RFP - Construction Services for MI-8 Test Stand HVAC

This document outlines the registration and badging instructions for a Pre-Proposal Meeting/Site Visit at Fermilab on December 3, 2025, at 9:00 AM CST. Attendees, except those with existing badges, must complete an online Access Request form at least seven days prior, with U.S. citizenship preferred. The form requires selecting "Business Visitor" for reason for access, "Finance" for Fermilab affiliation, and listing Gina M. Kern as the point of contact. The purpose and description of the visit should be "Procurement Meeting" and "Pre-Proposal Meeting & Site Visit," respectively, with the visit designated as "Onsite" to the MI-8 building in Batavia, IL. Participants must also agree to Community Standard, Fermilab Hazard, and Export Control Awareness agreements. Directions to the Fermilab Welcome and Access Center (FWAC) are provided, where participants will meet Brett Buzzelli before being escorted to the MI-8 project site.

This document addresses questions and answers related to an RFP for construction services, specifically for the MI-8 Test Stand HVAC project. Key points clarified include the mandatory submission of a bid guarantee, which must be 20% of the proposed amount, with the proposal. The concrete pad layout for the RTU footprint will extend 6 inches beyond the perimeter, with final dimensions dependent on the equipment submitted. Precast concrete pads are acceptable, provided they are fully supported by compacted CA-7 fill, and the subcontractor is responsible for the design of lifting lugs and providing a lift plan. Additional clarifications from a site visit indicate that the system will be standalone without BACNet, Fermilab will move the outside dumpster, and the subcontractor will be responsible for relocating the downspout and outside light.

This Request for Proposals (RFP) No. 373951GMK, issued by Fermi Forward Discovery Group (FFDG) on November 24, 2025, invites proposals for construction services for the MI-8 Test Stand HVAC. This is a small business set-aside with NAICS code 238220 ($19.0 million size standard). A mandatory pre-proposal meeting and site visit are scheduled for December 3, 2025, at Fermilab, requiring prior access approval. Proposals are due by December 23, 2025, 3:00 PM CST, via email to Gina M. Kern (ginakern@fnal.gov). The procurement is Lowest Price Technically Acceptable (LPTA), requiring technical proposals (corporate capabilities, past experience, key personnel experience, safety, and quality assurance plans) and a business management/price proposal including a bid guarantee of at least 20% (not exceeding $3 million). The project involves specific milestones for submittals, construction completion, punch-list items, and closeout. Adherence to Davis-Bacon Act wage rates, certified payroll submission via LCPTracker, and Buy American requirements for construction materials are mandatory. Payment and performance bonds are required for subcontracts exceeding $35,000 and $150,000, respectively. Insurance, subcontracting policies, and affirmative action compliance are also specified.

This Statement of Work (SOW) outlines construction services for a new HVAC system at the MI-8 building within Fermi National Accelerator Laboratory. The project aims to provide additional cooling for future LBNF experiment testing equipment. The scope includes installing a concrete pad-mounted rooftop unit, ductwork, diffusers, building openings, and electrical work. The contractor will also provide construction management and coordination of sub-tier contractors. Key deliverables include a pre-construction meeting, product submittals, shop drawings, and closeout documentation. The project schedule outlines milestones such as Notice to Proceed, submission of submittals, construction completion, punch-list completion, and final closeout, with an overall duration of 231 calendar days. Bidding documents are attached for further details.

The “MI-8 TEST STAND HVAC” project (No. 6-6-64) outlines the comprehensive requirements for HVAC system installation, testing, and insulation at the Fermi National Accelerator Laboratory. The project includes detailed drawings for mechanical and electrical construction, emphasizing proper ductwork, vibration control, and adherence to industry standards like ACI and ASTM. Key aspects cover concrete pad details, flexible connections, duct fitting specifics, and condensate trap configurations. The specifications detail vibration isolation using elastomeric pads, rigorous testing, adjusting, and balancing (TAB) procedures for air systems, and comprehensive duct insulation requirements for outdoor, exposed supply and return ducts. The document also provides a detailed schedule for insulation materials and field-applied jackets, ensuring compliance with fire safety and performance standards.

