RFP - Integrated Service Managment

Form / Attachment / Pricing Sheet

This document is a map of notable locations in Lead, South Dakota, likely related to the Sanford Underground Research Facility. It serves to orient visitors and personnel to key sites.

• A map displaying streets and landmarks in Lead, SD.
• Labeled points of interest including:
  • Sanford Underground Research Facility
  • Ross Headframe
  • South Dakota Services Office (with details on badging, conference rooms, and hoteling desks at 206 Ellison Ct.)
  • The LOFTs Office (FDC) (new space for FDC personnel, with conference rooms at 420 W. Main St.)
  • Sanford Lab Homestake Visitor Center (noted as a place to visit and the location for an EB meeting on Thursday, 3/27 in a classroom at 160 W. Main St.).

This map and list of notable locations are relevant for bidders who may need to visit or interact with personnel at these sites. It provides addresses and descriptions for key facilities, which could be important for logistical planning, site visits, or understanding the operational environment of the opportunity.

Statement of Objectives (SOO)

To procure flexible housing accommodations, local transportation, and parking solutions for personnel supporting the Long Baseline Neutrino Facility (LBNF)/Deep Underground Neutrino Experiment (DUNE-US) Project in Lead, South Dakota.

• Provide flexible housing options (apartments, houses, hotels, VRBO-style) for personnel with variable-duration stays (2 weeks to 12 months).

• Manage all aspects of housing, including billing, payment collection, refunds, and cancellations directly with occupants.

• Provide scheduled and surge personnel transport in and around Lead, SD, including shift-based transport to the Sanford Underground Research Facility (SURF).

• Secure scalable parking capacity aligned with housing needs, funded by FFDG only when tied to mission-required transportation or operational staging.

• Implement a web-based reservation system for booking, payments, and reporting, supporting individual occupant billing and various payment methods.

• Provide cleaning and linen services where not included by the lodging provider.

• Ensure premises comply with safety and security standards, including risk mitigation and emergency response plans.

• Occupancy Utilization: Flexible metrics by housing type; short-term stays not penalized.

• Safety & Compliance: Minimized Total Recordable Incident Rate (TRIR), 100% regulatory compliance.

• Resident Satisfaction: Used to identify systemic service deficiencies.

• On-time Transport: ≥95% within ±5 minutes, with contingencies.

• Parking: Safe, accessible, scalable, and maintained.

• Billing Transparency & Issue Resolution: ≥95% of occupant billing inquiries and payment disputes resolved within 5 business days.

• Contract Period: June 1, 2026 – May 31, 2031 (one 1-year base and four 1-year option years).

• Place of Performance: Lead, South Dakota, supporting the SURF.

• Subcontractor assumes all financial risk for housing vacancies, no-shows, early departures, or non-payment by occupants.

• FFDG will not guarantee minimum inventory, occupancy commitments, or revenue.

• Housing rates and terms are established between the occupant and the lodging provider; FFDG does not set or control rates.

• Subcontractor must ensure no direct billing, master lease commitments, occupancy guarantees, or vacancy liability are assigned to FFDG.

• Estimated housing need: Q3 2026 – 2031, starting at 10-20 units, ramping up to 50-80 units, and ramping down to 10 units.

Form / Attachment / Pricing Sheet

This document, "Quality Requirements (For Services)," outlines the mandatory quality control and assurance standards that a Service Subcontractor must adhere to for the project. It details the purpose, program requirements, and acceptance criteria for quality management.

• Purpose: To ensure all activities manage, control, and document work to comply with subcontract documents, including safety, testing, and inspection.
• Quality Program: Requires submission of a Corporate Quality Assurance Plan with the bid/proposal and a Project Quality Control (PQC) Plan within 10 days of award.
• PQC Plan Contents: Must include personnel qualifications, duties, responsibilities, and authorities for quality control functions, especially the Project Quality Control Manager.
• Project Quality Control Manager Responsibilities: Ensuring PQC Plan implementation, interfacing with the Task Manager, maintaining records, attending meetings, assuring QC checks, managing deficiencies, and submitting reports.
• Acceptance: Subcontractor's PQC Plan requires FermiForward's acceptance before work begins, and acceptance is conditional on satisfactory performance.
• Appendices: Provides guidance for Corporate Quality Assurance Plans (Appendix A), Project Quality Control Plans (Appendix B), and a template QA Plan for contractors who do not submit their own (Appendix C).

