Helium Reliquefication System

Contract / Statement of Work (SOW)

This document outlines a contract between Brookhaven National Laboratory (BNL) and Brookhaven Science Associates, LLC (BSA) for the manufacture and commissioning of a helium reliquefication system (HeRS) at Brookhaven National Laboratory. The system is intended for the Coherent Soft X-ray (CSX, 23-ID-1) beamline and must operate for at least 8 consecutive days without reliquefaction, with a capability to reliquefy 40L/day.

• Manufacture and commission a helium reliquefication system.

• System must operate for at least 8 consecutive days, storing 80L of LHe, and reliquefy 40L/day.

• Compressors should be located as far as possible from the beamline instrument.

• Deliver a complete system with clear documentation for assembly and installation.

• All critical components (He dewars, Flex Lines, PRVs, cylinders/tanks) must be ASME certified.

• Minimize He loss during measurement and standby conditions.

• System must include a reliquefication dewar (>=150L) and a secondary dewar (100L) with a controlled transfer line.

• Deliveries include a Design Report, Factory Acceptance Test (FAT), and final drawings.

• Provide operating, maintenance, and troubleshooting manuals.

• Contract Type: Firm Fixed Price.

• Period of Performance: Effective upon execution through TBD.

• Payment: Milestone-based upon receipt and acceptance of deliverables (Design Report, Factory Acceptance Test documentation, Commissioning).

• Freight terms: FOB BSA National Laboratory (North American) or DAP (foreign).

• Warranty: Minimum of two (2) years after installation and first operation.

• Design Review Meeting (DRM) within one month of award, with draft and final design reports.

• Factory Acceptance Test (FAT) within nine months of DRM.

• Acceptance Test Procedure (ATP) to be provided two weeks before FAT.

• Final FAT report, test certificates, and final drawings due one week after FAT.

• Final system testing at BNL by BSA prior to final acceptance.

Not specified in this document.

• The contract incorporates Brookhaven Science Associates General and/or Supplemental Terms and Conditions.
• Specific quality assurance requirements are detailed in BNL-QA-101.
• Packaging, handling, and shipping instructions are provided, including requirements for labeling and notification of delivery.
• Unacceptable packing material includes vermiculite unless certified asbestos-free.
• Contact information for BSA's Technical and Contractual Representatives is provided.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for a Helium Reliquefication System. Brookhaven Science Associates (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is requesting quotes for this system. This announcement serves as the only solicitation.

• Furnish all labor, services, materials, and equipment for the Helium Reliquefication System.

• Offerors must provide references for at least 3 successfully manufactured, assembled, tested, and delivered liquid helium reliquefication systems with comparable performance.

• Submit a detailed specification, 2D drawings, and test report illustrating equivalent requirements and performance.

• If offering alternate products, they must have equivalent or greater performance parameters than specified. Documentation for equivalency must be provided.

• Contract Type: Firm Fixed Price.

• Anticipated Delivery Date: 12 months after receipt of contract.

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

• Brookhaven National Laboratory is a tax-exempt entity.

• Questions Due Date: May 1, 2026, at 4:00 PM EST.

• Quote Due Date & Time: May 14, 2026, at 4:00 PM EST.

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

• Quotations must be submitted via email to the Buyer/Contracts Specialist listed on page 1.

• Late offers may not be considered.

• NAICS Code: 333415.

• Size Standard: 1,250.

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

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

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

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

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

Form / Attachment / Pricing Sheet

This document is a "Quotation/Proposal Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) for the "Helium Reliquefication System" opportunity. Bidders must use this form to submit their pricing and related information in response to the Request for Quotation/Proposal (BSA Request for Quotation/Proposal No. 475213).

• Pricing Breakdown: Requires itemized amounts for:
  1. BSA receipt and acceptance of the final design report.
  2. BSA receipt and acceptance of the Factory Acceptance Test documentation.
  3. Commissioning and BSA acceptance of the helium reliquefication system.
• Total Price: Must be in U.S. Dollars, inclusive of all taxes, fees, customs, duties, and other charges. This price must remain firm for 90 days.
• Delivery Terms: Bidders must insert the delivery term from the Request for Quote.
• Payment Terms: Bidders must insert the payment term from the Request for Quote.
• Country of Origin / Place of Manufacture: Required, along with the Item HTS CODE.
• Export Control Point of Contact (POC): Required if the country of origin or manufacture is outside the U.S., including phone and email.
• 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 if they can meet the delivery timeline or provide a forecasted delivery date.
• Company Information: Requires company name, signature, email, typed name, SAM UEI #, title, telephone number, and date.

