Attachment (1) SOW_-_704_MHz_Waveguide_Adapter.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-MEG-SOW-004 Author: Jesse Fite Effective Date: January 28, 2026 Review Frequency: N/A

SOW: Statement of Work for the 704 MHz Waveguide Adapter Revision: 00

STATEMENT OF WORK

for the

704 MHz Waveguide Adapter Quality Classification: A-3

Prepared By:

_________________________________ Date: __________________ Jesse Fite, Mechanical Engineer

Reviewed By:

Marcel Romero, Procurement Liaison Engineer

Chuck Schaefer, ESH Manger

Christina Sullivan, Quality Engineer

Approved By:

Silvia Verdu-Andres, L3 Manager

Docusign Envelope ID: A5994D95-6BC2-4127-AC36-7D6ECCE43AC0

1/28/2026

1/28/2026

1/28/2026

1/28/2026

2/6/2026

This page intentionally left blank, to accommodate back-to-back printing.

REVISION HISTORY

Revision # Effective Date Summary of Change

00 1/28/2026 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 Government Furnished Material

3.1.4 Materials

3.2 Engineering Design and Manufacturing Requirements

3.2.1 Manufacturing, Inspection and Test Requirements

3.2.2 “Witness” Points

3.3 Documentation and Data Management

3.3.1 Records

3.4 Environment, Safety and Health (ESH)

3.5 Marking and Serialization

3.6 Packaging

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

4.2 Configuration Management

4.3 Repairs

5 DELIVERABLES

LIST OF ACRONYMS

BNL Brookhaven National Laboratory BSA Brookhaven Science Associates EIC Electron-Ion Collider

ESH

ESR

HSR

Environment, Safety and Health Electron Storage Ring Hadron Storage Ring

PO Purchase Order QA Quality Assurance SOW Statement of Work

Statement of Work for the 704 MHz Waveguide Adapter

1 SCOPE

This Statement of Work (SOW) will be the basis for the procurement of 704 MHz Waveguide Adapters to 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 (ESR), an electron injector, and modifications to the hadron storage ring (HSR) required to produce an electron-ion collider and infrastructure. The 704 MHz Waveguide Adapter will be used to test power handling capabilities of the high-power fundamental power coupler design used in the EIC ESR and HSR.

2 APPLICABLE DOCUMENTS

In the event of a conflict in 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

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

2400M0173 704 MHz Waveguide Adapter Assembly

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 manufacturing, inspecting, testing, and delivering two (2) 704 MHz Waveguide Adapters.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with this SOW 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 704 MHz Waveguide Adapters. The Contractor shall ensure that the resultant design & finished product are tuned to 704.0 MHz +/- 0.2 MHz with an S21 of –0.03 dB or better.

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 drawings.

3.1.3 Government Furnished Material

In support of the Contractor’s work, BSA will provide to the Contractor the following material to be used in the execution of this Contract:

• Measurement adapters for each end of the assembly that will terminate with an N-type female connector.

3.1.4 Materials

The Contractor shall have an effective storage for items where acceptability is limited by the manner of storage of the item.

3.2 Engineering Design and Manufacturing Requirements

3.2.1 Manufacturing, Inspection and Test Requirements

The Contractor shall tune the adapters to 704.0 MHz +/- 0.2 MHz with an S21 of –0.03 dB or better.

3.2.2 “Witness” Points BSA reserves the right to designate selected manufacturing, inspection, and/or test operations as “witness” points. The Contractor shall provide BSA with ten (10) working days’ notice in advance of such witness points during the manufacturing and test cycle.

3.3 Documentation and Data Management

3.3.1 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 three (3) years, unless otherwise specified in the procurement documentation, after the completion of the Purchase Order (PO)/Contract.

3.4 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.

3.5 Marking and Serialization

All components shall be marked in accordance with the applicable drawing, specification, SOW or Purchase Order. When permanent marking is required, the Component shall be marked dry scribing, engraving or laser. Acid etching or marker pen on any vacuum facing surface is strictly prohibited. Adhesive backed labels on any surface of the Component are not allowed.

Some components will require serialization which will be indicated on the applicable drawing, specification, SOW or Purchase Order. Serial numbers must be unique and used for traceability of any tests performed and raw material used for fabrication on the Component.

The marking location, information and serial number format must be agreed upon between BSA and the Contractor prior to marking.

3.6 Packaging

In preparation for shipping, the adapters shall be covered or wrapped for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The adapters shall be properly braced and cushioned within the packing so that it will not shift during handling and shipment. 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 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, 3.1.4 , 3.2 to 3.8, 3.21, 3.22, 4.0, 4.1, 4.2, 4.3, 4.5, 4.10, 4.10.1, 4.10.3, 4.13, 4.16, 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.

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 three (3) 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 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 End Item Documentation 20 weeks ARO No 2 Delivery of Equipment 20 weeks ARO No

5 DELIVERABLES