2. Enclosure A - Draft Contract with attachments Rev. 1.pdf

RFQ 435797 Amendment 1

Rev. 9.4, February 2018 1

Buyer Amount Contract Number Maile Nichols TBD 435797

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates P.O. Box 5000

UPTON, L.I., N.Y. 11973-5000

Name and Address of Contractor

CONTRACT

This Contract (the "Contract") is between the party named above (the "Contractor"), and Brookhaven Science Associates, LLC. ("BSA"), the latter acting under a Prime Contract with the United States of America (the "Government") represented by the United States Department of Energy ("DOE”).

I. SCOPE OF WORK

The Contractor shall install the beamline shielding enclosures and related hardware in strict accordance with Attachment (1) Brookhaven National Laboratory (BNL) Statement of Work entitled “NSLS-11 NEXT-II Installation of Beamline Shielding Enclosures Statement of Work”, Version 1 dated August 22, 2023, Attachment (2) BNL QA-101 dated August 10, 2023, and Attachment (3) BNL Health and Safety Plan entitled, “Health and Safety Plan (HASP) for Hutch and Cabin Construction at NSLS-II,” dated 08/23/2023, all of which are incorporated herein.

A. Reports/Deliverables: The Contractor shall provide the following deliverable(s) to and as directed by BSA’s Technical Representative:

Item Deliverable Due BSA Approval

1 Program Plan 1 week after award of contract Yes 2 Technical and Progress

Teleconference 1 weeks after award of contract and biweekly thereafter No

3 Health and Safety Plan 2 weeks after award of contract (Acceptance Required)

4 Installation/Work Plan 2 weeks after award of contract Yes

5 Acceptance Test Report 1 week after acceptance testing of each enclosure Yes

Rev. 9.4, February 2018 2

B. Key Personnel (If applicable): The following individual(s) have been designated as “Key Personnel”.

Personnel Title

The Contractor agrees to assign such employee(s) or persons to the performance of the work under this contract and shall not reassign or remove the above individual(s) without written justification and prior approval of BSA Contractual Representative.

II. PERIOD OF PERFORMANCE:

This Contract shall be effective as of the date executed by BSA provided that the Contractor executes the Contract without exception or alteration. It shall remain in effect through +3222 weeks after contract award.

III. FIRM FIXED PRICE AND PAYMENT

A. Firm Fixed Price: In full consideration of the Contractor's performance hereunder BSA shall pay the Contractor the firm fixed price of TBD US Dollars ($TBD). The said sum shall constitute full compensation for all services and materials furnished hereunder.

B. Payment: Payment will be made upon receipt and approval of properly certified invoices. Payment will be in accordance with the following milestone payment schedule:

Item Deliverable Estimated Date Milestone Payments

1 Approval by BSA of the Program Plan

1 week after award of contract

2 BSA Acceptance of the Health and Safety Plan & Approval by BSA of Installation Work Plan

2 weeks after award of contract

3 BSA Receipt and Approval of Acceptance Test Report

1 week after acceptance testing of each enclosure

Payment terms are Net TBD.

Invoices shall be directed to BSA’s Accounts Payable Section via electronic or regular mail.

Electronic invoice submittal is preferred by BSA. The Contractor shall make every effort to have systems in place that allow for electronic invoice transmittal.

Invoices shall be submitted in PDF format, via e-mail, to apinvoices@bnl.gov.

Hard copy invoices, in duplicate, shall be directed to BSA's Accounts Payable Section, Contracts Division, Bldg. No. 400d.

The Contractor shall indicate the final invoice by clearly marking such invoice as "FINAL". A copy of the final invoice must be submitted to BSA’s Contractual

Rev. 9.4, February 2018 3

Representative.

IV. AUTHORIZED REPRESENTATIVES

A. BSA’s Technical Representative: ____________ of the __________, located in Building __________ is BSA's Technical Representative, hereunder. (He/She) shall act as liaison between BSA and the Contractor in technical matters only.

(He/She) can be reached at __________(phone), ___________(e-mail).

B. BSA’s Contractual Representative: Maile Nichols is BSA's Contractual

Representative and can be reached at (631) 344-3936 (phone), mnichols@bnl.gov (email). Any change or modification in the terms and conditions of this contract shall require the written approval of BSA's Procurement and Property Management Division’s Manager, or his designee.

C. Contractor’s Technical Representative: ________ is the Contractor’s authorized Technical Representative, hereunder. (He/She) shall act as point of contact between BSA and the Contractor in technical matters only. (He/She) can be reached at ________(phone), _____(e-mail).

D. Contractor’s Contractual Representative: ______________is the Contractor’s authorized Contractual Representative, hereunder. (He/She) shall act as liaison between BSA and the Contractor. (He/She) can be reached at _______(phone), ____________(e-mail).

V. SERVICE CONTRACT ACT

The Service Contract Act applies to this contract. This contract incorporates herein and by reference FAR 52.222-41 Service Contract Act and the Service Contract Act in its entirety. The wage determination for this effort is as described in Wage Determination Number TBD Rev. XX dated XX/XX/XXXX, which is attached hereto and made a part herein. All provisions of the Service Contract Act must be adhered to (i.e. Health and Welfare, Vacation, Holidays, etc.). The Contractor shall pay, at a minimum, the wage rates and fringes to their employees, and is responsible for ensuring that subcontract employees are similarly paid. Work classifications, wage rates and fringes must be in accordance with the Service Contract Act wage determination requirements.

VI. ADDITIONAL TERMS

The provisions of Brookhaven Science Associates, LLC General Terms and Conditions for Non-Commercial Services, (Rev. 22, Sep 2022) are incorporated herein and made a part hereof.

