Attachment B - SOW for the EIC HSR BPM Cryo-Cable Assembly Rev 04.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-ISG-SOW-018 Author: M. Paniccia Effective Date: November 22, 2024 Review Frequency: N/A

SOW Title: EIC HSR BPM Cryo-Cable Assembly Revision: 04

STATEMENT OF WORK

for the

EIC HSR BPM Cryo-Cable Assembly Quality Classification: A-3

Prepared By:

__________________________________________ Date: __________________ Matthew Paniccia, 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

Frederic Micolon, EIC Mechanical Engineer

Charlie Hetzel, EIC Vacuum Group Leader

Docusign Envelope ID: EC7E111E-910C-4CD6-B6AE-BB488C61DD04

11/22/2024

11/22/2024

11/22/2024

11/25/2024

11/24/2024

Christina Kmiotek, Quality Assurance

Chuck Schaefer, ESH

Cindy Galdamez, Procurement Liaison Engineer

Approved By:

Vadim Ptitsyn, HSR L2 Manager

11/25/2024

11/27/2024

REVISION HISTORY

Revision # Effective Date Summary of Change

00 10/2/2023 Initial Release

01 4/16/2024 In Value Engineering Section 7, deleted agreement to share savings of recommended changes that are approved and implemented.

02 5/7/2024

In Scope, updated production quantity to 1,159 and in Schedule Section 6, updated batch quantities to total 1,159 units and added statement that batch quantities are a recommendation.

03 10/17/2024 Revised to include section 3.1.1 on requirement verification, and other clarification edits.

04 11/22/2024 Added review and approval of drawings for production cables in section 3.4.3. Revised schedule in section 6.

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 Units

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 PO Purchase Order QA Quality Assurance SOW Statement of Work

Statement of Work for the EIC HSR BPM Cryo-Cable Assembly

1 SCOPE

This Statement of Work (SOW) will be the basis for the procurement of Hadron Storage Ring (HSR) Beam Position Monitor (BPM) Cryo-Cable 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. An order for 12 pre-production units will be placed. Upon approval, after acceptance testing, BSA can exercise an option for a production quantity of approximately 1,159 units.

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 Cryo-Cable Assemblies (Cable Assemblies hereafter) will be procured by BSA for installation in the Hadron Storage Ring of the EIC. The Cable Assemblies will be a part of the HSR cryostat insulating vacuum envelope and will be used to carry radio frequency electrical signals from the interior vacuum region of the storage ring through the cryostat insulating vacuum.

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 the 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-012 Technical Specification, EIC HSR BPM Cryo-Cable Assembly

2551M0002 Drawing for Hadron Storage Ring, Beam Instrumentation, BPM Coaxial Cables, SiO2

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 Cryo-Cable Assemblies. In addition, the Contractor shall provide the option for the purchase of production quantities of BPM Cryo-Cable 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-012. 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-012, 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 Cable Assemblies. The Contractor shall ensure that the resultant design and finished product meets the performance parameters and criteria in accordance with BSA specification EIC-ISG-SPC-012 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 provide detailed drawings of the proposed design of the Cable Assembly to BSA for approval in writing. 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 Contractors design by BSA, the Contractor shall furnish all facilities, equipment, materials, and labor necessary to manufacture and test the Cable 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. The ATP must 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 (2) 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 within three (3) weeks (see table in section 6) after award of contract.

The 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 Cable 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 Cable 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 Acceptances 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 the SOW, applicable specifications, interface control drawings, and to obtain BSA approval to proceed to the 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 3.2. 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 Equipment. 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 for subsequent review and approval. After written approval of the FDR report by BSA, the Contractor shall promptly begin manufacturing the Equipment.

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 address 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 Cable Assemblies

• Specification of the utilized materials

• Vacuum compatibility of the materials utilized

• 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 and production units, detailed drawings of the Cable Assemblies shall be provided by the Contractor, 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 Cable Assemblies design shall be provided if any modifications were made as the result of the pre-production Cable 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 values 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 Cable 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 Cable 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 Cable Assemblies shall be marked as per the BSA specification EIC-ISG-SPC-012.

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 Cable 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, 4.10, 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 award of contract 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 Cable Assemblies are of the proper configuration, and that all approved configuration changes are incorporated at the specified effectivity points. Records verifying the configuration of Cable Assembly shall be maintained for a minimum of five (5) 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 Cable 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 cable 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 Cable 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 Cable 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 delivery of the units to BNL.

4.6.2 Pre-production Units

Pre-production unit(s) shall be used to verify the design to the requirements defined in Specification EIC-ISG-SPC-012. BSA’s acceptance of pre-production unit(s) in writing is required prior to the production run. The pre-production unit(s) shall be identified as such, including the PO number/contract, part number, and part name.

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 must have prior written approval from BSA. EIC Design or Scope Changes or funding delays may delay or cancel the approval for production. The Contractor should incorporate all of the costs related to design of the Cable Assemblies, design and production planning, and production tooling and facilities into the pre-production unit cost. If production of the cable 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 Cable 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. 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 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 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 Draft design review report 6 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 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 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

6 SCHEDULE

The following schedule is for planning purposes only. Schedule requirements set forth in the contract will take precedence. Batch quantities are recommended, additional units shall be shipped if available. Cable configuration refers to the ‘Cable Dash No.’ as per BNL drawing 2551M0002.

Milestone

Calendar weeks after award, milestone completed

Duration weeks

Contract award 0 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 cable delivery 29 22 BSA review & final approval of pre-production cables & documentation complete, assuming no problems. Start production run. 34 5

Contractor prepares for production quantity fabrication 60 26 Delivery of first batch of 39 sets of cable configurations -01, -02, -03, -04 (156 cables) to BNL 64 4

Batch 2: 39 sets of cable configurations -01, -02, -03, -04 (156 cables) 68 4 Batch 3: 39 sets of cable configurations -01, -02, -03, -04 (156 cables) 72 4 Batch 4: 39 sets of cable configurations -01, -02, -03, -04 (156 cables) 76 4 Batch 5: 39 sets of cable configurations -01, -02, -03, -04 (156 cables) 80 4 Batch 6: 39 sets of cable configurations -01, -02, -03, -04 (156 cables) 84 4 Batch 7: 39 sets of cable configurations -01, -02, -03, -04 (156 cables) 88 4 Batch 8: 17 sets of cable configurations -05, -06, -07 -08 (68 cables) 92 4 Delivery of end item documentation 94 2 Completion 94

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 Cable 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.