RFP 438478 - Amendment No. 3 18Jun24.docx

Property and Procurement Management Division Building 1005S P.O. Box 5000 Upton, NY 11973-5000

Date: 06/18/2024

AMENDMENT NO. 3

to Request for Proposal (RFP) No. 438478 For HSR BPM Cryo-Cable Assembly

GENERAL: This Amendment No. 3 is to amend Request for Proposal RFP No. 438478 as follows.

1. Incorporate Attachment A – Clarification Questions and Answers dated June 18, 2024, into RFP No. 438478 by reference.

2. Incorporate a revised Drawing No. 2551M0002, Rev D dated 6/13/2024 into the RFP by reference.

3. The Proposal Due Date shall be extended through July 8, 2024, 4:00PM EST.

All other terms, conditions, and provisions of this RFP shall remain unchanged.

Material, work, and workmanship, except where specified otherwise in this Amendment shall conform to all requirements of Contract Documents and become a part thereof.

Please confirm receipt of this Amendment No. 2 via email to the following.

Bill Koncelik wkoncelik@bnl.gov

(631) 344-5281

Attachment A

Clarification Questions and Answers

Dated June 18, 2024

1. Section 3.1.3.4 of EIC-ISG-SPC-012 requires the connectors utilized be vented. Is venting through the coupling nut sufficient or are vent holes such as those shown in the below figure required?

Vent holes are required as shown in the above drawing. The motivation here is to avoid having trapped volumes that will slowly leak out. We understand that a vent hole is a standard and easy to deliver option.

2. Table 1 in section 3.1 of EIC-ISG-SPC-012 states a tolerance of +/- 0.25" is allowed. The location where the tolerance is allowed does not appear to be defined. Please provide where the tolerance is allowed to be applied.

Table 1 excerpt below:

The cable length tolerance was described in both inches (+/- 0.25”) and in delay time (+/- 25 ps), since both are effectively the same, see Spec 3.1.1.3 shown below.

The preference is that the cables are matched by delay time (+/- 25 ps) since this is how they will functionally be used for signal transmission. It is preferred that the delay time matching error between the cables is minimized. The preferred location on the cable for the tolerance difference is near the P2 connector.

3. Section 3.5 of EIC-ISG-SPC-012 outlines highly specialized packaging. Is BNL open to discussing standard packaging provided for assemblies installed into similar applications such as the CERN LHC?

Yes. These cables will be installed in an insulating vacuum environment, so they need to be clean. Please describe the proposed packaging method for BSA approval.

4. Section 4.1.2.2 EIC-ISG-SPC-012 states BNL will perform configuration verification as a part of their ATP. How does BNL intend to measure the assemblies in the configured state to determine compliance?

In the Spec section 4.1.2.2 describes the verification tests planned at BNL. Regarding the dimensional tolerances on the cable drawing 2551M0002, these are shown to be .XX which means +/-0.015”. A comment in note 5 was added to the revised drawing (Rev D) stating the tolerances on the cable bend lengths and bend radii dimensions are relaxed +/- 0.125”. There is an overall cable length tolerance of +/- 0.25”. These cables will be installed inside of a cryostat, see cut-away 3D model below. We plan to mock-up a fixture similar to what is shown in the model to test fit the cables. We also plan to measure a number of critical dimensions (a subset of the total) to ensure the cables will fit as needed.

5. Detail A in 255M0002 indicates connector reference designators are to be placed on the coupling nut of the connectors. Is it acceptable to place them on the first straight length after each connector?

Yes. See note 5 and Detail A & B in the revised version of drawing 2551M0002.

6. Note 5 of 255M0002 and sections 3.4.1 and 3.4.2 of EIC-ISG-SPC-012 state parts are to be marked with drawing number and a unique serial number. The location for this PN ID is not defined. Please clarify where the ID is to be located.

Yes. See note 5 and Detail A & B in the revised version of drawing 2551M0002.

7. It is not clear what the intention of the "marking text" column in Table 1 of detail A in 255M0002 is to be used for. Additionally, references for "P1" and "P2" are shown on the drawings for each dash number but only "P2" is defined in Table 1. Please clarify what marker is to be used for each connector and what the "marking text" column is to be used for.

See the revised version of drawing 2551M0002; Note 5 and Detail A & B.

