Fermi National Accelerator Laboratory (Fermilab), managed by Fermi Forward Discovery Group (FFDG) for the U.S. Department of Energy Office of Science, has issued Request for Proposal (RFP) 374247-GMG. This RFP seeks a subcontractor to provide a firm fixed price for a Cryocooler—NNSA Project @ IARC, as detailed in Attachment A - Specifications. Proposals are due by November 14, 2025, 4 PM CT, with questions accepted until November 5, 2025, 4 PM CT. The award basis is the Lowest Price Technically Acceptable (LPTA) source selection process, prioritizing the lowest-priced technically compliant proposal. Technical acceptability is determined by conformance with the “Procurement Specification – NNSA Cryocooler.” Proposals must include pricing, F.O.B. Fermilab delivery terms (with freight charges), and completed SARC and PUR-466 certifications. All contractual inquiries should be directed to Graciela M. Gomez, Procurement Specialist II.

Fermilab, in collaboration with the National Nuclear Security Administration (NNSA) through the NNSA Project at IARC, is advancing compact, conduction-cooled Superconducting Radio-Frequency (SRF) accelerator technology. The project aims to reduce reliance on radioactive cobalt-60 sources by developing a reliable, scalable electron beam platform using cryocooler-based conduction cooling. This method eliminates the need for liquid helium infrastructure, simplifying operations, enhancing safety, and reducing the system's footprint, making it suitable for mobile industrial applications. The SRF cavities will be Niobium-Tin coated to operate at 4.2K, cooled by pulse-tube cryocoolers to minimize vibrations. Key specifications for the required cryocoolers include an operating temperature of 4.2K or lower, a first-stage cooling capacity of at least 2.5W at 4.2K, a second-stage capacity of at least 40W at 45K, and a maximum power consumption of 15kW. Vendors must quote a single pulse-tube unit, including the cold head, compressor, gas lines, vibration dampening bellows, and all necessary cabling, adhering to specific size constraints.

The Fermi Forward Discovery Group, LLC (FFDG) General Terms and Conditions document outlines the contractual obligations for commercial product and service subcontracts. Key provisions include definitions, scope of work, independent contractor status, assignment, and subcontract acceptance. It details standards of performance, payment terms, inspection rights, and requirements for licenses and permits. The document addresses changes and modifications, indemnification, assumption of risk for supplies, and theft reporting. It specifies warranties for products and services, mandates the use of genuine parts, and limits liability. Conditions for excusable delays and termination are provided, alongside clauses on laws, regulations, dispute resolution (including mediation and binding arbitration), and applicable law. Information release, notification protocols, and the entire agreement's order of precedence are established. Additionally, it covers site and facilities access, environmental, safety, and health (ES&H) requirements, stop-work orders, insurance, and information technology acquisitions. The document concludes by incorporating various Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses, with specific applicability thresholds for different subcontract values.

The Fermi Forward Discovery Group, LLC Subcontractor Annual Representations & Certifications (SARC) form ensures compliance with federal regulations for U.S. Government contracts. Subcontractors must provide comprehensive information on ownership, business type, and common parent relationships. The form details various business categories, including large, small, foreign, and diversity classifications like Small Disadvantaged, Woman-Owned, and Veteran-Owned businesses. It also covers executive compensation reporting requirements based on federal funding thresholds. Additionally, the SARC addresses offeror responsibility, including accounting system status, compliance with anti-trafficking policies, and E-Verify enrollment. It includes certifications for U.S. export/import control laws, Equal Opportunity (FAR 52.222-27), Affirmative Action (FAR 52.222-25), and limitations on pass-through charges. The document concludes with a certification of accuracy and an agreement to comply with all stated requirements and notify FermiForward of any status changes.

The Fermi Forward Discovery Group, LLC (FFDG) Proposal Certifications document outlines required certifications for offerors based on proposal dollar value, covering various federal regulations. Proposals exceeding $10,000 necessitate compliance with export/import controls and the Buy American – Construction Materials clause (FAR 52.225-9), detailing domestic content requirements for construction materials. For proposals over $150,000, certifications include independent price determination (FAR 52.203-2), disclosure of payments to influence federal transactions (FAR 52.203-11), responsibility matters (FAR 52.209-5), and employment reports on veterans (FAR 52.222-37), and anti-kickback procedures (FAR 52.203-7). Proposals over $550,000 require certifications related to combatting trafficking in persons (FAR 52.222-50) and a compliance plan (FAR 52.222-56). The document also addresses intellectual property rights, specifically "Rights to Proposal Data" (FAR 52.227-23), "Rights in Data-General" (FAR 52.227-14), and "Patent Rights" (DEAR 952.227-11, DEAR 952.227-13), requiring offerors to specify any proprietary data or restricted software. Offerors must complete these certifications as part of their proposal submission package to ensure compliance with federal acquisition regulations and FFDG's terms.