Bluefors System Wires

Contract

This document is a contract between Brookhaven National Laboratory (BSA) and a contractor for the provision of specific "Bluefor" items, which are described as DC and RF installation sets and upgrades. The contract is managed by Brookhaven Science Associates, LLC, acting under a prime contract with the U.S. Department of Energy.

• Fabrication of DC and RF wiring connections for a dilution refrigerator in the QIST lab.

• Includes adapters for different temperature stages and signal attenuators.

• Connecting electronics from room to cryo temperature while maintaining signal-to-noise ratios.

• Specific items include:

  • DC Installation Set: KF40 flange 1x Fischer
  • 12x TWP Cu RT to 4K 12x NbTi/CuNi 4K to MXC
  • Shielding for 12 twisted wire pairs
  • Upgrade DC Installation Set from KF40 to CF40
  • RF Installation Set KF40 4x SMA RT-4K
  • RF Installation Set KF40 4x SMA 4K-MXC
  • Semi-rigid Coaxil Lines (18GHz)
  • Upgrade RF Installation set from KF40 to CF40

• All work to be conducted in accordance with the attached BSA Statement of Work dated 8/11/2025.

• Contract Type: Firm Fixed Price

• Overall Value: TBD

• Period of Performance: Effective upon execution by both parties, remaining in effect through 14 weeks ARO (After Receipt of Order).

• Payment: Made upon receipt and approval of certified invoices, with a milestone payment schedule (Receipt of all items, Installation and BSA acceptance). Payment terms are Net XX (30 for large businesses, 10 for small businesses).

• Not applicable for this contract document.

• Not specified in this document.

• The contract incorporates Brookhaven Science Associates, LLC, General Terms and Conditions for Non-Commercial Items (Rev.23, May 2025) by reference.

• Attached documents include: Attachment A Statement of Work dated 8/11/2025 and Attachment B BNL QA 101.

• Detailed instructions for labelling, packing, and notification are provided, including requirements for shipments heavier than 3,000 lbs or longer than 8 feet.

• Specific contacts are listed for BSA's Technical and Contractual Representatives.

Form / Attachment

This document, AMS-FORM-050 "ANNUAL REPRESENTATIONS & CERTIFICATIONS," is a mandatory form for all Offerors doing business with Brookhaven National Laboratory (BNL/BSA). Its purpose is to efficiently gather required registration data, business information, and various certifications from Offerors, particularly those providing goods or services in support of U.S. Government (USG) contracts.

• Section A.1: Business Information: Collects basic business name, address, contact information, Unique Entity Identifier (UEI) from SAM.gov, main NAICS Code, physical and primary performance locations, and initial business size classification (Large, Small, Foreign Entity, etc.).

• Section A.2: Applicable Only to Small Business Offerors: Requires small business Offerors to provide specific subcategory representations (e.g., Woman-Owned, Service-Disabled Veteran-Owned, HUBZone, 8(a)) and related certifications, including acknowledgments of SAM.gov registration and compliance with FAR 52.219-1.

• Section B: Additional Representations and Certifications Required for Work Under U.S. Government Prime Contracts: This section includes various FAR-mandated certifications for Offerors supporting USG contracts, covering:

  • Lobbying activities (FAR 52.203-11).
  • Reporting executive compensation and first-tier subcontract awards (FAR 52.204-10).
  • Total compensation of executives, including disclosure thresholds (FAR 52.204-10).
  • Responsibility matters, including debarment, convictions, civil judgments, delinquent Federal taxes, and contract terminations for default (FAR 52.209-5 and FAR 52.209-7).
  • Previous contracts, compliance reports, and affirmative action compliance (FAR 52.222-22, FAR 52.222-25).
  • Government property certification (B.8).
  • Buy American certifications for supplies and construction materials (FAR 52.225-1, FAR 52.225-9).

• Section C: Authorized Signature of Offeror: Requires an authorized representative's signature, certifying the accuracy of the information and acknowledging penalties for misrepresentation.

• All Offerors must complete Sections A.1 and C.

• Small Business Offerors must also complete Section A.2.

• Offerors providing goods/services for USG contracts must complete Section B.

• Offerors must check appropriate boxes and fill in all requested information accurately.

• Immediate written notice to BSA is required if any representations or certifications change during the period of performance.

This form is critical for all potential vendors as it collects essential information required for doing business with BNL/BSA, especially for opportunities related to U.S. Government contracts. Accurate and complete submission is necessary for an Offeror to be considered for an award and to ensure compliance with federal regulations. Failure to provide accurate information or update changes can lead to non-consideration, penalties, or contract termination.

