Remanufacture of 8618 80 KW High Power Triode

Solicitation / RFP / RFQ

This solicitation (RFQ Number 473220) is for the fabrication of remanufactured 80 KW High Power Triodes. Brookhaven Science Associates (BSA), operating Brookhaven National Laboratory for the U.S. Department of Energy, is procuring these tubes.

• Fabrication of remanufactured 8618, 80 KW High Power Triodes in accordance with Draft Contract 473220 (Enclosure A).

• Offerors must have a minimum of 20 years of experience in manufacturing or remanufacturing high-power grid-controlled electron tubes with anode dissipation power up to 80 KW.

• Offerors must provide reference documentation for their experience.

• A full replacement or repair warranty of 24 months or 3,000 hours of filament operation is required for the initial period. Option years require a standard 1 year or 3,000-hour warranty.

• The first article unit must be delivered within 14 months After Receipt of Order (ARO).

• Final delivery of all units must occur within 18 months ARO.

• Contract Type: Firm-Fixed Price (FFP).

• Period of Performance: Contract Award through one (1) year following Award Date, with four (4) exercisable 1-Year Options.

• Freight Terms: FOB Destination, Freight Prepaid.

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

• The signed Quotation Pricing Sheet (Enclosure C) must be included.

• Quote Due Date & Time: April 10, 2026, by 11:59 PM ET.

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

• NAICS Code: 334419, Other Electronic Component Manufacturing. Size Standard: 750 employees.

• Procurement is for full and open competition.

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

• Small Business Subcontracting Plan is required for businesses expecting to exceed $900,000, with specific BSA goals provided (Small Business 50%, Small Disadvantaged Business 5%, etc.).

• Offerors must be registered in the System for Award Management (SAM) and provide their Unique Entity ID (UEI).

• Required forms include: Quotation Pricing Sheet (Enclosure C), AMS Form 050 (Reps and Certs) if not current in SAM, Vendor ACH Authorization Form (Enclosure D), W-9 Form (Domestic) or W-8 Form (Foreign) (Enclosure F).

• Questions Due Date: April 01, 2026, by 11:59 PM ET.

Contract

This document is a contract between Brookhaven Science Associates (BSA) and a contractor for the fabrication of remanufactured 8618, 80 KW High Power Triodes. These triodes are critical components for RF amplifiers used in the BNL 200 MEV Linear Accelerator and are needed for the next 20 years, as remanufactured tubes are no longer available.

• Fabrication of remanufactured 8618, 80 KW High Power Triodes.

• Work to be conducted in accordance with attached exhibits: Exhibit A (SOW), Exhibit B (Technical Specifications), and Exhibit C (BNL Supplier Quality Assurance Requirements).

• Deliverables include a full set of drawings upon completion of work.

• Tubes to be manufactured using new materials and subassemblies.

• First article unit delivery within 14 months After Receipt of Order (ARO).

• Final delivery of all units within 18 months ARO.

• Prompt notification to BSA of any anticipated delivery delays.

• Contract Type: Firm-Fixed Price

• Period of Performance: Effective upon execution, for one (1) year following the Award Date, with four (4) one-year option years. Total potential duration of five (5) years.

• Overall Value: TBD

• Payment: Upon receipt and approval of certified invoices and deliveries. Payment terms are Net (TBD).

• Not applicable for this contract document; it outlines the agreement terms.

• Not specified in this document.

• This contract does not bind the Government of the United States.

• Detailed shipping, labeling, packing, and notification requirements are provided.

• Authorized representatives for both BSA and the Contractor are identified.

Form / Attachment / Pricing Sheet

This document is the Vendor ACH Authorization Form, required for vendors to authorize Brookhaven National Laboratory/Brookhaven Science Associates to make payments via Automated Clearing House (ACH) credit entries or to correct entries to their designated bank account. This form is essential for setting up electronic payment processing.

• 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's authorization for ACH transactions and understanding of revocation procedures as per NACHA law.
• Authorized Representative Details: Fields for the representative's name, email, phone number, signature, and date.

Vendors responding to opportunities managed by Brookhaven National Laboratory/Brookhaven Science Associates will likely need to complete and submit this form to receive payments electronically. It is crucial for understanding the payment process and providing the necessary banking details.

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is a form for "Annual Representations and Certifications" required by Brookhaven National Laboratory (BNL/BSA). It is used to gather registration data and additional representations and certifications from Offerors who provide or intend to provide goods or services in support of a U.S. Government (USG) Contract.

• Section A.1: Business Information: Collects general business name, address, contact information, Unique Entity Identifier (SAM.gov), 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 various subcategories (e.g., Woman-Owned, HUBZone, Service-Disabled Veteran-Owned) and references FAR 52.219-1.
• Section B: Additional Representations and Certifications: Includes clauses related to influencing federal transactions (FAR 52.203-11), reporting executive compensation (FAR 52.204-10), responsibility matters (FAR 52.209-5), previous contracts (FAR 52.222-22), affirmative action (FAR 52.222-25), and government property.
• Section C: Authorized Signature of Offeror: Requires the Offeror's authorized representative to certify the accuracy of the information provided.

