Request for Proposals - Central Utility Building Purge Unit Replacement for Chiller No. 5 Fermi National Accelerator Laboratory, Batavia, Illinois

Solicitation / RFP / RFQ

This Request for Proposal (RFP) from Fermi Forward Discovery Group, LLC (FermiForward) seeks Time and Material (T&M) proposals for the Central Utility Building (CUB) Trane Purge Unit (PRG00201) Replacement for Chiller No. 5 at Fermi National Accelerator Laboratory (Fermilab) in Batavia, Illinois. The work involves removing, replacing, testing, and returning Chiller No. 5 to operational condition, including furnishing all labor, supervision, materials, tools, equipment, and transportation.

• Removal, replacement, and testing of Chiller No. 5 purge unit.

• Furnishing of all necessary labor, supervision, materials, tools, equipment, and transportation.

• Offerors must be Trane-certified and capable of procuring Original Equipment Manufacturer (OEM) parts.

• Offerors must demonstrate experience servicing Trane chillers of similar size, complexity, and configuration.

• Submission of a Corporate Quality Control Plan.

• Submission of safety documentation demonstrating acceptable safety performance.

• Submission of copies of all valid and current HVAC/chiller maintenance and repair licenses and permits.

• Contract Type: Time and Material (T&M) / Labor Hour.

• Anticipated start date for performance: June 10, 2026.

• Proposal pricing validity: Minimum of 90 calendar days from the proposal due date.

• Proposals are due by June 5, 2026, 12:00 p.m. (CT).

• Submission Format: Three parts - Technical Proposal, Pricing Schedule/Representations/Certifications, and Past Performance.

• Source Selection Method: Lowest Price Technically Acceptable (LPTA). Award will be made to the Offeror submitting the lowest evaluated price whose proposal is technically acceptable.

• Technical and Past Performance factors will be evaluated on an acceptable/unacceptable basis.

• Questions regarding the RFP must be submitted in writing via email by June 5, 2026, 12:00 p.m. (CT).

• No specific set-aside is mentioned in the provided document sections.

• The full requirements are detailed in Attachment A – Statement of Work (SOW), dated April 22, 2026.

• An optional site visit is scheduled for Tuesday, June 2, 2026, from 10:00 a.m. to 11:30 a.m. (CT) at the Kirk and Pine Street Entrance on Fermilab Campus.

• Offerors without a Fermilab badge must complete the Fermilab Access Request Form at least 7-10 calendar days prior to the site visit.

• Several attachments are required, including a Pricing Schedule, General Terms and Conditions, Insurance Requirements, Representations & Certifications, Proposal Certifications, Safety Exhibit, and Quality Requirements.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for specific geographic areas. This document is crucial for contractors to understand the labor costs associated with performing services on federal contracts in the specified locations.

• Wage Determination Number: 2015-5741, Revision No.: 27
• Date of Last Revision: 12/03/2025
• State: Illinois
• Area: Illinois Counties of DeKalb, Kane
• Occupational Listings: Includes a comprehensive list of occupation codes, titles, and corresponding minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific details on health and welfare benefits, paid sick leave (EO 13706), vacation, and holidays are provided in subsequent sections.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining their applicability and requirements.
• Conformance Process: Details the procedure for requesting additional classifications and wage rates not listed in the determination.

This wage determination directly impacts a bidder's cost proposal. Bidders must ensure that their proposed wage rates and fringe benefits meet or exceed the minimums specified in this document for all covered employees. Failure to comply can lead to contract violations. The document provides the baseline labor costs for the services required, enabling bidders to accurately price their proposals.

Form / Attachment / Pricing Sheet

This document, "SECTION 014200 – QUALITY REQUIREMENTS (For Services)", outlines the quality requirements for subcontractors. It details the purpose of quality control, the expected quality program, and provides guidance for developing a Corporate Quality Assurance Plan. Bidders are required to submit their corporate Quality Assurance Plan with their bid or proposal. Failure to do so may result in a non-responsive bid.