Form / Attachment / Pricing Sheet

This document is a Quotation Pricing Sheet (Form No. AMS-Form-043, Revision No. 0.1) used in conjunction with Brookhaven National Laboratory's Request for Quotation (RFQ) No. 467962 for "Bluefors System Wires or equivalent". It serves as a template for vendors to submit their pricing and terms.

• RFQ Reference: BSA Request for Quotation No. 467962
• Item: Specifies "Milestone" (Receipt of all items) and associated "Amount" and "Funded Amount".
• Total Price: A field for the vendor to enter the total price.
• Price Firmness: Requires the vendor to state for how many days the price will remain firm.
• Delivery and Payment Terms: Requires specification of FOB Destination or DAP, and Net 10 or 30 days.
• Place of Manufacture: A field for the vendor to insert the place of manufacture.
• Concurrence: Requires the vendor's company name, signature, address, typed name, title, telephone number, and date to acknowledge agreement with BSA's requirements, terms, conditions, and delivery schedule.

Bidders must complete and submit this form as part of their quotation. It requires them to provide specific pricing, delivery, and payment details, and to formally agree to the terms and conditions of the solicitation. Failure to complete this form accurately may impact the evaluation of their quote.

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 exemption from backup withholding and FATCA reporting.

• Part I: Taxpayer Identification Number (TIN): Requires the individual's or entity's name and TIN (Social Security Number, Individual Taxpayer Identification Number, or Employer Identification Number).
• Part II: Certification: Requires the individual or entity to certify that the TIN provided is correct, that they are not subject to backup withholding (or are exempt), and that they are a U.S. person.
• Lines 1-7: Collect identifying information such as name, address, city, state, and ZIP code.
• Line 3a: Specifies the federal tax classification of the entity/individual.
• Line 4: Allows for exemption codes for backup withholding and FATCA reporting.

Bidders may be required to complete and submit this Form W-9 to the government agency if they are selected for an award or if it is requested as part of the proposal submission process. It is essential for ensuring correct tax reporting and avoiding backup withholding on payments. Failure to provide a correct and complete Form W-9 can lead to penalties or delays in payment.

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 authorizes BNL/BSA to initiate Automated Clearing House (ACH) credit entries or correcting entries for payments to the vendor's designated bank account.

• 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 confirming the vendor's authorization for ACH payments and the conditions for termination or modification, referencing NACHA (National Automated Clearing House Association) law.
• Authorized Representative Details: Fields for the representative's name, email, phone number, signature, and date.

This form is essential for vendors who are awarded contracts or opportunities requiring electronic payments. Bidders must complete and submit this form accurately to facilitate payment processing by BNL/BSA. Failure to provide this information may delay or prevent payments.

Form / Attachment / Pricing Sheet

This document is 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 3 status.

• Part I: Identification of Beneficial Owner: Collects basic identifying information about the entity, including its name, country of incorporation, and Chapter 3 and Chapter 4 (FATCA) statuses.
• Part II: Disregarded Entity or Branch Receiving Payment: Used if the beneficial owner is a disregarded entity or a branch of a foreign financial institution (FFI).
• Part III: Claim of Tax Treaty Benefits: Allows entities to claim benefits under a U.S. income tax treaty.
• Subsequent Parts (IV-XXIX): Provide detailed certifications for various types of foreign financial institutions (FFIs) and non-financial foreign entities (NFFEs) to establish their specific FATCA status (e.g., Sponsored FFI, Certified Deemed-Compliant FFI, Active NFFE, Passive NFFE).
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided.

This form is crucial for any entity that is a beneficial owner of income from U.S. sources and is not a U.S. person. Bidders responding to opportunities that involve payments to foreign entities will need to understand and potentially provide this form to the government (as the withholding agent) to ensure correct tax treatment and avoid backup withholding. It helps the government determine the appropriate U.S. tax withholding rate based on the entity's status and any applicable treaty benefits.

Solicitation / RFP / RFQ

This is a solicitation for commercial products or services for "Bluefors System Wires and Flanges" from Brookhaven Science Associates, LLC (BSA), operator of Brookhaven National Laboratory for the U.S. Department of Energy (DOE). This announcement serves as the only solicitation, and a written solicitation will not be issued.

• Offerors must furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Purchase Order/Contract (Enclosure A).

• Any alternate products offered must have equivalent or greater performance parameters than specified. Documentation must be provided to demonstrate equivalency.

• Offerors must name the manufacturer, include the manufacturer part number, and submit a detailed specification data sheet and test report for the product offered.

• Contract Type: Firm-Fixed Price.

