471600 - RFI Dilution Refrigerator

Brookhaven Science Associates (BSA) for the U.S. Department of Energy is issuing Request for Quote (RFQ) Number 471600 for a dilution refrigerator. This solicitation, open to full and open competition, requires offerors to provide all labor, services, materials, and equipment as outlined in the Draft Purchase Order/Contract. Key requirements include detailed descriptions of technical capabilities, prior experience with comparable dry dilution refrigerators for superconducting quantum circuits, manufacturing capabilities, and an effective Quality Assurance program. Quotes are due by March 13, 2026, and questions by February 26, 2026. BSA will award to the lowest-priced, responsive, and responsible offeror meeting all qualifiers and technical requirements. Offerors must be registered in the System for Award Management (SAM) or complete specific forms if foreign. Small businesses are exempt from subcontracting plans, while large businesses exceeding $900,000 must submit one.

The Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory seeks a cryogen-free dilution refrigerator system (DRSQ) for superconducting quantum circuit measurements. This Request for Information (RFI) outlines technical specifications for a system optimized for high-fidelity DC/RF measurements at mK temperatures. Key requirements include a modular dilution refrigerator with a base temperature below 10 mK and specific cooling powers, a two-stage pulse tube cryocooler, an automated gas handling system, modular DC/RF wiring, cryogenic electronics, and a computerized control system. The system must also feature robust vibration isolation, comprehensive magnetic shielding, and various low-noise amplifiers and a microwave readout module. The vendor must provide installation, training, and a minimum 24-month warranty. The RFI emphasizes a fully integrated instrument capable of continuous operation, rapid cooldown, and efficient warm-up, with all components exceeding minimum performance specifications.

The AMS-FORM-050 is a crucial document for Offerors seeking to provide goods or services to Brookhaven National Laboratory (BNL/BSA) in support of U.S. Government (USG) contracts. It requires Offerors to provide annual representations and certifications, particularly regarding business registration data and various business classifications. All Offerors must complete sections on business information and an authorized signature. Small Business Offerors have additional requirements, including detailed representations about their small business subcategories and certifications related to the Small Business Program. Furthermore, Offerors working under USG prime contracts must complete sections on lobbying payments, executive compensation, responsibility matters (debarment, tax delinquency), compliance with equal opportunity and affirmative action, and government property. The form also includes certifications for Buy American provisions for supplies and construction materials. Misrepresentation of information can lead to penalties.

This document is the Brookhaven National Laboratory's Acquisition Management System Form AMS-Form-043, a Quotation Pricing Sheet. It serves as a standardized form for vendors to submit price quotations in response to BSA's (Brookhaven Science Associates, LLC) requests for quotation. The form requires the vendor to provide their quotation number, date, and the name of the procurement. Key details to be filled include the place of manufacture, total price, and the period for which the price remains firm. It specifies delivery and payment terms as FOB Destination, Net 30 Days. By signing, the vendor acknowledges and agrees to BSA's requirements, terms and conditions, and delivery schedule, committing to provide necessary resources. The form includes spaces for company information, signature, typed name, address, title, telephone number, and date.

The Vendor ACH Authorization Form, managed by Brookhaven Science Associates, LLC under contract with the U.S. Department of Energy, is used to authorize electronic payments. Vendors provide their company name, vendor number (if applicable), and Tax ID Number. Depository information required includes the financial institution, routing/transit/ABA number, and checking account number. By signing, the authorized representative grants Brookhaven National Laboratory/Brookhaven Science Associates permission to make ACH credit entries or correcting entries to the specified account. This authorization remains valid until BNL/BSA receives written notification of termination or modification, with revocations adhering to NACHA law. The form also collects the authorized representative's email, phone, and signature with the date.

Form W-9 (Rev. March 2024) is a critical IRS document for U.S. persons, including resident aliens, to provide their correct Taxpayer Identification Number (TIN) to entities required to file information returns. This ensures accurate reporting of income to the IRS, preventing backup withholding. The form details instructions for individuals, sole proprietors, corporations, partnerships, LLCs, and other entities to correctly enter their name, business name (if applicable), federal tax classification, address, and TIN (SSN or EIN). It also includes sections for claiming exemptions from backup withholding and Foreign Account Tax Compliance Act (FATCA) reporting. Recent updates clarify how disregarded entities complete the form and introduce a new line (3b) for flow-through entities with foreign partners, owners, or beneficiaries. The document outlines penalties for failing to provide a correct TIN or providing false information and offers guidance on identity theft protection. Overall, Form W-9 ensures compliance with IRS reporting requirements for various income types.

Form W-8BEN-E (Rev. October 2021) is a Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting for Entities. It is used by foreign entities to certify their status for tax withholding and reporting purposes to the IRS, specifically for income not effectively connected with a U.S. trade or business. The form guides entities to identify their beneficial owner, country of organization, and various Chapter 3 and Chapter 4 (FATCA) statuses. It also includes sections for claiming tax treaty benefits, certifications for different entity types (e.g., Sponsored FFI, Exempt Retirement Plans, Active NFFE, Passive NFFE), and details for disregarded entities or branches. The form explicitly states it is not for U.S. entities or citizens, foreign individuals, or certain entities claiming effectively connected income, directing them to other W-8 forms or Form W-9. The document concludes with a certification under penalties of perjury, requiring an authorized individual's signature.

