PIP-II Laserwire Magnets

Amendment / Modification

• The due date for proposals has been extended.

• The new due date is February 3rd, 2026, by 2:00 P.M. CST.

• The original due date was January 20th, 2026.

• Proposal submission deadline.

• Bidders have an extended deadline to submit their proposals. All other terms and conditions remain unchanged.

Form / Attachment / Pricing Sheet

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

• Offeror Information: Name, address, contact details, EIN/TIN, DUNS #, SAM.gov registration status and UEI.
• Business Category: Details on ownership (U.S. or Foreign), entity type (Corporation, LLC, Partnership, etc.), and business size (Large, Small, Foreign Business). Includes specific small business classifications (SDB, WOSB, HUBZone, VOSB, etc.).
• Executive Compensation: Questions regarding federal funding and reporting requirements for executive compensation, with fields to list top five executives, their titles, and compensation if applicable.
• Offeror Responsibility: Certifications regarding accounting system adequacy (requiring audit reports or DCAA/DCMA approval), general responsibility per FAR 9.104, and compliance with combating trafficking in persons.
• Employment Eligibility Verification: E-Verify status and commitment to include FAR 52.222-54 in lower-tier subcontracts.
• Export/Import Control: Agreement to comply with U.S. export/import laws and to notify FermiForward of any changes in denied party status.
• FAR Certifications: Representation regarding limitations on pass-through charges for cost reimbursement subcontracts.
• Final Certification: Signature block for authorized representative to certify accuracy and compliance.

Completing and submitting this form accurately is crucial for any entity seeking to subcontract with Fermi Forward Discovery Group, LLC. It gathers information necessary for compliance with federal regulations and for assessing the subcontractor's eligibility and responsibility. Failure to provide accurate and complete information may impact an offeror's ability to be considered for an award.

Form / Attachment / Pricing Sheet

This document outlines the requirements for a "SMALL BUSINESS SUBCONTRACTING PLAN" (FL-55 Rev. 6/23). It details the definitions, requirements, and reporting obligations related to subcontracting plans for offerors and subcontractors.

• 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 necessity for offerors to submit and negotiate subcontracting plans, including goals for various small business categories (small business, veteran-owned, service-disabled veteran-owned, HUBZone, small disadvantaged, and women-owned).
• Plan Content: Specifies that plans must include goals (as percentages of total planned sub-subcontracting dollars), a statement of total planned sub-subcontracting dollars, a description of the types of supplies and services to be sub-subcontracted, the method used to develop goals, and the method for identifying potential sources.
• Reporting: Outlines the requirement to submit Individual Subcontract Reports (ISRs) and Summary Subcontract Reports (SSRs) using the web-based eSRS system.
• Implementation: Describes functions the subcontractor shall perform to facilitate participation of small business concerns, including arranging solicitations, providing consideration for potential subcontractors, and counseling opportunities.

This document is crucial for potential bidders as it defines the subcontracting requirements they must adhere to if awarded a contract. It outlines the specific types of small businesses they need to consider for subcontracting, the goals they must set, and the reporting procedures they must follow. Failure to submit and negotiate a subcontracting plan can make an offeror ineligible for award.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Supplies (08/2025)", outlines the standard terms and conditions that will govern any subcontract for supplies entered into 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: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time is of the essence.
• Payment Terms: Details on when and how payments will be made.
• Inspection: FFDG's right to inspect and test supplies.
• Licenses and Permits: Subcontractor's responsibility to maintain necessary licenses.
• Changes and Modifications: Procedures for handling changes to the scope of work, specifications, or delivery.
• Indemnification and Liabilities: Requirements for indemnifying FFDG and the Government.
• Warranty: Subcontractor's warranty for supplies.
• Termination and Non-Waiver of Defaults: Conditions under which the subcontract can be terminated.
• Laws and Regulations: Compliance with applicable federal, state, and local laws.
• Disputes: Procedures for resolving disputes.
• Release of Information: Restrictions on disclosing information.
• Notifications: Requirements for notifying FFDG of certain events.
• Entire Agreement and Order of Precedence: Defines the hierarchy of documents forming the subcontract.
• Site and Facilities Access: Requirements for accessing Fermilab facilities.
• Environment, Safety & Health (ES&H): Subcontractor's responsibilities.
• Stop-Work Order: Procedures related to stop-work orders.
• Insurance: Insurance requirements for the subcontractor.
• Incorporated Clauses: Numerous FAR and DEAR clauses are incorporated by reference, covering various aspects such as Walsh-Healey Public Contracts Act, Information Technology, Government Property, and more, with specific applicability based on subcontract value and type.

