Cooling Plates
ID: RFP377485Type: Solicitation
Overview

Buyer

ENERGY, DEPARTMENT OFENERGY, DEPARTMENT OFFERMILAB - DOE CONTRACTORBatavia, IL, 60510, USA

NAICS

Machine Shops (332710)

PSC

GENERAL SCIENCE & TECHNOLOGY R&D SVCS; GENERAL SCIENCE & TECHNOLOGY; EXPERIMENTAL DEVELOPMENT (AJ13)

Original Source

https://sam.gov/workspace/contract/opp/68dba0a0339b4b3ca7f88e199614142e/view
Timeline
    Description

    The Department of Energy, through the Fermi National Accelerator Laboratory (Fermilab), is seeking proposals for the machining and delivery of Cooling Plates, which are critical components for the High Granularity Calorimeter (HGCAL) sub-detector at CERN's Compact Muon Solenoid (CMS) experiment. The procurement involves fabricating 66 variants of copper cooling plates, totaling 504 pieces, designed to cool sensitive detector parts to -35°C, with strict adherence to specified machining tolerances and quality assurance protocols. Proposals must be submitted by January 26, 2026, with the contract period of performance extending from January 2026 to May 1, 2026. Interested parties can direct inquiries to Sharon Duchaj at sduchaj@fnal.gov or by phone at 630-840-8693.

