477155 - Request for Quote (RFQ) Charge Readout Plan (CRP) Patch Panels

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding RFQ 477155.

• Identification and Marking: Engraving is acceptable for marking parts, provided the markings meet character height and MIL-STD-130 requirements.
• STEP Files: STEP files are available. The government is currently determining the process for sharing them.
• Plating: For aluminum components, "Iridite" and "Alodine" are acceptable trade names for chromate conversion coatings. The process used must meet the requirements of MIL-DTL-5541 Class 3 (clear, RoHS compliant). Equivalent processes are also acceptable if they meet the specified standard and class.

This document clarifies requirements related to part marking, file availability, and plating processes. Bidders should ensure their proposals account for these clarifications.

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) provided by Brookhaven National Laboratory (BNL) for Request for Quotation (RFQ) No. 477155, concerning "CRP Patch Panel Mechanical Support." Bidders are required to complete this form to submit their pricing for the specified parts and phases.

• Part/Line Items: A list of 11 machined parts required for the CRP Patch Panel Mechanical Support, including quantity per set, drawing number, part name/description, revision, and a field for Unit Price.
• Phases: Pricing is also required for two phases:
  • Phase 1: Pre-Production (Qualification Phase) with a quantity of 20.
  • Optional Phase 2: Production with a quantity of 340.
• Total Overall Price: A field to sum the prices for all items and phases, inclusive of options.
• Price Firmness: Prices must remain firm for ninety (90) days.
• Delivery and Payment Terms: FOB Destination, Net (TBD) Days.
• Offeror Information: Fields for company name, signature, address, typed name, title, telephone number, and date.
• SAM Registration Affirmation: Bidders must affirm they are registered in SAM, have current representations and certifications, and provide their UEI number.

This form is critical for bidders to provide their detailed pricing for the components and services required for the CRP Patch Panel Mechanical Support. Completing this sheet accurately is a mandatory step in responding to RFQ No. 477155. Bidders must also ensure they meet the SAM registration requirements and provide their UEI number as part of their submission.

Form / Attachment / Pricing Sheet

This document is IRS Form W-8BEN-E, "Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)". It is used by foreign entities to certify their status for U.S. tax withholding and reporting purposes, particularly concerning FATCA (Foreign Account Tax Compliance Act) and Chapter 4 status.

• Part I: Identification of Beneficial Owner: Collects basic information about the entity, including its name, country of incorporation, and Chapter 3 and Chapter 4 statuses.
• Parts II-XXIX: These sections allow the entity to detail its specific status, such as being a disregarded entity, claiming tax treaty benefits, or qualifying for various "deemed-compliant" or "excepted" statuses under FATCA (e.g., Sponsored FFI, Active NFFE, Passive NFFE).
• Part XXX: Certification: The beneficial owner must certify that the information provided is true, correct, and complete, and that they are not a U.S. person.

If this opportunity involves payments to foreign entities, bidders (or the contracting officer) may need to collect this form from those entities to ensure proper U.S. tax withholding. It helps determine the tax status of foreign beneficial owners and whether any U.S. tax withholding is required on payments made to them. Bidders may need to understand the implications of different statuses for their own foreign subcontractors or partners.

Form / Attachment / Pricing Sheet

This document is a Vendor ACH Authorization Form required for vendors to authorize Brookhaven National Laboratory/Brookhaven Science Associates (BNL/BSA) to make payments via Automated Clearing House (ACH) credit entries or to correct entries to a specified bank account. This form is necessary for vendors to receive payments electronically.

• Vendor Information: Requires Vendor/Company Name or DBA, Vendor Number (if applicable), and Tax ID Number (TIN).
• Depository Information: Requires Financial Institution name, Routing/Transit/ABA Number, and Checking Account Number.
• Authorization Statement: Outlines the vendor's authorization for ACH transactions and the conditions for termination or modification.
• Authorized Representative Information: Requires the name of the authorized representative, their email and phone number, signature, and the date.

Vendors responding to this opportunity must complete and submit this form to facilitate electronic payments if awarded the contract. It is crucial for ensuring timely and accurate payment processing.

Solicitation / RFP / RFQ

This Request for Quote (RFQ) 477155 is issued by Brookhaven Science Associates, LLC (BSA) on behalf of the U.S. Department of Energy (DOE) for Charge-Readout Plane (CRP) Patch Panels. The procurement is set aside for small business concerns, specifically for NAICS Code 332710 (Machine Shops) with a size standard of 500 employees.

• Fabrication and delivery of machined components for the CRP Patch Panel Mechanical Support.

• Offerors must demonstrate at least five (5) years of experience in CNC machining of Aluminum (6061), Stainless steel (304), and Engineering plastics (G10/FR4).

• Offerors must demonstrate inspection and quality control capabilities, including in-process and final inspection, with the ability to verify dimensions, hole sizes and positions, and thread quality.

• Submission of a Quality Assurance (QA) Plan and a list of inspection equipment is required.

• Contract Type: Firm-Fixed-Price (FFP).

• Anticipated Period of Performance: Phase 1 includes contract award plus 8 weeks for delivery and 2 weeks for BSA evaluation. Optional Phase 2 involves delivery within 8 months of its start.

• Payment Terms: NET 10.

• Quote Validity: Quotes must remain valid for 90 days.

• Questions Due Date: May 6, 2026, 3:00 PM (ET).

• Quote Due Date: May 15, 2026, 3:00 PM (ET).

• Submission Method: Electronic submissions via email to lgonzales@bnl.gov, including a signed Quotation Pricing Sheet (Enclosure 2) and SAM UEI number.

