471600 - RFI Dilution Refrigerator

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products, specifically a Dilution Refrigerator. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is requesting quotes for this item. The procurement is being conducted under NAICS Code 334516 with a size standard of 1,000 employees. It is being solicited for full and open competition.

The Offeror shall furnish all labor, services, materials, and equipment in accordance with the attached Draft Contract (Enclosure A). Key technical capabilities and requirements include:

• Principal Configuration Overview: Description of the Dilution Refrigerator (DRSQ) design, including images or drawings, demonstrating how it meets specifications.

• Cryostat and Cryocooler: Details on configuration, cooling powers (20mK, 100mK, 4K-plate), base temperature, helium-3 usage, and cooldown time.

• Gas Handling and Vacuum System: Description of how the system supports program-controlled operation and meets technical specifications.

• Sample Space and Magnetic Shielding: Description of the sample space volume for quantum processor carriers and magnetic shielding configuration.

• Cryogenic Wiring: Details on DC and RF wiring configurations, including materials, breakout, frequency bands, and connectors.

• Cryogenic Amplifiers and Biasing: Configurations, frequency bands, performance, power supplies, and wiring methods.

• Microwave Readout Module: Configurations, key components, frequency band, and performance (including signal-to-noise ratio).

• Control System and Software: Configuration of the control system, including thermometry, gas handling, networking, and GUI integration.

• Prior Experience and Past Performance: Emphasis on designing, manufacturing, and testing comparable dry dilution refrigerators for superconducting quantum circuits characterization. This includes years of experience, subcontractor experience, and a list of comparable projects with contact information.

• Manufacturing Capabilities: Program management, manufacturing, and installation plan, including organizational chart, work breakdown structure, schedule, and risk assessment. Production facility description with photos is also required.

• Quality Assurance: Evidence of an effective QA program, including documentation of processes for personnel training, nonconforming material control, document management, record keeping, material control, M&TE calibration, configuration management, supplier evaluation, and inspection/test processes.

• Contract Type: Firm Fixed Price.

• Payment Terms: Net 10 for Small Business, Net 30 for Large Business.

• Anticipated Freight Terms: FOB Destination, Freight Prepaid or DAP, as applicable.

• Anticipated Delivery Date: Supplier to quote earliest delivery, not later than September 30, 2026.

• Questions Due Date: February 26, 2026.

• Quote Due Date & Time: March 13, 2026.

• Submission Method: Email submissions only, including the signed Quotation Pricing Sheet (Enclosure C). Emails should be sent to the Buyer/Contracts Specialist listed on page 1 with the BSA RFQ Number in the Subject Line.

• Basis of Award: Award will be made to the responsive and responsible Offeror submitting the lowest total price who meets all qualifiers and technical requirements.

• Small Business Subcontracting Plan: Required for Offerors certifying as other than a "small business or foreign business" with expected offers exceeding $900,000. BSA's small business goals are provided (e.g., Small Business 49%).

• System for Award Management (SAM): Vendors must be registered in SAM.gov with a Unique Entity ID (UEI). Foreign vendors are not required to register but must fill out AMS-Form-050 (Enclosure B).

• Representations and Certifications: AMS-Form-050 (Enclosure B) is required for vendors not currently active and registered in SAM.gov.

• This procurement is subject to FAR Part 25, Buy American Act.

• Required forms include: Draft Contract (A), AMS Form 050 Reps and Certs (B), Quotation Pricing Sheet (C), Vendor ACH Authorization Form (D), W-9 Form (E) or W-8 Form (F) for foreign vendors, Subcontracting Plan Waiver (G), and Technical Specifications (H).

Form / Attachment / Pricing Sheet

This document outlines the technical specifications for a dilution refrigerator system intended for near-quantum-limited characterization of superconducting quantum information circuits. It details the requirements for a cryogen-free system optimized for high-fidelity DC/RF measurements.

