Experimental Endstation Clean Room Cabin

Amendment / Modification

This document is Amendment 003 to Request for Proposal (RFP) No. 470387 for the Experimental Endstation Clean Room Cabin. It does not introduce new scope but serves to update the schedule and provide clarification on proposal submission requirements.

• Schedule Adjustments: The proposal submission deadline has been extended to March 12, 2026. The estimated award date remains May 2026.

• Proposal Submission: Clarifies that proposals must be submitted in English only and specifies the requirement for one electronic copy of the technical proposal (Volume 1) and one electronic copy of the business/price proposal (Volume 2).

• Contact Information: Provides contact details for Jayce Blood (Contractual Representative) for inquiries.

• Discrepancies/Omissions: Instructs offerors to advise BSA in writing or via email no later than five business days prior to the proposal due date if any discrepancies or omissions are found in the solicitation documents.

• Primarily affects the schedule and submission instructions for proposals.

• The proposal submission deadline has been moved to March 12, 2026.

• Offerors must adhere to the specified format for submitting technical and business/price proposals.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding Request for Proposal 470387.

• HEPA Filters: HEPA filters will be located on the mezzanine in the space allocated for HVAC and pumps, as indicated on drawing PD-INF-HU-1001, sheet 3.
• Cable Tray: Cable Tray will be Ladder Type with standard width, approximately 1'-6", and in (3) partitions. The 208V single phase shall be 30 Amp.
• Air Temperature: Typical office temperature will be nominally 24° C, adjustable by the user between 20° C and 25° C.
• Glycol Mixture: No glycol mixture will be used. Process Chilled Water will be used, with a PCW temperature of 12° C (+/- 2°F) and a flow rate not exceeding 3 gallons/min per cabin (9 gallons/min total for 3 cabins).
• Air Handler Voltage: The air handler voltage is 115 VAC.

This document clarifies specific details related to HEPA filters, cable tray, electrical requirements, temperature, and fluid mixtures, which may impact bidder understanding of the technical requirements and their proposal preparation.

Amendment / Modification

This document is Amendment 002 to Request for Proposal (RFP) No. 470387 for an Experimental Endstation Clean Room Cabin. It does not introduce new administrative changes but rather serves as a formal amendment to the original solicitation.

This amendment modifies the original solicitation. Specific sections or enclosures that are changed are not detailed in the provided text, but it is implied that this amendment is part of the ongoing solicitation process.

This amendment is issued on March 12, 2026, which is also listed as the Proposal Submission date. Offerors should ensure their proposals adhere to all requirements as amended by this document.

Amendment / Modification

This document is Amendment 001 to Request for Proposal (RFP) No. 470387. It pertains to the "EXPERIMENTAL ENDSTATION CLEAN ROOM CABIN" for the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory.

• The document title indicates it is an amendment to the original RFP.

• The schedule for evaluation, selection, approval, and award has been updated. Key dates include:

  • Proposal Submission: March 5, 2026
  • Award (estimated): May 2026

• The warranty period has been modified to a two (2) year warranty from final acceptance at BNL, as detailed in Article 22.

• The proposal submission deadline has been updated to March 5, 2026.

• Offerors must note their acceptance of the modified two-year warranty term.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) from Brookhaven Science Associates (BSA) solicits proposals for the design, fabrication, and construction of an experimental endstation clean room cabin for the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory. The cabin will enclose the Infrared Nano-microscopy Facility (INF) beamline, providing a controlled environment for experiments focused on materials relevant to quantum computing, information science, and electronic characterization.

• Design, fabrication, and construction of an experimental endstation clean room cabin.

• Compliance with the Statement of Work (SOW) and referenced Drawings/Specifications.

• Technical proposal must demonstrate capability in design, manufacturing, testing, and installation.

• Specific requirements for manufacturing plans, capabilities, installation, quality assurance, and safety programs.

• Contract type: Best Value procurement.

• Period of Performance: Not explicitly stated, but proposals must remain firm for 180 days.

• Estimated Value: Not stated.

• Proposal Submission Deadline: March 5, 2026

• Submission of Questions Deadline: February 17, 2026

• Proposals must include a Technical Proposal (Volume 1) and a Business/Price Proposal (Volume 2), submitted electronically.

• Evaluation will be based on a "Best Value" trade-off process, considering technical factors (Specification and SOW Compliance, Prior Experience and Project Management, Manufacturing and Installation Capabilities, Quality Assurance) and price. Technical factors are more important than price.

• Full and open competition.

• NAICS code: 236210, Clean Room Construction.

• Size standard: $45.0M.

• Offerors must be registered in the U.S. Government supplier database (SAM.gov).

• The RFP includes several enclosures: BSA Draft Contract, various forms (AMS-Form-050, W-8, W-9, Vendor ACH Authorization), Quotation Pricing Sheet, and Compliance Matrix Template.

• Offerors must clearly note acceptance of the draft contract terms and conditions, including a two-year warranty.

