RFI 05042026-CAB Electronics Cabinets Racks

Form / Attachment / Pricing Sheet

This document, "BSA NC Products, Rev. 24.0," outlines the General Terms and Conditions for noncommercial products to be provided to Brookhaven National Laboratory (BNL) by Brookhaven Science Associates, LLC (BSA).

The document is a comprehensive list of articles covering various aspects of an agreement, including:

• Definitions and Order of Precedence
• Agreement Acceptance, Completeness, and Unauthorized Obligations
• Workplace Policies, Reporting Concerns, Assignment, and Disputes
• Performance, Waivers, New Materials, and Hazardous Materials
• Delays, Terminations (Convenience and Default), Payment, and Changes
• Inspection, Acceptance, Taxes, Title, Risk of Loss, and Warranty
• Extras, Limitation of Liability, and Compliance with Laws (including IPv6 for IT)
• Patent Indemnity, Royalties, and Suspect/Counterfeit Items
• Applicable Law, Suspension of Work, and Bankruptcy
• Specific Acts (Walsh-Healy Public Contracts Act)
• Intellectual Property Indemnity, Defective Cost/Pricing Data, and Cost Accounting Standards
• Whistleblower Protection, Press Releases, and Executive Compensation Reporting
• Employee Identification and Nucleic Acid Synthesis Screening
• Clauses Incorporated by Reference (FAR and DEAR clauses)

This document establishes the foundational legal and contractual framework for any vendor providing noncommercial products to Brookhaven National Laboratory under BSA. Bidders must review these terms and conditions to understand their rights, responsibilities, and obligations, including those related to performance, payment, intellectual property, compliance, and dispute resolution. It is crucial for bidders to assess if these terms are acceptable before submitting a proposal or bid.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for the procurement of Rack Enclosures for the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL). The EIC is a nuclear physics research facility designed to unlock secrets of matter.

• Design, manufacture, inspect, test, and deliver EIC Rack Enclosures.

• Enclosures will house various equipment including power supply, RF, and controls.

• Key tasks include final design, analysis, manufacturing, and testing.

• Resultant design and finished product must meet performance parameters and criteria specified in BSA specification EIC-PSG-SPC-005 and other referenced documents.

• Thermal calculations must demonstrate the enclosure meets specified cooling requirements under expected operating conditions.

• Lifting lugs and rack structure must safely carry a fully populated load with a factor of safety of at least three (3).

• Not explicitly stated, but implies performance at BNL.

• Technical Performance: Furnish all equipment, materials, tools, facilities, and labor for design, analysis, manufacture, and testing.

• Rack Package Deliverables: Final design, analysis, drawings, 3D CAD models, first article rack for evaluation, and fulfillment of the order.

• Tooling/Fixtures/Test Equipment: Contractor is responsible for supplying all necessary tools, jigs, fixtures, and test equipment.

• Materials: Contractor must have an effective storage and age control system for items.

• Engineering Design and Manufacturing: Includes detailed analysis (stress, deflection, thermal), design reviews (PDR, FDR), and adherence to ASME Y14.100.

• Management: Requires biweekly progress communications, monthly written reports, and specific documentation formats (English, STP/SAT/IGES/IAM/IPT for CAD).

• Environment, Safety and Health (ESH): Adherence to ESH requirements, including flame-resistant materials, Low Smoke Zero Halogen (LSZH) cables, specific rigging hardware standards (ASME B30.26, ASME BTH-1), and electrical safety standards (NRTL certification, UL 508).

• Marking and Serialization: To be agreed upon with BSA.

• Packaging: Protection against weather, dust, damage; bracing and cushioning; palletization; G-force shock indicators.

• Quality Assurance: Maintain an ISO-9001 compliant quality system; BSA representatives have access to contractor facilities; specific QA requirements outlined in BSA Form BNL-QA-101.

• Configuration Management: Establish and maintain a configuration control system.

• Inspections and Test Requirements: Contractor responsible for inspections and tests; BSA reserves the right to re-perform tests; final acceptance at BNL within 90 days of receipt.

• Repairs: Any failures or repairs require immediate notification to BSA and written approval.

• Deliverables: Program Plan, Technical and Progress Reporting, Design Review Reports, 3D CAD models, End Item Documentation, First Article, and Balance of Equipment.

• Schedule: Includes milestones for Preliminary Design Review, Final Design Review, CAD model delivery, First Article delivery, End Item Documentation, and Balance of Equipment delivery.

• Value Engineering: Contractor encouraged to recommend changes for improvement in performance, reliability, quality, safety, or cost reduction.

Request for Information (RFI) / Sources Sought

Brookhaven Science Associates (BSA), operator of Brookhaven National Laboratory (BNL) under contract with the U.S. Department of Energy (DOE), is seeking expressions of interest for Electronics Cabinets and Rack mounted solutions. This RFI is for informational and planning purposes to help the DOE Office of Basic Energy Sciences (BES) survey available resources for the Electron Ion Collider (EIC) project. This is not a Request for Proposal (RFP), and no solicitation currently exists.

