Heaters for Active Cooled Beam Screen Cryo Interface

Questions & Answers / Clarifications

This document contains questions from a potential vendor regarding technical, documentation, delivery, and warranty requirements for heaters, along with the government's responses.

• Pressure Drop: A maximum allowable pressure drop (ΔΡ) is not specified numerically; compliance will be evaluated qualitatively. The specific value is 1.15 mbar.
• Temperature Sensor: A specific temperature sensor type is not required; manufacturer selection is acceptable as long as performance requirements are met. The specified type is Thermocouple Type J.
• Acceptance Criteria: Formal acceptance includes functional testing and pressure testing performed at the factory. See Question 5.
• Inspection: No source, in-process, or on-site inspection at the manufacturer's facility is anticipated.
• Testing: Pressure tests and functional performance tests are required prior to delivery, adhering to applicable standards (e.g., ASME pressure test code) and including relevant reports. Functional tests should show a temperature rise signal.
• Drawings: Drawings should be in ASME formatting, with an anticipated review and approval turnaround of approximately 1-2 weeks.
• Quote Validity: The 45-day quote validity period covers submission through PO award; pricing is finalized once a PO is issued.
• Certificates: In addition to a Finishing Certificate, Certificate of Conformance, Material certifications, and Calibration certificates are required. Standard formats are generally acceptable.
• ISO 9001: Submission of ISO 9001 certification is required.
• Delivery: Lead time should be included in the quote submission. There is no designated Required Delivery Date (RDD). Partial deliveries and early deliveries are acceptable.
• Warranty: Standard commercial warranty terms are acceptable.
• Liquidated Damages: This is noted as a question for Mark.
• On-Site Support: Installation, commissioning, or on-site technical support is not required unless added by modification.
• Sizing: For cycling type dryers, sizing for one or two compressors needs clarification.
• Product Offering: The vendor cannot offer a product meeting the requested length and diameter for an ASME-stamped inline heater, suggesting their ANSI circulation heaters may not suffice.
• Procurement Intent: The procurement is for 40 heaters, not a prototype, and is critical for the US Government.

These clarifications provide specific details on technical requirements, testing, documentation, and delivery that bidders must consider when preparing their proposals. The vendor's inability to meet certain specifications may impact their ability to bid.

Form / Attachment / Pricing Sheet

This document is a technical drawing for the "HARDON STORAGE RING ACTIVE COOLED BEAM SCREENS HEATER HOUSING" (Drawing Number: 2601M0848, Revision A). It provides detailed specifications and dimensions for a component related to the Electron-Ion Collider project.

• Part Name: HARDON STORAGE RING ACTIVE COOLED BEAM SCREENS HEATER HOUSING
• Drawing Number: 2601M0848
• Revision: A
• Dimensions: Includes various measurements in inches (and millimeters in parentheses) for the component's geometry, such as outer diameter, inner diameter, and length.
• Notes: Specifies that parts should be bagged or tagged with the drawing number in accordance with MIL-STD-130. It also indicates that dimensions are in inches and provides decimal tolerances.
• Control Information: Notes that the information is controlled by U.S. Department of Commerce Export Control Administration Regulations.
• "FOR QUOTATION PURPOSES ONLY" is prominently displayed.

This drawing is crucial for bidders to understand the precise physical specifications of the heater housing component. It will be necessary for preparing accurate quotes, manufacturing the part, or assessing manufacturing capabilities. The "FOR QUOTATION PURPOSES ONLY" designation indicates this drawing is likely part of a solicitation package where pricing or manufacturing proposals are required.

Form / Attachment / Pricing Sheet

This document is a technical drawing for a "Hadron Storage Ring Active Cooled Beam Screens Heater" intended for quotation purposes only. It provides detailed specifications and dimensions for the part.

• Part Identification: Drawing Number 2601M0847, Revision A.
• Dimensions: Includes "Cold Length" (12.241 inches / 57 mm) and "Heated Length" (17.871 inches / 200 mm), as well as overall dimensions (39.37 inches / 1000 mm).
• Tolerances: Specifies decimal tolerances (X±.030, .XX±.015, .XXX ±.005) and angular tolerance (±1°).
• Notes: "Bag or tag part with drawing number in accordance with MIL-STD-130." "See SOW" indicates that further details are available in the Statement of Work.
• Manufacturer/Origin: Electron-Ion Collider (EIC), Brookhaven National Laboratory.

