Attachment 1 NIST Requirements.docx

REQUIREMENTS DOCUMENT

Optical-Access Cryostat

I. BACKGROUND INFORMATION

As part of its research into single photon-single electron devices, the National Institute of Standards and Technology (NIST) has a need for an optical-access cryogenic measurement system. The experiments that the government wishes to pursue impose the following general requirements: i) base temperature below 1 K: ii) high-frequency leads, for high-speed pulsing and for fast sensing; iii) low noise (both mechanical and electrical) for doing very sensitive electrical measurements.

II. MINIMUM REQUIREMENTS

The Contractor shall provide a system that meets all technical specifications identified below. All items must be new. Used or remanufactured equipment will not be considered for award. Experimental, prototype, or custom items will not be considered. The use of “gray market” components are not authorized for sale in the U.S. by the Contractor is not acceptable. All line items shall be shipped in the original manufacturer’s packaging and include all original documentation and software, when applicable.

Line Item 0001:

Description: Optical-Access Cryogenic Measurement System Quantity: one (1) A. Cryogen-Free

i. The Government requires a system in which liquid helium is not needed as a consumable. A system that requires the use of liquid helium will not be accepted. A system requiring liquid nitrogen is acceptable. The minimum acceptable period of time between the need for liquid nitrogen replenishment is 7 days.

B. Optical Access

i. This system must be capable of providing line-of-sight access from outside the cryostat into the center (within approximately 5 cm) of the coldest stage. The window(s) or flange(s) providing this optical access must be removable and, for future modification, it is required that they conform to the geometry of a standard commercial flange (e.g., KF/NW).

ii. Working distance: The distance from the outer surface of the outermost window to the inner surface of the innermost window must be less than 30 mm. Please note that this is not a specification for the distance to the coldest stage. Please also note, in “Documentation”, that we are requesting a drawing/sketch of the outside of the vacuum can to evaluate how close an external lens can be placed to the outermost window.

iii. Transmissivity: If transparent windows are offered as an option, the optical transmissivity from outside the cryostat to the coldest stage must be greater than 0.99 for angles of incidence up to 8 and for wavelengths from 400 nm to 1600 nm. It is acceptable but not required that a single set of windows be provided to cover this wavelength range; preference will be given to highest optical transmissivity.

iv. Clear aperture and clearance: i) If transparent windows are offered as an option, the clear aperture of the optical access must be greater than 8 mm. ii) For the purpose of positioning a focusing lens close to the exterior of the window, preference will be given to larger values of clearance around the outermost window. Iii) The outermost surface shall have four tapped holes, centered on the window, that are compatible with standard optical mounting schemes; in particular, we require four 4-40 holes blind-tapped ¼” deep, located at the corners of a square with edge length of 6 cm.

C. Operation Times

i. The maximum acceptable times are 24 hours for both cool down and warm up;

ii. In the proposal, the offeror must state minimum hold times if the user dissipates powers of 1 mW, 10 mW, and 100 mW. Preference will be given to longer minimum hold times.

D. Base temperature: The maximum acceptable base temperature is 0.9 K. Preference will be given to a smaller maximum.

E. Size of sample space: At the lowest temperature stage, the minimum acceptable volume shall be 15 cm Inner Diameter X 7.5 cm vertical space. This volume must contain the line-of-sight axis for the optical access. Preference will be given to larger volumes.

F. Stronger Considerations:

i. Transparent windows as specified in General Requirements 2. If the offeror usually does not provide these as part of the base package (but rather simply puts blank flanges on the line-of-sight ports to the coldest stage), we request that the offeror provide a separately priced option for windows.

ii. High-frequency (≥18 GHz) coaxial lines, as specified in Component Requirements 1. For this option, it is acceptable to provide a partial offer, for instance, the offeror might wish to offer SMA but not 2.92 mm cable assemblies.

G. COMPONENT REQUIREMENTS:

i. Wiring:

a. Low-Frequency Wires: We require at least one set of 25 wires going down to the lowest temperature stage.

1. To ensure compatibility with the existing measurement systems, connectors must be compatible with MIL-DTL-83513 (commercially known as “micro D”).

2. For modularity, the 25 wires must be provided via one or more cable assemblies (wires plus connectors), connectorized at all intermediate stages between 300 K and base temperature.

b. As a separately-priced option, High-Frequency Coaxial wirings:

1. 8 high-frequency cable assemblies are required. Two of these cable assemblies shall have 2.92 mm connectors, and six shall have SMA connectors.

