Confocal Super Resolution Microscope

Questions & Answers / Clarifications

This document provides answers to bidder questions regarding proprietary and confidential information, and the handling of "not applicable" requirements for the 477108 Confocal Super Resolution Instrument solicitation.

• Proprietary/Confidential Information: Bidders may submit publicly available, non-proprietary, and non-confidential information for Sections 3.2, 3.5, 3.6, and 3.7. For proprietary, confidential, or export-controlled content, bidders can provide redacted versions, high-level summaries, or alternative documentation that demonstrates compliance and capability without disclosing sensitive details.
• Publicly Available Versions: If a publicly available version of requested proprietary documentation exists (e.g., for Sections 3.5.4 and 3.7), providing it is acceptable. For proprietary CAD models or native design files, bidders may submit general arrangement drawings, system-level block diagrams, equipment footprint drawings, and utility/interface requirements sufficient for facility planning, installation, and evaluation.
• "Not Applicable" Requirements: For Sections 3.5.4, 3.8, and similar requests, bidders can respond with "Not Applicable" (N/A) along with a brief explanation if a document, certification, test, or requirement does not apply to their proposed equipment or services. These responses will be considered acceptable if they clearly indicate the non-applicability.

These clarifications provide guidance on how bidders should handle sensitive information and non-applicable requirements, ensuring consistent and compliant proposal submissions.

Solicitation / RFP / RFQ

This solicitation (RFQ #477108) is for the procurement of a Super Resolution/Confocal Optical Microscope. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is requesting quotes for this non-commercial product. This announcement serves as the sole solicitation.

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

• Offerors must have previous experience fabricating and testing super resolution optical microscope systems of comparable complexity.

• Offerors must provide references for at least 3 successfully fabricated, tested, and delivered electron microscope systems of comparable complexity.

• Offerors must have a robust instrument service engineer network in the United States to provide maintenance and repairs during the initial warranty period.

• Offerors must have a robust Quality Assurance program and provide documentation of ISO 9001 certification or similar.

• Contract Type: Firm-Fixed Price

• Anticipated Delivery: 36 weeks after contract award.

• Payment Terms: Net 30 for Large Business/Foreign or Net 10 for Small Business.

• Questions Due Date: 21 May 2026

• Quote Due Date & Time: 8 June 2026

• Quotations must be submitted via email to the Buyer/Contracts Specialist listed on page 1, including the signed Quotation Pricing Sheet (Enclosure C).

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

• NAICS Code: 334516, with a size standard of 1000 employees.

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

• Small Business Subcontracting Plan may be required for offers exceeding $750,000 (BSA's goals are provided as an example).

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

• Brookhaven is a tax-exempt entity.

• The requirement is subject to FAR Part 25, Buy American Act.

• Required enclosures include: Draft Purchase Order/Contract, AMS Form 050 Reps and Certs, AMS Form 043 Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9 Form (Domestic Vendors), or W-8 Form (Foreign Vendors).

Contract / Statement of Work (SOW)

This document outlines the contract between Brookhaven Science Associates (BSA) and the Contractor for the provision of one Super Resolution/Confocal Optical Microscope. It incorporates by reference BSA's Attachment A Statement of Work (SOW) dated March 16, 2026, and Specification No. 1 dated April 13, 2026.

• Primary Deliverable: One Super Resolution/Confocal Optical Microscope.

• Technical Specifications: Work must adhere to BSA Attachment A Statement of Work and Specification No. 1.

• Deliverables Schedule: Includes Program Plan, Technical and Progress Teleconferences, Performance Reports, Preliminary and Final Technical Designs, Equipment Footprint and Laboratory Requirements, Manufacturing/Inspection/Test Plan, Installation Work Plan, Factory Acceptance Testing, Delivery of Instrument, and Site Acceptance Test and Commissioning Report.

• Key Milestones: Specific due dates are outlined for Preliminary Technical Design (4th week after award), Final Technical Design (5th week), Factory Acceptance Testing (30th week), Delivery (32nd week), Commissioning (35th week), Training (35th week), and End Item Documentation Package (35th week).

• Contract Type: Firm Fixed Price.

• Overall Value: To Be Determined (TBD).

• Period of Performance: Effective upon execution, remains in effect through TBD.

• Payment Schedule: Milestone-based payments tied to acceptance of key deliverables.

