Attachment B - SOW for the EIC HSR BPM Button Assembly.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-ISG-SOW-008 Author: R. Hulsart Effective Date: October 17, 2024 Review Frequency: N/A

SOW Title: EIC HSR BPM Button Assembly Revision: 04

STATEMENT OF WORK

for the

EIC HSR BPM Button Assembly Quality Classification: A2

Prepared by:

__________________________________________ Date: __________________ Robert Hulsart, C-AD Instrumentation Engineer Collider-Accelerator Department Brookhaven National Laboratory

Reviewed By:

Joseph Tuozzolo, Technical Division Group Leader Electron-Ion Collider

David Gassner, EIC Instrumentation Group Leader

Matthew Paniccia, C-AD Instrumentation Engineer Collider-Accelerator Department

Charlie Hetzel, EIC Vacuum Group Leader

Docusign Envelope ID: 30115C55-C4B6-4125-93D9-FEE3354EFF23

10/17/2024

10/17/2024

10/17/2024

Joe Zipper, Quality Assurance

Chuck Schaefer, ESH

Cindy Galdamez, Procurement Liaison Engineer

Approved By:

Vadim Ptitsyn, HSR L2 Manager Electron-Ion Collider Brookhaven National Laboratory

Docusign Envelope ID: 30115C55-C4B6-4125-93D9-FEE3354EFF23

10/17/2024

10/17/2024

10/19/2024

10/21/2024

REVISION HISTORY

Revision # Effective Date Summary of Change

00 9/29/2023 Initial Release

01 2/6/2024 Revised to include option for solid copper button.

02 3/25/2024 Revised the number of preproduction units, and other minor text edits.

03 4/16/2024 In Value Engineering Section 7, deleted agreement to share savings of recommended changes that are approved and implemented.

04 10/17/2024 Revised to include section 3.1.1 on requirement verification, and other clarification edits.

Table of Contents

1 SCOPE

1.1 Background

2 APPLICABLE DOCUMENTS

3 REQUIREMENTS

3.1 Contractor Responsibilities

3.1.1 Requirement Verification

3.1.2 Technical Performance

3.1.3 Tooling/Fixtures/Test Equipment

3.2 Engineering Design and Manufacturing Requirements

3.2.1 Engineering Design and Documentation

3.2.2 Manufacturing, Inspection and Test Requirements

3.2.3 Acceptance Test Procedures (ATP)

3.3 Management

3.3.1 Program Plan

3.3.2 Manufacturing Inspection Plan (MIP)

3.3.3 “Witness” Points

3.4 Design Review and Manufacturing Drawing Approval

3.4.1 Design Review Meeting

3.4.2 Final Design Review (FDR) Report

3.4.3 Drawing Review and Approval for Fabrication/Production

3.4.4 Documentation Required Upon Completion of Factory Acceptance Testing and/or Site Acceptance Testing (at BNL)

3.5 Documentation and Data Management

3.5.1 Report/Documentation Format

3.5.2 Engineering Drawing Practices

3.5.3 End Item Documentation Package

3.5.4 Records

3.6 Environment, Safety and Health (ESH)

3.7 Marking and Serialization

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

4.2 Configuration Management

4.3 Responsibility for Subcontractor

4.4 Responsibility for Conformance

4.5 Measuring and Test Equipment (M&TE) Calibration

4.6 Inspections and Test Requirements

4.6.1 Contractor Testing and Acceptance Testing at BNL

4.6.2 Pre-Production Unit Acceptance

4.6.3 Approval for Production

4.7 Rework and Repairs

4.8 Failure Reporting, Analysis and Corrective Action

5 DELIVERABLES

6 SCHEDULE

7 VALUE ENGINEERING

LIST OF ACRONYMS

ASME American Society of Mechanical Engineers ATP Acceptance Test Procedure BNL Brookhaven National Laboratory BPM Beam Position Monitor BSA Brookhaven Science Associates EIC Electron-Ion Collider ESH Environment, Safety and Health FDR Final Design Review HSR Hadron Storage Ring ISO International Organization for Standardization MIP Manufacturing Inspection Plan MRP Material Requirements Planning M&TE Measuring and Test Equipment NIST National Institute of Standards and Technology PO Purchase Order QA Quality Assurance SOW Statement of Work

