B.1 Enclosure 1 BSA Draft Contract.pdf

April 9, 2025 1 Rev. 10

BSA’s Contractual Representative

Overall Value Amount

Contract Type Contract Number

Jayce Blood TBD Firm Fixed Price 470387

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates

P.O. Box 5000

UPTON, L.I., N.Y. 11973-5000

TBD

CONTRACT

This Contract (the “Contract”) is between the party named above (the “Contractor”), and Brookhaven Science Associates, LLC (“BSA”), the latter acting under a Prime Contract, DE- SC0012704, with the United States of America (the “Government”) represented by the United States Department of Energy (“DOE”).

I. SCOPE OF WORK

The Contractor shall furnish all labor, services, materials, and equipment to design and install an IFN Experimental Endstation Cabin.

All work shall be conducted in strict accordance with the attached BSA Statement of Work, No. NSLSII-24IR-SOW-001 dated September 11, 2025, Drawing No. PD-INF-HU-1001 dated September 2023, and Specification No. NSLSII-24IR-SPC-001 dated August 28, 2025.

A. Key Subcontractors / Personnel

1. Key Subcontractors [Names and specified work provided by Offeror]

A Key Subcontractor is a Subcontractor performing a significant portion of the work under this Contract, relative to cost or technical function.

2. Key Personnel The following individuals have been designated as “Key Personnel.”

Personnel Title TBD Project Manager TBD Jobsite Superintendent TBD Engineer of Record TBD Safety Representative

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3. A dedicated Safety Representative shall be required when work is performed on site. All

Safety Representatives are interviewed/validated that they meet the minimum experience requirements set forth in the specifications and that they are knowledgeable of the work to be conducted on this project. If the Safety Representative is not present, then work shall be stopped until an approved Safety Representative is present.

4. Before removing, replacing, or diverting any of the listed subcontractors or personnel, the

Contractor must: (1) Notify BSA’s Contractual Representative in writing via email; (2) Submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract; and (3) Obtain BSA’s Contractual Representative’s written approval.

5. Notwithstanding the foregoing, if the Contractor deems immediate removal or suspension is necessary to fulfill its obligation to maintain satisfactory standards of employee competency, conduct, and integrity, the Contractor may remove or suspend such subcontractor or personnel at once, although the Contractor must notify BSA prior to or concurrently with such action.

6. BSA retains the right to require removal of subcontractor or personnel whose actions, while assigned to this Contract, clearly conflict with BSA’s interests. The reason for removal shall be fully documented in writing by BSA. When such removal occurs, BSA and the Contractor shall mutually agree upon an expedient timeframe for assigning qualified replacement subcontractors or personnel to the resulting vacancy.

B. Reports/Deliverables: The Contractor shall provide the following deliverable(s) to BSA’s

Technical Representative (Tech Rep):

Item No. Description Due Date

1. Statement and Acknowledgement 2 weeks after award

2. Insurance 2 weeks after award

3. Health and Safety Plan 2 weeks after award

4. Final Design Review 4 weeks after award

5. Factory Acceptance Tests 16 weeks after award

6. Receipt of Equipment at BNL 18 weeks after award

7. Installation of Equipment 22 weeks after award

8. Commissioning of Cabin 23 weeks after award

1. Statement and Acknowledgement (SF-1413). Within fourteen (14) days after receipt of award, the Contractor shall complete the Statement and Acknowledgement Form (SF- 1413) and submit it to BSA’s Contractual Representative.

2. Insurance. Within fourteen (14) days after receipt of award, and prior to issuance of the Notice to Proceed, the Contractor shall submit Certificates of Insurance with the coverage indicated in Article 45 titled “Insurance” of the General Terms and Conditions. The certificate must show that BSA and the Government are named as additional insured and that the insurance carrier will give BSA thirty (30) days prior written notice in the event

April 9, 2025 3 Rev. 10 of cancellation or material change in the policy.

3. Health and Safety Plan (HASP). Within fourteen (14) days after receipt of award the awarded Contractor will be required to complete and submit the “Contractor’s Compliance Letter” (Attachment 8) to confirm that the Contractor’s work will conform to the applicable requirements in the BNL Health & Safety Plan for Construction Contractors, Revision Number: 16.1. The HASP (and other Safety Requirements for a Safe Workplace) can be found in Attachment 9 and via the following website:

https://brookhavenlab.sharepoint.com/:f:/s/External_SBMS/EhuIza- BMgFErjgJIZxqVQkBb4aiTjBLlCgn3-hGZE6rew?e=IFBgEf

4. As stated in the HASP, Contractors will be required to submit a detailed Job Hazard

Analysis (JHA) or Safe Work Plan (SWP) (as specified in Section 7) for each applicable work activity. The Code of Federal Regulations 10 CFR 851 “Worker Safety and Health” applies to BSA and all its contractors and sub-tier contractors.

For further information or assistance concerning the Health and Safety Plan, contact Robert

(Bob) Lee at (631) 344-7936 (phone), or blee@bnl.gov (email).

