Procurement & Property Management Division

P.O. Box 5000 Upton, NY 11973-5000 Phone 631 344-5770 cblanchar@bnl.gov

Managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

November 5, 2026 Interested Offerors

SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 462499; EIC ESR D2 DIPOLE

MAGNETS

Brookhaven Science Associates, LLC (BSA), under a Prime Contract for the operation of Brookhaven National Laboratory (BNL) with the U.S. Department of Energy (DOE), herewith solicits your proposal for 195 EIC ESR D2 Dipole Magnets (194 production magnets and 1 first article magnet).

1.0 INTRODUCTION

The scope of this acquisition comprises of the detailed magnet engineering design and production of Electron Storage Ring (ESR) D2 Dipole Magnets for the Electron-Ion Collider (EIC). The magnets are an integral part of the process to create intense beams of relativistic energy electrons and ions in opposing particle storage rings that will be brought into collision in a large experimental detector. This will provide insight into the internal structure of protons and neutrons and the gluelike force that holds them together.

2.0 SCOPE OF WORK (SOW)

The Offeror shall furnish all labor, services, materials and equipment in accordance with the draft contract, Enclosure 1, including the Statement of Work and referenced Specifications and Drawings attached thereto.

3.0 GENERAL INFORMATION AND INSTRUCTIONS

3.1 Schedule

BSA has established the following schedule for achieving evaluation, selection, approval, and award.

MILESTONE DATE

Issuance of the RFP 11/05/2026

Proposal due 12/08/2026 Award (estimated) 03/25/2027

3.1.1 Proposals shall remain firm for 120 days after due date to allow time for review, selection, and award in case of delays.

3.2 Form of Proposal and Manner of Submission

3.2.1 A complete written proposal must be received by BSA no later than the due date noted herein. Award is estimated to be made on or about the date as noted herein.

Proposals, including their withdrawal or modification, received after the closing date shall be considered late. Except as otherwise specifically provided in this mailto:cblanchar@bnl.gov solicitation, such responses may be considered for award if the PPM Manager or designee determines that the award is in BSA’s best interest. Proposals will be opened in private.

3.2.2 The Offeror will be required to submit a technical proposal (Volume 1) and a Business/Price Proposal (Volume 2), including Enclosure (3), Proposal Pricing sheet. One (1) copy of the technical proposal and One (1) copy of the business and price proposal are to be submitted by e-mail. The technical and business/price proposals shall be submitted as separate volumes. (Both volumes of the proposal are to be submitted in English only.)

3.2.3 Proposals must be complete in all respects. Failure to respond to or follow the instructions regarding the organization, content, layout, or format of the proposal may result in the Offeror’s proposal being deemed non-responsive. Proposals that are incomplete or partial in any material respect affecting the responsiveness of the proposal may not be considered. BSA reserves the right to postpone the date of submission, and to amend this request as it considers necessary. Proposals may be withdrawn by email request, if received prior to the time fixed for receipt of the proposal. Modifications to proposals previously submitted must be in the same manner required in 3.2.2 above and received prior to the time fixed for receipt.

3.3 Explanation of Proposal Documents

Should an Offeror find any discrepancies in, or omissions from, any of the documents, or be in doubt as to the meaning of any document, it should immediately advise BSA in writing, or by email to cblanchar@bnl.gov, no later than five business days prior to the proposal due date in order to allow time for responses to be received by all prospective Offerors. Oral explanations or instructions given before the award of a contract are discouraged and will not be binding. Any information given to a prospective Offeror concerning this solicitation will be furnished to all other prospective Offerors as an amendment to the solicitation if that information is deemed necessary by BSA to submitting proposals or if the lack of it would be prejudicial to other prospective Offerors.

4.0 CONTENTS OF PROPOSAL

4.1 General Information

The proposal shall be concise and clear in every instance and restricted to relevant information only. The response shall clearly and fully demonstrate the Offeror’s capability, knowledge, and experience with regard to the technical requirements described herein. Stating that the Offeror understands and will comply with the technical requirements is not sufficient, nor is a simple affirmative restatement of the requirements.

