Request for Quote (RFQ) 473142, Noise Cancellation System

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) used by potential bidders to submit pricing for a Request for Quotation (RFQ). It is referenced by BSA Request for Quotation No. 473142.

• Product/Service: Sections for "Dual Cancellation System" and "Installation Services" are listed, with space for additional items.
• Sales Price: Fields for the price of each item and a "Total Price" are included.
• Firm Price Period: The submitted price must remain firm for ninety (90) days.
• Delivery and Payment Terms: Specified as FOB Destination, Net (TBD) Days.
• Bidder Concurrence: Requires the bidder's signature to acknowledge agreement with BSA's requirements, terms, conditions, and delivery schedule. It also requires affirmation of SAM registration and current representations/certifications, including the UEI number.

Bidders must complete and submit this form with their quotation. It details the specific pricing structure required, outlines key terms and conditions that must be accepted, and necessitates confirmation of compliance with government registration and certification requirements (SAM, UEI). Failure to complete this form accurately may impact proposal evaluation.

Solicitation / RFP / RFQ

This Request for Quote (RFQ) 473142 solicits quotes for a noise cancellation system to reduce electromagnetic fields for an installed Scanning Transmission Electron Microscope (STEM) at Brookhaven National Laboratory (BNL). The procurement is for full and open competition.

• Provide all labor, services, materials, and equipment for a noise cancellation system.

• The system must ensure optimal performance of the STEM.

• Offerors must have previous experience designing and installing field cancellation systems for Thermo Fisher Scientific Spectra 300 and/or Spectra Ultra STEMs.

• Offerors must provide references for at least 3 successfully delivered and installed comparable field cancellation systems.

• Offerors must be able to operate and comply with the safety and security requirements of a Department of Energy National Laboratory environment.

• Offerors must have a base of operations within 100 miles of LBNL to facilitate installation and service.

• Contract Type: Firm Fixed Price (FFP)

• Anticipated Period of Performance: Contract award + 3 months

• Anticipated Award Date: Around February 2026

• Payment Terms: TBD

• Quote Validity: 90 days

• Submission Deadline: 5:00 PM (MT), January 31, 2026

• Award Basis: Lowest total price from a responsive and responsible offeror meeting all technical requirements and RFQ Qualifiers.

• Submission Method: Electronic submissions via email to sandra.moran@bnl.gov, including a scanned copy of the signed Quotation Pricing Sheet (Enclosure 2).

• Questions Due Date: 3:00 PM (MT), January 20, 2026, submitted in writing to sandra.moran@bnl.gov.

• NAICS Code: 334519, Other Measuring and Controlling Device Manufacturing.

• Size Standard: 600 employees.

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

• Subject to FAR Part 25, Buy American Act.

• Brookhaven National Laboratory is a tax-exempt entity.

• Offerors must accept the terms and conditions of the Draft Contract (Enclosure 1) or note exceptions with tracked changes.

• Required enclosures include: Draft Contract, Quotation Pricing Sheet, AMS Form 050 (if not registered in SAM), Vendor ACH Authorization Form, W-9 Form, or W-8 Form (if foreign).

Contract

This document outlines a contract between Brookhaven Science Associates (BSA) and a Contractor for the provision of labor, services, materials, and equipment to reduce background electromagnetic fields using a noise cancellation system. This system is intended to optimize the performance of a newly installed Scanning Transmission Electron Microscope (STEM) at Lawrence Berkeley National Laboratory (LBL). The procurement is on behalf of the Department of Energy Nanoscale Science Research Centers Recapitalization Project (NSRC).

• Provision of a noise cancellation system.

• Reduction of background electromagnetic fields (DC and AC) to optimize STEM performance.

• System must mitigate fields at the field emission source and the GIF without adversely affecting the TEM column.

• System must mitigate fluctuations from DC to a maximum AC frequency of 5 kHz with a cancellation factor of at least 100x at 60 Hz.

• Active compensation for magnetic fields along three orthogonal axes with double loop geometry.

• Minimum 12-month warranty period following installation and commissioning.

• Contract Type: Firm Fixed Price (amount TBD).

• Period of Performance: Effective upon execution and continuing for 3 months after award.