II. PERIOD OF PERFORMANCE

This Contract shall be effective as of the date executed by both parties. It shall remain in effect through TBD.

III. FIRM FIXED PRICE AND PAYMENT

A. Firm Fixed Price: In full consideration of the Contractor's performance hereunder, BSA shall pay the Contractor the firm fixed price of TBD U.S. Dollars ($TBD).

The said sum shall constitute full compensation for all services and materials furnished hereunder.

B. Payment: Payment will be made upon receipt and approval of properly certified invoices.

Payment terms are Net TBD (for large businesses 30, for small businesses 10).

Invoices shall be directed to BSA’s Accounts Payable Department via electronic or regular mail.

Electronic invoice submittal is preferred by BSA. The Contractor shall make every effort to have systems in place that allow for electronic invoice transmittal.

Invoices shall be submitted in PDF format, via email, to apinvoices@bnl.gov.

Hard copy invoices, if applicable, shall be directed to BSA's Accounts Payable Department, Contracts Division, Bldg. No. 400D.

The Contractor shall indicate the final invoice by clearly marking such invoice as https://brookhavenlab.sharepoint.com/:f:/s/External_SBMS/EhuIza-BMgFErjgJIZxqVQkBb4aiTjBLlCgn3-hGZE6rew?e=IFBgEf https://brookhavenlab.sharepoint.com/:f:/s/External_SBMS/EhuIza-BMgFErjgJIZxqVQkBb4aiTjBLlCgn3-hGZE6rew?e=IFBgEf mailto:blee@bnl.gov mailto:apinvoices@bnl.gov

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“FINAL.” A copy of the final invoice must be submitted to BSA’s Contractual Representative.

C. Freight: Freight terms shall be (for North American shipments) FOB Destination

BSA National Laboratory, 98 Rochester Street, Upton, Long Island, New York.

or

Freight terms shall be Prepaid, (for foreign shipments) “DAP” Delivered At Place, BSA National Laboratory, 98 Rochester Street, Upton, Long Island, New York.

D. Labelling, Packing, and Notification Requirements:

More detailed instructions are available at https://www.bnl.gov/shipping/ or by emailing WarehouseOperations@bnl.gov.

Labeling Requirements

All shipments must comply with the following labelling requirements. Failure to do so may result in delayed payments. Labels must be placed on the upper left portion of the container when possible and contain:

Brookhaven National Laboratory Brookhaven’s Contract Number 98 Rochester St.

Upton, NY 11973 Box Number / Number of Boxes

Packing List Requirements

Every shipping container must include a packing list. The packing list must be clearly identified and affixed to a side of the shipping container. At a minimum, the packing list should contain the following information:

• Ship from company name and address

• Supplier contact name

• Supplier telephone number

• Ship to address as instructed by Buyer/Contracts Specialist

• Brookhaven’s Contract number

• Part number, description, quantity, unit of measure, and corresponding BNL

Contract line number

Special Notification of Delivery

If a shipment is heavier than 3,000 lbs., longer than 8 feet in any direction, or has a high center of gravity, it will require rigging upon receipt and the shipper shall provide a minimum of 3 days’ advance notice of delivery to BNL’s Receiving Department via email to WarehouseOperations@bnl.gov. The shipper must obtain https://www.bnl.gov/shipping/ mailto:WarehouseOperations@bnl.gov

April 9, 2025 5 Rev. 10 acknowledgement from BNL that delivery notification was received. Failure to contact BNL will result in delays during delivery and any resulting demurrage will be at the shipper’s expense.

Marking of Outer Package

Each shipping container (transport package) with a gross weight equal to or greater than 400 lbs. (180 kilograms) must be marked with the center of gravity location and gross weight on at least one side or end panel. It must also meet the requirements of the latest revision of ASTM Standard D 3951, Standard Practice for Commercial Packaging. This applies to any item shipped (originally packaged or repackaged) to BNL or other locations cited in the Contract.

Protection of Material and Equipment

The Contractor shall employ procedures which ensure adequate protection of material and equipment during shipment and while in storage. Such protection shall include special environmental packaging as necessary. All items shipped (originally packaged or repackaged) to BNL or other locations cited in the PO or Contract shall comply with the requirements for preservation, packaging, and marking as stated in the latest revision of ASTM Standard D 3951-10, Standard Practice for Commercial Packaging.

Unacceptable Packing Material

Do not use vermiculite as a packaging material inside any shipments to BNL unless required by shipping regulation. “Vermiculite” as defined in this specification means the hydrous, silicate mineral classified as a phyllosilicate that has been expanded by heating. Vermiculite used as a packaging material in shipments must be determined to be free of asbestos (<1% chrysolite, amosite, crocidolite, tremolite, anthophyllite, and actinolite). All shipments containing vermiculite must be accompanied by documentation stating that the vermiculite used is certified asbestos-free. This documentation must be affixed to the outside of the package.

