AL-1803-2752A.pdf
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- Attached to
- Small Angle X-Ray Scattering Flight Tube
- Solicitation number
- BZ-2025-08
- Issued by
-
Department of Energy
About this file
This document is a Statement of Work (SOW) for a Small Angle X-Ray Scattering (SAXS) Flight Tube project for the Advanced Light Source (ALS) at Lawrence Berkeley National Laboratory (LBNL). The SOW details the comprehensive requirements for designing, manufacturing, testing, and installing a flight tube to be integrated into beamline 12.3.1, which will house a vacuum-compatible detector capable of translating along X, Y, and Z axes.
The project requires the subcontractor to provide a complete design and fabrication solution, including preliminary and final design reports, factory acceptance testing, documentation, shipping, and on-site installation support. Key deliverables include CAD models, as-built documentation, instruction manuals, and quality assurance documentation. The project timeline spans approximately 73 weeks, with critical milestones including design reviews, fabrication, testing, and final installation. The subcontractor will be responsible for comprehensive quality control, deviation management, and providing technical support up to one year after delivery. The contract is issued under the Department of Energy's prime contract with LBNL and involves detailed technical specifications for a precision scientific instrument component.
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| File | Type | Posted |
|---|---|---|
| BZ-2025-08 QAv3.pdf | ||
| RFP BZ-2025-08 v2.pdf | ||
| BZ-2025-08 QAv2.pdf | ||
| LBNL_Cover.MOV | MOV file | |
| BZ-2025-08 QA.pdf | ||
| 3D CAD Model.zip | ZIP file | |
| RFP BZ-2025-08.pdf | ||
| Rep Cert Form.docx | DOCX document | |
| GP-Commercial Domestic.pdf | ||
| AL-1803-2751A.pdf | ||
| Sample Subcontract.docx | DOCX document | |
| GP-Commercial Foreign.pdf | ||
| Insurance Cert Instructions.pdf |
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Text version
AL-1803-2752
Statement of Work:
SAXS Flight Tube for the 12.3.1 Endstation
Table of Contents
1. REVISION HISTORY
2. TECHNICAL CONTACT
3. APPROVALS
4. ABBREVIATIONS AND ACRONYMS
5. APPLICABLE DOCUMENTS
6. INTRODUCTION
7. SCOPE OF WORK
7.1. LBNL Scope responsibility
7.2. Subcontractor scope responsibility
7.2.1. Included scope
7.2.2. Excluded scope
7.2.3. Additional scope options
8. ROLES AND RESPONSIBILITIES
9. DELIVERABLES AND SCHEDULE
10. MANAGMENT
10.1. Kick-off meeting
10.2. Reporting/Communication requirements
10.3. Documentation requirements
10.4. Reviews
10.5. Control points
11. FABRICATION
12. FACTORY ACCEPTANCE TESTING(FAT)
13. FINAL DOCUMENTATION PACKAGE
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Downloaded by: Simon Adrian Morton at March 26, 2025 17:27:15
14. SHIPPING
15. INSTALLATION AND COMMISSIONING
16. AFTER SUBCONTRACT CLOSEOUT
17. QUALITY ASSURANCE
17.1. Quality reporting requirements
17.1.1. Subcontractor Quality program
17.1.2. FEA
17.1.3. Deviation requests
17.1.4. NCR
17.2. Preliminary QAP
17.3. FATP
17.4. Instruction manual(s)
18. STANDARDS AND CODES
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1. REVISION HISTORY
Rev. Revision Date Sections Affected Description of Change
A 03/13/2025 All Initial draft
2. TECHNICAL CONTACT
Simon Morton SAMorton@LBL.gov
3. APPROVALS
The following individual(s) shall approve this document:
Approver Project Role
Simon Morton Technical lead
Greg Hura Project lead
4. ABBREVIATIONS AND ACRONYMS
12.3.1 The existing beamline 12.3.1 at the Advanced Light Source, LBNL 6M DECTRIS PILATUS®3 X 6M x-ray detector 9M-V DECTRIS EIGER 2 X 9M-V vacuum compatible x-ray detector ALS Advanced Light Source CAD Computer-Aided Design DEF Requirements definition ESD Engineering Specifications Document AL-1803-2751 FAT Factory Acceptance Test FATP Factory Acceptance Test Plan FATR Factory Acceptance Test Report FDR Final Design Review FDPR Final Documentation Package Review FEA Finite Element Analysis FEM Finite Element Model FT Flight tube H Height dimension HP Hold Point ID Identification KB Kirkpatrick–Baez mirror pair LBNL Lawrence Berkeley National Laboratory MIM Minimum incremental motion NA Not Applicable ci al ly R el ea se d to th e
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NCR Non-Conformance Report NP Notification Point NTP Notice To Proceed NRTL Nationally Recognized Testing Laboratory PDR Preliminary Design Review RE Responsible Engineer S&A Survey and Alignment SAXS Small Angle Xray Scattering SFT SAXS flight tube SOW Statement Of Work AL-1803-2752 V. Version number W Width dimension W Witness
Additionally, the term “subcontractor” is used throughout this document to refer to the subcontractor/seller. All procurement awards are subcontracts of the University’s Prime Contract
No. DE-AC02-05CH11231 with the U.S. Government, represented by the Department of Energy, for management and operation of LBNL.