The provisions of Brookhaven Science Associates, LLC Supplemental Terms and Conditions for the Price-Anderson Act (Rev. 22, Sep 2022) are incorporated herein and made a part hereof.

The provisions of Brookhaven Science Associates, LLC Supplemental Terms and Conditions for Work by Contractors on Site at Brookhaven National Laboratory (Rev. 22, Sep 2022) are incorporated herein and made a part hereof.

DEAR 970.5223-4, Workplace Substance Abuse Programs at DOE Sites (Dec 2010) mailto:mnichols@bnl.gov

Rev. 9.4, February 2018 4

As noted in this Contract, Supplemental Terms and Conditions for Work by Contractors on Site at Brookhaven National Laboratory are incorporated herein. In accordance with Article 8 of these Supplemental Terms and Conditions, the Contractor is required to provide a Phase Hazard Analysis (PHA).

This Contract is issued pursuant to Brookhaven Science Associates General and/or Supplemental terms and conditions listed above which are incorporated herein by reference. The complete text of these terms and conditions can be viewed via the internet at: http://www.bnl.gov/ppm/T-Cs/t-c.asp. Should the Contractor have any questions and/or not have access to these terms and conditions, contact the buyer or contracts specialist immediately.

The following documents attached hereto and made a part hereof, contain additional provisions of this contract:

• Attachment 1 – BNL Statement of Work entitled “NSLS-11 NEXT-II Installation of Beamline Shielding Enclosures Statement of Work”, Version 1 dated August 22, 2023

• Attachment 2 – BNL QA-101 dated October 4, 2023

• Attachment 3 – BNL Health and Safety Plan entitled, “Health and Safety Plan (HASP) for Hutch and Cabin Construction at NSLS-II,” dated 08/23/2023

• Attachment 4 – PD-CDI-HU-1110, Top Level Assembly Drawing for Hutch 9-ID-A

• Attachment 5 – PD-CDI-HU-2000, Top Level Assembly Drawing for Hutch 9-ID-B

• Attachment 6 – PD-29-ID-HU-1100, Top Level Assembly Drawing for Hutch 29-ID-A

• Attachment 7 – PD-LAY-1006, Floor Plan, NEXT-II Beamlines

This Contract does not bind nor purport to bind the Government of the United States.

ACCEPTED:

CONTRACTOR BROOKHAVENSCIENCE

ASSOCIATES, LLC.

By: By:

Name: Name:

Title: Title:

Date: Date:

Should you accept this Contract without exception or alteration, one copy of the Contract executed by both parties shall be returned to BSA's Contractual Representative. Should you take any exceptions or attempt to alter the Contract in any manner, BSA's execution thereof shall be null and void. Should you wish to take exception(s)/alteration(s), you shall notify BSA's Contractual Representative. BSA will consider the requested exception(s)/alteration(s) and notify you accordingly. No Contract shall exist unless and until such differences are resolved.

NSLSII-NX2-SOW-003: NSLS-II NEXT-II Installation of Beamline Shielding Enclosures Statement of Work

NSLS-II i October 20, 2023

NSLS-II NEXT-II Installation of Beamline Shielding Enclosures

Statement of Work

Document Reviewed and Approved By:

Prepared and Approved By Lukas Lienhard NSLS-II Beamline Engineer

ESH Approval Robert Lee ESH Manager

Approved By Jake Hawkes NEXT-II CDI Control Account Manager

Approved By Stephen Sherwood NSLS-II Liaison Engineer

Approved By Joseph Zipper NSLS-II Quality Assurance Engineer

Approved By Philip Bernath PPM Contracts Administrator

Approved By Julian Adams NEXT-II Project Manager

National Synchrotron Light Source II

Version 2 ii October 20, 2023 Brookhaven National Laboratory

VERSION HISTORY LOG

VERSION DESCRIPTION DATE WRITTEN BY

1 First release. 22AUG2023 L. Lienhard

Section 5: Added 3 additional rows of information to schedule table.

20OCT2023 L. Lienhard

NSLSII-NX2-SOW-003: NSLS-II NEXT-II Installation of Beamline Shielding Enclosures Statement of Work

NSLS-II iii October 20, 2023

Contents

Definitions/Acronyms .......................................................................................................................................... iv

1 Introduction and Overview

1.1 Background

1.2 Scope

1.2.1 Task 1

1.2.2 Task 2

1.2.3 Task 3

2 References

2.1 Conflicts

3 Requirements

3.1 General Installation and Test Requirements

3.1.1 Contractor Work Plan

3.1.2 Contractor Work Requirements

3.1.3 Technical Performance

3.1.4 Tools/Fixtures/Test Equipment

3.1.5 Access to Experimental Floors

3.1.6 Surveying, Measurement, and Alignment

3.2 Acceptance Testing at BNL

3.2.1 Acceptance Test Procedures

3.3 BSA Responsibilities

3.4 Management

3.4.1 Program Plan

3.4.2 Progress Meetings

3.4.3 Performance Reporting

3.4.4 Site Management

3.4.5 Installation Drawings

3.4.6 As-Built/Installed Drawings

3.4.7 Documents

3.5 Environment, Safety and Health (ESH)

3.5.1 ESH information

3.5.2 Approval to Proceed

3.5.3 Contractor Work on Site at BNL

3.5.4 Electrical Safety

3.5.5 Lead Handling

3.5.6 Industrial Hygiene Monitoring

3.5.7 Material Handling

3.6 Warranty

4 Quality Assurance

Version 2 iv October 20, 2023 Brookhaven National Laboratory

4.1 Quality Assurance Requirements (QA)

4.2 Material Review Board (MRB) Authority

5 SCHEDULE

6 DELIVERABLES

7 VALUE ENGINEERING

Definitions/Acronyms

ADA The Americans With Disabilities Act

ARI ARPES & RIXS Imaging

ARPES Angle-Resolved Photoemission Spectroscopy

ATP Acceptance Test Procedure

BNL Brookhaven National Laboratory

BSA Brookhaven Science Associates

BTH Below-the-Hook (ASME term for a class of lifting devices)