• Payment Terms: Net (TBD).

• Invoices to be submitted electronically via email to apinvoices@bnl.gov in PDF format, or via hard copy to BSA's Accounts Payable Section.

• Shipping terms are FOB Destination, freight included/prepaid.

• Shipping address is Lawrence Berkeley National Laboratory, Berkeley, CA 94720.

• Contractor must contact BSA two (2) weeks prior to delivery to arrange freight carrier.

Not specified in this document.

• The contract incorporates several exhibits by reference, including:
  • Exhibit A: Statement of Work (SOW) "Noise Cancellation System"
  • Exhibit B: BNL Supplier Quality Assurance Requirements (BNL-QA-101)
  • Exhibit C: Lawrence Berkeley National Laboratory (LBL) Onsite Terms and Conditions
• Brookhaven Science Associates General Terms and Conditions for Commercial Items and Services (Rev. 23, May 2025) are also incorporated.
• The document is a "DRAFT" and does not bind the Government of the United States.

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 information and additional representations and certifications from Offerors who currently provide or intend to provide goods or services in support of a U.S. Government (USG) contract.

• Section A.1: Business Information: Collects basic business details including name, DBA, address, contact information, Unique Entity Identifier (SAM.gov), NAICS code, and physical/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 certifications related to:
  • FAR 52.203-11: 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.
  • FAR 52.209-7: Information Regarding Responsibility Matters.
  • 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/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 Offeror seeking to do business with BNL/BSA under a USG contract. Completing it accurately is a prerequisite for consideration. It requires bidders to provide detailed information about their business, size status, and compliance with various federal regulations and certifications. Failure to complete or accurately represent information may render an Offeror non-responsible or subject them to penalties.

Form / Attachment / Pricing Sheet

This document is a Vendor ACH Authorization Form, used to authorize Brookhaven National Laboratory/Brookhaven Science Associates (BNL/BSA) to make payments via Automated Clearing House (ACH) credit entries or to correct entries to a specified bank account. This form is managed by Brookhaven Science Associates, LLC under contract with the U.S. Department of Energy.

• 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 Statement: Outlines the authorization for ACH transactions and its duration until written notification of termination or modification is received by BNL/BSA. It also notes that credit authorizations may be revoked as per NACHA law.
• Authorized Representative Information: Requires the name of the authorized representative, their email, phone number, signature, and the date.

This form is essential for vendors who will be receiving payments from Brookhaven National Laboratory/Brookhaven Science Associates. Bidders must complete and submit this form to establish direct deposit for payments, ensuring timely and accurate financial transactions. It is a required step for vendors to receive payments electronically.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by entities and individuals to provide their correct Taxpayer Identification Number (TIN) to a requester, which is necessary for the requester to file information returns with the IRS regarding payments made to the entity or individual.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), 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 (or are exempt), and that they are a U.S. citizen or other U.S. person.
• Sections for Tax Classification: Includes options to identify the entity's federal tax classification (e.g., individual, corporation, partnership, LLC).
• Address Information: Fields for the requester's address and the recipient's address.

Bidders may be required to complete and submit this Form W-9 to the government agency or prime contractor if they are selected for an award. This form is essential for processing payments and ensuring compliance with IRS reporting requirements. Failure to provide a correct TIN can lead to backup withholding of payments.

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 tax treaties.

• 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-XXVIII: Various sections for specific entity types (e.g., Disregarded Entity, Sponsored FFI, Exempt Retirement Plans, Active NFFE, Passive NFFE) to certify their status and eligibility for reduced withholding or exemptions.
• Part XXIX: Substantial U.S. Owners of Passive NFFE: Requires identification of substantial U.S. owners if the entity is a Passive NFFE.
• Part XXX: Certification: A declaration by the beneficial owner that the information provided is true, correct, and complete, and that the entity is not a U.S. person.

Foreign entities bidding on opportunities may be required to provide this form to the contracting agency (withholding agent) to certify their status and potentially claim benefits under an applicable tax treaty or exemption from U.S. tax withholding. Bidders should consult with their tax advisors to determine the correct completion of this form based on their specific circumstances and the requirements of the solicitation.