Request for Quote (RFQ): 474360-Twisted Pair Cables for Power Distribution in Cryogenic Temperatures for the Deep Underground Neutrino Experiment (DUNE)

Form / Attachment / Pricing Sheet

This document, AMS-FORM-050, is an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA). It is designed to gather necessary registration data 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 name, address, contact information, and Unique Entity Identifier (UEI) from SAM.gov. It also asks for NAICS code and physical/performance location details.
• Section A.2: Applicable Only to Small Business Offerors: Requires small businesses to confirm their status via SAM.gov and details various small business subcategories (e.g., Woman-Owned, Veteran-Owned, HUBZone) and their eligibility criteria.
• Section B: Additional Representations and Certifications: Includes clauses related to lobbying, executive compensation reporting, responsibility matters (debarment, suspension, taxes), previous contracts, affirmative action, and government property.
• Section C: Authorized Signature of Offeror: Requires the Offeror's authorized representative to certify the accuracy of the information provided.

This form is crucial for any vendor seeking to do business with BNL/BSA under a USG contract. Bidders must accurately complete all relevant sections to demonstrate their eligibility, business status, and compliance with various federal regulations. Failure to complete this form correctly or accurately may result in disqualification or impact the award of a subcontract or purchase order.

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) for Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates, LLC. It is provided as part of Acquisition Management System Form to be completed by potential bidders in response to BSA Request for Quotation No. 474360.

• Item Descriptions: Specific cable types and lengths are listed:
  • 2.5 m cables (Part No. ASD-245906-01): 2,200 pieces
  • 27 m cables (Part No. ASD-245906-04): 2,200 pieces
  • 9 m cables (Part No. ASD-245906-02): 1,750 pieces
  • 22 m cables (Part No. ASD-245906-03): 1,750 pieces
• Pricing: Fields for "Qty," "Unit Price," and "Total" are provided for each item, along with a "Total Overall Price" field.
• Price Firmness: The submitted price must remain firm for ninety (90) days.
• Delivery & Payment Terms: FOB Destination, Net (TBD) Days.
• Company Information: Fields for Company Name, Signature, Address, Typed Name, Title, Telephone No., and Date are required.
• SAM Registration Affirmation: Bidders must affirm they are registered in SAM, their representations and certifications are current, and provide their UEI number.

This form is essential for bidders responding to RFQ No. 474360. It requires vendors to detail their pricing for specific quantities and types of twisted pair cables needed for power distribution in cryogenic temperatures for the DUNE Project. Bidders must complete all pricing fields, confirm price firmness, and provide company details, including SAM registration status. The signed form signifies agreement to BNL's requirements, terms, and conditions.

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 authorizes BNL/BSA to initiate Automated Clearing House (ACH) credit entries or correcting entries for payments to the vendor's designated 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 confirming the vendor's authorization for ACH transactions and the conditions for termination or modification, referencing NACHA law.
• Authorized Representative Information: Fields for the representative's name, email, phone, signature, and date.

Vendors responding to opportunities managed by BNL/BSA may be required to complete and submit this form as part of the contract process to facilitate electronic payments. It is crucial for bidders to accurately provide their banking and authorization details.

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 (individuals and entities) to provide their correct Taxpayer Identification Number (TIN) to a requester. This information is used by the requester to file information returns with the IRS regarding payments made to the vendor.

• Part I: Taxpayer Identification Number (TIN): Requires the vendor to provide their Social Security Number (SSN) or Employer Identification Number (EIN).
• Part II: Certification: The vendor certifies 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.
• Lines 1-7: Fields for name, business name, address, city, state, ZIP code, and account numbers.
• Line 3a & 3b: Fields for federal tax classification (individual, corporation, partnership, LLC, etc.) and information regarding foreign partners/owners.
• Line 4: Fields for exempt payee codes and FATCA reporting codes, if applicable.

Vendors responding to this opportunity must complete and submit this Form W-9 to the government. Failure to provide a correct TIN may result in backup withholding. This form is essential for the government to process payments and fulfill tax reporting obligations related to the contract.

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 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 statuses (FATCA status).
• Part II: Disregarded Entity or Branch Receiving Payment: Used if the entity receiving payment is a disregarded entity or a branch of a foreign financial institution (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 sections detail various classifications for foreign entities, such as Sponsored FFI, Certified Deemed-Compliant FFIs (various types), Nonreporting IGA FFI, Foreign Government, International Organization, Exempt Retirement Plans, Entity Wholly Owned by Exempt Beneficial Owners, Territory Financial Institution, Excepted Nonfinancial Entities (Group, Start-Up, Liquidation/Bankruptcy), 501(c) Organization, Nonprofit Organization, Publicly Traded NFFE, Excepted Territory NFFE, Active NFFE, Passive NFFE, Excepted Inter-Affiliate FFI, and Sponsored Direct Reporting NFFE.
• Part XXX: Certification: The final section where the beneficial owner certifies the accuracy of the information provided.