• Purpose of Quality Control: Subcontractors are responsible for managing, controlling, and documenting work to ensure compliance with subcontract documents. This includes providing adequate Quality Control services for work performed on- and off-site.
• Quality Program: Subcontractors must implement a Quality Control program and designate a quality-responsible person. A dedicated Quality Control Project Manager may be required depending on project size and complexity.
• Corporate Quality Assurance Plan: Bidders must submit their corporate Quality Assurance Plan. Appendix A provides guidance on the expected elements of this plan, including:
  • Purpose
  • Roles, Responsibilities, and Authorities
  • Scope
  • Organizational Chart
  • Requirements Verification
  • Document Control
  • Submittals/Procurement
  • Material and Equipment Control
  • Procedures
  • Suspect/Counterfeit Items
  • Nonconformance Handling
  • Lessons Learned
  • Continuous Improvement
  • Inspection and Testing
  • Commissioning
• Appendix C: This appendix provides a template Quality Assurance Plan to be used by contractors who do not submit their own QA Plan. It outlines minimum quality standards, responsibilities, and procedures, including:
  • Quality Objectives
  • Submittals and Approvals
  • Inspection and Testing (Pre-Work, In-Process, Final)
  • Nonconforming Work
  • Documentation and Records
  • Corrective and Preventive Action
  • Training and Communication
  • Project Closeout

This document is critical for bidders as it defines a mandatory requirement for submitting a Corporate Quality Assurance Plan. It outlines the specific content and structure expected for this plan, directly impacting bid preparation and responsiveness. Bidders must ensure their submission meets these quality standards to be considered for the opportunity.

Form / Attachment / Pricing Sheet

This document, Exhibit A, outlines the Environment, Safety, and Health (ES&H) requirements for subcontractors performing work at Fermilab. It details the scope of work coordination, ES&H program responsibilities, work site conditions, reporting and training requirements, and specific safety protocols.

• Scope of Work & Coordination: Defines roles of ES&H Coordinator, Point of Contact (POC), Service Coordinator (SC), and Task Manager (TM). Lists numerous reference documents and standards (e.g., OSHA, DOE, NFPA, ASME).
• Subcontractor ES&H Program: Outlines the subcontractor's responsibility for providing a safe working environment, including management commitment, training, hazard analysis (JHA/HA), and emergency response.
• Work Site Conditions: Covers site access, permits, electric power, transportation, access and traffic ways, temporary heat, lighting, ventilation, water, sanitation, hazardous materials, confined spaces, fall protection, lift operations, work on utilities, excavation, and personal protective equipment (PPE).
• Specific Activities: Details requirements for burning/welding/brazing, open burning, electrical work, oxygen deficient hazards, radiation protection, environmental protection, smoking, and drug/alcohol-free workplace.
• Attachments: Includes guidance on Silica, High Hazard/Off Hours Work, and an ES&H Certification form.

This document is critical for any bidder to understand the comprehensive safety and health requirements that must be adhered to while performing work at the Fermilab site. It details specific procedures, compliance obligations, and reporting requirements that will impact project planning, execution, and overall cost. Bidders must review these requirements to ensure they can meet them and to accurately estimate the resources needed for compliance.

Form / Attachment / Pricing Sheet

This document, "FFDG Proposal Certifications," is a required attachment for all proposals submitted to Fermi Forward Discovery Group, LLC (FFDG). It outlines various certifications that offerors must review and complete based on the dollar value of their proposal and the nature of the goods or services being offered. These certifications are crucial for ensuring compliance with federal regulations and contract terms.

• Certifications #1 (Required for all proposals ≥ $10,000):
  • Export/Import Control: Requires information on the offeror's export compliance point of contact and certifications regarding military/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 certifications regarding their origin and cost.
• Certifications #2 (Required for all proposals ≥ $150,000):
  • Certificate of Independent Price Determination: Certifies that prices were determined independently and without collusion.
  • Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions: Certifies that no federal appropriated funds were used to influence federal transactions.
  • Certification Regarding Responsibility Matters: Certifies the offeror's responsibility status, including debarment, suspension, and tax delinquency.
  • Combating Trafficking in Persons (NOV 2021): Requires certification regarding compliance with policies to prevent trafficking in persons.
  • Certification Regarding Trafficking in Persons Compliance Plan (OCT 2020): Requires a certification of implemented compliance plans for contracts performed outside the U.S. with an estimated value exceeding $550,000.
• Certification #3 (Required for all proposals ≥ $550,000):
  • Combatting Trafficking in Persons (NOV 2021): Specific certifications related to the performance of the contract outside the U.S. and the nature of the acquisition (supplies vs. services, COTS items).
• Revision Table: Details changes made to the document across various revisions, including updates to clauses, thresholds, and form fields.

