Fiber Seed Oscillator

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products, serving as the sole solicitation for a fiber seed oscillator. Brookhaven Science Associates (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy, is requesting quotes.

• Procurement of a fiber seed oscillator.

• Offerors must demonstrate proven capability in manufacture, assembly, testing, and delivery of comparable fiber seed oscillators. Demonstration models or first-of-a-kind units without substantial field deployment are not acceptable.

• Offerors must provide references for at least two successfully delivered systems and supporting documentation (e.g., sales history, performance data).

• A completed Compliance Matrix (Enclosure G) is required, identifying each technical performance requirement and its verification method.

• Electrical and utility requirements for the oscillator, power supply, and controller must be specified, noting any requirements beyond standard US 120 VAC, 60 Hz line power.

• The Buy American Act applies.

• Contract Type: Firm-fixed price.

• Payment Terms: Net 10 (small business), Net 30 (large business).

• Anticipated Delivery: 20-33 Weeks.

• Brookhaven is a tax-exempt entity.

• Questions Due Date: June 15, 2026, 4:00 PM EST.

• Quote Due Date & Time: June 29, 2026, 4:00 PM EST.

• Submission Method: Email only, including the signed Quotation Pricing Sheet (Enclosure C).

• Award Basis: To the responsive and responsible Offeror submitting the lowest total price who meets all technical requirements.

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

• NAICS Code: 334516.

• Size Standard: 1,000 employees.

• Offerors must be registered in the System for Award Management (SAM.gov) and have their Unique Entity ID (UEI).

• Foreign vendors are not required to register in SAM but must complete AMS-Form-050 (Enclosure B).

• The parts or model numbers listed are for reference only; equivalent or greater performance parameters are acceptable for alternate products, with supporting documentation required.

• Enclosures include: Draft Contract, AMS Form 050 Reps and Certs, Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9/W-8 Forms, and Compliance Matrix.

Contract / Statement of Work (SOW)

This document outlines a contract between Brookhaven Science Associates (BSA) and a contractor for the delivery of a "modelocked, femtosecond fiber seed oscillator." This oscillator is intended for use in the Brookhaven National Laboratory (BNL) Accelerator Test Facility (ATF) to replace a failed unit and support advanced laser R&D experiments.

• Deliverable: One modelocked, femtosecond fiber seed oscillator.

• Manufacturing: Must satisfy requirements for the ATF application.

• Delivery: To Brookhaven National Laboratory (BNL).

• Evaluation: Must be evaluated for suitability by BNL.

• Reports/Deliverables: Test Results for the Fiber Seed Oscillator are due 2 weeks before delivery.

• Attachments: The contract incorporates by reference the "Statement of Work dated May 15, 2026," "Technical Specifications dated May 2026," and "BNL-QA-101."

• Contract Type: Firm Fixed Price.

• Overall Value: To Be Determined (TBD).

• Period of Performance: Effective from date of execution through TBD.

• Contract Number: 477007.

• Proposal Submission: Not applicable to this document, as it is a contract.

• Evaluation: The delivered oscillator will be evaluated for suitability.

• Not specified in this document.

• The contract is between BSA and the Contractor, with BSA acting under a Prime Contract with the U.S. Department of Energy (DOE).

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

• Detailed shipping, labeling, packing, and notification requirements are provided.

• Authorized representatives for both BSA and the Contractor are listed, with some details TBD.

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 data, representations, and certifications from Offerors who currently provide or intend to provide goods or services in support of U.S. Government (USG) contracts.

• Section A.1: Business Information: Collects basic business name, address, contact information, and Unique Entity Identifier (UEI) from SAM.gov. It also captures primary business location and NAICS code.
• Section A.2: Applicable Only to Small Business Offerors: Requires small businesses to certify their size 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 (e.g., debarment, suspension, delinquent taxes).
  • FAR 52.209-7: Information Regarding Responsibility Matters.
  • FAR 52.222-22: Previous Contracts and Compliance Reports.
  • FAR 52.222-25: Affirmative Action Compliance.
  • FAR 52.225-1 & 52.225-9: Buy American Supplies/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 critical for any Offeror seeking to do business with BNL/BSA under USG contracts. Completing it accurately and thoroughly is a prerequisite for consideration. Bidders must provide detailed information about their business status, certifications, and compliance with various federal regulations. Failure to complete this form correctly or accurately may result in the Offeror being deemed non-responsible or ineligible for award.

