Vibrational Rotational Analysis Services

Solicitation / RFP / RFQ

This solicitation is for Vibrational Analysis of Rotating Equipment Services at the Fermi National Accelerator Laboratory (Fermilab) in Batavia, IL. The services will be performed under a subcontract.

• Provide Vibrational Rotational Analysis Services, including labor, materials, equipment, supervision, safety compliance, and coordination.

• Employees must undergo FFDG's Subcontractor Orientation and CUB Training.

• Employees working on-site must comply with Fermilab's Real-ID Requirements.

• Subcontractors must adhere to the Service Contract Act of 1964 (as amended) regarding wages and fringe benefits, or a Collective Bargaining Agreement if applicable.

• Offerors must identify and explain any exceptions, deviations, or conditional assumptions.

• The contract period of performance is estimated as:

  • Base Year: May 04, 2026 – May 03, 2027
  • Option Year 1: May 04, 2027 – May 03, 2028
  • Option Year 2: May 04, 2028 – May 03, 2029
  • Option Year 3: May 04, 2029 – May 03, 2030
  • Option Year 4: May 04, 2030 – May 03, 2031

• The North American Industry Classification System (NAICS) code is 811310, with a small business size standard of $12.5 Million.

• Proposal Due Date: April 22, 2026, by 5:00 PM CST via email to smercil@fnal.gov.

• Proposals must be accepted for a minimum of ninety (90) calendar days.

• Requests for explanation or interpretation of RFP documents must be submitted in writing by April 08, 2026, 5:00 P.M. CST.

• Proposals are to be submitted in two parts: Technical Proposal and Pricing Proposal.

• Award will be made to the responsible offeror whose proposal represents the "best value" based on a Tradeoff evaluation process, considering both technical and price factors.

• Technical factors include Experience, Technical Support and Emergency Response, and Key Personnel.

• Pricing will be evaluated based on the overall total of line items in the Pricing Schedule.

• This acquisition is unrestricted and contains no set-aside provisions.

• The document references numerous exhibits, including the SOW, General Terms and Conditions, Insurance Requirements, and various forms.

• FFDG reserves the right to cancel the solicitation at any time.

• FFDG may modify the RFP by amendment before award.

• Offerors must acknowledge receipt of any amendments.

Form / Attachment / Pricing Sheet

This document, "Exhibit A - FOR SUBCONTRACTOR SAFETY OTHER THAN CONSTRUCTION," outlines the comprehensive Environment, Safety, and Health (ES&H) requirements for subcontractors performing work at Fermilab. It details the scope of work coordination, ES&H program requirements, reporting and training mandates, and specific work site conditions.

• Scope of Work & Coordination: Defines roles such as ES&H Coordinator, Service Coordinator (SC), and Task Manager (TM), and outlines communication protocols.
• ES&H Program: Mandates compliance with federal regulations (e.g., 29 CFR 1910, 10 CFR 851) and requires subcontractors to submit their corporate ES&H program documents.
• Reporting & Training: Specifies requirements for emergency response, accident reporting, safety and health records, and various training needs, including site-specific and hazard-specific training.
• Work Site Conditions: Details requirements for site access, permits, electrical power, transportation, temporary heat, lighting, ventilation, hazardous materials, confined spaces, fall protection, and ordinary/critical lift operations.
• Specific Hazards: Addresses requirements for excavation, burning/welding, electrical work, oxygen deficient hazards, radiation protection, environmental protection, smoking, drug/alcohol-free workplace, and fuel storage.
• Attachments: References "Attachment A - Silica Guidance," "Attachment B - High Hazard / Off Hours Work," and "Attachment C - ES&H Plan Certificate."

This document is critical for any potential bidder as it establishes the mandatory safety and health protocols that must be adhered to while working at Fermilab. Bidders must understand these requirements to ensure compliance, accurately estimate resources for safety measures, and determine their capability to meet the stringent ES&H standards. Failure to comply can result in contract fee reductions or other penalties. The document also outlines specific training and certification requirements, which are essential for proposal preparation and execution.

