Request For Quote (RFQ): 474046-Remanufacture of Linac Modulator Tube Types WDR8618 and WDR4CW25000A, and the manufacture of WDNLPT32 new tube type.

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) from Brookhaven Science Associates, LLC (BSA) solicits quotes for the remanufacturing or repair of expired Linac Modulator Tube Types WDR8618 and WDR4CW25000A to Eimac Tube Specifications. Additionally, it requires the manufacturing of tube type WDNLPT32. This procurement is being solicited for full and open competition.

• Remanufacture/repair of WDR8618 and WDR4CW25000A tube types.

• Manufacturing of WDNLPT32 tube type.

• Offerors must meet Eimac Tube Specifications for remanufacturing/repair.

• The requirement includes four (4) options, which if exercised, will maintain consistency with the outlined specifications.

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

• Anticipated Period of Performance/Delivery Dates:

  • WDR4CW25000A: 120 Days After Receipt of Order (ARO)
  • WDNLPT32: 210 Days ARO
  • WDR8618: 210 Days ARO

• Payment Terms: To Be Determined (TBD).

• Quote Validity: 90 days.

• Freight Terms: FOB Destination, Freight Prepaid.

• Questions Due Date: 06 March 2026.

• Quote Due Date & Time: 14 March 2026, 23 March 2026.

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

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

• Offerors must affirm Representations and Certifications and size status in SAM.gov.

• NAICS Code: 334419, Other Electronic Component Manufacturing.

• Size Standard: 750 employees.

• Small Business Subcontracting Plan: Required for Offerors certifying as other than small/foreign businesses with expected offers exceeding $900,000.

• Small Business Goals (example): Small Business (50%), Small Disadvantaged Business (5%), Women-Owned Business (5%), Hub Zone (3%), Veteran-Owned Business (3%), Service-Disabled Veteran-Owned Business (3%).

• Brookhaven National Laboratory is a tax-exempt entity.

• Offerors must have experience in remanufacturing similar tubes and provide at least three (3) references.

• Foreign vendors are not required to be registered in SAM but must complete AMS-Form-050 (Enclosure B).

• Required Forms: Draft Contract 474046 (Enclosure A), AMS Form 050 Reps and Certs (Enclosure B), AMS Form 043 Quotation Pricing Sheet (Enclosure C), Vendor ACH Authorization Form (Enclosure D), W-9 Form (Domestic Vendors, Enclosure E), W-8 Form (Foreign Vendors, Enclosure F), Subcontracting Plan Waiver (Enclosure G).

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) from Brookhaven Science Associates, LLC (BSA) solicits quotes for the remanufacturing or repair of expired Linac Modulator Tube Types WDR8618 and WDR4CW25000A, and the manufacturing of tube type WDNLPT32. This procurement is for full and open competition.

• Remanufacture or repair of WDR8618 and WDR4CW25000A tube types to Eimac Tube Specifications.

• Manufacturing of WDNLPT32 tube type.

• The requirement includes four (4) options for tube types, with delivery consistent with specifications if exercised.

• Offerors must have experience in remanufacturing similar tubes and provide at least three (3) references for successfully completed projects.

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

• Anticipated Period of Performance/Delivery Dates: 120 Days ARO for WDR4CW25000A, and 210 Days ARO for WDNLPT32 and WDR8618.

• Anticipated Freight Terms: FOB Destination, Freight Prepaid.

• Quote Validity: Quotes must remain valid for 90 days.

• Submission Method: Email only.

• Questions Due Date: 06 March 2026.

• Quote Due Date & Time: 14 March 2026.

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

• Offerors must accept BSA's terms and conditions in full or note exceptions via "tracked changes." Failure to do so may result in non-responsiveness.

• NAICS Code: 334419, Other Electronic Component Manufacturing.

• Size Standard: 750 employees.

• Small Business Subcontracting Plan: Required for Offerors certifying as other than small or foreign businesses with expected offers exceeding $900,000. Goals are provided as an example (e.g., Small Business 50%).

• Brookhaven National Laboratory is a tax-exempt entity.

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

• Required enclosures include Draft Contract, Reps and Certs, Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9 Form (Domestic) or W-8 Form (Foreign), and potentially a Subcontracting Plan Waiver.

Contract

This document is a contract between Brookhaven Science Associates (BSA) and a contractor (name TBD) for the remanufacture or repair of expired Linac Modulator Tube Types WDR8618 and WDR4CW25000A, and the manufacturing of the WDNLPT32 tube type. The contract is between BSA and the contractor, acting under a Prime Contract with the U.S. Department of Energy (DOE).

• Remanufacture or repair of Linac Modulator Tube Types WDR8618 and WDR4CW25000A to Eimac Tube Specifications.

• Manufacturing of tube type WDNLPT32.

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

• Deliverables include:

  • 3 units of Repair/Remanufacture Modulator Tube WDR4CW25000A, due 120 Days ARO.
  • 3 units of New Modulator Tube WDNLPT32, due 210 Days ARO.
  • 4 units of Repair/Remanufacture Modulator Tube WDR8618, due 210 Days ARO.

• Contract Type: Firm Fixed Price.

• Overall Value: TBD.

• Period of Performance: One year from award date, with four (4) additional one-year option years. Total potential duration of five years.

• Invoices are to be directed to BSA's Accounts Payable Department.

• Electronic invoice submittal is preferred via email to apinvoices@bnl.gov in PDF format.

• Hard copy invoices to BSA's Accounts Payable Department, Contracts Division, Bldg. No. 400D.

• Final invoice must be marked "FINAL" and submitted to BSA's Contractual Representative.

Not specified in this document.

