PIP-II Dipole Magnets

Solicitation / RFP / RFQ

This Request for Proposal (RFP) #380487-DSF is issued by Fermi Forward Discovery Group, LLC (FFDG) for the fabrication, assembly, testing, and delivery of PIP-II Beam Transfer Line Dipole Magnets. This is a firm-fixed-price subcontract requirement for a built-to-print package.

• Fabrication, assembly, testing, and delivery of PIP-II Beam Transfer Line Dipole Magnets.

• Deliverables include "First Articles" and "Production Units" of Regular Dipole, End of Line (EOL) Dipole, and Regular Wide Dipole magnets.

• A complete Drawing Package is also required.

• All fabrication must follow an approved quality assurance plan and meet specified acceptance criteria.

• Preliminary magnetic and mechanical designs for the dipole magnets are required as part of the technical proposal.

• Contract type: Firm-fixed-price.

• Period of performance: Not explicitly stated, but proposals must be valid for 90 days from the due date.

• Estimated value: Not stated.

• Proposals are due by 2:00 P.M. CST on May 13, 2026.

• Proposals must be submitted in two parts: Part I - Technical Proposal and Part II - Business/Management & Price Proposal.

• The Technical Proposal must demonstrate the offeror's ability to design, fabricate, test, and deliver the assemblies, including outlining technical capabilities, infrastructure, preliminary designs, past experience, and a delivery schedule.

• The Price Proposal must be submitted using the provided Request for Proposal Form and must be in USD.

• This is a best-value trade-off source selection process, where non-cost factors are significantly more important than cost or price.

• Evaluation criteria include Technical Merit & Quality, Past Experience, and Delivery Schedule & Milestones.

• The North American Industry Classification System (NAICS) code is 334519 – Other Measuring and Controlling Device Manufacturing, with a small business size standard of 600 employees.

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

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

• Any questions regarding the RFP must be submitted in writing by 2:00 P.M. CST on April 20, 2026.

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

• Any amendments to the solicitation will be provided via written addendum.

• Exceptions and deviations must be clearly documented on company letterhead and may lead to disqualification.

• Exhibits include SOW ED0042516, Rev A; Drawing Files; FFDG General Terms and Conditions; Small Business Subcontracting Plan; and Proposal Certifications.

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

This Statement of Work (SOW) outlines the technical tasks and requirements for the procurement of Dipole Magnets for the PIP-II Beam Transfer Line (BTL) at Fermi National Accelerator Laboratory (FNAL). The PIP-II project is an upgrade to the FNAL accelerator complex to provide high-intensity proton beams.

• Design, manufacturing, fabrication, quality control, magnetic testing, and delivery of build-to-spec dipole magnets.

• Includes shop facilities, manufacturing/fabrication equipment, personnel, engineering, inspection, magnetic testing, cleaning, and packaging services.

• Three types of dipoles are required: Regular Bend Dipoles, End of Line (EOL) Dipoles, and Regular Wide Dipoles.

• First Articles: 1 each of Regular Bend Dipole, EOL Dipole, and Regular Wide Dipole, along with complete drawing sets, production schedules, material certifications, design reports, QC plans, and magnetic test reports.

• Optional Production Units: 39 Regular Dipoles, 3 EOL Dipoles, and 2 Regular Wide Dipoles, along with complete drawing sets, production schedules, material certifications, QC reports, and magnetic test reports.

• Specific technical requirements for each dipole type are detailed, including magnetic properties, physical dimensions, water cooling, electrical specifications, and materials.

• Magnets must be interchangeable within their respective circuits and meet stringent field homogeneity and integrated field requirements.

• Not explicitly stated, but implied to be at the Subcontractor's facility for fabrication and testing, with final acceptance at FFDG's site.

• Reviews: Includes Kickoff Meeting, Preliminary Design Review (PDR), and Final Design Review (FDR).

• Testing: Subcontractor Factory Acceptance Tests (FATs) and FFDG Site Acceptance Tests (SATs) are required for all magnets.

• Documentation: Comprehensive documentation is required throughout the process, including design reports, QC plans, test reports, and material certifications.

• Shipping: Magnets must be cleaned, protected against corrosion, and shipped in specially designed crates with shock and tilt indicators.

• Technical Evaluation: Proposals will be evaluated on fabrication experience, infrastructure/capabilities, preliminary design, and schedule.

• Post-Award Changes: A Manufacturer's Exception Document (MED) is required for any post-award changes.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Supplies (08/2025)", outlines the standard contractual 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 legal and operational framework of any resulting subcontract.

This document details numerous clauses covering:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time sensitivity.
• Payment, Inspection, Licenses, and Permits: Terms related to payment, FFDG's right to inspect supplies, and the subcontractor's responsibility to maintain necessary licenses and permits.
• Changes and Modifications: Procedures for handling changes to the subcontract scope, specifications, or delivery terms, including proposals for modification and price breakdowns.
• Indemnification and Liabilities: Requirements for indemnifying FFDG, assumption of risk until final acceptance, theft prevention, warranties on supplies, and handling of suspect/counterfeit parts.
• Termination and Disputes: Clauses related to termination for convenience or default, and a multi-step process for dispute resolution (field level, senior representatives, mediation, binding arbitration).
• Laws and Regulations: Compliance with all applicable federal, state, and local laws, including DOE regulations.
• Information and Notifications: Requirements for releasing information and notifying FFDG of claims or circumstances jeopardizing performance.
• Site and Facilities Access: Rules for personnel access to Fermilab facilities, including restrictions on foreign nationals.
• Environment, Safety & Health (ES&H): Subcontractor responsibilities for safety and compliance with environmental, safety, and health regulations.
• Stop-Work Orders: Procedures and implications of FFDG issuing a stop-work order.
• Insurance: Requirements for maintaining insurance coverage.
• Incorporated Clauses: References to numerous FAR and DEAR clauses that are incorporated by reference, with specific applicability based on subcontract value and type.

