VD CE Box Production

Solicitation / RFP / RFQ

Brookhaven Science Associates (BSA), operating Brookhaven National Laboratory for the U.S. Department of Energy (DOE), is soliciting quotes for the fabrication and delivery of DUNE FD-VD CE Boxes. The North American Industry Classification System (NAICS) Code is 334418, Printed Circuit Assembly Manufacturing, with a size standard of 750 employees.

• Production of 2,125 units of DUNE VD CE Box, a precision electronic enclosure.

• The assembly consists of five components: Cover Sub, Base Sub VDX, Cable Clamp Base, Cable Clamp Latch, and Clamp-Minisas Cable to FEMB.

• Deliverables must be in a "no loose hardware" configuration.

• All hardware must be 100% free of oil, grease, detergents, and other contaminants.

• Units require permanent marking in accordance with MIL-STD-130, including part number, revision, and unique serial numbers.

• A two-phase delivery schedule is required: Phase 1 (25 pre-production units for validation) within 60 days of award, and Phase 2 (2,100 production units) within the remaining 6 months, for a total project lead time of 8 months.

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

• Anticipated Period of Performance: 8 months after award, with one (1) additional option month at BSA's discretion, potentially extending to 9 months.

• Anticipated Freight Terms: FOB Destination, Freight Prepaid.

• Payment Terms: To Be Determined (TBD).

• Questions Due Date & Time: Friday, February 13, 2026 @ 11:59 PM ET.

• Quote Due Date & Time: Friday, February 20, 2026 @ 11:59 PM ET.

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

• Submission Method: Email to the Contracts Specialist listed on page 1, including the signed Quotation Pricing Sheet (Enclosure C) and SAM UEI Number.

• Full and open competition.

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

• Reference documentation for company profile, project history, and technical capacity is required.

• Offerors must demonstrate 10 years of experience in precision sheet metal fabrication and CNC machining.

• Offerors must demonstrate the capacity to produce 2,125 units with 100% interchangeability.

• Offerors must provide a copy of their internal cleaning and handling procedures.

• Enclosures include Draft Purchase Order/Contract, Reps and Certs, Quotation Pricing Sheet, ACH Authorization Form, W-9, and W-8 (for foreign vendors).

Contract / Solicitation

This document is a contract between Brookhaven Science Associates (BSA) and a contractor for the fabrication and delivery of DUNE FD-VD CE Boxes. It outlines the scope of work, period of performance, payment terms, and other contractual details. It is issued under a Prime Contract with the U.S. Department of Energy (DOE).

• Phase 1: Build 25 pre-production FD-VD CE boxes. This phase is mandatory and must be completed before Phase 2. Delivery of these 25 units must be within six weeks.

• Phase 2 (Optional): Build 2,100 production FD-VD CE boxes. Delivery will be in six monthly batches of approximately 350 units each, starting six months after BSA's request.

• Provide pricing for both 25 units and 2,100 units.

• All work must adhere to the attached exhibits: Statement of Work (SOW), Technical Drawings, and BNL Supplier Quality Assurance Requirements.

• Contract Type: Firm-Fixed Price

• Period of Performance: Eight (8) months after award, with one (1) additional optional month.

• Overall Value: TBD

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

• Not applicable for this contract document; it outlines the agreement rather than a solicitation for proposals.

• Not specified in this document.

• The contract is between BSA and the Contractor, acting under a Prime Contract with the DOE.

• Detailed requirements for labeling, packing, and shipping are provided, including specific instructions for freight terms and special notification for heavy or oversized shipments.

• Authorized representatives for both BSA and the Contractor are listed, including contact information.

• 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 an "Annual Representations & Certifications" form required by Brookhaven National Laboratory (BNL/BSA). It is designed to gather necessary registration information and additional representations and certifications from Offerors who 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, Unique Entity Identifier (from SAM.gov), NAICS code, and physical/performance location details.
• Section A.2: Applicable Only to Small Business Offerors: Requires small businesses to certify their status via SAM.gov and includes detailed representations regarding various small business subcategories (e.g., Woman-Owned, Service-Disabled Veteran-Owned, HUBZone).
• 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 and 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 crucial for any vendor seeking to do business with BNL/BSA under a USG contract. Bidders must accurately complete all applicable sections to demonstrate their eligibility, compliance, and business status. Failure to complete this form correctly may affect their ability to be considered for an award. The information provided here is critical for BNL/BSA's procurement process and compliance with federal regulations.

Form / Attachment / Pricing Sheet

This document is a "Quotation Pricing Sheet" (Form No. AMS-Form-043, Revision No. 0.1) used to submit pricing for the "VD CE Box Production" opportunity, referenced by BSA Request for Quotation No. 472282.

• Description of Goods/Services:
  • DUNE FD-VD CE Boxes - Phase 1: Pre-Production units for final validation and fit-check (25 units).
  • DUNE FD-VD CE Boxes - Option 2: Production units following successful Phase 1 qualification (2,100 units).
• Pricing: Specific unit prices and total prices for each item are to be filled in by the bidder.
• Total Overall Price: A field for the total price of the quotation.
• Price Firmness: Prices must remain firm for ninety (90) days.
• Delivery & Payment Terms: FOB Destination, Net (TBD) Days.
• Concurrence: Bidders must acknowledge and agree to BSA's requirements, terms, conditions, and delivery schedule. They must also affirm their SAM registration, current representations and certifications, and small business size status. A field is provided to insert the bidder's UEI number.

This form is essential for bidders to provide their pricing for the specified VD CE Boxes. It outlines the specific items, quantities, and terms required for the quotation. Bidders must complete all pricing fields and sign the concurrence section, confirming their compliance with SAM and other requirements, to submit a valid quote.

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 is used to authorize electronic payments (ACH credit entries) or corrections to a vendor's 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 BNL/BSA to initiate ACH transactions. It also notes that the authorization remains in effect until written notification to terminate or modify is received and that credit authorizations may be revoked according to NACHA law.
• Authorized Representative Details: Fields for the representative's name, email, phone number, signature, and date.

Vendors responding to opportunities managed by BNL/BSA may be required to complete and submit this form to receive payments electronically. It is essential for understanding the process of receiving funds and providing the 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 reporting payments made to vendors and for ensuring compliance with tax regulations.

• 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, and that they are a U.S. person.
• Federal Tax Classification: Bidders must select their appropriate tax classification (e.g., Individual/sole proprietor, C corporation, S corporation, Partnership, LLC, Trust/estate).
• Address Information: Fields for the requester's name and address, and the bidder's address.

Potential bidders must complete and submit this Form W-9 accurately to the government agency issuing the solicitation. Failure to provide a correct TIN or to complete the certification properly can result in backup withholding of payments and may affect the ability to be awarded a contract. This form is a standard requirement for vendors doing business with the U.S. government.

Form / Attachment

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-XXIX: These sections allow the entity to claim specific statuses, such as being a disregarded entity, claiming tax treaty benefits, or identifying as a specific type of foreign financial institution (FFI) or non-financial foreign entity (NFFE) with various exemptions (e.g., Sponsored FFI, Exempt Retirement Plans, Active NFFE, Passive NFFE).
• Part XXX: Certification: Requires the beneficial owner to certify the accuracy of the information provided and their status as a non-U.S. person.

If this opportunity requires foreign entities to provide tax information, or if the prime contractor is a foreign entity, this form (or a similar W-8 series form) will likely be required. Bidders should review the form to understand the types of information and certifications needed to comply with U.S. tax regulations related to payments received from U.S. sources. It helps determine tax withholding obligations.