A2. Statement of Work.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-PSG-SOW-001 Author: Jon Sandberg Effective Date: May 12, 2025 Review Frequency: N/A

SOW: HSR Injection Kicker +/- 30 kV Nanosecond Pulse Generator Revision: 00

STATEMENT OF WORK for the HSR Injection Kicker +/- 30 kV Nanosecond Pulse Generator

Quality Classification: A-3 Prepared By:

__________________________________________ Date: __________________ Jon Sandberg, Accelerator Systems Deputy Division Head

Reviewed By:

Don Bruno, Power Supplies Group Leader

Chuyu Liu, L3 Manager for Hadron Injector System

Marcel Romero, Procurement Liaison Engineer

Christina Sullivan, Quality Assurance Engineer

Charles Schaefer, ESH Manager

Approved By:

Vadim Ptitsyn, L2 Hadron Ring Manager

Joseph Tuozzolo, Technical Systems Division Director

Docusign Envelope ID: B8221A86-B1BB-4FA1-8300-1A59843B19A9

5/12/2025

5/12/2025

5/12/2025

5/15/2025

5/12/2025

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Docusign Envelope ID: B8221A86-B1BB-4FA1-8300-1A59843B19A9

REVISION HISTORY

Revision # Effective Date Summary of Change

00 5/12/2025 Initial Release

Table of Contents

LIST OF ACRONYMS

1 SCOPE

1.1 Background

2 APPLICABLE DOCUMENTS

3 REQUIREMENTS

3.1 Contractor Responsibilities

3.1.1 Technical Performance

3.1.2 Tooling/Fixtures/Test Equipment

3.1.3 Installation

3.1.4 Spare Parts/Special Tools

3.1.5 Materials

3.2 Engineering Design and Manufacturing Requirements

3.2.1 Detailed Design Requirements

3.2.2 Manufacturing, Inspection and Test Requirements

3.2.3 Acceptance Test Procedures (ATP)

3.3 Management

3.3.1 Program Plan

3.3.2 Progress Communications

3.3.3 Manufacturing/Inspection/Test Plan

3.3.4 Performance Reporting

3.4 Design Reviews

3.4.1 Preliminary Design Review Meeting

3.4.2 Final Design Review Meeting

3.5 Documentation and Data Management

3.5.1 Report/Documentation Format

3.5.2 Engineering Drawing Practices

3.5.3 Documentation Required for Fabrication/Production

3.5.4 Documentation Required Upon Completion of Factory Acceptance Testing and/or Site Acceptance Testing (at BNL)

3.5.5 Records

3.6 Software Requirements

3.6.1 Software Configuration Control

3.7 Environment, Safety and Health (ESH)

3.8 Marking and Serialization

3.9 Packaging

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

4.2 Configuration Management

4.3 Inspections and Test Requirements

4.4 Repairs

5 DELIVERABLES

6 SCHEDULE

7 VALUE ENGINEERING

LIST OF ACRONYMS

ABL As-Built Listing ANSI American National Standards Institute ASME American Society of Mechanical Engineers ATP Acceptance Test Procedure BNL Brookhaven National Laboratory BSA Brookhaven Science Associates COTS Commercial Off-The-Shelf EIC Electron-Ion Collider ESH Environment, Safety and Health

FDR

HSR

Final Design Review Hadron Storage Ring

NEC National Electric Code NFPA National Fire Protection Association NRTL Nationally Recognized Test Laboratory PDR Preliminary Design Review PO Purchase Order QA Quality Assurance SOW Statement of Work

HSR Injection Kicker +/- 30 kV Nanosecond Pulse Generator

1 SCOPE

This Statement of Work (SOW) will be the basis for the procurement of one dual-channel +/- 30 kV nano-second pulse generator capable of producing a 40 ns long pulses. This pulser will be used at the Electron Ion Collider (EIC) at Brookhaven National Laboratory (BNL) managed by Brookhaven Science Associates (BSA). This document outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

1.1 Background

The EIC Project will design, build, and install the accelerator hardware for a new electron storage ring, an electron injector, and modifications to the hadron ring required to produce an electron-ion collider and infrastructure. It will include one interaction region, with an allowance for a second, and one detector. The facility is designed to meet requirements to ensure high reliability and availability for the user program.

