Dilution Refrigerator

Solicitation / RFP / RFQ

This is a solicitation for a Dilution Refrigerator. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is requesting quotes for this non-commercial product. This announcement serves as the sole solicitation.

• Furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Purchase Order/Contract (Enclosure A).

• Offerors must have previous experience designing, manufacturing, installing, and commissioning cryogen-free dilution refrigerator systems of comparable complexity.

• Provide references for at least 5 successfully fabricated, tested, and delivered dilution refrigerators.

• Maintain a robust instrument service engineer network in the United States for maintenance and repairs during the warranty period.

• Possess a robust Quality Assurance program and provide documentation of ISO 9001 certification or similar.

• Confirm instruments are OSHA NRTL certified and labeled; include costs for field evaluation and labeling if not already certified.

• Contract Type: Firm-Fixed Price

• Anticipated Freight Terms: FOB Destination, Freight Prepaid

• Anticipated Delivery Date: 56 weeks, by June 2027

• Payment Terms: Net 10 for Small Business and Net 30 for Large or Foreign Business

• Questions Due Date: 15 May 2026

• Quote Due Date & Time: 1 June 2026

• Quotations must be submitted via email to the Buyer/Contracts Specialist listed on page 1, including the signed Quotation Pricing Sheet (Enclosure C).

• Award will be made to the responsive and responsible Offeror submitting the lowest total price that meets all technical requirements.

• NAICS Code: 334516, with a size standard of 1000 employees.

• Offerors must affirm their Representations and Certifications and size status are accurate in the System for Award Management (SAM).

• Small Business Subcontracting Plan is required for Offerors certifying as other than small businesses with expected offers exceeding $900,000.

• BSA Small Business goals are provided as an example (Small Business 49%, Small Disadvantaged Business 5%, etc.).

• Enclosures include: Draft Purchase Order/Contract, AMS Form 050 Reps and Certs, AMS Form 043 Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9 Form (Domestic Vendors), and W-8 Form (Foreign Vendors).

• Offerors must be registered in SAM.gov with a Unique Entity ID (UEI #).

• Buy American Act applies to this requirement.

Contract / Statement of Work (SOW)

This document outlines the contract between Brookhaven National Laboratory (BSA) and a contractor for the provision of one Dilution Refrigerator (Ultralow Temperature Quantum Materials/Devices measurement system (UTQMD)). The work is to be conducted in accordance with the attached BSA Statement of Work and Specification No. SPC-UTQMD-CFN-001.

• Scope of Work: Provide one Dilution Refrigerator (UTQMD) system.

• Deliverables: Include Program Plan, Technical and Progress Teleconferences, Performance Reports, Preliminary Technical Design, Final Technical Design, Equipment Footprint and Laboratory Requirements, Manufacturing/Inspection/Test Plan, Factory Acceptance Testing, Installation Work Plan, Delivery of the Instrument, and Site Acceptance Test and Commissioning Report.

• Technical Specifications: The system must meet the requirements detailed in the attached Statement of Work and Technical Specification documents, including specific performance criteria for cooling power, temperature, and components.

• Safety: All work must comply with applicable safety codes and standards, including electrical safety (NFPA 70, NFPA 70E) and environmental, safety, and health (ESH) requirements.

• Contract Type: Firm Fixed Price.

• Overall Value: To Be Determined (TBD).

• Period of Performance: Effective from the date of execution through TBD.

• Payment: Milestone-based payments upon receipt and approval of certified invoices.

• Deliverable Submission: Specific due dates are outlined for each deliverable, ranging from the 2nd week after contract award to the 56th week after contract award.

• Acceptance: Factory Acceptance Testing (FAT) at the contractor's facility and Site Acceptance Testing (SAT) at BNL are required. Final acceptance is contingent on BSA data review and written approval.

• Not specified in this document.

• The contract incorporates by reference several terms and conditions documents from Brookhaven Science Associates, LLC.

• Detailed labeling, packing, and notification requirements for shipments are provided.

• Authorized representatives for both BSA and the Contractor are to be identified.

• A Patent Certification is required upon contract expiration.

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA). It is used to gather essential registration data and additional representations and certifications from Offerors who currently provide or intend to provide goods or services in support of U.S. Government (USG) Contracts.