Ocean Shipments

Foreign shipments transported via ocean freight must use the 10+2 REQUIREMENTS Form (PDF). The form must be completed by the Contractor 72 hours before departure of the vessel. Send form to the following:

Interfreight Harmonized Logistics, Inc.

Fax: 516-371-6880 bnl@interfreight.net

Brookhaven National Laboratory WarehouseOperations@bnl.gov https://www.astm.org/Standards/D3951.htm https://www.astm.org/Standards/D3951.htm https://www.bnl.gov/shipping/files/pdf/10-2-security-filing-bnl-interfreight.pdf https://www.bnl.gov/shipping/files/pdf/10-2-security-filing-bnl-interfreight.pdf mailto:bnl@interfreight.net

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Once the form is submitted to customs, an acceptance number will be provided.

Freight will not be loaded onto a vessel without an acceptance number. Failure to submit the 10+2 form may result in fines. It is the Contractor's responsibility to make sure the 10+2 form is submitted 72 hours prior to the vessel sailing. BSA shall withhold payment from the Contractor's final invoice for any penalties incurred by BSA due to late or incorrect ISF filing by the Contractor.

IV. AUTHORIZED REPRESENTATIVES

A. BSA’s Technical Representative: TBD, telephone no. TBD, TBD (email), is BSA's Technical Representative, and shall act as liaison between BSA and the Contractor in technical matters only.

B. BSA’s Contractual Representative: Jayce Blood, telephone no. (631) 344-

2627, jblood@bnl.gov (email), is BSA's Contractual Representative. Any change or modification in the terms and conditions of this Contract shall require the written approval of BSA's Contractual Representative or designee.

C. Contractor’s Technical Representative: TBD, telephone no. TBD, TBD

(email), is the Contractor’s authorized Technical Representative, and shall act as point of contact between BSA and the Contractor in technical matters only.

D. Contractor’s Contractual Representative: TBD, telephone no. TBD, TBD

(email), is the Contractor’s authorized Contractual Representative and shall act as liaison between BSA and the Contractor.

V. PATENT CERTIFICATION - RESERVED

VI. GOVERNMENT PROPERTY - RESERVED

VII. ADDITIONAL TERMS

The provisions of Brookhaven Science Associates, LLC, General Terms and Conditions for Non-Commercial Items, Rev 23.0 May 2025, are incorporated herein and made a part hereof.

Article 22 entitled “Warranty” is modified to reflect a two (2) year warranty. The contractor shall warranty the equipment against failure and defects for a period of two (2) years from delivery and final acceptance at BNL.

The provisions of Brookhaven Science Associates, LLC, Supplemental Terms and Conditions for Work by Contractors Onsite at Brookhaven National Laboratory, Rev 23.0 May 2025, are incorporated herein and made a part hereof.

As noted in this Contract, Supplemental Terms and Conditions for Work by Contractors Onsite at Brookhaven National Laboratory are incorporated herein. In accordance with Article 8 of these Supplemental Terms and Conditions, the Contractor is required to provide a Phase Hazard Analysis (PHA).

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This Contract is issued pursuant to Brookhaven Science Associates General and/or Supplemental Terms and Conditions listed above, which are incorporated herein by reference. The complete text of these terms and conditions can be viewed at PPM | Terms and Conditions. Should the Contractor have any questions and/or not have access to these terms and conditions, contact the Buyer or Contracts Specialist immediately.

The following documents attached hereto and made a part hereof, contain additional provisions of this Contract:

A. Statement of Work, No. NSLSII-24IR-SOW-001 dated September 11, 2025;

B. Drawing No. PD-INF-HU-1001 dated September 2023;

C. Specification No. NSLSII-24IR-SPC-001 dated August 28, 2025; and D. BNL Supplier Quality Assurance Requirements.

This Contract does not bind nor purport to bind the Government of the United States.

ACCEPTED:

TBD BROOKHAVEN SCIENCE

ASSOCIATES, LLC

By: _________________________________ By: _________________________________

Name: ______________________________ Name: ______________________________

Title: _______________________________ Title: _______________________________

Date: _______________________________ Date: _______________________________

A copy of the signed Contract shall be returned to BSA’s Contractual Representative. BSA will then sign and provide a fully executed copy for your records.

https://www.bnl.gov/ppm/terms-and-conditions.php https://www.bnl.gov/ppm/terms-and-conditions.php

