NSLSII-6ID-SOW-001: NSLS-II NEXT-III 6-ID Beamline Shielded Enclosures Statement of Work

NSLS-II Page i 29 MAY 2026

NSLS-II NEXT-III 6-ID Beamline Shielded Enclosures

Statement of Work QA Category: A-1

Document Reviewed and Approved By:

Prepared By Edwin Haas NSLS-II Beamline Engineer

Reviewed By Eli Stavitski NSLS-II NEXT-III Sub-Project A Manager

Approved By Alexander Chu NSLS-II NEXT-III HRD Control Account Manager

Approved By Thomas Caswell NSLS-II HRD Technical Lead

Approved By Daniel Olds NSLS-II HRD Lead Beamline Scientist

Approved By Stephen Sherwood NSLS-II Research Operations Support Engineer

Approved By Nicole Magliulo NSLS-II Quality Assurance Engineer

ESH Approval Robert Lee NSLS-II ES&H Manager

Approved By Jayce Blood PPM Contracts Administrator

This information is controlled by the U.S. Department of Commerce Export Administration Regulations 15 CFR Parts 730-774 as EAR99 Technology.

National Synchrotron Light Source II

Version 1 ii 29 MAY 2026 Brookhaven National Laboratory

VERSION HISTORY LOG

VERSION DESCRIPTION DATE WRITTEN BY

First release.

29MAY2026 E. Haas

NSLS-II Page iii 29 MAY 2026

Contents Definitions/Acronyms .......................................................................................................................................... v

1 Introduction and Overview

1.1 Background

1.2 Scope

2 References

2.1 Conflicts

3 Requirements

3.1 Contractor Responsibilities

3.1.1 Technical Performance

3.1.2 Tools/Fixtures/Test Equipment

3.1.3 Installation Operation Requirements

3.1.4 Access to Experimental Floors

3.1.5 Design, Manufacturing, and Testing requirements

3.1.6 Surveying, Measurement, and Alignment

3.1.7 Training

3.1.8 BSA Responsibilities

3.2 Engineering Design, Analysis, and Design Review Requirements

3.2.1 Detailed Design Requirements

3.2.2 Manufacturing, Inspection, Installation, and Test Requirements

3.2.3 Acceptance Test Procedures

3.2.4 Verification of Radiation Shielding with Synchrotron Beam

3.3 Management

3.3.1 Program Plan

3.3.2 Progress Teleconference

3.3.3 Manufacturing/Inspection/Test Plan

3.3.4 Performance Reporting

3.3.5 Preliminary Design Review Meeting

3.3.6 Final Design Review Meeting

3.4 Documentation and DATA Management

3.4.1 Language

3.4.2 Engineering Drawings

3.4.3 Drawing and Model File Format Requirements

3.4.4 Installation Drawings

3.4.5 As-Built/Installed Drawings

3.4.6 Documents

3.4.7 Operation and Maintenance Manuals

3.4.8 End Item Documentation

3.5 Configuration Management

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3.6 Environment, Safety and Health (ESH)

3.6.1 Contractor Work on Site at BNL

3.6.2 Electrical Safety

3.6.3 Lead Handling

3.6.4 Industrial Hygiene Monitoring

3.6.5 Material Handling

3.7 Warranty

3.8 Packaging

3.8.1 3.8.2 3.8.3

4 Installation

4.1 General Requirements

4.2 Work Planning Requirements

5 Quality Assurance

5.1 Quality Assurance Requirements (QA)

5.2 Material Review Board (MRB) Authority

5.3 QA Flow-Down

6 SCHEDULE

7 DELIVERABLES

8 VALUE ENGINEERING

NSLS-II Page v 29 MAY 2026

Definitions/Acronyms

ABL As-Built Listing AISC American. Institute of Steel Construction AISI American. Iron and Steel Institute ANSI American National Standards Institute ASME American Society. of Mechanical. Engineers ATP Acceptance Test Procedure BNL Brookhaven National Laboratory BSA Brookhaven Science Associates BTH Below-the-Hook (ASME term for a class of lifting devices) CFR Code of Federal Regulations COTS Commercial Off-The-Shelf DOE (U.S.) Department of Energy ESH Environment, Safety, and Health FDR Final Design Review HASP Health and Safety Plan HRD High Resolution Diffraction IAW In Accordance With

IH Industrial Hygiene MIE Major Item of Equipment MRB Material Review Board MRP Material Requirements Planning NEC National Electric Code NEXT-III NSLS-II Experimental Tools – Three NFPA National Fire Protection Association NRTL Nationally Recognized Test Laboratory NSLS-II National Synchrotron Light Source II PDR Preliminary Design Review PPE Personal Protective Equipment PPS Personnel Protection System PRR Production Readiness Review PSD Photon Sciences Directorate QA Quality Assurance SBMS Subject Based Management System SDS Safety Data Sheet SOW Statement of Work

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1 INTRODUCTION AND OVERVIEW

1.1 Background

The High Resolution Diffraction (HRD) beamline is being built-out at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL) as part of the NEXT-III project, a Department of Energy (DOE) Major Item of Equipment (MIE) project to build several world class beamlines in sequential subprojects. The HRD beamline includes an undulator source, experimental beamline with optics, and associated infrastructure. The beamline shielded enclosures will be used to protect personnel from synchrotron and Bremsstrahlung radiation.

