Mirror Benders

Amendment / Modification

This amendment (No. 3) to Solicitation RFP_SLAC_360851(GN) makes the following changes:

• Adds "Section L Attachment L-3: Offeror's Request for Clarification Responses Rev. 1" to the RFP package.

• Extends the RFP Submittal due date from February 11, 2026, to February 18, 2026.

• Section L (Attachment L-3) is added.

• The RFP Submittal due date is changed.

• The proposal submission deadline has been extended to February 18, 2026.

• Offerors must acknowledge receipt of this amendment. Failure to do so may result in offer rejection. Offerors may change their submitted offers if received before the new deadline.

Questions & Answers / Clarifications

This document provides responses to vendor requests for clarifications regarding Solicitation No. SLAC_360851(GN).

• Assembly Scope: Vendors are generally expected to ship parts unassembled, with the exception of a copper braze assembly. All other components are not assembled.
• Testing: Hydrostatic testing of the brazed assembly will be performed to ensure it is water-tight and the tubing was not damaged during braze.
• Provided Parts: Specific drawings (e.g., DSG-000075979, DSG-000065030, DSG-000056447, DSG-000083210) and certain components (e.g., fixtures, parts kits) are to be provided by the vendor, not SLAC, for assembly and shipping purposes.
• Machining Fluids: Restrictions on machining fluids containing more than 0.005% sulfur apply, unless an exemption is obtained.
• Plating: Sulfamate nickel plating on copper surfaces should be done before assembly (braze/weld).
• Fixturing: While SLAC does not provide specific fixturing drawings, vendors may use their own designs or DSG-000056447 as a fixture for braze and weld operations.
• EDM Process: The EDM process is acceptable for specified drawings (DSG-000067070, DSG-000055389, DSG-000047312).
• Missing Files/Parts: For certain referenced items (e.g., REF-000356924, SL200103-00304), these are part of purchased assemblies and do not have separate drawings. PF-451-421-37 is attached.

An amendment (Amendment No. 1) to the RFP has been issued to extend the Request for Clarification and Proposal due date.

Other / Unclassified

This document, "LCLS Specification and Guidelines for Level 1 Vacuum Qualification," outlines the criteria and processes for qualifying vacuum assemblies at the LCLS (Linac Coherent Light Source). It details general approval criteria, including RGA (Residual Gas Analyzer) data requirements, and lists prohibited materials, components, and practices. The document also references related specifications for Helium Leak Testing and RGA Scans.

This document is relevant to potential bidders involved in supplying or installing vacuum systems or components for the LCLS. It specifies the technical requirements and standards that vacuum assemblies must meet for Level 1 qualification. Key aspects for bidders include:

• Approval Criteria: Table 1 defines acceptable limits for temperature, total partial pressure, and maximum single-peak partial pressure for RGA scans.
• Materials and Components: Table 2 provides guidance on preferred, cautioned, and prohibited materials and component selections (e.g., low-vapor-pressure metals, ceramics, specific valve types, and avoidance of certain plastics and lubricants).
• Design and Fabrication: Guidelines cover minimizing internal surface area, bakeability, welding techniques (preferred: tungsten-inert-gas, electron beam; prohibited: torch-brazed, soft-soldered), and cleaning processes (preferred: chemical-etch cleaning).
• Assembly and Processing: Requirements include clean-room assembly, specific brazing methods, and vacuum bakeout procedures.

Understanding these specifications is crucial for vendors to ensure their proposed solutions will meet LCLS vacuum qualification standards, impacting proposal development and product design.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the engineering technical specifications for the fabrication and assembly of Ultra High Vacuum (UHV) components for SLAC's LCLS-II project.

• Details procedures for external suppliers and SLAC shops.

• Covers fabrication, assembly, and testing of UHV components.

• Specifies requirements for achieving "ready-for-installation" (RFI) status, including leak tightness, UHV cleanliness, and potentially Residual Gas Analysis (RGA) and outgassing requirements.

• Outlines processes for materials, fabrication (flanges, machining, welding), cleaning, leak testing, and clean firing.

• Includes specific handling and packaging procedures for UHV components.

• Leak Test: Helium leakage rate must be less than 2x10^-10 std. cc/sec.

• RGA Acceptance: Specific criteria for mass spectrometer scans at 150°C, including minimum scan range, minimum detectable partial pressure, total pressure limits, and limits for peaks over 44 amu.

• Total Outgassing: A value less than 2x10^-12 Torr-L/sec-cm² of surface area exposed to vacuum is required.

• Not explicitly stated as a contract period, but the document details processes applicable to UHV component fabrication.

• Place of performance is for SLAC UHV systems.

• Materials: Must meet ASTM, AMS, or SLAC approved specifications; original mill source certifications required.

• Lubricants: Prohibits sulfur content above 0.005% (50 ppm) unless exempted.

• Welding: Must use Gas Tungsten Arc process (GTAW) or SLAC-approved alternative.

• Cleaning: Vendor-selected UHV cleaning processes must be documented, reviewed, and approved by SLAC prior to purchase order issuance.

• Handling: Requires handling with SLAC-approved clean room gloves in a Class 100,000 or better Clean Room.

