REQUEST FOR QUOTE (RFQ) 476754: DUNE (Deep Underground Neutrino Experiment) CE Flange

Solicitation / RFP / RFQ

This Request for Quotation (RFQ) from Brookhaven Science Associates, LLC (BSA) solicits quotes for the fabrication and delivery of DUNE (Deep Underground Neutrino Experiment) CE Flanges. BSA operates Brookhaven National Laboratory under a Prime Contract with the U.S. Department of Energy (DOE).

• Fabrication and delivery of DUNE CE Flanges in accordance with the attached Draft Contract 476754 (Enclosure A).

• Offerors must demonstrate a minimum of 5 years of documented experience in precision machining of stainless-steel vacuum components, including modification of ConFlat (CF) flanges or equivalent ultra-high vacuum hardware.

• Evidence of experience should include company profile, examples of machined components (links, photos, narrative).

• Contract Type: Firm Fixed Price (FFP).

• Anticipated Period of Performance: Base Period is Award date + 8 weeks. An optional phase may extend the period of performance to ten (10) months from the date of award.

• Freight Terms: FOB Destination, Freight Prepaid.

• Brookhaven is a tax-exempt entity.

• Questions Due Date: 29 April 2026.

• Quote Due Date & Time: 07 May 2026.

• Submission Method: Email submissions only, including the signed Quotation Pricing Sheet (Enclosure C), to the Buyer/Contracts Specialist listed on page 1.

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

• Evaluation: Total price, including options, will be evaluated to determine the lowest price. Quotes must include descriptive information demonstrating how the proposed item meets all requirements.

• Quote Validity: 90 days.

• This procurement is set aside for small businesses. By submitting a quotation, Offerors certify they are a small business as defined by the U.S. Small Business Administration.

• NAICS Code: 332919-Other Metal Valve and Pipe Fitting Manufacturing, with a size standard of 750 employees.

• Offerors must affirm Representations and Certifications and size status in the System for Award Management (SAM.gov).

• Enclosures include: Draft Contract, AMS Form 050 Reps and Certs, Quotation Pricing Sheet, Vendor ACH Authorization Form, W-9 Form (Domestic Vendors), and W-8 Form (Foreign Vendors).

• Offerors must note acceptance of terms and conditions or clearly note exceptions via redlining with tracked changes.

Contract / Statement of Work (SOW)

This document outlines a contract for the fabrication and delivery of DUNE (Deep Underground Neutrino Experiment) CE Flanges to Brookhaven Science Associates (BSA). BSA is acting under a Prime Contract with the U.S. Department of Energy (DOE).

• Phase 1 (Pre-Production/Qualification): Fabricate and deliver ten (10) DUNE CE Flanges.

• Phase 2 (Optional Production): If exercised, fabricate and deliver eighty (80) DUNE CE Flanges.

• All work must strictly adhere to the attached BSA exhibits: Exhibit A (SOW), Exhibit B (Technical Drawings and Specifications), and Exhibit C (BNL Supplier Quality Assurance Requirements).

• Contract Type: Firm Fixed Price.

• Contract Number: 476754.

• Period of Performance: Base period of eight (8) weeks for Phase 1. Optional Phase 2 can extend performance by an additional eight (8) months, for a total potential period of ten (10) months from award.

• Estimated Value: TBD.

• Deliverables: Phase 1 flanges due 8 weeks After Contract Award (ACA).

• Payment: Made upon receipt and approval of certified invoices and deliveries.

• Invoicing: Electronic submission preferred via email to apinvoices@bnl.gov; hard copies to BSA's Accounts Payable Department, Contracts Division, Bldg. No. 400D.

• Freight Terms: FOB BSA National Laboratory, Upton, Long Island, New York.

• Labeling & Packing: Detailed requirements are available via a provided URL or email. Shipments must comply with specific labeling and packing list requirements.

• Special Notification: Required for shipments over 3,000 lbs or longer than 8 feet, or with a high center of gravity, requiring 3 days' advance notice.

Not specified in this document.

