Attachment 1 - Statement of Work EIC-INS-SOW-017.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-INS-SOW-017 Author: Qiong Wu Effective Date: August 31, 2026 Review Frequency: N/A

SOW: SOW for an ESR Swap-out Injection Stripline Kicker Prototype for the EIC Revision: 00

STATEMENT OF WORK

for an ESR Swap-out Injection Stripline Kicker Prototype for the

EIC

Quality Classification: A-3

Prepared By:

_________________________________ Date: __________________ Qiong Wu, Associate Project Manager for Electron Injector, Electron-Ion Collider

Reviewed By:

Manfred Wendt, Instrumentation Engineer EIC

Matthew Paniccia, Technical Representative

Chuyu Liu, Subsystem Manager for Pulsed Devices

EIC

_________________________________ Date: __________________ Vincent Schoefer, System Manager for Rapid Cycling Synchrotron EIC

Joseph Zipper, EIC Quality Assurance Representative

Approved By:

Sergei Nagaitsev, Technical Director, EIC

Docusign Envelope ID: 4BE80D1E-EABB-8238-822F-F70E3C027AA8

8/31/2026

8/31/2026

9/1/2026

8/31/2026

9/1/2026

8/31/2026

9/8/2026

REVISION HISTORY

Revision # Effective Date Summary of Change

00 08/31/2026 Initial Release

Table of Contents

LIST OF ACRONYMS

1 SCOPE

1.1 Background

2 APPLICABLE DOCUMENTS

3 REQUIREMENTS

3.1 Proposed Work to be Performed

3.2 Management

3.2.1 Reporting Structure

3.2.2 Communication

3.2.3 Report/Documentation Format

4 QUALITY ASSURANCE AND CONFIGURATION MANAGEMENT………………...11

5 DELIVERABLES………………………………………………………………………….11

6 PERIOD OF PERFORMANCE

LIST OF ACRONYMS

AIN Aluminum Nitride BNL Brookhaven National Laboratory BSA Brookhaven Science Associates EIC Electron-Ion Collider EIN Electron Injector for EIC ESR Electron Storage Ring for EIC HV High Voltage RF Radio Frequency SOW Statement of Work TDR Time Domain Reflectometry TEM Transverse Electromagnetic UHV Ultra-High Vacuum VNA Vector Network Analyzer

Statement of Work for an ESR Swap-out Injection Stripline Kicker Prototype for the EIC

1 SCOPE

This Statement of Work (SOW) establishes the technical and contractual requirements for the design, fabrication, assembly, testing, documentation, and delivery of one (1) stripline kicker prototype for the swap-out injection kicker system of the Electron Storage Ring (ESR) at the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL).

This SOW shall serve as the basis for the contract between Brookhaven Science Associates (BSA) and the Contractor, defining the scope of work, technical requirements, deliverables, acceptance criteria, and Contractor responsibilities.

1.1 Background

The Electron Injector (EIN) for the Electron-Ion Collider (EIC) project at Brookhaven National Laboratory (BNL) supplies the Electron Storage Ring (ESR) with polarized electron bunches of 5 and 9 GeV beam energy – with an upgrade path to 18 GeV. To maintain a high average electron spin polarization (>70%) during luminosity operation of the EIC Accelerator Storage Rings (ASR), depolarized electron bunches in the ESR must be periodically replaced with freshly polarized bunches from the Electron Injector. This so-called “swap-out” injection injects a fresh electron bunch into a pre-selected target RF bucket on the axis of the stored beam, while simultaneously kicking the depolarized, stored bunch in that bucket into a beam dump. The minimum ESR bunch spacing is 10.15 ns, therefore the replacing action must be within <~20 ns.

The ESR injection kicker system has two tasks:

• Filling the ESR on axis with polarized electron bunches for luminosity operation or beam studies, always one bunch at a time, with a maximum repetition rate of 1 Hz.

• Replacing, “swap-out”, of individual bunches in the ESR without perturbation of adjacent bunches spaced at 10.15 ns during EIC luminosity operation.

To meet these ESR bunch injection schemes and requirements, an array of stripline-based kickers, individually fed by high voltage (HV) pulse signals of up to +/-30 kV, will be installed in the ESR.

The required deflection angle is in the range 1-1.5 mrad, for the individual stripline kicker we target a deflection angle of ~125 µrad @ 18 GeV, assuming +/-27 kV pulse supply voltage between the kicker electrodes. To keep the losses of the stored beam low, a ~15 σ distance between the stored beam and the injection septa in the ESR must be maintained, which translates into a minimum physical aperture of 30 mm diameter for the stripline kickers.