CDI Coherent Diffractive Imaging

CFR Code of Federal Regulations

COTS Commercial Off-The-Shelf

DOE (US) Department of Energy

ESH Environment, Safety, and Health

HASP Health and Safety Plan

IAW In Accordance With

IH Industrial Hygiene

MIE Major Item of Equipment

MRB Material Review Board

NEXT-II NSLS-II Experimental Tools – Two

NFPA National Fire Protection Association

NRTL Nationally Recognized Test Laboratory

NSLS-II National Synchrotron Light Source II

NYS New York State

PPE Personal Protective Equipment

PPS Personnel Protection System

QA Quality Assurance

RIXS Resonant Inelastic x-ray Scattering

SBMS Subject Based Management System

SDS Safety Data Sheet

SOW Statement of Work

SR Storage Ring

SXN Soft X-ray Nanoprobe

NSLSII-NX2-SOW-003: NSLS-II NEXT-II Beamline Shielding Enclosures Statement of Work 5

NSLS-II 5 October 20, 2023

1 INTRODUCTION AND OVERVIEW

1.1 Background

The NEXT-II project is a Department of Energy (DOE) Major Item of Equipment (MIE) project to build three world class beamlines at the NSLS-II Synchrotron facility. The three beamlines are Coherent Diffractive Imaging (CDI), ARPES & RIXS Imaging (ARI), and Soft X-ray Nanoprobe (SXN). The project includes undulator sources, experimental beamlines and optics, and appropriate infrastructure.

The beamline shielding enclosures will be used to protect personnel from synchrotron and bremsstrahlung radiation.

1.2 Scope

This Statement of Work (SOW) is the basis for the procurement of installation of beamline shielding enclosures (herein referred to as “hutches” or “enclosures”), and related hardware which will be used to protect personnel from synchrotron and bremsstrahlung radiation for the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL). This document outlines the Installation Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

The Scope of the Installation includes the following. BSA’s and Contractor’s responsibilities are additionally noted herein.

1.2.1 Task 1 – Hutch 9-ID-A as per drawing PD-CDI-HU-1110

1.2.2 Task 2 – Hutch 9-ID-B as per drawing PD-CDI-HU-2000

1.2.3 Task 3 – Hutch 29-ID-A as per drawing PD-29ID-HU-1100

Installation of hutches includes:

a. Drilling and installing anchors (anchors provided by BSA) in concrete walls and floor

b. Cutting recesses in concrete floor for sliding door thresholds

c. Hoisting steel L-beams, wall panels (3.5m tall, up to 5,800 lb), header panels (4,800 lb) and ceiling panels. BSA shall provide a lifting fixture. Contractor shall be responsible for providing their own forklift. BSA riggers will help with heavier downstream wall panels.

d. Fastening steel to concrete using expansion type anchors (anchors provided by BSA)

e. Bolted connections

f. Lead handling and cutting using minimal dust producing techniques

g. Hanging and adjusting sliding doors (2,800 lb)

h. Installation of guard rails, stairs, gates, and modifications to guard rails on the NSLS-II mezzanine to facilitate and control access to each hutch roof.

i. Conducting and attending pre-work briefings to plan and safely conduct installation activities.

j. Inspecting, checking, and documenting installation meets all BSA requirements.

k. Coordinating and interfacing with BSA staff to ensure all BSA requirements are met safely and in a timely manner.

The hutches have been designed to minimize or preferably avoid on-site welding, grinding, cutting, or other such installation or finishing operations which create smoke, dust, ignition hazards, etc. On-site welding shall be restricted to light operations; for example, deep penetration welding of thick sections shall not be permitted on the BNL site. Measures shall be taken to ensure that there is no generation of lead fumes or dust during installation. These measures shall include selection of welding processes and filler materials to minimize fumes and the use of vacuum systems that exhaust outside of the NSLS-II building.

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2 REFERENCES

The following documents are an integral part of the SOW; the applicable revision level will be the latest that is in effect at the time of award:

Document Number Document Title

ASME B30.20 Below-The-Hook Lifting Devices

ASME B30.26 Rigging Hardware

ASME BTH-1 Design of Below-the-Hook Lifting Devices, Design Category “A”

BNL-QA-101 Supplier Quality Assurance Requirements

PD-CDI-HU-1110 Top Level Assembly Drawing for Hutch 9-ID-A

PD-CDI-HU-2000 Top Level Assembly Drawing for Hutch 9-ID-B

PD-29-ID-HU-1100 Top Level Assembly Drawing for Hutch 29-ID-A

NYS Dept of State Building Code of New York State

PD-LAY-1006 FLOOR PLAN, NEXT-II BEAMLINES

NSLSII-ESH-PLN-013 Health and Safety Plan (HASP) for Hutch and Cabin Construction at NSLS-II Template

U.S. DOE 10CFR851 Worker Safety and Health Program

2.1 Conflicts

In the event of a conflict between the Installation Plans and this SOW, the Contractor shall immediately notify the BSA contractual representative. Failure to notify the BSA contractual representative of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance with all requirements.

3 REQUIREMENTS

In accordance with (IAW) the applicable provisions defined in this SOW, the Contractor shall be responsible for the installation, and testing of the NSLS-II beamline shielding enclosures.

3.1 General Installation and Test Requirements

Installation of the Beamline Shielding Enclosures shall be the responsibility of the Contractor. An installation plan shall be developed by the Contractor. The Contractor-supplied installation plan shall include installation methods to be applied when connecting to concrete floors and concrete walls.

