Liquid Helium
ID: 453288CEType: Solicitation
Overview

Buyer

ENERGY, DEPARTMENT OFENERGY, DEPARTMENT OFBROOKHAVEN NATL LAB -DOE CONTRACTORUpton, NY, 11973, USA

NAICS

Industrial Gas Manufacturing (325120)

PSC

OPERATION OF GOVERNMENT-OWNED CONTRACTOR-OPERATED (GOCO) R&D FACILITIES (M1HA)

Original Source

https://sam.gov/opp/14d50c267db44d32a00926cebb502a77/view
Timeline
    Description

    The Department of Energy, through Brookhaven Science Associates LLC, is soliciting proposals for the supply, delivery, and pickup of Liquid Helium for the Relativistic Heavy Ion Collider (RHIC) FY25 Experimental Campaign. This procurement aims to secure Liquid Helium essential for the cooling operations of the RHIC, with specific requirements outlined in the Request for Quote (RFQ) #453288CE, including the delivery of approximately 30,000 gallons from previous contracts and 20,000 gallons of new product. Interested vendors must submit their quotes by February 12, 2025, via email to Cheryl Eleazer at eleazerc@bnl.gov, and ensure compliance with the System for Award Management (SAM) registration and other specified requirements. The contract will be awarded based on the lowest total price that meets the technical requirements, with no guaranteed purchase quantities.