• Cryostat: Base temperature < 10 mK at the mixing chamber (MXC), capable of continuous operation at 20 mK with cooling power ≥ 16 μW (or 100 mK with ≥ 400 μW).
• Cryocooler: Fully integrated, 2-stage pulse tube cryocooler with ≥ 2.35 W cooling power at 4.2 K.
• Gas Handling System (GHS): Modular, automated, PLC-controlled system with full diagnostics.
• Wiring: Modular DC and RF wiring for signals to MXC, including specific requirements for coaxial lines up to 18 GHz and 40 GHz.
• Cryogenic Amplifiers: Support for at least four (4) 4-8 GHz LNAs and one (1) 15-29 GHz LNA.
• Microwave Readout Module: Operating in the 5-7 GHz band, including parametric amplifiers and HEMT amplifiers.
• Control System: Computer with display, control software with logging and remote access, and thermometry interface.
• Services: Onsite installation, start-up, training, and a warranty of at least 24 months.

This document is a Request for Information (RFI) and describes specifications. It is not a solicitation for proposals, but rather a request for information to understand capabilities and specifications for a future procurement.

Superior performance to the minimum specifications will be preferred. The system must be fully integrated, including cryostat, cryocooler, dilution unit, gas handling, vacuum, wiring, magnetic shielding, readout, and control electronics.

Form / Attachment / Pricing Sheet

This document is Brookhaven National Laboratory's (BNL) AMS Form 043, a Quotation Pricing Sheet. Bidders are required to use this form to submit their pricing information in response to a Request for Quotation (RFQ).

• Reference: BSA Request for Quotation No. (to be filled in by bidder)
• Quotation Details: Bidder's Quotation No. and Date, Name of Procurement
• Place of Manufacture: Location where the item(s) will be manufactured.
• Total Price: The total cost of the goods or services being quoted.
• Price Firmness: Duration (in days) for which the quoted price will remain firm.
• Delivery and Payment Terms: Specified as FOB Destination, Net 30 Days.
• Concurrence: A section for the company to sign, acknowledging agreement with BNL's requirements, terms, conditions, and delivery schedule.

Bidders must complete and submit this form as part of their quotation package. It requires specific details about the proposed price, delivery, and payment terms, and signifies agreement with the solicitation's terms. Failure to complete this form accurately may impact the evaluation of the bid.

Form / Attachment / Pricing Sheet

This document is a Subcontracting Plan Waiver form (AMS-Form-001, Revision 6) used by Brookhaven National Laboratory, managed by Brookhaven Science Associates, LLC under contract to the Department of Energy. It is used to document when a Small Business Subcontracting Plan is not required for a negotiated contract.

• Public Law Requirement: Mandates subcontracting plans for contracts exceeding $900,000 (or $1,500,000 for construction), including modifications or task orders over these thresholds.
• Waiver Justification: The form allows the proposed contractor to certify exemption from the plan for specific reasons:
  • Performance entirely outside the United States, its possessions, territories, the District of Columbia, or Puerto Rico.
  • Certification that subcontracting will not be conducted under the contract, with space provided for the contractor to explain the reasons for no subcontracting opportunities.
• Contract Information: Fields are provided to specify the proposed Contract Number, Contractor name, total contract amount, and/or modification/task/change order number and increased amount, along with the scope of work.
• Certification & Determination: Sections for the Contractor to certify the truthfulness of their statement, and for a Buyer/Contract Specialist/Manager to validate and a Small Business Liaison Administrator to approve the determination that the plan is not applicable.

Bidders should review this document to understand the requirements for submitting a Subcontracting Plan. If this waiver is applicable to the opportunity, it indicates that the prime contractor is exempt from submitting a formal subcontracting plan, which may affect subcontracting opportunities for small businesses. Bidders may need to complete and submit this form if they are seeking an exemption based on the criteria outlined.

Solicitation / RFP / RFQ

This is a combined synopsis and solicitation (RFQ) for a Dilution Refrigerator. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory for the U.S. Department of Energy, is procuring this item. The NAICS code is 334516, with a size standard of 1,000 employees. The procurement is for full and open competition.

• Principal Configuration Overview: Detailed description of the Dilution Refrigerator (DRSQ) design, including images or drawings, emphasizing how it meets specifications.

• Cryostat and Cryocooler: Description of configuration meeting technical specifications for cooling powers, base temperature, helium-3 usage, and cooldown time.

• Gas Handling and Vacuum System: Description of how the system supports program-controlled operation and meets technical specifications.

• Sample Space and Magnetic Shielding: Description of the sample space for accommodating quantum processor carriers and the magnetic shielding configuration.