1.2 Scope

This Statement of Work (SOW), is the basis for procurement of the beamline shielded enclosures (herein referred to as “hutches” or “enclosures”), and related hardware which will be used to protect personnel from synchrotron and Bremsstrahlung radiation at NSLS-II. This document, outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

2 REFERENCES

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 contract award:

Document Number Document Title

AISC 360-05 Specification for Structural Steel Buildings AISI S100 North American Specification for the Design of Cold-Formed Steel Structural Members ANSI / AWS D1.1 Structural Welding Code - Steel ASME B30.20 Below-The-Hook Lifting Devices ASME B30.26 Rigging Hardware ASME BTH-1 Design of Below-the-Hook Lifting Devices, Design Category “A” ASME Y14.5 Geometric Dimensioning and Tolerancing BNL-QA-101 Supplier Quality Assurance Requirements NSLSII-DPT-STD-002 NSLS-II Nomenclature Standard NFPA 70 National Electrical Code NSLSII-6ID-SPC-001 Technical Specifications for the NSLS-II NEXT-III 6-ID Beamline Shielded Enclosures PD-HRD-HU-1000 Interface Control Drawing for Hutch 6-ID Hutch Layout PD-HRD-HU-1100 Interface Control Drawing for Hutch 6-ID-A PD-HRD-HU-1200 Interface Control Drawing for Hutch 6-ID-B/C NYS Dept of State Building Code of New York State PD-LAY-1002 NSLS-II Experimental Floor Layout NSLSII-ESH-PLN-013 Health and Safety Plan (HASP) for Hutch and Cabin Construction at NSLS-II U.S. DOE 10CFR851 Worker Safety and Health Program

2.1 Conflicts

In the event of a conflict between the Technical Specification and the SOW, the Contractor shall immediately notify the BSA contractual representative. Failure to notify the BSA contractual

NSLS-II Page 7 29 MAY 2026 representative of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance with all requirements.

3 REQUIREMENTS

In accordance with (IAW) the applicable provisions defined in this SOW, the Contractor shall be responsible for the design, engineering, purchase of all materials, manufacturing, and assembly of the beamline shielded enclosures. The Contractor shall then deliver, install, and test the beamline shielded enclosures at BNL.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

IAW the specification documents and all referenced documents, the Contractor shall design and validate, by detailed mechanical analysis, the beamline shielding enclosures. Radiation shielding calculations are outside the scope of this contract and have been performed by BSA. With regard to radiation shielding, the responsibility of the Contractor shall be to ensure the design conforms to the specified thicknesses of shielding material, no internal shielding gaps occur, and the design includes sufficient shielding overlap to prevent radiation leakage.

The specifications and BSA drawings for each enclosure are listed in BSA technical specification NSLSII-6ID-SPC-001, Technical Specification for the NSLS-II 6-ID Beamline Shielded Enclosures.

The Contractor shall determine the final design, subject to BSA approval in writing. Drawings are provided by BSA; however, the Contractor shall take measurements as needed at the NSLS-II facility, especially at interfaces, to ensure proper fit. The Contractor shall also be responsible to verify all BSA requirements are met, and and to ensure on-schedule and safe material movement and assembly, and safe installation practices are followed.

3.1.2 Tools/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 complete the enclosures. All special tools and test equipment fabricated or procured by the Contractor for this contract shall be the property of BSA and shall be accounted for by the Contractor.

3.1.3 Installation Operation Requirements

The enclosures shall be designed to minimize or preferably avoid on-site welding, grinding, cutting, or other such installation or finishing operations which create smoke, dust, ignition hazards, etc. On-site welding shall be restricted to light operations; for example, deep penetration welding of thick sections shall not be permitted on the BNL site. Measures shall be taken to ensure that there is no generation of lead fumes or dust during installation. These measures shall include selection of welding processes and filler materials to minimize fumes and the use of vacuum systems that exhaust outside of the NSLS-II building. For any activities that can activate fire protection systems (e.g., welding and brazing operations), two days advance notice shall be given to the BSA Technical Representative to obtain the necessary approvals and permits to locally deactivate fire protection systems. In such instances, BSA-provided vendor fire watch training may be required.

3.1.4 Access to Experimental Floors

The location of the specified beamline enclosures is shown in drawings PD-HRD-HU-1000 and PD- LAY-1002 as referenced herein and in the technical specification. The Contractor shall take measurements as needed at the NSLS-II facility, especially at loading docks & experimental floor

Version 1 Brookhaven National Laboratory 8 access points, to ensure proper delivery & storage of materials prior to installation. The Contractor’s installation plan shall be designed to ensure there are no access problems (e.g., for cranes or forklifts) at all stages of the installation including when hutches are partially erected.

3.1.5 Design, Manufacturing, and Testing requirements

The Contractor shall document that the enclosure has been designed in accordance with this SOW and all referenced drawings and specifications; all referenced codes, all applicable New York State and local Building Codes, and is structurally certified by a Professional Engineer registered in New York State. The enclosures shall be designed in such a way that installation may be accomplished even when walls are directly adjacent to the walls of existing structures.