• Basis of Award: Award will be made to the responsive and responsible Offeror meeting all technical requirements and RFQ Qualifiers, offering the lowest total fair and reasonable price.

• This procurement is set aside for small business concerns.

• Offerors must certify they qualify as a small business under SBA size standards for NAICS Code 332710.

• Registration in the System for Award Management (SAM) is required for U.S. vendors.

• Brookhaven National Laboratory is a tax-exempt entity.

• The requirement is subject to FAR Part 25, Buy American Act.

• Several enclosures are provided, including Draft Contract, Quotation Pricing Sheet, AMS-Form-050, and various authorization/tax forms.

Contract / Statement of Work (SOW)

This document is a contract between Brookhaven National Laboratory (BSA) and a Contractor for the fabrication and delivery of machined components for the Charge-Readout Plane (CRP) Patch Panel Mechanical Support. It outlines the scope of work, period of performance, payment terms, and quality assurance requirements.

• Fabrication of machined components for the CRP Patch Panel Mechanical Support.

• Deliverables include:

  • Phase 1 (Pre-Production/Qualification Phase): 20 sets of CRP Patch Panel Components.
  • Optional Phase 2 (Production): Up to 340 sets of CRP Patch Panel Components.

• Work must be conducted in strict accordance with attached exhibits: Exhibit A (SOW), Exhibit B (Technical Drawings), and Exhibit C (BNL Supplier Quality Assurance Requirements).

• Contract Type: Firm Fixed Price

• Contract Number: 477155

• Overall Value: TBD

• Period of Performance:

  • Base Period (Phase 1): 8 weeks for completion and delivery, followed by a 2-week evaluation and acceptance period.
  • Optional Phase 2: Up to 8 additional months, contingent upon successful completion of Phase 1.
  • Total potential period if option exercised: 10 months and 2 weeks from award.

• Proposals/Quotes: Not applicable as this is a contract.

• Evaluation Criteria: Not specified in this document.

• Key Deadlines:

  • Phase 1 Delivery: Within 8 weeks after Contract Award.
  • Optional Phase 2 Deliveries: Varying timelines (1-8 months) after BSA's exercise of the option.

• Not specified in this document.

• The contract is between the Contractor and Brookhaven Science Associates, LLC (BSA), acting under a Prime Contract with the U.S. Department of Energy (DOE).

• Detailed requirements for labeling, packing, and shipping are provided.

• Exhibit C outlines comprehensive Supplier Quality Assurance Requirements (BNL-QA-101).

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is a form for "Annual Representations & Certifications" required by Brookhaven National Laboratory (BNL/BSA). It is used to gather registration data and additional representations and certifications from Offerors who provide or intend to provide goods or services in support of a U.S. Government (USG) contract. The form aims to efficiently collect this information, which may supplement or be similar to data collected via SAM.gov.

• Section A.1: Business Information: Collects basic business name, address, contact information, Unique Entity Identifier (SAM.gov), NAICS code, and physical/performance location details.
• Section A.2: Applicable Only to Small Business Offerors: Contains representations and certifications specifically for small businesses, including acknowledgments related to SAM.gov confirmation and adherence to Small Business Program Representations (FAR 52.219-1). It details various small business subcategories (e.g., Woman-Owned, Veteran-Owned, HUBZone).
• Section B: Additional Representations and Certifications Required for Work Under U.S. Government Prime Contracts: Includes certifications related to:
  • FAR 52.203-11: Payments to Influence Certain Federal Transactions.
  • FAR 52.204-10: Reporting Executive Compensation and First-Tier Subcontract Awards.
  • FAR 52.209-5: Certification Regarding Responsibility Matters (debarment, suspension, tax delinquencies).
  • FAR 52.209-7: Information Regarding Responsibility Matters (administrative/criminal proceedings).
  • FAR 52.222-22: Previous Contracts and Compliance Reports.
  • FAR 52.222-25: Affirmative Action Compliance.
  • Buy American Supplies and Construction Materials (FAR 52.225-1, FAR 52.225-9).
• Section C: Authorized Signature of Offeror: Requires the Offeror's authorized representative to certify the accuracy of the information provided.

This form is critical for any Offeror seeking to do business with BNL/BSA under a USG contract. Bidders must accurately complete and submit this form as part of their proposal or offer. Failure to complete or accurately certify the information may result in the Offeror not being considered a small business concern or being deemed non-responsible, potentially impacting their ability to be awarded a subcontract or purchase order.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, "Request for Taxpayer Identification Number and Certification." It is used by U.S. persons (individuals and entities) to provide their correct Taxpayer Identification Number (TIN) to a requester. This information is used by the requester to file information returns with the IRS regarding payments made to the individual or entity.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN) or Employer Identification Number (EIN).
• Part II: Certification: Requires the individual or entity to certify that the TIN provided is correct, that they are not subject to backup withholding (or are exempt), and that they are a U.S. person.
• Lines 1-7: Collects name, business name (if applicable), address, city, state, ZIP code, and optional account numbers.
• Line 3a: Specifies the federal tax classification of the entity/individual.
• Line 3b: Used by partnerships, trusts, or estates with foreign partners/owners/beneficiaries.
• Line 4: Used to claim exemptions from backup withholding or FATCA reporting.

Bidders may be required to complete and submit this Form W-9 to the government agency or prime contractor if they are selected for an award. It is essential for ensuring correct payment processing and tax reporting. Failure to provide a correct TIN can result in backup withholding. Bidders should ensure they accurately identify their tax classification and provide the correct TIN as per IRS guidelines.