This drawing is crucial for bidders to understand the precise physical specifications of the heater component. It directly impacts manufacturing capabilities, material requirements, and the ability to meet the stated dimensions and tolerances. Bidders must ensure their proposed solution aligns with these technical details, referencing the "See SOW" note for additional requirements.

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

This document outlines the requirements for the fabrication of forty heaters and forty heater housings for an Active Cooled Beam Screen Cryo Interface.

• Fabrication of forty (40) heaters and forty (40) heater housings.

• Heaters must operate in a liquid helium environment with a mass flow of 2.5 g/s, an inlet temperature of 4.7K, and a pressure of 3.5 Bar.

• Heaters must be designed according to ASME B31.3 process piping standards, with specific pressure and temperature ratings.

• Heater dimensions: 260mm length, 57mm cold length, 8mm outer diameter, 500-Watt at 208 Volts, with a Type J temperature sensor.

• Housing dimensions: 258mm length, 12.7mm outer diameter, 8mm inner diameter, with a specific 18mm section on the open end.

• Housing design must maximize surface area for heat transfer and ensure uniform helium heating without maldistribution.

• Maximum Allowable Pressure drop of 1.15 mbar across the heater.

• Approval drawings with ASME formatting required before fabrication.

• Standard ASME Pressure Test Code pressure testing and relevant pressure test reports.

• Functional tests to provide temperature rise signals.

• All parts must be new.

• Not explicitly stated, but implied to be at the vendor's facility for fabrication and testing, with final assembly shipped to the government.

• Vendor must supply approval drawings with ASME formatting before fabrication.

• Vendor must perform standard ASME Pressure Test Code pressure testing and provide reports.

• Vendor must perform functional tests and provide temperature rise signals.

• Vendor will ship the forty heaters and housings as an assembly.

• Vendor must provide Finishing Certificate, Certificate of Conformance, Material Certifications, Calibration Certificates, and ISO 9001 certifications for all assemblies.

• Issues will be identified by BNL Technical Representative.

• Vendor to provide labor and parts; all parts must be new.

• Vendor to provide their own tools, equipment, and necessary supplies.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services to procure heaters for an active cooled beam screen cryo interface. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is requesting quotes.

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

• Offerors must furnish all descriptive material necessary to determine if the product offered meets the salient characteristics requirements.

• Contract Type: Firm-fixed price.

• Anticipated Period of Performance/Delivery Date: TBD.

• Anticipated Freight Terms: FOB Destination, Freight Prepaid.

• Quotes must be received by BSA no later than February 24, 2026, at the time specified on page 1.

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

• Email submissions are required and must include the signed Quotation Pricing Sheet (Enclosure C).

• Questions are due by February 17, 2026, 5pm EST and must be submitted via email.

• This procurement is set aside for small businesses.

• Offerors must certify that their firm is a small business as defined by the U.S. Small Business Administration.

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

• Brookhaven National Laboratory is a tax-exempt entity.

• The North American Industry Classification System (NAICS) Code is 333414, with a size standard of 500 employees.

• The Buy American Act applies to this requirement.

• 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).

Form / Attachment / Pricing Sheet

This document is the "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) for the Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates, LLC under contract to the U.S. Department of Energy. It is used by vendors to submit their quotation in response to BNL's solicitation.

• Reference: BSA Request for Quotation No. 474724
• Solicitation Date: February 9, 2026
• Total Price: Field to enter the total quoted price.
• Price Firmness: The quoted price shall remain firm for 45 days.
• Delivery & Payment Terms: FOB Destination, Net XX Days.
• Concurrence Statement: By signing, the firm acknowledges and agrees to BNL's requirements, terms and conditions, and delivery schedule.
• Vendor Information: Fields for Company, Address, Telephone No., Signature, Typed Name, Title, and Date.

This form is essential for bidders responding to the referenced solicitation. It requires the bidder to state their total price, confirm the duration for which the price is firm, and acknowledge acceptance of delivery and payment terms. Completing and signing this form is a required step in submitting a responsive quotation.