• The contract is between the "Contractor" and Brookhaven Science Associates, LLC (BSA).
• The document incorporates Brookhaven Science Associates, LLC, General Terms and Conditions for Commercial Items and Services (Rev 23.0, May 2025) and potentially for Non-Commercial Items.
• Exhibit A details fabrication scope, materials (304L stainless steel), approved sources for stock flanges, SHV connector specifications, welding requirements (vacuum tight, hermetic leak rate <= 1.0 x 10^-9 std.cc/sec helium), identification/marking, cleaning, and quality verification.
• Exhibit B provides detailed technical drawings for the SHV connector and flange assembly.
• Exhibit C outlines Supplier Quality Assurance Requirements (BNL-QA-101), including quality systems, change approval, subcontractor responsibilities, protection of material, M&TE calibration, and specific requirements for various equipment and processes.

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 information for the "476754 DUNE CE Flange" requirement for Brookhaven National Laboratory (BNL), managed by Brookhaven Science Associates, LLC (BSA) for the Department of Energy.

• Description: DUNE CE Flanges
• Quantity: 10 for Phase 1 (Pre-Production/Qualification) and 80 for Optional Phase 2 (Production).
• Unit Price: To be filled in by the bidder.
• Cumulative Total: To be filled in by the bidder.
• Total Overall Price: To be filled in by the bidder.
• Price Validity: Must remain firm for ninety (90) days.
• Delivery and Payment Terms: FOB Destination, Net (TBD) Days.
• Company Information: Fields for company name, signature, address, typed name, title, telephone number, and date.
• SAM Registration Affirmation: Bidders must affirm they are registered in SAM, and their representations, certifications, and small business size status are current and complete. A field is provided to insert the UEI number.

This form is critical for bidders to provide their pricing for the specified DUNE CE Flanges. It outlines the quantities for both a required pre-production phase and an optional production phase. Bidders must complete all pricing fields, confirm delivery and payment terms, and acknowledge agreement with BSA's terms and conditions. The form also requires confirmation of SAM registration and submission of the company's Unique Entity Identifier (UEI).

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 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 Offeror's 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: Requires small business offerors to certify their business size and 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 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.
  • 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 Brookhaven National Laboratory under a USG contract. It requires detailed information about the Offeror's business status, certifications, and compliance with various federal regulations. Failure to complete this form accurately or completely may affect an Offeror's ability to be considered for an award. Bidders must ensure all representations and certifications are current and accurate.

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 make payments to the vendor via Automated Clearing House (ACH) credit entries or to correct entries 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 understanding of revocation procedures as per NACHA law.
• Authorized Representative Information: Requires name, email, phone number, signature, and date.

This form is essential for vendors who are awarded contracts or will receive payments from BNL/BSA. It must be completed accurately to facilitate electronic payment processing. Failure to provide this information may delay or prevent payments.

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 a requester who is required to file an information return with the IRS. This form is also used to certify certain tax-related matters, such as not being subject to backup withholding.

• Part I: Taxpayer Identification Number (TIN): Requires the individual's or entity's name and TIN (Social Security Number, Employer Identification Number, or Individual Taxpayer Identification Number).
• 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.
• Lines 1-7: Collect identifying information such as name, business name, address, city, state, and ZIP code.
• Line 3a & 3b: Used to determine the federal tax classification of the entity and to indicate if there are foreign partners, owners, or beneficiaries.
• Line 4: Used to claim exemptions from backup withholding or FATCA reporting.

Vendors responding to a SAM.gov opportunity may be required to submit this form to the contracting agency. This ensures the agency can properly report payments made to the vendor to the IRS. Bidders must accurately complete this form to avoid potential backup withholding on payments and to ensure compliance with tax regulations. Failure to provide a correct TIN or to complete the certification properly can lead to penalties or delays in payment.

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.

• 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.
• Subsequent Parts (II-XXX): These sections allow the entity to claim tax treaty benefits, specify its status as a disregarded entity, branch, sponsored FFI, or various types of "excepted" entities (e.g., nonfinancial entities, retirement plans, etc.).
• Part XXX: Certification: The beneficial owner certifies the accuracy of the information provided and their status as a non-U.S. person.

If this opportunity requires foreign entities to provide tax documentation, this form (or a similar one) will likely be required. Bidders who are foreign entities will need to complete this form accurately to ensure correct U.S. tax withholding on payments. Understanding the various statuses and certifications available on this form is crucial for compliance.