Attachment B - SOW for the Scintillating Fibers for the Barrel Imaging Calorimeter V06.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

STATEMENT OF WORK

for the Scintillating Fibers for the Barrel Imaging Calorimeter

Quality Classification: A-3

Prepared By:

_________________________________ Date: __________________ Alexander Bazilevsky, CAM

Zisis Papandreou, DSC

Reviewed By:

Joseph Zipper, Quality Representative

Marcel Romero, Procurement Liaison Engineer

Chuck Schaefer, ESH Manager

Approved By:

Elke Aschenauer, Level 2 Manager

Docusign Envelope ID: FFFFA607-F09D-49E5-B14F-03A06D622875

12/3/2024

12/4/2024

12/4/2024

12/4/2024

12/4/2024

12/4/2024

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

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

Docusign Envelope ID: FFFFA607-F09D-49E5-B14F-03A06D622875

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

REVISION HISTORY

Revision # Effective Date Summary of Change

00 2/21/2024 Initial Release

01 4/19/2024

Removed first article testing and added pre-production testing.

Removed language regarding advanced agreement to a request for equitable adjustment from value engineering section. Adjusted deliverables and schedule to accommodate pre-production testing.

02 7/2/2024 Adjusted production quantity of fibers.

03 7/29/2024 Revision to Section 6 Schedule.

04 9/4/2024 Removed pre-production fibers.

05 9/6/2024 Removed University of Manitoba.

06 12/3/2024 Revisions per BHSO comments.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

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 Analysis Requirements

3.2.2 Approval to proceed

3.2.3 Manufacturing, Inspection and Test Requirements

3.2.4 Acceptance Test Procedures (ATP)

3.3 Management

3.3.1 Progress Communications

3.3.2 Manufacturing/Inspection/Test Plan

3.3.3 Performance Reporting

3.5 Documentation and Data Management

3.5.1 Report/Documentation Format

3.5.2 Engineering Drawing Practices

3.5.3 Documentation Required Upon Completion of Factory Acceptance Testing and/or Site Acceptance Testing

3.5.4 End Item Documentation Package

3.5.5 Records

3.6 Environment, Safety and Health (ESH)

3.7 Marking and Serialization

3.8 Packaging

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

3.9 Storage

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

4.2 Configuration Management

4.3 Responsibility for Subcontractor

4.4 Responsibility for Conformance

4.5 Measuring and Test Equipment (M&TE) Calibration

4.6 Inspections and Test Requirements

4.7 Repairs

5 DELIVERABLES

6 SCHEDULE

7 VALUE ENGINEERING

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

LIST OF ACRONYMS

ABL As-Built Listing

ANL

ANSI

Argonne National Laboratory American National Standards Institute

ASME American Society of Mechanical Engineers ATP Acceptance Test Procedure

BIC

BNL

Barrel electromagnetic Imaging Calorimeter Brookhaven National Laboratory

BSA Brookhaven Science Associates COTS Commercial Off-The-Shelf EIC Electron-Ion Collider ESH Environment, Safety and Health MRP Material Requirements Planning M&TE Measuring and Test Equipment NFPA National Fire Protection Association NRTL Nationally Recognized Test Laboratory PO Purchase Order QA Quality Assurance

SOW

T&C

Statement of Work Terms and Conditions

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter

1 SCOPE

This Statement of Work (SOW) will be the basis for the procurement of the scintillating fibers for the Barrel electromagnetic Imaging Calorimeter (BIC) be used at the Electron-Ion Collider (EIC) at Brookhaven National Laboratory (BNL) managed by Brookhaven Science Associates (BSA), as a subsystem of the EIC detector. This document outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein. The production quantity will be 4900km of fibers.

1.1 Background

The EIC Project includes one interaction region, with an allowance for a second, and one detector.

The EIC detector is being designed as a hermetic, general-purpose detector. It will be an approximately 10-meter-long cylindrical barrel detector with additional instrumentation that extends to up to 45m in each direction down the EIC beamline. It will use cutting-edge technologies to detect particles created in collisions between high energy electrons and protons or heavy ions (the nuclei of larger atoms) moving close to the speed of light. It will be based on a 1.7 Tesla superconducting magnet for curving the trajectories of charged particles created in these collisions and will include high precision tracking and particle identification systems to measure and identify charged particles, electromagnetic calorimeters to measure and identify electromagnetic particles, and hadronic calorimeters to allow for high precision jet (a collimated spray of particles) measurements.

Scintillating fibers are one of the components of the Barrel Imaging electromagnetic Calorimeter (BIC), one of the subsystems of the EIC detector. BSA will glue them to corrugated lead sheets (absorber) which will serve to convert the energy of the secondary particles generated in the absorber into light, subsequently detected by photo sensors.