Form / Attachment / Pricing Sheet

This document, "Proposal Certifications," outlines various certifications and representations required from offerors for the PUR-466 opportunity. It serves to ensure compliance with federal regulations and contract terms.

• Certifications #1 (Required for all proposals ≥ $10,000): Covers Export/Import Control, Buy American - Construction Materials, Rights in Proposal Data, Patent Rights, Buy American Certificates, Certificate of Independent Price Determination, Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions, and Certification Regarding Responsibility Matters.
• Certifications #2 (Required for all proposals ≥ $150,000): Includes certifications related to Combatting Trafficking in Persons and Employment Reports on Veterans.
• Certifications #3 (Required for all proposals ≥ $500,000): Specifically addresses Combatting Trafficking in Persons and requires a compliance plan if applicable.
• Revision Table: Details changes made to the document, including initial release and subsequent updates to certifications and thresholds.

Bidders must carefully review and complete the applicable sections of this document as part of their proposal submission. Failure to provide accurate certifications may impact the evaluation of their proposal and their responsibility determination. The document specifies different certification requirements based on the proposal's dollar value.

Form / Attachment / Pricing Sheet

This document, titled "Subcontractor Annual Representations & Certifications (SARC)", is a form required by Fermi Forward Discovery Group, LLC for its subcontractors. It serves to collect essential business and compliance information from potential and existing subcontractors.

• Offeror Information: Collects details such as Offeror Name, Parent Company Name, address, contact information, EIN/TIN, website, NAICS U.S. Industry #, DUNS #, and SAM.gov registration status.
• Entity Ownership and Operation: Asks about the ownership structure (U.S. Owned, Foreign Owned) and operational structure (Corporation, LLC, Partnership, etc.).
• Small Business Representation: Requires checking applicable boxes for business size (Large, Small, Foreign) and specific small business classifications (e.g., Small Disadvantaged, Woman-Owned, HUB Zone).
• Executive Compensation: Inquires about the receipt of Federal financial assistance and requires listing the top five executives' names, titles, and compensation if certain thresholds are met.
• Offeror Responsibility: Addresses accounting system review status, responsible offeror criteria (FAR 9.104), and compliance with laws regarding trafficking of persons and use of forced labor.
• Employment Eligibility Verification: Requires information on E-Verify enrollment status.
• Export/Import Control Certifications: Certifies compliance with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Includes certifications related to Equal Opportunity (SF 100/EEO-1), Affirmative Action, and limitations on pass-through charges.
• Final Certification: A 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 entity seeking to subcontract with Fermi Forward Discovery Group, LLC. Bidders must accurately complete all sections to demonstrate their business status, compliance with regulatory requirements, and eligibility for subcontract awards. Failure to provide complete and accurate information may impact their ability to be considered for or receive awards.

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Services (01/2025)", outlines the standard contractual terms and conditions that will govern any services subcontracted by Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential subcontractors.

This document details numerous clauses covering various aspects of a subcontract, including:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and time is of the essence.
• Payment and Performance: Terms for payment, standard of performance, and requirements for licenses and permits.
• Changes and Liabilities: Procedures for changes and modifications, indemnification, assumption of risk, theft, and warranties.
• Termination and Disputes: Clauses related to termination for convenience or default, non-waiver of defaults, and dispute resolution processes (step negotiations, mediation, binding arbitration).
• Compliance and Regulations: Requirements for adherence to laws and regulations, including environmental, safety, and health (ES&H) standards, and stop-work orders.
• Specific Clauses: Insurance requirements, Service Contract Labor Standards, Information Technology Acquisitions, and Special Government Flow Down Provisions (incorporating FAR and DEAR clauses).
• Flow-Down Clauses: Extensive lists of Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses that apply based on subcontract value and type, covering areas such as:
  • Prohibitions (e.g., on certain agreements, Kaspersky, telecommunications equipment).
  • Personnel and Labor (e.g., identity verification, minimum wages, equal opportunity, veteran employment).
  • Data and Intellectual Property (e.g., rights in data, patent rights).
  • Government Property and Facilities.
  • Contract Administration (e.g., audits, cost accounting standards, reporting requirements).

