Kinoform Beam Splitter

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation BSA 438002, clarifying technical specifications and delivery terms.

• Device Testing: Standard SEM images are sufficient; X-ray beamline testing is not required.
• Delivery Terms (DAP Including Duties): The government (BSA) is responsible for Import Duty, Taxes & Customs Clearance, while the seller is responsible for export-related charges and delivery to the destination. The Incoterms 2020 definition of DAP was provided for clarification.
• Frame Size: A 14 mm x 14 mm frame size is acceptable, deviating from the initially specified 15 mm x 15 mm.
• Grating Pitch: The specification "150mm" for grating pitch was a typo; the correct unit is nanometers (nm), making the pitch 150nm.

These clarifications may affect vendor pricing, technical compliance, and submission details. Specifically, the acceptable frame size and the correct units for grating pitch are now confirmed.

Solicitation / RFP / RFQ

This solicitation is for the procurement of two (2) Tunable X-ray Kinoform Beam Splitters. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE), is issuing this Request for Quote (RFQ) for non-commercial products.

• The offeror must provide a product that meets the specifications outlined in Enclosure A (Draft Contract) and Attachments A.

• Device testing must meet the standards in the specified publication (https://opg.optica.org/ol/abstract.cfm?uri=ol-42-21-4327).

• Offerors must demonstrate previous experience manufacturing, assembling, and testing similar beam splitters, providing at least 3 references.

• The requirement is subject to the Buy American Act (FAR Part 25).

• Contract Type: Firm-fixed Price.

• Period of Performance: Not explicitly stated, but delivery is estimated 28 weeks After Receipt of Order (ARO).

• Estimated Value: Not stated.

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

• Submission Deadline: February 13, 2026, no later than 4:00 PM EST.

• Award Basis: Responsive and responsible Offeror submitting the lowest total price that meets all technical requirements and qualifiers.

• NAICS Code: 334516.

• Size Standard: 1,000 employees.

• This procurement is for full and open competition.

• Questions Due Date: February 6, 2026.

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

• Offerors must be registered in the System for Award Management (SAM) unless they are foreign vendors, in which case they must complete AMS-Form-050 (Enclosure B).

• Required Forms: Quotation Pricing Sheet (Enclosure C), AMS-Form-050 (Enclosure B if not in SAM), Vendor ACH Authorization Form (Enclosure D), W-9 Form (Enclosure E) or W-8 Form (Enclosure F for foreign vendors).

Other / Unclassified

This document, "Supplier Quality Assurance Requirements (BNL-QA-101)" for PO/Contract No. 438002, outlines the quality assurance standards that suppliers must adhere to when specified in procurement documentation. It details general requirements applicable to all suppliers and special requirements that are invoked on a case-by-case basis.

This document is crucial for potential bidders as it defines the quality system and assurance requirements that must be met. Key aspects include:

• Quality System Requirements: Suppliers must maintain an effective quality system, potentially certified to ISO 9001, or meet specific requirements outlined in the procurement documentation.
• Buyer's Right to Assess: Brookhaven National Laboratory (BNL) representatives have the right to access supplier facilities to verify conformance.
• Change Control: Any changes to BNL requirements must have prior written approval.
• Subcontractor Responsibility: Suppliers are responsible for flowing down these requirements to their subcontractors.
• Conformance Responsibility: Suppliers are ultimately responsible for providing conforming items, regardless of BNL assessments.
• Specific Standards: The document references numerous industry standards (e.g., ISO 9001, ASTM D 3951, ANSI standards for various equipment, GHS) that suppliers must comply with for specific types of equipment and materials.
• Documentation Requirements: Detailed requirements for documentation packages, test reports, certificates of conformance, and calibration certifications are specified.
• Special Requirements: Section 4.0 outlines specific requirements that may be invoked, such as Quality Assurance Program submission, configuration control, process sheets, manufacturing/inspection/test plans, special processes, and end-item documentation.

Bidders should carefully review this document to understand the full scope of quality assurance obligations and ensure their capabilities and processes align with these requirements before submitting a proposal.

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 data, representations, and certifications from Offerors who 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 remittance details. It also requires the Unique Entity Identifier (UEI) from SAM.gov and NAICS code. Offerors must indicate if they are registered with SAM.gov.
• 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.). Offerors must certify their small business status via SAM.gov.
• 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 (debarment, suspension, etc.).
  • 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 and Construction Materials.
• Section C: Authorized Signature of Offeror: Requires the signature of an authorized representative, attesting to the accuracy of the information provided.

This form is critical for any Offeror seeking to do business with BNL/BSA under a USG contract. Completing it accurately and thoroughly is a prerequisite for consideration. Bidders must provide their business information, certifications regarding their size and status (especially if claiming small business preferences), and attest to compliance with various federal regulations and requirements. Failure to complete this form correctly or providing inaccurate information may result in disqualification or penalties.

