RFP - PAB Liquid Argon Dewar Lease and Filling

Form / Attachment / Pricing Sheet

This document, "PAB Liquid Argon Dewar Lease and Filling Specification," outlines the technical requirements for a proposal to lease and fill a Liquid Argon Dewar for Fermi National Accelerator Laboratory (FNAL). It details the specifications for the dewar, its operation, and the associated services.

• Contract Duration: Initial 2-year contract with an option to extend for 3 additional years.
• Dewar Volume: 3,000-5,000 Liters.
• Pressure Requirements: Dewar rated to or greater than 250 psig, with initial pressure relief set at 250 psig (subject to potential reduction to 150 psig).
• Operation: Gaseous and liquid argon supplies, operating pressure range from 100 psig up to the relief set pressure.
• Usage Rates: Average liquid usage of 745 cubic feet per month; peak usage up to 350 cubic feet in a one-week period, up to four times per year. Average gas usage of approximately 745 cubic feet per month.
• Interfaces: VCR preferred connection type for LAr and GAr withdrawal (subject to discussion), with a minimum 1/2" tube for withdrawal lines.
• Location: To be placed on an existing concrete pad outside the Proton Assembly Building.
• Existing Concrete Pad Specifications: 4,000 psi concrete strength, ASTM A615 Grade 60 reinforcement, 2,000 psf soil bearing capacity, dimensions 10ft x 5ft-9in x 6in thick.
• Instrumentation: Pressure and level transmitters with 4-20 mA or 0-10 VDC outputs, connecting to FNAL PLC for remote readout.
• Liquid Argon Purity: Minimum 99.999% purity.
• Deliveries: Within 3-days' notice, liquid level maintained above 400 gallons (1514 liters), delivery estimated 24 hours in advance.
• Code Compliance: Requirements for pressure vessel, relief valves, and piping per national codes (e.g., ASME Boiler and Pressure Vessel Code, ASME B31.3, CGA S-1.3, API 521). Vendor must demonstrate relief device inspection and testing program.
• Product Specification: Maximum contaminant concentrations for Oxygen (1 ppm), Water (1 ppm), Nitrogen (2 ppm), and Hydrocarbons (1 ppm).

This document is critical for potential bidders as it defines the exact technical specifications and performance requirements for the Liquid Argon Dewar and associated services. Bidders must ensure their proposed solution meets or exceeds these specifications, particularly regarding dewar capacity, pressure ratings, purity levels, delivery logistics, and adherence to safety codes. The "Fermilab Safety Code Requirements" form must be completed to verify compliance.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Commercial Products or Commercial Services (08/2025)", outlines the standard terms and conditions that govern subcontracts for commercial products and services entered into by Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential subcontractors, detailing their rights and obligations.

This document includes numerous clauses covering:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and standard of performance.
• Payment, Inspection, Licenses, and Permits: Terms related to payment, inspection rights, and the requirement for subcontractors to maintain valid licenses and permits.
• Changes and Modifications: Procedures for FFDG to issue changes and for subcontractors to request equitable adjustments.
• Indemnification and Liabilities: Clauses on indemnification, assumption of risk, theft, warranties, suspect/counterfeit parts, limitation of liability, and excusable delays.
• Termination and Non-Waiver of Defaults: Conditions under which FFDG may terminate the subcontract and the non-waiver of defaults.
• Laws and Regulations: Compliance with applicable laws, dispute resolution processes (negotiation, mediation, arbitration), and applicable law (Illinois state law if Federal law does not apply).
• Information Release and Notifications: Requirements for handling information and notifying FFDG of certain actions or circumstances.
• Entire Agreement and Order of Precedence: Defines the scope of the agreement and how to resolve inconsistencies.
• Site and Facilities Access: Requirements for accessing Fermilab facilities and systems.
• Environment, Safety & Health (ES&H): Subcontractor responsibilities for protecting health and safety.
• Stop-Work Order: Procedures and implications of a stop-work order.
• Insurance: Requirements for insurance coverage.
• Information Technology Acquisitions: Compliance with IT security policies and requirements.
• Special Government Flow Down Provisions: Incorporation of various FAR and DEAR clauses based on subcontract value and type, including provisions on ethics, personnel, security, labor standards, and small business utilization.