• Technical Performance: Contractor is responsible for engineering, manufacturing, assembly, testing, delivery, installation, commissioning, and training.

• Acceptance Testing: Factory Acceptance Testing (FAT) at contractor's facility and Site Acceptance Testing (SAT) at BNL are required.

• Documentation: Comprehensive documentation package required, including technical manuals, drawings, test reports, and certificates.

Not specified in this document.

• The contract incorporates by reference various BSA General Terms and Conditions, Supplemental Terms and Conditions, and specific attachments (SOW, Specification No. 1, BNL QA 101).
• Freight terms are FOB BSA National Laboratory.
• Detailed labeling, packing, and notification requirements are provided.
• Authorized representatives for both BSA and the Contractor are identified.

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 necessary registration information and additional representations and certifications from Offerors who currently provide or intend to provide goods or services in support of a U.S. Government (USG) contract.

• Section A.1: Business Information: Collects basic business name, address, contact information, and Unique Entity Identifier (UEI) from SAM.gov. It also captures physical location and primary performance location.
• Section A.2: Applicable Only to Small Business Offerors: Requires small businesses to certify their status and select relevant subcategories (e.g., Woman-Owned, HUBZone, 8(a)). It references FAR 52.219-1 for detailed small business program representations.
• Section B: Additional Representations and Certifications: Includes clauses related to:
  • FAR 52.203-11: Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions.
  • FAR 52.204-10: Reporting Executive Compensation and First-Tier Subcontract Awards.
  • FAR 52.209-5: Certification Regarding Responsibility Matters.
  • FAR 52.209-7: Information Regarding Responsibility Matters.
  • FAR 52.222-22: Previous Contracts and Compliance Reports.
  • FAR 52.222-25: Affirmative Action Compliance.
  • Government Property Certification.
  • FAR 52.225-1 & 52.225-9: Buy American Supplies and Construction Materials.
• Section C: Authorized Signature of Offeror: Requires the Offeror's authorized representative to certify the accuracy of the information provided.

This form is crucial for any Offeror seeking to do business with BNL/BSA under a USG contract. Completing this form accurately is a prerequisite for consideration. It requires bidders to provide detailed information about their business status, compliance with federal regulations, and certifications regarding their eligibility and responsibility. Failure to complete this form correctly may result in the Offeror not being considered for awards.

Form / Attachment / Pricing Sheet

This document is a Quotation/Proposal Pricing Sheet (AMS Form 043) for Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates (BSA). It is used by potential bidders to submit pricing information in response to Request for Quotation/Proposal No. 477108 for a Super Resolution/Confocal Optical Microscope.

• Milestone Pricing: Bidders must provide the amount for each listed milestone, including preliminary technical design, final technical design, factory acceptance test, delivery to BNL, commissioning, training, and delivery of end-item documentation.
• Total Price: The total price must be in U.S. Dollars and inclusive of all taxes, fees, customs, duties, and other charges.
• Price Validity: The submitted price must remain firm for 90 days.
• Delivery Terms: Delivery is FOB Destination, Freight Prepaid.
• Payment Terms: Net 30 days for Large or Foreign Businesses, and Net 10 days for Small Businesses.
• Country of Origin/Manufacture: Requires insertion of place, HTS CODE, and export control POC details if outside the U.S.
• Commercial Status: Bidders must indicate if the item is a standard catalog item, modified catalog item, or non-commercial item.
• Delivery Timeline: Bidders must confirm they can meet the listed delivery timeline or provide forecasted dates.
• Company Information: Requires company name, signature, email, typed name, SAM UEI #, title, telephone number, and date.

This form is critical for bidders to detail their pricing structure according to BNL's requirements. It outlines specific payment and delivery terms, requires confirmation of delivery timelines, and necessitates the submission of detailed milestone costs. Bidders must complete and submit this form accurately to be considered for the opportunity. It also requires affirmation of SAM registration and agreement to BSA's terms and conditions.

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 (ACH credit entries) or corrections to a vendor's 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 authorizing BNL/BSA to initiate ACH credit or correcting entries. This authorization remains in effect until written notification to terminate or modify is received by BNL/BSA.
• Authorized Representative Information: Fields for the representative's name, email, phone number, signature, and date.

Vendors responding to opportunities managed by BNL/BSA may be required to complete and submit this form to facilitate electronic payment processing. It is essential for vendors to provide accurate banking and identification details for successful payment transactions.