5. APPLICABLE DOCUMENTS
This section identifies applicable documents that are considered to be a part of this document.
All information contained in an applicable document shall be valid to the full extent, unless specifically noted within this document.
Number Rev. Title
27K813 C HEYS NEST FIDUCIAL POST
29G678 A COMPACT FIDUCIAL POST
1.2.4 Technical Specifications DECTRIS PILATUS®3 X 6M
1.8.3 Technical Specifications DECTRIS EIGER®2 X 9M-V
AL-1803-2751 A
Engineering Specifications Document: SAXS Flight Tube for 12.3.1 Endstation
AL-1265-6612 B ALS-U Build to Specification CAD Model and Drawing Requirements
6. INTRODUCTION
The purpose of this document is to define the design and production work required to provide of a new SAXS Flight Tube (SFT) to be installed within the existing beamline 12.3.1 experimental hutch. The required work shall include project management, design to specification, analysis, fabrication, testing, delivery, quality assurance activities, and onsite instalation assistance, as set forth herein and in the accompanying documents.
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The SAXS Flight Tube is intended to house a vacuum compatible SAXS detector and to translate it along the X, Y and Z directions within vacuum as described in the accompanying “Engineering
Specifications Document: SAXS Flight Tube for 12.3.1 Endstation”.
7. SCOPE OF WORK
The full scope of work is a build-to specification of the FT which is defined and fully specified in the accompanying Engineering Specifications Document. This scope shall include everything from preliminary design through build, delivery, testing, and installation on beamline 12.3.1 of the ALS.
7.1. LBNL Scope responsibility
LBNL scope responsibility shall include
• Specification of the FT
• Sign-off on completion of all subcontractor deliverables
• Approval of subcontractor-suggested changes to specifications, design, and scope for developing and producing the FT
• Seismic anchoring between the bottom of the FT support structure and the ALS experimental floor
• Sign-off on final subcontract completion with the subcontractor
7.2. Subcontractor scope responsibility
7.2.1. Included scope
The scope of supply shall include
• Design of a FT that meets all LBNL specifications
• Documentation to show that all specifications are met
• Communicating any changes of specification, design, scope, or deliverable timelines to LBNL for approval
• Production, build, integration, and testing of the FT
• Generating deliverable documents for LBNL approval as defined by the schedule agreed upon by LBNL and the subcontractor
• Regular brief status updates to LBNL
• Delivering the FT system to LBNL without damage to the system in transit
• Assistance with installation of the FT at beamline 12.3.1 of the ALS
• Final handoff of CAD models and drawings to LBNL ci al ly R el ea se d to th e
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7.2.2. Excluded scope
The SAXS detector shall be excluded from the scope of supply. In the absence of a detector a dummy mass representing it shall be required for FAT.
7.2.3. Additional scope options
The subcontractor shall provide quotations for the following optional packages as part of the FT bid package. LBNL may select none, one, or both packages for purchase in addition to the FT.
Package 1.