Brookhaven National Laboratory Number: NSLSII-24IR-SOW-001

Brookhaven Science Associates Version: 1

National Synchrotron Light Source II (NSLS-II) Effective: 11 SEP 2025

NSLS-II INF Experimental Endstation Cabin

Statement of Work (SOW) QA Category: A-2

Name Title Approver/Reviewer

G. Lawrence Carr NSLS-II PSD INF Beamline Lead Scientist Approver

Steve Sherwood NSLS-II PSD Liason Engineer Approver

Steve Moss NSLS-II Authorization Basis Manager Approver

Andrew Broadbent NSLS-II Project Manager Approver

Michael Lucas NSLS-II Beamline Engineer Approver

Robert Lee NSLS-II ESH Manager Approver

Lindsay Garske QA Engineer Approver

Additional Staff Not Approving Through SharePoint

Steve Hulbert NSLS-II Project Director Reviewer

Tammy Stein Export Control Reviewer Reviewer

Jayce Blood PPM Procurement Manager, Subcontracts Reviewer

This information is controlled by the U.S. Department of Commerce Export Administration Regulations 15 CFR Parts 730-774 as EAR99 Technology.

ii National Synchrotron Light Source II

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VERSION CONTROL SHEET

VERSION DESCRIPTION DATE AUTHOR APPROVED BY

1 First Issue 09 SEP 2025

G. Lawrence Carr, Lukas Wehmeier, Andrew Broadbent, Steve Hulbert, Evgeny Nazaretski, Christopher Eng

See cover page.

1 – MDC

No. 1

Minor Document Change was made to section 1.2.1, References: Removed the row with LT-ESH-0021, Environment, Safety and Health Plan for Technical Equipment Installation;

corrected ANSI Y14.5;

removed the duplicated reference for 101CFR851.

11SEP2025

S. Sherwood Andrew Broadbent Christopher Eng R. Lee

See cover page.

NSLSII-24IR-SOW- 001: INF Experimental Endstation Cabin Statement of Work (SOW) iii

National Synchrotron Light Source II iii 11 SEP 2025

Contents

1 Introduction and Overview

1.1 Background

1.2 Scope

1.2.1 References

1.3 Conflicts

2 Requirements

2.1 Contractor Responsibilities

2.1.1 Technical Performance

2.1.2 Tools/Fixtures/Test Equipment

2.1.3 Required Items

2.1.4 Installation

2.1.5 Commissioning

3 design and manufacturing Requirements

3.1 Detailed Design Requirements

3.1.1 Final Design Review (FDR) Report

3.1.2 Approval to Proceed

3.1.3 Acceptance Test Procedure

3.1.4 Detailed Manufacturing, Testing, and Commissioning Requirements

3.2 Management

3.2.1 Program Plan

3.2.2 Progress Teleconference

3.2.3 Manufacturing / Inspection / Test Plan

3.2.4 Performance Reporting

3.2.5 Design Reviews

3.3 Documentation and Data Management

3.3.1 General Documentation Requirements

3.3.2 Drawing and Model File Format Requirements

3.3.3 Installation Drawings

3.3.4 End Item Documentation

3.4 Configuration Management

3.5 Environment, Safety and Health (ES&H)

3.5.1 Contractor Work on Site at BNL

3.5.2 Electrical Safety

3.5.3 Fire Safety

3.5.4 Attachment Points and Lifting Fixtures

3.6 Warranty

3.7 Packaging

4 Installation

4.1 General Requirements

4.1.1 The Installation Work Plan shall include, at a minimum:

4.2 Lifting Equipment

5 Quality Assurance

5.1 Quality Assurance Requirements

5.2 Material Review Board (MRB) Authority

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5.3 QA Flow-Down

6 Schedule / milestones

7 Deliverables

8 Value Engineering

ACRONYMS

ABL As-Built List ASME American Society of Mechanical Engineers ASHRAE American Society of Heating, Refrigerating and

Air-Conditioning Engineers ATP Acceptance Test Procedure BNL Brookhaven National Laboratory BSA Brookhaven Science Associates CAD Computer Aided Design EEC Experimental Endstation Cabin EPICS Experimental Physics and Industrial Control System EPS Equipment Protection System ES(&)H Environment, Safety, and Health FAT Factory Acceptance Test FDR Final Design Review FEA Finite Element Analysis INF Infrared Nano-microscopy Facility JHA Job Hazard Analysis LSZH Low Smoke Zero Halogen

MRB Material Review Board MRP Material Requirements Planning NBBI National Board of Boiler Inspectors NEC National Electric Code NFPA National Fire Protection Association NRTL Nationally Recognized Test Lab NSLS-II National Synchrotron Light Source II OSHA Occupational Safety & Health Administration PPE Personnel Protection Equipment QA Quality Assurance SDS Safety Data Sheet SOW Statement of Work SPC Specification SR Storage Ring UHV Ultra High Vacuum UL Underwriters Laboratories VDCT Visual Database Configuration Tool

NSLSII-24IR-SOW- 001: INF Experimental Endstation Cabin Statement of Work (SOW) 1

National Synchrotron Light Source II 1 11 SEP 2025

1 INTRODUCTION AND OVERVIEW

1.1 Background

National Synchrotron Light Source II (NSLS-II) is a state-of-the-art scientific research facility at Brookhaven National Laboratory (BNL) that operates continuously 24 hours per day, 7 days per week.