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 entities that are required to file information returns with the IRS. This form is typically provided to a "requester" (e.g., a government agency or a company) who will use the TIN to report payments made to the individual or entity.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN) or Employer Identification Number (EIN).
• 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: Collects name, business name (if applicable), address, city, state, and ZIP code.
• Line 3a: Asks for the federal tax classification of the entity/individual (e.g., Individual/sole proprietor, C corporation, S corporation, Partnership, LLC, Trust/estate).
• Line 4: Allows for exemption codes if applicable for backup withholding or FATCA reporting.

Vendors responding to a government opportunity may be required to submit this form to the contracting agency or its designated payment office. This ensures the government can correctly report payments made to the vendor for services rendered under the contract. Failure to provide a correct TIN can result in backup withholding of 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 4 status.

• Part I: Identification of Beneficial Owner: Collects basic identifying information about the foreign 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 receiving payment 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-XXX): These sections detail various specific statuses and certifications for different types of foreign entities, such as Sponsored FFI, Certified Deemed-Compliant FFIs, Nonreporting IGA FFI, International Organizations, Exempt Retirement Plans, and various types of Nonfinancial Entities (NFFEs).
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided.

Foreign entities bidding on this opportunity will likely need to complete and submit this form to the contracting agency or withholding agent to certify their foreign status and potentially claim tax treaty benefits, thereby ensuring correct tax withholding on payments made under the contract. Understanding the entity's specific Chapter 4 status is crucial for compliance with FATCA regulations.

Contract / Statement of Work (SOW)

This document outlines the contract between Brookhaven Science Associates (BSA) and a contractor for the provision of one Super Resolution/Confocal Optical Microscope (SRM). It details the scope of work, period of performance, payment terms, and various requirements for the procurement and delivery of the SRM.

• SRM System: Procurement of an advanced, fully integrated confocal and super-resolution (STED) microscopy system with fluorescence lifetime imaging (FLIM/FCS) functionality.

• Capabilities: The system must combine confocal, FLIM, and STED modalities, offer tunable excitation (450-780 nm) and detection (400-850 nm), support live-cell imaging, and provide super-resolution imaging (~30 nm lateral resolution).

• Deliverables: Includes a Program Plan, Technical and Progress Teleconferences, Performance Reports, Preliminary and Final Technical Designs, Equipment Footprint and Laboratory Requirements, Manufacturing/Inspection/Test Plan, Installation Work Plan, Factory Acceptance Testing, Delivery of the Instrument, Site Acceptance Test and Commissioning Report, and Training.

• Documentation: Comprehensive documentation package including Acceptance Test Reports, manuals, manufacturing data, and specifications.

• Contract Type: Firm Fixed Price.

• Period of Performance: To be determined (TBD).

• Payment: Milestone-based payments upon receipt and approval of certified invoices.

• Freight Terms: FOB BSA National Laboratory.

• Technical Specifications: Work must adhere to BSA Attachment A Statement of Work dated 16 March 2026 and Specification No. 1 dated 13 April 2026.

• Acceptance: Final acceptance contingent on BSA data review and written approval.

Not specified in this document.

• The contract incorporates Brookhaven Science Associates General Terms and Conditions for Commercial Items and Services, and Non-Commercial Items.
• Detailed shipping, labeling, and packing requirements are provided.
• A one-year warranty on major components is required.

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA) for offerors providing goods or services in support of a U.S. Government (USG) Contract. It is designed to gather necessary registration information and additional representations and certifications from potential vendors.

• Section A.1: Business Information: Collects basic business name, address, contact information, Unique Entity Identifier (UEI) from SAM.gov, and parent NAICS code.
• Section A.2: Applicable Only to Small Business Offerors: Contains representations and certifications specific to small business concerns, including various subcategories (Woman-Owned, Service-Disabled Veteran-Owned, HUBZone, etc.) and references FAR 52.219-1.
• Section B: Additional Representations and Certifications: Includes clauses related to lobbying (FAR 52.203-11), executive compensation reporting (FAR 52.204-10), responsibility matters (FAR 52.209-5), 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 vendor wishing to do business with BNL/BSA under a USG contract. Bidders must accurately complete all relevant sections to demonstrate their eligibility, compliance, and business status. Failure to complete this form correctly or providing inaccurate information could result in disqualification or render the offeror non-responsible. The information provided here will be used by BSA to assess the offeror's qualifications and compliance with federal regulations.

