Enclosure G. Amend 1_ Vendor Questions_475273 with BNL responses.xlsx
XLSX spreadsheet 25 KB Posted
- Attached to
- FXI and ISR Mirror Bender Upgrade Package
- Solicitation number
- 475273
- Issued by
-
Department of Energy Office of Science
About this file
This document is a Vendor Questions and Answers (Q&A) sheet with Brookhaven National Laboratory (BNL) responses for Amendment 1 to Solicitation 475273, issued on July 17, 2026. The procurement concerns the upgrade of mirror bender systems for the FXI and ISR Beamlines at the National Synchrotron Light Source II (NSLS-II) at BNL, a Department of Energy Office of Science facility. The contractor must provide four bender systems with new mirror holders and associated cables for use in vacuum environments. The four mirror systems include: FXI collimating mirror (1450mm L x 80mm W x 60mm T overall), FXI toroidal mirror (1450mm L x 60mm W x 50mm T overall), ISR Horizontal Focusing Mirror/HFM (1000mm L x 60mm W x 50mm H overall), and ISR Vertical Focusing Mirror/VFM (800mm L x 60mm W x 50mm H overall). Each bender system must fit within specified vacuum chamber internal dimensions and weight constraints: FXI CM (110kg maximum), FXI TM (70kg maximum), ISR HFM (50kg maximum), and ISR VFM (50kg maximum). The mirrors operate at grazing incidence angles of 4.4 milliradians (FXI systems) and 0.15 degrees (ISR systems), with ISR HFM requiring side-cooling through the mirror holder.
The RFQ pricing sheet specifies Delivered At Place (DAP) Incoterms 2020 for foreign shipments to Brookhaven National Laboratory, with goods shipped in standard containers. The quoted price must be in U.S. dollars and inclusive of all taxes, fees, customs, duties, and other charges; however, contractors are not responsible for import-related taxes and customs clearance under DAP terms but must submit the U.S. Customs 10+2 Importer Security Filing form 72 hours prior to vessel sailing, with BNL withholding payment for any penalties resulting from late or incorrect filings. The proposal due date was extended to July 29, 2026, at 0800 ET per Amendment 1. BNL will provide detailed mirror system interface information (tank geometry, pinout details) one week after contract award. Technical qualifiers require offerors to demonstrate prior experience with UHV mirror-bender systems and relevant experience in synchrotron facilities or similar high-precision technical environments; references may be drawn from subcontractors if they perform the corresponding work. The procurement will be awarded on an all-or-none basis for all four bender systems, with a Buy American Price Evaluation conducted by the Contract Specialist. Site acceptance testing will occur with the x-ray beam to verify bending radius and resolution achievement, with contractors not required to be present. NRTL-listed motion and electrical components are required unless unavailable, in which case supporting test data per BNL-QA-101 requirements may be submitted for review. A load cell may be substituted for an encoder pending BNL review and approval of the specific model.
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Sheet1 Vendor Questions
| Amendment: | 1 | Date: | 7/17/26 |
| BUYER/CONTRACT SPECIALIST: | Marie J. Williams | PO/CONTRACT#: | 475610 |
| Vendor Question | BSA Response |
| Please provide infromation on the available space envelop for each bender within the vacuum chamber. | As noted in the Technical Specifications, the interfacing details to the mirror systems will be provided by BNL to the Contractor one (1) week after the contract is awarded. |
| Please provide information on the interface points. | As noted in the Technical Specifications, the interfacing details to the mirror systems will be provided by BNL to the Contractor one (1) week after the contract is awarded. |
| Please provide information on the optical dimensions for each mirror substrate. | The overall and optical dimensions for each mirror are as follows: |
| 1. FXI collimating mirror: overall dimension - 1450mm (L) x 80mm (W) x 60mm (T), active area - three stripes, each 1350mm (L) x 15mm (W), 5mm separation between the active areas. | |
| 2. FXI toroidal mirror: overall dimension 1450mm (L) x 60mm (W) x 50mm (T); active area - 1350mm (L) x 15mm (W) | |
| 3.ISR HFM is 1000 mm (L) x 60 mm (W) x 50 mm (H), with 800 mm (L) x 20 mm (W) active area | |
| 4. ISR VFM is 800 mm (L) x 60 mm (W) x 50 mm (H), with 600 mm (L) x 20 mm (W) active area | |
| Can you provide us with the dimensions of the four mirror substrates (overall length, width and thickness) and the requested clear aperture (length x width)? | See answers in question above. |
| Can you provide us with the optical configurations for all four mirrors (distance to source, image and grazing incidence angle)? | FXI CM and TM Incidence Angle: 4.4mrad. ISR HFM and VFM both have a 0.15 degree incidence angle.The distances to source and image are not relevant parameters in the holder design. |
| As the benders must fit in existing vacuum chambers, can you provide us with 3D models of these chambers or, at least, the internal volumes? | FXI collimating mirror internal dimension: 1600 (L) x 570 (W) x 550 (H) |
FXI toroidal mirror internal dimension: 1600(L) x 570(W) x 460(H) ISR HFM: 1100 mm L x 470 mm W x 415 mm H;
ISR VFM: 1100 mm L x 470 mm W x 400 mm H As the benders must interface with existing positioning mechanics and replace piezo-based benders, is there a limitation for the benders total weight? FXI CM: 110kg FXI TM: 70kg ISR HFM: 50kg ISR VFM: 50kg
| Do you plan to perform optical metrology of the mirrors in bent conditions after delivery? Does the supplier of the benders need to be involved in this metrology? | No |
| Can you provide us with more information about the cooling scheme for the ISR HFM mirror (cooling interfaces on the mirror)? | The ISR HFM is side-cooled through the mirror holder. |