3.1.6 Surveying, Measurement, and Alignment

The Contractor is responsible for surveying, measurement, and alignment as necessary to ensure that enclosures are installed according to BSA requirements. This includes the location of all enclosure walls, levelling of all enclosure roofs and hoist/crane rails, positioning all enclosure features (doors, stairs, bridges, utilities provisions, windows, guillotines, labyrinths, etc.), floor flatness measurements as needed (including measurements needed to ensure that doors open freely with no binding), and any measurements needed to ensure perpendicularity of all enclosure walls relative to the nominal experimental floor and relative to the roof of each enclosure.

3.1.7 Training

The Contractor shall provide hands-on training by project-experienced personnel for two (2) BSA personnel for the safe operation and maintenance of all the equipment included with each enclosure (including but not limited to operation of cranes, pneumatically actuated doors, ventilation system).

This training shall be conducted at BNL for a period of one (1) working day at the completion of each beamline shielding enclosure installation.

3.1.8 BSA Responsibilities

BSA will provide:

Surveying features (monuments and network coordinates) in the walls and floor of the synchrotron facility, marking of the experimental floor with either the long or short straight section center-line, and marking of the experimental floor with an approximate outline for each enclosure at the Preliminary Design Review (PDR).

Hutch Personnel Protection System (PPS)

Utilities to and within the enclosures, including:

Compressed nitrogen gas distribution system

Electrical power (including outlets) and wiring

Water distribution system(s)

Liquid nitrogen distribution system

Cable trays and cable tray installation

Sprinkler piping and fire detection/alarm wiring, if required

On-site, shared office space for Project Manager, if available

Dedicated area on the experimental floor (~1,000 ft2) for the temporary storage and assembly of panels

Space near the work area for contractor equipment and tools. The Contractor shall supply locking enclosures as needed to ensure that tools and equipment are secure.

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115VAC 60-cycle power in the work areas for lighting and tools.

3.2 Engineering Design, Analysis, and Design Review Requirements

3.2.1 Detailed Design Requirements

3.2.1.1 Preliminary Design Review Report

The Contractor shall be responsible for providing a PDR report that reflects the state of the developed design. The Contractor shall be responsible for developing the overall design of the beamline shielding enclosures IAW the applicable specifications and supporting documents as identified herein. The Contractor shall perform the following tasks, with the results to be included in the PDR Report for review and approval at the PDR meeting. Prior to the PDR, the Contractor shall prepare and submit a PDR Report that includes the following:

A PDR meeting agenda and a copy of the PDR presentation (in MS PowerPoint or PDF format) explaining the design approach and how it will meet all BSA requirements

A project schedule in Microsoft™ Project and/or equivalent in PDF format with all required tasks, milestones, and subcontractor efforts that support contractual requirements

The preliminary 2D plan and elevation drawings and 3D solid models to illustrate the mechanical designs of the enclosures and components IAW the specification

All drawings and documentation of the subassemblies and systems, which shall be identified with titles, numbers, labels, etc. that adopt a common nomenclature, and shall be in accordance with BSA document NSLSII-DPT-STD-002, NSLS-II Nomenclature Standard.

Identification of Professional Engineer registered in NYS used to certify structure design.

Supporting preliminary engineering analyses including structural and ventilation analysis (with filtration details).

Details of the door sills and wall joints (including all wall-to-floor, panel-to-panel, and wall-to-wall joints, and of the door and window openings) to allow BSA to determine that leakage of radiation (e.g., “floor-shine”) will not occur at the joints with the floor and storage ring tunnel wall.

Labyrinth design

Details of shielding protection for all wall and roof labyrinths and penetrations

Review of all adhesives

Review of methods to sandwich and bond lead/steel

Enclosure paints, primer, and finish colors to be used

Review of Safety Data Sheets (SDSs) and colors for paints and primers

Structural steel specifications

Location and mounting of Unistrut channels

Review of attachments and locations for door stop shock absorbers

Review of selected tamper-evident provisions

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Pneumatically Actuated Doors, including but not limited to door control location and interface point for control box

Review of proposed ventilation fans, air diffuser, and filters

Review and verification that six (6) air changes per hour can be achieved with the contractor-proposed air handling system.

Review of mounting provisions and locations for lighting fixtures

Review of the location and method of electrical continuity and grounding

PPS system mountings

The specifications for mounting the PPS mechanical and electrical interfaces (e.g., safety switches, magnetic locks, emergency-stop buttons, search buttons, warning lights and warning speakers) shall be provided by BSA at the PDR.

Initial guillotine design and position

The diameter of both the beam pipe and the beam pipe flanges will be provided by BSA at the PDR.

Noise and vibration specifications for proposed fans

Hutch identification position

Review of column locations

A final version of the PDR report shall be submitted to BSA which includes the minutes and agreed-to changes as described in section 3.3.5. These minutes shall include PDR comments and notes taken during the PDR meeting. All items that require further resolution with details added explaining how these items will be acceptably resolved.

The final version of the PDR report must be accepted by BSA before this phase can be considered complete. BSA must accept in writing the PDR report, including the minutes, prior to proceeding to the Final Design Review (FDR).