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 shall 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.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

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-DET-SPC-017

Technical Specification for the Scintillating Fibers for the Barrel Imaging Calorimeter

ASME Y14.100 Engineering Drawing Practices

BNL-QA-101 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 manufacturing (labor and materials) the scintillating fibers, developing a quality assurance plan, and updating the BNL liaison every month on the status of the procurement.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with this SOW, BSA technical specification EIC-DET-SPC-017, 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 scintillating fibers for the BIC. The Contractor shall ensure that the resultant design & finished product meets the performance parameters and criteria in accordance with BSA technical specification EIC-DET-SPC-017 and all other referenced documents. Failure to provide fibers that satisfy the technical specifications outlined in EIC-DET-SPC-017 and all referenced documents will result in replacement of fibers at the cost of the Contractor.

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 and specification(s).

3.1.3 Installation

Not applicable.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

3.1.4 Spare Parts/Special Tools

Not applicable.

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 Analysis Requirements

The Contractor shall describe the methods and equipment to be used to control the fiber specifications, such as light output, attenuation length, diameter, spectral response, and for fiber end treatment.

3.2.2 Approval to proceed

The approval to proceed shall be granted in writing, based on the results of the evaluation and testing of the sample fibers.

3.2.3 Manufacturing, Inspection and Test Requirements

In coordination with BSA engineering and scientific support for the project, the Contractor shall develop detailed schedules and prepare a safe environment for the fabrication of the fibers. The Contractor shall prepare all quality assurance documents to describe how the specifications will be achieved during fabrication.

The Contractor shall conduct all acceptance testing for the scintillating fibers and report the results of this testing to BSA. The Contractor shall report any recommended improvements identified during manufacturing to BSA so that revisions to the established procedures can be considered. The Contractor shall keep a record (travelers) of all raw materials that are used in the construction of each fiber lot, and document the procedures followed during the fiber fabrication.

3.2.4 Acceptance Test Procedures (ATP)

The Contractor shall provide an ATP that is in accordance with this SOW, the Specification, and all reference 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.

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SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

3.3 Management

3.3.1 Progress Communications

Within 4 weeks of the first fiber production delivery, program technical and progress telecommunications and/or meetings between the Contractor and BSA shall be held on a monthly schedule at a mutually agreeable time. The discussions shall include the Contractor’s progress, technical and contractual questions, presentations of analysis or testing results, troubleshooting, material status, tooling status, resources, and manufacturing issues.

3.3.2 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.

This shall include the procurement of raw material from any subcontractors. The plan shall be submitted for review and written approval by BSA within 4 weeks after award of contract.

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.

3.3.3 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.

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SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

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 Upon Completion of Factory Acceptance Testing and/or Site Acceptance Testing

Factory acceptance testing for fibers performed by the Contractor will be documented and all results will be relayed to BSA. Site acceptance testing for fibers will be performed by ANL upon delivery. BSA will review Factory and Site Acceptance Testing. The specific criteria for Factory and Site Acceptance Testing is outlined in Section 3.1 of EIC-DET-SPC-017 “Technical Specification for the Scintillating Fibers for the Barrel Imaging Calorimeter”

3.5.4 End Item Documentation Package

The Contractor shall provide with the End Item Documentation package an electronic copy of the following documentation in accordance with the schedule set forth in this SOW. The End Item Documentation package shall consist of all documentation identified in this SOW and include the following:

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

a. Manufacturing Travelers: Manufacturing Travelers that include documentation of visual and dimensional inspections, materials, cleaning procedures, vacuum bake-outs, etc. shall be provided for each shipment of fibers.

b. Final Inspection and Test Reports: Final test reports of all required or necessary inspections, examinations, and tests, properly validated by the Contractor’s authorized personnel shall be recorded and compiled in a measurement and test report and be supplied to BSA. Final test reports shall include specific identifying information such as fiber lot, batch, and number as well as conditions of testing (e.g. method and fiber end treatment).

The BSA Technical Representative shall review and provide written approval prior to shipment.

c. Nonconformance Reports: Nonconformance reports identified as “rework / repair” or “use-as-is” shall be provided.

d. Material Certificates: Copies of material test reports for specified materials, showing physical and chemical properties.

e. Certificate of Conformance

The Contractor shall provide a Certificate of Conformance that certifies the following:

Materials used are those which have been specified by the BSA, and that the items delivered were produced from materials for which the Contractor has on file, reports of chemical or physical analysis, or any other equivalent evidence of conformance.