This document is critical for bidders as it details the legal and contractual framework under which any awarded subcontract will operate. Understanding these terms is essential for assessing the feasibility and risks associated with the opportunity, particularly regarding compliance, liability, payment, and dispute resolution. Bidders must review these terms to ensure they can meet all obligations.

Form / Attachment / Pricing Sheet

This document, "F. PUR-466 Proposal Certifications," is a collection of required certifications and disclosures 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 requirements.

• Export/Import Control: Requires information on the offeror's export compliance point of contact and certifications regarding military or space applications, dual-use items, and items listed on the Commerce Control List (CCL).
• Buy American – Construction Materials (OCT 2022): Defines terms related to domestic and foreign construction materials and requires offerors to certify compliance with the Buy American Act for construction performed in the United States.
• Certificate of Independent Price Determination: Requires offerors to certify that prices were determined independently and without collusion.
• Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions: Requires certification that no federal appropriated funds were used to influence federal transactions and disclosure of lobbying activities.
• Certification Regarding Responsibility Matters: Requires offerors to certify their status regarding debarment, suspension, criminal convictions, and delinquent federal taxes.
• Patent Rights: Addresses patent rights for subcontracts, including those for small businesses, universities, and nonprofit organizations.
• Buy American Certificate (OCT 2022): Requires specific certifications regarding domestic and foreign end products, including considerations for COTS items and critical components.
• Combatting Trafficking in Persons (NOV 2021) & Compliance Plan: Requires certifications related to preventing and addressing trafficking in persons, including the implementation of a compliance plan.
• Revision Table: Details the history of changes to this document, including updates to clauses, name changes, and form field fixes.

Offerors must carefully review and complete all applicable sections of this document to ensure their proposal meets the government's compliance requirements. Failure to provide accurate and complete certifications may impact the evaluation of the proposal and the offeror's responsibility determination. Specific attention should be paid to the Buy American Act clauses and export control requirements, as these may affect the sourcing and cost of materials and components.

Solicitation / RFP / RFQ

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

• The subcontractor shall provide cavities in accordance with RFP #-------- Package, as amended.

• Work shall be performed in accordance with the Specifications & Drawings identified in Section J.

• Packaging and Marking shall be in accordance with RFP #-------- Package documents and amendments.

• Inspection and acceptance shall be in accordance with RFP #-------- Package documents and all amendments.

• Compliance with all orders, regulations, plans, manuals, and other directives listed in the Statement of Work and Incorporated Documents is a material term.

• Contract Type: Firm Fixed Prices (FFP).

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

• Estimated Value: Not explicitly stated, but prices are detailed in Section B1.

• Proposals or quotes are not detailed in this document; it appears to be the subcontract itself.

• Evaluation criteria are not detailed in this document.

• Key deadlines are not detailed in this document, beyond the Period of Performance.

• Not specified in this document.

• The document incorporates by reference RFP #-------- Package (J-1), Amendments (J-2), and General Terms and Conditions for Supplies (J-3, dated 03/2024).

• FFDG's Procurement Specialist is the only authorized person to make changes to terms, conditions, or requirements.

• FFDG's Technical Representative monitors work and clarifies technical requirements but cannot change the work or modify terms.

• There are no insurance requirements for this subcontract.

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

This Statement of Work (SOW) details the technical tasks and requirements for prospective subcontractors regarding the design, fabrication, quality control, testing, and delivery of PIP-II Laserwire magnets for Fermilab.