Installation shall include the following tasks:

a. Unpacking of the enclosure components on site

b. Removing and legally disposing of all packing materials off the BNL site

c. Visual inspection of the components by the Contractor and BSA

d. Moving the components to their experimental floor position

e. Installation of the enclosures including surveying and alignment

f. Floor and wall penetrations

(1) All penetrations into the experimental floor are fully defined in the installation drawings. Deep penetrations (≥ 4 in. deep) are to be avoided where possible (the re-bar is set at ~5 in. below the floor surface).

NSLSII-NX2-SOW-003: NSLS-II NEXT-II Beamline Shielding Enclosures Statement of Work 7

NSLS-II 7 October 20, 2023

(2) Checking floor flatness and completing all SOW requirements including adding extra shielding as needed to eliminate radiation leakage

g. On-site acceptance testing by the Contractor and BSA as listed in this SOW

BSA will not supply personnel for general installation tasks. Positioning of Equipment onto the experimental floor shall be performed by the Contractor. Staff from the Contractor shall not be permitted to drive BNL-owned forklifts under any circumstances.

3.1.1 Contractor Work Plan

The Contractor shall submit a detailed written work plan that includes all on-site installation activities in a step-by-step format two (2) weeks after contract award. This plan is a necessary prerequisite for obtaining a work permit and must be approved by BSA prior to the start of installation activities. The person (or persons) responsible for all on-site installation activities shall participate in the work planning process for the purpose of obtaining a work permit. This shall be completed prior to the start of installation. All training and safety requirements identified during the work planning process (or by BSA ESH/Training staff members) shall be successfully completed by Contractor personnel who are participating in on-site installation work prior to issuance of a work permit and prior to installation.

The Contractor Work Plan shall include, at a minimum:

a. Prerequisites: preparatory actions to be performed before work can be started and any administrative and physical requirements

b. Precautions: precautions that must be observed during performance of work

c. Identification for hold points and other monitoring

d. ESH work controls for mitigating identified hazards based on the following hierarchy, as practical:

i. elimination/substitution of hazards

ii. engineering controls

iii. administrative controls and work practices, and/or

iv. Personal Protective Equipment (PPE)

e. Operational limits imposed

f. Coordination of tasks

g. Special conditions for working alone

h. Scheduling, coordination, and notification

i. Changes impacting configuration management, and

j. Post Work Testing and Acceptance: guidance concerning post work testing to ensure proper completion of work and/or system readiness to return to service

k. Contractor Health and Safety Plan (HASP).

Note: BNL will provide a sample Work Plan to the contractor for use in developing the Contractor Work Plan.

Note: BNL has an existing HASP which the Contractor may choose to follow. If the Contractor chooses to follow the BNL HASP, they must sign an agreement to adhere to the BNL HASP

3.1.2 Contractor Work Requirements

a. Fall-protection harnesses and related equipment brought on-site to BNL must be inspected and approved prior to use by BSA’s Hoisting and Rigging Inspector. Only fall-protection harnesses that are commercially designed as such and meet all applicable codes may be used at BNL.

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b. All lifting hardware and fixtures shall be designed, certified, and marked with information including load rating, IAW ASME B30.26, Rigging Hardware; ASME BTH-1, Design of Below-the-Hook Lifting Devices, Design Category “A”; and ASME 30.20, Below the Hook Lifting Devices.

1. BTH lifting devices shall not use suspect or suspect/counterfeit fasteners.

2. All rigging and hoisting equipment (e.g., cranes, slings, etc.) shall be inspected and accepted by BSA’s Hoisting and Rigging Inspector before use on site at BNL.

3. All slings, hooks, and custom lifting gear not containing structural welds that are to be used in lifting the item shall, at a minimum, be visually examined for structural defects at installation and prior to each use. Any cracks or flaws in BTH lifting devices shall be cause for rejection.

4. Panels and other components may be labeled or marked to aid assembly and installation as long as marking or labeling is done unobtrusively, preferably in a location that is not readily visible after installation, or by using tags or labels which are removed during assembly or installation.

c. The Contractor shall interfere minimally with ongoing operations at BNL (NSLS-II site) and shall at all times keep the work area or job site clear of debris and rubbish that can constitute a safety hazard.

Burning of debris and rubbish on site at BNL is not permitted.

d. The Contractor shall return the work area to a clean, debris-free state. All packing materials, excess materials, and waste generated by the Contractor used during assembly or installation activities, shall be removed and legally disposed of off the BNL Site by the Contractor prior to job completion. At job completion, Contractor shall promptly remove tools and equipment, and clean premises thoroughly, subject to review and approval by BSA.

e. BSA reserves the right to check all removed salvageable and non-salvageable materials and equipment and/or to have the Contractor’s vehicle pass through the vehicle radiation monitor prior to exiting the BNL Site.

f. The Contractor shall supply all necessary material handling equipment and operators. Operator(s) shall hold a current NYS License for the specific type of mobile crane or fork-truck certification.

g. The NSLS-II facility may have areas where overhead height, width, and length clearance may be a concern when moving equipment and hardware. The Contractor shall check and be responsible to ensure adequate clearance of all equipment and hardware in use at BNL (NSLS-II site) prior to it being brought on-site to BNL. The Contractor and BSA shall walk-down the entire route/path that equipment will use to ensure there are no interferences within the facility itself.

h. Contractors may not use BSA cranes and hoists; only trained and qualified BSA employees are permitted to operate BSA-owned material handling equipment. Trained and qualified contractors may utilize portable non-BSA material handling equipment subject to an approved rigging plan.

i. If the Contractor requires a forklift and/or scissor lift for use during assembly, this shall be supplied by or rented by the Contractor and reviewed/approved by BSA’s Hoisting and Rigging Inspector for use on site at BNL. It is mandatory that this equipment shall be battery and not gasoline, LP gas, or diesel operated due to the cleanliness requirements mandated by BSA. The Contractor is responsible for providing proof of inspection and all maintenance records for all equipment used at BNL prior to use.