3.2.1.2 Final Design Review Report

The Contractor shall be responsible for providing an FDR report that reflects the state of the developed design as it evolved from the PDR. The Contractor shall be responsible for developing the overall design of the Beamline Shielding Enclosures IAW the applicable specifications and supporting documents, as identified herein. The Contractor shall perform the following tasks, with the results to be included in the FDR Report for review and acceptance at the FDR. The Contractor shall prepare and submit an FDR Report that includes the following:

General information

The names and contact information of the contributors to the FDR report

A brief summary of any significant changes to the design since the PDR

A complete schedule showing all milestones and major activities required to meet all contractual requirements

Detailed design information

The 2D plan and elevation drawings and 3D solid models to illustrate mechanical designs of the enclosures and components IAW the specification

All detail drawings for parts fabrication

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Installation drawings showing any modifications to the facility, including floor grooves and floor and ratchet wall penetrations.

Materials (with required certifications), adhesives, and manufacturing processes.

□ Methods to sandwich and bond lead/steel

□ Full details (bond strength, curing time, incompatibilities, etc.) for all adhesives to be used, with SDSs for each (reference section 3.2.2).

Supporting engineering analyses, including structural and ventilation analyses

□ Details of ventilation fans, air diffusers, filters, with their supports and vibration damping means.

□ Review and verification that six (6) air changes per hour can be achieved with the Contractor proposed air handling system.

Listing of applicable code requirements with corresponding design information describing how each code requirement is being met.

Final details of the door sills and wall joints (including all wall-to-floor, panel-to-panel, and wall-to-wall joints, and of the door and window openings) to allow BSA to determine that leakage of radiation will not occur at any interface.

Labyrinth design

Shielding protection for all wall and roof labyrinths and penetrations

Enclosure and bridge paints, primer, and finish colors to be used

Listing of SDS information for paints and primers

Structural Steel Specifications

Details of Unistrut channel location and mounting

Description of attachments and locations for door stop shock absorbers

Description of selected tamper-evident bolts and provisions

Pneumatically Actuated Doors

Review of mounting provisions and locations for lighting fixtures

Details of the location and method of electrical continuity and grounding

Details of PPS system mountings

Final guillotine design and position

Noise and vibration specifications for the proposed fans

Hutch identification position

Review of column locations

Manufacturing and QA information

Manufacturing / Inspection / Test Plan.

Manufacturing and assembly planning, including any related concerns, including (but not limited to) schedule and high risk items, Assembly and test procedures

Details of any production tooling

Acceptance Test Procedure (ATP)

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ESH information

Identification of hazards, and their mitigation, during all stages of the life of the Equipment including: installation, commissioning, operation, maintenance, and repair.

This information shall be provided to determine ES&H compliance and shall be included in the Operations and Maintenance manual.

Identification of means to eliminate or manage each hazard shall be provided based on the following hierarchy:

Substitute with something less hazardous, or

Engineer – mitigate the severity of the hazard, or

Use Personal Protective Equipment (least desirable).

The following additional ESH information is required:

Preliminary Installation/Work Plan (refer to section 4.0 herein)

Lead Handling

Draft rigging plan

Guards, grounding, safety features, and precautions to meet applicable safety codes and standards

Maintenance and lubrication schedule

Spares

List of recommended spare parts.

3.2.1.3 Approval to Proceed

BSA must accept in writing the final design, including any modifications introduced at the FDR, before the Contractor proceeds with the ordering of material and components.

3.2.2 Manufacturing, Inspection, Installation, and Test Requirements Each panel and component of the beamline shielding enclosure shall be inspected at the Contractor’s facility to demonstrate compliance with the required specifications. In addition, the following shall be conducted on each beamline shielding enclosure at the Contractor’s facility according to the ATPs, prior to delivery to BNL:

The Contractor shall demonstrate that each component’s critical dimensions are within tolerance.

All certification of designs, materials, hardware, processes, calibrations, and test data shall be signed by a representative of the Contractor authorized to sign such certifications.

Copies of all SDS for all chemicals and adhesives to be brought on site to BNL.

All raw materials shall be examined visually to detect suspect or counterfeit parts, obvious defects, and their state of cleanliness, and then replaced or rectified if appropriate.

Lead-lined panels shall be inspected to guarantee uniform lead thickness and confirm all dimensional requirements and tolerances are met.

The Contractor shall demonstrate that any welding performed on a steel/lead/steel bonded member will not melt the lead or cause local deformations that impact the member’s shielding ability.

All welds on load-sustaining members shall be examined for defects IAW ANSI/AWS D1.1, “Structural Welding Code – Steel.”

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Fall-protection harnesses and related equipment brought on-site to BNL must be inspected and approved prior to use by BSA’s Hoisting and Rigging Inspector. Only fall-protection harnesses that are commercially designed as such and meet all applicable codes may be used at BNL.

All lifting hardware and fixtures shall be designed, certified, and marked with information including load rating, IAW ASME B30.26, Rigging Hardware; ASME BTH-1, Design of Below-the-Hook Lifting Devices, Design Category “A”; and ASME 30.20, Below the Hook Lifting Devices.

BTH lifting devices shall not use suspect or suspect/counterfeit fasteners.