Similarly, phrases such as “standard procedures will be employed,” or “well-known techniques will be used,” without explanatory detail will be considered inadequate.

4.1.1 Disclosure of Proposals

Proposals provided to BSA in response to this RFP will not be disclosed by BSA except to appropriate BSA personnel and BSA contractor consultants involved in reviewing responses to this RFP, and/or U.S. Government personnel.

Offerors that include data in their proposals that they do not want disclosed to the public by BSA, or that they are requesting be used solely for evaluation and review purposes shall include the following legends without modification on their proposals. Note that additional restrictive markings may make the proposal non-responsive.

(1) Mark the title page with the following legend:

“This proposal includes data that shall not be disclosed except to appropriate BSA personnel, its subcontractor consultants involved in reviewing responses to the RFP, and/or U.S. Government personnel, and shall not be disclosed, in whole or in part, for any purpose other than to evaluate or review this proposal for procurement-related purposes. If, however, a contract is awarded to this Offeror as a result of/or in connection with the submission of this data, BSA shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit BSA’s right to use information contained in this data if it is obtained from another source without restriction.

The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”;

(2) Mark each sheet of data it wishes to restrict with the following legend:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

(3) Mark any data subject to disclosure restrictions in yellow highlighting.

Failure to follow each of the three (3) steps provided above may result in disclosure of information contained in the response to this RFP.

Notice is hereby provided that BSA may disclose offeror proposals to U.S.

Government personnel for review. In such case, BSA will furnish the proposal to the Government with any confidentiality legends included by the Offeror, but BSA is not responsible for any subsequent disclosure by the U.S. Government.

4.2 Technical Proposal – Volume 1

Provide one e-mail copy of the technical portion of your proposal and any amendments thereto. Do not include the Business Proposal in this volume. Volume 1 shall contain technical information only and shall be legible, clear, coherent, and individually tabbed (by section) in accordance with the sections noted below. Each proposal will be evaluated and point-scored in accordance with the associated categories and their points as noted herein. Offerors must provide specific detailed descriptions and capabilities for the main and sub-categories which support how the Offeror plans to perform the SOW.

4.2.1 Tab 1 – General Overall Summary

The Offeror shall provide a summary of their plans to manufacture, assemble, inspect/test, and deliver the D2 Magnet Assemblies. This is a general overview of their proposal and will not be scored.

Note: Offerors who do not have the capability or experience to accomplish any facet of the SOW must mention it here, briefly describing a course of action.

Details are to be provided in the appropriate section of the proposal.

4.2.2 Tab 2 – SOW and Technical Specification Compliance Matrix

The Offeror shall provide a section-by-section compliance matrix for each section down to the 3rd and 4th levels of the SOW and Technical Specification clearly showing the Offeror’s acceptance. The Offeror shall list each section of the SOW and Technical Specification by number and explain how the requirements in each section will be achieved. Any exceptions to the SOW and Technical Specification shall be clearly documented and the Offeror shall provide a detailed explanation why the exception is being taken and alternative recommendations.

4.2.3 Tab 3 – Fabrication Method and Plan

A. Tab (3A) – Method of Fabrication of Parts

• Describe how the cores will be fabricated and how the tolerance requirements will be met.

• Describe how the tooling will be designed and fabricated.

• Describe how the coils will be fabricated in detail including the winding, the insulation(s), and the vacuum impregnation process.

• Describe how the Offeror will control production and construction travelers to assure that the proper material and processes will be used in the proper places.

B. Tab (3B) – Program Management and Manufacturing Plan Describe your plan to manage this project. Expand on your organizational chart, lines of responsibility, work breakdown structure, scheduling, and meetings. The manufacturing plan shall include the following:

• Provide a manufacturing plan that identifies the type of resources, including sub-contractors, required to support the project. This plan shall include, but not limited to, a Gantt chart listing the key milestones and activities with appropriate schedule link that support the requested delivery requirements supported by staffing resources.

