SQMS Training Platform Dilution Refrigerator

Solicitation / RFP / RFQ

This document is a specification for a "SQMS Dilution Refrigerator #9" (ED0044143) sought by the Superconducting Quantum Materials and Systems Center (SQMS) led by Fermi National Accelerator Laboratory (Fermilab). The government is procuring a dilution refrigerator capable of continuously maintaining temperatures below 30mK. This refrigerator will be used in a new Training Platform at SQMS to support research and development in superconducting radiofrequency systems, optical device measurement, and quantum device design. The goal is to have a system that supports rapid cooldown and turnaround cycles for high-throughput training and experimentation.

• A "DEVICE ASSEMBLY" which includes the dilution refrigerator, pumps, gas handling equipment, and support electronics.

• Capability to continuously maintain temperatures below 30mK.

• Faster cooldown times compared to larger solutions.

• Specific material requirements for components (e.g., copper alloys, aluminum alloys, stainless steel).

• Detailed electrical requirements, including NRTL listing or equivalent certification for all electrical components.

• Comprehensive thermometry, heater, and wiring requirements, including specific accuracy requirements for temperature sensors.

• Mechanical interface requirements, including mounting frames, vibration isolation, and clearances.

• Thermal performance requirements, including cooling power at various temperatures and cooldown duration.

• Robust control software and PLC interface for operation and monitoring.

• Compliance with various codes and standards (e.g., ASME BPVC-VIII, ASTM E498, NFPA 101, IBC).

• The Purchase Order (PO) will be owned and managed by FFDG.

• A single successful bidder will be awarded a FFDG PO.

• The schedule for delivery shall not extend beyond 15 calendar months after award.

• Bidders must provide a quotation including all costs for delivery.

• Quotations must comply with all specifications and documentation requirements.

• Required submission components include:

  • A schedule.
  • Past experience examples (within the last five years).
  • A Quality Assurance Plan (QAP).
  • A technical proposal demonstrating the ability to deliver.

• Bidders are encouraged to quote even if not fully conforming, but must detail deviations and provide technical justification.

• Bid evaluation process information may be provided upon request.

• Not explicitly stated in this document, but the document is a specification for a potential solicitation.

• The document details numerous "Hold Points" that must be met before proceeding with certain phases of design, fabrication, assembly, testing, or shipping.

• Helium-3 required for operation will NOT be provided by the Seller, but the Seller is responsible for supplying it for testing at their facility.

• The BUYER prefers air-cooled CC compressors but will consider water-cooled options.

• Extensive documentation is required, including installation manuals, operation manuals, P&IDs, and a Quality Control Plan (QCP).

Form / Attachment / Pricing Sheet

This document, titled "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: Requires representation of ownership (U.S. Owned, Foreign Owned), operating structure (Corporation, LLC, Partnership, etc.), and common parent information.
• Small Business Classifications: Allows the offeror to self-certify as a Large Business, Small Business, or Foreign Business, and to select applicable diversity categories (e.g., Small Disadvantaged, Woman-Owned, HUB Zone).
• Executive Compensation: Requires reporting of names, titles, and compensation for the top five executives under specific conditions related to federal funding.
• Offeror Responsibility: Certifications regarding accounting systems, responsibility in accordance with FAR 9.104, and compliance with anti-trafficking laws.
• Employment Eligibility Verification: Requires confirmation of E-Verify enrollment status.
• Export/Import Control Certifications: Agreement to comply with U.S. export control laws and immediate notification of any listing on denied parties lists.
• Federal Acquisition Regulation (FAR) Certifications: Includes certifications related to Equal Opportunity (EEO-1 filing), Affirmative Action, and limitations on pass-through charges for subcontracts.
• Certification: A final section for a duly authorized representative to certify the accuracy of the statements and acknowledge awareness of government contracting programs.

This form is crucial for any potential subcontractor seeking to do business with Fermi Forward Discovery Group, LLC. Completing it accurately and thoroughly is a prerequisite for award. It helps FermiForward assess the offeror's business status, compliance with regulations, and eligibility for various programs, including small business set-asides. The information provided directly impacts the offeror's ability to be considered for and awarded subcontracts.

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 to be furnished (e.g., military/space applications, dual-use items).
• Buy American Act Certifications: Includes provisions related to domestic preference for construction materials and supplies, requiring offerors to certify the origin of end products and components.
• Certificate of Independent Price Determination: Certifies that prices were arrived at independently and without collusion.
• Certification and Disclosure Regarding Payments to Influence Federal Transactions: Requires certification that no federal appropriated funds were used to influence federal transactions and disclosure of lobbying activities.
• Certification Regarding Responsibility Matters: Certifies the offeror's responsibility, including absence of debarment, suspension, or convictions for certain offenses, and status of federal taxes.
• Employment Reports on Veterans: Requires certification of submission of the VETS-4212 Report.
• Anti-Kickback Procedures: Certifies that no kickbacks were provided or solicited.
• Combatting 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.
• Patent Rights: Addresses patent rights retention by the contractor and acquisition by the government.
• Revision Table: Details the history of changes to the document, including updates to clauses, company name changes, and form field fixes.

Offerors must carefully review and complete all applicable sections of this document. Failure to provide accurate and complete certifications may impact the evaluation of their proposal and their responsibility determination. 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 terms.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for the procurement of one (1) SQMS Training Platform Dilution Refrigerator assembly for Fermi National Accelerator Laboratory (Fermilab). The procurement is being conducted by Fermi Forward Discovery Group, LLC (FFDG).

• One (1) SQMS Training Platform Dilution Refrigerator.

• All work must be in accordance with Specification ED0044143.

• The unit(s) will ship to Fermilab Receiving Warehouse 2, Batavia, IL.

• This is a firm-fixed-price proposal request.

• The period of performance is approximately 15 months from award, including fabrication and hold points.

• Proposals are due by 5pm Central on May 19, 2026.

• Questions are due by 5pm Central on May 11, 2026.

• The RFP response must include a completed RFP page, SARC Form (if not completed in the last year), and a PUR-466 Form.

• Award will be made on a best-value trade-off basis, considering technical proposal, schedule, management control plan, and past experience as more important than price.

• FFDG intends to award without discussions.

• Not specified in the provided document.

• This is not a purchase order.

• Materials, supplies, or services are for work done under Prime Contract NO. DE AC02 07CH11359 with the U.S. Department of Energy.

• General Terms and Conditions for Commercial Products and Commercial Services (08.2025) apply and are available online.

• Offers must include F.O.B. Fermilab delivery terms and all freight charges.

• All contractual questions should be directed to Spencer Keske at skeske@fnal.gov or 630-840-3323.