• Cryogenic Wiring: Description of DC and RF wiring configurations, including insert-type RF wiring and high-frequency RF wiring (up to 40 GHz).

• Cryogenic Amplifiers and Biasing: Description of amplifier configurations, power supplies, and wiring methods.

• Microwave Readout Module: Description of configurations, components, frequency band, and performance.

• Control System and Software: Description of the control system, including thermometry, gas handling, networking, and GUI.

• Prior Experience: Offerors must demonstrate experience in designing, manufacturing, and testing comparable dry dilution refrigerators for superconducting quantum circuits characterization, including details on years of experience, key subcontractors, and past projects (up to ten comparable projects with contact information).

• Key Project Personnel: Resumes/qualifications of key personnel, focusing on relevant experience and engineering tools.

• Manufacturing Capabilities: Plan for program management, manufacturing, and installation, including organizational charts, resource identification, key subcontractors, schedule, risk assessment, and long lead-time items.

• Production Facility Description: Details of available production facilities and capabilities, including subcontractors and manufacturing locations.

• Quality Assurance: Evidence of an effective QA program, including submittal of QA program/manual, implementing procedures, and organizational charts. Specific processes for training, material control, document management, M&TE calibration, configuration management, supplier evaluation, and internal process assessment are required.

• Contract Type: Firm Fixed Price.

• Period of Performance: Not explicitly stated, but delivery is expected by September 30, 2026.

• Estimated Value: Not stated.

• Quote Due Date & Time: March 13, 2026, 2:00 PM EST.

• Questions Due Date: February 26, 2026.

• Submission Method: Email submissions only, including the signed Quotation Pricing Sheet (Enclosure C). Emails to be sent to the Buyer/Contracts Specialist listed on page 1.

• Evaluation Criteria: Award will be made to the responsive and responsible Offeror submitting the lowest total price who meets all BSA qualifiers and technical requirements.

• Solicited for full and open competition.

• Small business subcontracting goals are provided as an example (Small Business 49%, Small Disadvantaged Business 5%, Women-Owned Business 5%, Hub Zone 3%, Veteran-Owned Business 3%, Service-Disabled Veteran-Owned Business 3%). Offerors exceeding $900,000 must submit a Small Business Subcontracting Plan.

• Brookhaven is a tax-exempt entity.

• Anticipated Freight Terms: FOB Destination, Freight Prepaid.

• Payment Terms: Net 10 (Small Business), Net 30 (Large Business).

• Offerors must be registered in the System for Award Management (SAM).

• Required forms include: Draft Contract (A), AMS Form 050 Reps and Certs (B), AMS Form 043 Quotation Pricing Sheet (C), Vendor ACH Authorization Form (D), W-9 Form (Domestic Vendors) (E), W-8 Form (Foreign Vendors) (F), and Subcontracting Plan Waiver (G).

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

This Statement of Work (SOW) outlines the requirements for the procurement of a Dilution Refrigerator for Superconducting Quantum Circuits (DRSQ) for the Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory. The DRSQ is intended to support near-quantum-limited characterization of quantum information circuits, including superconducting qubit and high-Q microwave resonators.

• Procurement of a cryogen-free ("dry") DRSQ system optimized for high-fidelity DC/RF measurements of superconducting circuits.

• The system must operate at temperatures as low as 10 millikelvin.

• It must enable integration of multiple RF (microwave and millimeter-wave) lines with cryogenic filtering and amplification.

• It must include sufficient DC wiring for device control and infrastructure for near-quantum-limited readout.

• Contractor responsibilities include engineering, purchase of materials, manufacturing, assembly, inspection, testing, delivery, installation, commissioning, and training.

• The Equipment must comply with all specification requirements and referenced safety codes and standards.

• Factory Acceptance Testing (FAT) at the contractor's facility is required to demonstrate full compliance with the SOW/Technical Specification.

• On-site Acceptance Testing at Brookhaven National Laboratory (BNL) is also required.

• Commissioning of the Equipment on site in its final configuration must be performed and agreed to by the Contractor.

• Delivery of the Equipment is scheduled for the 32nd week after contract award, but no later than 9/30/2026.

• Site Acceptance Test and Commissioning Report is due the 36th week after contract award.

• Installation activities will occur at BNL.