The document is a Subcontracting Plan Waiver from Brookhaven National Laboratory's Acquisition Management System. It addresses Public Law 95-507, which mandates Small Business Subcontracting Plans for negotiated contracts exceeding $900,000 or construction contracts over $1,500,000. This waiver allows contractors to be exempt from submitting such a plan if the work is performed entirely outside the United States, its territories, possessions, the District of Columbia, and Puerto Rico, or if the contractor certifies that no subcontracting will occur. The form requires the proposed contract or modification number, total amount, and a brief scope of work. Certification by the contractor and subsequent validation and approval by the Buyer/Contract Specialist/Manager and Small Business Liaison Administrator are necessary for the waiver to be deemed applicable to the procurement.

Brookhaven National Laboratory, managed by Brookhaven Science Associates (BSA) for the U.S. Department of Energy, has issued Request for Quote (RFQ) Number 471600 for a Dilution Refrigerator. This RFQ is a combined synopsis/solicitation for commercial products, with quotes due by March 13, 2026, at 2:00 PM EST. The procurement is for full and open competition under NAICS Code 334516. The scope of work requires the Offeror to provide labor, services, materials, and equipment as outlined in the Draft Purchase Order/Contract. Key qualifiers include detailed descriptions of performance requirements, technical capabilities, prior experience with comparable dry dilution refrigerators for superconducting quantum circuits, manufacturing capabilities, and a robust Quality Assurance program. Award will be made to the responsive and responsible Offeror with the lowest total price who meets all requirements. Submissions must include a signed Quotation Pricing Sheet and be emailed to the specified Contract Specialist. All vendors must be registered in the System for Award Management (SAM) or complete AMS-Form-050. The Buy American Act (FAR Part 25) applies, and large businesses must submit a Small Business Subcontracting Plan.

This Statement of Work (SOW) outlines the procurement of a Dilution Refrigerator for Superconducting Quantum Circuits (DRSQ) for the Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory (BNL). The DRSQ, a cryogen-free system, will support the characterization of quantum information circuits, including superconducting qubits and high-Q microwave resonators, at temperatures as low as 10 millikelvin. The contractor is responsible for engineering, manufacturing, assembly, inspection, testing, delivery, installation, commissioning, and training on the equipment. Key requirements include factory and on-site acceptance testing, comprehensive documentation, adherence to safety (ESH) standards like NFPA 70 and ASME B31.3, and a one-year warranty. Deliverables also include design reports, program plans, and monthly performance reports, with critical milestones for design approval, testing, delivery, and commissioning by September 30, 2026. The SOW emphasizes quality assurance, configuration management, and value engineering recommendations.

Brookhaven National Laboratory's (BNL) BNL-QA-101 document outlines comprehensive quality assurance requirements for suppliers, covering both general and special conditions applicable to procurement. Key general requirements mandate an effective quality system, preferably ISO 9001 certified, and allow BNL representatives to assess supplier facilities. Suppliers must obtain BNL approval for changes, ensure subcontractor compliance, and take responsibility for product conformance, including reporting non-conformances and recalls. Specific requirements address material protection, calibration of measuring and test equipment traceable to NIST, and strict protocols for preventing suspect counterfeit parts. The document also details handling electrostatic discharge-sensitive items, certification for electrical and fire protection equipment by Nationally Recognized Testing Laboratories (NRTLs), and adherence to OSHA and ANSI standards for various industrial equipment such as hoisting, rigging, and aerial devices. Chemical suppliers must comply with the Globally Harmonized System (GHS) for hazard communication, providing Safety Data Sheets (SDS) and proper labeling. Age and shelf-life control, along with prompt communication of product recalls, are also emphasized. Special requirements, invoked when specified in procurement documentation, include submitting quality assurance programs, maintaining configuration control, providing manufacturing/inspection/test plans, allowing witness points for BNL, and adhering to strict procedures for special processes and qualifications. Detailed end-item documentation, release for shipment procedures, failure reporting, source inspection, chemical and physical test reports, and Certificates of Conformance (C of C) are critical. The document also specifies requirements for first article acceptance, notification of design changes, serial and lot numbering, material traceability, and specific reports for welding, nondestructive testing, and pressure/leak tests. Calibration certifications with “As Found” and “As Left” measurements are required, especially for NQA-1 nuclear purchases. The document also addresses operating/maintenance manuals, computer software configuration management, verification and validation, defect notification, user training, and record retention for a minimum of three years. It also clarifies requirements for franchised/licensed distributor traceability to OEMs/OCMs and sets specific conditions for NQA-1 nuclear calibration services, right of access for BNL, and partial order shipments. This ensures high-quality, safe, and compliant procurement for BNL.

This contract between Brookhaven Science Associates (BSA) and an unnamed contractor outlines the provision of a Dilution Refrigerator for Superconducting Quantum Circuits (DRSQ) for the Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory. The contract is a firm fixed-price agreement, effective through September 30, 2026, with payment contingent upon approved invoices. Key personnel are designated and cannot be reassigned without BSA's approval. The document details comprehensive requirements for labeling, packing, and notification for all shipments, including specific instructions for heavy, oversized, radioactive, and ocean freight. It also specifies that general terms and conditions for commercial items and additional provisions, including a Statement of Work and Quality Assurance Requirements, are incorporated by reference. Contact information for BSA's technical and contractual representatives is provided, and the contract emphasizes that it does not bind the U.S. Government.