Processes used in the fabrication of items delivered were in compliance with the SOW, specification and BSA approved procedures.

The items as delivered comply with all applicable drawings, specifications, deviations/waivers, and other requirements of the procurement documentation.

3.5.5 Records

The Contractor shall retain objective evidence, including records, of the inspections and tests performed in the course of 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.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

3.6 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.

3.7 Marking and Serialization

Fiber lots shall be serialized and documented in the travelers associated with each shipment. Serialization shall be agreed upon between the Contractor and BSA prior to acceptance of final design.

3.8 Packaging

In preparation for shipping, a packaging plan will be developed that will be reviewed and approved by BSA prior to shipment. The fibers shall be covered or wrapped for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The fibers shall be properly braced and cushioned within the packing so that they will not shift during handling and shipment. The shipment shall contain proper use and handling instructions. 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.

3.9 Storage

Contractor shall provide proper handling and storage instructions with each shipment.

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

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06 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 advance 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 statement of work. Specifically, this includes the following sections: 1, 2, 3, 3.1, 3.1.2, 3.2–3.22, 4.0, 4.1, 4.2, 4.3, 4.4 as modified below, 4.4.1, 4.4.2, 4.4.3,

4.5 as modified below, 4.6, 4.7, 4.7.1, 4.7.3, 4.10, 4.10.1, 4.10.2, 4.10.3, 4.10.4, 4.11, 4.13, 4.15, 4.16, 4.18, 4.18.2, 4.18.3, 4.19, 4.22, 4.23, 4.24 and 4.39.

Clause 4.4: Manufacturing/Inspection/Test Plan, is modified as follows: 4 weeks after award of contract, the Supplier shall submit for the Buyer’s approval a Manufacturing/Inspection/ Test Plan for the item(s) to be produced.

Clause 4.5: “Witness” Points, is modified as follows: The supplier shall provide BNL with ten

(10) working days’ notice in advance of reaching such witness points during the manufacturing and test cycle of each item.

4.2 Configuration Management

The Contractor shall establish and maintain a configuration control system to assure 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.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

4.3 Responsibility for Subcontractor

It is the responsibility of the Contractor to flow down and impose applicable technical and quality assurance requirements upon their contractors and subcontractors. BSA reserves the right to disapprove, in writing, any contractor or subcontractor.

4.4 Responsibility for Conformance

The Contractor is responsible to provide items which conform to the requirements of the PO/Contract regardless of any assessments, surveillances, inspections and/or tests by BSA or its representatives at either the Contractor’s or BSA’s facility. The Contractor is responsible for notifying the BSA Contractual Representative of any recalls or alerts associated with this PO/Contract.

4.5 Measuring and Test Equipment (M&TE) Calibration

The Contractor shall calibrate any M&TE used in the fulfillment of the PO/Contract requirements against certified standards that are traceable to national standards such as the National Institute of Standards and Technology (NIST), or an international standard, or a physical constant. The Contractor shall notify BSA of any condition found during the calibration, servicing or repair of measuring and test equipment that can affect the end item requirements.

4.6 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 assure 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.

4.6.1 The fibers shall be tested by the Contractor at the Contractor’s facility or the Contractor’s subcontractor’s facility prior to shipment, using an ATP (as noted in Section 3.2.4) 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 fibers 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 fibers at BNL.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

4.7 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. Failure Reporting, Analysis and Corrective Action

The Contractor shall maintain a failure reporting, analysis, and corrective action system which shall, as a minimum, evaluate, analyze, and correct failures occurring during end-item acceptance testing and inspection. The results of all failure evaluations and analyses shall be documented and available for review by the BSA Contractual Representative.

Doc No. EIC-DET-SOW-021 Author: Alexander Bazilevsky Effective Date: December 3, 2024 Review Frequency: N/A

SOW: Statement of Work for the Scintillating Fibers for the Barrel Imaging Calorimeter (BIC) Revision: 06

5 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due

BSA

Approval

1 Technical and Progress Reporting Monthly after award of contract No

2 Performance reports Monthly after first shipment No

3 Manufacturing/Inspection/Test Plan 4 weeks after award of contract Yes

4 Delivery of production fibers As set forth in approved manufacturing plan.

Yes

End Item Documentation for production fibers

As set forth in approved manufacturing plan.

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

Delivery of production fibers to ANL.

Monthly shipments 8 weeks after award

Delivery of production fibers end item documentation.

Monthly shipments 8 weeks after award

Final delivery 4 years after award

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 operation, ease of maintenance, and an improvement in the performance and reliability of the specific functions 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, ease of maintenance or 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.