2. For modularity, the 8 coaxial wirings must be connectorized at all intermediate stages between 300 K and base temperature.

3. Heat-sinking shall be provided, so that the inner conductors of high-frequency coaxial wirings at the lowest temperature stage are at the base temperature;

4. Cable assemblies shall be provided that have strain relief for semi-rigid cable assemblies that are not already bent, so that it is not necessary to bend a straight assembly in order to remove it or install it;

5. The successful Contractor shall coordinate with Government regarding length of cables. It is anticipated that NIST will insert attenuators or filters during installation and use.

ii. For the purpose of allowing modifications in the future, at least two additional sets of ports, sealed with blank flanges, shall be included. The flanges on the vacuum can shall be KF/NW 25 or 40

iii. System Size:

The Government requires an overall system size that is as short (vertical height) as possible. This requirement is important given that operation without the need of personnel climbing on ladders is advantageous. The maximum acceptable distance is 1.5 m.

iv. Ease of Use:

The Government requires a system that can be operated from open to closed to base temperature to room temperature to open by only one person (as opposed to requiring two or more people to operate some or all of the cycle).

v. Pulse Tube Refrigerator Compressor Location:

The Contractor shall provide a system in which the compressor for the pulse tube refrigerator can be located in a separate room. The minimum acceptable distance between the compressor and the system is 10 m. The offeror must state if it will be possible to locate the compressor in a sound-deadening box (e.g., is there sufficient cooling inside a box?).

vi. Computer:

The Contractor shall provide a system which can be controlled by a Government-supplied laboratory computer. The Contractor shall install and demonstrate all necessary software on the Government-supplied laboratory computer. In order to minimize electrical noise, the Government intends to use commercially-available fiber extenders for any communications ports such as GPIB, USB, LAN; the Contractor must supply a system that is compatible with such optical isolation.

vii. Manual/Stand-by Operation:

All valves must be able to be operated by manual switches, separate from any computer operation; ``computer operation" specifically excludes any electronic touch-screen-actuated switches. Switches that are acceptable include mechanical, electrical (not controlled by digital electronics), and pneumatic.

viii. Stage Mounting:

The Contractor shall provide mounting holes on all stages, and will coordinate with the Government regarding geometry.

ix. Preventive Maintenance:

The minimum acceptable time between required preventive maintenance by the Government is two months. Such maintenance includes pump maintenance, compressor maintenance, changing pump oil, or any other standard maintenance required to keep equipment running in accordance with the original equipment manufacturers’ performance specifications. The Contractor is not required to perform this maintenance. The system shall instead be set up so NIST can perform the indicated preventative maintenance.

x. Gaskets:

The Contractor shall provide two duplicates of all gaskets needed on the various vacuum cans.

xi. Extra low-frequency connectors:

The Contractor shall provide at least six of every type of cable and bulkhead-mount connector necessary for government personnel to make electrical contact to the government's samples. Note: this includes only the connectors for the low-frequency leads, not the high-frequency leads.

xii. Replacement Metric Bolts:

The Contractor shall provide 50 extra bolts, 50 extra washers, and 50 extra nuts of each size of metric bolt used in the system. The length and head style of the bolts shall be identical with those used in the system.

xiii. Infrastructure requirements:

The Contractor shall provide a system which requires no more than the following maximum requirements on infrastructure:

Area: total footprint of all equipment 10 m2 Electrical power: maximum 50 A at each of 110/208/220/240 V. No voltages above 240 V.

Cooling water: maximum flow 30 liters/minute Pneumatic (pressurized air or nitrogen gas) service: maximum 7 bar.

Line Item 0002:

Description: Lot Documentation Quantity:

A. Before delivery of the system from the Contractor’s site to NIST, the Contractor shall demonstrate/document compliance with all specifications of the system in the Contractor’s site or other location as agreed between the Contractor and the Government. The Government reserves the right to be present, on-site, at the Contractor’s facility during this testing.

B. The Contractor shall notify the NIST Contracting Officers Representative (COR), (to be identified at the time of award), 30 calendar days prior to the planned date of the testing. If the Government elects to be on-site for the training, NIST shall pay for all travel and per diem.

C. The Contractor shall provide the following documentation upon delivery of the system. All documentation must be provided in both electronic and hardcopy format. NIST will not accept electronic format in lieu of hardcopy.