All rigging and hoisting equipment (e.g., cranes, slings, etc.) shall be inspected and accepted by BSA’s Hoisting and Rigging Inspector before use on site at BNL.

All lifting, handling, shipping fixtures, and attachment lugs shall be proof-tested prior to use at BNL. Following proof-load testing, all structural welds of these items shall be examined.

All slings, hooks, and custom lifting gear not containing structural welds that are to be used in lifting the item shall, at a minimum, be visually examined for structural defects at installation and prior to each use. Any cracks or flaws in BTH lifting devices shall be cause for rejection.

Panels and other components may be labeled or marked to aid assembly and installation as long as marking or labeling is done unobtrusively, preferably in a location that is not readily visible after installation, or by using tags or labels which are removed during assembly or installation.

The Contractor shall interfere minimally with ongoing operations at BNL (NSLS-II site) and shall at all times keep the work area or job site clear of debris and rubbish that can constitute a safety hazard. Burning of debris and rubbish on site at BNL is not permitted.

The Contractor shall return the work area to a clean, debris-free state. All packing materials, excess materials, and waste generated by the Contractor and/or used during assembly and/or installation activities, or excess materials or debris brought on-site by the Contractor shall be removed and legally disposed of off the BNL Site by the Contractor prior to job completion. At job completion, Contractor shall promptly remove tools and equipment, and clean premises thoroughly, as approved by BSA.

BSA reserves the right to check all removed salvageable and non-salvageable materials and equipment and/or to have the Contractor’s vehicle pass through the vehicle radiation monitor prior to exiting the BNL Site.

The Contractor shall supply all necessary material handling equipment and operators.

Operator(s) shall hold a current NYS License for the specific type of mobile crane or fork-truck certification.

The NSLS-II facility may have areas where overhead height, width, and length clearance may be a concern when moving equipment and hardware. The Contractor shall check and be responsible to ensure adequate clearance of all equipment and hardware in use at BNL (NSLS- II site) prior to its being brought on-site to BNL. The Contractor and BSA shall walk-down the entire route/path that equipment will use to ensure there are no interferences within the facility itself.

Contractors may not use BSA cranes and hoists; only trained and qualified BSA employees are permitted to operate BSA-owned material handling equipment. Trained and qualified contractors may utilize portable non-BSA material handling equipment subject to an approved rigging plan and BSA approval.

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If the Contractor requires a forklift for use during assembly, this shall be supplied by or rented by the Contractor and reviewed/approved by BSA’s Hoisting and Rigging Inspector for use on site at BNL. It is mandatory that this forklift shall be battery and not gasoline, LP gas, or diesel operated due to the cleanliness requirements mandated by BSA. The contractor is responsible for providing proof of inspection and all maintenance records for all forklifts used at BNL prior to use.

Equipment shall have a current annual inspection documented including fork (tine) inspection.

Any attachments need to be approved by the fork truck manufacturer. A new data attachment plate is to be provided by the fork manufacturer indicating the new capacities.

Operator to have training certification for the specific type of fork truck being used.

3.2.2.1 Acceptance Testing at BNL

The enclosures shall be tested at BNL by the Contractor to demonstrate full compliance with the specification. The tests shall be conducted on the enclosures at BNL according to the ATP, prior to final acceptance. An Acceptance Test Report shall be prepared that includes the data of the acceptance tests completed.

3.2.3 Acceptance Test Procedures

A Contractor-written ATP shall be submitted to BSA for acceptance as part of the FDR report. The ATP shall include the Contractor’s procedural details for all acceptance tests including but not limited to the following tasks:

3.2.3.1 Verification of Radiation Shielding without Synchrotron Beam

Initial testing of the radiation shielding shall be performed by the Contractor using visible light, i.e., using a high-powered light outside the enclosure and checking for penetration into a closed dark hutch.

The Contractor shall be responsible for ensuring that the finished enclosures are in position on the experimental hall floor ready for testing by BSA.

BSA reserves the right to test the radiation shielding integrity of the enclosure using an alternative radiation source.

Any structural defects and/or radiation leakage shall be repaired by the Contractor.

3.2.3.2 Verification of Overall Dimensions

The maximum overall dimensions of the assemblies with respect to the appropriate reference surfaces shall be verified by the Contractor to be in conformance with the assembly drawing for the item.

As-built dimensions of all labyrinths, windows, guillotines, beam pipe penetration doors, and beam stops shall be reviewed and accepted in writing by BSA.

3.2.3.3 Verification of Door Panel Motion

Each moving door panel shall be tested for the following:

Range of motion

Absence of binding

Locking

Absence of rubbing or scraping

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Absence of off-axis swing or wobble

Opening/closing force over full range of motion

Door Cycle Test

Each enclosure’s access doors shall be opened and closed 20 times to cycle the door through its normal stroke.

The proper door closed position (visibly light-tight) shall be confirmed visually for each cycle. Roof loadings may be applied during these tests at the discretion of

BSA.

3.2.3.4 Fan and Lighting Tests

Fan testing shall include fan vibration, acoustic noise, and a flow rate check (to verify a minimum of six [6] air changes per hour have been achieved).

Lighting test shall verify the illumination level within the enclosure.