All additional vacuum hardware required for full operation of the FT. This should include suitable pumps as required for roughing, sustaining baseline vacuum requirements with minimal vibration, vacuum gauges sufficient to cover the range from atmospheric pressure to baseline vacuum, and cables.
Package 2.
Suitable motor controllers or drivers and cables required to connect said controllers or drivers to the FT, (length of said cables shall exceed 5m). the controllers shall be addressable in EPICS via an ethernet connection.
8. ROLES AND RESPONSIBILITIES
For the purposes of this document the terms University and LBNL may be used interchangeably.
Two individuals will be identified in the awarded subcontract: a University Procurement Specialist and a University Technical Representative. The named university personnel are responsible for the subcontract administration from award initiation through the receipt and acceptance of the purchased item.
University Procurement Representative – See subcontract for details.
University Technical Representative – See subcontract for details.
The selected subcontractor is required to identify a project manager to act as the single point of contact at the subcontractor. The project manager interfaces directly with the University Technical
Representative for technical, programmatic, and schedule items.
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9. DELIVERABLES AND SCHEDULE
The subcontractor shall deliver the items as summarized in Table 1. It is LBNL’s expectation that as a final action, the subcontractor will print out Table 1 and check each line item as part of the subcontract closeout. The schedule information in Table 1 is indicative and intended for initial planning purposes, with the final negotiated milestones and schedule to be incorporated into the subcontract.
Table 1: Indicative schedule for 12.3.1 Flight Tube Project
Line Item Description Weeks Weeks
ARO*
Subcontract Award Project start 0
Initial subcontractor ESD Re-assessment
Review ESD and technical content 1 1
Initial Project Meeting Discuss ESD, determine project schedule
1 2
Preliminary Design Report (PDR) Subcontractor supplied report of design solution/concept to meet specifications
10 12
ALS PDR Review of PDR/Approval to Proceed 1 13
Final Design Report (FDR) Document to be provided to ALS for review
15 28
ALS FDR Review of FDR/Approval to Proceed 2 30
Fabrication of Mechanical
Systems
Subcontractor fabrication. 26 56
Integration of Mechanical
Systems
Assembly and testing at subcontractor facility
3 59
Factory Acceptance Tests At subcontractor 2 61
Final Documentation Package
(FDP)
Document to be provided to ALS for review
2 63
ALS FDPR Review of FDPR/Approval to Ship 1 64
Ship to ALS Item in transit to ALS 4 68 ci al ly R el ea se d to th e
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10. MANAGMENT
The subcontractor shall provide all supervision, labor, materials, tools, testing equipment, and all other services to meet the requirements of this subcontract.
10.1. Kick-off meeting
Upon award of the subcontract, the LBNL technical representative will contact the selected subcontractor to set up a project kick-off meeting.
The subcontractor shall:
Present its organization and management, core competencies, experience in supplying FT systems, operation capabilities and the team assigned to this project
Present the initial schedule
LBNL shall:
Present the project overview, the key characteristics, and the project schedule
Establish the requirements for communication
Present the LBNL portal that will be used for data exchange and train the subcontractor in its use as described in section 10.3.
10.2. Reporting/Communication requirements
The subcontractor shall assign a person responsible for the technical execution of the subcontract and its follow-up, as well as a person responsible for the commercial follow-up, throughout the duration of the subcontract. They shall be able to communicate in English.
LBNL reserves the right to visit the production site(s) to witness activities. In that situation, LBNL will coordinate with the subcontractor prior to the visit.
Installation and Testing at the ALS Subcontractor unpacking, assembly, installation, on-site testing
3 71
Final Acceptance/Closeout All documentation provided 2 73 ci al ly R el ea se d to th e
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The subcontractor shall conduct biweekly phone calls with the LBNL Technical Team responsible for the technical execution of the subcontract. In addition, the subcontractor shall send a progress report monthly, to be submitted by the 5th of each month. The report shall include:
Actual progress in comparison with the schedule
Issues encountered and solutions proposed
Information about any risks in failing to fulfil the requested quality or schedule
Other reports or data as requested by LBNL
Action item tracking
10.3. Documentation requirements
Upon subcontract award, a Windchill Project portal will be established by LBNL and access provided to the subcontractor. Windchill will be used as the repository for all documentation, QA data, certificates of conformance, test results, models, and drawings.