Statement of Work for the EIC HSR BPM Button Assembly

1 SCOPE

This Statement of Work (SOW) will be the basis for the procurement of Hadron Storage Ring (HSR) Beam Position Monitor (BPM) Button Assemblies to be used at the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL) managed by Brookhaven Science Associates (BSA). This document outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein. The number of pre-production units will be 35, and production quantity will be ~1,000.

1.1 Background

The EIC Project will design, build, and install the accelerator hardware for a new electron storage ring, a new electron accelerator synchrotron ring with an electron injector, and modifications to the hadron ring required to produce an electron-ion collider and associated infrastructure. It will include one interaction region, with a complete detector. The EIC is being designed to reserve space for a second interaction region with a second detector. The facility is designed to meet requirements to ensure high reliability and availability for the user program.

The HSR BPM Button Assemblies (Button Assemblies hereafter) will be procured by BSA for installation in the Hadron Storage Ring of the EIC. The Button Assemblies will be an integral part of the HSR beam pipe vacuum envelope and will be used to carry radio frequency electrical signals from the interior vacuum region of the storage ring to the cryostat insulating vacuum region.

2 APPLICABLE DOCUMENTS

In the event of a conflict between the Technical Documentation and the SOW, the Contractor shall immediately notify the BSA Contractual Representative who shall in each instance determine which document takes precedence and advise the Contractor accordingly. Failure to notify BSA of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance to all requirements.

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

Document Number Document Title

EIC-ISG-SPC-005 EIC HSR BPM Button Assembly Technical Specification

2551M0003 Drawing for Hadron Storage Ring, Beam Instrumentation, 18 mm Button BPM

BNL-QA-101 Brookhaven National Laboratory Supplier Quality Assurance Requirements

3 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions as defined in this Statement of Work, the Contractor shall be responsible for designing, manufacturing, inspecting, testing and delivering the pre-production HSR BPM Button Assemblies. In addition, the Contractor shall provide the option for the purchase of production quantities of BPM Button Assemblies upon satisfactory completion of pre-production unit testing as detailed in the Technical Specification.

3.1 Contractor Responsibilities

3.1.1 Requirement Verification

The Contractor shall be responsible for providing a line-by-line verification of conformance or exception to the BSA specification EIC-ISG-SPC-005. BSA shall be notified of any deviations from the requirements and specifications that may occur as the Contractor develops the physics and engineering design. Any deviations or exceptions must be reviewed and approved by the BSA technical representative in writing before implementation.

3.1.2 Technical Performance

In accordance with this SOW, BSA specification EIC-ISG-SPC-005, and all referenced documents, the Contractor shall furnish all equipment, materials, tools, facilities and labor to perform the work necessary to manufacture and test the Button Assemblies. The Contractor shall ensure that the resultant design & finished product meets the performance parameters and criteria in accordance with BSA specification EIC-ISG-SPC-005 and all other referenced documents.

3.1.3 Tooling/Fixtures/Test Equipment

The Contractor shall be responsible for supplying all materials, including (but not limited to) the construction of all tools, jigs, fixtures, and test equipment required to meet the requirements of this SOW and the referenced technical drawings and specification(s).

3.2 Engineering Design and Manufacturing Requirements

3.2.1 Engineering Design and Documentation

The Contractor shall furnish detailed drawings of the proposed design of the Button Assembly to BNL. These drawings shall include all internal construction details, dimensions, and materials.

The Contractor shall also provide all labor and resources to produce detailed up-to-date documentation as required in section 5.0, Deliverables.

