RFQ - High Pressure Tube Trailer Recertification and Refurbishment

Form / Attachment / Pricing Sheet

This document, titled "Proposal Certifications," is a collection of required certifications and representations that offerors must complete and submit as part of their proposal. It ensures compliance with various federal regulations and contract clauses.

• Export/Import Control: Requires information on the offeror's export compliance point of contact and certifications regarding the nature of items furnished (e.g., military/space applications, dual-use items).
• Buy American Act Certifications: Includes detailed clauses and certifications related to domestic preference for construction materials, including definitions of domestic and foreign construction materials, cost thresholds, and exceptions.
• Rights in Proposal Data: Addresses the offeror's rights regarding technical data and computer software proposed, including limitations and proprietary claims.
• Patent Rights: Outlines patent provisions applicable to subcontracts, particularly for small businesses, universities, and non-profit organizations.
• Certifications Regarding Responsibility Matters: Requires certifications on debarment, suspension, proposed debarment, convictions, and delinquent federal taxes.
• Combatting Trafficking in Persons: Certifications related to preventing prohibited activities and due diligence regarding trafficking in persons.
• Revision Table: Details the history of changes to the document, including updates to clauses, name changes, and corrections.

This document is critical for bidders as it outlines mandatory compliance requirements. 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 and provide all requested information, particularly concerning export controls, Buy American Act compliance, data rights, and responsibility matters.

Solicitation / RFP / RFQ

This Request for Quote (RFQ) solicits quotes for FNAL 477 High Pressure Tube Trailer Recertification and Refurbishment Services to support Fermilab operations in Batavia, Illinois. The services are being procured by Fermi Forward Discovery Group, LLC, operating FNAL under a U.S. Department of Energy contract.

• Recertification and refurbishment of FNAL 477 High Pressure Tube Trailers.

• Services must comply with applicable codes, standards, U.S. Department of Transportation (DOT) regulations, and American Society of Mechanical Engineers (ASME) B31.3 requirements.

• Specific quality control procedures are detailed, including verification of equipment, materials, testing, recertification, and refurbishment activities.

• Nonconformance management and final acceptance/verification procedures are outlined.

• Offerors must provide a Project Schedule detailing major tasks, sequencing, and expected duration.

• Security access requirements for personnel visiting the Fermilab site are specified.

• Anticipated subcontract type: Firm Fixed Price (FFP).

• Period of Performance (POP): 30 calendar days after receipt of order.

• Quotes must remain valid for at least 90 calendar days from the quote due date.

• No Government-furnished equipment, property, or services are anticipated.

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

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

• Factor 1: Technical (Acceptable/Unacceptable) requires a minimum of five years of experience, evidence of qualified personnel, and a project schedule.

• Factor 2: Price will be evaluated for completeness and reasonableness. Offerors must complete Exhibit 05 – Pricing Schedule / Unit Price Sheet.

• Factor 3: Responsibility will include a determination of the awardee's responsiveness and responsibility.

• Award will be made to the lowest priced Offeror whose quote is evaluated as Technically Acceptable, responsive, and responsible.

• FermiForward anticipates making award without discussion.

• U.S. citizenship is preferred for personnel requiring site access.

• The following documents are attached and made part of the RFQ: Request for Quote Form, Statement of Work, Pricing Schedule, General Terms and Conditions, and various certifications/exhibits. Items in BOLD are to be returned with the quote.

Form / Attachment / Pricing Sheet

This document is Attachment B, the Pricing Schedule for the "High Pressure Tube Trailer 477 Recertification" at Fermi National Accelerator Laboratory. It is associated with RFP NO. 371489-BH.

• Item No. 1
• Description: "Total Firm-Fixed Price to perform all work per SOW"
• Quantity: 1
• Unit of Measure (UOM): Each
• Price: $ (field is present but no value is shown)

Bidders must use this schedule to provide their firm-fixed price for completing all work as defined in the Statement of Work (SOW) for the High Pressure Tube Trailer 477 Recertification. The absence of a specific price indicates that bidders need to fill this in as part of their proposal.

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

This document outlines the required work for the recertification and refurbishment of the FNAL 477 High Pressure Tube Trailer.

• Perform Department of Transportation (D.O.T.) recertification tests for the tubes.

• Inspect and potentially replace burst disks, providing certificates and test results.

• Address any defective tubes by quoting prices for plugging, rerouting manifolds, or complete replacement (subject to approval).

• Inspect and refurbish the 5th wheel plate, pin, wheels, wheel bearings, and brakes.

• Sandblast and paint the chassis, cabinet, and tubes white.

• Refurbish the valve cabinet and valve manifold, including providing appropriate pressure and temperature gauges if needed.

• Perform pressure testing on piping per ASME B31.3 and provide certification.

• Ensure any welding complies with ASME B31.3 requirements, including PQR, WPS, WPQ, and material certifications.

• Apply specified D.O.T. diamond product labels (UN-1046), safety warnings, and "FERMILAB", "HELIUM, COMPRESSED", and "FNAL 477" lettering on the trailer.