• Discuss how you will achieve and support the manufacturing plan submitted.

• Discuss schedule risks and opportunities to improve the schedule.

• Identify long lead-time and high-risk materials and describe the acquisition plan.

Evaluation Method for Tab 3 A. The offeror shall be evaluated on the completeness and adequacy of their plans for the fabrication of the magnet assemblies.

B. The Offeror’s Program Management and Manufacturing Plan will be evaluated as to whether it can meet the schedule.

4.2.4 Tab 4 – Prior Experience and Past Performance Producing Magnet Assemblies for High Accuracy Applications

If the Offeror does not have this experience, then describe similar projects where tight tolerances were required and challenging tooling had to be designed, fabricated, and used.

A. Tab (4A) – Experience and past performance producing magnet assemblies or projects of similar complexity

• Describe all recent and prior experience that demonstrate your ability (both technical and schedule) to successfully fabricate, assemble, test, and deliver systems that are similar to the proposed dipole magnets.

• Describe experience with coil assemblies or similar type assemblies that used chemical bonding agents as well as vacuum impregnation techniques.

• Provide a list of projects of similar type or greater complexity for which you have provided parts or component systems in the past seven (7) years. The list shall include customer names, pictures, drawings, and descriptions.

• Provide a minimum of three (3) customer references for different projects of similar complexity. References shall include the full name and title of the person (s), organization name, business address, business phone number, and email contact information.

B. Tab (4B) – Key Project Personnel

• Supply the resumes/vitae of all key personnel who will be assigned to this contract including (but not limited to): the Project Engineer, Magnetic Field Simulation Specialist, Design Engineering (tooling), Machine Shop Supervisor, Inspector, and Quality Assurance.

• The vitae shall focus on pertinent experience in manufacturing, machining, cleaning, marking, and testing complex mechanical assemblies.

Evaluation Method for Tab 4 A. The offeror will be evaluated on their ability to meet technical and schedule on recent and relevant past production contracts. If applicable, BSA will contact other DOE National Laboratories and/or similar institutions around the world to ascertain past performance.

B. The Offeror will be evaluated as to the range and depth of the key project personnel, resources available to them, their experience, and how these relate to this project.

4.2.5 Tab 5 – Manufacturing, Inspection, and Testing Capability

A. Tab (5A) – Production Facility

Describe the available production facilities and capabilities, including but not limited to the following:

• Production facilities where receiving, staging, manufacturing, assembly, and inspection will take place. Where the use of sub-contractors is necessary, the Offeror shall list any subcontracted tasks and the subcontractor’s manufacturing equipment, if applicable.

• In-house fabrication machines, tooling, presses, measurement systems, and handling equipment intended for use in support of this project, especially the machines used to produce and inspect the magnet cores with specified tolerances and surface finished as well as magnetic coil production capabilities.

• In-house cleaning equipment, equipment for mixing and vacuum impregnation magnetic coil epoxy agents, and the packing equipment and method for safely packing the magnetics for shipping,

• The design tools that are in place at your facility to convert the BSA provided CREO Parametric 8.0 model files from, .STP or .ASM and .PRT formats. Describe the process of conversions of these files into their resident machine tool formats.

C. Tab (5B) – Inspection and Test Capability

Describe the available testing facilities, including, but not limited to the following:

• The inspection/measurement systems and capabilities available for verification of the magnet core dimensions and proper configurations, with emphasis relevant to the drawings verification.,

• The method to assembly laminations during assembly of the magnet core as well as the methodology to render magnet cores to be mechanically stable.

• Identify system for maintain travelers for each magnet core, each magnets coil assembly, and the final assembled magnets.

Evaluation Method for Tab 5 A. The Offeror’s facilities will be evaluated as to whether they support the proposed manufacturing plan.