• Section A.1: Business Information: Collects basic business name, address, contact information, and Unique Entity Identifier (UEI) from SAM.gov. It also asks for NAICS code and physical business location.
• Section A.2: Applicable Only to Small Business Offerors: Requires small businesses to certify their status and select relevant subcategories (e.g., Woman-Owned, HUBZone, 8(a)). It references FAR 52.219-1 for Small Business Program Representations.
• Section B: Additional Representations and Certifications: Includes clauses related to:
  • FAR 52.203-11: Certification and Disclosure Regarding 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.
  • FAR 52.209-7: Information Regarding Responsibility Matters.
  • FAR 52.222-22: Previous Contracts and Compliance Reports.
  • FAR 52.222-25: Affirmative Action Compliance.
  • Government Property Certification.
  • FAR 52.225-1 & 52.225-9: Buy American Supplies and Construction Materials.
• 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 Brookhaven National Laboratory under USG contracts. Bidders must accurately complete all applicable sections to be considered eligible. Failure to provide accurate information or complete the form may result in the Offeror not being considered a small business or potentially being deemed non-responsible. The information gathered here is used to ensure compliance with various federal regulations and procurement policies.

Form / Attachment / Pricing Sheet

This document is a "Quotation/Proposal Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) for Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates (BSA). It is used by potential bidders to submit pricing information in response to BSA's Request for Quotation/Proposal No. 476517 for a "Dilution Refrigerator".

• Milestone Pricing: Bidders must provide the amount for each specified milestone, including preliminary and final technical design acceptance, factory acceptance test, installation plan, delivery to BNL, commissioning, training, and delivery of end-item documentation.
• Total Price: A section to enter the total price in U.S. Dollars, inclusive of all taxes, fees, duties, etc.
• Price Validity: The submitted price must remain firm for 90 days.
• Delivery Terms: FOB Destination, Freight Prepaid.
• Payment Terms: Net 30 days for Large or Foreign Businesses; Net 10 days for Small Businesses.
• Origin/Manufacture: Fields to insert country of origin, HTS Code, and export control contact information if applicable.
• Commercial Status: Bidders must indicate if the item is a standard catalog item, modified catalog item, or non-commercial item.
• Delivery Timeline Confirmation: A checkbox to confirm ability to meet the draft contract delivery timeline, with a field for forecasted dates if unable.
• Company Information: Fields for company name, signature, contact details, and SAM UEI #.

This form is critical for bidders to detail their proposed costs associated with the Dilution Refrigerator procurement. It outlines specific payment milestones, pricing requirements, delivery and payment terms, and requires confirmation of delivery capability. Bidders must accurately complete this sheet to comply with the solicitation requirements and for BSA to evaluate their proposal.

Form / Attachment / Pricing Sheet

This document is a Vendor ACH Authorization Form required by Brookhaven National Laboratory (BNL)/Brookhaven Science Associates (BSA), managed under contract with the U.S. Department of Energy. It is used to authorize electronic payments (ACH credit entries) or corrections to a vendor's bank account.

• 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: A statement authorizing BNL/BSA to initiate ACH credit entries or correcting entries. This authorization remains in effect until written notification to terminate or modify is received by BNL/BSA.
• Authorized Representative Information: Requires the name of the authorized representative, their email, phone number, signature, and the date.

Vendors responding to opportunities managed by BNL/BSA may be required to complete and submit this form as part of the contract process, likely for payment purposes. It provides the necessary details for setting up electronic fund transfers for contract payments.

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 individual or entity's name and TIN (Social Security Number, Individual Taxpayer Identification Number, or Employer Identification Number).
• Part II: Certification: Requires the individual or entity to certify that the TIN provided is correct, that they are not subject to backup withholding, and that they are a U.S. person.
• Specific Instructions: Detailed guidance on how to complete each line, including definitions of U.S. persons and foreign persons, and information on exemptions and backup withholding.

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 or to participate in certain contracting activities. It is essential for ensuring correct tax reporting and compliance with federal regulations. Failure to provide a correct TIN can lead to backup withholding of payments.

Form / Attachment / Pricing Sheet

This document is 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 beneficial owner status for U.S. tax purposes, including withholding and reporting requirements under FATCA (Foreign Account Tax Compliance Act).

• Part I: Identification of Beneficial Owner: Collects basic information about the entity, including its name, country of incorporation, and Chapter 3 and Chapter 4 (FATCA) statuses.
• Parts II-XXIX: Various sections for detailing specific statuses such as disregarded entity, branch, tax treaty claims, sponsored FFI, certified deemed-compliant FFIs, owner-documented FFIs, restricted distributors, nonreporting IGA FFIs, foreign governments, international organizations, exempt retirement plans, entities wholly owned by exempt beneficial owners, territory financial institutions, excepted nonfinancial entities, and passive NFFEs.
• Part XXX: Certification: Contains the beneficial owner's certification of their status and agreement to provide updated information.

This form is crucial for any foreign entity that is a beneficial owner of U.S. source income or is involved in transactions subject to U.S. tax withholding. Bidders who are foreign entities will need to complete and submit this form to the withholding agent (the entity making the payment) to claim reduced tax rates under a treaty or to certify their status to avoid U.S. tax withholding. Failure to provide a properly completed Form W-8BEN-E can result in backup withholding at the highest applicable rate.