This document is critical for any vendor considering a subcontract with FFDG for commercial products or services. It details the legal and contractual framework, outlining key responsibilities, risks, and compliance obligations. Bidders must review these terms to understand the full scope of requirements, potential liabilities, and the conditions under which they will operate. Understanding these terms is essential for accurate proposal development and for assessing the overall feasibility and risk of the subcontract.

Form / Attachment / Pricing Sheet

This document is a form titled "Fermilab Safety Code Requirements." It requires vendors to verify that minimum safety codes have been met for leased cryogenic Dewars that are owned and filled by the vendor. A qualified employee's signature is needed for verification.

• Inner Pressure Vessel: Verification of compliance with ASME Boiler and Pressure Vessel Code (BPVC) Section VIII.
• Relief Devices: Confirmation that devices are sized and rated per ASME Boiler and Pressure Vessel Code (BPVC) Section VIII or CGA S-1.3.
• Dewar Piping: Verification of compliance with ASME B31.3.
• Filling and Installation: Vendor responsibility for safe filling and installation, adhering to CGA S-1.3, API 521, or other applicable codes.
• Examinations and Tests: Confirmation that all applicable code-required examinations and tests will be performed.
• Certification: A statement by the vendor and a qualified employee certifying the truthfulness of the above statements.

Bidders must complete and submit this form to demonstrate compliance with Fermilab's safety code requirements for cryogenic Dewars. This is a mandatory requirement for participation in the opportunity.

Form / Attachment / Pricing Sheet

This document, "Attachment B - Pricing Schedule," outlines the pricing structure for the PAB High Purity Liquid Argon Dewar Lease and Filling at Fermi National Accelerator Laboratory. It details the costs associated with the liquid argon itself, dewar rental, hazmat fees, and delivery.

• Liquid Argon: Priced per cubic foot, based on a specification sheet dated October 13, 2025. The base period assumes 17,880 CCF with a price of $8,940.
• Dewar Rental: A monthly fee for a 3,000-5,000 liter size dewar. The base period includes 24 months at a rate of $12 per month.
• Hazmat Fee: A fee of $12 each, for 24 units.
• Delivery Fee: A fee of $12 each, for 24 units.

Bidders are expected to use this schedule to provide their pricing for the specified items. The schedule includes columns for the base period (2 Year) and option years 3, 4, and 5, indicating where pricing should be entered for each.

This pricing schedule is critical for bidders to understand the cost structure of the opportunity. It directly impacts the financial proposal required for the solicitation and will be a key component in the evaluation process.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) seeks offers for the "PAB Liquid Argon Dewar Lease and Filling" service to support operations at Fermi National Accelerator Laboratory (FNAL) in Batavia, Illinois. FNAL is operated by Fermi Forward Discovery Group, LLC under a U.S. Department of Energy contract.

• The primary deliverable is the lease and filling of PAB Liquid Argon Dewars.

• Specific requirements are detailed in Attachment A - Specification Sheet.

• No Government-Furnished Equipment (GFE), property (GFP), or services (GFS) are anticipated.

• The anticipated subcontract type is Firm Fixed Price (FFP).

• The Period of Performance (POP) is as follows:

  • Base Year (2 Yrs): March 1, 2026 – February 28, 2028
  • Option Year 3: March 1, 2028 – February 28, 2029
  • Option Year 4: March 1, 2029 – February 28, 2030
  • Option Year 5: March 1, 2030 – February 28, 2031

• Proposal pricing must remain valid for at least 90 calendar days from the due date and throughout the entire POP.

• Proposals must be submitted via email to bhopkins@fnal.gov by February 26, 2026, 3:00 PM (CT).

