Prototype Stripline Kickers

This Combined Synopsis/Request for Quotation (RFQ No. 483335) is issued by Brookhaven Science Associates, LLC (BSA) on behalf of the U.S. Department of Energy for the design, fabrication, assembly, testing, documentation, and delivery of one stripline kicker prototype. The item will support the swap-out injection kicker system of the Electron Storage Ring at the Electron-Ion Collider located at Brookhaven National Laboratory. This solicitation is a full and open competition conducted under NAICS code 335999 (size standard 600). BSA intends to award a Firm Fixed Price contract to the responsive and responsible bidder offering the lowest total price that meets all technical requirements. Key Deadlines and Submission Requirements: - Questions Due: November 20, 2026, by 5:00 PM EST via email. - Quotation Due: December 4, 2026, by 5:00 PM EST via email. - Delivery Terms: FOB Destination, Freight Prepaid (Upton, NY). Submissions must include a signed Quotation Pricing Sheet (Enclosure C) and complete technical documentation. Active registration in SAM.gov with a Unique Entity ID is required for domestic vendors prior to award, while foreign vendors must complete the provided Representations and Certifications form (AMS-Form-050). The procurement is also subject to the Buy American Act under FAR Part 25.

This Statement of Work (SOW) outlines the requirements for designing, fabricating, assembling, testing, and delivering one Electron Storage Ring (ESR) swap-out injection stripline kicker prototype for the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL). Issued by Brookhaven Science Associates (BSA), the contract covers detailed mechanical engineering, manufacturing, quality assurance, and verification over an 18-month period of performance. Key technical requirements include translating BNL’s electromagnetic design into an ultra-high vacuum (UHV) compatible assembly, designing active liquid-cooling systems to manage high beam-induced power losses, and ensuring a minimum physical aperture of 30 mm. The Contractor's scope encompasses 11 specific deliverable tasks, notably including thermal and structural analyses, fabricating a brass RF mockup for preliminary S-parameter verification, constructing the final UHV prototype, supporting Preliminary and Final Design Reviews (PDR/FDR), and performing collaborative RF electrical, vacuum, and leak testing with BNL. The Contractor must adhere to BNL-QA-101 quality standards, maintain strict configuration control, participate in bi-weekly progress meetings, and conduct at least two on-site technical reviews. Final deliverables require complete engineering documentation, manufacturing records, test data, and pre-shipment preparation of the precision UHV prototype.

This technical specification document defines the design, fabrication, performance, and acceptance requirements for an Electron Storage Ring (ESR) swap-out injection stripline kicker prototype. Managed by Brookhaven Science Associates (BSA) for the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL), the prototype is designed to replace individual depolarized electron bunches in the ESR with fresh ones at 5 and 9 GeV (upgradeable to 18 GeV) without disturbing adjacent bunches. Key technical requirements include a 30.0 mm minimum beam aperture, a 900 mm active electrode length, an 8 ns nominal pulse width, and high-voltage capability up to ±30 kV. Construction demands hardened OFHC copper alloy components, alumina ceramic insulators, high-emissivity copper oxide coatings, and a water-cooled EIA 7/8-inch coaxial feedthrough interface to meet ultra-high vacuum (UHV) and thermal constraints. The kicker assembly and striplines require active liquid cooling to handle beam-induced heat loads. The contracted scope encompasses fabricating a shortened RF mockup for impedance testing, followed by full prototype manufacturing. Acceptance requires rigorous testing, including two-port vector network analyzer (VNA) and time-domain reflectometry (TDR) measurements, differential stretched-wire evaluations, thermal analysis validation, and UHV vacuum certification. Contractors must submit complete design review packages, construction drawings, thermal/RF test reports, as-built CAD models, and maintain strict configuration management and quality assurance compliance.

This document establishes a Firm Fixed Price contract (Contract Number 483335) between Brookhaven Science Associates, LLC (BSA)—operating under a Department of Energy prime contract—and a designated Contractor. The work must strictly comply with BSA Statement of Work EIC-INS-SOW-017 and Specification No. EIC-INS-SPC-010. Key terms require the Contractor to assign designated Key Personnel, who cannot be reassigned or removed without prior written approval from BSA’s Contractual Representative, Mark Bryan. Payments will follow an established milestone schedule upon invoice approval, with Net 10 terms for small businesses and Net 30 for large businesses. Strict shipping, packaging, and delivery guidelines apply. Shipments to Brookhaven National Laboratory (BNL) must meet specific labeling, packing list, and ASTM D 3951 standards. Specific protocols govern heavy freight (over 3,000 lbs or long dimensions requiring rigging notice), heavy packages (400+ lbs requiring weight and center of gravity markings), ocean freight (mandating 10+2 ISF filings 72 hours prior to departure to avoid penalties), and pre-authorized radioactive materials. Vermiculite packaging is prohibited unless certified asbestos-free. The contract incorporates BSA General Terms and Conditions for Non-Commercial Items (Rev. 25; September 2026). Modifications require written approval from BSA’s Contractual Representative, and any unapproved contractor alterations render BSA’s execution null and void.