3.2.2 Manufacturing, Inspection and Test Requirements

Upon approval of the Contractor’s design by BNL, the Contractor shall furnish all facilities, equipment, materials, and labor necessary to manufacture and test the EIC HSR Button Assemblies in accordance with the Technical Specification.

3.2.3 Acceptance Test Procedures (ATP)

The Contractor shall provide an ATP that is in accordance with this SOW, the Specification, and all reference documents noted herein. A draft ATP shall be included in the Final Design Review (FDR) Report as described in section 3.4.2. The final ATP shall be approved in writing by BSA prior to use. The ATP shall ensure that all test requirements as defined in the Specification to be performed at the Contractor’s facility are achieved.

3.3 Management

3.3.1 Program Plan

Within two weeks after award of contract (see table in section 6), the Contractor shall deliver a detailed program plan which includes a milestone schedule defining the design validation, manufacturing, inspection, testing, and delivery phases in sufficient detail to allow regularly scheduled progress monitoring.

3.3.2 Manufacturing Inspection Plan (MIP)

A MIP shall be developed which identifies the manufacturing processes required to complete all efforts as identified in this SOW. The plan shall be submitted for review and approval by BSA in writing (3) weeks after contract awardThe plan may be a single document or may make use of existing travelers or other suitable planning and control documents. It shall address the Material Requirements Planning (MRP), and at a minimum include manufacturing, inspection, and test steps including identification of critical manufacturing operations and parts/subassemblies showing integrated flow into the Button Assemblies. If the Contractor does not have an MRP system in place, then details for purchasing all raw materials, shop loading (by work center), and a schedule for manufacturing the Button Assemblies through packaging and shipping shall be provided by the Contractor.

3.3.3 “Witness” Points BSA reserves the right, after review of the Contractor MIP, to designate selected manufacturing, inspection, and/or test operations as “witness” points. Contractor shall provide BSA with ten (10) working days’ notice in advance of such witness points during the manufacturing and test cycle.

The BSA Technical Representative shall review the Acceptance Tests conducted according to the ATP and provide written approval prior to shipment.

3.4 Design Review and Manufacturing Drawing Approval

3.4.1 Design Review Meeting

A Final Design Review (FDR) meeting shall be held in accordance with the schedule set forth in section 6 herein, to ensure compliance with this SOW, applicable specifications, interface control drawings, and to obtain BSA written approval to proceed to the pre-production phase. The Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft FDR Report that shall consist of the requirements set forth in section 3.4.2. The findings of the FDR Report shall be reviewed at the FDR to be held at BNL and shall cover all pertinent issues relating to the final detailed design of the Button Assemblies. The Contractor shall be responsible for maintaining and submitting minutes of the FDR and shall also incorporate any agreed-to changes into the final comprehensive FDR Report, both of which are to be submitted to BSA within ten (10) working days of the FDR meeting for subsequent review and written approval.

After written approval of the FDR report by BSA, the Contractor shall promptly begin manufacturing the Button Assemblies.

Upon written approval of the FDR report, the design is to be considered “frozen” and no changes are permitted to the design, materials, processes, methods, and tooling, or component-level substitutions, without written approval by BSA.

3.4.2 Final Design Review (FDR) Report

The Contractor shall be responsible for providing an FDR report, reflecting the state of the developed design. The FDR report shall consist of the following items to be addressed in detail and supported by preliminary calculations that shall be presented at the FDR for review and approval. The report shall include the following:

• Drawings of the BPM Button Assemblies

• Specification of the utilized materials

• Vacuum compatibility of the materials utilized

• Copper plating strategy and inspection plan if the button plating option is selected

• Draft Acceptance Test Procedure

• Manufacturing Inspection Plan

• Fabrication and delivery schedule

3.4.3 Drawing Review and Approval for Fabrication/Production

Prior to manufacture of pre-production units, as part of the FDR, detailed drawings of the Button Assemblies shall be provided for review and approval in writing by a BSA Technical Representative.