Bidders must understand these quality requirements to ensure their bid or proposal is responsive. Failure to submit a Corporate Quality Assurance Plan with the bid could lead to a non-responsive bid. The PQC Plan requirements and the need for a designated Quality Control Project Manager are critical for project execution and must be factored into the bidder's planning and resource allocation.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) from Fermi Forward Discovery Group, LLC (FermiForward) seeks proposals for an Indefinite Delivery/Indefinite Quantity (IDIQ) subcontract to provide integrated service management for housing, transportation, and parking services at the Sanford Underground Research Facility (SURF) in Lead, South Dakota. The services are in support of the Long Baseline Neutrino Facility (LBNF) / Deep Underground Neutrino Experiment (DUNE-US) Project.

• Housing Coordination: REQUIRED

• Transportation Services: OPTIONAL

• Parking Services: OPTIONAL

• Services include coordinating commercially available housing, managing transportation logistics, and securing scalable parking solutions.

• The contract does not establish a housing benefit or government-sponsored housing program.

• Contract Type: IDIQ Subcontract

• Period of Performance: Base Period (1 Year) + Four (4) Option Years. Estimated: July 15, 2026 – July 14, 2031.

• NAICS Code: 561110 - Office Administrative Services

• Size Standard: $12.5M

• Proposal Due Date: June 01, 2026, 12:00 p.m. (CT)

• Questions Due: May 22, 2026, 12:00 p.m. (CT)

• Submission Method: Electronic via email to bhopkins@fnal.gov

• Evaluation: Best Value Tradeoff process, with Technical Factor and Past Performance being significantly more important than Price.

• Proposal Format: Three parts: Technical Proposal, Past Performance, Pricing Schedule.

• Full and Open Competition (Open Market).

• Offerors are not required to provide all service areas to be eligible for award.

• A Pre-Proposal Conference and optional Site Visit will be held on May 19, 2026.

• Offerors must acknowledge receipt of any amendments.

• Attachments include Statement of Objectives (SOO), Minimum Levels of Service, Pricing Schedule, Insurance Requirements, Quality Requirements, Representations & Certifications, Proposal Certifications, and Campus Map.

Form / Attachment / Pricing Sheet

This document outlines the Performance-Based Expected Minimum Levels of Service (EMLS) that a contractor must meet when providing commercially sourced housing coordination, transportation, and parking support for mission-critical operations. It details the performance standards and requirements for these services.

Housing Services:

• Units must be commercially available and within reasonable commuting distance.
• No exclusive sourcing, master leases, or guaranteed minimum unit commitments.
• Occupants are the contracting party with lodging providers.
• Performance Measures: ≥ 95% of assigned occupants have lodging within operationally reasonable commute time.
• Units must meet commercial standards for furnishings and utilities.
• Performance Measures: ≥ 95% of units functional per duration standard.
• Reservation & Payment System must support flexible bookings, secure occupant-facing payments, and not require FFDG to process or guarantee payments.
• Performance Measures: ≥ 98% of reservations confirmed within 24 hours; Zero instances of FFDG billed for occupant-paid lodging.
• Cleaning & Linen Services to be provided by standard commercial practice.
• Units must comply with local safety standards; Contractor maintains risk mitigation.

Transportation Services:

• Provided for safe, reliable access to underground and shift-based operations.
• Funded only under written Task Order authorization.
• Performance Measures: ≥ 95% on-time performance; ≥ 90% issue resolution within 4 hours.

Parking Services:

• Secured when tied to operational staging or transportation needs.
• Agreements shall not establish Government leasehold interests.
• Performance Measures: ≥ 95% availability aligned with authorized need.

Management & Oversight:

• Subcontractor provides Project Manager.
• Operational housing matters are Subcontractor's responsibility.
• Performance Measures: Weekly reporting on utilization, performance metrics, and compliance.

Financial Risk & Liability Clarification:

• Contractor assumes all vacancy and non-payment risk for occupant-paid lodging.
• No continuing obligations beyond authorized service components.
• No minimum occupancy or revenue guarantees.
• Performance Measures: 100% compliance with separation of occupant-paid lodging and FFDG-funded services; Zero instances of unauthorized billing.

This document is critical for potential bidders as it defines the specific performance standards, service requirements, and financial responsibilities for housing, transportation, and parking services. Bidders must understand these EMLS to accurately scope their proposals, estimate costs, and ensure compliance if awarded the contract.

Form / Attachment / Pricing Sheet

This document, "Att B - Pricing Schedule.xlsx", provides the required pricing tables for offerors to complete when submitting proposals. It outlines the structure for pricing the services associated with the opportunity.

