EIC Scintillating Fibers for Barrel Imaging Calorimeter
ID: 444510Type: Combined Synopsis/Solicitation
Overview

Buyer

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

NAICS

Fiber Optic Cable Manufacturing (335921)

PSC

FIBER OPTIC CABLES (6015)

Original Source

https://sam.gov/opp/21190b19f7af4f209e5e8ce3e1a30b3d/view
Timeline
    Description

    The Department of Energy, through Brookhaven National Laboratory, is seeking proposals for the design and fabrication of scintillating fibers for the Barrel Imaging Calorimeter as part of the Electron-Ion Collider project. The procurement includes a base requirement of 1,125,000 meters of scintillating fibers, with options that could increase the total to 4,900,000 meters, emphasizing the need for high-quality materials that meet specific technical performance characteristics. These fibers are crucial for converting secondary particle energy into light, thereby enhancing nuclear physics research capabilities. Interested contractors must submit their proposals, including technical samples, by the specified deadlines, and can direct inquiries to Carmela A Hornbeck at chornbeck@bnl.gov or Kevin Kirkendall at kkirkenda@bnl.gov.

    Point(s) of Contact
    Carmela A Hornbeck
    (631) 344-7216
    chornbeck@bnl.gov
    Kevin Kirkendall
    (631) 344-4605
    kkirkenda@bnl.gov
    Files
    Title
    Posted
    1 B.1 RFP 444510 12-19-24.pdf
    The document is a Request for Proposal (RFP) from Brookhaven Science Associates (BSA) for the design and fabrication of scintillating fibers for the Barrel Imaging Calorimeter of the Electron-Ion Collider (EIC). The RFP outlines a scope of work encompassing a base subcontract for 1,125,000 meters of fiber, with options that could increase the total to 4,900,000 meters. Interested offerors must submit technical and business proposals by the stipulated dates, alongside sample fibers for evaluation. The evaluation criteria prioritize technical capabilities (50 points), prior experience (25 points), manufacturing capabilities (15 points), and quality assurance (10 points). Proposals will be assessed based on compliance and innovative design, with a focus on demonstrating the ability to meet specified technical requirements. The document also elaborates on submission protocols, proposal contents, and evaluation methodologies, emphasizing a "Best Value" procurement strategy. Key deadlines and communication processes are established to facilitate a smooth proposal development and assessment process. Overall, the RFP reflects BSA's commitment to engaging qualified contractors for advanced scientific materials in support of ongoing research initiatives.
    Attachment A - BSA_Commercial_Items_Rev22_Sep_2022 (1).pdf
    The document outlines the General Terms and Conditions for commercial items and services provided by Brookhaven Science Associates, LLC, at Brookhaven National Laboratory. It encompasses definitions, acceptance protocols, dispute resolution, payment terms, and compliance with laws, including terms related to environmental safety and respectful workplace policies. Key provisions address the responsibilities of the Contractor, payment schedules, warranty obligations, and protocols for reporting issues related to the work environment and technical concerns. Additional essential clauses focus on patent indemnity, management of suspect or counterfeit items, and limitations on liability. The document serves to clarify the legal expectations and operational guidelines for contractors working with the federal government via BSA, emphasizing compliance and mutual responsibilities. It reflects the structured nature of federal contracts, emphasizing accountability and adherence to specific regulatory standards, which is crucial in government procurement and grants.
    Attachment B - SOW for the Scintillating Fibers for the Barrel Imaging Calorimeter V06.pdf
    The Statement of Work (SOW) outlines the requirements for procuring scintillating fibers for the Barrel Imaging Calorimeter (BIC) at the Electron-Ion Collider (EIC) within Brookhaven National Laboratory (BNL). This fiber, crucial for converting secondary particle energy into light, is part of the BIC subsystem for the EIC detector, which detects particles from high-energy collisions. The SOW specifies a production requirement of 4,900 km of fibers and details contractor responsibilities, quality assurance standards, and technical performance specifications. Key sections include the management of project communications, the development of a Manufacturing/Inspection/Test Plan, and the adherence to safety and environmental standards. The document emphasizes the need for constant progress reporting, sample testing, and compliance with BSA specifications, ensuring that all delivered fibers meet established quality metrics and documentation requirements. The timeline includes various deliverables with an emphasis on continuous improvement and value engineering throughout the production process, indicating a focus on performance enhancement and cost efficiency. This comprehensive framework illustrates the structured approach to fulfilling the technical needs of the EIC project within federal RFP contexts.
    Attachment C - Tech Spec for the Scintillating Fibers for the Barrel Imaging Calorimetor Rev04.pdf
    The document outlines the Technical Specification for Scintillating Fibers used in the Barrel Imaging Calorimeter (BIC) of the Electron-Ion Collider (EIC) project at Brookhaven National Laboratory. This instrumentation aims to enhance nuclear physics research by enabling collisions between high-energy electrons and ions, providing insights into subatomic structures. Key specifications include light yield, diameter, attenuation length, and safety measures during installation and operation. The fibers must demonstrate a light yield greater than 3.5 photoelectrons, specific dimensional tolerances, and a minimum attenuation length of 4 meters. The document encourages contractors to propose options for fibers with superior performance, potentially utilizing advanced production technologies. A verification process is established to ensure compliance with specifications through comparative testing with standard reference fibers. The specification reflects the EIC project's commitment to cutting-edge technology in scientific research, prioritizing safety and performance in the development of participating components.