This document is critical for bidders as it outlines mandatory certifications required for proposal submission. Failure to complete and submit these certifications accurately may render a proposal non-responsive or the offeror non-responsible. Bidders must carefully review each section to ensure they can truthfully certify compliance with all applicable federal regulations and contract requirements.

Form / Attachment / Pricing Sheet

This document, "Subcontractor Annual Representations & Certifications (SARC)," is a form required for potential subcontractors to provide information about their business, ownership, and compliance with various federal regulations. It is used by Fermi Forward Discovery Group, LLC (FermiForward) to assess subcontractor eligibility and compliance.

• Offeror Information: Includes company name, address, contact details, EIN/TIN, DUNS number, NAICS industry, number of employees, and website.
• Business Category: Details ownership (U.S. owned, foreign parent, etc.) and operating structure (Corporation, LLC, Partnership, etc.).
• Small Business Classifications: Allows offerors to self-certify as Large Business, Small Business, or Foreign Business, and further specify diversity categories (e.g., Woman-Owned, Veteran-Owned, Small Disadvantaged).
• Executive Compensation: Requires reporting of the top five executives' names, titles, and compensation if certain federal funding thresholds are met.
• Offeror Responsibility: Certifications regarding accounting systems, compliance with FAR 9.104, and adherence to laws against trafficking of persons and forced labor.
• Employment Eligibility Verification: Requirements related to E-Verify.
• Export/Import Control Certifications: Agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Includes limitations on pass-through charges.
• Certification: A final section for authorized representatives to certify the accuracy of the provided information and acknowledge compliance with government contracting programs.

Potential subcontractors must complete and submit this SARC form accurately. It is crucial for demonstrating eligibility, compliance with federal requirements, and for FermiForward's assessment of responsibility. Failure to complete this form correctly may impact a bidder's ability to be considered for subcontracting opportunities. The certifications cover a wide range of regulatory and business practices that are essential for government contracting.

Form / Attachment / Pricing Sheet

This document outlines the specific insurance requirements that a subcontractor must meet when performing onsite non-professional services for Fermi Forward Discovery Group, LLC (FFDG) at the Fermi National Accelerator Laboratory.

• General Liability: Requires $1,000,000 per occurrence and $2,000,000 aggregate. Products-Completed Operations Aggregate must be maintained for at least 10 years after final completion.
• Automobile Liability: Requires a combined single limit of $1,000,000 for owned, non-owned, and hired automobiles.
• Excess/Umbrella Liability: Requires $1,000,000 for subcontracts less than $3.5M and $5,000,000 for subcontracts greater than $3.5M.
• Workers' Compensation and Employer's Liability: Statutory limits for Workers' Compensation and $1,000,000 for Employer's Liability (each accident, disease per employee, disease policy limit).
• Supplemental Coverages: May require Aircraft Liability ($25,000,000 per occurrence), Builder's Risk, Broad Form cargo insurance, and an installation floater, depending on the specific project needs.
• Additional Insureds: Policies (except Workers' Compensation) must name FFDG, University of Chicago, Universities Research Association, Inc., and the U.S. Government as additional insureds. Waivers of subrogation are required.
• Notice of Cancellation: Subcontractor must provide 30 days' written notice of cancellation or material change in coverage to FFDG.
• Sub-Subcontractor Requirements: Insurance requirements extend to sub-subcontractors.
• Indemnification: Subcontractor indemnifies FFDG for failure to comply with insurance requirements.

Potential bidders must review these requirements to ensure they can meet the specified insurance coverages and conditions. Failure to comply may result in FFDG obtaining replacement coverage at the subcontractor's expense and potential indemnification claims.