• Design and Review: Preliminary and Final Design Reports are required, including 3D depictions. BSA approval is required before proceeding with material orders.

• Manufacturing: An Acceptance Test Procedure (ATP) and Commissioning Reports are required.

• Management: A detailed Program/Manufacturing/Inspection/Test Plan, monthly progress teleconferences, and monthly performance reports are required.

• Documentation: Comprehensive documentation, including engineering drawings, End Item Documentation Package, and Operation and Maintenance Manuals, must be provided.

• Environment, Safety and Health (ESH): All work must comply with ESH requirements, including electrical safety (NRTL listing, NFPA 70, NFPA 70E), pressure safety (ASME B31.3), and fire safety.

• Quality Assurance: An effective QA program meeting ISO-9001 standards is required, along with a Certificate of Conformance for each shipment.

• Warranty: A one-year warranty on parts and labor is required, commencing with BSA's acceptance of the Equipment. Remote diagnosis and troubleshooting support is required within 24 hours during regular workdays.

Form / Attachment / Pricing Sheet

This document, "Supplier Quality Assurance Requirements (BNL-QA-101)", outlines the quality assurance requirements that suppliers must adhere to when specified in procurement documentation by Brookhaven National Laboratory (BNL). It details general and special requirements applicable to suppliers.

• General Requirements (Section 3.0): Covers supplier's quality system, assessment by buyer, change approval, responsibility for subcontractors and conformance, protection of material and equipment, M&TE calibration, and handling of suspect counterfeit parts.
• Special Requirements (Section 4.0): Details specific requirements that are applicable only when invoked in the procurement documentation. These include requirements for quality assurance programs, configuration control, process sheets, manufacturing/inspection/test plans, witness points, test procedures, special processes, end-item documentation, material traceability, and more.
• Specific Equipment Requirements: Includes detailed standards and regulations for various types of equipment such as hoisting and rigging, powered industrial trucks, aerial devices, and machine shop equipment.
• Nuclear (NQA-1) Requirements: Specific clauses are included for purchases related to nuclear applications, such as NQA-1 calibration services and right of access.

This document is critical for potential bidders as it defines the quality standards and compliance obligations they must meet if awarded a contract or purchase order. Bidders should carefully review these requirements to ensure they can comply, as failure to do so may impact proposal evaluation or contract performance. Specific clauses may need to be addressed in proposals or incorporated into the supplier's quality management system.

Contract / Solicitation

This document is a contract between Brookhaven Science Associates (BSA) and a contractor for 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 issued under a Prime Contract with the U.S. Department of Energy (DOE).

• Deliverable: One (1) Dilution Refrigerator.

• Due Date: September 30, 2026.

• Key Personnel: The contractor must designate a Project Manager and Lead Engineer(s).

• Contract Type: Firm Fixed Price.

• Overall Value: TBD (To Be Determined).

• Period of Performance: Effective from execution date through September 30, 2026.

• Invoicing: Invoices are to be submitted electronically in PDF format to apinvoices@bnl.gov. Payment terms are Net 30 for large businesses and Net 10 for small businesses.

• Final Invoice: Must be marked "FINAL" and submitted to BSA's Contractual Representative.

Not specified in this document.

• The contract incorporates BSA's General Terms and Conditions for Commercial Items (Rev 23.0 May 2025) by reference.
• Attachment (A) Brookhaven National Laboratory Scope of Work, Dilution Refrigerator for Superconducting Quantum Circuits (DRSQ) dated December 2025, and Attachment (B) BNL Supplier Quality Assurance Requirements (BNL-QA-101) are part of this contract.
• Detailed instructions for labeling, packing, and notification of shipments are provided, including specific requirements for heavy or oversized shipments and unacceptable packing materials.
• Contact information for BSA's Technical and Contractual Representatives is provided.

Form / Attachment / Pricing Sheet

This document, AMS-Form-050, is an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA). It is designed to gather essential registration information, representations, and certifications from offerors who provide or intend to provide goods or services to the U.S. Government (USG) under a contract.