    Attachment D - BNL QA 101 - Supplier Quality Assurance Requirements.pdf
    The document outlines the Supplier Quality Assurance Requirements (BNL-QA-101) for Brookhaven Science Associates (BSA) suppliers, establishing essential quality compliance standards for procurement activities at Brookhaven National Laboratory. It encompasses two primary sections: general quality requirements (Section 3.0), applicable to all suppliers, and special quality requirements (Section 4.0), which are invoked as necessary in procurement documentation. Key requirements include the necessity for suppliers to maintain a quality system certified to ISO 9001, undergo assessments by BSA representatives, and comply with various standards related to materials and equipment handling, safety protocols, and documentation. Suppliers are responsible for ensuring compliance across their subcontractors and must notify BSA of any non-conformances, including product recalls. Section 4 stipulates special requirements that must be documented and approved, covering quality assurance programs, configuration control, documentation of manufacturing and testing plans, and certifications of compliance. Additional directives address potential counterfeit parts, electrostatic discharge control, chemical safety, and more specific operational requirements related to equipment and materials used at BNL. Overall, the document emphasizes quality assurance as central to procurement processes, ensuring that suppliers adhere to rigorous standards that support safety and operational reliability at Brookhaven National Laboratory.
    Attachment E - Patent Certification AMS Form 032 Rev 1 dated 71917.pdf
    The document outlines a certification form used by Brookhaven National Laboratory, managed by Brookhaven Science Associates under the U.S. Department of Energy, as part of its acquisition management system. Key components of the form include the contractor's certification regarding adherence to procedures for identifying and disclosing inventions throughout the contract period. Furthermore, it specifies that there were no relevant subcontracts or research orders, and any inventions conceived are documented under specific titles and inventor names. The form also requires the completion date of the contract and the period covered by the certification. This document serves as a formal declaration ensuring compliance with patent regulations and provides essential information for oversight related to government contracts, essential in managing federal grants and RFPs.
    Enclosure 1 - BSA Draft Subcontract 12-19-2024.pdf
    The subcontract between the Contractor and Brookhaven Science Associates (BSA) outlines the responsibilities and requirements for the design, manufacture, and delivery of scintillating fibers for the Barrel Imaging Calorimeter, as part of a Prime Contract with the U.S. Department of Energy. The Contractor is tasked with producing 1,125,000 meters of scintillating fibers, meeting strict quality standards detailed in the attached documents. Key deliverables include monthly technical and performance reports, a manufacturing inspection plan, and shipment of fibers and documentation per the approved manufacturing schedule, which spans four years post-award. Payment terms are firm-fixed, with an undetermined total cost, and invoices must be submitted according to specific guidelines. Special shipping and labeling requirements are specified for deliveries to Argonne National Laboratory to ensure compliance. Authorized representatives for both parties are designated, and the contract incorporates essential terms and conditions, emphasizing compliance with federal regulations. This subcontract signifies the government’s commitment to acquiring advanced materials necessary for scientific research while maintaining stringent oversight and quality assurance measures.
    Enclosure 2 - AMS Form 050 Annual Representations and Certifications.pdf
    The document outlines the Annual Representations & Certifications form required for Offerors wishing to provide goods or services to the U.S. Government via the Brookhaven National Laboratory (BNL/BSA). All Offerors must complete specific sections related to their business size and type. Key components include verifying taxpayer identification, business status, and additional representations for foreign and small businesses. The form collects essential data like business names, addresses, and tax identification numbers. It distinguishes requirements for U.S. and foreign entities, as well as small business certifications under federal standards. Additionally, the document stipulates the implications of failing to comply with these requirements and emphasizes the importance of accurate reporting for federal contracts. This structured process aids in ensuring transparency, compliance, and accountability in federal procurement practices, ultimately promoting fair opportunity for diverse business entities to engage with government contracts. The document serves a critical role within federal RFPs and grants, ensuring adherence to regulations that govern federal contracting interactions.
    Enclosure 3 - Proposal Pricing Sheet - 12-19-2024.pdf
    The document outlines a proposal for the procurement of scintillating fibers intended for the Barrel Imaging Calorimeter at Brookhaven National Laboratory, managed by Brookhaven Science Associates, LLC, under a contract with the U.S. Department of Energy. The proposal, referenced as BSA Request for Proposal No. 444510, includes pricing for different sample options: a base quantity of 1,125,000 fibers, with options for additional quantities of 1,264,000 and 2,511,000 fibers. The pricing is unspecified, awaiting completion by the submitting company. The proposal mentions that prices will remain firm for 120 days and specifies terms of delivery to Lemont, Illinois, including Incoterms and payment conditions. By signing the document, the proposing company agrees to comply with BSA's requirements and delivery schedules, ensuring that adequate resources are allocated for timely fulfillment. Overall, the document serves as a formal offer to meet the specified government procurement needs for essential materials in scientific research.
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    EIC Scintillating Fibers for Barrel Imaging Calorimeter
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