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 "Tunable X-ray Kinoform Beam Splitters" procurement (BSA Request for Quotation No. 438002). It is intended for vendors to submit their pricing in response to a solicitation.

• Quotation Number and Date: Fields for the vendor to fill in.
• Item 1: "Receipt and acceptance by BNL of the Tunable X-ray Kinoform Beam Splitters." This appears to be the primary deliverable.
• Total Amount: Field for the total price.
• Firm Price Period: Vendor must specify the number of days the price will remain firm.
• Place of Manufacturer: Vendor must list this.
• Delivery and Payment Terms: "Delivered at Place, Net [insert 30 or 10] Days."
• Company 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 provide specific pricing, delivery, and company details. By signing, the firm acknowledges and agrees to BSA's requirements, terms, conditions, and delivery schedule. The form also specifies payment terms and requires the vendor to state the place of manufacture.

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) 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. It also notes that credit authorizations may be revoked according to NACHA law.
• Authorized Representative: Fields for the representative's name, email, phone number, signature, and date.

This form is essential for vendors who wish to receive payments electronically from Brookhaven National Laboratory/Brookhaven Science Associates. Bidders will need to complete and submit this form to facilitate payment processing if awarded a contract. It outlines the necessary banking and identification details required for ACH transactions.

Form / Attachment

This document is IRS Form W-9, "Request for Taxpayer Identification Number and Certification." Its primary purpose is for U.S. persons (including resident aliens) to provide their correct Taxpayer Identification Number (TIN) to an entity (the requester, in this case, the government) that is required to file information returns with the IRS. This ensures accurate tax reporting for payments made to the vendor and helps prevent backup withholding.

• Identification Information: Requires the vendor's legal name, business name (if applicable), address, and federal tax classification (e.g., Individual/sole proprietor, C corporation, S corporation, Partnership, Trust/estate, LLC).
• Taxpayer Identification Number (TIN): Vendors must provide their Social Security Number (SSN) or Employer Identification Number (EIN).
• Certifications: Vendors must certify that the provided TIN is correct, they are not subject to backup withholding, they are a U.S. citizen or other U.S. person, and any FATCA exemption codes are correct.
• Exemptions: Sections for indicating exemption from backup withholding and FATCA reporting, with specific codes and instructions.
• Instructions: Detailed guidance is provided for completing each line, including how to determine the correct tax classification for various entity types (e.g., disregarded entities, LLCs, trusts) and how to obtain a TIN if one is not available.
• Penalties: Outlines penalties for failure to furnish a correct TIN, providing false information, or willfully falsifying certifications.

Potential bidders must complete and submit this Form W-9 as part of their response to a SAM.gov opportunity. It is essential for the government to properly identify the vendor for tax purposes and to comply with IRS reporting obligations for any payments made under a resulting contract. Failure to provide a correct and certified W-9 can lead to backup withholding on payments, impacting the net amount received by the vendor.

Form / Attachment

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 information about the entity, including its name, country of incorporation, and Chapter 3 and Chapter 4 (FATCA) statuses.
• Parts II-XXIX: These sections allow the entity to provide detailed information and certifications regarding its specific status, such as claiming tax treaty benefits, being a disregarded entity, a sponsored FFI, a nonreporting IGA FFI, an exempt retirement plan, or an excepted nonfinancial entity, among many other classifications.
• Part XXX: Certification: Contains the final certification by the beneficial owner, attesting to the accuracy and completeness of the information provided and its status as a non-U.S. person.

Vendors responding to a SAM.gov opportunity may be required to provide this form if they are a foreign entity and the solicitation or contract requires them to certify their U.S. tax status and FATCA compliance. It is crucial for understanding tax withholding obligations and ensuring compliance with U.S. tax regulations related to payments made under the contract.

Solicitation / RFP / RFQ

This document outlines the specifications for a Tunable X-ray kinoform beam splitting device. The government is seeking offers for the fabrication of two nominally identical devices.

• The device shall be mounted on a solid frame/membrane with approximate dimensions of 15 x 15 mm.

• The device should follow general design parameters described in Optics Letter Vol. 42, Issue 21, pp. 4327-4330 (2017).

• Specific parameters for the nanostructured silicon grating include:

  • Pitch: 150 nm
  • Geometry: Blazed
  • Design energy: 9600 eV
  • Contrast material: Silicon
  • Structure height: >5 µm
  • Substrate: Si-Membrane

• Not specified in this document.

• Not specified in this document.

• Not specified in this document.

• The document references "Tunable kinoform x-ray beam splitter", Lebugle et. al. (2017).

• Export control information is provided: This information is controlled by the U.S. Department of Commerce Export Administration Regulations 15 CFR Parts 730-774 as EAR99 Technology.