BSA will be responsible for temporary electrical hook-ups to test fans and lights.

3.2.4 Verification of Radiation Shielding with Synchrotron Beam The radiation shielding integrity for synchrotron radiation of each enclosure will be tested and verified by BSA when the synchrotron storage ring is delivering beam to the enclosure. The Contractor does not need to be present during such testing.

The areas to be verified include (but are not limited to) panel joints and corners, labyrinths, guillotines, windows, and doors.

The contractor is responsible for the repair of any structural defects and/or radiation leakage resulting from poor shielding coverage/overlap at any location. Upon review of issues, the contractor shall present to BSA a plan that includes all methods and materials proposed to complete the repairs. This plan shall be reviewed and approved by BSA in writing prior to commencing repair work. Upon completion of repairs, the contractor shall prepare a Hutch Repair Report that includes a list of all identified issues. For each issue listed, the contractor must provide a description of the work performed, including material and methods, to complete all of the repairs.

3.3 Management

3.3.1 Program Plan

Within two (2) weeks after award of contract, the Contractor must deliver a detailed program plan which includes a milestone schedule defining the design validation, manufacturing, installation, and testing in sufficient detail to allow regularly scheduled progress monitoring.

3.3.2 Progress Teleconference

Within two (2) weeks after award of contract, weekly program technical and progress teleconferences and/or meetings between the Contractor and BSA shall be held at a mutually scheduled time. The discussions shall include the Contractor’s progress, technical and contractual questions, analyses, design reviews, value engineering, troubleshooting, material status, tooling status, resources, and manufacturing issues. The Contractor shall be responsible for taking teleconference progress notes and submitting them within one day to BSA’s Technical Representative for review and distribution.

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3.3.3 Manufacturing/Inspection/Test Plan

A manufacturing plan shall be developed which identifies the manufacturing processes required to complete all efforts identified in this SOW. The plan shall be submitted for review at the FDR and approved in writing by BSA. 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 shall include manufacturing, inspection, and test steps, including the identification of critical manufacturing operations and parts/subassemblies and showing integrated flow into the end item(s). 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 all components and assemblies through packaging and shipping shall be provided by the Contractor.

3.3.4 Performance Reporting

Throughout the life of the contract, the Contractor shall supply a written report by the fifth of every month to the BSA technical representative and contractual representative that clearly details progress through the prior month with respect to the project. This shall include milestone charts, detailed progress, open items, problems, recommended solutions, and risk mitigation.

3.3.5 Preliminary Design Review Meeting

PDR meetings shall be held IAW the schedule set forth in section 6 herein. Optional enclosures, features, and/or details, if exercised, shall follow the same schedule. To ensure that the requirements are compliant with this SOW, applicable Specifications, and Interface Control Drawings, the Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft PDR Report for each phase that shall consist of the requirements set forth in section 3.2.1.1. The contents of this report shall be reviewed at the PDR to be held at the Contractor’s facility and in video conference format. The Contractor shall be responsible for maintaining and submitting the minutes of the PDR and shall also incorporate any agreed-to changes into the final comprehensive PDR Report for each phase, both of which are to be submitted within ten (10) working days of the PDR for subsequent review and approval by BSA.

3.3.6 Final Design Review Meeting

FDR meetings shall be held IAW the schedule set forth in section 6 herein. Optional enclosures, features, and/or details, if exercised, shall follow the same schedule. The Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft Final Design Review Report that shall consist of the requirements set forth in section 3.2.1.2. The findings of the FDR Report shall be reviewed at the FDR meeting which shall be held at BNL and shall cover all pertinent issues relating to the final detailed design of the hutches. 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, testing, and delivery of the beamline hutches.

Upon approval of the FDR report for each phase 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 Documentation and DATA Management

3.4.1 Language

All documentation provided by the Contractor shall be in English.

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3.4.2 Engineering Drawings

All engineering drawings shall:

Be formatted IAW ASME Y14.5M or equivalent (requires written approval by BSA).

Have views shown in third-angle projection

Use metric dimensions and tolerances

Have a separate parts list if not embedded in the drawing

Have part number designations IAW NSLSII-DPT-STD-002

Be provided to BSA in electronic format as defined in Section 3.4.3, supplied on a DVD, USB data storage device, or FTP site, and accompanied by two (2) sets of full size prints

Be available throughout the term of the contract, for BSA inspection and approval.

3.4.3 Drawing and Model File Format Requirements

The Contractor shall provide and maintain, as well as have the capability to receive and send, CAD files of all components or assemblies in the following formats:

2D formats: AutoCAD 2D drawings (in order of preference) .DWG or .DXF format.

3D Solid model formats: Solid-model CAD files of all components and assemblies shall be in one or more of the following formats (in order of preference): 1) .IAM or .IPT (first preference),

2) Parasolid files, or 3) .STP.

For the files to be acceptable, BSA must be able to read the electronic files provided directly, without manual data manipulation.

3.4.4 Installation Drawings

The Contractor shall supply installation drawings showing all necessary equipment dimensions required for installation; all connections to the BSA-provided equipment, and services, shall be clearly shown.

The Contractor shall supply general arrangement and floor plan drawings which shall be at a scale of not less than 1:50 and details be at a scale of 1:20.