An electronic copy of all required documentation noted in this document is required and shall be transmitted to LBNL via the designated Windchill portal in a mutually agreed format. LBNL document AL-1265-6612: ALS-U BUILD TO SPECIFICATION CAD MODEL AND DRAWING
REQUIREMENTS, identifies the acceptable file formats and requirements for the final drawings and CAD models.
The subcontractor shall comply with professional and/or LBNL’s standards/codes in matters of document editing, design/drawing process, design reviews and approval, naming conventions and tagging, quality assurance/control, etc. The subcontractor may propose other design standards, subject to prior written approval by LBNL. LBNL reserves the right to disallow the use of certain codes or norms.
10.4. Reviews
The LBNL Technical Representative will work with the subcontractor to establish an appropriate timeline and location for all reviews. At the discretion of LBNL the PDR and FDR may be conducted at either the subcontractor’s or the LBNL sites, or via web/video conference tools. External, non-
LBNL reviewers may be included with 5 days advance notification to the subcontractor. The following reviews are required:
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PDR: One week after receipt of the preliminary design report by LBNL, the subcontractor will organize a technical review. The review shall cover the proposed solutions to all specifications and requirements included with the ESD.
FDR: Two weeks after receipt of the final design package by LBNL, the subcontractor will organize a technical review. The review shall cover all deliverable items included in the final design package.
FDPR: Two weeks after receipt of the final documentation package by LBNL, the subcontractor will organize a review. The review shall cover all deliverable items included in the final documentation package and confirm that any issues identified during the FAT have been addressed satisfactorily prior to granting approval for shipping.
10.5. Control points
NP: The subcontractor shall notify LBNL before proceeding to an activity at least 3 weeks in advance. LBNL reserves the right to visit the production site(s) to witness the activity. NP’s do not affect the schedule.
W: LBNL shall (at its discretion) visit the production site(s) to witness the activity. The activity shall not be performed without either a LBNL representative or a written NTP. The subcontractor shall notify LBNL before proceeding to the activity at least 3 weeks in advance. If LBNL delivers an NTP, the subcontractor may proceed with the activity.
HP: The subcontractor shall not proceed beyond a HP without a written NTP. LBNL shall notify the subcontractor 2 weeks after completion of activities marked with HP:
If LBNL delivers an NTP, the subcontractor may proceed with the following activity
If LBNL rejects the deliverables of the activity marked with HP, the subcontractor shall propose a recovery plan within 2 weeks from the date of the rejection.
Table 2 lists all activities with a NP, W or HP.
Table 2. List of control points
Control points Activity If HP, HP FDR Cannot proceed to procurement and fabrication
W FAT
HP FDPR Cannot proceed to shipping
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11. FABRICATION
After receipt from LBNL of the NTP beyond FDR, the subcontractor may initiate the material procurement and fabrication activities. The subcontractor shall have a thorough knowledge of several technologies, including but not limited to precision engineering, vacuum and pressure, machining and welding.
12. FACTORY ACCEPTANCE TESTING(FAT)
The subcontractor shall give at least three-weeks’ notice of any FAT date to allow the necessary travel arrangement to be made. The subcontractor must prepare a FATP plan as described in section 17.3 and receive LBNL approval of said FATP before proceeding with the FAT.
Factory Acceptance Tests (FATs) shall include measurements of the following performance metrics:
• Demonstration of detector’s range of motion along all degrees of freedom.
• Demonstration of required axis speed for detectors.
• Motion control, encoder, and sensor performance.
• Validation of hardstops by direct collision as detailed in the ESD.
• Safety features working as designed.
• Accuracy and repeatability measurements of the FT.
• Natural frequency and vibration amplitudes of FT.
• Demonstration of any thermal compensation control strategies (if applicable) given that the SFT is subjected to variations in ambient temperature.
• Verification that the system can hold vacuum for 1 hour at 10-3 Torr or below.