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 make payments to the vendor via Automated Clearing House (ACH) credit entries or to correct such entries.

• 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 transactions and the conditions for termination or modification.
• Authorized Representative Details: Fields for the representative's name, email, phone, signature, and date.

Vendors responding to opportunities managed by BNL/BSA may be required to complete and submit this form as part of the contract process, likely for payment purposes. It outlines the necessary banking and identification information required for electronic fund transfers.

Form / Attachment / Pricing Sheet

This document is a "Quotation/Proposal Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) required for Brookhaven Science Associates (BSA) Request for Quotation/Proposal No. 477108, concerning a "Super Resolution/Confocal Optical Microscope." It serves as a template for bidders to submit their pricing and related information.

• Milestone Pricing: Bidders must provide pricing for specific milestones, including preliminary and final technical design acceptance, factory acceptance test report, delivery to BNL, commissioning, training, and delivery of end-item documentation.
• Total Price: A section to enter the total price in U.S. Dollars, inclusive of all taxes and charges.
• Price Validity: The submitted price must remain firm for 90 days.
• Delivery Terms: FOB Destination, Freight Prepaid.
• Payment Terms: Net 30 for Large or Foreign Businesses, Net 10 for Small Businesses.
• Country of Origin/Manufacture: Requires insertion of this information and the Item HTS CODE.
• Export Control POC: Contact information is required if the country of origin/manufacture is outside the U.S.
• Company Information: Fields for company address, signature, email, typed name, SAM UEI #, title, and telephone number.
• Commercial Status: Bidders must indicate if the item is a standard catalog item, modified catalog item, or non-commercial item.
• Delivery Timeline Confirmation: A checkbox to confirm ability to meet the draft contract delivery timeline, with a field for forecasted dates if unable.

This form is critical for bidders to accurately quote their pricing and confirm their understanding and agreement with BSA's terms, conditions, and delivery schedule. Completing this form signifies concurrence with BSA's requirements. Bidders must also affirm their SAM registration and provide required certifications, including commercial item status and delivery timeline confirmation. The SAM UEI # is a required field for submission.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by entities and individuals 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 used to report amounts paid to the individual or entity.

• 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: Requires the individual or entity to certify that the TIN provided 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 code information is correct if applicable.
• Lines 1-7: Collects name, business name (if applicable), address, city, state, ZIP code, and account number(s).
• Line 3a: Asks for federal tax classification (Individual/sole proprietor, C corporation, S corporation, Partnership, LLC, Trust/estate).
• Line 3b: For partnerships, trusts, or estates with foreign partners/owners/beneficiaries.
• Line 4: For exemptions from backup withholding or FATCA reporting.

Vendors responding to SAM.gov opportunities may be required to provide this form to the government agency if they are selected for an award or as part of the contracting process. It is essential for domestic vendors to accurately complete this form to ensure proper payment and tax reporting by the government. Failure to provide a correct TIN can lead to backup withholding or other penalties.

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.
• Subsequent Parts (II-XXX): These sections allow the entity to provide detailed information and certifications regarding its status, such as:
  • Disregarded Entity or Branch status
  • Claim of Tax Treaty Benefits
  • Sponsored FFI status
  • Various "Deemed-Compliant" statuses (e.g., Nonregistering Local Bank, Low-Value Accounts, Closely Held Investment Vehicle, Limited Life Debt Investment Entity)
  • Specific entity types (e.g., Nonreporting IGA FFI, International Organization, Exempt Retirement Plans, Territory Financial Institution, Excepted Nonfinancial Entities)
  • Publicly Traded NFFE, Active NFFE, Passive NFFE status
  • Substantial U.S. Owners of Passive NFFE
• Part XXX: Certification: A final section for the beneficial owner to certify the accuracy and completeness of the information provided.

Foreign entities bidding on this opportunity may be required to complete and submit this form to the contracting agency or withholding agent to certify their tax status and potentially claim reduced withholding tax rates on payments made under the contract. Understanding the entity's Chapter 4 status is crucial for compliance with U.S. tax regulations. Bidders should consult the IRS instructions for Form W-8BEN-E for detailed guidance on completion.