Helium-based Cryocooler

Form / Attachment / Pricing Sheet

This document, "FFDG General Terms and Conditions for Commercial Products and Commercial Services (08/2025)", outlines the standard terms and conditions that will govern subcontracts for commercial products and services issued by Fermi Forward Discovery Group, LLC (FFDG). It serves as a foundational document for potential subcontractors, detailing their rights, responsibilities, and the operational framework under which they will operate.

This document is comprehensive and covers numerous clauses, including:

• General Provisions: Definitions, scope of subcontract, independent contractor status, assignment, acceptance, and standard of performance.
• Payment, Inspection, Licenses, and Permits: Terms related to how and when payment will be made, FFDG's right to inspect, and the subcontractor's obligation to maintain licenses.
• Changes and Modifications: Procedures for FFDG to implement changes to the work, services, or supplies, and the subcontractor's right to seek equitable adjustments.
• Indemnification and Liabilities: Provisions for indemnifying FFDG, assumption of risk until acceptance, theft, warranty terms, suspect/counterfeit parts, limitation of liability, and excusable delays.
• Termination and Non-Waiver of Defaults: Conditions under which FFDG may terminate the subcontract and the non-waiver of defaults.
• Laws and Regulations, Disputes, Applicable Law: Requirements for compliance with applicable laws, procedures for dispute resolution (step negotiations, mediation, binding arbitration), and the governing law (Illinois law if federal law does not apply).
• Release of Information, Notifications, Entire Agreement: Rules regarding the disclosure of information, mandatory notifications to FFDG, and the definition of the complete agreement.
• Site and Facilities Access, Environment, Safety & Health (ES&H): Requirements for accessing FFDG facilities and adhering to safety and environmental standards.
• Stop-Work Order, Insurance, Information Technology Acquisitions: Procedures for stop-work orders, insurance requirements, and IT compliance.
• Special Government Flow Down Provisions: Incorporation of numerous FAR and DEAR clauses applicable to commercial products and services, with specific requirements based on subcontract value.

This document is critical for any potential bidder as it establishes the legal and operational framework for any subcontract awarded. Bidders must review these terms thoroughly to understand their obligations, potential liabilities, payment terms, dispute resolution processes, and compliance requirements. It will significantly impact proposal preparation, contract negotiation, and overall project execution. Understanding these terms is essential for assessing the feasibility and risks associated with the opportunity.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for the procurement of helium-based cryocooler assemblies for Fermi National Accelerator Laboratory (Fermilab). Fermi Forward Discovery Group, LLC (FFDG) is seeking firm-fixed price proposals.

• Helium-based Cryocooler with the following specifications:

  • 1st Stage Cooling Capacity: 3.0 W @ 60K
  • 2nd Stage Cooling Capacity: 0.02 W @ 2.3K
  • Minimum Temperature: <2.2K
  • Cooldown Time to 2.3K: <120 minutes

• Helium Compressor matched to the cryocooler, compatible with 208V wall power, water-cooled, with a flow rate of 0.5-1.0 gallons per minute and water temperature between 39-81F.

• Physical dimensions must fit existing cryostat equipment: cold head height less than 218mm, and RT plate diameter must be 120mm.

• The contract will be a firm-fixed price.

• The period of performance is not explicitly stated.

• The estimated value is not stated.

• Proposals are due by 5pm CDT on May 12, 2026.

• Award will be made based on a best value source selection, prioritizing the lowest price among technically acceptable offerors.

• FFDG intends to award without discussions.

• The RFP response must include a completed RFP page, SARC Form (Subcontractor Annual Reps & Certs Rev. 8), and PUR-466 Form (Proposal Certifications Rev. 5).

• All freight charges must be included in the quotation, with FOB Fermilab delivery terms.

• Not specified.

• The procurement is for work done under Prime Contract NO. 89243024CSC000002 with the U.S. Department of Energy.

• FFDG General Terms and Conditions for Commercial Products and Commercial Services (08.2025) apply and can be accessed at: https://procurement.fnal.gov/terms-conditions/

• All contractual questions should be directed to Rhiannon Patterson at rhiannon@fnal.gov or 605-431-2905.

• The units will ship to Fermilab Receiving Warehouse 2, Batavia, IL 60510.

Form / Attachment / Pricing Sheet

This document, "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 signature date and requires prompt notification of any changes in status.

• Offeror Information: Includes name, address, contact details, EIN/TIN, DUNS#, SAM.gov registration status, and website.
• Business Category: Details ownership (U.S. or foreign), 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 specific small business diversity categories (e.g., Woman-Owned, Veteran-Owned, HUBZone).
• Executive Compensation: Requires reporting of names, titles, and compensation for the top five executives if specific revenue thresholds from federal contracts are met.
• Offeror Responsibility: Certifications regarding accounting system adequacy, compliance with anti-trafficking laws, and employment eligibility verification (E-Verify).
• Export/Import Control Certifications: Agreement to comply with U.S. export control laws and regulations.
• Federal Acquisition Regulation (FAR) Certifications: Representations regarding limitations on pass-through charges for cost reimbursement subcontracts.
• Certification: A final section for a duly authorized representative to certify the accuracy of all statements.

This form is crucial for any potential subcontractor. Completing it accurately is a prerequisite for participating in opportunities with Fermi Forward Discovery Group, LLC. It gathers essential business, legal, and compliance information necessary for the government contracting process.

Form / Attachment / Pricing Sheet

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

• Certifications #1 (Required for all proposals ≥ $10,000):
  • Export/Import Control: Requires information on the offeror's export compliance point of contact and representations regarding the nature of items furnished (e.g., military, dual-use, USML, CCL).
  • Buy American – Construction Materials (OCT 2022): Defines terms related to domestic and foreign construction materials and outlines the Buy American Act preference for construction performed in the United States.
• Certifications #2 (Required for all proposals ≥ $150,000):
  • Certificate of Independent Price Determination: Certifies that prices were arrived at independently and without collusion.
  • Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions: Certifies that no appropriated funds were used to influence federal transactions and requires disclosure of lobbying activities.
  • Certification Regarding Responsibility Matters: Certifies the offeror's status regarding debarment, suspension, criminal convictions, and delinquent federal taxes.
  • Anti-Kickback Procedures: Certifies that no kickbacks were provided or solicited.
• Certifications #3 (Required for all proposals ≥ $550,000):
  • Combatting Trafficking in Persons (NOV 2021): Certifies compliance with policies to prevent trafficking in persons.
  • Certification Regarding Trafficking in Persons Compliance Plan (OCT 2020): Requires a certification of a compliance plan to prevent prohibited activities related to trafficking in persons.
• Revision Table: Details the history of changes to the document, including updates to clauses, name changes, and corrections.

Offerors must carefully review and complete the relevant sections of this document based on the proposal's dollar value and the nature of the goods or services being offered. Failure to provide accurate certifications may impact the offeror's responsibility determination and the ability to be awarded a contract.