• Packaging: Specific requirements for wrapping and container sealing using U.H.V. aluminum foil and approved containers, or specialized packaging for RGA/outgassing compliant parts.

• Deviations: Any deviation from specifications requires prior approval from the SLAC Responsible Engineer and recording as a Non-Compliance Report (NCR).

Form / Attachment / Pricing Sheet

This document is a technical drawing (part drawing) for "COOLING RAIL TOOLING 3" associated with "SSRL BEAMLINE 4". It provides detailed specifications for the fabrication of this component.

• Part Name: COOLING RAIL TOOLING 3
• Drawing Number: PF-451-421-37
• Revision: 01
• Material: SST (Stainless Steel)
• Estimated Mass: 631 LB
• Dimensions: Includes overall dimensions (e.g., 2.50 inches height, 1.00 inch width) and specific features like chamfers (2X .495 X 45°) and a 1.010 inch radius.
• Notes: Specifies adherence to SLAC Specification FP-202-631-14 for UHV component fabrication, cleaning, bagging, and protection requirements, and mandates an inspection report.

This drawing is critical for bidders to understand the precise physical specifications, material requirements, and fabrication standards for the "Cooling Rail Tooling 3" component. It directly informs manufacturing capabilities, material sourcing, and quality control processes required for this part.

Amendment / Modification

This document, Amendment No. 2, modifies the original solicitation (RFP_SLAC_360851(GN), dated 12/20/2024) with the following key changes:

• Section F - Deliveries or Performance: Revised to Revision 001. The "Target Delivery" timeframe has been updated from "Months" to "Weeks" to align with the Statement of Work (SOW).

• RFP Submittal Due Date: Extended from February 2, 2026, to February 11, 2026.

• Section F - Deliveries or Performance (revised to Revision 001)

• RFP Submittal Due Date

• The proposal submission deadline has been extended to February 11, 2026.

• Offerors must acknowledge receipt of this amendment. Failure to do so prior to the specified hour and date may result in offer rejection. Offerors may change previously submitted offers if received before the new deadline.

Form / Attachment / Pricing Sheet

This document, Section F - Deliveries or Performance, Revision 001, provides a schedule for offerors to propose delivery timelines for the fabrication and delivery of Mirror Benders. It serves as a sample for the draft contract.

• Item No.: 001
• Description: Fabricate and delivery of Mirror Bender based on the LCLS-II-HE Mirror Bender SOW, LCLSII-HE-1.4-SW-1277-R1 and LCLS-II-HE Mirror Bender ESD, LCLSII-HE-1.4-ES-1074.
• Target Delivery:
  • Qty 2: ARO+ 24 Weeks
  • Qty 2: ARO+ 32 Weeks
  • Qty 4: ARO+ 40 Weeks

This section requires bidders to propose their delivery schedule (Proposed Delivery) based on the specified quantities and target delivery timelines (ARO+ Weeks). This information is crucial for proposal preparation and will likely be a factor in contract award.

Questions & Answers / Clarifications

This document provides responses to offeror requests for clarifications regarding Request for Proposal No: SLAC_360851(GN).

• Assembly Level: Vendors are expected to ship parts unassembled, with the exception of a copper braze assembly. All other components are not to be assembled.
• Testing: Hydrostatic testing of the brazed assembly will be performed to ensure it is water-tight and the tubing was not damaged during braze.
• Provided Components: The document clarifies that excluded items will not be provided by SLAC for assembly.
• Drawings: Updated versions of specific vacuum level and fabrication lubricant documents (SLAC-I-030-714-001-04 and FP-202-631-14) are attached. Machining fluid restrictions apply, prohibiting sulfur content above 0.005% unless exempted.
• Horizontal Mirror Fixture: The referenced "HORIZONTAL MIRROR FIXTURE DSG-000067731" is not applicable for assembly/transportation.

An amendment (Amendment 01) to the RFP has been issued to introduce these responses. The Request for Clarification and Proposal due date has been extended per RFP Amendment No. 1.

Specification / Technical Document

This document, "Engineering Technical Specifications FABRICATION OF U.H.V. COMPONENTS" (FP-202-631-14), outlines the required procedures for the fabrication, assembly, and testing of ultra-high vacuum (UHV) components for SLAC systems. It details two levels of effort for job deliverables: Level A (leak tightness and UHV cleanliness) and Level B (meeting RGA and outgassing requirements). External suppliers typically deliver to Level A, with SLAC handling Level B.

• Materials: Must meet ASTM, AMS, or SLAC-approved specifications, with original mill source certifications including heat number and test results.

• Fabrication: Specific procedures for flanges (knife-edge protection), lubricants (sulfur content limits), machining (transition materials, cooling), grinding/sanding/de-burring, cleaning (post-machining, vapor degreasing), welding (GTAW or approved process), high-temperature furnaces, and EDM.

• UHV Standards: Detailed requirements for cleaning processes, handling (clean room gloves, Class 100,000 clean room), and packaging (UHV aluminum foil, clean containers, nitrogen venting/backfilling).

• Leak Testing: Performed per SLAC standard, with a maximum allowable leak rate of 2x10^-10 std cc/sec helium.

• Clean Firing: Procedures for UHV ceramic and metal parts, including specific requirements for stainless steel types and hydrogen/inert gas usage.