This +/- 30 kV pulser will be used to drive a 50 ohm strip-line kicker which will be used to inject a hadron beam into the EIC’s Hadron Storage Ring (HSR). There are stringent requirements for the rise and fall time of the pulse as well as the length and stability of its flattop as found in the associated “Technical Specification for the HSR Injection Kicker +/- 30 kV Pulse Generator”.

2 APPLICABLE DOCUMENTS

In the event of a conflict between the Technical Documentation and this SOW, the Contractor shall immediately notify the BSA Contractual Representative who will in each instance determine which document takes precedence and advise the Contractor accordingly. Failure to notify BSA of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance to all requirements.

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 award:

Document Number Document Title

EIC-PSG-SPC-002 Technical Specification for the HSR Injection Kicker +/-30kV Pulse Generator

BNL-QA-101 Brookhaven National Laboratory Supplier Quality Assurance Requirements

3 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions as defined in this Statement of Work, the Contractor shall be responsible for designing, manufacturing, inspecting, testing, and delivering, one +/-30kV Nanosecond Pulse Generator.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with this SOW, BSA technical specification EIC-PSG-SPC-002, and all referenced documents, the Contractor shall furnish all equipment, materials, tools, facilities and labor to perform the work necessary to manufacture and test the +/-30kV Nanosecond Pulse Generator.

The Contractor shall ensure that the resultant design & finished product meets the performance parameters and criteria in accordance with BSA specification EIC-PSG-SPC-002 and all other referenced documents.

3.1.2 Tooling/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 meet the requirements of this SOW and the referenced technical specification(s).

3.1.3 Installation

BSA will be responsible for the installation of the equipment at BNL.

3.1.4 Spare Parts/Special Tools

If any special tools are required to install or maintain this equipment they shall be supplied by the Contractor. The Contractor shall supply a list of recommended spare parts to BSA.

3.1.5 Materials

The Contractor shall have an effective storage and age control system for items where acceptability is limited by the age or manner of storage of the item.

3.2 Engineering Design and Manufacturing Requirements

3.2.1 Detailed Design Requirements

3.2.1.1 Preliminary Design Review (PDR) Report

The Contractor shall be responsible for providing a PDR report that reflects the state of the developed design. The PDR report shall consist of the following items to be addressed in detail and supported by preliminary calculations that shall be presented at the PDR for review and approval.

• Detail drawing showing the dimensions of the pulse generator

• Drawing showing the output connection of the generator

• Simulation of output pulse into a 50-ohm load

• Expected weight of the unit

• Production Schedule with milestones

• Preliminary description of Factory Acceptance testing

3.2.1.2 Final Design Review (FDR) 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 to develop the overall design of the Equipment in accordance with the applicable specifications and supporting documents as identified herein. The Contractor shall perform the tasks listed below, with the results to be included in the Final Design Review Report for review and approval in writing by

BSA.

• General information

• Summary of significant changes since the PDR

• Detailed design information, including drawings, parts lists, and schematics o Final drawing showing physical dimensions of the pulse generator o Final drawing showing connection of the pulse generator to the output cable o Listing of front panel monitoring points o Final list of proposed Factory Acceptance Tests

• Manufacturing Planning

• ESH

3.2.1.3 Approval to Proceed

BSA must approve in writing the Final Design Review Report, including any modifications introduced at the Final Design Review, before the Contractor proceeds with ordering of material and components. Ordering of long-lead-time materials and components prior to the approval of the Final Design Review Report must be reviewed and approved in writing by BSA.

3.2.2 Manufacturing, Inspection and Test Requirements

The pulse generator is to be fully assembled and tested in the manufacturer’s facility. Any parts subcontracted out to other manufacturers shall be identified so that BNL may obtain spare parts as required.