The “Marking Text” reference identifiers in third column of Table 1 will be used by technicians during installation and future servicing for easy and quick identification of the corresponding “clock face” position at the internal BPM module connection (shown in the 3D model in question 4 above), which has four SMA feedthroughs, one at each indicated clock position. For example: “2” corresponds with the 2 o’clock SMA, 4 corresponds with the 4 o’clock SMA, 8 corresponds with the 8 o’clock SMA, 10 corresponds with the 10 o’clock SMA. The six different cable bend designs shown in 2551M0002 will be installed in two independent sets of four;

(1) cable dash numbers 01, 02, 03, 04

(2) cable dash numbers 02, 03, 05, 06 This way each of the 2 cable sets can provide connections to SMA’s at 2, 4, 8, and 10 o’clock.

As indicated in the drawing Detail A & B, markings should be on both sides of the cable near P1 & P2. Table 1 shows the correlation between the Cable Dash Number and the Marking Text for P2. The correlation is the same for P1.

8. Is it acceptable to embed files, such as Excel or PDFs into the proposal responses? For example, the Compliance Matrices for Tech Specs and SOW, it will be tough to squeeze them into the word document and will be easier for BSA/BNL to review in their native format application, i.e. Excel, Adobe.

Yes, this is OK.

9. Is it acceptable to reference other quality documents in our responses and provide these documents if required/requested for BSA/BNL reference?

Yes, this is OK.

10. Is it acceptable to answer particular sections with HTML links that will provide access to corporate documents such as Quality Handbook, Certifications, and Public Corporate Financials?

Yes, this is OK.

11. It appears that we only need to leak check at room temperature. We need to clarify if that can be done in the straight condition, or must they be bent?

The cables should not leak. Example: the cables will be installed in sets of 4, if one leaks, then the cable characteristics will be different than the other 3. Room temperature leak check is OK. The cable bend designs shown in BNL drawing 2550M0002 were configured so that there is a length of straight cable near each connector so that no strain will be placed on the cable to connector weld during the bending process. A fracture in the stainless cable jacket is not expected during the bending process. The leak check method used (straight or bent) to ensure the cables do not leak should be determined by the vendor to ensure there are no leaks.

12. UHV Cleanliness – We do not have the ability to measure that here. We would need to see what is involved in getting a test like this in-house. We could build these in our class 10,000 clean room as well.

These cables will be installed in an insulating vacuum environment (~10 -6 torr). We need to ensure the cables are clean (no manufacturing solutions such as oils, ect…) so they don’t out-gas and spoil the vacuum, and no noticeable particulates. A similar cleanliness method can be used as needed for providing similar cables to the CERN LHC for a similar purpose.

13. They are only asking for S11 and S21 data. We customarily provide S22 and S12 as well. I assume that would not be an issue if we did?

This is fine, more measurements are welcome.

14. We would need to do some testing to see if we can meet the cable to cable insertion loss limit.

OK, let us know what is achievable and we can evaluate if this is acceptable.

15. I am assuming they want the venting of the connectors beyond the hermetic bead (seal). Are there any concerns with DWV, ionization, or multipaction?

The intention here is to avoid having any undesired trapped gas volumes that will leak out slowly when the vacuum chamber is being pumped down. When an SMA connector is installed, there can be a small, trapped volume inside the connector near the male pin & female petals. Two small (0.025”) holes in opposite sides (180 degrees apart) of the SMA nut should be sufficient to vent. We understand this is a standard option offered from many connector sources. It is understood that the inside of the hermetically sealed SiO2 cable will be evacuated, then backfilled with a known gas, and this will be a desired trapped volume that should not leak.

16. In the documents they want to know if they can see the internal designs with understanding the material and dimensions. We would need an NDA to share this information with them.

BNL is willing to negotiate the terms of an NDA.

17. I am sure there are other questions we will have from a legal perspective, but these are some of the ones I have from a technical perspective. I would really appreciate knowing of any issues they have had in the past with previous product. (lessons learned)

BNL has not ordered pre-bent SiO2 cables for BPMs. We do not have any lessons learned.

18. I just noticed that the attached Drawings, Page 5 for 2551M0002-05 is missing a Bend Radius for Top View. Can this be updated? It is the bend below turning into the horizontal longer length.

See the revised version of drawing 2551M0002. This omission was corrected.

19. We are being asked to quote pricing for 6 straight cables. However, the EIC drawings we have did not include a drawing for the straight cable. Can that also be shared? Is it the same as attached drawing that we quoted Dave Gassner last year?

On the bottom left of BNL drawing 2551M0002, sheet 1, there is a diagram for a straight cable. Let us know if this is sufficient?

image2.png image3.png image4.png image5.png image6.png image7.png image1.jpeg