The FAT results shall demonstrate that all applicable specifications described in the ESD have been met. All instruments used in the FATs shall be listed by measurement technique along with their calibration certification, range, and resolution. All tests shall be properly recorded on test certificates and the results submitted to the LBNL document portal. These reports shall contain the signature and title of the authorized representative of the agency performing the tests and shall be approved by Supplier Quality Assurance. The data submitted shall also be transmitted in electronic PDF format to the LBNL technical representative. Any non-conformances resulting from the testing process shall be reported in writing within 72 hours of discovery, using the procedure outlined in section 17.1.4.
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13. FINAL DOCUMENTATION PACKAGE
Following the fabrication phase, the subcontractor shall deliver the final documentation package, which shall include:
As-built parametric CAD models and drawings, each in mutually agreeable electronic formats, as documented in AL-1265-6612.
As-built BOM
All third-party OEM manuals
Any required software including the software itself and all associated documentation including, manuals, installation routines, library definitions, hardware requirements, networking requirements, etc.
Quality Assurance Documents for the completed systems, including a list of materials used and their descriptions, copies of material certificates, and details of all quality control checks and intermediate test results.
List of modifications made to the final design file
Documentation related to all control points
Deviation requests per Section 17.1.3
NCR per Section 17.1.4
Completed and signed QAP per Section 17.2
FATR per Section 17.3
Shipping plan per Section 14.
One week after receipt of the final documentation package by LBNL, the subcontractor shall organize the FDPR. The review shall cover all deliverable items included in final documentation package.
LBNL reserves the right to perform an evaluation of hardware, documentation, and shipping methods at the subcontractor’s production site prior to authorizing shipment.
14. SHIPPING
After receipt from LBNL of the NTP beyond FDPR, the subcontractor may initiate the shipping activities in accordance with the requirements identified in the subcontract. The subcontractor ci al ly R el ea se d to th e
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shall be responsible for shipping all items to LBNL. The subcontractor shall submit a shipping plan in the final documentation package. It shall include detailed information about the packaging, the crates or other containers and the marking, in accordance with the following requirements:
- The shipping containers shall be reusable (e.g. 4-panel hinged crates)
- All shipping container materials shall meet or exceed the quality standards for Wood
Groups II, III, or IV per ASTMD6199
- The shipping containers shall have markings that clearly indicate tie-downs, lifting points, mass or weight, and center of gravity
- The shipping containers shall have markings that clearly indicate the presence of any fragile contents
- The subcontract information and the ALS beamline 12.3.1 Flight Tube label shall be attached to the exterior of the shipping container
- The shipping containers shall have soft-adhesive shock indicators (e.g. Shockwatch®) inside and outside
Shipping shall comply with any regulations, in particular with customs. Damage incurred during shipment shall be the responsibility of the subcontractor to correct.
15. INSTALLATION AND COMMISSIONING
The installation documentation (e.g. assembly and test procedures), schedule and team shall be well defined to guarantee a safe and orderly handover of the items to LBNL. LBNL shall plan, organize and execute commissioning. The subcontractor shall provide assistance as needed. The commissioning process will include three steps:
Mechanical installation: Unpack, complete mechanical assembly, inspect, align, and test all components. Any deficiency will be noted and shall be rectified by the subcontractor before moving into the second step.
Vacuum testing: pump down to required base vacuum. Testing of all systems under vacuum conditions. Any deficiency will be noted and shall be rectified by the subcontractor before moving onto the third step.
OSAT LBNL should repeat all FAT 4 weeks after installation of the FT.
After commissioning, if LBNL rejects deliverables, the subcontractor shall propose a recovery plan within 2 weeks from the date of the rejection.
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The subcontractor shall send representative(s) to LBNL. The representative(s) providing onsite support shall be qualified to plan, organize, and execute the installation and commissioning, including, mechanical completion and OSAT. The representative(s) shall also be capable of troubleshooting if a problem is detected. At the end of OAST, all functionalities of the FT shall have been controlled, and LBNL shall be in agreement that the test results are consistent with the
FATR.
16. AFTER SUBCONTRACT CLOSEOUT
If needed, the subcontractor shall provide remote assistance in planning, installation, troubleshooting and maintenance of the FT up to one year after delivery at LBNL.