| Can you confirm that the site acceptance tests will be without the x-ray beam? | Site acceptance has to be with beam— to verify that we can reach the required bending radius with the required resolution. Contractors do not need not be present for this. |
| Scope of Supply: In the SOW, vendor shall four “bender systems” and cables in vacuum. May we know whether the four “bender systems” include mirror holders, or they consist only of the strut-style bender mechanism? | The contractor shall provide bender systems with new mirror holders as required. |
| Encoder: We will use a load cell instead of an encoder. Can you accept this choice? | A load cell would be acceptable, pending BNL review and approval or specific model. |
| Site Acceptance Test: Shall the vendor participate the all tests in the SAT? It will take long time to reach the base pressure specified in the SOW (less than 10-8mbar) including baking. | The contractor is responsible for ensuring that the equipment vacuum performance meets the requirements in the specifications during Site Acceptance Testing. |
| Freight Terms: In the RFQ document, Anticipated Freight Terms is specified as “FOB Destination or Delivered at Place (DAP)” in the cover page. And in the draft contract document, it is described that “Freight terms shall be for foreign shipments: “DAP” Delivered At Place, Brookhaven National Laboratory, 98 Rochester Street, Upton, Long Island, New York.” Under the DAP terms of Incoterms 2020, the buyer is responsible for taxes, customs clearance charges, and customs handling fees in the importing country. However, in the “Enclosure C- AMS Form 043 Quotation Pricing Sheet”, the below sentence is described: | Correct. For DAP foreign shipments the general terms for shipment are provided below: "All necessary documents are to be forwarded by the Seller to the applicable address below to effect the import: |
Brookhaven National Laboratory c/o Interfreight Co.
221 Sheridan Blvd.
Inwood, NY 11096 Tele. No. (516) 371-0775 FAX No. (516) 371-6880 Contact: Tom Staub Email: bnl@interfreight.net
Special notice regarding 10 + 2 Form:
On July 9, 2013 US Customs and Border Protection began full enforcement of Importer Security Filing (ISF) and will assess liquidated damages for violations. Failure to submit the 10 + 2 Form may result in fines from $5,000 up to $15,000. It is the Contractor’s responsibility to make sure Form 10 + 2 is submitted 72 hours prior to the vessel sailing. BSA shall withhold payment from the Contractor’s final invoice for any penalties incurred by BSA due to late or incorrect ISF filing by the Contractor. For more information go to https://www.cbp.gov/border-security/ports-entry/cargo-security/importer-security-filing-102". Goods must be shipped in standard containers and clearly labeled. For further shipping instructions, please go to the following link: https://www.bnl.gov/shipping/
| “Total Quoted Price* $_____________ | |
| *Must be in U.S. Dollars and inclusive of all taxes, fees, customs, duties and other charges” | |
| May we understand foreign vendor shall ship the products using DAP terms and in the case of DAP the foreign vendor need not bear any charges rather than transportation cost? | |
| Quote Due Date: If possible, could you extend the due date to July 29, 2026? | See Amendment 1 to the solicitation. Proposal due date has been updated to July 29, 2026 at 0800 ET. |
| Qualifier 1 requires two projects for “synchrotron facilities, accelerator laboratories, semiconductor facilities, or similar high-precision technical environments.” Will BSA accept references for precision electromechanical or beamline hardware delivered to a DOE accelerator laboratory that are comparable in engineering rigor and environment, but are not mirror-bender systems specifically? | Potentially, based on how comparable they are. |
| For Qualifier 1, may references be drawn from the offeror’s teaming subcontractors (as opposed to the prime alone), provided the subcontractor performing the comparable work is the same entity proposed to perform the corresponding scope here? | Potentially. |
| Does BSA require prior delivery of a UHV mirror-bender specifically, or is demonstrated capability across the Qualifier 2 elements (UHV bakeout, radiation-resistant in-vacuum assemblies, precision motion, controls integration) sufficient for technical acceptability? | BSA requires Contractors with previous experience with UHV mirror bender systems. |
| Will BSA provide the mirror-system interface details (tank geometry, existing substrate dimensions, breakout-box pinouts) referenced as available one week after award, in enough detail at proposal stage to bound the bender envelope and cooling-line routing? If not, how should offerors treat that interface risk in a firm-fixed price? | Existing substrate dimensions and other details have been provided as much as possible. Remaining information cannot be provided until after contract award. |
| Are the four bender systems awarded only as a single all-or-none package, or may BSA award by beamline (FXI vs. ISR) or by individual bender? | This procurement will be awarded as 'all-or-none'. |
| Under LPTA with the Buy American reporting requirement (Section 6 / FAR Part 25), will a domestic end-product offer receive any price-evaluation preference relative to a foreign end-product offer, or is place of manufacture used for reporting only? | A Buy American Price Evaluation will be conducted by the Contract Specialist. |
| Please confirm the acceptable evidence for NRTL listing of motion/electrical components given that CE marking is not accepted, and whether a supplier safety determination based on test data (per BNL-QA-101 clause 3.10) is an acceptable path for any component lacking NRTL listing. | We can only accept non-NRTL if an NRTL component is not available. In which case we may request supporting test data for review if it helps determine compliance with the requirements. Relevant test data will be reviewed by BNL before it can be accepted. |
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