1. Equipment shall have a current annual inspection documented including fork (tine) inspection.

2. Any attachments need to be approved by the fork truck manufacturer. A new data attachment plate is to be provided by the fork manufacturer indicating the new capacities.

3. Operator to have training certification for the specific type of fork truck or scissor lift being used.

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NSLS-II 9 October 20, 2023

j. When shims are required to be used to make up for physical spaces in brackets or structural components, a commercially available or a machined shim shall be used. Stacking washers, banding material, scraps of metal, or nuts is strictly prohibited.

k. Modification to, or disruption of existing floor channels and strip doors (e.g., vertical transparent plastic strips that form an air interchange barrier) shall not be permitted.

l. Placards provided by BSA shall be placed next to each door control that contains the following warning: “OPERATORS SHALL KEEP THE MOVING DOOR IN SIGHT UNTIL IT IS

COMPLETELY CLOSED.”

m. Signs provided by BSA shall be placed next to each door opening that contains the following warning

“KEEP AWAY FROM DOOR WHEN IN MOTION. DO NOT CROSS OR PLACE ANYTHING

IN PATH OF MOVING DOOR.”

n. Where a guillotine is specified herein, the guillotine shall be installed on the inside of the enclosure by the Contractor.

o. Guillotines shall be installed so that the gap between the lead faces of the guillotine and the wall are less than 10 mm (3/8 in.).

p. A standard railing (guard rail) with a solid standard toe board (provided by BSA) shall be installed on all hutch roofs, stairs, and bridges IAW OSHA standards 1910.23. All roof-mounted guard rails shall be made removable (overall) by loosening or removing fasteners only (e.g., without breaking weld, adhesive, or braze joints) and shall be installed according to the manufacturer’s instructions.

q. Where the enclosure is in contact with the SR tunnel (mezzanine), the guard rails shall be installed continuously with the galvanized steel guard rails on the SR without any gaps larger than 100 mm (4 in.). Where the height difference requires steps, these steps shall be fitted with guard rails (provided by BSA). The SR guard rails shall be modified as needed by the Hutch Contractor to match the existing SR guard rail installation (including priming and finish painting). Where needed, Commercial Off-The-Shelf (COTS) guard rail fittings may be used as long as they meet applicable code requirements. The completed guard rails shall meet all applicable code requirements after modifications are complete.

r. Measures shall be taken by the Contractor to avoid protrusions that could constitute a trip hazard on the enclosure roof in the walkway stay clear area indicated on the BSA drawings. (Note: 28 CFR Part 36, the ADA Standards for Accessible Design, specifies a trip hazard as any vertical height of ¼ in.

[6.35 mm] or more).

s. At least one sign (provided by BSA) shall be affixed to the non-removable handrail section of each enclosure to designate the allowable roof loading.

t. Where necessary, painting after installation shall be limited to touch-ups by brush or rolling only. The application of paint or primer on-site at BNL by spraying shall not be permitted.

u. Priming and painting on-site at BNL shall be minimized. Where necessary, primer and paint shall be applied by brush and/or roller IAW the manufacturer’s recommendations. The application of paint or primer on-site at BNL by spraying shall not be permitted.

v. Caulk or any other non-radiation shielding substances shall not be applied to any enclosure joints, seams, penetrations or other areas which would obscure visual inspection until all enclosure acceptance testing has been completed and accepted by BSA and approval for this task has been obtained from the BSA Contract Technical Representative in writing.

w. Hutch identification numbering signs (provided by BSA) shall be installed on each enclosure on the outside downstream and side walls.

x. Local spot-facing, sanding, or grinding of steel surfaces for electrical contact will be permitted to ensure acceptable electrical bonding as long as the minimum required steel gauge thickness remains afterward, and no stress concentrations occur which can cause premature failure.

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y. Gates (provided by BSA) shall be installed at the inside/SR end of each platform on the A-hutches and at the inside of the landing on the B-hutch. The gates shall open away from the stairs. A minimum of one sign labeled with the NSLS-II beamline identification and “Authorized Personnel Only” (provided by BSA) shall be placed in a conspicuous location whereby it is clearly visible by personnel entering from either direction.

3.1.3 Technical Performance

Technical performance shall be as specified in this SOW and as noted on the Installation Drawings.

3.1.4 Tools/Fixtures/Test Equipment

The Contractor shall be responsible for supplying all installation tools, including (but not limited

to) all tools, jigs, and fixtures necessary to complete the installation except the panel lift fixture which will be supplied by BSA.

3.1.5 Access to Experimental Floors

The locations of the specified beamlines are shown in the drawing PD-LAY-1006. The Contractor’s installation plan shall be designed to ensure that there are no access problems (e.g., for fork lifts or scissor lifts) at later stages of the installation when hutches are partially erected.

3.1.6 Surveying, Measurement, and Alignment

The Contractor is responsible for surveying, measurement, and alignment as necessary to ensure that enclosures are installed according to BSA requirements. This includes the location of all enclosure walls, levelling of all enclosure roofs, positioning all enclosure features (doors, stairs, utilities provisions, guillotines, labyrinths, etc.), floor flatness measurements as needed (including measurements needed to ensure that doors open freely with no binding), and all measurements needed to ensure perpendicularity of all enclosure walls relative to the experimental floor and relative to the roof of each enclosure.

3.2 Acceptance Testing at BNL

The enclosures shall be tested at BNL by the Installation Contractor to demonstrate full compliance with the ATP. The tests shall be conducted on the enclosures at BNL according to the ATP, prior to final acceptance.