Each of the foreseen stripline kickers has an active length of the electrodes of 900 mm, the total installation length, between vacuum flanges should not exceed 1200 mm. The 900 mm length of the stripline electrodes is optimized to maximize the interaction time between the electromagnetic fields of the passing bunch and the kicker supply pulse signal of ~8 ns duration and 2-3 ns rise / fall times.

As of the high stored beam current in the ESR, up to 2.5 A @ 9 GeV, made of up to 1160 stored bunches (7 mm bunch length, up to 28 nC bunch charge), the beam induced RF power losses are substantial, up to 4500 W. A fraction of those power losses, up to ~370 W, are absorbed in the metal parts of the stripline kicker, ~220 W in the kicker body and ~150 W in the stripline electrodes. This requires active cooling of both the stripline electrodes and the kicker body.

Unfortunately, any means of passive cooling that would compromise the required transverse electromagnetic (TEM) field characteristic in the kicker cannot be undertaken, as it would result in a mismatch of the beam and signal velocities.

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 with 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

TBD Existing BNL EM design package and performance requirements for the ESR Injection Kicker

TBD Applicable EIC interface document

3 REQUIREMENTS

In accordance with the referenced specifications, drawings, models, reference documents, and instructions defined in this Statement of Work (SOW), the Contractor shall provide the engineering, project management, manufacturing, quality assurance, testing support, and documentation necessary to complete the mechanical design, manufacture, and verification of the ESR injection kicker prototype. The work products shall be sufficiently mature and documented to support BNL Preliminary Design Review (PDR), Final Design Review (FDR), fabrication authorization, and technical acceptance activities.

3.1 Contractor Responsibilities

The Contractor shall perform all work in accordance with the technical requirements, approved schedule, and interface assumptions established by BNL. The Contractor shall ensure that all design, manufacturing, inspection, and documentation activities support the successful fabrication and verification of the ESR injection kicker prototype while maintaining full compliance with the approved electromagnetic design.

The Contractor shall, at a minimum:

• Maintain full compliance with the approved electromagnetic design provided by BNL, including all applicable STEP, STL, CST Studio, drawings, specifications, and interface definitions.

• Perform the detailed mechanical engineering necessary to translate the approved electromagnetic design into a manufacturable ultra-high vacuum (UHV) compatible assembly.

• Produce engineering calculations, manufacturing drawings, tolerance analyses, thermal analyses, inspection plans, and supporting documentation necessary to substantiate the design.

• Develop manufacturing processes and quality assurance procedures consistent with UHV fabrication practices.

• Support BNL design reviews, respond to technical review comments, and incorporate approved changes into subsequent design releases.

• Maintain configuration control of all engineering documentation throughout contract execution.

3.2 Engineering Design, Manufacturing and Verification Requirements

3.2.1 Task 1 – Mechanical Design Completion

The Contractor shall complete the detailed mechanical design of the ESR stripline kicker prototype based on the electromagnetic design supplied by BNL. The completed design shall provide sufficient engineering detail to support manufacturing, inspection, assembly, and acceptance testing.

Task 1 shall include, at a minimum:

• Completion of the complete three-dimensional mechanical design of the stripline kicker assembly.

• Design of the vacuum vessel, stripline electrodes, cooling channels, supports, feedthrough interfaces, flange interfaces, and all associated mechanical components.

• Development of manufacturing drawings with dimensions, tolerances, weld specifications, surface finish requirements, and material specifications.

• Mechanical tolerance analysis to ensure compliance with the electromagnetic design requirements.

• Thermal analysis demonstrating sufficient cooling performance for both the kicker body and stripline electrodes under specified operating conditions.

• Documentation of all engineering assumptions, design calculations, and analysis methods.

• Identification and documentation of all mechanical interfaces required for fabrication and integration.

3.2.2 Task 2 – RF Mockup Fabrication and Verification

Prior to fabrication of the full prototype, the Contractor shall manufacture a simplified shortened stripline RF mockup representative of the final kicker geometry.

The objective of this task is to verify that the proposed manufacturing processes are capable of reproducing the critical stripline geometry while maintaining the RF characteristics predicted by the supplied electromagnetic design.

Task 2 shall include, at a minimum:

• Fabrication of a simplified stripline mockup using representative manufacturing processes.

• Verification of the stripline profile and mechanical dimensions.

• S-parameter measurements using a Vector Network Analyzer (VNA).

• Comparison of measured and simulated RF performance.

• Documentation of measurement procedures, equipment, calibration, and results.

• Identification of any manufacturing deviations together with proposed corrective actions, if required.

3.2.3 Task 3– Prototype Manufacturing

Following successful completion of the design review and approval to proceed, the Contractor shall manufacture one (1) UHV-certified ESR stripline kicker prototype.

