Brookhaven Science Associates, LLC (BSA), managing Brookhaven National Laboratory for the U.S. Department of Energy, is issuing RFQ Number 467859 for a "CSX He Reliquifier System." This solicitation seeks quotes for commercial products/services under NAICS Code 333415, with full and open competition. Offerors must provide references for at least three comparable Liquid Helium Liquefier systems and detailed technical specifications. The award will be based on the lowest total price from a responsive and responsible offeror meeting all technical requirements. Quotes, including a signed pricing sheet, must be submitted via email to Yanice Kirkendall by November 10, 2025. Offerors must be registered in the System for Award Management (SAM) or complete AMS-Form-050 if a foreign vendor. The procurement is subject to the Buy American Act. Required forms include the Vendor ACH Authorization Form and W-9 or W-8 (for foreign vendors).

This Firm Fixed Price Contract between Brookhaven Science Associates (BSA) and a Contractor, dated April 9, 2025, outlines the provision of a Coherent Soft X-ray (CSX) beamline Helium Reliquefaction System (HeRS) for Brookhaven National Laboratory. The contract, operating under a Prime Contract with the U.S. Department of Energy, specifies a period of performance through July 31, 2026. Key deliverables include a Design Review Meeting (DRM) Design Report, Factory Acceptance Test (FAT), and Delivery and Installation by July 31, 2026. Payment is milestone-based, with invoices directed to BSA's Accounts Payable. The document details comprehensive freight, labeling, packing, and notification requirements, including special instructions for heavy, foreign, radioactive, and ocean shipments. It also incorporates BSA's General and Supplemental Terms and Conditions, including a two-year warranty and a requirement for a Phase Hazard Analysis. BSA’s Supplier Quality Assurance Requirements (BNL-QA-101) are a critical attachment, detailing general and special quality standards for suppliers, covering quality systems, assessment, change approvals, subcontractor responsibility, material protection, calibration, counterfeit parts, and various equipment and material standards.

The “ANNUAL REPRESENTATIONS & CERTIFICATIONS” (AMS-FORM-050) form is essential for all Offerors, especially those working with the U.S. Government, to provide accurate registration, business, and compliance information. Section A covers general business details and specific requirements for small businesses, including various subcategories and NAICS codes. Section B focuses on additional certifications for U.S. Government prime contracts, covering lobbying disclosures, executive compensation reporting, and responsibility matters such as debarment, past convictions, and delinquent taxes. This section also includes certifications on compliance with equal opportunity, affirmative action, and government property regulations. Section C requires an authorized signature, attesting to the accuracy of all provided information and acknowledging potential penalties for misrepresentation. The form ensures transparency and adherence to federal regulations for all entities providing goods or services to Brookhaven National Laboratory (BNL/BSA) in support of U.S. Government contracts.

Brookhaven National Laboratory, managed by Brookhaven Science Associates, LLC under contract to the U.S. Department of Energy, has issued Request for Quotation No. 467859 for a CSX He Reliquifier System. This Acquisition Management System Form (AMS-Form-043, Revision 0.1) outlines a Quotation Pricing Sheet for prospective vendors to submit their bids. The quotation requires pricing for three milestones: DRM, FAT, and Delivery and Installation, culminating in a total price. Vendors must specify the firm period for their price, manufacturing information including place of manufacture and HTS code, and an Export Controls Point of Contact. Payment terms are FOB Destination, Net 30 or Net 10 Days. By signing, firms acknowledge and agree to BSA's requirements, terms, conditions, and delivery schedule, committing to provide necessary resources. The document was approved on December 14, 2020.

The Vendor ACH Authorization Form, managed by Brookhaven Science Associates, LLC for the U.S. Department of Energy, allows vendors to authorize electronic payments via Automated Clearing House (ACH) credit entries. Vendors must provide their company name, vendor number, Tax ID Number (TIN), financial institution details, routing/transit/ABA number, and checking account number. The authorization remains effective until written notification of termination or modification is received by Brookhaven National Laboratory/Brookhaven Science Associates. The form also requires an authorized representative's name, email, phone, signature, and date. This document is crucial for streamlining payment processes between government entities and their vendors, ensuring efficient and secure financial transactions.

Form W-9 (Rev. March 2024) is a critical IRS document used by U.S. persons to provide their Taxpayer Identification Number (TIN) to entities required to file information returns. This ensures accurate reporting of income, such as interest, dividends, and nonemployee compensation. The form details instructions for individuals, sole proprietors, corporations, partnerships, and LLCs to properly identify their tax classification. Key updates include clarifications for disregarded entities and a new line (3b) for flow-through entities to indicate foreign partners, owners, or beneficiaries. The document also outlines rules for backup withholding and exemptions under the Foreign Account Tax Compliance Act (FATCA), along with penalties for non-compliance. It emphasizes protecting tax records from identity theft and provides resources for assistance.

Form W-8BEN-E (Rev. October 2021) is an Internal Revenue Service (IRS) document used by foreign entities to certify their status as beneficial owners for U.S. tax withholding and reporting purposes. This form helps determine the correct tax treatment under the Foreign Account Tax Compliance Act (FATCA) and applicable tax treaties. It requires entities to identify their organization, country of incorporation, and specific Chapter 3 and Chapter 4 (FATCA) statuses, such as participating FFI, nonreporting IGA FFI, or active NFFE. The form also includes sections for claiming tax treaty benefits, providing U.S. or foreign taxpayer identification numbers, and certifying various exemption statuses. It is crucial for foreign entities to complete this form accurately to ensure proper U.S. tax withholding and avoid penalties.