This document is critical for any potential bidder to understand the legal and contractual framework under which FFDG operates and expects its subcontractors to perform. It outlines the rights, responsibilities, and obligations of both FFDG and the subcontractor, including payment terms, performance standards, dispute resolution, and compliance requirements. Bidders must review these terms to assess their ability to comply and to understand the full scope of contractual commitments.

Form / Attachment / Pricing Sheet

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

• General Liability: Requires $1,000,000 per occurrence and $2,000,000 general aggregate. Products-Completed Operations Aggregate must be $2,000,000 and maintained for 10 years post-completion.
• Automobile Liability: Requires a $1,000,000 combined single limit for owned, non-owned, and hired vehicles.
• Excess/Umbrella Liability: Requires $1,000,000 for subcontracts under $3.5M and $5,000,000 for subcontracts over $3.5M.
• Workers' Compensation & 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, and Installation Floater.
• Additional Insureds: Policies must name Fermi Forward Discovery Group, LLC, the University of Chicago, Universities Research Association, Inc., and the U.S. Government as additional insureds.
• Notice of Cancellation: Requires ten (10) days' written notice of cancellation or material change in coverage.

This document is critical for potential bidders to understand the insurance obligations and costs associated with performing onsite non-professional services. Bidders must ensure they can meet these requirements, including obtaining the specified coverage limits and naming the required entities as additional insureds, to be compliant with the subcontract terms.

Other / Unclassified

This document is a Wage Determination (No. 2015-5017, Revision No. 31) from the U.S. Department of Labor, Wage and Hour Division, dated December 3, 2025. It lists prevailing wage rates and fringe benefits for various occupations in the Illinois counties of Cook, Du Page, and McHenry, as required by the Service Contract Act.

This document is crucial for potential bidders as it specifies the minimum wage rates and fringe benefits that must be paid to employees performing work under a Service Contract Act covered contract in the specified geographic area. Bidders must use this information to accurately calculate labor costs in their proposals, ensuring compliance with federal regulations. It details rates for a wide range of occupations, from administrative support and clerical roles to specialized technical and maintenance positions. The document also includes important notes regarding Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage), as well as details on vacation and holiday pay, and the process for conforming unlisted classifications.

Other / Unclassified

This document is a "Register of Wage Determinations Under the Service Contract Act" for Illinois Counties of De Kalb and Kane, dated December 3, 2025 (Revision 27). It lists various occupational codes and titles along with their corresponding minimum hourly wage rates and required fringe benefits.

This document is crucial for potential bidders as it establishes the minimum wage and benefit rates that must be paid to service employees working on contracts covered by this determination in the specified geographic area. Bidders must ensure their proposed labor costs align with these rates to be compliant. It details rates for a wide range of occupations, from administrative support and clerical roles to health occupations, technical roles, and maintenance positions.

Form / Attachment / Pricing Sheet

This document, "Exhibit 3 FermiLab Onsite Rotating Equipment," is an attachment providing a detailed list of rotating equipment located at Fermilab. It serves as a reference for identifying specific equipment, their locations, and associated asset identifiers.

• Item: Sequential numbering of equipment.
• Asset Identifier: Unique code for each piece of equipment (e.g., CU182, M214).
• Description: A brief description of the equipment's function (e.g., Chill Process Pump #6, Cooling Tower #1A).
• Building: The building or area where the equipment is located (e.g., CUB, Wilson Hall, Casey's).
• Floor: The specific floor within the building.
• Room: The room or zone within the floor.
• Notes: Additional relevant information or context.

This list is crucial for bidders to understand the existing infrastructure and equipment relevant to the opportunity. It can inform proposals related to maintenance, repair, replacement, or upgrade of these rotating equipment systems. Bidders should review this list to assess the scope of work, identify potential challenges, and ensure their proposed solutions are compatible with the existing assets.

Form / Attachment / Pricing Sheet

This document outlines the "Quality Requirements" for services provided under a subcontract. It details the expectations for the Service Subcontractor's quality control program to ensure compliance with subcontract documents.