• Ready-for-Installation (RFI): Outlines steps for assemblies meeting RFI requirements, including vacuum baking, RGA scans, and outgassing measurements.

• Vendors must document, review, and get approval from SLAC for their UHV cleaning processes and fabrication sequences prior to purchase order issuance.

• SLAC will verify documented processes by evaluating the vendor's first article.

• Vendors are expected to provide travelers as proof of compliance to their approved processes.

• Deviations require prior approval from the SLAC Responsible Engineer and must be recorded as a Non-Compliance Report (NCR).

The document references several SLAC specifications and standards related to UHV applications, materials, machining, cleaning, and leak testing.

• The document was last revised on 4/28/2017 (Revision R8).
• All parts must be labeled "DO NOT OPEN" for shipping containers.

Questions & Answers / Clarifications

This document is an "Offeror's Request for Clarifications" (Attachment 1, Rev 01) related to Request for Proposal No: SLAC_360851(GN). It provides a template for offerors to submit questions to the government regarding the solicitation.

This document is a template for requesting clarifications, not a list of questions and answers. It outlines the format for submitting questions, including:

• Item #
• Date Submitted
• RFP Document Reference
• Question
• Response Date
• Response
• RFP Actions

This document does not directly provide clarifications but serves as the mechanism for offerors to seek them. It indicates that offerors are expected to submit questions by the specified due date (January 19, 2026 @ 5pm PST) to receive responses from the government. The document itself does not alter the solicitation's requirements or deadlines, but the responses to questions submitted via this form may impact proposal preparation.

Amendment / Modification

This amendment (No. 1) to Solicitation RFP_SLAC_360851(GN) modifies the original solicitation issued on 12/19/2025.

• Clarification Request Deadline: The deadline for submitting "Attachment L-2 Request for Clarifications" has been extended from January 9, 2026, to January 19, 2026.

• New Attachment Added: "Section L Attachment L-3: Offeror's Request for Clarification Responses" has been added to the RFP package.

• RFP Submittal Due Date: The final due date for submitting the RFP response has been extended from January 23, 2026, to February 2, 2026.

• Section L, Instructions to Offerors (specifically regarding the clarification request deadline).

• The overall RFP submission deadline.

• Offerors have an extended period to submit clarification requests.

• A new attachment related to clarification responses is now part of the RFP package.

• The final proposal submission deadline has been moved to February 2, 2026.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the general approval criteria for Level 1 vacuum qualification at LCLS, including RGA data requirements and a list of prohibited materials, components, and practices.

• Defines the process for Level 1 vacuum qualification, which involves Helium Leak Rate Testing, assessment against prohibited elements, and RGA scanning.

• Specifies criteria for RGA scan approval, including temperature, partial pressure from sum of peaks >45 AMU, and maximum single-peak partial pressure for >45 AMU.

• Provides guidelines for materials/component selection, detailed design, parts fabrication, part cleaning, assembly, and processing.

• RGA scan approval criteria are detailed in Table 1, with specific limits for partial pressures.

• Guidelines for materials, design, fabrication, cleaning, assembly, and processing are provided, categorized as preferred, caution, avoid, or prohibit.

Not explicitly stated, but pertains to vacuum systems at LCLS.

• Compliance with LCLS Vacuum Policy SLAC-I-030-714-001-02.
• Adherence to LCLS Helium Leak Test Specification SLAC-I-030-714-001-01.
• Use of LCLS Procedure for Vacuum Qualification RGA Scans SLAC-I-030-714-001-03.
• Specific material and process requirements are detailed throughout the document, including prohibitions on certain materials (e.g., zinc, cadmium) and processes (e.g., oil-sealed mechanical pumps, torch-brazed joints).

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) details the requirements for the fabrication, inspection, and delivery of eight (8) mirror bender assemblies and supplemental components for the Linac Coherent Light Source II High-Energy (LCLS-II-HE) project at SLAC National Accelerator Laboratory. These assemblies are intended for use on the Dynamic X-ray Scattering (DXS), Coherent X-ray Imaging (CXI), and Macromolecular Femtosecond Crystallography (MFX) beamlines.

• Fabrication (or procurement) of eight (8) mirror bender assemblies and associated components.

• Inspection and delivery of all specified hardware.

• Provision of materials and parts as per the Bill of Materials (BOM) for each drawing.

• Development of a manufacturing schedule with defined delivery dates, with benders to be delivered in three shipments.

• Design of traveler documents outlining manufacturing and inspection steps for each component.

• Adherence to SLAC specifications FP-202-631-14 and SLAC-I-030-714-001-04-R001.

• Cleaning processes for UHV prior to brazing and welding require SLAC approval.

• Final braze assembly and hydrostatic test check must be performed in a UHV clean assembly area validated by SLAC.

• Parts must be shipped individually packaged, back-filled with clean, dry nitrogen, with cooling tube openings plugged.

• Subcontractor must provide a detailed schedule approved by SLAC, including dates for procurement, acceptance tests, and deliveries.

• Monthly status reports and bi-monthly progress meetings are required.

• Warranty for components manufactured per SLAC drawings; rework or replacement at subcontractor's expense if components fail SAT.

• Not explicitly stated as a fixed period, but delivery is specified in weeks ARO (After Receipt of Order) for different beamlines (e.g., 24, 32, 40 weeks).