The manufactured prototype shall conform exactly to the approved electromagnetic design supplied by BNL.

Task 3 activities shall include, at a minimum:

• Procurement of all required materials.

• Precision machining of all components.

• Fabrication and welding using UHV-compatible processes.

• Assembly of the complete kicker prototype.

• Integration of the active cooling system.

• Installation of vacuum flanges, RF feedthroughs, and associated interfaces.

• Cleaning, inspection, and preparation consistent with UHV requirements.

• Dimensional inspection of all critical features.

• Documentation of manufacturing records and inspection reports.

No modifications to geometry, materials, cooling concept, interfaces, or tolerances shall be implemented without prior written approval from the BNL Technical Representative.

3.2.4 Engineering Documentation and Deliverables

All engineering models, calculations, drawings, analyses, inspection reports, and manufacturing documentation shall be submitted in reviewable electronic formats.

Where applicable:

• Native CAD files shall be provided together with STEP/STP exchange files.

• Engineering calculations shall include assumptions, load cases, boundary conditions, acceptance criteria, and conclusions. The acceptance criteria for the kicker shall be developed during the design phase in coordination with BSA and shall be finalized upon BSA approval prior to acceptance testing.

• Thermal analyses shall include model assumptions, operating conditions, cooling performance, and predicted temperatures.

• Manufacturing drawings shall include revision control and complete bill of materials.

• Inspection reports shall identify measurement methods, tolerances, and compliance with design requirements.

• All documentation shall be maintained under revision control.

3.2.5 Preliminary Design Review (PDR)

The Contractor shall support one Preliminary Design Review (PDR) prior to the start of prototype manufacturing. The purpose of the PDR is to demonstrate that the mechanical design has reached sufficient maturity to proceed into fabrication with acceptable technical, manufacturing, and schedule risk. The Contractor shall submit the draft PDR package to BNL at least ten (10) working days prior to the review, unless otherwise agreed. The package shall include the mechanical design description, CAD models and preliminary drawings, thermal and structural analyses, manufacturing and quality assurance plans, RF mockup verification plan, interface documentation, project schedule, risk assessment, and configuration status. Following the review, the Contractor shall address all review comments and incorporate agreed changes into the updated design package before proceeding to the Final Design Review.

3.2.6 Final Design Review (FDR)

The Contractor shall support one Final Design Review (FDR) following completion of all PDR actions and prior to fabrication of the ESR injection kicker prototype. The FDR shall demonstrate that the design is complete, manufacturable, and fully compliant with the approved electromagnetic and mechanical requirements. The draft FDR package shall be submitted to BNL at least ten (10) working days prior to the review and shall include the final mechanical design report, CAD models, manufacturing drawings, thermal and structural analyses, RF mockup measurement results, manufacturing and inspection plans, updated schedule, residual risks, and disposition of all PDR action items. Within ten (10) working days after the review, the Contractor shall submit a final FDR report documenting the review outcomes, responses to review comments, action item dispositions, and all agreed design revisions. No changes affecting geometry, materials, interfaces, cooling performance, manufacturability, or functional performance shall be implemented after FDR approval without prior written approval from the BNL Technical Representative.

3.3 Management

3.3.1 Reporting Structure

For all formal matters, the point of contact at the Contractor will report to the point of contact of the BNL EIC management team. For all scientific and technical matters of the projects, the Contractor will directly contact the corresponding technical leads at BNL-EIC.

3.3.2 Communication

Within one (1) week following contract award, and throughout the contract period, the Contractor shall participate in technical and progress meetings or teleconferences with BSA at least twice per month, at times mutually agreed upon. Such meetings shall address, at a minimum, the Contractor’s progress, technical and contractual matters and analysis or testing results.

3.3.3 Report/Documentation Format

The Contractor shall submit analysis results in the form of reports, presentation slides, and/or other documentation as requested by BSA. 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. All documentation provided by the Contractor shall be in English.

The Contractor shall provide an electronic copy (BSA-identified FTP, DVD, USB data storage device, or shared network folder) of all documentation required by this SOW. Contractor manufacturing drawing Computer-Aided Design files of all components and assemblies shall be shared in one of these formats: ACIS SAT/SAP, STEP, IGES, STL, SAT, or as input file of well-known CAD/CAE software (CATIA, SolidWorks, Autodesk, Solid Edge, HFSS, CST Studio, AWR, ADS, etc.).

4 QUALITY ASSURANCE AND CONFIGURATION MANAGEMENT

The Contractor shall maintain and apply an effective documented quality management system for all design, manufacturing, inspection, testing, and documentation activities performed under this SOW. The quality assurance (QA) program shall ensure that the RF mockup and the ESR injection kicker prototype are manufactured, inspected, and tested in accordance with the approved design requirements, applicable UHV fabrication practices, and contractual specifications. All quality-related records shall be maintained to provide full traceability of materials, manufacturing processes, inspections, test results, and design revisions.