Bidders must complete this form accurately to be considered for opportunities with BNL/BSA that involve USG contracts. The information provided in this form is crucial for determining eligibility, business size status, and compliance with various federal regulations. Failure to complete or accurately provide information may result in the offeror not being considered a small business or being deemed non-responsible.

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form AMS-Form-043) used by vendors to submit pricing for the "80 KW High Power Triode" as requested by Brookhaven National Laboratory (BSA) under solicitation BSA Request for Quotation No. 473220.

• Description of Items: Lists specific items including "WDN8618E - Base Year", "WDN8618E-NRE - Base Year", "WDN8618WE1 - Base Year", and option years for "WDN8618E" (Option Years 1 through 4).
• Quantity: Specifies the quantity for each item, with "Up to 10" for option years.
• Unit Price: A field for vendors to enter the unit price for each item.
• Total: A field for vendors to calculate the total price for each item.
• Total Overall Price: A field to sum the total prices for all items.
• Price Firmness: States the price must remain firm for ninety (90) days.
• Delivery & Payment Terms: FOB Destination, Net (TBD) Days.
• Concurrence Section: Requires the vendor's signature, company name, address, typed name, title, telephone number, and date. It also requires confirmation of SAM registration, current representations and certifications, and the vendor's UEI number.

This form is essential for bidders responding to the referenced solicitation. It provides the structure for submitting pricing for the required goods, including base year and option year quantities. Bidders must complete this form accurately, including their SAM UEI number and confirmation of compliance with SAM requirements, to be considered for award. The pricing submitted must be firm for 90 days.

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 entities that are required to file information returns with the IRS. This form is essential for vendors to provide their TIN to the government or other entities to avoid backup withholding on payments.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN) or Employer Identification Number (EIN).
• 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: Collects identifying information such as name, business name, address, and account numbers.
• Line 3a & 3b: Collects federal tax classification information, including specific details for LLCs and foreign partners/owners.
• Line 4: Allows for exemption codes for backup withholding and FATCA reporting.

Vendors responding to SAM.gov opportunities will likely be required to submit this form to the contracting agency or prime contractor. Providing an accurate and complete Form W-9 is crucial for timely payment and to avoid potential backup withholding penalties. Bidders should ensure their TIN and certification details are accurate and match their tax filings.

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 to the withholding agent or payer, enabling them to claim foreign status and, if applicable, reduced tax withholding rates under a tax treaty.

• Part I: Identification of Beneficial Owner: Collects basic identification information, including the entity's name, country of incorporation, and Chapter 3 and Chapter 4 statuses (FATCA status).
• Part II: Disregarded Entity or Branch Receiving Payment: Used if the entity receiving payment is a disregarded entity or a branch.
• Part III: Claim of Tax Treaty Benefits: Allows the entity to claim benefits under a U.S. income tax treaty.
• Parts IV-XXIX: These parts cover various specific statuses and certifications for different types of foreign entities (e.g., Sponsored FFI, Certified Deemed-Compliant FFI, Exempt Retirement Plans, Active NFFE, Passive NFFE, etc.).
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided.

Foreign entities bidding on this opportunity may need to complete and submit this form to the contracting officer or designated point of contact to ensure correct tax treatment of any payments received. Understanding the entity's Chapter 3 and Chapter 4 statuses, and any applicable treaty benefits, is crucial for accurate tax withholding and reporting. Bidders should consult the IRS instructions for Form W-8BEN-E for detailed guidance on completion.

Form / Attachment / Pricing Sheet

This document is a Subcontracting Plan Waiver form (AMS-Form-001, Revision 6) for Brookhaven National Laboratory, managed by Brookhaven Science Associates, LLC, under contract to the U.S. Department of Energy. It is used to determine if a Small Business Subcontracting Plan is required for a procurement.

• Waiver Justification: Public Law 95-507 requires subcontracting plans for contracts exceeding certain thresholds. This form allows for a waiver if specific conditions are met.
• Contract Information: Fields for proposed Contract No., total amount, and Modification/Task/Change Order No. are included. The scope of work is identified as "80 KW High Power Triode."
• Exemption Reasons: The form provides checkboxes for contractors to certify exemption from submitting a subcontracting plan, citing reasons such as performance entirely outside the United States or no subcontracting opportunities.
• Certification and Determination: Sections for contractor certification, and determination by a Buyer/Contract Specialist/Manager and approval by a Small Business Liaison Administrator are present.

This document indicates that for the procurement related to "80 KW High Power Triode" (Contract No. 473220), a Small Business Subcontracting Plan is not applicable, as determined by the waiver. This may affect requirements for bidders regarding subcontracting with small businesses.