    Point(s) of Contact
    Cheryl Eleazer
    (631) 344-7745
    eleazerc@bnl.gov
    Files
    Title
    Posted
    Attachment A-SOW Revised.pdf
    The Statement of Work (SOW) from Brookhaven National Laboratory outlines the requirements for the delivery and pickup of liquid helium (LHe) for operations related to the Relativistic Heavy Ion Collider (RHIC) in 2025. The document specifies that the contract includes the procurement of LHe for the RHIC run and the return of excess helium following operations. Key delivery milestones involve approximately 30,000 gallons owed from previous contracts and 20,000 gallons of new product. The seller is expected to deliver five LHe trailers, including two 15,000-gallon units, spaced within a two-week period during RHIC cooldown. Each delivery and pickup must be properly scheduled, with BSA providing two weeks' notice, and the seller must be ready to address operational issues immediately. Maintenance of helium purity standards is mandated, and the seller must manage ownership during transport. This SOW is a crucial part of the federal contracting process, ensuring the seamless operation of research activities at BNL while adhering to stringent quality assurance protocols.
    Enclosure 1-Draft Contract.pdf
    The document outlines a contract between Brookhaven Science Associates, LLC (BSA) and the Contractor for the supply and management of Liquid Helium, essential for the cooling period of the Relativistic Heavy Ion Collider (RHIC) at Brookhaven National Laboratory. The Contractor is responsible for the pickup, offsite storage, and return of three liquid helium trailers with specific capacity requirements by September 2025, with an agreement to compensate BSA should the return not occur after the RHIC run. The contract is effective until March 4, 2026, and includes payment terms which specify that invoices will be processed upon approval, requiring detailed documentation with each delivery. The contract does not guarantee specific purchase quantities and emphasizes compliance with BSA's general terms and conditions, available online. It details the need for clear communication channels for authorized representatives, delivery requirements, and invoicing guidelines. The contract signifies a collaboration under a Prime Contract with the U.S. Department of Energy, aligning with federal compliance and procurement regulations.
    Enclosure 2 - AMS Form 050.pdf
    The document outlines the Annual Representations and Certifications (AMS-Form-050) required from Offerors, particularly focusing on Brookhaven National Laboratory (BNL/BSA) as they relate to U.S. Government procurement processes. It specifies that all Offerors must complete Sections A.1. (Business Information) and C (Authorized Signature), while Small Business Offerors must additionally complete Section A.2. which details small business status and certification requirements. Additionally, Section B includes mandatory representations and certifications for working with U.S. Government Prime Contracts, aligning with FAR regulations. These sections require information on business size, unique identifiers, executive compensation reports, and compliance with lobbying and affirmative action requirements. Offerors must ensure that the information provided is accurate, as misrepresentation can lead to severe penalties, including debarment. Overall, the form streamlines the collection of necessary information for entities providing goods or services under federal contracts, ensuring compliance with regulations aimed at promoting fair and responsible procurement practices.
    Enclosure 3.pdf
    The document outlines a response to a request for quotation (RFQ) from Brookhaven National Laboratory (BNL) for the supply, delivery, and pickup of Liquid Helium (LHE). It begins with a quotation pricing sheet referencing BSA Request for Quotation No. 453288CE, including details of the quantities required, pricing structure, and delivery terms. The proposal includes a specified quantity of 40,460 lbs of LHE and three units for the pickup and redelivery of Liquid Helium trailers, with delivery terms set to FOB Destination and net 30 days for payment. The supplier acknowledges by signing that they agree to the terms and conditions outlined by BNL, indicating their commitment to meeting specified delivery schedules. This document showcases a typical government procurement process, highlighting the responsibilities of suppliers in compliance with federal requirements for timely and cost-effective service delivery.
    Enclosure 4 - Vendor ACH Authorization Form.pdf
    The document is a Vendor ACH Authorization Form, managed by Brookhaven Science Associates, LLC under the U.S. Department of Energy. Its primary purpose is to facilitate electronic payments to vendors via Automated Clearing House (ACH) credit entries. Key sections include vendor identification details (name, tax ID, vendor number), depository bank information (financial institution, routing number, account number), and authorization for ACH transactions. The form stipulates that this authorization will remain active until canceled in writing, aligning with NACHA regulations. It requires the authorized representative’s contact information, signature, and date. This form underscores the streamlined payment process for vendors engaged in government contracts, essential for maintaining financial efficiency within federal and local grant operations.
    Form W-8BEN-E (Rev. October 2021).pdf
    The W-8BEN-E form, developed by the IRS, serves as a Certificate of Status of Beneficial Owner for U.S. tax withholding and reporting, specifically for entities. It is required for foreign entities to certify their status to withholding agents or payers concerning U.S. tax obligations. The form outlines the necessary identification information for the entity, including its name, country of incorporation, and relevant taxpayer identification numbers. It also requires the entity to specify its classification under U.S. tax law, such as whether it is a corporation, partnership, or tax-exempt organization. The form is divided into several parts, including claims for tax treaty benefits, FATCA status, and certification of various entity types, such as foreign governments and nonprofit organizations. Crucially, it directs filers not to submit the form to the IRS but to provide it directly to the withholding agent. The W-8BEN-E is essential for foreign entities to determine their appropriate tax treatment under U.S. law and to avoid unnecessary withholding taxes on U.S.-sourced income. This is particularly relevant within the context of government RFPs and federal grants, where compliance with tax regulations is a significant consideration for funding and contracting processes.
    Form W-9 (Rev. March 2024).pdf
    The document is the IRS Form W-9, a request for Taxpayer Identification Number (TIN) and certification needed by entities or individuals providing services or payments to the requester. It is essential for information reporting to the IRS on various payment types like interest, dividends, and nonemployee compensation. The form requires personal details, including the name, business name (if applicable), federal tax classification, address, and the TIN, which can be a Social Security Number (SSN) or Employer Identification Number (EIN). Specific instructions detail exemptions from backup withholding and FATCA reporting, and it warns against the consequences of failing to provide accurate information. Recent updates include clarifications for disregarded entities and additional certification requirements if foreign partners exist in partnerships or trusts. Overall, Form W-9 ensures compliance with tax reporting regulations and safeguards against identity theft in transactions requiring reporting to the IRS.
    RFQ Letter - 453288ce.docx
    Brookhaven Science Associates, LLC, operating under the U.S. Department of Energy, is soliciting quotes for the supply, delivery, and pickup of Liquid Helium for the Relativistic Heavy Ion Collider (RHIC) FY25 Experimental Campaign. This Request for Quote (RFQ) #453288CE outlines the scope of work, which is defined by strict adherence to a specified Statement of Work. The contract is open to full competition, and the award will be granted to the responsive vendor with the lowest total price meeting technical requirements. Quotes are due by February 12, 2025, and must be submitted via email to the designated buyer, Cheryl Eleazer. Additionally, compliance with the System for Award Management (SAM) registration is mandatory for vendors, and the document includes detailed requirements concerning pricing, subcontracting plans for non-small businesses, and necessary forms like W-9 or W-8 for payment processing. The document emphasizes that Brookhaven is a tax-exempt entity and clarifies that no specific quantity of Liquid Helium purchases is guaranteed under the contract. Overall, the RFQ aims to procure essential supplies while promoting fair opportunity for qualified businesses.
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