• Evaluation will be based on a Lowest Price Technically Acceptable (LPTA) basis.

• Evaluation Factors:

  • Factor 1: Technical (Acceptable/Unacceptable, must meet specifications in Att A).
  • Factor 2: Price (Completeness and reasonableness, lowest evaluated price among technically acceptable offers).
  • Factor 3: Responsibility (Responsiveness, responsibility, financial capability, performance history, certifications).

• Award will be made to the lowest priced, technically acceptable, responsive, and responsible offeror.

• FermiForward anticipates making award without discussion; submit best terms initially.

• No specific set-aside requirements are mentioned.

• Offerors not possessing a Fermilab badge must complete the Fermilab Access Request Form at least four (4) weeks prior to installation.

• U.S. citizenship is preferred for access approvals.

• Required attachments for submission include:

  • Request For Proposal Form
  • Pricing Schedule (Att B)
  • General Terms and Conditions (Att C)
  • Certificate of Insurance (Att D)
  • FESHM 7020 Exhibit A (Att E)
  • SARC Subcontractor Annual RepsCerts (Att F)
  • PUR-466 Proposal Certifications (Att G)
  • Fermilab Safety Code Requirements (Att H)

Form / Attachment / Pricing Sheet

This document outlines the mandatory insurance requirements for subcontractors performing onsite non-professional services at the Fermi National Accelerator Laboratory (Fermilab). It details the types of insurance, minimum coverage limits, and specific conditions that must be met.

• General Liability: Requires $1,000,000 per occurrence and $2,000,000 aggregate. Products-Completed Operations Aggregate must be $2,000,000 and maintained for 10 years post-completion. Coverage must be at least as broad as ISO form CG 00 01.
• Automobile Liability: Requires a Combined Single Limit of $1,000,000 for any auto, covering owned, non-owned, and hired vehicles. Coverage must be at least as broad as ISO Business Auto Form CA 00 01.
• Excess/Umbrella Liability: Requires $1,000,000 per occurrence for subcontracts less than $3.5M, and $5,000,000 per occurrence for subcontracts greater than $3.5M.
• Workers' Compensation and Employer's Liability: Statutory limits for Workers' Compensation, with Employer's Liability limits of $1,000,000 for each accident, per employee disease, and policy limit.
• Supplemental Coverages: May require Aircraft Liability ($25,000,000), Builder's Risk, Broad Form cargo insurance, and Installation floaters, depending on the specific work.
• Additional Insureds: Policies (except Workers' Comp) must name Fermi Forward Discovery Group, LLC, the University of Chicago, Universities Research Association, Inc., and the U.S. Government as additional insureds. Waivers of subrogation are required.
• Notice of Cancellation: Subcontractors must provide 10-30 days written notice of cancellation or material change in coverage.
• Sub-Subcontractor Requirements: These insurance requirements apply to sub-subcontractors as well.
• Indemnification: Subcontractors are liable for FFDG's expenses or losses due to non-compliance.

Potential bidders must review these requirements carefully to ensure they can meet the insurance obligations. Failure to comply can result in indemnification claims. Bidders should factor these costs into their proposals and confirm their insurance providers can meet these specifications.

Form / Attachment / Pricing Sheet

This document, Exhibit A, outlines the Environment, Safety, and Health (ES&H) requirements for subcontractors performing work other than construction at the Fermilab site. It details the responsibilities of both the subcontractor and the FFDG (Fermi Forward Discovery Group) representatives, as well as specific procedures and standards that must be followed to ensure a safe working environment.