The Fermi Forward Discovery Group, LLC (FFDG) General Requirements outline the project-specific conditions for the MI8 Test Stand HVAC project at Fermilab in Batavia, Illinois. The subcontractor must provide all labor, materials, equipment, and supervision to install a new concrete pad-mounted rooftop unit, ductwork, diffusers, and electrical work for a fully operable HVAC system. Key requirements include adherence to FFDG's General Terms and Conditions, Buy American Act compliance, and coordination with FFDG for site access, utility services, and waste disposal. The document details procedures for Requests for Information (RFIs), Notice to Proceed (NTP), construction schedules with specific milestones, quality control, and project acceptance, including final punch list inspections and documentation submissions like as-builts and operation manuals. The project emphasizes safety, quality, and strict adherence to timelines and FFDG protocols.

The Fermi Forward Discovery Group, LLC (FFDG) ES&H Requirements document outlines comprehensive environment, safety, and health standards for subcontractors working at Fermilab or DOE-leased sites. It mandates compliance with federal, state, local, and site-specific regulations, including 10 CFR Parts 851 and 835. Key aspects include pre-award and post-award submittals like the Construction ES&H Certification and Site-Specific ES&H Plans, detailed training requirements for all personnel, and the establishment of a robust Subcontractor’s ES&H Program. This program must cover incident reporting, occupational medicine, hazard communication, work planning, and specific hazard controls. The document emphasizes Integrated Safety and Environment Management (ISEM) principles, daily work planning, and the use of Hazard Analyses (HAs) to mitigate risks. FFDG conducts regular inspections and audits to ensure adherence, with strict rules for high-hazard activities, personal protective equipment, and emergency procedures.

The Fermi Forward Discovery Group, LLC (FFDG) Submittals document outlines general methods and requirements for project work-related submittals, including detailed procedures for shop drawings, material samples, and operations maintenance manuals. Subcontractors must use the “Submittal for Review Transmittal” form for all submissions. The document specifies the process for as-built drawings, which must be kept current and signed by the Subcontractor upon completion. FFDG will review submittals within 10 working days, providing responses such as “No Exception Taken,” “Revise & Resubmit – Fabrication May Proceed,” “Make Corrections & Proceed,” “Rejected,” or “For Information Only.” The document also details the process for material substitutions, requiring comprehensive comparative information and ensuring no additional cost to FFDG for any necessary alterations. This framework ensures proper documentation, review, and approval of all project materials and designs, adhering to FFDG’s standards.

The Fermi Forward Discovery Group, LLC (FFDG) Quality Requirements document outlines the comprehensive quality control protocols for subcontractors, emphasizing compliance with subcontract documents for all work, on- and off-site. Subcontractors must submit a Corporate Quality Assurance Plan with their bid and a Project Quality Control (PQC) Plan within 10 working days of award. The PQC Plan must detail personnel, procedures, controls, testing, and records specific to the project, including the qualifications and responsibilities of a Project Quality Control Manager and specialized personnel. The document also specifies requirements for control, verification, and acceptance testing, procedures for tracking control phases, and a list of definable features of work. Acceptance of the PQC Plan is conditional upon satisfactory performance and is required before the Notice to Proceed, with FFDG reserving the right to request modifications.

The Fermi Forward Discovery Group, LLC (FFDG) General Terms & Conditions for Construction outlines the contractual obligations for subcontractors working on the Fermi National Accelerator Laboratory. Key areas include definitions, scope of work, payment terms, changes and modifications, indemnification, warranties, termination conditions, dispute resolution, and compliance with federal and state laws, including FAR and DEAR clauses. Subcontractors are responsible for site investigation, maintaining licenses, and adhering to strict environmental, safety, and health (ES&H) requirements. The document also details provisions for stop-work orders, insurance, bonds, and specific government flow-down provisions related to labor standards and security, emphasizing the subcontractor's role as an independent contractor and their responsibility for all work until final acceptance.

This document outlines the mandatory insurance requirements for construction subcontracts at Fermi National Accelerator Laboratory (Fermilab), incorporating Fermi Forward Discovery Group, LLC (FFDG) standards. Subcontractors must maintain specific minimum coverages including Commercial General Liability ($1M per occurrence, $2M aggregate), Automobile Liability ($1M combined single limit), Excess Liability (from $1M to $5M depending on subcontract value), Workers’ Compensation (statutory limits), Employer’s Liability ($1M per accident/disease), Contractor’s Pollution Liability ($1M), and Contractor’s Professional Liability ($1M for design/build services). Policies must be from insurers with an A.M. Best rating of A, VII or higher and name FFDG, the University of Chicago, Universities Research Association, Inc., and the U.S. Government as additional insureds with waivers of subrogation. Certain exclusions are prohibited from general liability policies. Subcontractors are also responsible for ensuring sub-subcontractors meet appropriate insurance requirements and must indemnify FFDG for any non-compliance.