3.4.5 As-Built/Installed Drawings

These drawings shall provide an accurate record of the enclosures under this contract, and services, as installed, which shall include:

Equipment layouts, with sections to a scale of not less than 1:20

Individual floor plans and sections to a scale of not less than 1:50 with details at 1:20 in difficult or congested areas, fully indicating with accurate dimensions, the sizes and positions of all enclosures, hoist, crane, and trolley systems, together with all inspection, test and maintenance points

General arrangement drawings of all Equipment and instrumentation

3.4.6 Documents

The Contractor shall provide an electronic copy (on DVD, USB data storage device, or FTP site, in Microsoft Office format, or drawing format described in Section 3.4.3 with formal “controlled copies” in PDF format) of the following documentation:

All documentation identified in this SOW

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All part and assembly solid models

Part detail drawings

User/operation manual detailing: maintenance, operation, and hazard management

3.4.7 Operation and Maintenance Manuals

The Contractor shall provide the operation and maintenance manual in electronic format as a

Microsoft Word compatible document with formal “controlled copies” in PDF format on a DVD including two (2) hardcopies.

Operation and maintenance manuals shall include:

A printed title to the front cover, identifying the title of the project and the date of issue

A table of contents

A general description of the Equipment installation

A technical description of each system and subsystem to allow the correct and safe operation, maintenance and repair of all systems and subsystems installed, including:

□ Troubleshooting techniques

□ Recommendations for preventative maintenance

□ Disassembly, repair, cleaning, and adjustment procedures

□ Calibration of any equipment

□ Equipment settings established during verification testing

□ All manufacturers and third party data specific to the project.

3.4.8 End Item Documentation

The Contractor shall provide an electronic copy of the End Item documentation package IAW the schedule set forth in this SOW. The End Item documentation package for each enclosure shall consist of the following documentation (all provided with delivery of each enclosure):

Completed travelers

As-Built Listing (ABL) for each configurable subassembly or component, as defined by BSA

Acceptance Test Reports

Manufacturing / Inspection / Test data for inspections performed at incoming inspection or during manufacturing

Material certifications for the lead used showing chemical composition, material properties, and tolerances that meet or exceed BSA requirements.

A Certificate of Conformance shall list all applicable codes and individually state that each code has been met or exceeded. The following requirements shall be included in the Certificate of Conformance:

Structural certification by a Professional Engineer registered in New York State for all loads and load-bearing structure. Certification shall include materials (with certified material properties), structural design, calculations, and analyses.

Operation and maintenance manual

All production and As-Built 2D plan and elevation drawings and 3D solid models

All manuals

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3.5 Configuration Management

The Contractor shall establish and maintain a configuration control system to ensure that all End Items (including spares) are of the proper configuration, and that all approved configuration changes are incorporated at the specified effective dates. Records verifying the configuration of each item shall be maintained for a minimum of five (5) years from the date of acceptance of the Equipment by BSA.

3.6 Environment, Safety and Health (ESH)

The Contractor shall design and build all equipment IAW ESH requirements in the appropriate specifications, codes, standards, and other documents listed in section 2 of this SOW.

3.6.1 Contractor Work on Site at BNL

The installation activities shall be subject to BNL site access and safety regulations. The Contractor shall create and provide to BSA for acceptance a Health and Safety Plan (HASP). A HASP template is provided for the contractor to use, if preferred. Acceptance for the Contractor’s HASP must be provided in writing by BSA IAW the schedule herein and prior to the Contractor starting any work on site at BNL.

• Standard working hours at BNL/NSLS-II are 8AM to 5PM Monday through Friday inclusive, excluding Laboratory Holidays or Lab closures.

o Laboratory Holidays are posted on BNL | Laboratory Holiday Schedule o Delayed openings, Laboratory closures (e.g., for inclement weather) and announcements are posted on the www.bnl.gov home page. In addition, Lab status is available by calling (631) 344-INFO (4636).

The Contractor shall notify BSA of any work to be performed outside of the standard BNL working hours at least one (1) day in advance, and all requests require BSA approval.

3.6.2 Electrical Safety

All electrical equipment must comply with NFPA 70, be Certified by an NRTL and Labeled with their Certification Mark. All equipment that is not available for purchase with an NRTL Certification must be reviewed and approved by the BSA Authority Having Jurisdiction. The CE marking is only recognized in the European Union and is not an approved NRTL for products sold in the US.

All electrical connections ≥50 volts shall be guarded to protect workers from the risk of electrical shock, Plexiglas® is not acceptable; Lexan® may be used. Electrical insulation must be Fire Retardant and radiation resistant, Teflon® shall not be used in any application.

3.6.3 Lead Handling

The Hutch Contractor shall handle and treat lead as a contaminant in all on-site operations at BNL using appropriate PPE. Fabrication of lead components shall be performed off-site, cleaned, primed, and painted (using primers and paints specified by the manufacturer for use with lead) to eliminate the potential for lead contamination at BNL. The hutch contractor shall clean surfaces to minimize residual lead on outer surfaces of the hutch, hutch components work areas, and shipping containers on-site at BNL. BSA will spot check surface contamination and will require re-cleaning of surfaces found to be more than 250 micrograms per square foot.