• Required Services: Housing Coordination Services.
• Optional Services: Offerors may also propose pricing for Transportation Services and Parking Services.
• Pricing Combinations: Offerors can submit pricing for 'Housing only', 'Housing + Transportation', 'Housing + Parking', or 'Housing + Transportation + Parking'.
• Inclusions: Proposed prices must encompass all labor, supervision, management, administrative support, equipment, vehicles, systems, tools, travel, overhead, profit, and any other costs necessary for service performance.
• Exclusions: Housing rental costs paid directly by occupants should not be included in proposed pricing.
• Estimated Quantities: Provided for evaluation purposes only and do not guarantee minimum or maximum order volumes.
• Pricing Validity: Proposed prices must remain valid for 180 calendar days after proposal submission.
• Contract Structure: The pricing schedule covers a Base Year and four (4) Option Years.
• CLINs: Includes CLINs for Program Manager (Required), Administrative Assistant (Required), Transportation (Optional), and Parking Space Management (Optional).

Offerors must complete these pricing tables accurately to submit a compliant proposal. The structure dictates how optional services can be bundled and requires a comprehensive cost breakdown. Understanding the estimated quantities and the validity period for pricing is crucial for proposal development.

Form / Attachment / Pricing Sheet

This document outlines the specific insurance requirements for subcontractors performing work at the Sanford Underground Research Facility (SURF) under Fermi Forward Discovery Group, LLC (FFDG). It details the types of insurance, minimum coverage limits, and additional insured requirements that subcontractors must adhere to.

• General Liability: $1,000,000 per occurrence, $2,000,000 general aggregate.
• Commercial General Liability: $2,000,000 products-completed operations aggregate (maintained for 10 years post-completion).
• Automobile Liability: $1,000,000 combined single limit.
• Excess Liability: $1,000,000 per occurrence.
• Workers' Compensation & Employer's Liability: Statutory limits for WC, $1,000,000 for EL.
• Contractor's Pollution Liability: $10,000,000 per claim/annual aggregate for construction contracts of $50,000 or more.
• Professional Liability/Errors & Omissions: $1,000,000 per claim/$1,000,000 annual aggregate for subcontracts <$3.5M; $5,000,000 per claim/$5,000,000 annual aggregate for subcontracts >$3.5M.
• Additional Insureds: Includes FFDG, University of Chicago, US Government, Universities Research Association, Inc., SDSTA, Barrick Gold Corporation, and Homestake Mining Company of California, along with their officers, agents, and employees.
• Waiver of Subrogation: Required for all policies in favor of Additional Insureds.
• Evidence of Insurance: Subcontractors must provide certificates within 10 days of subcontract signing.
• Notice of Cancellation: 30 days' prior written notice required (10 days for non-payment).
• Sub-Subcontractor Requirements: Applicable insurance requirements extend to sub-subcontractors, with minimum limits of $1,000,000/$2,000,000 for surface work and $5,000,000/$5,000,000 for underground work.

Potential bidders must review these insurance requirements carefully to ensure they can meet these obligations. Failure to comply may result in FFDG obtaining replacement coverage and deducting the cost from payments due to the subcontractor. This document is critical for accurately estimating the cost of compliance and understanding contractual obligations.

Form / Attachment / Pricing Sheet

This document, "Subcontractor Annual Representations & Certifications (SARC)," is a form required for subcontractors to provide to Fermi Forward Discovery Group, LLC. It collects essential business and compliance information necessary for potential subcontract awards.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, address, contact information, EIN/TIN, DUNS #, NAICS U.S. Industry #, website, and SAM.gov registration status.
• Business Category: Requires representation of ownership (U.S. Owned, Foreign Owned, etc.) and operating structure (Corporation, Partnership, Sole Proprietorship, etc.).
• Small Business Classifications: Allows offerors to self-certify as 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 contract revenue.
• Responsibility & Compliance: Includes sections for accounting system review status, responsible offeror affirmations (FAR 9.104), and compliance with FAR 52.222-54 Employment Eligibility Verification (E-Verify).
• Export/Import Control: Requires agreement to comply with U.S. export control laws and regulations.
• 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 and acknowledge compliance with U.S. Government contracting and subcontracting programs.

Potential subcontractors must complete and submit this form accurately. It is crucial for determining eligibility, compliance, and for FermiForward's reporting requirements. Failure to complete or provide accurate information may impact the ability to be considered for subcontracts. The certifications are effective for 12 months, and changes in status must be promptly reported.

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. 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 Combatting Trafficking in Persons.
• Certifications #3 (Required for all proposals ≥ $550,000): Addresses Combatting Trafficking in Persons Compliance Plan.
• Revision Table: Details the history of changes to the 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 requirements. Failure to provide accurate and complete certifications may impact the evaluation of the proposal and the determination of responsibility. Specific attention should be paid to clauses related to Buy American, export controls, and certifications regarding pricing and lobbying.