B. The Offeror’s fabrication tools/equipment, inspection/measurement systems, cleaning facilities, and packing methods/equipment will be evaluated on their suitability with respect to the SOW, Technical Specification and the BSA drawings.

4.2.6 Tab 6 – Quality Assurance (QA)

The Offeror shall provide objective evidence that a quality assurance program has been developed and implemented within their organization. This includes the submittal of an approved QA program/manual and a list of implementing procedures that describe the QA program and a current organizational chart showing the link between Quality personnel and management.

Evidence shall include the submittal of documentation which describes the following activities:

• Process that ensures that personnel are trained and/or qualified to perform assigned work.

• System used to control nonconforming material/items.

• Processes used to prepare, review, approve, distribute and revise documents that describe processes, specify requirements, or establish design.

• Process that defines what records shall be maintained and the system to ensure the safe keeping of those records.

• Material management/control processes, e.g. shop floor travelers.

• Measuring and Test Equipment (M&TE) Calibration program.

• Configuration Management program application to all technical documents and drawings which assures:

1. Verification and/or validation of engineering design,

2. Changes in configuration (affecting form, fit, function) are documented and approved,

3. End items are of the proper configuration,

4. Approved changes are incorporated at the BSA specified points.

• Process to evaluate suppliers and how applicable requirements flow down to sub-contractors.

• Processes used to ensure that material/items purchases, processed and/or manufactured meet the requirements of established criteria, i.e. inspection and test.

• Process to assess internal programs/processes.

Evaluation Method for Tab 6 The Offeror will be evaluated as to how adequate, well documented, and well implemented the current quality procedures and processes are, and how they meet the quality requirements defined in the SOW, Technical Specification and the BSA Drawings.

4.3 Business / Price Proposal - Volume 2

Provide one (1) e-mail copy of the business/price portion of your proposal and any amendments thereto. Do not include the Technical Proposal in this volume. Volume 2 should be prepared simply and economically, be legible, clear, coherent, and individually tabbed in accordance with the sections noted below.

4.3.1 Tab A: Corporate Profile and Financial Capability

Provide a corporate profile of your organization. Include your three (3) most recent audited financial statements/yearly reports. Such reports for any parent organization shall also be included. If a joint venture is proposed, the above is required of all parties.

Also, in order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U. S. Government supplier database entitled System For Award Management (SAM). It is suggested that registration be performed online at www.sam.gov prior to the submission date of this RFP. If you, in fact, have done so, provide a definitive statement herein that your firm has registered in the U. S. Government supplier database entitled System for Award Management (SAM) at www.sam.gov.

4.3.2 Tab B: Draft Contract with Terms and Conditions

The Draft Contract with Terms and Conditions is provided in Enclosure (1). The

Offeror shall clearly note its acceptance in full. The successful Offeror will be required to execute a Contract in accordance with the provisions of the Draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.3 Tab C: Price / Milestone Schedule

The Offeror shall provide pricing and milestone information in strict accordance with this RFP. Any exceptions should be noted accordingly. All change/options, if offered, must be submitted as an alternate proposal in addition to the pricing requirements as stated in this RFP Proposal Pricing Sheet (Enclosure 3), however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

Note: Only pricing in U.S. dollars will be accepted.

4.3.4 Tab D: Delivery

The Offeror shall clearly note its acceptance in full of the proposed delivery schedule as set forth in the Enclosure 1, Draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.5 Tab E: Payment Terms and Freight (if applicable)

Payment terms shall be FOB (Free on Board) destination, “DAP” Delivered At Place, Brookhaven National Laboratory, Upton, Long Island, New York (Freight http://www.sam.gov/ http://www.sam.gov/

Prepaid) Net TBD from acceptance, in accordance with an agreed-to milestone schedule.