3.4.4 Documentation Required Upon Completion of Factory Acceptance Testing and/or Site Acceptance Testing (at BNL) Prior to manufacture of the production quantities, detailed drawings of the final Button Assemblies design shall be provided for review and approval in writing by a BSA Technical Representative if any modifications were made as the result of the pre-production button testing and evaluation.

3.5 Documentation and Data Management

3.5.1 Report/Documentation Format

• All reports submitted shall include an introduction, body of the documents, and a conclusion. Large documents shall include a table of contents. For calculations, equations shall be shown with definitions for each variable, so the analysis can be reviewed.

Diagrams shall be included for clarity and labels shall be consistent with design drawings.

• All documentation provided by the Contractor shall be in English.

• The Contractor shall provide an electronic copy (BSA-identified FTP, DVD or USB data storage device) of all documentation required by this SOW. Contractor manufacturing drawing Computer-Aided Design files of all components and assemblies shall be in one of these formats: STP, SAT, IGES, IAM, or IPT.

3.5.2 Engineering Drawing Practices

All Contractor-generated engineering drawings shall be in accordance with the latest revision of ASME Y14.100, Engineering Drawing Practices. All dimensions and tolerances shall be U.S.

Customary units with metric (SI) units as a secondary notation.

3.5.3 End Item Documentation Package

The Contractor shall provide with the End Item documentation package an electronic copy and three (3) physical copies of the following documentation in accordance with the schedule set forth in this SOW. The End Item documentation package shall consist of all documentation identified in this SOW and include the following:

a. Manufacturing Travelers: Manufacturing Travelers that include documentation of visual and dimensional inspections, materials, cleaning procedures, vacuum bake-outs, etc., shall be provided.

b. Final Inspection and Test Reports: Final test reports of all required or necessary inspections, examinations, and tests, properly validated by the Contractor’s authorized personnel shall be recorded and compiled in a measurement and test report and be supplied to BSA.

The BSA Technical Representative shall review and provide written approval prior to shipment.

c. Material Test Reports: Copies of material test reports for specified materials, showing physical and chemical properties.

d. Nonconformance Reports: Nonconformance reports identified as “rework / repair” or “use-as-is” shall be provided.

e. A listing of the as-built configuration of each delivered item; this may be defined using drawing numbers and revisions, unique parts lists or other such means of positive identification.

f. Certificate of Conformance: The Contractor shall provide a Certificate of Conformance in accordance with BNL-QA-101, section 4.16.

3.5.4 Records

The Contractor shall retain objective evidence, including records, of the inspections and tests performed in the course of manufacturing, testing, inspecting, preserving, packaging, and preparation for shipment of Button Assemblies. These records shall be made available to BSA for review upon request. These records shall be maintained for a minimum of three (3) years, unless otherwise specified in the procurement documentation, after the completion of the Purchase Order (PO)/Contract.

3.6 Environment, Safety and Health (ESH)

The Contractor shall design and build the Button Assemblies in accordance with ESH requirements in the appropriate specifications, codes, standards, and other documents listed in Section 2 of this

SOW.

3.7 Marking and Serialization

All Button Assemblies shall be marked as per the BSA specification EIC-ISG-SPC-005.

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

The Contractor shall maintain and apply an effective and documented quality assurance system for the design, manufacture, and testing of the Button Assemblies. The system shall meet the requirements of the ISO-9001 Standard, “Quality Management Systems Requirements”, and shall provide the processes to ensure that each component produced for acceptance conforms to the requirements of this document and the applicable technical documentation. The Contractor shall supply the necessary documentation to demonstrate this compliance. Post-award surveys may be required and shall be supported by the Contractor. In addition, BSA representatives shall have access to the Contractor’s facility during agreed-upon fabrication, inspection and testing processes.

The Contractor shall provide ten (10) working days’ notice in advanced of the agreed-upon witness points.

