High Power Motor Control System

Solicitation / RFP / RFQ

This Request for Quote (RFQ) is issued by Brookhaven Science Associates, LLC (BSA) on behalf of Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE). The procurement is for a "High Power Motor Control System" and is set aside for small businesses. The North American Industry Classification System (NAICS) Code is 335314 with a size standard of 750.

• The Offeror shall furnish all labor, services, materials, and equipment.

• Only exact parts will be accepted; no equivalents will be considered.

• The place of manufacture is subject to the FAR Part 25, Buy American Act.

• Contract Type: Firm Fixed Price.

• Payment Terms: NET10.

• Anticipated Period of Performance: To Be Determined (TBD).

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

• The submission deadline is March 30, 2026, at 4 PM EST.

• Questions are due by March 25, 2026, at 1 PM EST and must be submitted via email.

• Award will be made to the responsive and responsible offeror submitting the lowest total price and fastest shipping.

• This procurement is set aside for small businesses.

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

• The document references several enclosures for detailed information, including a Draft Purchase Order/Contract (Enclosure A), AMS Form 050 Representations and Certifications (Enclosure B), and Quotation Pricing Sheet (Enclosure C).

• The successful offeror will be required to complete additional forms such as Vendor ACH Authorization Form (Enclosure D) and W-9 Form (Enclosure E) or W-8 Form (Enclosure F) if foreign.

Purchase Order

This document is a DRAFT Purchase Order from Brookhaven National Laboratory (BNL) to a "TBD" vendor. It outlines the procurement of specific equipment and related items. BNL is placing this order under its Prime Contract with the U.S. Department of Energy.

• Line Item 1: Powerflex 753 AC Package D Drive (PN:M7077824, UPC:88950855482). Requires the exact wiring diagram for the plant configuration, not a list of diagrams.

• Line Item 2: 20-HIM-A6, Packaged, Series A (PN:M3459606, UPC:82091995996).

• Line Item 3: Powerflex 750 Input Output Module 120VAC I/O Card (PN:M3459607, UPC:88495106253).

• Purchase Order Number: BNL-0000476893

• Date: 03/23/2026

• Payment Terms: Net 10

• Contractual Representative: Megan Howard

• Bill To: Brookhaven National Lab, Fiscal Division Building 400-D, PO Box 5000, Upton, NY 11973-5000

• Ship To: Brookhaven National Lab, Receiving: Bldg 98 Rochester St, Upton, NY 11973

• Important Note to Vendor: Confirm receipt of the Purchase Order via email to MHOWARD@BNL.GOV.

• Shipping Requirements:

  • Provide a packing slip with every shipment on the OUTSIDE of the box.
  • Ship all packages to "RECEIVING BUILDING 98".
  • No advanced delivery notice is generally needed, but deliveries can be made any time during working hours.
  • For shipments over 3,000 lbs, longer than 8 feet, or with a high center of gravity, a minimum of 3 days' advance notice to WarehouseOperations@bnl.gov is required.

• Invoicing: Electronic invoice submittal is preferred via PDF to APINVOICES@BNL.GOV, including PO number, price, and description. Mark final invoices as "Final".

• Not specified in the provided pages.

• This document is a DRAFT and is for informational purposes only; it is not to be sent back with a bid.

• The terms and conditions referenced can be found at: https://www.bnl.gov/ppm/terms-and-conditions.php

• The document includes extensive general and special requirements related to quality assurance, shipping, handling, product recalls, and specific equipment standards (e.g., ANSI, OSHA, GHS).

Form / Attachment / Pricing Sheet

This document, BNL-QA-101, outlines the Supplier Quality Assurance Requirements for Brookhaven National Laboratory (BNL). It establishes quality assurance requirements that suppliers must adhere to when specified in procurement documentation, such as purchase orders (POs) or contracts.

• General Requirements (Section 3.0): Covers fundamental quality system requirements, including supplier's quality system compliance (ISO 9001 or equivalent), assessment by the buyer, change approval processes, responsibility for subcontractors and conformance, and protection of material and equipment.
• Specific Requirements (Section 4.0): Details special quality requirements that are applicable only when invoked in the procurement documentation. These include requirements for Quality Assurance Programs, Configuration Control Systems, Process Sheets, Manufacturing/Inspection/Test Plans, Special Processes, End-Item Documentation Packages, and various certifications (e.g., Certificate of Conformance, Calibration Certification).
• Definitions: Provides definitions for key terms like "Procurement documentation," "Buyer," "Supplier," and "article or item."

This document is crucial for potential bidders as it defines the mandatory quality assurance standards and processes they must meet if awarded a contract or PO. Bidders should carefully review the general and special requirements to understand their obligations regarding quality systems, documentation, inspections, testing, and certifications. Selecting or invoking specific clauses from Section 4.0 will directly impact the bidder's proposal preparation and subsequent contract performance.

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) used by Brookhaven National Laboratory (BNL) for their acquisition process. It is intended for vendors to submit their pricing information in response to a solicitation.

• Reference: BSA Request for Quotation No. (to be filled in by vendor).
• Quotation Details: Vendor must provide their Quotation No. and date, the item/service being quoted for, Country of Manufacture, and Lead Time.
• Total Price: The total price in USD is to be entered.
• Price Validity: The submitted price must remain firm for a specified number of days.
• Delivery and Payment Terms: These are specified as FOB Destination, Net 10 Days.
• Concurrence: By signing, the vendor agrees to BNL's requirements, terms and conditions, and delivery schedule.
• Vendor Information: Fields for Company Name, Signature, Address, Typed Name, Title, Telephone No., and Date.

Bidders must use this form to submit their pricing and confirm their agreement to BNL's terms and conditions when responding to Request for Quotation No. MH476893. It outlines the specific information required for a compliant quote, including pricing, lead time, and acceptance of delivery and payment terms.

Form / Attachment / Pricing Sheet

This document is a Vendor ACH Authorization Form, used by Brookhaven National Laboratory/Brookhaven Science Associates (managed by Brookhaven Science Associates, LLC under contract with the U.S. Department of Energy) to obtain authorization from vendors for 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 confirming the vendor authorizes Brookhaven National Laboratory/Brookhaven Science Associates to initiate ACH credit entries or correcting entries to the specified account. It also states the authorization remains in effect until written notification to terminate or modify is received and that credit authorizations may be revoked as described by NACHA law.
• Authorized Representative Information: Requires the name of the authorized representative, their email, phone number, signature, and date.

Vendors who are awarded contracts or receive payments from Brookhaven National Laboratory/Brookhaven Science Associates will likely need to complete and submit this form to facilitate electronic payment processing. It outlines the necessary banking and contact information required for direct deposit of funds.

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 3 status.

• Part I: Identification of Beneficial Owner: Collects 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 for specific situations involving disregarded entities or branches of foreign financial institutions.
• Part III: Claim of Tax Treaty Benefits: Allows entities to claim benefits under a U.S. income 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.
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided.

If this opportunity requires foreign entities to provide tax information, or if the prime contractor or any subcontractors are foreign entities, they may need to complete and submit this form. Bidders should review the specific requirements of the solicitation to determine if this form is applicable to their organization and how it should be completed. It is crucial for foreign entities to understand their U.S. tax obligations and treaty benefits, if any, when participating in U.S. government contracts.