1 RFQ 472282.pdf

AMS-Template-003 Combined Synopsis/Request for Quotation (RFQ)

February 2025 AMS-Template-003 Rev. 4

Procurement & Property Management Division

Building SUSC P.O. Box 5000

Upton, NY 11973-5000 Phone 631-344-2762 bclemmer@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

February 05, 2026

REQUEST FOR QUOTE (RFQ) NUMBER 472282

DESCRIPTION: VD CE Box Production Issued By:

Brookhaven Science Associates, LLC Brookhaven National Laboratory P.O. Box 5000 Upton, NY 11973-5000

Buyer/Contracts Specialist:

Name: Blake Clemmer Telephone No.: 631-344-2762 Email: bclemmer@bnl.gov

Ship To Address:

Brookhaven National Laboratory Receiving: Bldg. 98 Rochester Street Upton, New York 11973-5000

Anticipated Freight Terms:

FOB Destination, Freight Prepaid

Anticipated Period of Performance: This Contract shall be effective upon execution of both parties (BSA and Contractor) and shall remain in effect through eight (8) months after award of the contract. There is one (1) additional option month that is exercisable in a 1-month increment, at the unilateral discretion of BSA. The options will be exercised by written modification at the prices agreed to at time of contract award. If all options are exercised, this contract would end nine (9) months after award of contract.

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

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

Contract Type: Firm-Fixed Price (FFP) Payment Terms: TBD

*Brookhaven is a tax-exempt entity.

1.0 INTRODUCTION

Brookhaven Science Associates, LLC (herein known as “BSA”), operator of Brookhaven National Laboratory (BNL) under a Prime Contract (DE-SC0012704) with the U.S. Department of Energy (DOE), herewith solicits your quote for the subject requirement as outlined in the Enclosure A, Draft Contract 472282.

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 334418, Printed Circuit Assembly Manufacturing. The stated size standard is 750 employees. The stated size shall be the sole determining factor as to classification (small or large business) of an Offeror. It is the responsibility of the Offeror to affirm

February 2025 2 of 5 AMS-Template-003 Rev. 4 its Representations and Certifications and size status are accurate and up to date in the System for Award Management (SAM) (www.SAM.gov).

This procurement is being solicited for full and open competition.

2.0 SCOPE OF WORK

The Offeror shall fabricate and deliver the DUNE FD-VD CE Boxes in strict accordance with the attached Draft Contract 472282 (Enclosure A).

2.1 QUALIFIERS

The DUNE VD CE Box is a precision electronic enclosure for the DUNE FD-VD Cold Electronics subsystem. This order is for the production of 2,125 total units, to be delivered in a "no loose hardware" configuration.

The following criteria establish the minimum mandatory requirements for this solicitation.

Offerors must meet every requirement to be considered responsive. Failure to provide the requested evidence for any item will result in a “Fail.”

1. The Offeror shall have a minimum of 10 years of documented working experience in precision sheet metal fabrication and CNC machining of aluminum and stainless steel.

The Offeror shall provide reference documentation (such as a company profile or project history) demonstrating 10 years or more of experience in high-tolerance mechanical fabrication for scientific instrumentation, aerospace, or other high-reliability applications.

2. The Offeror shall demonstrate the organizational and technical capacity to produce 2,125 units of complex mechanical enclosures while maintaining 100% interchangeability. The assembly involves five distinct components:

• DUNE_CE_BOX_COVER_SUB

• DUNE_CE_BOX_BASE_SUB_VDX

• DUNE_CE_BOX_CABLE_CLAMP_BASE

• DUNE_CE_BOX_CABLE_CLAMP_LATCH

• CLAMP-MINISAS_CABLE_TO_FEMB

The Offeror shall provide references, (including entity name, PO/Contract number, point-of-contact name, email address, and phone number) for at least 3 successfully fabricated jobs of comparable mechanical complexity and volume (1,000+ units) delivered within the last 5 years.

3. The Offeror shall have established internal procedures to ensure all delivered hardware is 100% free of oil, grease, detergents, and other contaminants.

The Offeror shall provide a copy of their internal cleaning and handling procedure specifically detailing the degreasing, solvent cleaning, and "no-oil" verification methods used prior to packaging.