3.2.3 Acceptance Test Procedures (ATP)

The Contractor shall provide an ATP that is in accordance with this SOW, BSA Technical Specification EIC-PSG-SPC-002, and all referenced documents noted herein. The ATP must be approved in writing by BSA prior to use. The ATP shall ensure that all test requirements as defined in the Specification are achieved.

• Tests shall be performed at the Contractor facility to ensure that all requirements of the associated technical specification are met.

• Both channels of the pulse generator shall be operated at 1 Hertz repetition rate into a 50-ohm load for eight hours to demonstrate long term stability.

• BNL reserves the right to witness the acceptance testing at the Contractors facility.

The contractor shall give BNL two working weeks’ notice of the scheduled acceptance testing date.

3.3 Management

3.3.1 Program Plan

Within 2 weeks after award of contract, the Contractor shall deliver a detailed program plan which includes a milestone schedule defining the design validation, manufacturing, inspection, testing, and shipping phases of the project in sufficient detail to allow regularly scheduled progress monitoring.

3.3.2 Progress Communications

Within 4 weeks after award of contract, biweekly technical and progress telecommunications program 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, presentations of analysis or testing results, design reviews, value engineering, troubleshooting, material status, tooling status, and manufacturing issues.

3.3.3 Manufacturing/Inspection/Test Plan

A manufacturing/inspection/test plan shall be developed which identifies the manufacturing processes required to complete all efforts as identified in this SOW. The plan shall be submitted for review and approval by BSA within 4 weeks after award of contract and a minimum of sixty

(60) calendar days prior to the performance of work.

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 include manufacturing, inspection, and test steps including identification of critical manufacturing operations and parts/subassemblies 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 clearly detailing progress through the prior month with respect to the program. This shall include milestone charts, detailed progress, open items, problems, recommended solutions, and risk mitigation.

3.4 Design Reviews

3.4.1 Preliminary Design Review Meeting

A PDR meeting shall be held in accordance with the schedule set forth in section 6 herein, to ensure compliance 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 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/or 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, both of which shall be submitted within ten (10) working days of the PDR for subsequent review and written approval by BSA.

3.4.2 Final Design Review Meeting

An FDR meeting shall be held in accordance with the schedule set forth in section 6 herein, to ensure compliance with this SOW, applicable specifications, interface control drawings, and to obtain BSA approval to proceed to the production phase. The Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft FDR 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 to be held at BNL or in video conference format and shall cover all pertinent issues relating to the final detailed design of the Equipment. The Contractor shall be responsible for maintaining and submitting minutes of the FDR meeting 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 the Equipment.

Upon written approval of the FDR report 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.

3.5 Documentation and Data Management

3.5.1 Report/Documentation Format

All reports submitted shall include an introduction, body of the documents, and a conclusion.

Large documents shall include a table of contents. For calculations, equations shall be shown with values defined for each variable, so the analysis can be reviewed. Diagrams shall be included for clarity and labels shall be consistent with design drawings for specific items, such as vessel penetrations. All documentation provided by the Contractor shall be in English.

The Contractor shall provide an electronic copy (BSA-identified FTP, DVD or USB data storage device) of all documentation required by this SOW. Contractor manufacturing drawing Computer- Aided Design files of all components and assemblies shall be in one of these formats: STP, SAT, IGES, IAM, or IPT.

3.5.2 Engineering Drawing Practices

All Contractor-generated engineering drawings shall be in accordance with ASME Y14.100, Engineering Drawing Practices. All dimensions and tolerances shall be U.S. Customary units with metric (SI) units as a secondary notation.

3.5.3 Documentation Required for Fabrication/Production

Prior to fabrication a drawing showing the physical dimensions of the pulse generator shall be approved by BNL. The drawing shall show all front panel meters, switches monitoring points, grounding points, and input and output cables.

3.5.4 Documentation Required Upon Completion of Factory Acceptance Testing and/or Site Acceptance Testing (at BNL)

After factory acceptance testing an operation manual of the pulse generator shall be provided by the Contractor. It shall include the results of all factory testing and a listing of all critical adjustments the pulse generator may need such as potentiometer settings or important test point values

3.5.5 Records

The Contractor shall retain objective evidence, including records, of the inspections and tests performed during manufacturing, testing, inspecting, preserving, packaging, and preparation for shipment of procured items. These records shall be made available to BSA for review upon request.

