12-ID High Heat Load Mirror System

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is issued by UChicago Argonne, LLC, operator of Argonne National Laboratory, for the "12-ID High Heat Load Mirror System." The Laboratory intends to procure materials, equipment, tools, and supplies as described in the Statement of Work (SOW) dated November 26, 2025. The award will be made using a Best Value/Trade-Off methodology.

• Furnishing of all materials, equipment, tools, and supplies for the "12-ID High Heat Load Mirror System."

• Work to be performed in accordance with the specifications outlined in the Statement of Work (Enclosure No. 3).

• Adherence to engineering standards for vacuum design, including system requirements for accelerator systems and integrated systems (Enclosure No. 6).

• Contract type: Firm Fixed Price.

• Delivery terms: "F.O.B. Destination" or "DAP Lemont, IL" under Incoterms 2020.

• Proposal validity period: Minimum of 120 days after the closing date for receipt of proposals.

• Proposal Submission Deadline: January 23, 2026, at 3:00 PM CDT.

• Submission Method: Electronic submission via email to Molly Hunter (mollyhunter@anl.gov).

• Proposal Structure: Three separate documents (Technical Proposal, Business/Management Proposal, Price Proposal).

• Evaluation Criteria: Technical Approach, Past Performance Criteria, and Proposal Risk (detailed in Enclosure No. 4).

• Questions Deadline: January 4, 2026, 3 PM CDT, via email to mollyhunter@anl.gov.

• Offerors are encouraged to register in the System for Award Management (SAM.gov) prior to award.

• This RFP package includes multiple enclosures covering instructions, terms and conditions, SOW, evaluation criteria, representations and certifications, and other relevant provisions.

• The Laboratory reserves the right to accept or reject any or all proposals.

• Costs for proposal preparation and submission are the responsibility of the offeror.

Form / Attachment / Pricing Sheet

This document, Appendix A, outlines the Argonne Terms and Conditions for Commercial Goods and Services. It details various clauses and regulations that govern contracts with Argonne National Laboratory. Bidders should review this document to understand their contractual obligations and rights.

• Definitions of key terms (e.g., Government, Laboratory).
• A table of contents listing numerous clauses, including Assignment, Audits and Rights, Changes, Conduct of Employees, Cybersecurity and IT Acquisitions, Disputes, Environmental Protection, Excusable Delays, Inspection, Acceptance and Title, Integration, Laboratory Site Access, Safety and Health, Limitation of Liability, Non-Waiver of Defaults, Order of Precedence, Packaging, Payments, Public Release of Information, State and Local Taxes, Survival, Suspect Counterfeit Parts, and Termination clauses.
• Specific FAR and DEAR clauses incorporated by reference, with applicability notes.
• A "Suspect/Counterfeit Bolt Headmark List" to identify potentially defective fasteners.

This document is critical for bidders to understand the legal and contractual framework of any potential agreement with Argonne National Laboratory. It specifies terms related to performance, compliance, payment, dispute resolution, and potential liabilities. The inclusion of specific FAR/DEAR clauses and the suspect counterfeit parts list highlights key areas of compliance and risk that bidders must consider when preparing their proposals and performing under any resulting contract.

Form / Attachment / Pricing Sheet

This document, "APPENDIX D-8-C INTELLECTUAL PROPERTY PROVISIONS COMMERCIAL SUPPLIES AND SERVICES REQUIRING DELIVERY OF DATA," outlines the intellectual property rights related to data delivered under a contract. It details the government's rights to various types of data, including technical data and computer software, and the contractor's rights and obligations.

• FAR 52.227-14 (Rights in Data – General): Defines terms such as "data," "computer software," "limited rights data," and "restricted computer software." It allocates rights, specifying when the government has unlimited rights and when the contractor retains certain rights. It also covers copyright provisions and the contractor's rights to use, release, and publish data.
• FAR 52.227-16 (Additional Data Requirements): Allows the government to order additional data produced or used during contract performance, within three years after acceptance of deliverables. The Rights in Data – General clause applies to this data.
• FAR 52.227-23 (Rights to Proposal Data (Technical)): Grants the government unlimited rights to technical data contained in a proposal upon which the contract is based.
• Notices: Includes "Limited Rights Notice" and "Restricted Rights Notice" templates that contractors may use to mark data and specify limitations on its use, reproduction, and disclosure by the government.

This document is crucial for bidders to understand the government's ownership and usage rights concerning any data, technical information, or computer software they may be required to deliver as part of their proposal or contract performance. It clarifies what data the government can use freely, what data has restrictions, and the procedures for marking and protecting proprietary information. Bidders must ensure their proposals and subsequent deliverables comply with these intellectual property provisions.