• BNL-QA-101 shall apply to the extent applicable to the design, fabrication, inspection, and testing activities performed under this SOW.

• The Contractor shall perform documented internal quality reviews of all engineering deliverables prior to submission to BNL.

• A documented configuration management process shall be maintained for CAD models, manufacturing drawings, specifications, analyses, bills of materials, inspection records, and test documentation.

• The Contractor shall prepare and implement inspection and test plans (ITPs) covering fabrication, dimensional inspections, weld inspections, leak checking (where applicable), and final acceptance testing of both the RF mockup and the prototype.

• The RF mockup shall be inspected for dimensional compliance prior to VNA measurements, and the S-parameter test results shall be documented and compared with the approved electromagnetic model.

• The prototype shall undergo documented dimensional inspections of all critical features, verification of cooling passage integrity, and UHV cleaning and quality checks prior to delivery. Material certifications, inspection records, and nonconformance reports shall be maintained and made available to BNL upon request.

• Any nonconformance or significant change affecting geometry, materials, tolerances, cooling performance, interfaces, manufacturability, or functional performance shall be documented, dispositioned through the Contractor's quality system, and submitted to BNL for review and approval before implementation.

• Records generated under this SOW, including material certifications, manufacturing travelers, inspection reports, test results, calibration records, and quality documentation, shall be retained for a minimum of five (5) years unless a different retention period is contractually agreed.

5 DELIVERABLES

The tasks listed below establish the intended execution sequence. Task 2 shall be performed in parallel with Task 1 as indicated. All remaining tasks shall be performed sequentially unless otherwise approved in writing by BNL.

The Contractor shall supply the following:

Item Deliverable Duration

Review the geometric details, materials, and operation conditions of the stripline kicker and import the 3D geometry file (STL or STEP) provided by BNL into the CAD/CAE software preferred at the site of work.

3 months

Perform a thermal analysis for kicker body and stripline electrodes under the given beam-induced RF power absorption values, maintaining component temperatures within the limits defined by the approved thermal analysis. A liquid-cooling approach shall be the primary cooling method pursued. All reasonable liquid-cooling design options shall be evaluated and exhausted by the responsible parties before alternative cooling methods are considered. This step should proceed in parallel with Item 1.

3 months

Prepare complete fabrication and assembly drawings for the brass half-stripline RF mockup. The mockup will have no vacuum or cooling requirements and will be used to verify geometry, dimensions, characteristic impedance, and coaxial-port matching.

1 months

Fabricate and inspect the brass mockup. In collaboration with BNL, perform two-port VNA S-parameter and TDR measurements, compare the measured results with the BNL electromagnetic model and incorporate geometry revisions issued by BNL, if required.

2 months

Complete the detailed mechanical design of the full stripline kicker prototype, including all UHV-compatible components, cooling channels, feedthroughs, brazed joints, interfaces, tolerances, materials, cleaning requirements, and assembly procedures.

2 months

Prepare the complete prototype fabrication and quality-assurance package, including controlled drawings, CAD models, bills of materials, inspection requirements, manufacturing procedures, brazing procedures, and acceptance criteria. The acceptance criteria for the kicker shall be developed during the design phase in coordination with BSA and shall be finalized upon BSA approval prior to acceptance testing.

2 months

Fabricate, clean, assemble, and inspect the stripline kicker prototype. Record all critical dimensions, material certifications, as-built conditions, nonconformances, and corrective actions.

2 months

In collaboration with the BNL team, perform an in-depth RF electrical characterization, including stretched-wire measurements and a vacuum certification. Perform thermal & cooling tests and pressure & leak tests.

2 months

9 Resolve test findings and complete the final as-built design and acceptance review with BNL.

2 months

Deliver a complete documentation package covering the requirements, analyses, design, fabrication, inspection, as-built drawings and models, material certifications, test procedures, raw and processed test data, results, deviations, and operating recommendations.

1 months

Package the prototype as a precision UHV and RF component, complete the pre-shipment inspection and shipping documentation, and deliver the prototype and final documentation package to BNL.

1 months

Close collaboration shall be maintained between the Contractor and BNL-EIC, including bi-weekly video meetings to coordinate technical progress, interfaces, and action items. Minimum of 2 face-to-face meetings at the site of fabrication and testing are required to perform the RF characterizations in points 4 and 8, and to discuss open questions on details that cannot be clarified in video meetings.

6 PERIOD OF PERFORMANCE

The period of performance is 18 months from the effective date executed by BSA and accepted by the Contractor.