An Acceptance Test Report shall be prepared by BNL that includes the data of the acceptance tests completed.

3.2.1 Acceptance Test Procedures

The ATP shall include BSA’s procedural details for all acceptance tests including but not limited to the following tasks:

3.2.1.1 Verification of Radiation Shielding without Synchrotron Beam

i. Initial testing of the radiation shielding shall be performed by the Contractor using visible light, i.e., using a high-powered light outside the enclosure and checking for penetration into a closed dark hutch.

ii. The Contractor shall be responsible for ensuring that the finished enclosures are in position on the experimental hall floor ready for testing by BSA.

iii. BSA reserves the right to test the radiation shielding integrity of the enclosure using an alternative radiation source.

iv. Any structural defects and/or radiation leakage caused by installation workmanship or omission shall be repaired by the Contractor.

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NSLS-II 11 October 20, 2023

3.2.1.2 Verification of Overall Dimensions, Plumbness and Level

The maximum overall dimensions of the assemblies with respect to the appropriate reference surfaces shall be verified by the Contractor to be in conformance with the assembly drawing for the item. Wall plumbness and roof level shall be verified and recorded using a digital level for all wall and roof panels.

3.2.1.3 Verification of Door Panel Motion

The motion of each moving door panel shall be tested for the following:

i. Range of motion

ii. Absence of binding

iii. Locking

iv. Absence of rubbing or scraping

v. Absence of off-axis swing or wobble

vi. Door Cycle Test

a) Each enclosure’s access doors shall be opened and closed 20 times to cycle the door through its normal stroke.

b) The proper door closed position (visibly light-tight) shall be confirmed visually for each cycle. Roof loadings may be applied during these tests at the discretion of BSA.

3.2.1.4 Verification of Radiation Shielding with Synchrotron Beam

i. The radiation shielding integrity for synchrotron radiation of each enclosure will be tested and verified by BSA when the synchrotron storage ring is delivering beam to the enclosure. The Contractor does not need to be present during such testing.

ii. The areas to be verified include (but are not limited to) panel joints and corners, labyrinths, guillotines, windows, and doors.

iii. The Contractor is responsible for the repair of any defects and/or radiation leakage resulting from poor workmanship at installation resulting in inadequate shielding coverage/overlap at any location. Upon review of issues, the Contractor shall present to BSA a plan that includes all methods and materials proposed to complete the repairs. This plan shall be reviewed and approved by BSA in writing prior to commencing repair work. Upon completion of repairs, the Contractor shall prepare a Hutch Repair Report that includes a list of all identified issues. For each issue listed, the Contractor must provide a description of the work performed, including material and methods, to complete all of the repairs.

3.3 BSA Responsibilities

In addition to the Hutch components, BSA will provide:

a. Installation drawings and instructions.

b. Surveying features (monuments and network coordinates) in the walls and floor of the synchrotron facility, marking of the experimental floor with either the long or short straight section center-line, and marking of the experimental floor with an approximate outline for each enclosure.

c. Hutch Personnel Protection System (PPS)

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d. Utilities to and within the enclosures, including:

e. Compressed nitrogen gas distribution system

f. Electrical power (including outlets) and wiring

g. Water distribution system(s)

h. Liquid nitrogen distribution system

i. Cable trays and cable tray installation

j. Sprinkler piping and fire detection/alarm wiring, if required

k. Temporary and permanent lights

l. On-site, shared office space for Project Manager, if available

m. Dedicated area on the experimental floor (~1,000 ft2) for the temporary storage and assembly of panels

n. Space near the work area for contractor equipment and tools. The Contractor shall supply locking enclosures as needed to ensure that tools and equipment are secure.

o. 115VAC 60-cycle power in the work areas for lighting and tools.

3.4 Management

3.4.1 Program Plan

Within one (1) week after award of contract, the Contractor must deliver a detailed program plan which includes a milestone schedule defining the mobilization, installation, and testing in sufficient detail to allow regularly scheduled progress monitoring.

3.4.2 Progress Meetings

Within one (1) week after award of contract, bi-weekly program technical and progress teleconferences and/or meetings between the Contractor and BSA shall be held at a mutually scheduled time. The discussions shall include the Contractor’s progress, technical and contractual questions, analyses, troubleshooting, and installation issues.

3.4.3 Performance Reporting

Throughout the life of the contract, the Contractor shall supply a written report by the fifth of every month to the BSA technical representative and contractual representative that clearly details progress through the prior month with respect to the project. This shall include milestone charts, detailed progress, open items, problems, recommended solutions, and risk mitigation.

3.4.4 Site Management

Daily toolbox meetings shall be held with all Contractor’s personnel and the BSA Work Control Coordinator to review any job site and/or issues that may arise.

3.4.5 Installation Drawings

BSA shall supply installation drawings showing all necessary equipment dimensions required for installation. All connections to the BSA-provided equipment, and services, shall be clearly shown.

3.4.6 As-Built/Installed Drawings

These drawings shall provide an accurate record of the enclosures under this contract, and services, as installed, which shall include:

a. Equipment layouts, with sections to a scale of not less than 1:20

NSLSII-NX2-SOW-003: NSLS-II NEXT-II Beamline Shielding Enclosures Statement of Work 13

NSLS-II 13 October 20, 2023

b. Individual floor plans and sections to a scale of not less than 1:50 with details at 1:20 in difficult or congested areas, fully indicating with accurate dimensions, the sizes and positions of the enclosures.

Contractor and BSA Tech Rep shall redline a set of layout drawings with actual dimensions. BSA will produce the as-built drawings from the redlined set.