• Final bender assembly will be completed at SLAC.

• Work Exclusions: Mirrors (and epoxy), Actuators, and Thermal Straps are excluded from the subcontractor's responsibility for each bender package.

• Quality Assurance: Subcontractor must adhere to specific Quality Control Requirements detailed in Appendix A, including documented QA program, design/change control, personnel qualification, traceability, Certificates of Conformance, material test reports, and various inspection/acceptance procedures (e.g., Source Inspection, Factory Acceptance Test, Site Acceptance Test).

• Project Management: Subcontractor must appoint a project manager as the single point of contact for technical and project matters.

• Deliverables: Include design/change control, Certificate of Conformance, Material Traceability Reports, Factory Acceptance Test Plans/Procedures, Progress Reports, Manufacturing and Delivery Schedule, Non-Conformance Reports, Use-As-Is Repair Plans, Corrective Action Plans, and Corrective Action Reports.

Form / Attachment / Pricing Sheet

This document outlines the General Terms and Conditions for Fixed Price Commercial Supplies and Services, dated August 2023. It serves as a foundational document for subcontracts, detailing the contractual framework between SLAC National Accelerator Laboratory (Buyer) and the Seller.

• Definitions: Clarifies key terms such as "Buyer," "Commercial product," "Government," "Seller," and "Procurement Specialist."
• Scope and Precedence: Defines the scope as fixed-price acquisition of commercial products/services and establishes the order of precedence for subcontract documents.
• Seller Acceptance: Outlines how a seller accepts the subcontract (e.g., by commencement of performance).
• Services: Details the seller's responsibilities regarding quality, accuracy, management, and reporting of services.
• Key Personnel: Specifies requirements for a designated "Seller Representative" and other key personnel.
• Title and Responsibility: Addresses the transfer of title for supplies and the seller's responsibility for goods until delivery.
• Instructions for Packaging: Requires adequate packaging to prevent damage and the use of environmentally sustainable materials.
• Approval of Technical Data: Outlines the process and implications of Buyer approval for technical data.
• Travel: Sets requirements for travel reimbursement and foreign travel procedures.
• Invoices and Payments: Details payment terms, invoice requirements, and submission procedures.
• Tax and Buyer Exemption: Addresses applicable taxes and the Buyer's exemption status.
• Inspection and Acceptance: Defines the Buyer's rights regarding inspection, testing, and acceptance of supplies and services.
• Quality and Warranty: Sets minimum quality standards and warranty requirements for delivered items and services.
• Limitation of Liability, Indemnity, Confidentiality, Material Breach, Assignment, Independent Contractor: Standard contractual clauses covering these aspects.
• Permits, Licenses, and Applicable Laws: Requires seller compliance with all relevant laws and regulations.
• Disputes and Governing Law: Outlines the process for dispute resolution and governing law.
• Export Control: Addresses requirements related to U.S. export controls.
• Incorporated Clauses: Lists numerous Federal Acquisition Regulation (FAR) and Department of Energy Acquisition Regulation (DEAR) clauses that are incorporated by reference, with conditions for their applicability based on subcontract value and type.

This document is critical for any potential bidder as it establishes the standard terms and conditions that will govern any subcontract awarded. Bidders must review these terms to understand their obligations, rights, and the contractual framework under which they will operate if awarded a subcontract. It impacts proposal preparation by defining compliance requirements, payment terms, and potential liabilities.

Form / Attachment / Pricing Sheet

This document, Section G - General Terms and Conditions, incorporates by reference the "Fixed Price Commercial Supply and Services General Terms and Conditions (Rev. August 2023)". It serves to outline the overarching contractual terms applicable to the opportunity.

• Incorporates by reference the "Fixed Price Commercial Supply and Services General Terms and Conditions (Rev. August 2023)".

Bidders must review the referenced "Fixed Price Commercial Supply and Services General Terms and Conditions (Rev. August 2023)" to understand the standard contractual obligations, rights, and responsibilities that will govern any resulting award. This document is crucial for assessing the full scope of contractual requirements beyond the technical specifications.

Solicitation / RFP / RFQ

This document is a Request for Proposal (RFP) for the procurement of LCLS-II-HE Mirror Benders. The procurement is a set-aside exclusively for Small Businesses.

• Proposals must be submitted in accordance with Line Items in Section B and other applicable provided documents.

• The work shall be performed in accordance with requirements documents detailed in:

  • Section C – Specifications/SOW and referenced applicable documents.
  • Section G - SLAC General Terms & Conditions and referenced applicable documents.
  • Section H - Special Terms and Conditions.
  • Section L - Instructions to Offerors.

• Technical and business proposals must be in separate volumes. Pricing information should not be included in the technical proposal.

• Offerors must complete and return Section A (Subcontract Award Form), Section B (Supplies or Services and Prices), Section H (Key Personnel Clause), Section K (Representations and Certifications and Buy American Act Certification), Section L Attachment 1 (Offeror's Request for Clarifications), and Section L Attachment 2 (Offeror's Technical and Business Checklist).

• The contract will be a firm fixed price.

• Proposals must be received no later than Friday, January 23, 2026, 5:00 PM Pacific.