III. DELIVERABLES

Standards of Acceptance: The NIST TPOC or COR shall review the deliverables in the table above and respond with an acceptance or request for revision email to the Contractor Point of Contact (POC) within 2 weeks after completion of installation and training. This section applies to deliverables which must be reviewed and approved for acceptances (draft plans, drawings, etc.)

IV. DELIVERY TERMS

Delivery shall be F.O.B Destination and shall occur in accordance with the delivery due dates provided in the above table.

FOB Destination means: The contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. The contractor shall deliver all Line Items to:

National Institute of Standards and Technology Shipping and Receiving 100 Bureau Drive, Building 301 Gaithersburg, MD 20899

V. INSTALLATION

The system shall be installed by the Contractor and meet contract specifications no later than thirty (30) days after delivery. Installation, at a minimum, shall include uncrating/unpackaging of all equipment, rigging, set-up and hook-up of the system, demonstration of all specifications, and removal of trash. Onsite installation and demonstration shall be done at NIST, (Gaithersburg, MD- Building 220.). Installation and training must be scheduled, in advance, with the NIST Contracting Officer’s Representative (COR).

VI. TRAINING

The contractor shall conduct training session for up to three (3) users at NIST. The training shall provide a thorough demonstration of all system/solution functions, maintenance, data administration, and basic troubleshooting. The training may be completed at NIST Monday – Friday during the operating hours of 8:00 am to 5:00 pm immediately after installation and demonstration of specifications and must be completed no later than thirty (30) days after installation. Installation and training must be scheduled, in advance, with the NIST Contracting Officer’s Representative (COR).

VII. INSPECTION & ACCEPTANCE

In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

Performance Tests:

1. List performance tests here

NIST may choose at its discretion to forego this part of acceptance testing.

A visual inspection of the equipment will be performed by the NIST TPOC to identify surface defects or any form of indication that any equipment was damaged during transport to NIST. The Government shall have sole discretion to require repair or replacement of damaged and/or nonconforming supplies at no cost to the Government. The Government at any time prior to acceptance shall reject the equipment due to defects and/or nonconformance. The vendor is responsible for latent defects discovered any time after final inspection. However, the extent of its liability shall be prorated over the useful life of the equipment.

Ownership of the equipment shall transfer to NIST upon acceptance by the Government.

The Government will test, inspect, and accept or reject the equipment within (insert working days it will take to inspect, accept or reject) of the receipt of the equipment unless otherwise indicated above. The Government reserves the right to conduct quality assurance testing to confirm that a given instrument(s) meets the manufacturer’s and/or the Government’s performance specifications. It is anticipated that the equipment will meet all manufacturer’s specifications and/or the Government’s performance specifications identified in the most recent operations and maintenance manual for each piece of equipment and/or in this document.

VIII. WARRANTY

The contractor shall warranty the entire system for a period of a minimum of one (1) year after receipt of the equipment and shall be in accordance with terms in FAR 52.212-4. Warranty shall commence upon acceptance of the system by the Government and at a minimum shall include the following:

During the warranty period, the Contractor shall bear all costs, including shipping, travel, and labor, to complete the repairs and/or replacement of any defects.

Customer Support:

The Contractor shall provide, within the standard warranty period, unlimited telephone customer support during normal business hours (in offeror's location). This support shall be provided by technical personnel who are experienced with the offered system. Technical personnel shall be required to return calls within one (1) business day.

IX. PAYMENT SCHEDULE

Advance payment is not authorized. The Contractor must invoice in arrears according to the payment schedule. The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after installation and acceptance by the TPOC of fully installed system, AND

1. After the successful completion of the testing requirements set forth in this document under section set forth in this document, AND

1. After successful demonstration by the instrumentation that it performs IAW the technical requirements set forth in this document AND

1. After receiving an invoice submitted properly, IAW the purchase order terms and conditions.

NOTE: Partial shipments and partial invoices will not be accepted, unless otherwise requested and accepted by the Contracting Officer prior to award offer. Proposed payment schedules shall be submitted with vendor’s response to the RFQ for consideration.

X. MISCELLANEOUS INFORMATION

Safety: The Contractor employee must be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus.

Regular Business Hours. Regular business hours are Monday through Friday, 8:00 am to 5:00 pm Eastern Time, excluding Federal holidays and NIST closures.

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass must be displayed on the vehicle in accordance with NIST Security Office instructions.