This document is critical for bidders as it establishes the fundamental terms and conditions that will apply to any subcontract awarded. Understanding these terms is essential for assessing the risks, responsibilities, and operational requirements associated with the opportunity. Key areas of focus for bidders should include payment terms, inspection and warranty clauses, change order procedures, dispute resolution mechanisms, and compliance with various regulatory requirements (e.g., ES&H, IT security, government property). The extensive list of incorporated FAR/DEAR clauses also highlights significant compliance obligations.

Form / Attachment / Pricing Sheet

This document, "D. FL55 Small Business Subcontracting Plan.pdf", outlines the requirements and definitions related to small business subcontracting plans for potential subcontractors (Subcontract-offerors) on a government contract. It details the necessary components of such plans, including goals, reporting, and responsibilities, to ensure opportunities for 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, Individual contract plan, Master plan, and Sub-subcontract.
• Subcontracting Plan Requirements: Details the mandatory elements of a subcontracting plan, including:
  • Goals expressed as percentages for various small business categories.
  • Statements of planned sub-subcontracting dollars.
  • Descriptions of the types of supplies and services to be sub-subcontracted.
  • Methods used to develop goals and identify potential sources.
  • Inclusion of indirect costs in goal calculations.
  • Identification of the individual responsible for administering the plan and their duties.
  • Efforts to ensure equitable opportunities for small businesses.
  • Assurances regarding the inclusion of subcontracting clauses in sub-subcontracts.
• Reporting: Specifies the requirement to submit Individual Subcontract Reports (ISRs) and Summary Subcontract Reports (SSRs) using the Electronic Subcontracting Reporting System (eSRS).
• Commercial Plans: Outlines the preference for commercial plans for contractors furnishing commercial items and their reporting requirements.
• Failure to Comply: States that failure to submit and negotiate a subcontracting plan is grounds for ineligibility for award.

This document is critical for any bidder who intends to subcontract portions of the work. It clearly defines the types of small businesses that must be considered, the goals that need to be set, and the reporting mechanisms required. Bidders must understand these requirements to develop a compliant subcontracting plan, which is a prerequisite for contract award. Failure to comply can lead to disqualification.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," is a collection of required certifications and representations that offerors must complete and submit as part of their proposal package for the PUR-466 opportunity. 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, and other related clauses.
• Certifications #2 (Required for all proposals ≥ $150,000): Covers Independent Price Determination, Certification and Disclosure Regarding Payments to Influence Federal Transactions, Responsibility Matters, Anti-Kickback Procedures, and Combating Trafficking in Persons.
• Certifications #3 (Required for all proposals ≥ $550,000): Addresses Combatting Trafficking in Persons compliance plans and related certifications.
• Revision Table: Details changes made to the document across various revisions, 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 Buy American Act provisions, export controls, and certifications related to pricing, lobbying, and trafficking in persons, as these can significantly affect contract award.

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 company name, address, contact details, number of employees, EIN/TIN, DUNS#, and website.
• 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 large business, small business, or foreign business, and to select specific small business diversity categories (e.g., Woman-Owned, Veteran-Owned, HUBZone).
• Executive Compensation: Inquires about federal contract revenue and executive compensation reporting requirements.
• Offeror Responsibility: Addresses accounting system review status, general responsibility affirmations, and compliance with the FAR 52.222-54 Employment Eligibility Verification.
• Export/Import Control Certifications: Requires agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Includes 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.

Bidders must complete and submit this form accurately. It is crucial for determining eligibility, compliance, and for FermiForward's internal record-keeping and compliance with federal regulations. Failure to complete this form correctly may impact a bidder's ability to be considered for an award.

Solicitation / RFP / RFQ

This document is a subcontract award for the "Proton Improvement Plan II Project (PIP-II)" between Fermi Forward Discovery Group, LLC (FFDG) and a "Subcontractor" (Vendor Name). It is issued under Prime Contract No. DE-AC02-07CH11359 between the U.S. Government (Department of Energy) and FFDG for the management and operation of Fermi National Accelerator Laboratory.

• The specific goods or services being procured are indicated as "(WHAT IS BEING PURCHASED)" and are detailed in the "Specifications & Drawings" identified in Section J.

• Packaging and Marking must be in accordance with the referenced RFP and its amendments.

• Inspection and acceptance will follow the procedures outlined in the referenced RFP and its amendments.

• The contract type is implied to be Firm Fixed Price (FFP) as stated in Section B2.

• The base period of performance is effective as identified in Section F1.

• Milestone payments are outlined in Section B4.

• Proposals or quotes are not explicitly detailed in this document, but the "General Purpose of the Subcontract" refers to documents identified in Section J.

• Evaluation criteria are not detailed in this document.

• Not specified in this document.

• The document outlines the "Order of Precedence" for resolving inconsistencies, prioritizing sections A, B, D, E, F, G, H, I, C, J.

• FFDG's Procurement Specialist is the sole authorized party to make changes to the subcontract terms, conditions, and requirements.

• FFDG's Technical Representative is designated to monitor work and clarify technical requirements but cannot modify terms or pricing.

• There are no insurance requirements for this subcontract.

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