls, and certifications related to pricing and ethical conduct. The document outlines requirements for domestic preference, data rights, patent rights, and compliance with anti-trafficking regulations.

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: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and standard of performance.
• Specific Clauses: Covers payment, inspection, licenses and permits, changes and modifications, indemnification, assumption of risk, theft, warranty, limitation of liability, and excusable delays.
• Termination and Disputes: Details termination procedures and the process for resolving disputes, including step negotiations, mediation, and binding arbitration.
• Laws and Regulations: Outlines compliance with applicable federal, state, and local laws, including DOE regulations.
• Information and Notifications: Addresses release of information, notifications of actions or circumstances affecting performance, and the entire agreement.
• Site Access and ES&H: Specifies requirements for site and facilities access, and environment, safety, and health (ES&H) precautions.
• Special Provisions: Includes stop-work orders, insurance requirements, information technology acquisitions, and special government flow-down provisions (FAR and DEAR clauses).

This document is critical for bidders as it establishes the legal and contractual obligations for any awarded subcontract. Understanding these terms is essential for assessing the overall risk and feasibility of participating in the opportunity. Key areas of focus for bidders should include:

• Scope of Work: How changes are handled and the process for equitable adjustments.
• Payment Terms: When and how payments will be made.
• Liability and Indemnification: The extent of the subcontractor's responsibility for losses and claims.
• Dispute Resolution: The process for addressing disagreements.
• Compliance Requirements: Obligations related to laws, regulations, safety, and specific FAR/DEAR clauses.