Final_SOW.doc

STATEMENT OF WORK

Title: Closed Cycle Refrigerator Requesting Lab: National Institute of Standards & Technology (NIST) Center for Neutron Research (NCNR)

I. INTRODUCTION

NCNR is a user facility serving visiting researchers with performing neutron scattering experiments. Measuring the temperature-dependent properties of materials is a critical part of the NCNR mission. The closed cycle refrigerators are one of the most common types of equipment used at the facility. This is a device that is capable of cooling a sample container to very low temperatures using gaseous Helium as the refrigerant, while the sample space is under high vacuum. This acquisition is for one closed cycle refrigerator (CCR), and the option to purchase up to 3 identical systems within 12 months after receipt of order (ARO).

II. SCOPE

The Contractor shall deliver a quantity of one (1) closed cycle refrigerator, inclusive of F.O.B Destination shipping, one 12-month option period to purchase up to three (3) identical systems and 12-month warranty.

Purpose

Procure one (1) closed cycle refrigerator (CCR), with the option to purchase up to 3 identical systems within 12 months ARO.

III. MINIMUM REQUIREMENTS

The Contactor shall submit a firm fixed-price quotation for each line item identified below. The Contractor shall provide a system that meets salient characteristic identified below. All items must be new. Used or remanufactured equipment will not be considered for award. Experimental, prototype, or custom items will not be considered. The use of “gray market” components not authorized for sale in the U.S. by the Contractor is not acceptable. All line items shall be shipped in the original manufacturer’s packaging and include all original documentation and software, when applicable.

Line Item 0001: Closed-Cycle Refrigerator

Description: Cryogen free closed-cycle refrigerator

Quantity: One (1)

NIST will furnish the sample heating block, and all heater and sensor wiring specifications after final design drawing approval.

1. Technical Specification Requirements:

a. The closed-cycle refrigerator shall be cryogen free (no liquid Helium or Nitrogen required) and shall only require an initial charge of Helium gas to initialize a self-cooling cryogenic system.

b. The closed-cycle refrigerator must include an air-cooled compressor, temperature controller, and Helium gas lines. Stainless steel, braided, flexible hoses for high purity helium, electrical cable for the coldhead, and sensor cables shall be a minimum of 6 meters in length.

c. The closed-cycle refrigerator must have seamless and stable temperature control from less than 4 K to 325 K. The refrigerator must be capable of cooling a sample from 300 K to 10 K in less than 2 hours, maintaining the temperature below 4 K for an unlimited period of time.

d. Minimum refrigeration capacity for the base coldhead shall be: 0.1 Watts at 4.2 K on the 2nd Stage.

e. The closed-cycle refrigerator must operate with a minimal loss of cooling power when used in a horizontal orientation.

f. The closed-cycle refrigerator shall enable the temperature to be linearly varied to cool or warm the sample at a user defined rate ranging from 0.1 K/min or lower to 5 K/min or larger.

g. The closed-cycle refrigerator shall have a temperature stability of ± 500 mK or better over the entire operating range.

h. The vacuum space shall be leak-tight to 1 x 10-8 atm-cm3/sec.

i. The vacuum shroud must include at least three instrumentation and vacuum ports.

i. The Government will furnish the sample heating block, and all heater and sensor wiring specifications after final design drawing approval, that is integrated into the final turnkey system.

j. The weight of the closed-cycle refrigerator, excluding compressor, electronics, hoses, but including the vacuum shrouds and heat shields, must not exceed 20kg.

k. Overall Maximum Dimensions.

i. The overall horizontal length shall not exceed 500 mm (19.7 inches), excluding the existing tailset and all hose and cable connections.

ii. Outside the neutron beam path the entire closed-cycle refrigerator shall not exceed a diameter of 190 mm along the symmetry axis, excluding the instrumentation and vacuum ports.

iii. The cryostat will be suspended horizontally from an X-95 optical rail with an X-95 slide provided by the Government. The diameter of the vacuum shroud where the X-95 rail clamps will support the weight shall not exceed 105.41mm (4.15 inches).

l. The closed-cycle refrigerator shall include a vacuum and heat shield tailset that is optimized for a low neutron scattering background while within the existing electromagnet through adherence to the specifications provided below.

i. The interface to existing NIST equipment consists of three nested parts: Vacuum Can Flange, Outer Heat Shield Connection, and Sample Heating Block. See attached documents for drawings.

ii. The first and second stages, and tailset must have axially symmetric construction.

iii. The Vacuum Can Flange must provide six tapped 1/4”-20 holes on a 6.375-inch (161.925mm) bolt circle diameter. The flange face finish shall be 16 microinches or better.

iv. The horizontal distance from the vacuum can flange to the outer heat shield connection is 63.5 mm (2.50 inches).

v. The horizontal distance from Heat Shield connection to the sample heating block surface is 25.4 mm (1.0 inches).

vi. The horizontal distance from the magnet outer frame to the Vacuum Can Flange is 95.25 mm (3.75 inches).