Form / Attachment / Pricing Sheet

This document outlines the terms and conditions for "Progress Payments Based on Milestones" within a contract. It details how milestone payments are authorized, the conditions under which they may be suspended or reduced, and the government's rights and responsibilities regarding property title and risk of loss.

• Milestone Payments: Authorized when requested, subject to contractor's satisfactory performance. Payments may be suspended if the contractor fails to meet material requirements, shows poor progress or financial condition, is delinquent in costs, or if unliquidated payments exceed the fair value of work accomplished.
• Property Title: Title to property acquired or produced under the contract vests in the Government. This includes parts, materials, inventory, work-in-process, special tooling, and technical data. Vestiture occurs upon contract date or when property is allocable/chargeable to the contract.
• Risk of Loss: The Contractor bears the risk of loss for property before delivery and acceptance. The Contractor must repay unliquidated progress payments for damaged, lost, stolen, or destroyed property.
• Control of Costs and Property: The Contractor must maintain adequate accounting systems and controls. Government property must not be commingled with contractor's property.
• Default: In case of contract termination for default, the Contractor must repay unliquidated milestone payments. Title to property may vest in the Contractor upon liquidation of progress payments if the Laboratory elects not to require delivery.
• Reservation of Rights: Milestone payments and property vesting do not excuse contractor performance or waive rights/remedies of either party.

This document is crucial for understanding the payment structure and how it relates to performance milestones. It clarifies the contractor's responsibilities regarding property ownership, risk, and accounting, which can impact financial planning and contract management. Bidders should pay close attention to the conditions for payment suspension and the implications of contract default on property and payments.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document defines the technical specifications for the fabrication of Ultra-High Vacuum (UHV) Front End and Beamline Components.

• Fabrication of components to be performed in a specific order: Machining, Cleaning, Welding, Inspection and Leak Checking, and Packaging.

• Machining requires adherence to final dimensions, avoidance of imbedded contamination, and use of specific, non-contaminated machining fluids.

• Cleaning procedures involve removal of large contaminants, washing with a 2% Citranox solution, rinsing with demineralized water, and drying with heated nitrogen gas.

• Welding must be performed in a clean area, using approved methods (GTAW, EB, resistance welding) and adhering to specific material standards.

• Leak tightness testing is critical, requiring dry helium mass spectrometer leak detectors and specific pressure/sensitivity standards.

• Packaging must protect delicate surfaces and machined features from damage and contamination during shipment.

• Materials must withstand 200 °C.

• Vacuum welds must be completed within 48 hours of cleaning and achieve 100% penetration where indicated.

• Leak testing must meet a sensitivity of 1E-10 mbar l/s.

Not explicitly stated, but fabrication and assembly are to occur in a dedicated clean area.

• Strict material requirements for copper, stainless steel, GLIDCOP®, tungsten, and seals (Viton only, no Teflon, grease, or oils).
• All components must be cleaned and handled in accordance with UHV system requirements.
• A dedicated clean area, free from smoke, dust, hydrocarbons, and dirt, is required for assembly, welding inspection, and packaging.
• Specific guidelines for handling clean components, tools, and work surfaces are provided.
• Welding procedures must comply with specified SAE and AWS standards.
• Leak checking procedures require vendor submission for ANL approval prior to commencement.

Other / Unclassified

This document is an engineering standard titled "APS Engineering Standard Vacuum Designs." It outlines the requirements and procedures for designing, fabricating, installing, and certifying vacuum systems at the Advanced Photon Source (APS).

This document is relevant to bidders who may be involved in projects requiring vacuum system components or services for the APS. It details:

• Vacuum Design Standards: Specifies ultra-high vacuum (UHV) requirements, including material selection, fabrication techniques, and incompatible materials.
• Component Standards: Recommends standard components for gauges, pumps, flanges, bolts, valves, pneumatic actuators, and bellows.
• Certification Process: Outlines the steps for certifying UHV components, including visual inspection, cleaning, leak testing, bake-out, and residual gas analysis.
• Assembly, Handling, and Installation: Provides guidelines for maintaining vacuum integrity during these processes.
• Beamline Vacuum Requirements: Details specific standards for beamline vacuum systems, including front-end interfaces, partitions (e.g., Beryllium windows), and rules for vacuum design.
• Interlocks and Safety: Covers vacuum interlock settings and vacuum work safety procedures.