As set forth in 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 following sections:

1, 2, 3, 3.1, 3.1.2, 3.2–3.22, 4.0, 4.1, 4.2, 4.3, 4.4 as modified below, 4.4.1–4.4.3, 4.5 as modified below, 4.6, 4.7, 4.7.1, 4.7.3 4.10, 4.10.1, 4.10.2, 4.10.3, 4.10.4, 4.13, 4.16, 4.18. 4.18.2, 4.18.3, 4.19, 4.21, 4.31, and 4.39. With each Component delivered, the Contractor shall supply to BSA a Certificate of Conformance, in accordance with Section 4.16 of BNL QA-101.

Clause 4.4: Manufacturing/Inspection/Test Plan, is modified as follows: (3) weeks after contract award, the Supplier shall submit for the Buyers approval a Manufacturing/Inspection/Test plan for the item(s) to be produced.

Clause 4.5: “Witness” Points, is modified as follows: The supplier shall provide BNL with ten (10) days’ notice in advance of reaching such witness points during the manufacturing and test cycle of each item.

4.2 Configuration Management

The Contractor shall establish and maintain a configuration control system to assure that all Button Assemblies are of the proper configuration, and that all approved configuration changes are incorporated at the specified effectivity points. Records verifying the configuration of Button Assembly shall be maintained for a minimum of three (3) years from the date of acceptance of the equipment by BSA. The Contractor shall immediately notify the BSA Contractual Representative of any significant changes (those that may affect form, fit, function, reliability, safety, or interchangeability) in design, fabrication methods, material or processing.

For changes in configuration, a request for change approval shall be submitted to BSA for consideration. Changes in configuration may be made by the Contractor only with the written approval of BSA.

4.3 Responsibility for Subcontractor

It is the responsibility of the Contractor to flow down and impose applicable technical and quality assurance requirements upon their contractors and subcontractors. BSA reserves the right to disapprove, in writing, any contractor or subcontractor.

4.4 Responsibility for Conformance

The Contractor is responsible to provide Button Assemblies which conform to the requirements of the PO/Contract regardless of any assessments, surveillances, inspections and/or tests by BSA or its representatives at either the Contractor’s or BSA’s facility. The Contractor is responsible for notifying the BSA Contractual Representative of any recalls or alerts associated with this PO/Contract.

4.5 Measuring and Test Equipment (M&TE) Calibration

The Contractor shall calibrate any M&TE used in the fulfillment of the PO/Contract requirements against certified standards that are traceable to national standards such as the National Institute of

Standards and Technology (NIST), or an international standard, or a physical constant. The Contractor shall notify BSA of any condition found during the calibration, servicing or repair of measuring and test equipment that can affect the end item requirements.

4.6 Inspections and Test Requirements

Unless otherwise specified in the PO/Contract, the Contractor shall be responsible for the performance of all inspections and tests specified herein. Except as otherwise specified in the PO/Contract, the Contractor shall utilize facilities suitable for the performance of the inspection and test requirements, specified herein, which are acceptable to BSA. BSA reserves the right to re-perform any of the inspections and/or tests set forth in this document or referenced specifications where deemed necessary to ensure that Button Assemblies conform to prescribed requirements at no cost to the Contractor. BSA and/or their representative shall have the option to witness all of the tests defined in this SOW.

4.6.1 Contractor Testing and Acceptance Testing at BNL

The Button Assemblies shall be tested by the Contractor at the Contractor’s facility, the Contractor’s subcontractor’s facility, or a pre-approved BSA collaborator prior to shipment, using the ATP (as noted in Section 3.2.3) generated by the Contractor and approved by BSA in writing.

BSA or its designee retains the right to witness all testing. Final acceptance of the Button Assemblies shall take place following the successful completion of final testing at BNL. The time period for the final testing at BNL shall be within 90 days after receipt of the units at BNL.

4.6.2 Pre-Production Unit Acceptance

Pre-production unit(s) shall be used to verify the design to the requirements defined in Specificatoin EIC-ISG-SPC-005. The Contractor shall also provide plating sample coupons for testing at BNL if the button plating option is selected. The pre-production unit(s) shall be identified as such, including the PO number/contract, part number, and part name. BSA’s acceptance of pre-production unit(s) is required prior to the production run.