The INF Experimental Endstation Cabin described in this document, hereafter referred to as “the cabin,” will enclose the INF beamline providing a controlled environment for experiments to be conducted at its endstations, with the main scientific focus being the study of materials relevant to quantum computing and information science, and also for electronic characterization at a ~ 10nm scale.

1.2 Scope

This Statement of Work (SOW) is the basis for the procurement of the Equipment, which will be used on the Infrared Nanospectroscopy Facility (INF) beamline at National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL). This SOW outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

1.2.1 References

The following documents are an integral part of this SOW; the applicable revision level will be the latest that is in effect at the time of award:

Document Number Document Title

US DOE 10CFR851 Worker Safety and Health Program AISC 360-05 Specifications for Structural Steel Buildings

ANSI Y14.5 Dimensioning and Tolerancing for Engineering Drawings

ANSI/AWS D1.1 Structural Welding Code - Steel

ASHRAE 90.1-2022 ASHRAE Building Energy Code

ASHRAE F08 Sound and Vibration ASME 30.20 Standard for Design, Testing and Appropriate Markings

ASME B30.26 Rigging Hardware

ASME B31.3 Process Piping – 2015 Edition

ASTM Standard D 3951-98 Standard Practices for Commercial Packaging

BCNYS-2020 Building Code of New York State

BNL-QA-101 BNL Supplier Quality Assurance Requirements

IEEE 1202 IEEE Standard for Flame-Propagation Testing of Wire and Cable NSLSII-24IR-SPC-001 Technical Specification for the NSLS-II INF Experimental Endstation Cabin, henceforth referred to as

“the Specification” NFPA 70 - 2023 National Electrical Code -2023 Edition https://www.nfpa.org/codes-and-standards/nfpa-70-standard-development/70

NFPA 70E- 2024 Standard for Electrical Safety in the Workplace - 2024 Edition NFPA 72 National Fire Alarm and Signaling Code

NFPA 80 Standards for Fire Doors and other Opening Protectives

NSLSII-ESH-PLN-013 Health and Safety Plan (HASP) for Hutch and Cabin Construction at NSLS-II

OSHA Standard 1910.145 Accident Prevention Signs and Tags

OSHA Standard 1910.22 OSHA Standards for Walking / Working Surfaces

OSHA Standard 1910.23 OSHA Standards for Guarding Floor and Wall Openings and Holes

PD-INF-HU-1001 INF Layout, Top Level Assembly, INF Beamline

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1.3 Conflicts

In the event of a conflict between the Technical Specification and the SOW, the Contractor shall immediately notify the BSA contractual representative. Failure to notify the BSA contractual representative of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance with all requirements.

2 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions as defined in this SOW, the Contractor shall be responsible for the design, engineering, and purchase of all materials, and the manufacturing, assembly, delivery, installation, testing and commissioning of the cabin.

2.1 Contractor Responsibilities

2.1.1 Technical Performance

In accordance with the Specification document NSLSII-24IR-SPC-001 and all referenced documents, the Contractor shall design, engineer, manufacture and assemble the cabin. The Contractor shall test the cabin at the Contractor’s facility, then deliver, install, test and commission the cabin at BNL. The design life of the INF cabin shall be a minimum of 30 years. It is the Contractor’s responsibility to ensure that the cabin complies with all specification requirements.

2.1.2 Tools/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 complete the manufacture and installation of the cabin. All special tooling and test equipment fabricated or procured by the Contractor shall be considered Government Property and shall be accounted for by the Contractor.

2.1.3 Required Items

The Contractor shall be responsible for, but not limited to, the following items to be included with the INF cabins:

Enclosure structures shall be installed on site at BNL with all required support structure and fully-finished wall and ceiling panels including all required windows and hardware.

2.1.4 Installation

The Contractor shall install all deliverables as set forth herein. BSA will make the final connections to all of the necessary utilities (e.g., cooling water, electrical power, compressed air), at all interface points.

2.1.5 Commissioning

The Contractor shall be responsible for the commissioning of the cabin. Commissioning shall be defined as:

All test and demonstration work, performed onsite at BNL.

The Contractor shall perform commissioning of the completed cabin.

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National Synchrotron Light Source II 3 11 SEP 2025

3 DESIGN AND MANUFACTURING REQUIREMENTS

3.1 Detailed Design Requirements

3.1.1 Final Design Review (FDR) Report

The Contractor shall be responsible for providing an FDR report that reflects the state of the developed design. The Contractor shall be responsible to develop the overall design of the cabin in accordance with the applicable specifications and supporting documents as identified herein. The Contractor shall perform the tasks listed below, with the results to be included in the Final Design Review Report for review and approval in writing by BSA. The FDR will include a safety review of the designs, and all recommendations of the review committee shall be implemented in the final designs. Prior to the FDR, the Contractor shall prepare and submit a draft Final Design Review report that includes the following:

a) General Information:

The names and contact information of the contributors to the FDR report

A complete schedule showing all milestones and major activities required to meet all contractual requirements

b) Detailed Design Information:

A final 3D solid model of the cabin that can also be viewed on screen in the native CAD program.

