Upgrade of the Cold Neutron Imaging Instrument, Phase Grating Roll Alignment System

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for the "Upgrade of the Cold Neutron Imaging Instrument, Phase Grating Roll Alignment System." The acquisition is being solicited as a 100% Small Business Set-aside. The government is procuring commercial products or services prepared in accordance with FAR Part 12.

The RFQ details specific line items (CLINs) for the required products and services:

• CLIN 0001: Upgrade of the Cold Neutron Imaging Instrument, Phase Grating Roll Alignment System.
• CLIN 0002: Motion sensors and motion control hardware for alignment stages with high angular position resolution.
• CLIN 0003: Sets of cables (10m) for stages, sensors, and controllers.
• CLIN 0004: Motion control software (SDK based in C/C++/C# or .NET).
• CLIN 0005 (Optional): Hand control unit with cable for manual alignment.
• CLIN 0006: Shipping.
• CLIN 0007: Other transportation related charges (Not-to-Exceed amount).

The detailed requirements are in the attached Statement of Work document.

• Contract type: Firm-fixed-price.

• Period of Performance and delivery/acceptance dates are detailed in the attached Statement of Work.

• Submission Deadline: Electronic quotations must be received by NIST no later than 11:00 am Eastern Time, June 23, 2026.

• Submission Method: Via email to robert.singman@nist.gov. Reference the RFQ number in the subject line.

• Quotation Preparation: Quotations must be clearly divided into three volumes: Technical Quotation, Price Quotation, and Terms and Conditions.

• Evaluation Criteria: Award will be made to the lowest-priced, technically acceptable offeror. Technical capability will be evaluated based on demonstrated ability to meet or exceed minimum requirements. Price will be evaluated for reasonableness and compatibility with technical requirements.

• This acquisition is a 100% Small Business Set-aside.

• Offerors must possess an ACTIVE registration in the System for Award Management (SAM.gov) at the time of quotation submission and continue through award and final payment.

• NAICS code: 334516 with a small business size standard of 1,000 employees.

• Attachment #1: STATEMENT OF WORK/REQUIREMENTS DOCUMENT AND DRAWINGS.

• Attachment #2: Applicable Provisions and Clauses.

• Pre-quote inquiries must be submitted in writing no later than 5 calendar days after the solicitation issuance date.

• Price quotations shall remain valid for 90 days from the quotation due date.

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

To procure three high-precision rotation stages for the NIST neutron imaging team's far-field grating neutron interferometer, enabling measurement of the pair correlation function G(Z).

• Procurement of three high-precision rotation stages.

• Each stage must have a clear aperture of at least 80 mm.

• The mass of each rotation stage must be less than 1 kg.

• Stages must be capable of full 360-degree rotation.

• Vendor to provide all required sensors, control hardware, and control software to achieve specified minimum resolution.

• Vendor to provide cables of 10 meters length for control box connection.

• Optional: Hand control unit for manual operation during alignment.

• Angular position resolution: better than 0.00001 degrees (lower is better).

• Minimum rotation speed: greater than 3 degrees per second.

• Resolution maintenance when supporting 150 g mass with rotation axis perpendicular to gravity.

• 0 backlash and mandatory powered-off position holding.

• Two rotation stages separated by a maximum of 0.3 m, with the third stage 5 m from the other two.

• Delivery Date: 01 December 2026.

• The system is intended for use in the NIST Radiation Physics Division, Physical Measurement Laboratory.

• Stages must allow the neutron beam to pass unattenuated.

• Required cabling, control hardware, and control software must be provided.

• Stages must be suitable for use in a radiation area (control box to be located outside).

• Inspection and acceptance testing by NIST, with the right to forego certain tests.

• Ownership transfers to NIST upon acceptance.

• Payment: 100% after installation and acceptance by the POC of the fully installed system.

Forms / Attachments / Pricing Sheets

This document, "Attachment 2- Applicable Provisions and Clauses," lists and incorporates by reference various Federal Acquisition Regulation (FAR) provisions and clauses, as well as agency-specific clauses, that are applicable to the solicitation or resulting contract. It serves to inform potential bidders of the legal and regulatory terms that will govern the procurement.

• Solicitation Provisions Incorporated by Reference (52.252-1): Notifies offerors that certain provisions are incorporated by reference and provides links to access their full text.
• Clauses Incorporated by Reference (52.252-2): Notifies offerors that certain clauses are incorporated by reference and provides links to access their full text.
• List of Incorporated Clauses/Provisions: A comprehensive list of specific FAR and agency (NIST) clauses and provisions that are incorporated by reference. This includes clauses related to:
  • Contractor Employee Whistleblower Rights
  • Prohibition on Contracting with Entities Requiring Confidentiality Agreements
  • System for Award Management (SAM)
  • Buy American Certificates
  • Place of Manufacture
  • Security Prohibitions and Exclusions
  • Agency and GAO protests
  • Place of Acceptance
  • Contract Performance during NIST Operating Status Changes
  • Electronic Billing Instructions
  • Invoicing Processing Platform
• FAR 52.212-4 TERMS AND CONDITIONS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES: This is the full text of a key clause that outlines general terms and conditions for commercial items, including definitions, inspection/acceptance, assignment, disputes, excusable delays, invoice procedures, payment terms, termination, title, warranty, limitation of liability, compliance with laws, and order of precedence.

This document is critical for bidders as it defines the legal framework and contractual obligations that will apply to the opportunity. Bidders must review the listed provisions and clauses to understand:

• Requirements for their offer (e.g., representations and certifications).
• Contractual terms and conditions that will govern performance.
• Potential restrictions or compliance obligations (e.g., Buy American, security prohibitions).
• Procedures for protests, payments, and invoicing. Failure to understand and comply with these incorporated provisions and clauses can impact proposal submission and contract performance.