Bidders should review this standard to understand the stringent requirements for vacuum systems and components used at the APS, which will impact design, material choices, manufacturing processes, and quality assurance.

Other / Unclassified

This document, titled "Moderate Risk On-Site Supplemental Conditions," outlines specific requirements and conditions for contractors performing on-site work at Argonne National Laboratory (ANL). It details procedures for approval to proceed, indemnity clauses, insurance requirements, and comprehensive Environment, Safety, and Health (ES&H) protocols.

This document is crucial for potential bidders as it establishes the operational, safety, and legal framework for any on-site work. Key areas of relevance include:

• Approval to Proceed: Contractors must receive explicit approval before commencing on-site work.
• Indemnity: Outlines the contractor's responsibility to indemnify ANL and the U.S. Government against losses and damages, including liability for property damage caused by the contractor.
• Insurance: Specifies minimum insurance coverage requirements (General Liability, Automobile Liability, Professional Liability, Worker's Compensation) that contractors must maintain.
• Environment, Safety, and Health (ES&H): Details extensive ES&H regulations and requirements, including compliance with specific CFR titles, the need for a DOE-approved Worker Safety and Health Program (WSHP), and the submission and review of Job Safety Analyses (JSAs). It also covers incident reporting, site access, electrical safety, tool inspection, and prohibited conduct.
• Disciplinary Program: Describes a progressive disciplinary program for safety infractions and poor performance, which can impact future contract awards.
• FAR/DEAR Clauses: Includes specific Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses related to personal identity verification, pollution prevention, and access to records.

Bidders must carefully review these supplemental conditions to understand the significant safety, insurance, and operational obligations associated with performing work at the ANL site.

Solicitation / RFP / RFQ

This document outlines the evaluation criteria for the 12ID High Heat Load Mirror System RFP. It details how proposals will be assessed to judge the adequacy of responses against the Statement of Work (SOW).

• Proposals must describe the system design, hardware, and software components.

• Specific evaluation criteria include meeting technical specifications for optical substrate, motion, tolerance, and vacuum requirements as detailed in the SOW.

• A schedule meeting the 52-week deadline or providing adequate justification for a delay is required.

• Not explicitly stated in this document, but implies a contract for the 12ID High Heat Load Mirror System.

• Technical Evaluation: Assesses the proposal's alignment with SOW technical specifications, including optical substrate, motion, tolerance, and vacuum requirements. The offeror must justify their ability to meet these specifications.

• Past Performance: Evaluated based on providing similar equipment and services. Offerors must list three past contracts (within the last five years, similar in magnitude and nature) with detailed information, including contract title, number, award date, client name/address, contract amount, client contact for performance evaluation, and client contact information. Argonne may visit prospective supplier sites. Offerors are encouraged to describe their manufacturing, test, research and development, and maintenance facilities.

• Proposal Risk: Assesses the offeror's understanding of the scope, risk of successful performance, ability to service and support the system over its lifetime, details of service contracts, proximity of service personnel, service response time, and service contract costs.

• Cost or Price: All evaluation factors other than cost or price, when combined, are approximately equal to cost or price.

• Not specified in this document.

• Offerors must provide a copy of their latest audited financial statement and any sharable performance data.

• The SOW provides the minimum requirements to meet the evaluation criteria.

Form / Attachment / Pricing Sheet

This document, "ANL-70B (Long Version) - Reps & Certs," dated January 13, 2025, is a Representation and Certifications form required for offers and solicitations. It collects essential information about the offeror's organization, business classifications, and compliance with various Federal Acquisition Regulation (FAR) clauses.

• General Information: Legal name, UEI, Doing Business As, physical address, primary performance location, and contact information.
• Business Organization: Entity type and state of incorporation.
• Small Business Program: Classifications for small businesses (e.g., Small Business, Small-Disadvantaged Business, Woman-Owned Small Business, Veteran-Owned Small Business, Service-Disabled Veteran-Owned Small Business, HubZone).
• NAICS Code: North American Industry Classification System code and size standard.
• FAR Clauses: Certifications and representations related to:
  • Covered Telecommunications Equipment or Services (FAR 52.204-26)
  • Laboratory Standard Terms and Conditions
  • Suspect Counterfeit Parts
  • Personal Conflict of Interest
  • Limited Rights Data and Restricted Computer Software (FAR 52.227-14)
  • Small Business or Non-Profit Status (Public Law 96-517)
  • Service Contract Labor Standards Exemptions (FAR 52.222-48, FAR 52.222-52)
  • Affirmative Action Compliance (FAR 52.222-25)
  • Equal Opportunity Compliance (FAR 52.222-26)
  • Buy American Act – Supplies (FAR 52.225-1)
  • Reporting Executive Compensation and First-Tier Subcontract Awards (FAR 52.204-10)
  • Certification Regarding Debarment, Suspension, Proposed Debarment (FAR 52.209-5)
  • Certification Regarding Knowledge of Child Labor (FAR 52.222-18)
  • Compliance Regarding Payments to Influence Federal Transactions (FAR 52.203-11)
  • Compliance with Veteran's Employment Reporting Requirements (FAR 52.222-37)
  • Certificate of Independent Price Determination (FAR 52.203-2)
  • Covenant Against Contingent Fees (FAR 52.203-5)
  • Combatting Trafficking in Persons (FAR 52.222-50)
  • Cost Accounting Standards Notices and Certification (FAR 52.230-1)