• The contract does not bind or purport to bind the Government of the United States.
• Detailed instructions for freight, labeling, packing, and notification are provided.
• Authorized representatives for BSA and the Contractor are listed.
• Brookhaven Science Associates General Terms and Conditions for Commercial Items and Services are incorporated by reference.

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is titled "Annual Representations & Certifications" and is required by Brookhaven National Laboratory (BNL/BSA) for offerors providing goods or services in support of U.S. Government (USG) contracts. It serves to gather essential registration information, representations, and certifications from potential vendors.

• Section A.1: Business Information: Collects basic business name, address, contact information, Unique Entity Identifier (from 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 to FAR 52.219-1.
• 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.
  • 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/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 wishing to do business with BNL/BSA under USG contracts. Completing it accurately and thoroughly is a prerequisite for consideration. Bidders must provide detailed business information, attest to their status (especially if claiming small business status), and certify compliance with various federal regulations and requirements. Failure to complete this form correctly may render an offeror non-responsible or ineligible for award.

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) provided by Brookhaven National Laboratory (BNL) for Request for Quotation (RFQ) No. 474046, titled "Modulator Tube Repair". Bidders are required to complete and submit this form to provide their pricing for the requested services.

• RFQ Reference: BSA Request for Quotation No. 474046 “Modulator Tube Repair”
• Contracting Entity: Brookhaven Science Associates, LLC (Managed by Brookhaven National Laboratory for the Department of Energy)
• Pricing Structure: The sheet requires pricing for "Repair/Remanufacture Modulator Tube WDR4CW25000A", "New Modulator Tube WDNLPT32", and "Repair/Remanufacture Modulator Tube WDR8618" across a Base Year and four Option Years. Quantities are specified for the Base Year and "Up to" quantities for Option Years.
• Required Information: Bidders must provide their Quotation Number, date, Unit Price, and Total for each line item, culminating in a Total Price.
• Price Firmness: The submitted price must remain firm for 90 days.
• Delivery & Payment Terms: FOB Destination, Net TBD Days.
• Company Information: Fields for Company Name, Signature, Address, Typed Name, Title, Telephone Number, and Date are included for the submitting firm.
• SAM Registration Affirmation: Bidders must affirm they are registered in SAM, have current representations and certifications, and provide their UEI number.

This form is critical for bidders responding to RFQ No. 474046. It outlines the specific services and quantities for which pricing is requested and provides the template for submitting that pricing. Completing this sheet accurately and in compliance with the specified terms is essential for a valid proposal. Bidders must also ensure they meet the SAM registration requirement and provide their UEI.

Form / Attachment / Pricing Sheet

This document is the Vendor ACH Authorization Form, required for vendors to authorize Brookhaven National Laboratory/Brookhaven Science Associates (BNL/BSA) to make payments via Automated Clearing House (ACH) credit entries or to correct such entries. 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 the conditions for termination or modification, referencing 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 under the U.S. Department of Energy may be required to complete and submit this form to receive electronic payments. It is crucial for understanding the payment process and providing necessary banking details.

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 who is required to file an information return with the IRS. This form is essential for vendors to provide their TIN to the government agency issuing the contract or opportunity.

• 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 name, business name (if applicable), address, city, state, ZIP code, and optional account numbers.
• Line 3a & 3b: Collects federal tax classification and information regarding foreign partners/owners/beneficiaries for flow-through entities.
• Line 4: Allows for exemption codes for backup withholding and FATCA reporting.

Bidders must complete and submit this Form W-9 accurately to the contracting agency. Failure to provide a correct TIN or to complete the certification properly can result in backup withholding of payments, which means a portion of the payment will be sent directly to the IRS. This form is a standard requirement for receiving payments from the U.S. government and is crucial for ensuring timely and correct payment processing.

Form / Attachment

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 establish their status as beneficial owners of U.S. income and to claim foreign status and any applicable reduced rate of, or exemption from, U.S. tax withholding.

• Part I: Identification of Beneficial Owner: Collects basic identifying 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 a foreign financial institution (FFI).
• Part III: Claim of Tax Treaty Benefits: Allows the entity to claim benefits under a U.S. income tax treaty.
• Parts IV-XXIX: These sections detail various classifications for foreign entities (e.g., Sponsored FFI, Certified Deemed-Compliant FFI, Exempt Retirement Plans, Active NFFE, Passive NFFE) and require specific certifications based on the entity's status.
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided and agrees to submit a new form if certifications become incorrect.

If this opportunity involves payments to foreign entities, bidders may be required to obtain and process this form from those entities to ensure correct U.S. tax withholding. Understanding the different statuses and certifications within this form is crucial for compliance with U.S. tax regulations related to foreign beneficial owners. Bidders acting as withholding agents will need to ensure they receive a properly completed form from foreign entities to avoid backup withholding.

Form / Attachment / Pricing Sheet

This document, "AMS Form-001 Subcontracting Plan Waiver," is a form used to request or document a waiver from the requirement to submit a Small Business Subcontracting Plan. Public Law 95-507 mandates such plans for negotiated contracts exceeding specific thresholds.

• Contract Information: Fields for proposed Contract Number, Contractor name, total amount, and Modification/Task/Change Order details.
• Scope of Work: A field to describe the work covered.
• Reasons for Exemption: Checkboxes and a free-text area for the contractor to certify exemption based on:
  • Performance entirely outside the United States.
  • Certification that subcontracting will not be conducted.
• Certification: Contractor signature and date.
• Determination: Fields for Buyer/Contract Specialist/Manager validation and Small Business Liaison Administrator approval.

Bidders may need to complete or review this form if they are seeking an exemption from the subcontracting plan requirements for this specific procurement. It outlines the conditions under which such a waiver can be granted and the certification process involved. If a waiver is granted, it signifies that subcontracting opportunities under this contract may not be applicable or required.