• Anticipated Delivery: 14 weeks after receipt of order.

• Payment Terms: Net 30 for Large Business.

• Freight Terms: FOB Destination, Freight Prepaid.

• Quotes must be received no later than February 10, 2026, at 1600.

• Email submissions are required and must include the signed Quotation Pricing Sheet (Enclosure C).

• Award will be made to the responsive and responsible Offeror submitting the lowest total price that meets all technical requirements.

• Offerors taking exceptions to BSA terms & conditions or failing to provide all requirements may be deemed non-responsive.

• NAICS Code: 335931.

• Size Standard: 600 employees.

• Procurement is for full and open competition.

• Offerors must be registered in the System for Award Management (SAM) with a Unique Entity ID number (UEI #), unless a foreign vendor.

• Foreign vendors must complete AMS-Form-050 (Enclosure B).

• Questions Due Date: February 2, 2026.

• Enclosures include: Draft Purchase Order/Contract, AMS Form 050 Reps and Certs, Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9 Form (Domestic Vendors), and W-8 Form (Foreign Vendors).

Solicitation / RFP / RFQ

This solicitation (RFQ Number 467962) is for commercial products or services, specifically "Bluefors System Wires and Flanges," as outlined in the Draft Purchase Order/Contract (Enclosure A). Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is requesting quotes.

• Offerors must furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Purchase Order/Contract.

• Alternate products offered must have equivalent or greater performance parameters than specified. Documentation must be provided to demonstrate equivalency.

• Offerors must name the manufacturer, include the manufacturer part number, and submit a detailed specification data sheet and test report for the product offered.

• The procurement is subject to FAR Part 25, Buy American Act. The country of manufacture must be provided if foreign end products are proposed.

• Contract Type: Firm-Fixed Price.

• Anticipated Delivery: 14 weeks after receipt of order.

• Payment Terms: Net 30 for Large Business.

• Freight Terms: FOB Destination, Freight Prepaid.

• Questions Due Date: January 26, 2026.

• Quote Due Date & Time: February 9, 2026, at 1600.

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

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

• NAICS Code: 335931.

• Size Standard: 600 employees.

• This procurement is being solicited for full and open competition.

• Offerors must be registered in the System for Award Management (SAM) and affirm their Representations and Certifications are accurate and up-to-date.

• Enclosures include: Draft Purchase Order/Contract (A), AMS Form 050 Reps and Certs (B), Quotation Pricing Sheet (C), Vendor ACH Authorization Form (D), W-9 Form (E), and W-8 Form (F for foreign vendors).

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by individuals and entities 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 essential for reporting payments made to the individual or entity, such as interest, dividends, or nonemployee compensation.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), or Employer Identification Number (EIN).
• Part II: Certification: The individual or entity certifies that the TIN provided is correct, that they are not subject to backup withholding (or are exempt), and that they are a U.S. person.
• Lines 1-7: Collects name, business name (if applicable), address, city, state, ZIP code, and account number(s).
• Line 3a: Requires the selection of the federal tax classification (e.g., Individual/sole proprietor, C corporation, S corporation, Partnership, LLC, Trust/estate).
• Line 3b: Used by partnerships, trusts, or estates to indicate if they have foreign partners, owners, or beneficiaries.
• Line 4: Used to claim exemptions from backup withholding or FATCA reporting.

Bidders will likely need to complete and submit this Form W-9 to the government or prime contractor if they are selected for an opportunity. It is crucial for ensuring correct payment processing and tax reporting. Failure to provide a correct TIN can lead to backup withholding at the statutory rate (currently 24%) on payments. Bidders must ensure the information provided on this form accurately reflects their business entity and tax status.

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).

• 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 entries or correcting entries to the specified account. The authorization remains in effect until written notification to terminate or modify is received by BNL/BSA. It also notes that credit authorizations may be revoked only by notification of the originator as per NACHA law.
• Authorized Representative Details: Fields for the representative's name, email, phone number, signature, and date.

Bidders may be required to complete and submit this form as part of the contracting process to facilitate electronic payments. It is essential for vendors to provide accurate banking and identification information for payment processing.

Form / Attachment / Pricing Sheet

This document is a Quotation Pricing Sheet (AMS-Form-043, Revision 0.1) for Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates, LLC. It is used by potential bidders to submit their pricing for the "Bluefors System Wires or equivalent" as referenced in BSA Request for Quotation No. 467962.