4.6.3 Approval for Production

The Contractor shall not start production until BSA provides production contract approval, provided in writing. The production units required by the PO/Contract shall be produced by the Contractor and the Contractor’s suppliers using the same design, materials, processes, methods and tooling that were used to manufacture the approved pre-production unit(s). Any changes shall have prior written approval from BSA. The Contractor shall incorporate all of the costs related to design of the Button Assemblies, design and production planning, and production tooling and facilities into the pre-production unit cost. If production of the Button Assemblies is not approved by BSA, there shall be no further cost to BSA.

4.7 Rework and Repairs

If failures occur or repairs are required to a Button Assembly or any component during manufacturing or testing that affects form, fit, function, reliability, safety, or interchangeability the process shall stop and BSA shall be immediately notified in writing. BSA at their discretion may ask for retesting, additional review and evaluation to determine root causes, analyses of failure mode(s) or proposals for repair. Proposals for repair shall include adequate information for evaluating the repair, testing the effectiveness of repair, and methods to prevent damage to the existing work. No proposed repair shall be initiated without written approval of BSA. No repair shall be considered successfully accomplished without inspection and written approval by BSA.

All repairs shall be at the expense of the Contractor. In addition, the Contractor shall not use nonconforming materials via use-as-is disposition without written approval of BSA.

4.8 Failure Reporting, Analysis and Corrective Action

The Contractor shall maintain a failure reporting, analysis, and corrective action system which shall, as a minimum, evaluate, analyze, and correct failures occurring during end-item acceptance testing and inspection. The results of all failure evaluations and analyses shall be documented and available for review by the BSA Contractual Representative.

5 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due SOW Section

BSA

Approval

1 Program Plan 2 weeks after award of contract 3.3.1 Yes 2 Manufacturing Inspection Plan 3 weeks after award of contract 3.3.2 Yes 3 Final design drawings 5 weeks after award of contract 3.4.3 Yes 4 Final design approval by BSA 7 weeks after award of contract 3.4.2 Yes 5 Final design review report 8 weeks after award of contract 3.5.1 Yes

6 Delivery of pre-production units and plating sample coupons* As set forth in approved MIP 3.3.2 Yes

7 Pre-production units end-item documentation As set forth in approved MIP 3.5.3 Yes

8 Delivery of production units and plating sample coupons* As set forth in approved MIP 3.3.2 Yes

9 Production end-item documentation As set forth in approved MIP 3.5.3 Yes

* The plating sample coupons are only required if the button plating option is selected, it is not necessary if the solid copper button option is selected.

6 SCHEDULE

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

Milestone

Calendar weeks after award, milestone completed

Duration weeks

Contract award 0

Program plan 2 2 Manufacturing Inspection Plan 3 1 Final design review 5 2 Final design approval by BNL 7 2 Contractor preparation & pre-production units delivery (35) with plating sample coupons* 25 18

BSA review & final approval of pre-production units & documentation complete, assuming no problems. Start production run.

28 3

Contractor prepares for production quantity fabrication 46 18 Delivery of first batch of 150 production units to BNL with plating sample coupons 50 4

Batch 2 (150) with plating sample coupons* 54 4 Batch 3 (150) with plating sample coupons* 58 4 Batch 4 (150) with plating sample coupons* 62 4 Batch 5 (150) with plating sample coupons* 66 4 Batch 6 (150) with plating sample coupons* 70 4 Batch 7 (100) with plating sample coupons* 74 4 Delivery of end documentation 76 2 Completion 76

* The plating sample coupons are only required if the button plating option is selected, it is not necessary if the solid copper button option is selected.

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 design and manufacture and an improvement in the performance and reliability beyond the requirements of this specification are objectives which shall be considered in the Button Assembly production.

Where it appears a substantial improvement in simplicity of design, performance, 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.