• Scope of Work & Coordination: Defines roles such as ES&H Coordinator, Point of Contact (POC), Service Coordinator (SC), and Task Manager (TM), and outlines their responsibilities.
• References: Lists numerous federal regulations, industry standards (e.g., OSHA, NFPA, ASME, ANSI), and DOE Orders that subcontractors must comply with.
• Subcontractor ES&H Program: Requires subcontractors to have a comprehensive ES&H program covering management commitment, responsibility, training, hazard assessment, waste disposal, and specific work practices.
• Reporting & Training Requirements: Details procedures for emergency response, accident reporting, safety record maintenance, and required ES&H training for employees.
• Work Site Conditions: Covers site access, permit requirements, and specific conditions related to electrical power, transportation, traffic, temporary heat/lighting/ventilation, water/sanitation, and hazardous materials.
• Specific Hazard Areas: Includes detailed requirements for Confined Work Spaces, Fall Protection, Ordinary & Critical Lift Operations, Work on Existing Utilities, Excavation, Burning/Welding/Brazing, Electrical Work, Oxygen Deficient Hazards, Radiation Protection, Environmental Protection, Smoking, and Drug/Alcohol-Free Workplace.
• Attachments: References Attachment A (Silica Guidance), Attachment B (High Hazard / Off Hours Work), and Attachment C (ES&H Plan Certificate).

This exhibit is critical for any potential bidder to understand the stringent safety and health protocols mandated by FFDG at the Fermilab site. It outlines the expected ES&H program, required training, reporting procedures, and specific hazard controls that will be enforced. Compliance with these requirements is essential for successful contract performance and bidder eligibility. Bidders must review this document thoroughly to assess their ability to meet these safety standards.

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 to ensure they meet federal requirements and are eligible for awards.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, address, contact information, EIN/TIN, website, NAICS code, DUNS number, and SAM.gov registration status.
• Business Category: Requires representation of ownership (U.S. Owned, Foreign Owned) and operating structure (Corporation, LLC, Partnership, etc.).
• Small Business Classifications: Allows offerors to self-certify as Large Business, Small Business, or Foreign Business, and to select applicable diversity categories (e.g., Small Disadvantaged Business, Woman-Owned Small Business).
• Executive Compensation: Gathers information on the top five executives if specific federal revenue thresholds are met, related to FAR 52.204-10.
• Offeror Responsibility: Addresses accounting system review status (per OMB Circular A-133), responsible offeror criteria (FAR 9.104), and compliance with combating trafficking in persons.
• Employment Eligibility Verification: Requires confirmation of E-Verify enrollment status (FAR 52.222-54).
• 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 (FAR 52.215-23).
• Certification: A final section for a duly authorized representative to certify the accuracy of all statements and compliance with contracting programs.

This form is critical for any entity seeking to subcontract with Fermi Forward Discovery Group, LLC. Bidders must accurately complete and submit this SARC to demonstrate their eligibility, compliance with federal regulations, and business status. Failure to complete this form correctly may impact their ability to receive an award or subcontract.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," outlines various certifications and representations that offerors must complete and submit as part of their proposal package. It ensures compliance with federal regulations and contract requirements.

• Export/Import Control: Requires information on the offeror's export compliance point of contact and certifications regarding the nature of items furnished (military, dual-use, etc.).
• Buy American Act Certifications: Includes detailed clauses and definitions related to domestic preference for construction materials and end products, requiring offerors to certify compliance or cite exemptions.
• Price Determination: Certifies independent price determination and prohibits collusion.
• Lobbying and Payments: Requires certification that no federal appropriated funds have been used to influence federal transactions and disclosure of lobbying activities.
• Responsibility Matters: Certifies that the offeror and its principals are not debarred, suspended, or declared ineligible, and have no history of certain criminal offenses or delinquent federal taxes.
• Trafficking in Persons: Requires certifications related to compliance plans and due diligence to prevent trafficking in persons, particularly for work performed outside the U.S. or services exceeding a certain value.
• Revision Table: Details the history of changes to the document, including updates to clauses, thresholds, and administrative corrections.

Offerors must carefully review and complete all applicable sections of this document to ensure their proposal meets all required certifications. 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 the Buy American Act clauses, export control requirements, and certifications related to pricing and lobbying, as these can significantly affect contract eligibility and performance.