Milli-Kelvin Scanning Probe Microscope

Contract / Statement of Work (SOW)

This document outlines a contract for the procurement of a milli-Kelvin Scanning Probe Microscope (mK-SPM) for the Center for Functional Nanomaterials at Brookhaven National Laboratory. The mK-SPM is intended for advanced research in nanoscience, supporting tuning-fork-based atomic force microscopy (TF-AFM), scanning Microwave Impedance Microscopy (sMIM), and Scanning Resonator Microscopy (SRM) at very low temperatures (<= 20 mK) within a high vacuum environment.

• Instrument Capabilities: TF-AFM supporting sMIM, compatibility with SRM, operation within a cryogen-free dilution refrigerator, non-magnetic design, and capability for static/adjustable magnetic fields.

• Performance Standards: Base temperature <= 80 mK, Z vibrational noise <= 3 nm RMS (integrated up to 200 Hz), and detectable tuning fork amplitude down to <= 1 nm.

• Deliverables: Program Plan, Technical and Progress Teleconferences, Performance Reports, Final Technical Design, Equipment Footprint and Laboratory Requirements, Installation Work Plan, Factory Acceptance Testing, Delivery of Instrument, Site Acceptance Test and Commissioning Report, Training, and End Item Documentation Package.

• Key Personnel: Designated Technical and Contractual Representatives for both BSA and the Contractor.

• Contract Type: Firm Fixed Price.

• Period of Performance: Effective from execution date through December 15, 2027.

• Overall Value: TBD (stated as $0.00 in one section, likely a placeholder).

• Factory Acceptance Testing (FAT): To be conducted at the Contractor's facility prior to delivery.

• Installation: Contractor responsible for installation, with BSA providing riggers for unloading and staging.

• Acceptance Testing at BNL: To be conducted by the Contractor at BNL prior to final acceptance.

• Commissioning: Contractor responsible for on-site commissioning.

• Training: Contractor to provide hands-on training for BSA staff.

• Design Reviews: Preliminary and Final Design Reports required, with BSA approval needed before ordering materials.

Not specified in this document.

• The document references several applicable documents, including Attachment A (Statement of Work), Attachment B (Specification No. SPC-mkSPM-CFN-001), and Attachment C (BNL QA 101).
• The mK-SPM is export controlled under ECCN 3A904.a.
• Detailed requirements for packaging, labeling, shipping, safety, and quality assurance are provided.

Form / Attachment / Pricing Sheet

This document is a Quotation/Proposal Pricing Sheet (Form No. AMS-Form-043, Revision No. 0.1) for Brookhaven Science Associates (BSA) Request for Quotation/Proposal No. 473768, concerning a milli-Kelvin Scanning Probe Microscope. Bidders must use this form to submit their pricing and delivery information.

• Milestones and Estimated Delivery: Provides a timeline for key milestones after award, including Final Technical Design Approval (12 weeks), Factory Acceptance Test Report (75 weeks), Delivery to BNL (80 weeks), Commissioning (90 weeks), Training (90 weeks), and End Item Documentation Package delivery (92 weeks).
• Total Price: Requires bidders to enter the total price in U.S. Dollars, inclusive of all taxes and fees.
• Price Validity: The submitted price must remain firm for a specified number of days (to be inserted by bidder).
• Delivery Terms: FOB Destination or DAP.
• Payment Terms: Net 30 for Large or Foreign Businesses, Net 10 for Small Businesses.
• Country of Origin/Manufacture: Requires bidder to specify.
• Item HTS CODE: Requires bidder to specify.
• Export Control POC: Required if country of origin is outside the U.S.
• Commercial Status: Bidders must certify if the item is a standard catalog, modified catalog, or non-commercial item.
• Delivery Timeline Confirmation: Bidders must confirm if they can meet the timeline or provide a forecasted delivery date.
• Company Information: Requires company name, signature, email, typed name, SAM UEI #, title, telephone, and date.

This form is critical for bidders to accurately provide their pricing, delivery schedule, and confirm compliance with BSA's terms and conditions. It requires specific details regarding the proposed item's origin, export controls, and commercial status. By signing, bidders acknowledge and agree to BSA's requirements and delivery schedule, and affirm their SAM registration and representations are current. Failure to complete this form accurately may impact proposal evaluation.