vii. The horizontal distance from the magnet outer frame to the center of the sample in the neutron beam path is 192.08mm (7.5625 inches)

viii. Minimum Sample Space. The cylindrical sample space must provide a minimum 38 mm inner diameter and 51mm (2 inches) past the center of the beam path.

ix. Only thinned aluminum or single crystal silicon windows shall be used in the horizontal scattering plane. The maximum combined thickness of all aluminum neutron windows shall be less than 2.54 mm (0.100 inches) along a radial line from the vacuum shroud to the middle of the sample space.

m. Electrical power requirement. The Contractor shall provide the system with cables and plugs for direct connection to electrical service. The system must be configured to operate using one or more of the following available electrical services:

i. 208 Volt/ 3-phase/ 30 Amp, NEMA L21-30 plug.

ii. 220 Volt/ 1-phase/ 30 Amp, NEMA L7-30 plug.

n. Maximum steady state power consumption for the closed-cycle refrigerator:

i. 8.7 kWatts for 208 V/3-phase/ 30 Amp service.

ii. 5.3 kWatts for 220 V/1-phase/ 30 Amp service.

The following line item 0002 is an option line item. Prices quoted shall be effective for the option period. The Contractor must provide a firm fixed price quotation for all option line items. The Government is not obligated to exercise option line items. Should the Government determine it is in the best interest of the Government to exercise the option line item, the Government will do so in accordance with FAR 52.217- 7. The Government reserves the right to buy up to 3 additional identical closed-cycle refrigerators, in increments of one (1) up to three (3) within a 12-month time period.

Line Item 0002

Description: Closed Cycle Refrigerator

Quantity: Three (3)

Price: $

Furnish the sample heating block, and all heater and sensor wiring specifications after final design drawing approval.

1. Technical Specification Requirements:

a. The closed-cycle refrigerator shall be cryogen free (no liquid Helium or Nitrogen required) and shall only require an initial charge of Helium gas to initialize a self-cooling cryogenic system.

b. The closed-cycle refrigerator must include an air-cooled compressor, temperature controller, and Helium gas lines. Stainless steel, braided, flexible hoses for high purity helium, electrical cable for the coldhead, and sensor cables shall be a minimum of 6 meters in length.

c. The closed-cycle refrigerator must have seamless and stable temperature control from less than 4 K to 325 K. The refrigerator must be capable of cooling a sample from 300 K to 10 K in less than 2 hours, maintaining the temperature below 4 K for an unlimited period of time.

d. Minimum refrigeration capacity for the base coldhead shall be: 0.1 Watts at 4.2 K on the 2nd Stage.

e. The closed-cycle refrigerator must operate with a minimal loss of cooling power when used in a horizontal orientation.

f. The closed-cycle refrigerator shall enable the temperature to be linearly varied to cool or warm the sample at a user defined rate ranging from 0.1 K/min or lower to 5 K/min or larger.

g. The closed-cycle refrigerator shall have a temperature stability of ± 500 mK or better over the entire operating range.

h. The vacuum space shall be leak-tight to 1 x 10-8 atm-cm3/sec.

i. The vacuum shroud must include at least three instrumentation and vacuum ports.

i. The Government will furnish the sample heating block, and all heater and sensor wiring specifications after final design drawing approval, that is integrated into the final turnkey system.

j. The weight of the closed-cycle refrigerator, excluding compressor, electronics, hoses, but including the vacuum shrouds and heat shields, must not exceed 20kg.

k. Overall Maximum Dimensions.

i. The overall horizontal length shall not exceed 500 mm (19.7 inches), excluding the existing tailset and all hose and cable connections.

ii. Outside the neutron beam path the entire closed-cycle refrigerator shall not exceed a diameter of 190 mm along the symmetry axis, excluding the instrumentation and vacuum ports.

iii. The cryostat will be suspended horizontally from an X-95 optical rail with an X-95 slide provided by the Government. The diameter of the vacuum shroud where the X-95 rail clamps will support the weight shall not exceed 105.41mm (4.15 inches).

l. The closed-cycle refrigerator shall include a vacuum and heat shield tailset that is optimized for a low neutron scattering background while within the existing electromagnet through adherence to the specifications provided below.

i. The interface to existing NIST equipment consists of three nested parts: Vacuum Can Flange, Outer Heat Shield Connection, and Sample Heating Block. See attached documents for drawings.

ii. The first and second stages, and tailset must have axially symmetric construction.

iii. The Vacuum Can Flange must provide six tapped 1/4”-20 holes on a 6.375-inch (161.925mm) bolt circle diameter. The flange face finish shall be 16 microinches or better.

iv. The horizontal distance from the vacuum can flange to the outer heat shield connection is 63.5 mm (2.50 inches).

v. The horizontal distance from Heat Shield connection to the sample heating block surface is 25.4 mm (1.0 inches).

vi. The horizontal distance from the magnet outer frame to the Vacuum Can Flange is 95.25 mm (3.75 inches).