• Proposals must be valid for 90 days after submission.

• Submissions can be provided by electronic files in PDF or any digital format.

• The deadline for submitting questions and clarifications is January 9, 2026.

• SLAC intends to award without discussions, but reserves the right to conduct discussions if deemed in its best interest.

• This procurement is a set-aside for Small Businesses only.

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

• E-Verify as required by FAR 52.222-54, “Employment Eligibility Verification (July 2012) applies.

• Additional SLAC Supplier registration information is available at: https://suppliers.slac.stanford.edu/become-slac-supplier

• Proprietary/Confidential Information must be marked.

• SLAC will not be liable for any expense incurred in preparing a response.

• Giang Ngo at giangn@slac.stanford.edu is the sole point of contact for technical, contractual, and administrative questions. Unauthorized communication may lead to disqualification.

Form / Attachment / Pricing Sheet

This document is Section A of a subcontract award form, which outlines the terms and conditions of a subcontract. It serves as the primary agreement between the issuing entity (SLAC) and the seller.

• Subcontract Number: TBD
• Solicitation Number: SLAC_360851(GN)
• Offers Due By: January 23, 2026, 5:00pm PST
• Subcontract Administrator: Giang Ngo (giangn@slac.stanford.edu, 650.926.3975)
• Issued By: The Board of Trustees of the Leland Stanford, Jr. University (SLAC)
• Submit Invoices To: SLAC National Accelerator Laboratory, Accounts Payable, 2575 Sand Hill Road, Menlo Park, CA 94025 or ap@slac.stanford.edu
• Project Site: SLAC National Accelerator Laboratory, 2575 Sand Hill Road, Menlo Park, CA 94025
• Brief Description of Services: Subcontractor shall fabricate, assemble, test, and deliver eight (8) mirror benders for the LCLSII-HE Project.
• Table of Contents: Includes sections for Subcontract Award Form, Supplies/Services/Costs, Specifications/SOW, Delivery, Inspections, Deliveries/Performance, General Terms, Special Terms, Specific Clauses, Attachments, Representations/Certifications, Instructions to Offerors, and Evaluation Factors.

This form is critical for potential bidders as it contains the solicitation number, offer due date and time, and contact information for the subcontract administrator. It also outlines the scope of work and references various sections that bidders must review for detailed requirements, terms, and conditions. Bidders will need to complete and sign this form if they are awarded the subcontract.

Form / Attachment / Pricing Sheet

This document, Section B - Supplies or Services and Prices/Costs, is a form to be completed by bidders to provide pricing for the supplies or services required. It is to be completed in accordance with Section C - Statement of Work.

• Item Number: 001
• Supplies/Services: Fabricate and delivery of Mirror Bender based on the LCLS-II-HE Mirror Bender SOW, LCLS-II-HE-1.4-SW-1277-R1 and LCLS-II-HE Mirror Bender ESD, LCLS-II-HE-1.4-ES-1074.
• Quantity: 8
• Unit of Measure (UOM): EACH
• Unit Price: To be filled by bidder.
• Total Price: To be filled by bidder.
• Total Subcontract Value ($USD): To be filled by bidder.
• Total Subcontract Funded Amount ($USD): To be filled by bidder.
• Fields for Unique Entity ID, Harmonized Tariff Schedule (HTS Code), DUNS Number, Payment Terms, and Discounts are also included for bidder completion.

This document is critical for bidders as it requires them to provide their pricing for the specified Mirror Bender fabrication and delivery. The information provided here will be used to determine the total subcontract value and funded amount, directly impacting proposal evaluation.

Form / Attachment / Pricing Sheet

This document outlines the inspection and acceptance procedures for item 001, detailing the responsibilities of various parties involved in the inspection and acceptance process.

• Item No.: 001
• Inspect At: SUBCONTRACTOR/SLAC
• Inspect By: SUBCONTRACTOR
• Accept At: SLAC
• Accept By: SLAC
• Note a): SLAC inspection and written acceptance are required for item 001.
• Note b): Final inspection and acceptance occur after delivery at SLAC, in accordance with the "LCLS-II-HE Mirror Bender SOW" (Document No. LCLSII-HE-1.4-SW-1277-R1 dated 9/10/2025) and the "LCLS-II-HE Mirror Bender ESD" (Document No. LCLSII-HE-1.4-ES-1074-R0 dated 2/29/2025).
• Note c): Inspection and acceptance are also in accordance with "Section 13 - Inspection and Acceptance" of the SLAC National Accelerator Laboratory Terms and Conditions for Fixed Price Commercial Supplies and Services dated August 2023.

This document specifies the critical inspection and acceptance steps that must be followed for item 001. Bidders should pay close attention to the referenced SOW, ESD, and Terms and Conditions to ensure compliance with all acceptance requirements, which will impact final payment and contract closeout.

Form / Attachment / Pricing Sheet

This document, Section F - Deliveries or Performance, outlines the schedule for proposed deliveries or performance for SLAC's review. It serves as a sample for the draft contract, indicating that offerors are to propose their own delivery or performance schedule.