• Quotation Number and Date: Fields to be filled in by the bidder.
• Itemized Pricing: A table with columns for Item, Milestone, Amount, and Funded Amount. Currently, only Item 1 is listed with placeholders for milestones.
• Total Price: A field for the bidder to enter the total price.
• Price Validity: A field to specify the number of days the price will remain firm.
• Delivery and Payment Terms: Fields to specify FOB Destination or DAP, and Net 10 or 30 Days.
• Place of Manufacture: A field for the bidder to indicate the location of manufacture.
• Bidder Information: Fields for Company Name, Signature, Address, Typed Name, Title, Telephone Number, and Date.

Bidders must complete and submit this form as part of their quotation. It requires them to detail their pricing, delivery, and payment terms, and to confirm their agreement with BNL's requirements, terms, conditions, and delivery schedule. The form serves as the official record of the bidder's pricing proposal for the specified items.

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is an "Annual Representations & Certifications" form required for offerors providing goods or services in support of U.S. Government (USG) contracts. It is designed to gather necessary registration information and additional representations and certifications from offerors.

• 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 addresses.
• Section A.2: Applicable Only to Small Business Offerors: Contains representations and certifications specifically for small businesses, including various subcategories (Woman-Owned, Service-Disabled Veteran-Owned, HUBZone, etc.) and references to relevant FAR clauses.
• Section B: Additional Representations and Certifications Required for Work Under U.S. Government Prime Contracts: Includes certifications related to lobbying activities (FAR 52.203-11), reporting executive compensation (FAR 52.204-10), responsibility matters (FAR 52.209-5 and FAR 52.209-7), previous contracts and compliance (FAR 52.222-22), affirmative action (FAR 52.222-25), government property, and Buy American provisions (FAR 52.225-1, FAR 52.225-9).
• 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 potential bidder responding to a solicitation that requires these representations and certifications. Offerors must accurately complete all applicable sections to be considered eligible for award. Failure to complete or accurately provide this information may result in the offeror being deemed non-responsible or ineligible for contract award. The form requires detailed information about the business, its size status, and compliance with various federal regulations and certifications.

Form / Attachment / Pricing Sheet

This document is Form W-8BEN-E, "Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities)". It is used by 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.
• Part II: Disregarded Entity or Branch Receiving Payment: Used if the entity is a disregarded entity or a branch of a foreign financial institution (FFI).
• Part III: Claim of Tax Treaty Benefits: Allows entities to claim benefits under a U.S. tax treaty.
• Subsequent Parts (IV-XXX): These parts cover various specific statuses and certifications for different types of entities, such as Sponsored FFI, Certified Deemed-Compliant FFIs, Exempt Retirement Plans, Nonfinancial Entities, and more. Each part requires specific certifications based on the entity's classification.
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided and authorizes its disclosure.

This form is crucial for any entity that is a beneficial owner of income from U.S. sources and needs to establish its status to determine U.S. tax withholding requirements. Bidders may be required to provide this form to the contracting agency (withholding agent) to avoid backup withholding or to claim reduced withholding rates under tax treaties. Understanding the entity's classification on this form is essential for compliance with U.S. tax regulations.

Contract

This document is a contract between Brookhaven National Laboratory (BSA) and a contractor for the provision of specific "Bluefor" items. BSA is acting under a Prime Contract with the U.S. Department of Energy (DOE).

• DC Installation Set: Kf40 flange 1x Fischer

• 12x TWP Cu RT to 4K 12x NbTi/CuNi 4K to MXC

• Shielding for 12 twisted wire pairs

• Upgrade the DC Installation Set from KF40 to CF40

• RF Installation Set KF40 4x SMA RT-4K

• RF Installation Set KF40 4x SMA 4K-MXC

• Semi-rigid Coaxil Lines (18GHz)

• Upgrade the RF Installation set from KF40 to CF40

• Contract Type: Firm Fixed Price

• Overall Value: TBD

• Period of Performance: Effective upon execution, remains in effect through 14 weeks ARO (After Receipt of Order).

• Deliverables are due 14 Weeks ARO.

• Payment is made upon receipt and approval of certified invoices.

• Payment terms are Net XX (30 for large businesses, 10 for small businesses).

• Invoices should be directed to BSA's Accounts Payable Department, preferably electronically.

Not specified in this document.

• All work must be conducted in accordance with the attached BSA Statement of Work dated 8/11/2025.
• Detailed instructions for labelling, packing, and notification are provided, including requirements for shipments over 3,000 lbs, radioactive shipments, and ocean shipments.
• Brookhaven Science Associates, LLC General Terms and Conditions for Non-Commercial Items (Rev. 23, May 2025) are incorporated by reference.
• Attachment A (Statement of Work dated 8/11/2025) and Attachment B (BNL QA 101) are part of this contract.