Standard Form 1413, titled "Statement And Acknowledgment," is a crucial document for federal government contracts, particularly in the context of RFPs, grants, and subcontracts. This form, with OMB Control Number 9000-0066, ensures compliance with labor standards and safety regulations. Part I, the "Statement Of Prime Contractor," requires prime contractors to provide details such as the prime contract and subcontract numbers, dates, and identifying information for both prime and subcontractors. It also clarifies whether the prime contract includes the "Contract Work Hours and Safety Standards Act -- Overtime Compensation" clause. Part II, the "Acknowledgment Of Subcontractor," mandates subcontractors to acknowledge the inclusion of various labor standard clauses in their subcontract, including those related to overtime compensation, payrolls, withholding of funds, disputes, wage rate requirements, apprentices, the Copeland Act, and subcontracts. The form emphasizes the importance of these clauses for maintaining fair labor practices and regulatory adherence throughout the subcontracting chain. The Paperwork Reduction Act Statement estimates a completion time of 0.05 hours and directs comments to the U.S. General Services Administration.

The Fermilab Subcontractor Injury & Illness Data Questionnaire (Fermilab ES&H Manual 7010-F1-1) is a critical document for federal government RFPs, designed to assess potential subcontractors' safety records. It requires companies to provide detailed information on their interstate experience modification rate for the past three years, including NCCI Workers Compensation Experience Rating forms. Subcontractors must also list their Workers' Compensation Carrier details, including policy number and contact information. A key component involves reporting injury and illness data from OSHA 300 logs for the last three years, specifically detailing total recordable cases, cases with days away/restricted/job transferred, employee hours worked, and fatalities. The document provides formulas for calculating three-year averages for total recordable case rates and days away/restricted/transferred case rates. Finally, it mandates the identification of the individual responsible for safety within the company, along with their years of service, phone number, and safety training/qualifications/certifications. The form emphasizes the importance of accuracy and recommends completion by the safety-responsible individual. This questionnaire ensures that subcontractors meet Fermilab's safety and health standards, which is vital for compliance and risk management in government projects.

REQUEST FOR PROPOSAL NO. 373951, issued on November 24, 2025, is a price proposal form for Construction Services for the MI-8 Test Stand HVAC project. The undersigned proposer offers to provide all necessary labor, equipment, materials, transportation, overhead, bonding, insurance, safety oversight, QC oversight, and supervision to perform the project in strict accordance with the Request for Proposal documents. The total proposed sum is to be specified by the offeror. This proposal is valid for 90 days after the opening date, unless a longer acceptance period is specified by the offeror. The form requires the company name, signature, name and title of the individual, and the date of the proposal.

The Fermi Forward Discovery Group, LLC Subcontractor Annual Representations & Certifications (SARC) form is a crucial document for subcontractors engaging with U.S. Government contracts. It requires detailed information about the offeror's entity, including ownership, operational structure (e.g., corporation, LLC, non-profit), and common parent affiliations. The form also assesses business categories (large, small, foreign, and diversity classifications like Woman-Owned or Veteran-Owned Small Business) and executive compensation if certain federal funding thresholds are met. Furthermore, it delves into the offeror's responsibility, covering accounting system adequacy, compliance with FAR 9.104 (responsible prospective contractors), human trafficking policies, and E-Verify enrollment. Export/import control compliance and limitations on pass-through charges are also addressed. This certification, valid for 12 months, ensures subcontractors meet federal regulations and ethical standards.