• Purpose: To ensure all activities manage, control, and document work for compliance.
• Quality Program: Requires submission of a Corporate Quality Assurance Plan with the bid/proposal. A Project Quality Control (PQC) Plan may be required, to be submitted within 10 working days of award.
• PQC Plan Contents: Must include personnel qualifications, duties, responsibilities, and authorities for Quality Control functions, including a 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, developing deficiency lists, and submitting reports.
• Acceptance: Subcontractor's PQC Plan requires acceptance prior to starting work, and acceptance is conditional on satisfactory performance. FermiForward reserves the right to require modifications.
• Appendices: Provide guidance for Corporate Quality Assurance Plans (Appendix A) and Project Quality Control Plans (Appendix B), detailing expected content such as purpose, roles, scope, verification, document control, procedures, nonconformance handling, and reporting.

Bidders must understand these quality requirements to prepare their bid or proposal. Specifically, the submission of a Corporate Quality Assurance Plan is mandatory with the bid. The potential need for a Project Quality Control Plan and its detailed requirements should also be factored into the bidder's planning and resource allocation.

Form / Attachment / Pricing Sheet

This document is Exhibit 8, a Request for Proposal (RFP) form for "Vibration Rotational Analysis Services" for Fermi National Accelerator Laboratory (Fermilab). It is intended for bidders to complete and submit with their written proposal.

• Project Title: Vibration Rotational Analysis Services
• To: Fermi National Accelerator Laboratory, Batavia, Illinois
• Date: March 23, 2026
• Offer Acceptance Period: Minimum of 90 calendar days, or longer if specified by the offeror.
• Bid Guarantee: To be enclosed, amount to be specified.
• Bidder Information: Fields for bidder name, business address, Employer I.D. No., signature, and title.
• Partner Information: Fields for the full name of all partners.
• Submission Instructions: Envelopes must be sealed and marked according to Paragraph 26.0, Addendum to FL-14. Proposal submission via the online solicitation platform (Cloud) is encouraged.
• Due Date and Time: April 22, 2026, 5:00 PM CST.
• Location: Fermilab Campus, Batavia, IL.
• Contact Email: smercil@fnal.gov

This form is a mandatory component of the proposal submission. Bidders must accurately complete all required fields, including their total cost, business information, and any partner details. The due date and submission instructions are critical for timely and correct submission.

Statement of Work (SOW)

To provide vibration inspection and condition monitoring services for rotating equipment at Fermi National Accelerator Laboratory (FermiLab) to maintain continued operation, assess mechanical condition, reliability, and performance, and prevent unplanned downtime.

• Covered Equipment: Includes pumps, motors, fans, blowers, compressors, gearboxes, speed increasers/reducers, turbines, coupled machine trains, and other equipment identified by FFDG. An itemized list is provided in Attachment A.

• Pre-Inspection Services: Review equipment lists, operating conditions, prior data, and maintenance history; establish measurement points; confirm access and safety requirements (including LOTO).

• Vibration Data Collection: Collect data in three axes (horizontal, vertical, axial) at bearing housings, motor frames, gearbox shafts, and other critical points using calibrated equipment under normal operating conditions.

• Vibration Data Analysis: Conduct spectral (FFT) and time waveform analysis to evaluate unbalance, misalignment, bearing defects, looseness, resonance, gear mesh/vane pass issues, and electrical harmonics. Analysis will be compared against industry standards (ISO/API), OEM specifications, historical trends, and baseline values.

• Reporting: Provide a written report including a summary of findings, equipment condition assessment, vibration spectra/time waveform plots, severity ratings, recommended corrective actions, immediate intervention requirements, and suggested follow-up frequency.

• Estimated Period of Performance: May 4, 2026, to May 3, 2031.

• Place of Performance: Fermi National Accelerator Laboratory (Fermilab), Central Utility Building, Batavia, IL 60510.

Work must conform to applicable standards including ISO 10816/20816, ISO 7919, API 610, API 687, API 686, OEM guidelines, and FermiLab-specific safety and operating procedures.

Compliance with client safety policies, OSHA regulations, LOTO procedures, and required PPE is mandatory.

• Vibration measurement results
• Trend analysis (if applicable)
• Final inspection report
• Corrective action recommendations
• Invoices