3.4.7 Documents

The Contractor shall provide an electronic copy, in PDF form, of all documentation identified in this SOW

3.5 Environment, Safety and Health (ESH)

The Contractor shall install all equipment IAW ESH requirements in the appropriate specifications, codes, standards, and other documents listed in section 2 of this SOW.

3.5.1 ESH information

Identification of hazards, and their mitigation, during all stages of installation, commissioning, operation, maintenance, and repair. This information shall be provided to determine ES&H compliance and shall be included in the Contractors HASP. Identification of means to eliminate or manage each hazard shall be provided based on the following hierarchy:

▪ Identify possible hazards, at any part of the installation at BNL.

▪ Eliminate the hazard, or manage the hazards in the following hierarchy:

1. Substitute with something less hazardous, or

2. Engineer – mitigate the severity of the hazard, or

3. Use Personal Protective Equipment (least desirable).

▪ The following additional ESH information is required:

1. Preliminary Contractor Work Plan (refer to section3.1.1 herein)

2. Lead Handling

3. Draft rigging plan

4. Guards, grounding, safety features, and precautions to meet applicable safety codes and standards

5. Copies of all SDS for all chemicals and adhesives to be brought on site to BNL.

3.5.2 Approval to Proceed

BSA must accept in writing the Contractor’s HASP, and Installation/Work Plan, including the Rigging Plan before the Contractor proceeds with the installation.

3.5.3 Contractor Work on Site at BNL

The installation activities shall be subject to BNL site access and safety regulations. The Contractor shall create and provide to BSA for acceptance a Health and Safety Plan (HASP). A HASP template is provided for the contractor to use, if preferred. Acceptance for the Contractor’s HASP must be provided in writing by BSA IAW the schedule herein and prior to the Contractor starting any work on site at BNL.

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3.5.4 Electrical Safety

All electrical equipment must be in accordance to U.S. standards, must comply with NFPA70 and shall be approved by a Nationally Recognized Testing Laboratory (NRTL) or the BSA Authority Having Jurisdiction as specified in BNL-QA-101 document, clause 4.40. Note that CE is not an approved NRTL.

All electrical connections ≥50 volts shall be covered to comply with UL 508 so that all uninsulated charged surfaces protect workers from the hazards of electrical shock. Plexiglas® is not allowed;

Lexan® may be used. Electrical insulation must be Low Smoke, Zero Halogen, Fire Retardant, and radiation resistant.

Teflon® shall not be used as an insulation material for any beamline application.

3.5.5 Lead Handling

The installation Contractor shall handle and treat lead as a contaminant in all on-site operations at BNL using appropriate PPE. The fabrication Contractor shall have already cleaned surfaces to minimize residual lead on outer surfaces of the hutch, hutch components work areas, and shipping containers on-site at BNL. BSA will spot check surface contamination upon delivery and will require re-cleaning by the fabrication contractor of surfaces found to be more than 250 micrograms per square foot.

Note: The installation contractor must cut lead shims on site by shears to level the wall panels. Lead shims may be placed on top of the lead floor gasket, but not below. Where the lead shims are exposed, they must be painted by the installation contractor. This must be done on site.

3.5.6 Industrial Hygiene Monitoring

The installation Contractor shall be responsible for IH monitoring of work performed at BNL, as required by OSHA.

3.5.7 Material Handling

The Contractor shall be responsible for all loading, unloading, material handling, and transportation as needed to assemble and install the enclosures in their specified locations at BNL (NSLS-II site).

The Contractor shall be responsible for unloading the trucks and/or shipping containers on site at BNL. When unloading, each item shall be checked by the Contractor for shipping damage and report any findings to the BSA Tech Rep. Any damaged items shall be set aside and labelled for BSA to address with fabrication contractor. The Installation Contractor shall be fully responsible for damage to hardware and to NSLS-II facilities during unloading, transport from the loading dock to the installation site, assembly, and installation. Delamination of steel from lead sheets shall be considered damage.

3.6 Warranty

The Contractor shall warranty the hutches against installation related workmanship for a period of two (2) years from final acceptance at BNL.

4 QUALITY ASSURANCE

4.1 Quality Assurance Requirements (QA)

As set forth in BSA Form BNL-QA-101, “Brookhaven National Laboratory Supplier Quality Assurance Requirements,” as amended herein, forms a part of this statement of work. Specifically, this includes the

NSLSII-NX2-SOW-003: NSLS-II NEXT-II Beamline Shielding Enclosures Statement of Work 15

NSLS-II 15 October 20, 2023 following sections: 1, 2, 3, 3.1.2, 3.2 to 3.22, 4.1, 4.2, 4.3, 4.5 as modified below, 4.6 as modified below, 4.10, 4.13, and 4.39 as modified below.

Entire document: “Supplier” is replaced by “Installation Contractor”

Clause 3.6: Installation Contractor, is separate from the Fabrication Contractor, is not responsible for protection of material during shipment. Shipment is the responsibility of the Fabrication Contractor.

Clause 4.5: “Witness” points, is modified as follows: The Installation Contractor shall provide BNL with five (5) days’ notice in advance of reaching such witness points during the installation process.

Clause 4.6: Test and Inspection Procedures, is modified as follows: 4.6 Installation and Inspection Procedures. Replace entire first sentence with: Installation/Work Plan shall include Acceptance Test Procedure listed in the SOW.

Clause 4.39: Records, is modified as follows: 4.6 Installation and Inspection Procedures. Replace entire first sentence with: The Installation Contractor shall retain objective evidence, including records, of the inspections performed in the course of installation and acceptance testing.

4.2 Material Review Board (MRB) Authority

Unless, and until, Material Review Board (MRB) authority has been requested and received, the Contractor shall be restricted to dispositions of rework, scrap, and return-to-vendor; i.e., the Contractor shall not use nonconforming materials via unique or standard repair processes, nor via use-as-is-dispositions.