3.6.4 Industrial Hygiene Monitoring

The contractor shall be responsible for Industrial Hygiene (IH) monitoring of work performed at

BNL.

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3.6.5 Material Handling

The Contractor shall be responsible for all shipping, loading, unloading, material handling, and transportation as needed to assemble and install the enclosures in their specified locations at BNL (NSLS-II site).

The Contractor shall be responsible for loading and unloading their own trucks and/or shipping containers on site at BNL. When unloading, each item shall be checked by the Contractor for shipping damage. Any damaged items shall be remade or repaired as needed to meet drawing requirements. The Contractor shall be fully responsible for damage to hardware and to NSLS-II facilities during loading, unloading, transport, assembly, and installation. Warpage of panel surfaces and delamination of steel from lead sheets shall be considered damage.

3.7 Warranty

The Contractor shall warranty the beamline shielding enclosures against failure and defects for a period of five (5) years from final acceptance at BNL.

3.8 Packaging

3.8.1

In preparation for shipping, each component of the enclosure shall be covered or wrapped for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. Each enclosure shall be properly braced with robust wood (or similar) and cushioned within its own packing so that it will not shift during handling and shipment.

3.8.2

Durable material such as clean wood, bubble wrap, or similar non-contaminating materials are to be used to support and protect the components from one another during transit and storage. Peanut-type material shall not be used for packaging.

3.8.3

Each container shall be appropriately labeled with the list of contents, destination, gross weight, location of center of gravity, purchase order number, and contact information.

4 INSTALLATION

4.1 General Requirements

Installation of the Beamline Shielding Enclosures shall be the responsibility of the Contractor. An installation plan shall be developed by the Contractor. The Contractor-supplied installation plan shall in-part include installation methods to be applied when connecting to floors and ratchet walls.

Installation shall include the following tasks:

i. Unloading and unpacking of the enclosure components on site

ii. Removing and legally disposing of all packing materials off the BNL site

iii. Visual inspection of the components by the Contractor and BSA

iv. Moving the components to their experimental floor position

v. Installation of the enclosures including surveying and alignment

vi. Floor and wall penetrations

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a) All penetrations into the experimental floor are to be fully defined by the Contractor. Deep penetrations (≥ 4 in. deep) are to be avoided where possible (re-bar is set at ~5 in. below the floor surface).

b) Check floor and wall flatness and add extra shielding as needed to eliminate radiation leakage.

vii. On-site acceptance testing by the Contractor and BSA

BSA will not supply personnel for general installation tasks. Unloading of containers and trucks, and positioning of Equipment onto the experimental floor shall be performed by the contractor. Staff from the Contractor shall not be permitted to drive BNL-owned forklifts under any circumstances.

The Contractor shall submit a detailed written work plan that includes all on-site installation activities in a step-by-step format at least two (2) months before the scheduled start of installation activities. This plan is a necessary prerequisite for obtaining a work permit and must be approved by BSA prior to the start of installation activities. The person (or persons) responsible for all on-site installation activities shall participate in the work planning process for the purpose of obtaining a work permit. This shall be completed during the FDR as well as video conferencing and/or teleconferences. All training and safety requirements identified during the work planning process (or by BSA ESH/Training staff members) shall be successfully completed by Contractor personnel who are participating in on-site installation work prior to issuance of a work permit and prior to installation.

4.2 Work Planning Requirements

A detailed work plan shall be required that includes, at a minimum:

a. Prerequisites: preparatory actions to be performed before work can be started and any administrative and physical requirements

b. Precautions: precautions that must be observed during performance of work

c. Identification for hold points and other monitoring

d. ESH work controls for mitigating identified hazards based on the following hierarchy, as practical:

i. elimination/substitution of hazards

ii. engineering controls

iii. administrative controls and work practices, and/or

iv. Personal Protective Equipment (PPE)

e. Operational limits imposed

f. Coordination of tasks

g. Special conditions for working alone

h. Scheduling, coordination, and notification

i. Changes impacting configuration management, and

j. Post Work Testing and Acceptance: guidance concerning post work testing to ensure proper completion of work and/or system readiness to return to service

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5 QUALITY ASSURANCE

The Contractor shall maintain and apply an effective QA program for the design, manufacture, and testing of all systems and equipment provided. The system shall comply with the requirements of the ISO-9001 Standard, “Quality Management System Requirements.” The Contractor shall supply the necessary documentation to demonstrate this compliance. Pre-award or post-award surveys may be required and shall be supported.

5.1 Quality Assurance Requirements (QA)

As set forth in BSA Form 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, 3.1.2, 3.2 to 3.22, 4.1, 4.2, 4.3, 4.4 as modified below, 4.5 as modified below, 4.6, 4.7, 4.7.1, 4.7.3, 4.10, 4.10.1, 4.10.2, 4.10.4, 4.13, 4.14 as modified below, 4.15, 4.16, 4.19, 4.34, and 4.39.

Clause 4.4: Manufacturing/Inspection/Test Plan is modified as follows: At the FDR, the supplier shall submit for the Buyer’s approval a Manufacturing/Inspection/Test Plan for the item(s) to be produced.

Clause 4.5: “Witness” points,…