This form is crucial for any foreign entity that may receive payments from a U.S. source. Bidders who are foreign entities will need to complete and submit this form to the withholding agent (the entity making the payment) to certify their tax status and potentially claim reduced withholding tax rates under tax treaties. Failure to provide a properly completed W-8BEN-E can result in backup withholding at the highest applicable rate.

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 ($900,000 for general contracts, $2,000,000 for public facility construction, and for modifications/task orders over these amounts).

• Contract Information: Fields for proposed Contract Number, Contractor name, total contract amount, and modification/task/change order details.
• Scope of Work: A field to describe the work covered by the waiver.
• 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, with reasons provided.
• Certification: Contractor's signature and date.
• Determination: Section for Buyer/Contract Specialist/Manager to determine applicability of the plan.
• Approval: Section for Small Business Liaison Administrator approval.

Bidders may need to complete and submit this form if they believe they are exempt from providing a subcontracting plan for this opportunity. It outlines the specific conditions under which a waiver can be granted, either due to the work being performed overseas or because no subcontracting opportunities will exist. This form directly impacts a bidder's compliance requirements if the contract value meets the thresholds specified by P.L. 95-507.

Solicitation / RFP / RFQ

This solicitation (RFQ #474360) is for the procurement of Twisted Pair Cables for Power Distribution in Cryogenic Temperatures for the Deep Underground Neutrino Experiment (DUNE). Brookhaven Science Associates, LLC (BSA), operator of Brookhaven National Laboratory (BNL), is issuing this request for quotes.

• Offerors must furnish items and delivery requirements as outlined in the Draft Contract 474360 (Enclosure A).

• The proposed items must meet all technical requirements specified in the solicitation.

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

• Anticipated Period of Performance/Delivery Date: Date of award through March 31, 2028.

• Brookhaven is a tax-exempt entity.

• Quotes are due by 17 March 2026.

• Questions are due by 09 March 2026.

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

• Quotes must be submitted via email to the Buyer/Contracts Specialist listed on page 1, including the signed Quotation Pricing Sheet (Enclosure C).

• All exceptions to the Draft Contract and Terms and Conditions must be noted with "tracked changes" turned ON.

• NAICS Code: 334417, Electronic Connector Manufacturing.

• Size Standard: 1,000 employees.

• This procurement is being solicited for full and open competition.

• Small Business Subcontracting Plan: Required for Offerors certifying as other than "small business or foreign business" with offers expected to exceed $900,000. BSA's small business goals are provided as an 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%). Firms certifying as small or foreign businesses need not complete the plan, but may need to submit a Subcontracting Plan Waiver (AMS Form-001).

• Offerors must be registered in the System for Award Management (SAM) with a Unique Entity ID (UEI #). Foreign vendors are not required to register in SAM but must fill out AMS-Form-050 (Enclosure B).

• Supplier Specific Representations & Certifications (AMS-Form-050, Enclosure B) must be on file with BSA or submitted at the time of award.

• Required Enclosures include: Draft Contract 474360, AMS Form 050 Reps and Certs, AMS Form 043 Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9 Form (Domestic Vendors) or W-8 Form (Foreign Vendors), and AMS Form-001 Subcontracting Plan Waiver.

Contract / Statement of Work (SOW)

This document is a contract between Brookhaven National Laboratory (BSA) and a contractor (TBD) for the supply of twisted pair cables for power distribution in cryogenic temperatures for the Deep Underground Neutrino Experiment (DUNE) project. The contract is firm fixed price.

• Furnish all labor, services, materials, and equipment for twisted pair cables.

• Cables must be compatible with cryogenic temperatures (77K).

• No alternation of the bill of materials is allowed.

• Extensive testing by BNL has shown only this specific type of material is acceptable.

• Deliverables include specific quantities of cables of varying lengths (2.5m, 27m, 9m, and 22m) with specified part numbers (ASD-245906-01, ASD-245906-04, ASD-245906-02, ASD-245906-03).

• Detailed delivery schedules with batch quantities and due dates are provided for each cable type, spanning from June 30, 2026, to February 28, 2028.

• Contract Type: Firm Fixed Price

• Overall Value Amount: $2,816,600.00

• Period of Performance: Effective upon execution through March 31, 2028.

• Not applicable (this is a contract, not a solicitation).

• Not applicable (this is a contract, not a solicitation).

• The contract incorporates by reference Brookhaven Science Associates, LLC, General Terms and Conditions for Commercial Items and Services (Rev 23.0 May 2025).

• Attached exhibits include:

  • Exhibit A: Statement of Work (SOW) titled "Twisted Pair Cables for Power Distribution in Cryogenic Temperatures of DUNE project"
  • Exhibit B: Samtec Drawings and Specifications
  • Exhibit C: BNL Supplier Quality Assurance Requirements (BNL-QA-101)

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

• Specifics regarding payment terms, freight, labeling, packing, and notification requirements are detailed.