All drawings and documentation of the cabin and utilities identified with titles, numbers and labels, etc., that adopt a common nomenclature in accordance with BSA document NSLSII- DPT-STD-002, NSLS-II Nomenclature Standard

Mechanical component cycle life calculations, including (but not limited to) gaskets, seals, bearings, hinges and locks.

Detailed drawings showing cabin layout with ballooned assembly drawing callouts

Specifications, sourcing, and catalog cut-sheets for all commercially packaged components

Electrical system, instrumentation, and controls component specifications and cut-sheets

Material selections; and descriptions of considerations such as mitigation of noise or fire retardant materials.

Identification of Professional Engineer registered in NYS used to certify structure design

Documentation confirming that applicable safety codes and standards have been met. The documentation shall include a listing of such codes with corresponding written explanation describing how all applicable code requirements have been met

Proposed design improvements and upgrades; refer to section 0, Value Engineering

c) Manufacturing And QA Information:

Manufacturing / Inspection / Test Plan

Manufacturing and assembly planning, including any related concerns, including, but not limited to, schedule and high risk items

Assembly and test procedures Details of any production tooling

Identification of any components or sub-assemblies that contain materials with a shorter life than defined in the Specification and the details of the required spares for the lifetime of the cabin

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The location of identification labels shall be described

d) ESH Information:

Identification of hazards, and their mitigation, during all stages of the life of the Equipment including installation, commissioning, operation, maintenance, and repair. This information shall be provided to determine ESH compliance, and also included in the operations and maintenance manual. Identification of means to eliminate or manage each hazard shall be provided based on the following hierarchy:

Substitute with something less hazardous OR Engineer a system to mitigate the severity of the hazard OR Use Personal Protective Equipment (least desirable)

e) Installation, Commissioning, and Operation Information:

Provisions for lifting and rigging (as set forth herein), transport and aisle clearance information.

Note that all components will be moved along aisles.

List of all lifting operations required for truck or container unloading and installation, and confirmation that the equipment meets all requirements.

Preliminary installation work plan with drawings and information, including the following:

Required utilities callouts

Guards, grounding, safety features, and precautions to meet applicable safety codes and standards.

Maintenance and lubrication schedule.

All detailed documentation, including (but not limited to) manufacturing drawings, top level assembly drawings, parts lists, schematics and installation drawings

f) Commissioning Plan Information:

Step-by-step procedure for initial activation and operation of the air handler / fan coils, including utilities and controls requirements

The equipment required for this initial commissioning

How the initial acceptance criteria will be met when performance is demonstrated

Training provided for all requirements listed above during the phase 1 commissioning

A description of how the Contractor will demonstrate the cabin and how the Specification requirements will be met during the commissioning phase

g) Spares

Final list of additional recommended spare parts determined during the FDR

3.1.2 Approval to Proceed

BSA must approve in writing the Final Design Review Report, including any modifications introduced at the Final Design Review, before the Contractor proceeds with ordering of material and components.

Ordering of long-lead-time materials and components prior to the approval of the Final Design Review Report must be reviewed and approved in writing by BSA.

NSLSII-24IR-SOW- 001: INF Experimental Endstation Cabin Statement of Work (SOW) 5

National Synchrotron Light Source II 5 11 SEP 2025

3.1.3 Acceptance Test Procedure

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 by BSA prior to use. The ATP shall ensure that all test requirements as defined in the Specification are achieved.

3.1.4 Detailed Manufacturing, Testing, and Commissioning Requirements

3.1.4.1 Factory Acceptance Testing

The Equipment shall be tested at the Contractor’s facility in the presence of BSA representatives to demonstrate full compliance with the Specification. The tests listed in the Specification shall be conducted on the Equipment at the Contractor’s facility according to the ATPs, prior to delivery to BNL.

All test data shall be documented and accompany the Equipment at delivery. Acceptance of the test data is contingent upon data review and written approval prior to shipment of the cabin.

All Test Data associated with the air handlers / fan coils shall be submitted to BSA for review and written approval prior to shipment from the subcontractor.

3.1.4.2 Acceptance Testing at BNL

The cabin shall be tested at BNL by the Contractor to demonstrate full compliance with the Specification. These tests shall include testing the air handlers / fan coils. The tests listed in the Specification shall be conducted in the cabin at BNL according to the ATP, prior to final acceptance.

3.1.4.3 Commissioning Reports

A commissioning report shall be provided by the Contractor. The report shall include, but is not limited to, the results of all tests performed including graphs, print-outs, drawing updates, calibration data, and control system tuning parameters. A summary sheet including any noncompliances shall be included. Final acceptance is contingent on BSA data review and written approval by BSA.

3.2 Management

3.2.1 Program Plan

Within two (2) weeks after award of contract, the Contractor shall deliver a detailed program plan which includes a milestone schedule defining the design validation, manufacturing, and testing in sufficient detail to allow regularly scheduled progress monitoring.