All non-conformances requiring MRB action shall be documented and sent to the BSA technical representative within ten (10) working days of the decision.

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5 SCHEDULE

The following schedule is for planning purposes only. Schedule requirements as set forth in the contract will take precedence.

SCHEDULE AFTER AWARD OF CONTRACT

Milestone Weeks

Submit Installation/Work Plan and HASP

Erection of Hutch 9-ID-A walls and roof panels

Installation and testing of doors on Hutch 9-ID-A…………………

Acceptance testing of Hutch 9-ID-A

Erection of Hutch 9-ID-B walls and roof panels

Installation and testing of doors on Hutch 9-ID-B…………………

Acceptance testing of Hutch 9-ID-B

Erection of Hutch 29-ID-B walls and roof panels

Installation and testing of doors on Hutch 9-ID-B…………………

Acceptance testing of Hutch 9-ID-B

6 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due Approval

Required

1 Program Plan One week after contract award Yes

2 Technical and Progress Teleconferences One week after award & biweekly thereafter No

3 Health and Safety Plan Two weeks after contract award (Acceptance Required)

4 Installation/Work Plan Two weeks after contract award Yes

5 Acceptance Test Report 1 week after acceptance testing of each enclosure

Yes

7 VALUE ENGINEERING

The Contractor is encouraged to make recommendations for changes that might lead to an improvement in performance, reliability, quality, safety, or reduction in cost. Simplicity in operation, ease of maintenance, and an improvement in the performance and reliability of the specific functions beyond the requirements of this specification are objectives which shall be considered in the production of each component type. Where it appears a substantial improvement in simplicity of design, performance, ease of maintenance or reliability will result from the use of materials, parts, and processes other than those specified, it is desirable that their use be investigated.

When investigations point to advantages that may be realized, the recommendation for change shall be presented to BSA for review and, if accepted, authorized in writing. An equitable agreement will be negotiated between BSA and the Contractor to share the savings.

BROOKHAVEN NATIONAL LABORATORY

SUPPLIER QUALITY ASSURANCE REQUIREMENTS

(BNL-QA-101)

3.18/2d01e011.docx Page 1 of 6 (02/2020)

PO/Contract No.: 435797

INSTRUCTIONS: At least one sub-clause in Clause 3.1 must be selected which will automatically invoke Clauses 3.2 through 3.22 collectively on purchase orders. If applicable, the Special Requirements of Section 4.0 need to be individually selected and can be modified as required.

(NOTE: Save this form to your desktop and select the appropriate clauses by clicking on the boxes ).

1.0 PURPOSE & SCOPE

1.1 This document establishes quality assurance requirements to which Suppliers to Brookhaven Science Associates (BSA) shall conform when specified in the procurement documentation.

1.2 This document contains two main sections. Section 3.0 covers the general requirements that are applicable to all Suppliers.

Section 4.0 contains special quality requirements that are applicable only when specifically invoked in the procurement documentation.

2.0 DEFINITIONS

2.1 The term Procurement documentation means the purchase order

(PO), contract, subcontract, Request for Proposal (RFP), Request for Quotation (RFQ) or other written agreement with the Supplier (seller) in which the requirements of BSA are incorporated.

2.2 The term Buyer means BSA operating Brookhaven National

Laboratory, acting by and through its Procurement & Property Management Division (PPM) issuing the PO/contract.

2.3 The term Supplier (seller) means the legal entity, which is the contracting party, with the Buyer with respect to the procurement documentation.

2.4 The term article or item means a product and/or a service.

3.0 GENERAL REQUIREMENTS

Unless otherwise specified in the procurement documentation, the following General Requirements apply:

3.1 Supplier’s Quality System and Quality Requirements

The Supplier shall have and maintain an effective quality system that will, as a minimum, comply with all of the requirements as designated by the following:

3.1.1 A quality system certified/registered to the ISO

9001 standard: (latest revision as of the date of issuing the procurement documentation).

3.1.2 A quality system that meets the requirements of the

ISO 9001 standard: “Quality Management Systems – Requirements” (latest revision as of the date of issuing the procurement documentation).

3.1.3 Conformance to Supplier’s/Manufacturer’s quality

program or system.

3.1.4 Other: Refer to procurement documentation, (e.g. PO, Statement of Work [SOW], specifications, drawings) for quality requirements.

NOTE: Clauses 3.2 through 3.22 apply to all POs and will be included collectively in other procurement documentation when required/specified.

3.2 Assessment by Buyer

The Supplier’s quality system is subject to assessments by the Buyer’s Representative(s) for conformance with the requirements of the PO. Supplier or Distributor shall allow BSA representatives, BSA customers, and regulatory agencies right of entry into the Supplier’s facilities to determine and verify product, processes, records, personnel, material, procedures, and systems.

3.3 Change Approval

No change(s) shall be made to any Buyer requirements, (e.g.

part number, model number, etc.) without the prior written approval of the Buyer.

3.4 Responsibility for Subcontractors

It is the responsibility of the Supplier to impose applicable quality assurance requirements upon their subcontractors.

Additionally, the Buyer reserves the right to disapprove, in writing, any subcontractor.

3.5 Responsibility for Conformance

The Supplier is responsible to provide items that conform to the requirements of the PO regardless of any assessments, surveillances, inspections and/or tests by the Buyer or its representatives at either the Supplier’ or Buyer’s facility. The Buyer reserves the right to request failure analysis and corrective action for non-conforming articles or items submitted or supplied to the Buyer. The Supplier is responsible for notifying the Buyer of any recalls or alerts associated with this

PO.

3.6 Protection of Material and Equipment

The Supplier shall employ procedures that assure adequate protection of material and equipment during shipment and while in storage.