• Any discrepancies or omissions in the documents should be reported to BSA via email no later than five business days prior to the proposal due date.

Contract

This document is a contract between Brookhaven Science Associates (BSA) and a contractor for the design and installation of an IFN Experimental Endstation Cabin. The contract is governed by BSA's Prime Contract with the U.S. Department of Energy (DOE).

• Design and install an IFN Experimental Endstation Cabin.

• Adhere to the BSA Statement of Work (NSLSII-24IR-SOW-001), Drawing No. PD-INF-HU-1001, and Specification No. NSLSII-24IR-SPC-001.

• Provide Key Subcontractors and Key Personnel as specified.

• A dedicated Safety Representative is required.

• Deliverables include a Statement and Acknowledgement, Insurance, Health and Safety Plan, Final Design Review, Factory Acceptance Tests, Receipt of Equipment, Installation, and Commissioning of the Cabin.

• Contract Type: Firm Fixed Price

• Overall Value: TBD

• Period of Performance: TBD through TBD

• Warranty: Two (2) year warranty against failure and defects from final acceptance.

• Proposals/submissions are not detailed in this document, as it is the executed contract.

• Evaluation criteria are not applicable to this contract document.

• Not specified in this document.

• The contract incorporates Brookhaven Science Associates General and Supplemental Terms and Conditions.

• Specific documents referenced include the Statement of Work, Drawing, Specification, and BNL Supplier Quality Assurance Requirements.

Form / Attachment / Pricing Sheet

This document, AMS-Form-050, is an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA) for offerors providing goods or services in support of a U.S. Government (USG) contract. It is designed to gather necessary registration information and additional representations and certifications from offerors.

• 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/performance location details.
• Section A.2: Applicable Only to Small Business Offerors: Requires small businesses to certify their size status and specific 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 (e.g., debarment, suspension, delinquent taxes).
  • FAR 52.209-7: Information Regarding Responsibility Matters (FAPIIS reporting).
  • FAR 52.222-22: Previous Contracts and Compliance Reports.
  • FAR 52.222-25: Affirmative Action Compliance.
  • 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 crucial for any potential bidder seeking to contract with Brookhaven National Laboratory for USG-supported work. Bidders must accurately complete all relevant sections to establish their business status, certifications, and compliance with federal regulations. Failure to complete this form correctly or accurately may impact an offeror's consideration for award or lead to penalties. It helps the government assess offeror responsibility and compliance.

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 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 (FATCA status).
• Parts II-XXIX: These sections allow the entity to claim specific statuses, such as being a disregarded entity, claiming tax treaty benefits, or identifying as various types of foreign financial institutions (FFIs) or nonfinancial foreign entities (NFFEs) with specific exemptions (e.g., sponsored FFI, certified deemed-compliant FFI, active NFFE, passive NFFE).
• Part XXX: Certification: Contains the final certifications and signature of the beneficial owner's authorized representative.

This form is crucial for any entity that is a beneficial owner of U.S. source income and is not a U.S. person. Bidders may be required to provide this form to the withholding agent (the entity issuing the payment) to certify their foreign status and potentially claim reduced withholding tax rates under tax treaties or exemptions under FATCA. Understanding and correctly completing this form is essential for compliance and for ensuring correct tax treatment of payments received.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by entities and individuals to provide their correct Taxpayer Identification Number (TIN) to a requester, which is typically an entity that is required to file an information return 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), Individual Taxpayer Identification Number (ITIN), 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, that they are a U.S. citizen or other U.S. person, and that FATCA codes (if any) are correct.
• Lines 1-7: Collects identifying information such as name, business name, address, city, state, and ZIP code.
• Line 3a & 3b: Used to specify the federal tax classification of the entity (e.g., individual, corporation, partnership, LLC) and to indicate if there are foreign partners, owners, or 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 or to participate in a subcontracting opportunity. Providing an accurate and complete Form W-9 is essential for proper tax reporting and to avoid potential backup withholding on payments. It helps the government entity or prime contractor fulfill its IRS reporting obligations.

Form / Attachment / Pricing Sheet

This document is a Quotation Pricing Sheet (Form No. AMS-Form-043, Revision No. 0.1) used by Brookhaven National Laboratory (BNL) for Request for Quotation (RFQ) No. 470387 concerning the Experimental Endstation Clean Room Cabin. Bidders must complete and submit this form as part of their quotation.

• Quotation No. and Date: To be filled in by the bidder.
• Total Price: The total cost for the Experimental Endstation Clean Room Cabin.
• Price Firmness: Duration (in days) for which the submitted price will remain firm.
• Terms of Delivery: Options are FOB Destination or Freight Prepaid DAP.
• Payment Terms: Options are Net 30 Days (for large businesses) or Net 10 Days (for small businesses).
• Place of Manufacture: Location where the item will be manufactured.
• Concurrence: By signing, the bidder agrees to BNL's requirements, terms, conditions, and delivery schedule.
• Company Information: Fields for company name, signature, address, typed name, title, telephone number, and date.