Brookhaven National Laboratory (BNL), operated by Brookhaven Science Associates (BSA), uses Form AMS-FORM-050 (Rev. 1.0, 09/2023) to collect required annual representations, certifications, and registration data from potential vendors supporting U.S. Government contracts. All offerors must complete Section A.1 with general business information, SAM.gov registration status, performance locations, and business type. Small business entities must also complete Section A.2 to certify their size standards, NAICS codes, and specific socioeconomic subcategories—such as Women-Owned, HUBZone, Veteran-Owned, or Small Disadvantaged businesses—under FAR 52.219-1. Section B requires specific representations for federal subcontracts, including disclosures on lobbying activities (FAR 52.203-11), executive compensation reporting (FAR 52.204-10), responsibility matters and debarment history (FAR 52.209-5 and 52.209-7), equal opportunity compliance (FAR 52.222-22 and 52.222-25), government property, and Buy American provisions for supplies and construction materials (FAR 52.225-1 and 52.225-9). Finally, Section C requires an authorized representative’s signature attesting to the accuracy of the provided information. Misrepresentation of business status or false certifications can result in criminal penalties, fines, administrative remedies, or contract termination. Offerors are obligated to notify BSA immediately if any submitted information changes during the contract period.

This document is a Quotation/Proposal Pricing Sheet (AMS-Form-043) issued by the Procurement and Property Management Division of Brookhaven National Laboratory, managed by Brookhaven Science Associates, LLC (BSA) for the U.S. Department of Energy. Issued under Request for Quotation/Proposal No. 483335, the solicitation seeks pricing for one (1) stripline kicker prototype. Offerors must submit a firm total price in U.S. dollars, valid for 60 days, covering all taxes, customs, duties, and fees. Required proposal terms specify FOB Destination delivery, along with payment terms of Net 10 days for small businesses and Net 30 days for large or foreign entities. Bidders must identify the item's country of origin, place of manufacture, HTS code, commercial status under FAR 2.101, and export control contact information if manufactured outside the U.S. By executing the form, the offeror certifies agreement with BSA’s terms, conditions, and delivery schedule, and confirms active registration in the System for Award Management (SAM), including their Unique Entity Identifier (UEI) and small business status. Additionally, the document notes that submitted proposals may be disclosed to U.S. Government personnel for review.

This document is a Vendor ACH (Automated Clearing House) Authorization Form for Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates, LLC (BSA) under a U.S. Department of Energy contract. The purpose of the form is to establish electronic payment authorization, allowing BNL/BSA to deposit funds directly into a vendor's bank account via ACH credit entries or make necessary account adjustments. The form collects three primary categories of information: - Vendor Information: Requires the vendor/company name or DBA, vendor number (if applicable), and Tax ID Number (TIN). - Depository Information: Captures financial institution details, including the bank name, routing/transit/ABA number, and checking account number. - Authorization Details: Obtains formal consent from an authorized representative, including their name, email, phone number, signature, and date. The agreement specifies that the payment authorization remains active until BNL/BSA receives written notification of termination or modification. It also clarifies that credit authorizations may only be revoked through proper originator notification as mandated by National Automated Clearing House Association (NACHA) regulations.

IRS Form W-9 (Rev. March 2024) is a standard federal tax document used by requesters—including government agencies issuing RFPs and grants—to collect the correct Taxpayer Identification Number (TIN) and tax classification of U.S. individuals and business entities. The form establishes a payee’s U.S. status, tax classification, and exemption status regarding backup withholding and Foreign Account Tax Compliance Act (FATCA) reporting. Key components of Form W-9 include line-by-line identification of the entity or individual, business name, federal tax classification (such as sole proprietor, C corporation, S corporation, partnership, trust/estate, or LLC), and exemptions. The 2024 revision explicitly clarifies instructions for disregarded LLCs and adds line 3b for flow-through entities to report indirect foreign partners or owners. Part I requires an individual's Social Security Number (SSN) or an entity's Employer Identification Number (EIN). Part II contains certifications signed under penalties of perjury to confirm TIN accuracy and establish non-foreign status. Failure to provide a correct TIN can result in a $50 IRS penalty and subjects the payee to mandatory 24% backup withholding on reportable payments. Falsifying certifications carries civil ($500) and criminal penalties. The document also provides guidelines on appropriate name-TIN combinations, instructions for obtaining a TIN, and taxpayer identity theft protections. Ultimately, submitting a completed Form W-9 ensures tax reporting compliance and prevents backup tax withholdings on government contract and grant disbursements.

Form W-8BEN-E (Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting) is an official IRS form used by foreign entities to document their foreign status for U.S. tax withholding and reporting purposes. In the context of federal, state, and local RFPs or grants, this document enables non-U.S. organizations to establish that they are the beneficial owners of U.S.-source income, certify their non-U.S. person status, and claim treaty benefits for reduced withholding tax rates under Chapter 3. The form requires foreign entities to provide basic identification details, including their country of organization, permanent address, U.S. Taxpayer Identification Number (TIN), or foreign TIN/GIIN. Entities must declare their specific Chapter 3 entity classification (e.g., corporation, partnership, or trust) and Chapter 4 Foreign Account Tax Compliance Act (FATCA) status. Detailed certification sections accommodate various FATCA categories, such as participating foreign financial institutions (FFIs), exempt retirement plans, non-financial foreign entities (NFFEs), and non-profit organizations. Additionally, Part III allows foreign entities to claim tax treaty benefits by specifying their residence, applicable treaty articles, and conditions for lower withholding tax rates. Part XXIX requires passive NFFEs to identify substantial U.S. owners. Authorized representatives must sign Part XXX under penalties of perjury to certify the document's accuracy and agree to submit an updated form within 30 days if any information changes.