• Item No.: 001
• Description: Fabricate and delivery of Mirror Bender based on the LCLS-II-HE Mirror Bender SOW, LCLSII-HE-1.4-SW-1277-R1 and LCLS-II-HE Mirror Bender ESD, LCLSII-HE-1.4-ES-1074.
• Target Delivery: Specifies quantities and target delivery timelines relative to contract award (ARO - After Receipt of Order).
  • Qty 2: ARO+ 24 months
  • Qty 2: ARO+ 32 months
  • Qty 4: ARO+ 40 months

This section requires bidders to propose their delivery schedule for the specified Mirror Bender components. It provides the basis for understanding the expected timelines and quantities for fabrication and delivery, which is crucial for proposal preparation and resource planning.

Form / Attachment / Pricing Sheet

This document, Section H - Special Terms and Conditions, outlines specific contractual terms and conditions relevant to a subcontract. It details requirements for Key Personnel and Subcontract Administration.

• Special Article A: Key Personnel:
  • Identifies personnel considered essential for the work.
  • Requires the Subcontractor to notify SLAC's contractual representative in writing 30 days prior to changing Key Personnel, including justification.
  • States that no replacement can be made without SLAC's written consent.
  • Lists 'Project Manager' and 'Business Manager' as positions, with fields for Name, Email Address, and Phone Number (currently blank).
• Special Article B: Subcontract Administration:
  • Identifies Giang Ngo as SLAC's contractual representative, authorized to make changes to subcontract requirements, Statement of Work, and Schedule.
  • Provides contact information for Giang Ngo at SLAC National Accelerator Laboratory.
  • States that any notices and approvals from the Contractor to the Subcontractor will be issued by the contractual representative.
  • Notes that SLAC's Technical Representative is TBD and is responsible for monitoring work and clarifying technical requirements, but is not authorized to make changes.

Bidders should note the specific requirements for identifying and managing Key Personnel, as well as the designated contractual representative for any subcontract administration. This information is crucial for understanding communication protocols and change management processes.

Form / Attachment / Pricing Sheet

This document, "Representations and Certifications Supplement," is a form that potential bidders must complete and return with their proposal. It supplements the standard Representations and Certifications available electronically via the System for Award Management (SAM).

• Business Information: Requires Offeror's name, address, "Doing Business As" (DBA), Unique Entity Identifier (UEI), DUNS number, and Tax Identification Number (TIN).
• SAM Representations and Certifications: Certifies that SAM representations are current, accurate, and complete.
• Employment Eligibility Verification (E-Verify): Requires representation regarding enrollment in E-Verify for proposals exceeding $3,500.
• Employee-Vendor Relationship Certification: Requires certification regarding any employee or near relative of an employee of Stanford University having a significant financial interest in the Offeror's organization.
• Toxic Chemical Release Reporting: Certification required if the offer exceeds $100,000, pertaining to the filing of Toxic Chemical Release Inventory Forms (Form R) or exemptions.
• Anti-Kickback: Certification required if the offer exceeds $100,000, stating that no kickbacks have been provided or solicited.
• Export Control: Representations regarding whether furnished items are Trigger List Items, designated defense articles/services (USML/ITAR), or Dual Use Items (500 or 600 series), and other controlled items under the Commerce Control List.
• Signature: Requires an authorized signature, print name, title, and date, attesting to the accuracy of the statements.

Completion and submission of this form are mandatory for proposals exceeding certain thresholds. Bidders must carefully review and accurately complete all sections to ensure compliance with solicitation requirements. Failure to submit this form or providing inaccurate information may impact proposal evaluation and award.

Solicitation / RFP / RFQ

This document, Section L - Instructions to Offerors (ITO) for Firm Fixed Price Subcontract, provides guidance for preparing proposals for the LCLSII-HE Mirror Benders, RFP 360851(GN) opportunity. It outlines the format, content, submission requirements, and evaluation criteria for potential subcontractors.

Proposals must be compliant with all requirements stated in the Technical Evaluation Checklist. Key proposal components include:

• Volume I - Technical Proposal (50-page maximum) covering:

  • Ability to meet technical requirements (demonstrated via data package and engineering drawings).
  • Manufacturing capabilities and capacity (including metrology capabilities and Quality Assurance program).
  • Past Performance.
  • Major Milestones and Delivery Date.

• Volume II - Business Proposal covering:

  • Price (firm fixed prices with justification).
  • Financial information (Dun and Bradstreet report or audited financial statements).
  • Acceptance of SLAC Terms and Conditions, including specific forms and certifications.

• Contract Type: Firm Fixed Price Subcontract.

• Proposal Validity: Ninety (90) days from the proposal due date.

• Offeror Agreement: Must include a statement agreeing to the offer validity period and a one-year validity for prices from the initial award.

• Proposal Due Date: January 23rd, 2026, at 5 PM PST.

• Submission Method: Via e-mail as PDF documents, with Technical and Business Proposals as separate files.

• Point of Contact: Giang Ngo (giangn@slac.stanford.edu).

• Evaluation: Proposals will be evaluated based on key evaluation factors outlined in Volume II.

• Discussions: SLAC intends to award without discussions but reserves the right to conduct them.

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

• E-Verify as required by FAR 52.222-54 applies.

• All questions/clarifications must be submitted in writing by January 9, 2026, using the "Offeror's Request for Clarifications" form.

• Exceptions to SLAC's Terms and Conditions must be identified in the proposal and may cause rejection if not properly handled.