These records shall be maintained for a minimum of five (5) years, unless otherwise specified in the procurement documentation, after the completion of the Purchase Order (PO)/Contract.

3.6 Software Requirements

All control software provided under this Contract shall be subject to review and approval by BSA.

Source code shall be included with the deliverables.

3.6.1 Software Configuration Control

The Contractor shall have and maintain an effective software configuration management system.

The Contractor's system shall establish requirements for placing software under configuration control and provide for the positive identification of software and the control of all software baseline changes.

3.7 Environment, Safety and Health (ESH)

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

• Electrical Safety All electrical equipment, material, and systems delivered to BNL shall be certified, listed, or labeled by a Nationally Recognized Testing Laboratory (NRTL). The CE mark is NOT a recognized NRTL certification mark. (For a listing of OSHA-recognized NRTLs, refer to http://www.osha.gov/)

For electrical equipment, material, and systems which are not NRTL listed, the Supplier shall determine the equipment to be safe for its intended use. The determination must be made on the basis of test data. The determination and test data documents shall be made available to BSA prior to or upon delivery for review and acceptance by the applicable BSA Authority Having Jurisdiction (AHJ).

All electrical connections ≥50 volts shall be covered to comply with UL 508 so that all uninsulated charged surfaces protect workers from the hazards of electrical shock. Plexiglas® is not allowed; Lexan® may be used. Electrical insulation must be Low Smoke, Zero Halogen and Fire Retardant.

3.8 Marking and Serialization

Where labeling is required, the position of serialization and/or labeling of the identification number/nameplate shall be agreed upon between the Contractor and BSA prior to acceptance of final design.

3.9 Packaging

In preparation for shipping, the pulse generator shall be covered or wrapped for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The pulse generator shall be properly braced and cushioned within the packing so that it will not shift during handling and shipment. The method of shipping will be specified by BSA one month prior to delivery. The container shall be appropriately labeled with the listing of contents, destination, gross weight, location of center of gravity, Purchase Order/Contract number, and contact information.

Each container shall have G-force shock indicators. Each container shall be palletized and include provisions to permit access for a forklift to lift the container.

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

The Contractor shall maintain and apply an effective and documented quality assurance system for the design, manufacture, and testing of all equipment provided. The system shall meet the requirements of the ISO-9001 Standard, “Quality Management Systems Requirements”, and shall provide the processes to ensure that each component produced for acceptance conforms to the requirements of this document and the applicable technical documentation. The Contractor shall supply the necessary documentation to demonstrate this compliance. Post-award surveys may be required and shall be supported by the Contractor. In addition, BSA representatives shall have access to the Contractor’s facility during agreed-upon fabrication, inspection and testing processes.

The Contractor shall provide ten (10) working days’ notice in advanced of the agreed-upon witness points.

As set forth in BSA Form BNL-QA-101, “Brookhaven National Laboratory Supplier Quality Assurance Requirements,” as amended herein, forms a part of this SOW. Specifically, this includes the following sections: 1, 2, 3, 3.1, 3.1.2, 3.1.4 , 3.2 to 3.8, 3.21, 3.22, 4.0, 4.1, 4.2, 4.3 , 4.4 , 4.4.1, 4.4.2, 4.4.3, 4.5, 4.6, 4.7, 4.7.1, 4.10, 4.10.1, 4.10.2, 4.10.3, 4.10.4, 4.11, 4.13, 4.14, 4.16, 4.18, 4.18.4, 4.19, 4.21, 4.34, and 4.39.

BNL-QA-101 Section 2.0 Definitions use the terms Buyer and Seller. In the context of this SOW Buyer is referred to as “BSA” and Seller is referred to as “Contractor”.

BNL-QA-101 Clause 4.5 “Witness Points” is amended to require the contractor to provide BSA with ten (10) working days’ notice in advance of reaching such witness points during the manufacturing and test cycle of each item and that the BSA Technical Representative shall review and provide written approval prior to shipment.