For foreign procurements the prospective Offeror will be responsible for notifying Interfreight Harmonized Logistics Inc., located at 221 Sheridan Blvd, Inwood, New York. For foreign shipments that will be transported via ocean freight the 10-2 REQUIREMENTS Form located at https://www.bnl.gov/shipping/files/pdf/10-2-security-filing-bnl-interfreight must be completed by the Offeror 72 hours before departure of the vessel. The form can either be faxed to Interfreight Harmonized Logistics, Inc. at 516-371-6880 or emailed to tom@interfreight.net. A copy should also be emailed to PPMTraffic@BNL.gov. Once the form is submitted to customs an acceptance number will be given. No freight will be loaded on a vessel without this acceptance number.

The Offeror shall review and clearly note its acceptance in full. Any exceptions shall be noted accordingly

4.3.6 Tab F: Small Business Subcontracting Plan

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $900,000 must submit a Small Business Subcontracting Plan for BSA’s approval prior to contract award. Reference shall be made to FAR 52.219-9 before completing this subcontracting plan. Firms certifying that they are small or foreign businesses need not complete the plan.

The following BSA small business stretch goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

Small Business ................................................................................................. 50% Small Disadvantaged Business ........................................................................... 5% Women-Owned Business .................................................................................... 5% Hub Zone ............................................................................................................ 3% Veteran-Owned Business .................................................................................. 3% Service-Disabled Veteran-Owned Business ....................................................... 3%

4.3.7 Tab G: Offeror Representations and Certifications

If the Offeror is a foreign vendor or not registered in sam.gov, they shall complete and return the following form:

AMS Form 050, Representations and Certifications (Enclosure 2)

4.3.8 Tab H: Government Property

Tab H-1: Government Property Currently Possessed

The Offeror shall provide a description of any contemplated use of Government property that is currently in the possession of the Offeror.

Provide the name and point of contact of the cognizant Government Contracting Officer. Any proposed use of Government-owned equipment/facilities will be evaluated to negate any competitive advantage. If there is no Government property, the Offeror shall so note.

https://www.bnl.gov/shipping/files/pdf/10-2-security-filing-bnl-interfreight

5.0 PROCUREMENT TYPE, EVALUATION METHODOLOGY AND CRITERIA

5.1 Type of Procurement

This is a “Best Value” procurement. BSA intends to award a contract resulting from this solicitation to the responsive, responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors, subfactors, and price as noted in this solicitation. The utilization of this procedure is expected to provide the greatest overall benefit to BSA. Best Value employs a trade-off process that permits award to other than the lowest priced offeror or to the highest technically rated offeror. The trade-off process associated with Best Value involves a comparative weighing of the evaluation factors and sub-factors identified in the RFP. Specifically, the trade-off process involves selecting the most advantageous offer based on an integrated assessment of both technical factors and price. Price will not be rated or scored but will be a significant factor in the Best Value analysis.

An award may be made without discussion or negotiation of proposals received;

therefore, proposals should be submitted on the most favorable terms which can be submitted in response to this request. BSA reserves the right to conduct pre-selection site visits to assess the Offerors’ capabilities, to hold fact-finding discussions, and/or to negotiate with any one or all of the Offerors on any aspect of this solicitation prior to making an award; or to make an award without further discussion or negotiation at any time during this process. BSA may request such supplementary information as determined sufficient, in the opinion of BSA, to assure that an Offeror’s technical competence, business and technical organization, facilities, and financial resources are adequate to successfully perform the contemplated work. BSA reserves the right to reject any or all proposals, or to accept any proposal. BSA reserves the right to award all, none, any part or combination of the work solicited, and in any event will not be responsible for the Offeror’s cost of proposal preparation or any other cost incurred in connection with this RFP.

5.2 Methodology

It is the practice of BSA, in making an overall evaluation of proposals received, to establish a Source Selection Board (SSB) that will evaluate the proposals so as to give due consideration to performance and price. The final evaluation assessment is derived from the composite reviews. As explained in 5.1 above, this procedure is intended to result in selection of the most advantageous proposal, considering price in determining the Best Value trade-off.

5.2.1 Proposals will be initially evaluated on responsiveness to the RFP requirements in all aspects. The technical proposals will be point-scored by technical members of the SSB in accordance with the criteria as set forth in Section 5.3 herein.