• Section A.1: Business Information: Collects basic business name, address, contact information, and remittance details. It also includes fields for the Unique Entity Identifier (UEI) from SAM.gov, NAICS code, and physical/performance location information.
• Section A.2: Applicable Only to Small Business Offerors: Contains representations and certifications specifically for small businesses, including size standards, subcategories (e.g., Woman-Owned, HUBZone), and compliance with relevant FAR clauses.
• Section B: Additional Representations and Certifications: Includes certifications related to influencing federal transactions (FAR 52.203-11), reporting executive compensation (FAR 52.204-10), responsibility matters (FAR 52.209-5), previous contracts, affirmative action, and government property.
• Section C: Authorized Signature of Offeror: Requires the offeror's authorized representative to certify the accuracy of the information provided.

This form is critical for any vendor seeking to do business with BNL/BSA under a USG contract. Bidders must accurately complete all applicable sections to be considered eligible. Failure to provide accurate information or to certify as required may result in the offeror not being considered a small business or being deemed non-responsible. The information gathered here is used by BSA to ensure compliance with federal regulations and to assess the offeror's suitability for contract award.

Form / Attachment / Pricing Sheet

This document is a Vendor ACH Authorization Form required by Brookhaven National Laboratory (BNL)/Brookhaven Science Associates (BSA), managed under contract with the U.S. Department of Energy. It is used to authorize electronic payments via Automated Clearing House (ACH) to the vendor.

• Vendor Information: Requires Vendor/Company Name or DBA, Vendor Number (if applicable), and Tax ID Number (TIN).
• Depository Information: Requires Financial Institution name, Routing/Transit/ABA Number, and Checking Account Number.
• Authorization: A statement authorizing BNL/BSA to initiate ACH credit or correcting entries. The authorization remains in effect until written notification to terminate or modify is received by BNL/BSA.
• Authorized Representative Details: Requires the name of the authorized representative, their email, phone number, signature, and the date.

This form is essential for vendors who wish to receive payments electronically from Brookhaven National Laboratory/Brookhaven Science Associates. Bidders will need to complete and submit this form to facilitate payment processing if they are awarded a contract or purchase order.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by U.S. persons (including resident aliens) to provide their correct Taxpayer Identification Number (TIN) to a requester who is required to file an information return with the IRS. This form is also used to certify certain tax-related matters, such as non-backup withholding status and U.S. person status.

• Part I: Taxpayer Identification Number (TIN): Requires the individual or entity's name and TIN (Social Security Number, Employer Identification Number, or Individual Taxpayer Identification Number).
• Part II: Certification: Requires the individual or entity to certify their TIN is correct, that they are not subject to backup withholding, that they are a U.S. citizen or other U.S. person, and that FATCA reporting information is correct (if applicable).
• Lines 1-7: Collect identifying information such as name, address, city, state, and ZIP code.
• Specific Instructions: Provide detailed guidance on how to complete each section, including definitions of U.S. persons and explanations of various tax classifications and exemptions.

Bidders responding to a SAM.gov opportunity may be required to submit this form to the contracting agency or its designated representative. It is crucial for vendors to accurately complete and submit this form to ensure proper identification and to avoid potential issues such as backup withholding on payments. Failure to provide a correct TIN or to certify the required information can lead to delays in payment or other administrative complications.

Form / Attachment / Pricing Sheet

This document is IRS Form W-8BEN-E, "Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)." It is used by foreign entities to certify their status for U.S. tax withholding and reporting purposes, particularly concerning FATCA (Foreign Account Tax Compliance Act) and Chapter 4 status.

• Part I: Identification of Beneficial Owner: Collects basic information about the entity, including its name, country of incorporation, and Chapter 3 and Chapter 4 (FATCA) statuses.
• Parts II-XXIX: These sections allow the entity to claim specific statuses, such as being a disregarded entity, claiming tax treaty benefits, or qualifying for various "deemed-compliant" or "excepted" statuses under FATCA (e.g., Sponsored FFI, Active NFFE, Exempt Retirement Plans).
• Part XXX: Certification: The entity's authorized representative certifies the accuracy of the information provided and its status as a foreign person not effectively connected with a U.S. trade or business.

Foreign entities bidding on opportunities may be required to provide this form to the contracting agency (the withholding agent) to certify their tax status and potentially claim reduced withholding tax rates on payments made under the contract. Bidders should ensure they complete this form accurately to comply with U.S. tax regulations and avoid incorrect withholding.