3.2.2 Progress Teleconference

Within two (2) weeks after award of contract, bi-weekly program technical and progress teleconferences and/or meetings between the Contractor and BSA shall be held at a mutually scheduled time. The discussions shall include the Contractor’s progress, technical and contractual questions, analyses, design reviews, value engineering, troubleshooting, material status, tooling status, resources, and manufacturing issues.

At BSA’s discretion, teleconferences and/or meetings with subcontractors shall be arranged by the Contractor so that BSA can evaluate the subcontractor’s performance and schedule.

3.2.3 Manufacturing / Inspection / Test Plan

A manufacturing plan shall be developed which identifies the manufacturing processes required to complete all efforts identified in this SOW. The plan shall be submitted for review before the FDR and approved in writing by BSA. The plan may be a single document or may make use of existing travelers or other suitable

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3.2.4 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 that clearly details 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.

3.2.5 Design Reviews

3.2.5.1 Final Design Review Meeting

An FDR meeting shall be held in accordance with the schedule set forth in section 6 herein. The Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft FDR Report that shall consist of the requirements set forth in section 3.1. The Contractor shall be responsible for maintaining and submitting minutes of the FDR and shall also incorporate any agreed-to changes into the final comprehensive FDR Report, both of which are to be submitted to BSA within ten (10) working days of the FDR for subsequent review and approval. After written approval of the FDR report by BSA, the Contractor shall promptly begin manufacturing the cabin.

Upon written approval of the FDR report the design is to be considered “frozen” and no changes are permitted to the design, materials, processes, methods, and tooling, or component-level substitutions, without written approval by BSA.

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3.3 Documentation and Data Management

3.3.1 General Documentation Requirements

All documentation provided by the Contractor shall be in English.

All reports and documentation noted in this SOW shall consist of one (1) set of paper copies, and one

(1) set on digital media (CD ROM and/or USB data storage device), unless otherwise noted.

BSA requires detailed drawings to allow installation, maintenance and future upgrade of the Equipment. All drawings shall:

Be formatted in accordance with ASME Y14.5 or equivalent (requires written approval by BSA)

Have views shown in third-angle projection

Use metric dimensions and tolerances

Have a separate parts list if not embedded in the drawing

Be provided to BSA in electronic format , supplied on a DVD or BSA identified FTP site, and accompanied by two (2) sets of full size prints

Be available throughout the term of the contract, for BSA inspection and approval

All cable schedules shall be provided electronically in Microsoft Excel format spreadsheets with formal “controlled copies” in PDF format, on a DVD and be accompanied by two (2) of sets of hard copies.

3.3.2 Drawing and Model File Format Requirements

The Contractor shall provide and maintain, as well as have the capability to receive and send, CAD files of all components or assemblies in the following formats:

2D formats: AutoCAD 2D drawings (.DWG format)

3D solid model formats: IAM/IPT (preferred) or STP or SAT.

3.3.3 Installation Drawings

The Contractor shall supply installation drawings showing all necessary equipment dimensions required for installation; all connections to the BSA-provided equipment, and services, shall be clearly shown.

The Contractor shall supply general arrangement and floor plan drawings, which shall be at a scale of not less than 1:50, and details shall be at a scale of 1:20.

The installation drawings shall include, but are not limited to:

Layout drawings of all deliverables included in the Contract

Cabling and wiring connections, including the earthing system, showing cable/conductor types, and sizes

Schematic diagrams of individual subsystems showing all circuit diagrams, instrumentation and control system connections

3.3.4 End Item Documentation

The Contractor shall provide an electronic copy (except as noted) of the End Item documentation package in accordance with the schedule set forth in this SOW. The End Item documentation package for the Equipment shall consist of the following documentation:

Completed travelers

As-Built Listing (ABL) for each configurable subassembly or component

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Manufacturing / Inspection / Test data for inspections performed at incoming inspection or during manufacturing

A Certificate of Conformance shall list all applicable codes and individually state that each code has been met or exceeded. The following requirements shall be included in the Certificate of Conformance:

Structural certification by a Professional Engineer registered in New York State for all loads and load-bearing structure. Certification shall include materials (with certified material properties), structural design, calculations, and analyses.

Copies of the Contractor’s (or Subcontractor’s) weld certifications/test reports

Material certifications of defined materials (windows and panels)

Source inspection documents for all major items purchased by the Contractor

Acceptance Test Reports and copies of test certificates

All 2D drawings and 3D solid models

Two (2) full sets of paper copies of the final mechanical assembly and electrical drawings, on good quality (80+ g/m2 paper) punched and put in white ring binders not exceeding 75% full

All third party equipment manuals

3.3.4.1 Manufacturer’s and Equipment Drawings

Drawings from third party manufacturers or other equipment suppliers shall indicate principal dimensions, fixings, connections and all other relevant details. The Contractor shall supply manufacturer’s and equipment drawings in sufficient detail for installation and repair or maintenance.