This document is critical for all potential bidders as it requires them to provide specific representations and certifications regarding their business status, compliance with federal regulations, and other pertinent information. Completing this form accurately is a prerequisite for submitting a compliant offer. Failure to provide accurate information or complete the required certifications may impact the evaluation of the offer or lead to disqualification.

Statement of Work (SOW) / Performance Work Statement (PWS)

This SOW is a request for proposals for the design, manufacture, testing, delivery, and installation of the 12-ID High Heat Load Mirror System for the 12-ID beamline at the Advanced Photon Source (APS).

• Design, manufacture, test, deliver, and install a High Heat Load Mirror System.

• The system must mount onto an existing optical table within specified space constraints.

• Key components include a mirror, motion control systems, and a vacuum chamber.

• The mirror system requires three motorized motions (X, Y, and rotation around the Sagittal direction) and manual roll/yaw adjustments.

• A mechanically bendable mirror is required to achieve an elliptical surface for focusing.

• Cooling via a eutectic bath is the preferred method.

• Includes mirror masks and Compton shielding for protection.

• Vacuum specifications require adherence to specific APS UHV standards.

• Mirror figure errors and surface micro-roughness specifications.

• Allowable induced error after translation and bending.

• Vibration performance and stability requirements.

• Vacuum pressure requirements (base pressure < 1x10-7 Torr, operation < 4x10-9 Torr).

• Specific tolerances for slope error, height error, and twist angle.

• The mirror system must arrive at APS no later than 52 weeks after contract award.

• Installation and alignment will occur at the APS.

• Vendor must provide a detailed schedule covering 7 major milestones.

• Extensive documentation and reporting are required throughout the project (e.g., design reviews, progress reports, test procedures).

• Factory Acceptance Tests (FAT) are required before delivery.

• On-site assembly, installation, and testing will be performed by the vendor.

• All components must be compatible with high vacuum (HV) standards and radiation environments.

• Motor drivers must be controllable with differential step and direction signals and use 48Vdc power supplies.

• Electrically energized systems must be listed by a nationally recognized testing laboratory (NRTL) or inspected by the Argonne Designated Electrical Equipment Inspectors (DEEI) program.

• Vendor must provide a handling and rigging plan and submit a service contract Job Safety Analysis (JSA).

Statement of Work (SOW) / Performance Work Statement (PWS)

This document details a vibration survey conducted in the Advanced Photon Source (APS) experiment hall to understand current floor vibration levels and identify areas with low vibration noise. This information is crucial for planning future beamline construction and redesigns.

• Conducted a vibration survey across all 35 beamlines of the APS experiment floor.

• Measured vibration data at two points for each beamline: the floor near a support column and the floor near the end station hutch.

• Analyzed vibration data in spectral RMS displacement and one-third octave bands.

• Compared measured vibrations against established vibration criteria (VC curves).

• Investigated the contribution of mechanical equipment to overall vibration noise by conducting measurements with equipment power on and off.

• Vibration levels were compared against standard vibration criteria (VC-E, VC-F, VC-G) established by the Institute of Environmental Sciences and Technology (IEST).

• Data was analyzed to identify regions with particularly low vibration magnitudes.

• The survey was conducted at the Argonne National Laboratory Advanced Photon Source.

• Measurement sessions took place on specific dates in March and June 2016.

• Measurements were taken during scheduled weekly machine interventions when users were not running experiments, but with the beam still on.

• To limit transient vibrations, data was recorded after 5 pm or on weekends.

• Specific procedures were followed to ensure data consistency and accuracy, including the use of calibrated accelerometers and signal analysis software.