This form is critical for submitting a compliant proposal. Bidders must accurately complete all sections, including detailed pricing, delivery and payment terms, country of origin, and commercial status. Failure to complete this form correctly may impact the evaluation of the proposal. The form also requires affirmation of SAM registration and current representations and certifications.

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.
• Authorized Representative Details: Fields for the representative's name, email, phone, signature, and date.

Bidders who are awarded a contract may be required to complete and submit this form to facilitate payment processing through direct deposit. It is essential for understanding the payment mechanism and providing necessary banking details.

Contract

This document is a contract between Brookhaven National Laboratory (BNL) and Brookhaven Science Associates, LLC (BSA) for the manufacture and commissioning of a helium reliquefication system at Brookhaven National Laboratory. BSA is acting under a Prime Contract with the U.S. Department of Energy.

• Manufacture and commission a helium reliquefication system.

• Provide all necessary tools, materials, personnel, and equipment.

• Adhere strictly to the attached BSA Statement of Work.

• Deliver a Design Report one month after award.

• Conduct a Factory Acceptance Test nine months after award.

• Complete commissioning of the Helium Reliquefication System twelve months after award.

• Contract Type: Firm Fixed Price

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

• Overall Value: TBD

• Payment Schedule: Based on milestones including acceptance of the design report, factory acceptance test documentation, and commissioning of the system.

• Payment Terms: Net XX (Net 30 for large businesses, Net 10 for small businesses).

• Freight Terms: FOB BSA National Laboratory for North American shipments; DAP for foreign shipments.

• A Design Review Meeting (DRM) is required within one month of contract award, with a draft design report submitted one week prior and a final report one week after the DRM.

• A Factory Acceptance Test (FAT) is required within nine months of the DRM.

• The Contractor must provide a Job Hazard Analysis (JHA) one week before planned installation.

Not specified in this document.

• The contract incorporates Brookhaven Science Associates, LLC, General Terms and Conditions for Commercial Items and Services, Rev 23.0, May 2025, and Supplemental Terms and Conditions for Work by Contractors Onsite at Brookhaven National Laboratory, Rev 23.0, May 2025.
• The warranty period is two (2) years from commissioning and final acceptance.
• Attachment A is the Statement of Work, and Attachment B is BNL QA-101.

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 a U.S. Government (USG) Contract with Brookhaven National Laboratory (BNL/BSA). It is designed to gather necessary registration information and additional representations and certifications.

• Section A.1: Business Information: Collects basic business name, address, contact information, and Unique Entity Identifier (UEI) from SAM.gov. It also captures NAICS code and physical/performance location details.
• Section A.2: Applicable Only to Small Business Offerors: Contains representations and certifications specifically for small businesses, including subcategory details (Woman-Owned, Service-Disabled Veteran-Owned, HUBZone, etc.) and references to FAR 52.219-1.
• 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 critical for any potential bidder seeking to contract with BNL/BSA. Offerors must accurately complete all relevant sections to demonstrate their eligibility, compliance, and status (e.g., small business, specific socio-economic categories). Failure to complete this form correctly may result in the offer not being considered for award. The information provided here will be relied upon by BSA for award decisions and reporting.

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 to report payments made to them.

• 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, and that they are a U.S. citizen or other U.S. person.
• Lines 1-7: Collect identifying information such as name, address, and account numbers.
• Line 3a & 3b: Used to determine federal tax classification and to indicate foreign partners/owners for certain entities.
• Line 4: Used to claim exemptions 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. This form is essential for the government to process payments and fulfill its tax reporting obligations. Failure to provide a correct and complete Form W-9 can lead to backup withholding or delays in payment.

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 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. income tax treaty.
• Parts IV-XXVIII: These sections detail various classifications of foreign financial institutions (FFIs) and foreign nonfinancial entities (NFFEs), such as Sponsored FFI, Certified Deemed-Compliant FFIs, Excepted Nonfinancial Entities, etc. Entities select the part that applies to their specific status.
• 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 entity that may receive payments from a U.S. source. Bidders who are foreign entities will need to complete and submit this form to the withholding agent (the entity issuing the payment) to certify their foreign status and potentially claim reduced withholding tax rates under tax treaties or to avoid U.S. tax withholding altogether, depending on their Chapter 4 status. Failure to provide a properly completed W-8BEN-E can result in backup withholding at the highest applicable rate.