• Place TEST and DUE date labels on the chassis or tubes.

• Install a data plate within the valve cabinet with specific trailer information (TRAILER NO., MAWP, WATER VOL., TEST DATE, DUE DATE).

• Ship the trailer sealed with dry inert gas (nitrogen) at a positive pressure less than 25 PSIG after recertification.

• Round trip transportation is the vendor's choice. Drivers should pick up and return the trailer to Fermilab's Shipping & Receiving site.

• Availability for extension to 10-year recertification period should be noted in the quote.

• Any price changes for tube replacement or repair require approval from Fermilab's purchasing department.

• All required certifications and documentation must be submitted to Fermilab.

• Contact: Jeewan Subedi, APSTD/Cryogenics Sector, Fermilab

• Phone: 630-840-3624

• Email: jsubedi@fnal.gov

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 will govern subcontracts for commercial products and services with Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential bidders to understand the contractual framework they will be operating under if awarded a subcontract.

This document details numerous clauses covering:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and standard of performance.
• Contractual Terms: Payment, inspection, licenses and permits, changes and modifications, indemnification, liabilities, assumption of risk, theft, warranty, suspect/counterfeit parts, and limitation of liability.
• Performance & Termination: Excusable delays, termination, and non-waiver of defaults.
• Legal & Compliance: Laws and regulations, disputes, applicable law, release of information, notifications, and entire agreement.
• Site & Operational Requirements: Site and facilities access, environment, safety & health (ES&H), and stop-work orders.
• Specific Acquisitions: Insurance, information technology acquisitions, and special government flow-down provisions (including numerous FAR and DEAR clauses).

This document is critical for bidders as it establishes the legal and operational framework for any subcontract awarded by FFDG. Understanding these terms and conditions is essential for assessing the full scope of contractual obligations, risks, and responsibilities. Key areas of interest for bidders include:

• Payment terms: How and when payments will be made.
• Changes and Modifications: The process for handling changes to the scope of work and equitable adjustments.
• Indemnification and Liability: The extent of the bidder's responsibility for damages and claims.
• Warranty and Performance Standards: Requirements for product quality and service delivery.
• Termination Clauses: Conditions under which the subcontract can be terminated.
• Flow-down Clauses: Specific FAR and DEAR clauses that will be incorporated into the subcontract, which may impose additional requirements related to labor, data, security, and other areas.

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 Fermilab. It details the ES&H program requirements, reporting, training, work site conditions, and specific hazard controls that subcontractors must adhere to.

• ES&H Program Requirements: Mandates a comprehensive ES&H program compliant with federal, state, and DOE regulations, including hazard analysis, emergency response, and record-keeping.
• Work Site Conditions: Covers site access, permits, temporary heat, lighting, ventilation, water, sanitation, and hazardous materials.
• Specific Hazard Controls: Details requirements for confined spaces, fall protection, lift operations, work on utilities, excavation, personal protective equipment (PPE), burning/welding, electrical work, and controlling hazardous energy.
• Attachments: References additional guidance on Silica Guidance (Attachment A), High Hazard / Off Hours Work (Attachment B), and an ES&H Plan Certificate (Attachment C).
• Fermilab Closures: Lists holidays when the site is closed.

This exhibit is critical for any potential bidder to understand the stringent safety and health protocols required by Fermilab. Compliance with these ES&H requirements is mandatory and will impact how work is planned, executed, and managed. Bidders must ensure their proposed operations and safety plans align with these detailed specifications to be considered compliant.

Form / Attachment / Pricing Sheet

This document, "Subcontractor Annual Representations & Certifications (SARC)," is a form required for subcontractors to provide information and certifications to Fermi Forward Discovery Group, LLC. It is effective for 12 months from the date of signature and requires prompt notification of any changes in status.

• Offeror Information: Includes fields for Offeror Name, Parent Company Name, address, contact information, EIN/TIN, website, NAICS/DUNS numbers, and SAM.gov registration status.
• Business Category: Details ownership, operating structure (e.g., Corporation, LLC, Partnership), and common parent information.
• Business Size & Diversity: Requires representation as Large Business, Small Business, or Foreign Business, with options to self-certify for various small business diversity categories (e.g., Small Disadvantaged Business, Woman-Owned Small Business).
• Executive Compensation: Collects information on the top five executives' names, titles, and compensation if specific federal funding thresholds are met.
• Offeror Responsibility: Addresses accounting system review status, responsible offeror criteria (FAR 9.104), and compliance with policies on trafficking of persons and forced labor.
• Employment Eligibility Verification: Requires confirmation of E-Verify enrollment status for the offeror and lower-tier subcontractors.
• Export/Import Control Certifications: Requires agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Includes 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 contracting and subcontracting programs.

This form is crucial for any potential subcontractor seeking to do business with Fermi Forward Discovery Group, LLC. Bidders must accurately complete and submit this form to demonstrate their business status, compliance with regulations, and eligibility for subcontract awards. Failure to complete this form correctly may impact their ability to be considered for opportunities.