481327 RFQ Letter.pdf

February 2025 AMS-Template-003 Rev. 4

Procurement & Property Management Division

P.O. Box 5000 Upton, NY 11973-5000

Phone 631-344-4605 kkirkenda@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

DATE: 7/30/2026

COMBINED SYNOPSIS/REQUEST FOR QUOTE (RFQ) NUMBER 481327

DESCRIPTION: Helium Refrigeration System

Issued By:

Brookhaven Science Associates, LLC

Brookhaven National Laboratory

P.O. Box 5000

Upton, NY 11973-5000

Buyer/Contracts Specialist:

Name: Kevin Kirkendall

Telephone No.: 631-344-4605

Email: kkirkenda@bnl.gov

Ship To Address:

Brookhaven National Laboratory

Receiving: Bldg. 98 Rochester Street

Upton, New York 11973-5000

Anticipated Freight Terms:

North American Shipments:

• FOB Destination, Freight Prepaid

International Shipments:

• DDP (Delivered Duty Paid)

Anticipated Delivery Date: 18 weeks after award

Questions Due Date: 8/5/2026, 5:00 PM

EST

Quote Due Date & Time: 8/10/2026, 5:00 PM

EST

Contract Type: Firm-Fixed Price Payment Terms: 30 (Net 10 for Small Business)

*Brookhaven is a tax-exempt entity.

1.0 INTRODUCTION

This is a combined synopsis/solicitation for commercial products. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Brookhaven Science Associates, LLC (herein known as “BSA”), operator of

Brookhaven National Laboratory (BNL) under a Prime Contract (DE-SC0012704) with the U.S. Department of Energy (DOE), herewith solicits your quote for a Helium

Refrigeration System as outlined in the Draft Contract (Enclosure A)

NAICS: The North American Industry Classification System (NAICS) Code for this

RFQ is 325120. The stated size standard is 1,200. The stated size shall be the sole determining factor as to classification (small or large business) of an Offeror. It is the responsibility of the Offeror to affirm its Representations and Certifications and size status are accurate and up to date in the System for Award Management (SAM)

(www.SAM.gov).

http://www.sam.gov/

AMS-Template-003 Combined Synopsis/Request for Quotation (RFQ)

February 2025 2 of 4 AMS-Template-003 Rev. 4

Availability of Funds

Funds are not presently available for this contract. The BSA’s obligation under this contract is contingent upon the availability of funds from which payment for contract purposes can be made. No legal liability on the part of BSA for any payment may arise until funds are made available for this contract.

This procurement is being solicited for full and open competition.

2.0 SCOPE OF WORK

The Offeror shall furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Contract (Enclosure A).

The parts or model numbers are listed for reference purposes only. Any alternate products being offered shall have equivalent, or greater, performance parameters to those specified. Suppliers that are offering alternate products shall list the manufacturer, model, and part numbers for the product. When quoting an alternate product, please provide sufficient documentation to permit thorough evaluation of the equivalency of your offer to the product specified. BSA reserves the right to determine equivalency.

CAUTION TO OFFERORS: BSA is not responsible for locating or securing any information that is not furnished with the offer. Accordingly, the Offeror must furnish as part of the offer all descriptive material (such as cuts, illustrations, drawings, or other information) necessary for the Company to (i) determine whether the product offered meets the salient characteristics requirements of the solicitation, and (ii) establish exactly what the Company would be binding itself to purchase by making an offer.

3.0 BASIS OF AWARD

BSA will make award to the responsive and responsible Offeror who submits the lowest total price and who meets all of BSA’s technical requirements, as stated herein.

Total price will be evaluated to determine the lowest price.

The resultant award shall be subject to the terms & conditions of Enclosure A.

An Offeror that takes exceptions to BSA terms & conditions or fails to provide all requirements of this RFQ may be deemed non-responsive and may not be considered for award.

4.0 FORMS OF QUOTATION AND MANNER OF SUBMISSION

A complete quotation, including the signed Quotation Pricing Sheet (Enclosure C), must be received by BSA no later than the due date and time listed on page 1 of this

RFQ. Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late. Such responses will only be considered for award if it is in BSA’s best interest to do so.

BSA will only accept email submissions of formal quotations:

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• Email submissions must include the signed Quotation Pricing Sheet (Enclosure

C). Emails will be sent to Buyer/Contracts Specialist listed on page 1 of this

RFQ with the BSA RFQ Number in the Subject Line.

All questions must be submitted via email. Replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other

Offerors.

5.0 PRICING AND SUPPORTING DOCUMENTATION

5.1 Pricing Quotation and Supporting Documentation:

The Offeror shall complete and return the Quotation Pricing Sheet (Enclosure

C) attached to this document. Prices shall be all inclusive and quoted in U.S.

dollars, FOB, Brookhaven National Laboratory, Upton, Long Island, New York

(freight included), including any import duties, customs, and associated costs, if applicable.

5.2 System For Award Management (SAM):

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) with their Unique Entity ID number (UEI #). Registration can be performed online at www.SAM.gov. If not already registered, please register as soon as possible since failure to do so may preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration. When registering, you are strongly urged to copy and paste www.SAM.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. You may obtain assistance in completing your registration by contacting the Federal Help Desk at 866-606-8220 or by contacting your local

APEX Accelerator Representative (formerly known as the Procurement

Technical Assistance Center (PTAC), which can be found at https://napex.us.

* Foreign vendors are not required to be registered in SAM but must fill out

AMS-Form-050 (Enclosure B).

5.3 Representations and Certifications:

AMS-Form-050 (Enclosure B) is only required for vendors that are not currently active and registered in SAM.gov. A current copy (less than 12 months prior to the date of solicitation) of Supplier Specific Representations &

Certifications AMS-Form-050 (Enclosure B) must be on file with BSA’s

Procurement and Property Management (PPM) Division before a purchase order/contract can be placed. The attached AMS-Form-050 (Enclosure B) has been included for informational purposes. At the time of award, the successful

Offeror will be asked to complete AMS-Form-050 (Enclosure B) if it is not already on file.

https://napex.us/

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6.0 PLACE OF MANUFACTURE

This requirement is subject to FAR Part 25, Buy American Act. The Contractor shall provide if the proposed item(s) are or are not domestic end products as defined at FAR

25.003, Definitions. If foreign end products are proposed, the Offeror shall provide the country of manufacture.

7.0 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 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%

Note: If the Offeror can certify that the there are no subcontracting opportunities in the work to be performed under this contract, they will need to fill out AMS Form-001, entitled “Subcontracting Plan Waiver,” instead of the Small Business Subcontracting

Plan.

8.0 OTHER REQUIRED FORMS AND DOCUMENTS

The successful Offeror will be required to complete the following forms (if applicable):

• Vendor ACH Authorization Form, Enclosure D.

• W-9 Form, Enclosure E.

• W-8 Form, Enclosure F, will need to be completed in lieu of the W-9

Form if Vendor is foreign.

10.0 CLOSURE

We trust that the information contained herein is sufficient to permit your company to prepare a complete and definitive quotation; however, should you have any questions, please contact the undersigned.

Enclosures:

A. Draft Contract

B. AMS Form 050 Reps and Certs

C. AMS Form 043 Quotation Pricing Sheet

D. Vendor ACH Authorization Form

E. W-9 Form (Domestic Vendors)

F. W-8 Form (Foreign Vndors)