This document, PUR-466, outlines proposal certifications required for federal government subcontracts with Fermi Forward Discovery Group, LLC (FFDG), varying based on dollar value. For proposals over $10,000, certifications cover Export/Import Control and compliance with the Buy American Act for construction materials, detailing definitions, domestic preference requirements, and conditions for using foreign materials. Proposals over $150,000 necessitate certifications regarding independent price determination, payments to influence federal transactions (anti-lobbying), responsibility matters (debarment, convictions, delinquent taxes), and employment reports on veterans, along with anti-kickback procedures. For proposals exceeding $550,000, certifications address combating trafficking in persons, particularly for non-COTS supplies or services performed outside the U.S. Additionally, the document addresses rights to proposal data (technical), rights in data (general), and patent rights, allowing offerors to specify proprietary data or patent waiver intentions. All offerors must acknowledge the completeness and accuracy of their certifications.

The Standard Form 24 (SF 24),

The Payment Bond (Standard Form 25A) is a federal government document used to secure payment for labor and materials furnished to a principal or subcontractor. This form ensures that all persons having a direct relationship with the principal or a subcontractor are compensated for their work, as required by 40 USC Chapter 31, Subchapter III, Bonds. It outlines the obligations of the principal and surety(ies) to the United States of America and Fermi Forward Discovery Group, LLC (FermiForward), specifying the penal sum of the bond. The document details conditions under which the obligation is void, primarily if the principal promptly pays all relevant parties. It also provides instructions for completion, including requirements for corporate and individual sureties, the necessity of corporate seals, and the proper identification of all signing parties. The form allows for multiple corporate co-sureties to allocate their liability, as long as the total liability equals 100% of the bond's penal sum. FermiForward may also require additional financial information from individual sureties.

The provided document, Standard Form 25 (REV. 10/2023) FermiForward Form FL-40 (1/7/2025), is a Performance Bond used in connection with Fermi Forward Discovery Group, LLC contracts. It outlines the legal obligations of a Principal and Surety(ies) to the United States of America and Fermi Forward Discovery Group, LLC, ensuring the satisfactory performance of a contract. The bond specifies that the obligation is void if the Principal fulfills all contract terms, extensions, modifications, and any required guaranties, and pays all applicable government taxes as per 41 USC Chapter 31, Subchapter III. The form includes sections for detailing the Principal's and Surety(ies)' information, penal sum, contract dates, and signatures. Instructions emphasize strict adherence to the form, proper execution by authorized personnel, and requirements for corporate and individual sureties, including adherence to the Department of the Treasury's approved sureties list and the accompanying Standard Form 28 for individual sureties. The document also addresses the Paperwork Reduction Act, estimating a 1-hour burden for completion.

The document details a federal government Request for Proposal (RFP) focusing on infrastructure and system upgrades. It outlines specific requirements for various projects, including mechanical, plumbing, and fire suppression system enhancements, alongside electrical and lighting improvements. Key aspects involve detailed assessments, demolitions, and installations, all adhering to VA standards and local regulations. The RFP also addresses hazardous material surveys, emphasizing the need for proper handling, abatement, and remediation of asbestos, lead-based paint, and microbial growth. It highlights the importance of safety measures, regulatory compliance, and meticulous planning for all phases of these projects, ensuring the modernization and safety of government facilities.

This subcontract outlines a firm fixed-price agreement between Fermi Forward Discovery Group, LLC (FFDG) and a subcontractor for construction services related to the MI-8 Test Stand HVAC at Fermi National Accelerator Laboratory in Batavia, Illinois. The work, issued under a prime contract with the U.S. Department of Energy, involves furnishing all necessary labor, materials, and equipment. Key aspects include a defined period of performance initiated by a Notice-to-Proceed, a fixed price for the base work with FFDG liability limits, and a detailed invoicing and payment schedule with a 10% retention until final completion. Monthly progress reports are required, and specific FFDG representatives are designated for procurement and technical oversight. The subcontract incorporates various documents, including the Statement of Work, general requirements, safety protocols, and general terms and conditions for construction.

The document is a map of Fermilab, titled "Fermilab Welcome and Access Center," published on April 3, 2017. It details public access areas, buildings, parking lots, ponds (including Swan Lake, Lake Law, Dusaf Pond, A.E. Sea Lake, Andy's Pond, Sea of Evanescence, Main Ring Lake, and Casey's Pond), bicycle paths, trails, streams, and public access roads. The map includes a scale in miles and features an OpenStreetMap copyright. This document likely serves as a guide for visitors and personnel, providing essential information about the facility's layout and accessible areas within the context of a government facility.