BNL-QA-101 Clause 4.39 “Records” is amended to require the Contractor to maintain records for a minimum of five (5) years.

4.2 Configuration Management

The Contractor shall establish and maintain a configuration control system to ensure that all end items are of the proper configuration, and that all approved configuration changes are incorporated at the specified effectivity points. 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.

The Contractor shall immediately notify the BSA Contractual Representative of any significant changes (those that may affect form, fit, function, reliability, safety, or interchangeability) in design, fabrication methods, material or processing.

For changes in configuration, a request for change approval shall be submitted to BSA for consideration. Changes in configuration may be made by the Contractor only with the written approval of BSA.

4.3 Inspections and Test Requirements

Unless otherwise specified in the PO/Contract, the Contractor shall be responsible for the performance of all inspections and tests specified herein. Except as otherwise specified in the PO/Contract, the Contractor shall utilize facilities suitable for the performance of the inspection and test requirements, specified herein, which are acceptable to BSA. BSA reserves the right to re-perform any of the inspections and/or tests set forth in this document or referenced specifications where deemed necessary to ensure that Equipment conforms to prescribed requirements at no cost to the Contractor. BSA and/or their representative shall have the option to witness all of the tests defined in this SOW.

The systems shall be tested by the Contractor at the Contractor’s facility, the Contractor’s subcontractor’s facility, or a pre-approved BSA collaborator prior to shipment, using an ATP (as noted in section 3.2.3) generated by the Contractor and approved in writing by BSA. BSA or its designee retains the right to witness all testing. Final acceptance of the units shall take place following the successful completion of final testing at BNL. The time period for the final testing at BNL shall be within 90 days after receipt of the unit at BNL.

4.4 Repairs

If failures occur or repairs are required to an assembly or any component during manufacturing or testing that affects form, fit, function, reliability, safety, or interchangeability, the process shall stop and BSA shall be immediately notified. BSA at their discretion may ask for retesting, additional review and evaluation to determine root causes, analyses of failure modes(s) or proposals for repair. Proposals for repair shall include adequate information for evaluating the repair, testing the effectiveness of the repair, and methods to prevent damage to the existing work.

No proposed repair shall be initiated without approval of BSA. No repair shall be considered successfully accomplished without inspection and written approval by BSA. All repairs shall be at the expense of the Contractor. In addition, the Contractor shall not use nonconforming materials via use-as-is disposition without written approval of BSA.

5 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due BSA Approval

1 Program Plan 2 weeks after award of contract Yes

2 Technical and Progress Reporting 4 weeks after award of contract/ bi-weekly thereafter No

3 Performance reports 5th of each month after receipt of Program Plan No

4 Manufacturing/Inspection/Test Plan 4 weeks after award of contract Yes 5 Draft Preliminary Design Review Report 4 working days prior to PDR Yes 6 Final Preliminary Design Review Report 6 working days after PDR Yes 7 Draft Final Design Review Report 10 working days prior to FDR Yes 8 Final Design Review Report 10 working days after FDR Yes 9 BSA review of pulse generator test data 16 weeks after award of contract Yes 10 End Item Documentation 18 weeks after award of contract Yes 11 Delivery of Equipment 18 weeks after award of contract Yes

6 SCHEDULE

The following schedules are for planning purposes only. Schedule requirements set forth in the Contract will take precedence.

Milestone Calendar weeks after award

Preliminary Design Review 2 Final Design Review 4 Delivery of End Item Documentation 18 Delivery of Equipment to BNL 18

7 VALUE ENGINEERING

The Contractor is encouraged to make recommendations for changes that might lead to an improvement in performance, reliability, quality, safety, or reduction in cost. Simplicity in design and manufacture and an improvement in the performance and reliability beyond the requirements of this specification are objectives which shall be considered in the production. Where it appears a substantial improvement in simplicity of design, performance, reliability will result from the use of materials, parts and processes other than those specified, it is desirable that their use be investigated. When investigations point to advantages that may be realized, the recommendation for change shall be presented to BSA for review.