Form / Attachment / Pricing Sheet

This document, "Attachment C - FFDG Terms Conditions Time and Materials," outlines the general terms and conditions for Time and Materials (T&M) or Labor-Hour (L-H) subcontracts for non-Research and Development (R&D) work. It serves as a foundational document for potential bidders to understand the contractual framework governing such subcontracts.

• Definitions: Clarifies key terms used throughout the document, including "CFR," "FAR," "DEAR," "DOE," "FFDG," "Fermilab," and "Subcontractor."
• Scope of Subcontract: Defines the services to be provided under the subcontract and its relation to FFDG's prime contract with the Department of Energy.
• Payment Terms: Details the payment structure for T&M/L-H subcontracts, including hourly rates, substantiation of invoices, and handling of overtime.
• Materials: Outlines the process for reimbursing materials costs, including definitions of direct and indirect materials, and pricing adjustments.
• Changes and Modifications: Describes the process for issuing and managing changes to the subcontract scope, including equitable adjustments.
• Indemnification and Liabilities: Specifies the subcontractor's responsibilities for indemnification, assumption of risk, and handling of theft and counterfeit parts.
• Termination: Outlines FFDG's rights to terminate the subcontract for convenience or default.
• Laws and Regulations: Mandates compliance with all applicable federal, state, and local laws, as well as specific DOE regulations.
• Disputes: Establishes a process for resolving disputes, including step negotiations, mediation, and binding arbitration or litigation.
• Special Government Flow Down Provisions: Incorporates numerous FAR and DEAR clauses that flow down to subcontractors, covering a wide range of requirements including labor standards, data rights, and environmental regulations.

This document is critical for any vendor considering a T&M or L-H subcontract. It details the payment methodologies, change order processes, liability expectations, and extensive regulatory compliance requirements. Bidders must review these terms carefully to assess their ability to comply and to understand the financial and operational implications of accepting such a subcontract. The extensive list of incorporated FAR/DEAR clauses highlights the significant compliance burden and specific requirements that will apply.

Form / Attachment / Pricing Sheet

This document is a pricing schedule for the "Central Utility Building Purge Unit Replacement for Chiller No. 5" opportunity. It outlines the CLINs (Contract Line Item Numbers) and associated pricing components required for bidding.

• CLIN 01: Labor (removal and installation) - Quantity: 1 (Labor Hour)
• CLIN 02: Materials (Nitrogen and Purge Unit) - Quantity: 1 (Firm Fixed Unit Price)
• The schedule requires bidders to provide a Fixed Unit Price for CLIN 01 and an Extended Total for both CLINs.

This pricing schedule is critical for bidders to understand the cost structure expected for the opportunity. Bidders must complete the 'Fixed Unit Price' and 'Extended Total' fields to submit their proposal. The breakdown into labor and materials provides clarity on the cost components the government is evaluating.

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

To replace the existing defective purge unit with a new purge unit for Chiller No. 5 located in the Central Utility Building (CUB) at Fermi National Accelerator Laboratory (Fermilab), restoring the chiller to full operational status.

The Subcontractor will provide all labor, supervision, management, materials, tools, equipment, and incidental services for the removal of the existing purge unit and associated piping, installation of a new purge unit and piping, integration with Chiller No. 5 control systems, system evacuation, leak testing, refrigerant recharge, and startup.

• All work must comply with applicable federal, state, and local regulations, including environmental and safety requirements.

• Compliance with Fermilab site-specific safety procedures, including lockout/tagout and refrigerant handling.

• All installed equipment must meet manufacturer specifications and industry standards.

• The system must be leak-free and fully operational upon completion.

• Work will be performed at the Central Utilities Building, Fermilab, Batavia, Illinois.

• Standard working hours are Monday through Friday, approximately 1:00 p.m. Central Time. Work outside these hours requires prior approval.

• Strict adherence to lockout/tagout (LOTO) procedures.

• Proper recovery, storage, and handling of refrigerant in accordance with environmental regulations.

• Coordination with the FermiForward Technical Point of Contact for all on-site activities.

• Minimizing disruption to ongoing operations.

• Compliance with Fermilab security and safety requirements for site access.

• Confirmation of complete installation and operational status.

• Leak test results.

• Documentation of refrigerant recovery and recharge quantities.

• Manufacturer documentation for the installed purge unit.