This form is critical for bidders to provide their pricing and terms for the specified requirement. Completing all fields accurately is necessary for a compliant quotation. The bidder must indicate their proposed total price, delivery terms, payment terms, and the duration their price will be valid. Signing the form signifies agreement with BNL's terms.

Form / Attachment / Pricing Sheet

This document is a template for a Compliance Matrix, intended for offerors to detail their compliance with the solicitation's requirements. It serves as a structured way for bidders to demonstrate how their proposed solution meets each specified paragraph or requirement.

• Offeror Name: Field for the bidder to enter their company name.
• Source: Likely refers to the origin of the requirement (e.g., solicitation section).
• Para. Reference: A column to list the specific paragraph or section of the solicitation being addressed.
• Compliant: A field to indicate whether the offeror's proposed solution is compliant with the referenced paragraph (e.g., Yes/No).
• Description of Compliance: Space for the bidder to explain how their proposed solution meets the requirement.
• Description of Alternative Recommendation: Optional field for bidders to propose an alternative solution if full compliance is not feasible or if a better approach is identified.

This template is crucial for bidders to systematically address all requirements outlined in the solicitation. Completing this matrix accurately and thoroughly will help ensure that the proposal is evaluated as compliant and demonstrates a clear understanding of the government's needs. It facilitates a direct comparison between the solicitation's requirements and the offeror's proposed approach.

Form / Attachment / Pricing Sheet

This document is the Vendor ACH Authorization Form, required for vendors to authorize Brookhaven National Laboratory/Brookhaven Science Associates to make payments via Automated Clearing House (ACH) credit entries or to correct such entries. This form is essential for setting up electronic payment processing.

• 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, referencing NACHA law.
• Authorized Representative Details: Requires the name of the authorized representative, their email and phone number, signature, and the date.

Vendors responding to opportunities managed by Brookhaven National Laboratory/Brookhaven Science Associates will likely need to complete and submit this form to receive payments electronically. It is crucial for understanding the payment process and providing the necessary banking details.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the responsibilities and obligations for the procurement of an "INF Experimental Endstation Cabin" for the Infrared Nanospectroscopy Facility (INF) beamline at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL). The cabin will enclose the INF beamline, providing a controlled environment for experiments focused on quantum computing, information science, and electronic characterization at a ~10nm scale.

• The Contractor is responsible for the design, engineering, purchase of materials, manufacturing, assembly, delivery, installation, testing, and commissioning of the cabin.

• The cabin must have a design life of a minimum of 30 years.

• The Contractor must supply all necessary materials, tools, jigs, fixtures, and test equipment for manufacture and installation.

• Enclosure structures, support structures, and fully-finished wall and ceiling panels with hardware are required.

• BSA will make final utility connections (cooling water, electrical power, compressed air) at interface points.

• Commissioning includes all onsite test and demonstration work.

• The Contractor must adhere to the "Technical Specification for the NSLS-II INF Experimental Endstation Cabin" (NSLSII-24IR-SPC-001) and all referenced documents.

• A Final Design Review (FDR) report is required, detailing design, manufacturing, and QA information, including a 3D solid model, drawings, calculations, and safety documentation.

• Factory Acceptance Testing (FAT) at the Contractor's facility and Acceptance Testing at BNL are required.

• A commissioning report detailing test results, noncompliances, and calibration data is required.

• Quality Assurance (QA) program must comply with ISO-9001 standards.

• The cabin is to be installed at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL).

• A warranty of two (2) years against failure and defects from final acceptance of the commissioning report is required.

• Documentation: Comprehensive documentation is required, including general documentation, drawings (2D and 3D CAD files), installation drawings, end-item documentation (travelers, As-Built Listing, Certificate of Conformance, test reports, drawings, manuals), and manufacturer's/equipment drawings.

• Environment, Safety, and Health (ES&H): All work must comply with ES&H requirements, including a Health and Safety Plan (HASP).

• Electrical Safety: Equipment must comply with U.S. standards and NFPA70, approved by a Nationally Recognized Testing Laboratory (NRTL). Specific requirements for insulation and connectors are detailed.

• Fire Safety: Electrical equipment and wiring must minimize combustibility; cables must be flame retardant and approved by NRTL or BSA.

• Lifting: The Contractor must provide lifting eyes and lifting equipment meeting ASME standards. BSA forklifts are not permitted for contractor use.

• Packaging: Components must be protected for shipping, braced, cushioned, and labeled appropriately. Maximum crate weight is 4,500 kg.

• Installation: The Contractor is responsible for unloading, unpacking, moving, installation, surveying, alignment, and floor/wall penetrations. BSA will handle staging and unloading of containers/trucks. An installation work plan is required 60 days prior to start.

• Configuration Management: A system to assure proper configuration of End Items and approved changes must be maintained for five (5) years.

• Value Engineering: Recommendations for improvements in performance, reliability, quality, safety, or cost reduction are encouraged.