• Fabrication, quality control, testing, and delivery of a build-to-print package for PIP-II laserwire magnets (FNAL DWG #F10254388).

• The scope is limited to the PIP-II Laserwire magnet itself; electronics, cables, and surrounding components are excluded.

• Only released drawings are to be used for fabrication.

• First Article: 1 unit, due April 30th, 2026.

• Additional Production Units: 14 units, due December 31st, 2026.

• Tooling and Tooling Drawings: 1 unit, due December 31st, 2026, to be delivered with the end of the production batch.

• Quality Assurance: Subcontractor must adhere to a documented quality assurance program.

• Testing: Includes Hipot testing, DC resistance measurement, Inductance measurement, and Ring test.

• Acceptance Tests: Performed at FNAL, including dimensional conformance, visual inspection for defects, and resistivity/magnetic field measurements.

• Not explicitly stated, but delivery dates extend to December 31st, 2026.

• Work is performed by the subcontractor, with FNAL oversight and acceptance.

• Experience: Offerors must provide evidence of at least 5 years of experience in magnet fabrication, materials, and procedures, with at least three references.

• Materials: Detailed written information on all materials, material properties, and bulk materials to be used must be submitted.

• Quality Plan: A detailed quality assurance plan is required, including methods for verifying material properties, defect detection, testing procedures, and rejection criteria.

• Production Schedule: A production schedule is required, including timelines for first article development and full production.

• Documentation: Certificate of Conformance, QC inspection reports, traceability information, non-conformance reports, and material certifications are required.

• Packaging & Shipping: Must protect parts from damage and contamination during transit.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for the acquisition of a built-to-print package of PIP-II Laserwire Magnets, as defined in the Statement of Work (SOW), Exhibit A (ED0041991 PIP-II Laserwire Magnets Statement of Work).

• Fabrication, testing, and delivery of PIP-II Laserwire Magnet assemblies.

• Compliance with the requirements of the SOW (Exhibit A) and associated drawings.

• Detailed technical proposal demonstrating ability to meet or exceed mandatory technical requirements.

• Documentation of technical capabilities, staffing, experience, and infrastructure.

• Detailed information on all materials to be used.

• A Quality Assurance Plan detailing methods for verifying material properties, defect detection, testing, and rejection criteria.

• Three (3) relevant examples of past experience within the last five years, including magnet fabrication, materials, procedures, and experience with FNAL or other DOE Laboratories.

• A Production Schedule including timeline for first article development and full production.

• Firm-fixed-price subcontract.

• Proposed pricing shall be valid for 90 days from the final proposal due date.

• Payment terms are Net 30 FOB Destination Fermilab, Batavia, IL for domestic offerors.

• For non-domestic vendors, delivery terms are DAP Fermilab, Batavia IL per Incoterms 2020.

• An option for Additional Production Units is included.

• Proposals are due by 2:00 P.M. CST, January 20, 2026.

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

• The Technical Proposal should not contain cost information, except as referenced in Current/Past Projects.

• Evaluation will be based on a best-value trade-off, considering technical merit, quality, capabilities, experience, infrastructure, materials, quality assurance, past experience, and delivery schedule, in addition to price.

• All exceptions to specifications or terms must be clearly indicated on company letterhead.

• The acquisition is unrestrictive and has no set-aside provisions.

• NAICS Code: 334519 – Other Measuring and Controlling Device Manufacturing.

• Small business size standard: 600 employees.

• A small business subcontracting plan is required if the awardee does not meet the small business definition and the subcontract exceeds $750,000.00. A draft plan must be submitted with the proposal.

• Contact with FFDG personnel regarding this RFP is prohibited until award, except through the designated Procurement Specialist.

• All questions must be submitted in writing by 2:00 P.M. CST, December 30, 2025.

• Amendments to the solicitation will be provided via written addendum.

• Offerors must acknowledge receipt of any addenda/amendments.

• Exhibits include: SOW ED0041991 Rev C, Drawings Package, FFDG General Terms and Conditions, Small Business Subcontracting Plan, SARC, PUR-466 Certifications, and Sample Subcontract.