• SLAC is not liable for expenses incurred in preparing a response.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the Statement of Work (SOW) for the LCLS-II-HE Mirror Bender, incorporating by reference an Engineering Specifications Document (ESD) and several drawing packages.

• Statement of Work (SOW): LCLS-II-HE Mirror Bender SOW, Document No. LCLSII-HE-1.4-SW-1277-R1, dated 9/10/2025.

• Engineering Specifications Document (ESD): LCLS-II-HE Mirror Bender ESD, Document No. LCLSII-HE-1.4-ES-1074-R0, dated 2/29/2025.

• Drawing Packages: A list of specific drawing package numbers related to mirror benders (e.g., MR1L3, MR2L5, MR4L3, MR2L3, MR3L3, MR1L5, MR3L0, MR4L0) is provided, each with a designation indicating MIR, DXS, MFX, or CXI components and their orientation (N, UP, S, UP).

• The SOW is dated 9/10/2025, and the ESD is dated 2/29/2025. Specific period of performance is not detailed in this excerpt.

• Bidders should refer to the referenced SOW, ESD, and drawing packages for detailed technical requirements, specifications, and deliverables.

Questions & Answers / Clarifications

This document is an "Offeror's Request for Clarifications" (Attachment 1) for Request for Proposal No: SLAC_360851(GN).

This form is designed for offerors to submit questions regarding the solicitation. It includes fields for:

• Offeror's Name
• Date Submitted
• RFP Document Reference
• Question
• Response Date
• Response
• RFP Actions

The due date for submitting these clarifications is January 9, 2026, at 5 PM PST. This form is used by potential bidders to seek clarification on the RFP requirements before submitting their proposals.

Form / Attachment / Pricing Sheet

This document is a Buy American Act Certification form. It requires bidders to certify whether their end products qualify as U.S. domestic commercial products. This certification is a mandatory part of the quotation submission process.

• Certification of Domestic Product: Bidders must select 'Yes' or 'No' regarding whether each end product is a U.S. domestic commercial product.
• Excluded End Products: If 'No' is selected, bidders must list any excluded end products in accordance with FAR Part 25.104.
• Component Origin: Bidders must certify that all end products, except those listed as excluded, are domestic source end products with no components of unknown origin outside the United States.
• Foreign Content Estimate: Bidders must provide an estimated percentage of foreign content for the item or service being procured, expressed as a percentage of the total award price (within +/- 5% accuracy).
• Signature Block: Requires the Offeror's Signature, Printed Name, Title, Company Name, and Date.

This form directly impacts proposal preparation by requiring specific certifications and data regarding the origin of goods and services. Failure to complete this form accurately may affect the bid's eligibility or evaluation.

Form / Attachment / Pricing Sheet

This document, "INTERNATIONAL REPRESENTATIONS AND CERTIFICATIONS," is a form that offerors must complete and return with their proposal if their performance is outside the United States or if they will not recruit employees in the United States for the subcontract. It is required for a subcontract under Prime Contract DE-AC02-76SF00515 with the U.S. Department of Energy for SLAC National Accelerator Laboratory.

• Type of Organization: Offerors must specify their organizational structure (e.g., individual, sole proprietorship, corporation, non-profit).
• Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters: Offerors must certify whether they or their principals are debarred, suspended, or have had contracts terminated for default. This section also includes a warning about penalties for false certifications.
• Payments to Influence Certain Federal Transactions: For offers exceeding $150,000, offerors must certify that no Federal appropriated funds have been paid to influence Federal transactions and disclose any non-Federal funds used for lobbying.
• Anti-Kickback: For offers exceeding $150,000, offerors must certify that they have not engaged in or attempted to engage in any kickback activities.
• Employee-Vendor Relationship Certification: Offerors must disclose if any employee or former employee of Stanford University, or their near relative, owns, controls, or has a significant financial interest in the offeror's organization. This is to evaluate potential conflicts of interest.
• Signature: An authorized representative must sign the form, certifying the accuracy of the statements. The certifications are effective for one year from the date signed.

This form is critical for bidders whose operations or employee recruitment fall outside the U.S. or who may have relationships with Stanford University employees. Failure to complete and return this form, or providing false information, could impact the eligibility of their proposal. Bidders must carefully review each section and provide accurate certifications to ensure compliance with the solicitation requirements.

Form / Attachment / Pricing Sheet

This document is Section L, Attachment 2: Technical Evaluation Checklist, and Attachment 6: Business Evaluation Checklist. These forms are to be completed and submitted by the Offeror with their proposal.

Technical Evaluation Checklist:

• Technical Requirements: Offerors must submit a data package demonstrating their ability to meet technical specifications outlined in engineering drawings (LCLSII-HE-1.4-SW-1277-R1, Section 5, Table 1).
• Manufacturing Capabilities and Capacity: Offerors must demonstrate adequate resources and project management support for timely delivery using a quality-controlled process.
• Metrology Capabilities: Proof of a dedicated metrology area and capabilities is required.
• Quality Assurance Program: Proof of a QA program meeting SoW Appendix A requirements is needed.
• Past Performance: Documentation of relevant past performance meeting similar technical requirements is required.
• Major Milestones and Delivery Date: A successful completion and delivery schedule, including a breakdown of work, manufacturing, and inspections, must be submitted.