BSA is requesting information on the following:

• Company capabilities and past experience (within the last 5 years) in producing electronics cabinets and rack mounted solutions.
• Minimum order quantity and lead time.
• Capabilities to provide Computational Fluid Dynamics (CFD) analysis of BNL rack configurations.
• Manufacturing, assembly, and testing capabilities, including available resources to meet proposed schedule constraints.
• Whether manufacturing capabilities are located in the U.S.

Vendors are asked to provide responses by June 4, 2026, 5:00 PM EST. Submissions should include:

• Capabilities
• Estimated lead times
• Compliance matrix (Section 1 Table)
• Budgetary pricing based on quantity options (Section 2 Table)
• Any exceptions to BSA General Terms and Conditions for Noncommercial Items (Attachment E)

Relevant attachments include:

• Attachment A: Additional RFI parameters and budgetary pricing table.

• Attachment B: Statement of Work (SOW) for EIC Rack Enclosures.

• Attachment C: Technical Specification for EIC Rack Enclosures.

• Attachment D: BNL-QA-101 Revision 04/2025.

• Attachment E: BSA General Terms and Conditions for Noncommercial Items.

• Estimated quantity of approximately 900 cabinets.

• Procurement period: 2027-2032 (estimated 5-year period).

• BSA may award one or multiple contracts.

• Pricing should be quoted based on current environmental costs; inflation estimates will be handled by BNL.

• Shipping/transportation costs to BNL should be omitted from quotes.

• Racks will have varying dimensions and penetration requirements based on final design and cooling methods (e.g., blank panels, fans, filters, AC delivery, water fittings).

Electronic submissions are preferred via email to cblanchar@bnl.gov, with "BSA RFI 05042026-CAB" in the subject line. The email should express interest and describe capabilities.

Form / Attachment / Pricing Sheet

This document, "Supplier Quality Assurance Requirements (BNL-QA-101)", establishes quality assurance requirements for suppliers to Brookhaven Science Associates (BSA). It outlines general and special requirements that suppliers must conform to when specified in procurement documentation, such as purchase orders (POs) or contracts.

• General Requirements (Section 3.0): Covers supplier quality systems (ISO 9001 compliance, assessment by Buyer), change approval, responsibility for subcontractors and conformance, protection of material and equipment, and calibration of measuring and test equipment.
• Special Requirements (Section 4.0): Details specific requirements that are applicable only when invoked in the procurement documentation. These include quality assurance program/manual submission, configuration control, process sheets, manufacturing/inspection/test plans, witness points, test and inspection procedures, special processes, end-item documentation packages, release for shipment, failure reporting, source inspection, chemical/physical test reports, certificates of conformance, first article acceptance, and notification of changes.
• Specific Standards: References various industry standards such as ISO 9001, ASTM D 3951, ANSI A92.2, ANSI A92.6, ANSI 92.3, ANSI 92.5, ANSI/ITSDF B56, and OSHA regulations.

This document is crucial for potential bidders as it defines the quality standards and processes they must adhere to if awarded a contract or purchase order. Bidders must review these requirements to ensure they can meet the quality expectations, which may impact proposal preparation, cost estimation, and overall compliance. Specific sections, particularly those in Section 4.0, may need to be individually selected and incorporated into the procurement documentation, requiring bidders to pay close attention to any invoked special requirements.

Form / Attachment / Pricing Sheet

This document is a technical specification for EIC Rack Enclosures to be used at the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL). It details the requirements for the design, construction, and verification of these enclosures.

• Scope: Defines the technical requirements for EIC Rack Enclosures.
• Background: Provides context on the EIC Project and the role of rack enclosures.
• Applicable Documents: Lists standards and drawings that form part of this specification.
• Requirements: Details two cooling methodologies (Fan cooled ambient air and Heat Exchanger Cooled), general rack characteristics, code/standard compliance, and Environment, Safety, and Health (ESH) considerations.
• Technical/Performance Characteristics: Specifies general rack features, including dimensions, cooling systems, electrical bonding, grounding, removable panels, door construction, and internal rail configuration.
• Rack Cooling Configurations: Outlines specifications for both Fan Cooled Ambient Air and Heat Exchanger Cooled systems, including heat dissipation, airflow, temperature requirements, and dimensional configurations (e.g., 52U, 31.5" Width, 42" Depth).
• Code/Standard Compliance: Lists relevant codes and standards such as NFPA 70, UL 1995, NEMA 250 Type 12, UL 50, and NRTL Listed.
• Marking and Serialization: Specifies requirements for a stainless-steel nameplate with manufacturer details, part number, serial number, weight, and date of manufacture.
• Packaging/Shipping: Details requirements for secure packaging, handling, and shipment, including protective wrapping, bracing, shock-absorbing materials, and forklift-compatible transport bases.
• Verification: Outlines preproduction tests (First Article) and detailed inspection/testing requirements, including visual inspection and verification of mechanical, structural, electrical grounding, and airflow requirements.

This document is critical for any bidder proposing to supply EIC Rack Enclosures. It provides the detailed technical specifications, performance requirements, cooling methods, compliance standards, and verification processes that must be met. Potential bidders must carefully review these requirements to ensure their proposed solution aligns with the government's needs for the EIC project.