Form / Attachment / Pricing Sheet

This document is a Quotation Pricing Sheet (Form No. AMS-Form-043, Revision No. 0.1) for Brookhaven National Laboratory (Brookhaven Science Associates, LLC) related to Request for Quotation No. 477007 for a "Ti:Sa Fiber Seed Oscillator". Bidders are required to complete and submit this form as part of their quotation.

• Quotation Number and Date: To be filled in by the bidder.
• Line Item: Description (Fiber Seed Oscillator), Quantity (1), Unit of Measure (Each), Unit Price, Delivery Date, and Total Price.
• Price Firmness: Bidder must specify the number of days the submitted price will remain firm.
• Terms of Delivery: Bidder must specify either DAP or FOB Destination.
• Payment Terms: Bidder must specify Net 30 Days or Net 10 Days (for small businesses).
• Place of Manufacture: Bidder must insert the place of manufacture.
• Company Information: Bidder must provide Company Name, Signature, Address, Typed Name, Title, Telephone Number, and Date.

This form is critical for bidders to provide their pricing and terms for the specified item. Completing this sheet accurately and in compliance with the instructions is necessary for a valid quotation submission. It outlines the specific details required regarding pricing, delivery, payment terms, and manufacturing location, which will be part of the agreement if the bid is successful.

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 entries or correcting entries. The authorization remains in effect until written notification to terminate or modify is received by BNL/BSA.
• Authorized Representative Information: Requires the name of the authorized representative, their email, phone number, signature, and date.

This form is essential for vendors who are awarded a contract and will be receiving payments electronically. Bidders must complete and submit this form accurately to ensure timely and correct payment processing. It is a standard administrative requirement for vendors participating in electronic payment systems.

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 persons who are required to file information returns with the IRS. This includes entities or individuals who are required to report payments made to others, such as interest, dividends, or nonemployee compensation.

• Part I: Taxpayer Identification Number (TIN): Requires the individual 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, that they are a U.S. citizen or other U.S. person, and that any FATCA exemption codes are correct.
• Sections for Taxpayer Classification: Includes options for individuals, sole proprietors, corporations, partnerships, trusts/estates, and LLCs.
• Exemptions and FATCA Reporting: Provides codes for entities or individuals exempt from backup withholding or FATCA reporting.

Bidders may be required to complete and submit this Form W-9 to the government agency or prime contractor if they are selected for an award or to receive payments related to a government contract. 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 delays in payment or backup withholding.

Form / Attachment

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 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.
• Parts IV-XXVIII: Various sections for certifying specific statuses as a foreign financial institution (FFI) or a non-financial foreign entity (NFFE), including different types of "deemed-compliant" FFIs, sponsored entities, excepted NFFEs, and more.
• Part XXIX: Substantial U.S. Owners of Passive NFFE: Requires identification of substantial U.S. owners if the entity is a 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 foreign entity that is a beneficial owner of U.S. source income or is involved in transactions subject to U.S. tax withholding. Bidders who are foreign entities will need to complete and submit this form to the withholding agent (the entity making the payment) to certify their tax status and potentially claim reduced withholding rates or exemptions. Failure to provide a properly completed W-8BEN-E can result in backup withholding at the highest applicable rate.

Form / Attachment / Pricing Sheet

This document is a compliance matrix, likely intended as an attachment to a solicitation. Bidders are expected to use this matrix to document their compliance with the technical specifications outlined for a product or system.

• Para. Reference: Unique identifier for each requirement.

• Requirement Summary: A brief description of the technical requirement.

• Requirement Details: Specific parameters, values, or conditions for the requirement.

• Compliance (Yes/No): A field for the bidder to indicate compliance.

• Vendor Response / Evidence: A field for the bidder to provide details or evidence of compliance.

• Optical Parameters: Mode-locking, pulse energy, central wavelength, bandwidth, beam quality, polarization, fundamental output, beam delivery, pointing stability, RF noise.

• Locking & Control: Cavity length control, frequency range, locking electronics, phase stabilization, lock frequency, phase noise.

• System Performance: Warmup time, power stability, long-term drift.

• Reliability & Maintenance: Mean Time Between Failures (MTBF), uptime, consumables, spare parts.

• Quality & Compliance: ISO 9001, US FDA laser product regulations.

• Warranty: Minimum 1-year warranty.

This matrix is crucial for bidders to understand the detailed technical specifications and compliance requirements. Bidders must complete this document accurately to demonstrate their proposed solution meets all specified technical criteria. Failure to address each requirement may impact proposal evaluation.