Business Evaluation Checklist:

• Price: Offerors must submit RFP Section B with firm-fixed prices and provide justification for cost proposal fairness and reasonableness (e.g., published price list, price certification letter with redacted invoices).
• Financial: Offerors must include a current Dun and Bradstreet report (within 6 months) or audited/reviewed financial statements for the current and two previous years.
• Terms and Conditions Acceptance and/or Exceptions: Offerors must communicate acceptance of SLAC Terms and Conditions, including submitting RFP Section A (acknowledgement of addendums), Section K (Representations and Certifications), and the Buy American Act Certification if applicable.

These checklists outline the specific documentation and information required from Offerors for both the technical and business evaluations of their proposals. Bidders must carefully complete and submit all required sections to demonstrate compliance with the solicitation's requirements.

Form / Attachment / Pricing Sheet

This document, Section D - Delivery, Shipping, Packing, outlines the specific requirements and procedures for the delivery, shipping, and packaging of goods related to the opportunity. It provides crucial information for vendors on how to prepare and dispatch items.

• Domestic Shipping: Shipments within the USA will be FOB Destination.
• International Shipping: Shipments outside the USA will be CIP SLAC, Menlo Park, and Duty Unpaid.
• Customs Coordination: Vendors are instructed to coordinate international shipments with SLAC's customs agent, Green Worldwide Shipping (USA), Inc. Contact details (phone, email, website) are provided.
• Shipping Address: A specific address for Green Worldwide Shipping, LLC in Burlingame, CA is provided for international shipments.
• Marking Requirements: Exterior shipping containers must be marked with the addressee (SLAC National Accelerator Laboratory B33, ATTN: TBD, Menlo Park, CA 94025), shipper information, and the SLAC subcontract or purchase order number.

This section is critical for bidders to understand the logistical requirements for delivering goods or materials. Adhering to these shipping, packaging, and marking instructions is essential for successful contract performance and avoiding delays or complications.

Form / Attachment / Pricing Sheet

This document, Section K - Representations and Certifications, outlines the required representations and certifications that offerors must complete and submit as part of their proposal.

• SLAC National Accelerator Laboratory- REPRESENTATIONS AND CERTIFICATIONS SUPPLEMENT (August 2022): To be completed by ALL Offerors from within the U.S.
• SLAC National Accelerator Laboratory- INTERNATIONAL REPRESENTATIONS AND CERTIFICATIONS (May 2023): To be completed by ALL Offerors outside of the U.S.
• Buy American Act Certification: To be completed by ALL Offerors.

Offerors must carefully review and complete these representations and certifications accurately. Failure to do so may impact the eligibility or evaluation of their proposal.

Engineering Specifications Document

This document outlines the physical and functional engineering requirements for the LCLS-II-HE mirror benders. It is intended to guide the design, development, manufacture, and integration of these components, aligning with higher-level facility and system requirements.

• Mirror Shape Control: Design and fabrication specifications for mirror benders capable of controlling bendable mirrors into elliptic, parabolic, and hyperbolic shapes (convex and concave).

• Coordinate Systems: Defines coordinate systems for various mirror orientations (Horizontal North-deflecting, Horizontal South-deflecting, Up-deflecting).

• Environment Requirements: Compatibility with Level 1 LCLS Vacuum Policy, functionality at ~20°C, and bakeability to 125°C (excluding mirror-glue pad).

• Design Requirements:

  • Capable of operating in horizontal and up-deflecting orientations.
  • Supported by a stress-free kinematic mounting system.
  • Features for thermal expansion about the optic center.
  • Stress-free interface to mirror ends.
  • Capable of two bending moments applied at mirror ends.
  • Twist-correction features for torsional stress relief.
  • Safety features to secure mirrors in case of epoxy failure.
  • Protective cover for assembly and transport.
  • Interface with bending actuators.
  • Prohibition of silver plating/components for male threads.
  • Avoidance of trapped volumes or virtual leaks.

• Chin Guard: Includes a SiC aperture mounted within 12 mm of the upstream end of the mirror, serving as part of the MPS. Aperture is manually adjustable and lockable. Includes 2x PT100 or PT1000 RTDs for thermal monitoring.

• Cooling: Active cooling system for mirrors, actuators, and chin guard, using an SMC HECR008-A water chiller. Side-cooling (symmetric) and adjustable to accommodate mirror width profiles. Must not induce strain or impede chin guard adjustability. Removable without removing the mirror. Capable of integration with adaptive heating/cooling systems (e.g., REAL).

• Ensure tangential optical profile according to mirror specifications.

• Tangential figure error induced by mirror bending < 1 nm RMS across full bending range.

• Deformed mirror shape stable to < 100 nrad over 5 days.

• Includes vibration analysis and thermal analysis for shape errors due to thermal expansion.

• Document Number: LCLSII-HE-1.4-ES-1074-R0

• Revision: R0 (Original Release, 2/29/2024)

• Not applicable to this document type (specifications).

• Not applicable to this document type.

• References to numerous other documents (e.g., PRDs, ESDs, Policies) are provided for detailed requirements.

• Includes definitions for key acronyms used throughout the document.