vii. The horizontal distance from the magnet outer frame to the center of the sample in the neutron beam path is 192.08mm (7.5625 inches)

viii. Minimum Sample Space. The cylindrical sample space must provide a minimum 38 mm inner diameter and 51mm (2 inches) past the center of the beam path.

ix. Only thinned aluminum or single crystal silicon windows shall be used in the horizontal scattering plane. The maximum combined thickness of all aluminum neutron windows shall be less than 2.54 mm (0.100 inches) along a radial line from the vacuum shroud to the middle of the sample space.

m. Electrical power requirement. The Contractor shall provide the system with cables and plugs for direct connection to electrical service. The system must be configured to operate using one or more of the following available electrical services:

i. 208 Volt/ 3-phase/ 30 Amp, NEMA L21-30 plug.

ii. 220 Volt/ 1-phase/ 30 Amp, NEMA L7-30 plug.

n. Maximum steady state power consumption for the closed-cycle refrigerator:

i. 8.7 kWatts for 208 V/3-phase/ 30 Amp service.

ii. 5.3 kWatts for 220 V/1-phase/ 30 Amp service.

IV. DELIVERABLES

Option Line Item 0002

Closed-Cycle Refrigerator

The Contractor shall provide draft design drawings of the CCR and related design information not later than thirty (30) days after receipt of the purchase order. Drawings shall illustrate the overall design, construction details, dimensions, and interfaces to the provided sample stage, interfaces to existing instrument goniometers and sample mount flanges.

Documentation, including drawings and other engineering products and reports, required by the contract to be submitted for review, comment, acceptance or approval will be acted upon by the Government within thirty (30) calendar days after receipt by the Government.

The Contractor shall provide final design drawings of the CCR not later than thirty (30) days after receipt of the draft design approval from the TPOC. The contractor shall not begin to manufacture the systems until the Government’s authorization is provided.

V. DELIVERY

Delivery shall be F.O.B Destination and shall occur in accordance with the delivery due dates provided in the above table.

FOB Destination means: The contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. The contractor shall deliver all Line Items to:

The National Institute of Standards and Technology 100 Bureau Drive, Building 301 MS1640 Gaithersburg, MD 20899-1640

VI. INSPECTION AND ACCEPTANCE

In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

Performance Tests

1. The equipment will be examined for conformance to NIST specifications as follows:

a. The equipment will be installed and run to establish conformance with design specifications.

b. The parameters that may be tested include: 1) base temperature; 2) cooling power at 20K; 3) time required for cooldown; (4) stability of control at various temperatures including 4K, 50K, 100K, 325K.

NIST may choose at its discretion to forego the above part of acceptance testing.

A visual inspection of the equipment will be performed by the NIST TPOC to identify surface defects or any form of indication that any equipment was damaged during transport to NIST. The Government shall have sole discretion to require repair or replacement of damaged and/or nonconforming supplies at no cost to the Government. The Government at any time prior to acceptance shall reject the equipment due to defects and/or nonconformance. The vendor is responsible for latent defects discovered any time after final inspection. However, the extent of its liability shall be prorated over the useful life of the equipment.

Ownership (title) of the equipment shall transfer to NIST upon acceptance by the Government.

The Government will test, inspect, and accept or reject the equipment within twenty-one (21) working days of the receipt of the equipment unless otherwise indicated above. The Government reserves the right to conduct quality assurance testing to confirm that a given instrument(s) meets the manufacturer’s and/or the Government’s performance specifications. It is anticipated that the equipment will meet all manufacturer’s specifications and/or the Government’s performance specifications identified in the most recent operations and maintenance manual for each piece of equipment and/or in this document.

VII. WARRANTY

The contractor shall warrant the entire system for a period of a minimum of one (1) year after receipt of the equipment and shall be in accordance with terms in FAR 52.212-4. Warranty shall commence upon acceptance of the system by the Government and at a minimum shall include the following:

1. Non-consumable parts and labor.

2. Unlimited telephone/e-mail support, during the warranty period, for questions regarding operation.

3. Warranty shall be on-site or return to vendor as deemed necessary by the Contractor. If on-site, all travel costs shall be included in the warranty. If return to vendor, all shipping charges and all responsibility for the shipments to and from NIST shall be the responsibility of the contractor.

VIII. PAYMENT SCHEDULE

The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after installation and acceptance by the TPOC of fully installed system, AND

2. After the successful completion of the testing requirements set forth in this document under section “VI. Inspection and acceptance” set forth in this document, AND

3. After successful demonstration by the instrumentation that it performs IAW the technical requirements set forth in this document under section “ III. Minimum Requirements” AND

4. After receiving an invoice submitted properly, IAW the purchase order terms and conditions.

NOTE: Partial shipments and partial invoices will not be accepted, unless other-wise requested and accepted by the Contracting Officer prior to award offer. Proposed payment schedules shall be submitted with vendor’s response to the RFQ for consideration.