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4. The Offeror shall be capable of permanent marking in accordance with MILSTD- 130, including the part number, revision, and unique serial numbers for each of the 2,125 units.

The Offeror shall provide a description of their marking capabilities (e.g., laser etching or mechanical engraving) and a sample configuration control plan demonstrating how they will track serial numbers and material traceability from pre-production through final delivery.

5. The Offeror shall be able to meet a total project lead time of 8 months following a two-phase delivery schedule:

• Phase 1: 25 pre-production units for final validation.

• Phase 2: 2,100 production units.

The Offeror shall provide a preliminary production schedule demonstrating their ability to complete the 25-unit Phase 1 build within 60 days of the award and ramp up to the full 2,125-unit delivery within the remaining 6 months.

Failure to provide the above information will render your offer non-responsive.

3.0 BASIS OF AWARD

BSA will make award to the responsive and responsible Offeror who submits the lowest total price and who meets all of BSA’s technical requirements and RFQ Qualifiers (in 2.1), as stated herein. Total price, including options, will be evaluated to determine the lowest price.

The resultant award shall be subject to the terms & conditions of Enclosure A.

An Offeror that takes exceptions to BSA terms & conditions or fails to provide all requirements of this RFQ may be deemed non-responsive and may not be considered for award.

4.0 FORMS OF QUOTATION AND MANNER OF SUBMISSION

A complete quotation, including the signed Quotation Pricing Sheet (Enclosure C), must be received by BSA no later than the due date and time listed on page 1 of this RFQ. Please ensure you add your SAM UEI Number to Enclosure C where stated.

Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late. Such responses will only be considered for award if it is in BSA’s best interest to do so.

BSA will only accept email submissions of formal quotations:

• Email submissions must include the signed Quotation Pricing Sheet

(Enclosure C). Emails will be sent to Contracts Specialist listed on page 1 of this RFQ with the BSA RFQ Number 472282 in the Subject Line.

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All questions must be submitted via email. Replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other Offerors.

5.0 PRICING AND SUPPORTING DOCUMENTATION

5.1 Pricing Quotation and Supporting Documentation:

The Offeror shall complete and return the Quotation Pricing Sheet (Enclosure C) attached to this document. Prices shall be all inclusive and quoted in U.S.

dollars, FOB, Brookhaven National Laboratory, Upton, Long Island, New York (freight included), including any import duties, customs, and associated costs, if applicable.

5.2 System For Award Management (SAM):

In order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U.S. Government supplier database entitled System for Award Management (SAM) with their Unique Entity ID number (UEI #). Registration can be performed online at www.SAM.gov. If not already registered, please register as soon as possible since failure to do so may preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration. When registering, you are strongly urged to copy and paste www.SAM.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. You may obtain assistance in completing your registration by contacting the Federal Help Desk at 866-606-8220 or by contacting your local APEX Accelerator Representative (formerly known as the Procurement Technical Assistance Center (PTAC), which can be found at https://napex.us.

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

5.3 Representations and Certifications:

AMS-Form-050 (Enclosure B) is only required for vendors that are not currently active and registered in SAM.gov. A current copy (less than 12 months prior to the date of solicitation) of Supplier Specific Representations & Certifications AMS-Form-050 (Enclosure B) must be on file with BSA’s Procurement and Property Management (PPM) Division before a purchase order/contract can be placed. The attached AMS-Form-050 (Enclosure B) has been included for informational purposes. At the time of award, the successful Offeror will be asked to complete AMS-Form-050 (Enclosure B) if it is not already on file.

6.0 OTHER REQUIRED FORMS AND DOCUMENTS

At the time of Award, the successful Offeror will be required to complete the following forms:

• Vendor ACH Authorization Form, Enclosure D.

• W-9 Form, Enclosure E.

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• W-8 Form, Enclosure F, will need to be completed in lieu of the W-9 Form only if Vendor is foreign.

7.0 CLOSURE

We trust that the information contained herein is sufficient to permit your company to prepare a complete and definitive quotation; however, should you have any questions, please contact the undersigned.

Enclosures: A. Draft Purchase Order/Contract B. AMS Form 050 Reps and Certs C. AMS Form 043 Quotation Pricing Sheet D. Vendor ACH Authorization Form E. W-9 Form (Domestic Vendors) F. W-8 Form (Foreign Vendors only)

7.0 CLOSURE