    Point(s) of Contact
    Sharon Duchaj
    (630) 840-8693
    sduchaj@fnal.gov
    Files
    Title
    Posted
    Appendix A - RFP377485 - ED0044663---HGCAL-CopperCoolingPlateMachining.pdf
    The CMS HGCAL Copper Plate Machining Specification Document outlines the precise requirements for machining, inspecting, handling, and shipping copper cooling plates for the HGCAL detector project at CERN. The project necessitates 66 variants of cooling plates, totaling 504 pieces, with designs for both 1-sided and 2-sided machining, distinguished by their complexity and the number of layers they support in the detector. Machining tolerances and environmental controls are critical, with all work performed at 20 °C ± 2 °C. The document details specific features like cooling tube grooves, counterbores, and pockets for electronics, referencing a master drawing for common elements. Each plate requires a unique serial number engraving. The Buyer provides C110000 grade copper raw material in two sizes, and strict handling procedures, including the use of lifting fixtures, are specified to maintain plate flatness. This specification is crucial for ensuring the quality and precision of components for a federal government project.
    Appendix B - RFP 377485 - ED0045908 - CMS HGCAL COPPER PLATE LIFTING AND FLIPPING PROCEDURE (2).pdf
    The ED0045908 document outlines a detailed procedure for lifting and flipping 80 different-sized copper plates using custom-designed equipment. This includes a custom spreader beam and custom set screw connectors. The procedure specifies the necessary equipment: a crane, slings, four custom spreader beams, and twenty custom set screw connectors. It describes attaching two custom spreader beams to each copper plate, ensuring the pocket side of the beam is on the smaller section of the plate. The lifting process involves connecting slings to two balanced lift points on each spreader beam. For flipping, the master link on the pocket side of the spreader beam acts as the lift point, while the opposite edge serves as a swivel point, allowing the plate to rotate to a vertical position. After flipping and lowering the plate, ten set screw connectors are disconnected to release the plate from the initial spreader beams. Two more custom spreader beams are then attached to the top of the flipped copper plate, and the lifting procedure from section 3 is repeated.
    Appendix C - RFP 377485 - ED0045912---SOW - Cooling Plate Machining.pdf
    This Statement of Work (SOW) outlines the requirements for machining and delivering CMS HGCal Cooling Plates for the Fermi National Accelerator Laboratory (Fermilab) in Batavia, Illinois. The cooling plates are critical components for the High Granularity Calorimeter (HGCAL) sub-detector at CERN's Compact Muon Solenoid (CMS) experiment, designed to mitigate radiation damage by cooling sensitive detector parts to -35°C. The SELLER will be responsible for fabricating, handling, packaging, and shipping these copper cooling plates using copper blanks, drawings, and 3D models provided by Fermilab. The period of performance is from January 2026 to April 2026. Key deliverables include 48 cooling plates of various part numbers and extensive documentation such as proposed delivery schedules, manufacturing plans, quality assurance plans, and inspection reports. The SOW details production requirements, quality assurance, handling, packaging, shipping to Fermilab, and a proposed schedule, emphasizing strict adherence to specifications and documentation for full traceability.
    Appendix D - RFP377485 - Drawings.pdf
    This government file from Fermi National Accelerator Laboratory, under the United States Department of Energy, details the mechanical specifications for a CMS HGCAL cooling plate, specifically models CE-H_21A, CE-H_21B, and CE-H_21C. The document provides comprehensive engineering drawings and tables outlining various hole types (threaded, counterbore, and through holes) with precise X and Y coordinates, thread specifications (M2_X_0.4, M3_X_0.5, M4_X_0.7, M6_X_1.0), and diameters. It also includes general tolerances, material specifications (Electrolytic Tough Pitch Copper, Cu-ETP (C11000), cold rolled, 1/4 hard), and inspection points. The drawings are in millimeters, based on ASME Y14.5M-2009 standards, with a maximum surface roughness Ra of 3.2. The files are critical for the manufacturing and quality control of these cooling plates, essential components for particle physics research.
    Appendix E - RFP377485 - Parts & Pricing Sheet.xlsx
    RFP377485SD is a Request for Proposal (RFP) detailing the procurement of various cooling plate machining services and related inspection documentation. The RFP specifies different types of cooling plates, identified by "21A" through "21D" and "6A" through "6B," each with a quantity of either 6 or 12 units. Additionally, it includes a requirement for 8 "Machined Plate Inspection document packages." The document outlines the line items, descriptions, quantities, and units of measurement (EACH) for these parts and services, with sections for "Price Each (USD)," "Price Total (USD)," and "Lead-time (weeks)" to be completed by prospective bidders. This RFP aims to solicit proposals for the supply and inspection of these specialized machined components.
    FFDG General Terms and Conditions for Commercial Products and Commercial Services (08.2025).pdf
    This document outlines the General Terms and Conditions for commercial products or services subcontracts with Fermi Forward Discovery Group, LLC (FFDG), operating the Fermi National Accelerator Laboratory under a DOE prime contract. It defines key terms and establishes the subcontractor as an independent entity. The terms cover assignment, acceptance, performance standards, payment, inspection, licenses, and modifications, including detailed price breakdown requirements for changes. Indemnification, assumption of risk for supplies, theft reporting, and warranties for commercial products and services (including energy-consuming and IT products) are specified. The document also addresses suspect/counterfeit parts, limitation of liability, excusable delays, termination, and non-waiver of defaults. It mandates compliance with federal, state, and local laws, outlines a multi-step dispute resolution process (negotiation, mediation, and optional binding arbitration), and designates Illinois law where federal law is absent. Information release, notification requirements, and the order of precedence for subcontract documents are detailed. Site and facilities access, including restrictions for foreign nationals, and comprehensive environment, safety, and health (ES&H) requirements are included. Provisions for stop-work orders, insurance, and information technology acquisitions are covered. Finally, it incorporates numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses by reference, with applicability thresholds based on subcontract value, ensuring compliance with federal contracting mandates.
    PUR-466_Proposal Certifications_r5_10.14.25.pdf
    This government file, PUR-466, outlines mandatory certifications for proposals submitted to Fermi Forward Discovery Group, LLC (FFDG), covering federal RFPs, grants, and state/local RFPs. It details requirements based on proposal dollar value, beginning with Certifications #1 for proposals ≥ $10,000, which includes Export/Import Control declarations and compliance with the Buy American – Construction Materials clause (FAR 52.225-9). This clause defines domestic construction material, specifies domestic preference, and outlines conditions for requesting exceptions. Certifications #2, for proposals ≥ $150,000, covers independent price determination (FAR 52.203-2), disclosure regarding payments to influence federal transactions (FAR 52.203-11), responsibility matters (FAR 52.209-5), employment reports on veterans (FAR 52.222-37), and anti-kickback procedures (FAR 52.203-7). Finally, Certifications #3, for proposals ≥ $550,000, addresses combatting trafficking in persons (FAR 52.222-50) and requires a compliance plan certification (FAR 52.222-56) if certain conditions are met. The document also includes clauses on Rights to Proposal Data (FAR 52.227-23), Rights in Data-General (FAR 52.227-14), Patent Rights (DEAR 952.227-11 and 952.227-13), and a Buy American Certificate (FAR 52.225-2).
    RFP 377485 - RFP coversheet .docx
    Fermi National Accelerator Laboratory, managed by Fermi Forward Discovery Group, LLC for the U.S. Department of Energy Office of Science, has issued Request for Proposal (RFP) 377485 for the procurement of Cooling Plates. The RFP, dated January 6, 2026, closes on January 26, 2026, at 3:00 PM CT. This is a firm fixed price request, with contract award based on a Low Price Technically Acceptable source selection. Proposals must include the completed RFP page, Appendix E (Parts & Pricing Sheet), SARC (Subcontractor Annual Reps & Certs), PUR-466 (Proposal Certifications), and additional documents requested in Appendices A (Specification), B (Procedure Specification), C (Scope of Work Specification), and D (Drawings). The period of performance is from the receipt of the purchase order through May 1, 2026. All contractual questions should be directed to Sharon L. Duchaj, Procurement Specialist IV, at 630-840-8693 or sduchaj@fnal.gov. The resulting subcontract will be under Prime Contract No. 89243024CSC000002 with the U.S. Department of Energy and will adhere to Fermilab Terms and Conditions for Commercial Products and Commercial Services (08.2025), available online.
    SARC_Subcontractor Annual RepsCerts Rev 6.pdf
    The Subcontractor Annual Representations & Certifications (SARC) form is essential for entities seeking to work with Fermi Forward Discovery Group, LLC on U.S. Government contracts. This document requires offerors to provide detailed information about their ownership, operational structure, business size (including diversity classifications for small businesses), and executive compensation. It also covers crucial aspects of offeror responsibility, such as the adequacy of accounting systems, compliance with anti-trafficking laws, and employment eligibility verification through E-Verify. Furthermore, the SARC form ensures adherence to U.S. export/import control laws, Equal Opportunity (EEO) requirements, affirmative action programs, and limitations on pass-through charges. Subcontractors must certify the accuracy of all provided information and agree to comply with all stated requirements, understanding their responsibility to notify FermiForward of any changes in status.
    Lifecycle
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