Solicitation / RFP / RFQ

This solicitation (RFQ Number 473768) is for a milli-Kelvin Scanning Probe Microscope. Brookhaven Science Associates, LLC (BSA), operating Brookhaven National Laboratory (BNL) for the U.S. Department of Energy, is requesting quotes for this non-commercial product. The procurement is for full and open competition.

• 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 Milli-Kelvin Scanning Probe Microscopy systems of comparable complexity.

• Offerors must maintain a development team capable of designing, constructing, and commissioning similar systems.

• Offerors must have a comprehensive instrument support network covering the United States.

• Offerors must have a robust Quality Assurance program (ISO 9001 or similar).

• Contract Type: Firm Fixed Price

• Anticipated Delivery Date: Estimated 92 weeks ARO (After Receipt of Order)

• Anticipated Freight Terms: FOB Destination, Freight Prepaid or DAP

• Payment Terms: TBD

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

• Questions Due Date: 2 April 2026

• Quote Due Date & Time: 18 April 2026

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

• NAICS Code: 334516 (Size Standard: 1000)

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

• Small Business Subcontracting Plan is required for offerors expecting to exceed $900,000, unless they certify no subcontracting opportunities exist.

• BSA Small Business goals are provided as an example (Small Business 49%, Small Disadvantaged Business 5%, etc.).

• Enclosures include: Draft Purchase Order/Contract, Reps and Certs, Quotation Pricing Sheet, ACH Authorization Form, W-9/W-8 Forms.

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA). It is used to gather essential registration data, representations, and certifications from offerors who provide or intend to provide goods or services in support of U.S. Government (USG) contracts. This form ensures compliance with various federal regulations and procurement policies.

• 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 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 (administrative and criminal proceedings).
  • 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 vendor seeking to do business with BNL/BSA under USG contracts. Bidders must accurately complete all relevant sections to demonstrate their eligibility, compliance with federal regulations, and business status. Failure to complete this form correctly or providing inaccurate information may result in disqualification or render the offeror non-responsible. The information gathered here is used by BSA to assess compliance and eligibility for potential subcontracts or purchase orders.

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. It also notes that credit authorizations may be revoked as described by NACHA law.
• Authorized Representative Details: Requires the name of the authorized representative, their email, phone number, signature, and the date.

This form is essential for vendors who are awarded contracts or opportunities where payments will be made via Automated Clearing House (ACH). Bidders must complete and submit this form to receive electronic payments. It is a necessary step in the payment process for successful offerors.

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 a requester who is required to file an information return with the IRS. The requester uses this form to report amounts paid to the individual or entity.

• Part I: Taxpayer Identification Number (TIN): Requires the individual's or entity's name and TIN (Social Security Number, Employer Identification Number, or Individual Taxpayer Identification Number).
• Part II: Certification: The individual or entity certifies that the TIN provided is correct, that they are not subject to backup withholding, that they are a U.S. person, and that any FATCA exemption codes are correct.
• Lines 1-7: Fields for name, address, city, state, ZIP code, and account numbers.
• Line 3a & 3b: Used to indicate the federal tax classification of the entity and if there are foreign partners/owners/beneficiaries.
• 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 if they are selected for an award or if it is requested as part of the solicitation process. It is essential for ensuring correct tax reporting and avoiding backup withholding. Failure to provide a correct TIN can lead to penalties and backup withholding on payments.

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.
• Part II: Disregarded Entity or Branch Receiving Payment: Used if the entity is a disregarded entity or a branch of an FFI.
• Part III: Claim of Tax Treaty Benefits: Allows entities to claim benefits under a U.S. income tax treaty.
• Subsequent Parts (IV-XXIX): These parts allow entities to certify various specific statuses, such as Sponsored FFI, Certified Deemed-Compliant FFIs, Nonreporting IGA FFI, International Organization, Exempt Retirement Plans, and various types of Nonfinancial Entities (NFFEs) like Active NFFEs and Passive NFFEs.
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided.

If this form is attached to a SAM.gov opportunity, it likely means the government is seeking to understand the tax status of potential contractors or entities involved in the transaction. Bidders may need to complete and submit this form if they are a foreign entity and are being asked to provide their U.S. tax status for withholding or reporting purposes related to the contract. Understanding the requirements of this form is crucial for foreign entities to ensure compliance with U.S. tax regulations and to avoid incorrect withholding.