5.2.2 If a selection cannot be made and discussions are required, the SSB will then recommend to the Source Selection Official (SSO) which proposals are within the competitive range based on results of scoring and analysis of the technical evaluation criteria, along with the proposed prices. The competitive range determination will then be made by the SSO. Those proposals with a reasonable chance of being selected for award, including those that are acceptable as submitted or that could reasonably be made so after clarifications and correction of deficiencies, will be considered in the “competitive” range. However, BSA reserves the right to limit the “competitive” range for final selection to highly rated proposals. BSA may also further reduce the competitive range for efficiency purposes depending on the number of highly rated proposals received.

Fact-finding discussions and/or site visits may be held with those Offerors in the competitive range. Best and final offers may be solicited at the conclusion of fact finding.

The tradeoff process permits tradeoffs among price and non-price factors (i.e.

Technical Factors) and allows BSA to accept other than the lowest priced proposal, or other than the highest technically rated offeror. Under a tradeoff process, the perceived technical benefits of the higher priced proposal shall merit the additional cost in order to receive award. In conducting the tradeoff analysis for this procurement, the Technical Factors, when combined, are more important than price. Offerors are advised, however, that as the range of the overall Technical scores among Offerors narrows, the more important price will become in making the award decision. An independent estimate, historical pricing data, and competitive pricing will be used in the consideration and analysis of price.

5.3 Technical Evaluation Criteria

Each proposal will be evaluated based on how well it meets or exceeds the requirements of this RFP. The proposals will be evaluated in accordance with the following evaluation criteria, listed in order of importance, and more fully explained in Section 4 above:

1. Fabrication Method and Plan – 30 Points

2. Prior Experience and Past Performance Producing Magnet Assemblies for High Accuracy Applications- 30 Points

3. Manufacturing, Inspection, and Testing Capability – 30 Points

4. Quality Assurance (QA) – 10 Points

Each Offeror’s strengths, weaknesses, and deficiencies will be addressed accordingly in each resultant technical evaluation.

To be considered technically responsive to the RFP, each Offeror must score a total of 60 out of 100 points minimum of the proposal overall. Any proposal that fails to achieve this parameter shall be deemed technically non-responsive and will be excluded from further evaluation.

5.4 Final Selection Process

After completion of discussions, if necessary, with Offerors in the final competitive range and receipt of Best and Final offers, if required, the SSB will recommend to the SSO which Offeror the SSB has determined to represent the “Best Value” to BSA based on the evaluation of technical capabilities of the Offerors and the prices being offered. The SSO will subsequently use all Source Evaluation analysis and evaluations as guidelines in making the final selection.

5.5 Basis of Award

Award of the resulting contract(s) will be based on the SSO’s evaluation of the SSB’s recommendation. The SSO will select the Offeror or Offerors whose proposal represents the overall Best Value to BSA/the best combination of technical evaluation results and price.

6.0 PERFORMANCE AND FINANCIAL RESPONSIBILITY

It is understood that any contract resulting from this request shall be on the basis that the Offeror who undertakes the work represents and guarantees that it possesses the necessary skills, means of performance, and financial resources to complete the effort. Inability to perform, including loss of key personnel or facilities, will not excuse default.

7.0 CLOSURE

BSA believes the information contained herein is sufficient to permit you to prepare a complete and definitive proposal; however, should there be any questions, please contact the undersigned.

All questions must be submitted in writing via e-mail; replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other offerors.

If for any reason you are unable to submit a proposal, kindly reply in writing and return this letter with all of the attachments.

Sincerely, Cindy Blanchard

Enclosure 1 – BSA Draft Contract Enclosure 2 – AMS Form 050 Representations and Certifications – Rev. 1.0, dated 09/2023 Enclosure 3 – AMS Form 043 Proposal Pricing Sheet –Rev. 2.0, dated 9/15/2026

7.0 CLOSURE