17. QUALITY ASSURANCE
17.1. Quality reporting requirements
17.1.1. Subcontractor Quality program
The subcontractor shall maintain and apply an effective QA program for the design, manufacture, testing of all systems and equipment provided. Post-award surveys may be required and shall be supported.
17.1.2. FEA
The subcontractor’s analysts shall abide by the LBNL FEA QA process. It requires two steps:
Reporting: The analysts shall report its analysis using the FEA engineering note template AL-1502-
6480 provided by LBNL, or an equivalent template, which promote exchange and best practices.
The report audits the geometries, the materials, the mesh, the parameter loads, and the results and acceptance criteria. The report shall provide all relevant information so that LBNL can fully understand and assess the study. In addition to written reports, the analysts shall prepare technical presentations for FDR.
Archiving: The archives should be self-explanatory and include all files and FEM used by the analysts. The analysts shall strive to document all files and FEM, for example “README” files may encompass configuration, installation, operating or troubleshooting instructions if deemed necessary. Finally, the analysts shall gather all files in one folder, zip it and import it in Windchill as indicated by LBNL.
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17.1.3. Deviation requests
Any deviations from the dictating LBNL documents must be requested by the subcontractor and approved by LBNL prior to implementation. LBNL will provide a standard deviation request form however, a subcontractor’s existing or internal document may be utilized with LBNL approval.
Deviation requests apply to requests to modify processes or documented drawings. Deviation requests DO NOT apply to hardware that is built and does not conform to the specification.
17.1.4. NCR
A NCR provides a summary for products or procedures which do not conform to the defined requirements. NCR may be determined and reported by either the subcontractor or LBNL staff.
LBNL will provide a standard NCR form however, a subcontractor’s existing or internal document may be utilized with LBNL approval. NCR are to be submitted to LBNL within 3 business days of the identification.
NCR apply to hardware that is built and does not conform to the specification(s). LBNL will provide a written disposition establishing a path forward for each nonconformance. No operations may be performed on the nonconforming item without LBNL’s written disposition or approval to proceed.
17.2. Preliminary QAP
The subcontractor shall include in the final design file a preliminary QAP. The requirements of
ISO 90001:2000 (or any subsequent release) may be considered as guidelines. The preliminary
QAP shall include:
- Manufacturing plan that includes, at a minimum, procedures and standards used by the subcontractor for:
- Material procurement
- Fabrication, cleaning, joining, handling and packaging of vacuum components
- All WPS and supporting WPQR demonstrating compliance with weld quality level
D per ISO 5817 or another equivalent standard.
- Control plan that includes procedures and standards used by the subcontractor for controlling items of the manufacturing plan
- FATP per Section 17.3 ci al ly R el ea se d to th e
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- Instruction manual per Section 17.4
17.3. FATP
The subcontractor shall provide an FATP which shall be submitted to LBNL for written approval by
ALS-U Quality Assurance. This FATP shall consist of a plan in the subcontractor’s format, specifying multiple FAT. It shall:
• Contain the primary objectives of the tests, derived from the requirements listed in the
ESD
• Present the components, subassemblies, and assemblies that will be tested
• Identify and describe, with photographs, the areas and measurement equipment that will be employed
• Describe the configuration of the test units
• Present documentation/methods for reporting test results
17.4. Instruction manual(s)
The instruction manual(s) shall include:
• General description of the FT
• Safety instructions
• Essential electrical, network, and motion control system instructions
• Instructions to unpack, complete mechanical assembly, inspect and test all components
• Instructions to install and replace the detector
• Instructions to align the FT
• Instructions for general maintenance and troubleshooting
18. STANDARDS AND CODES
Documents listed in this section are considered reference documents that can be used to better describe, clarify intent, or provide information where the information was obtained from.
Number Title
ASTMD6199
Standard Practice for Quality of Wood Members of Containers and Pallets
ISO 90001:2000 Quality management systems — Requirements
ISO 5817 Welding — Fusion-welded joints in steel, nickel, titanium and their alloys (beam welding excluded) — Quality levels for imperfections ci al ly R el ea se d to th e
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File details come from the government source that posted it. Updated .