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

This document outlines the requirements for the fabrication and assembly of "Heaters for Active Cooled Beam Screen Cryo Interface" for Brookhaven National Laboratory.

• The vendor will manufacture forty (40) heaters and forty (40) heater housings.

• The heaters must operate in a liquid helium environment with specific mass flow, inlet temperature, and pressure conditions.

• The heaters must be designed to proper pressure boundary conditions in accordance with ASME B31.3 process piping, with specified maximum allowable working pressure and external working pressure.

• Specific dimensions for heater length, cold length, minimum pressure drop, and outer diameter are provided.

• Heaters will be 500 Watt with 100 Ohm Resistive Element and include a temperature sensor.

• Housing dimensions, including outer diameter, inner diameter, and length of the open end section, are detailed.

• The housing design includes 15 spines with specific angular separation and inner diameter.

• Vendor must supply approval drawings prior to fabrication.

• Vendor must provide Finishing Certificate for all assemblies.

• All parts provided by the vendor will be new.

Not explicitly stated in the document.

• Vendor will provide their own tools, equipment, and necessary supplies.
• Issues will be identified by BNL Technical Representative at time of call.

Form / Attachment / Pricing Sheet

This document, AMS Form 050, is titled "Annual Representations & Certifications" and is required for offerors to complete and submit as part of their response to a solicitation. It collects essential business information, representations, and certifications required by the government.

• Section A.1: Business Information: Collects basic business name, address, and contact information.
• Section A.1, Part II: Additional Business Information: Gathers Unique Entity Identifier (UEI), parent company information, and physical location.
• Section A.2: Applicable Only to Small Business Offerors: Contains detailed representations and certifications related to small business status, including specific categories like Woman-Owned, Veteran-Owned, HUBZone, etc.
• Section B: Additional Representations and Certifications Required for Work Under U.S. Government Prime Contracts: Includes FAR 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 (debarment, suspension, etc.).
  • FAR 52.222-22: Previous Contracts and Compliance Reports.
  • FAR 52.222-25: Affirmative Action Compliance.
  • Government Property Certification.
  • FAR 52.225-1 (OCTOBER 2022) & FAR 52.225-5 (OCTOBER 2022): Buy American Supplies and Buy American Construction Materials.
• Section C: Authorized Signature of Offeror: Requires the signature of an authorized representative.

This form is critical for any vendor intending to bid on the associated opportunity. Completing it accurately and thoroughly is a prerequisite for proposal submission. It requires bidders to self-certify their business status, compliance with various federal regulations, and provide specific business and financial information. Failure to complete this form correctly may result in disqualification.

Form / Attachment / Pricing Sheet

This document is a DRAFT Purchase Order (PO) from Brookhaven National Laboratory (BNL) to "ANY VENDOR". It outlines the terms and conditions for the procurement of "Heaters" and "Heater housing package".

• PO Number: BNL-0000474724
• Date: 02/09/2026
• Item: 1-1 Heaters (Heater and Heater housing package)
• Quantity: 40.000 EA
• Payment Terms: Net 30
• Freight Terms: FOB Destination, Frt Prepaid
• Ship Via: UPS-GROUND
• Contractual Representative: MARK A. BRYAN
• Bill To: Brookhaven National Lab, Fiscal Division Building 400-D, PO Box 5000, Upton, NY 11973-5000
• Ship To: Brookhaven National Lab, Bldg 98 Rochester St, Upton, NY 11973
• General Terms: Incorporated by reference are BNL General Terms and Conditions for Commercial Items, Rev 23.0 (May 2025) and Brookhaven National Laboratory Supplier Quality Assurance requirements, BNL-QA-101.
• Shipping Instructions: Specific requirements for packing slips, labeling, shipping under/over 150 lbs, and advance notification for heavy shipments are detailed.
• Invoicing: Electronic invoice submittal is preferred via email to APINVOICES@BNL.GOV.

This document serves as a draft purchase order, indicating a potential procurement. Vendors should review the item description, quantity, pricing, delivery terms, and quality assurance requirements. It also details critical shipping and invoicing procedures that must be followed upon confirmation and acceptance of the order. Bidders should confirm receipt of this draft PO within 48 hours.