All wiring diagrams shall indicate clearly that wiring which forms part of, or is connected to, the equipment as delivered and shall include the following minimum information:

Cable identification and all terminal numbers

Inter-connections between different items

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3.3.4.2 As-Installed Drawings

The drawings shall provide an accurate record of the cabin delivered under this contract as installed, which shall include:

Major items and system controls

Equipment layouts, with sections to a scale of not less than 1:20

Individual floor plans and sections to a scale of not less than 1:50 with details at 1:20 in difficult or congested areas, fully indicating with accurate dimensions, the sizes and positions of the cabin, conduits, trunking, cable tray and cables, together with all inspection, test and maintenance points and cable joints

General arrangement drawings and wiring diagrams of all equipment, and instrumentation and controls panels, including interlocks

Number, size, type, and services supplied by every cable. (Circuit lists and fuses/ circuit breaker sizes for each circuit shall be entered into relevant drawings and shall agree with lists fixed within BSA provided distribution boards.)

3.3.4.3 Documents

The Contractor shall provide an electronic copy (on DVD or BSA identified FTP site, in Microsoft™ Office format, or drawing format described in section 3.3.2 with formal “controlled copies” in PDF format) of the following documentation:

All documentation identified in this SOW

All part and assembly solid models

Part detail drawings

Source codes for control system programming

Notification and access to new versions of software source codes as available

User/operation manual detailing: maintenance, operation, and hazard management

3.3.4.4 Operation and Maintenance Manuals

The Contractor shall provide the operation and maintenance manuals in electronic format as a Microsoft™ Word compatible document with formal “controlled copies” in PDF format and provide two (2) hardcopies.

Operation and maintenance manuals shall include:

1. A printed title to the front cover, identifying the title of the project and the date of issue

2. A table of contents

3. A general description of the installation

4. Copies of any permits to use copyrighted material

5. Copies of licenses to use any software that is provided

6. A technical description of each system and subsystem to allow the correct and safe operation, maintenance and repair of all systems and subsystems installed, including:

a. Trouble shooting techniques

b. Recommendations for preventative maintenance

c. Disassembly, repair, cleaning and adjustment procedures

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d. Equipment settings established during commissioning

e. All manufacturers and third-party data specific to the project

f. Control sequences and flow diagrams for each system

3.4 Configuration Management

The Contractor shall establish and maintain a configuration control system to assure that all End Items (including spares) 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.

3.5 Environment, Safety and Health (ES&H)

The Contractor shall design and build all Equipment in accordance with ES&H requirements in the appropriate Specifications, codes, standards, and other documents listed in section 1.2.1 of this SOW.

3.5.1 Contractor Work on Site at BNL

BSA will identify and designate space necessary to safely perform staging and installation activities adjacent to the beamline floor space and the relevant enclosure (hutch). Any cordons, stanchions, or barriers required to designate and isolate the Contractor’s work area will be supplied by BSA.

The installation activities shall be subject to BNL site access and safety regulations. The Contractor shall create and provide to BSA for acceptance a Health and Safety Plan (HASP). A HASP template is provided for the contractor to use, if preferred. Acceptance for the Contractor’s HASP must be provided in writing by BSA IAW the schedule herein and prior to the Contractor starting any work on site at BNL.

3.5.2 Electrical Safety

All electrical equipment must be in accordance with U.S. standards, must comply with NFPA70 and shall be approved by a Nationally Recognized Testing Laboratory (NRTL) or the BSA Authority Having Jurisdiction as specified in BNL-QA-101 document, clause 3.10. Note that CE is not an approved NRTL.

All electrical connections ≥ 50 volts shall be covered to comply with UL 508 so that all non-insulated charged surfaces protect workers from the hazards of electrical shock. Plexiglas® is not allowed; Lexan® may be used. Electrical insulation must be NRTL, flame retardant and radiation resistant.

Teflon® shall not be used as an insulation material for any beamline application.

3.5.3 Fire Safety

The Contractor shall ensure that any electrical equipment or wiring minimizes combustibility by the use of flame resistant materials. All cables shall be approved by a NRTL and be flame retardant, or be reviewed and approved in writing by the BSA Authority Having Jurisdiction.

All cables to be installed in a cable tray shall be rated for Cable Tray use. The cable shall have the TC (Tray Cable) and NRTL markings. If a Contractor elects to use a cable not marked for Tray Cable use, then the Contractor shall use a cable that will meet IEEE 1202 or equivalent approved by BSA in writing. BSA shall approve the use of all non NRTL marked tray cables in advance of the Contractor ordering the cable.

3.5.4 Attachment Points and Lifting Fixtures

The Contractor shall provide lifting eyes, either permanent or removable, where necessary of sufficient capacity and number to allow the equipment to be safely lifted in the fully assembled condition.

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All lifting fixtures must meet the requirements specified in ASME B30.26 (Rigging Hardware) and ASME BTH-1 (Design of Below-the-Hook Lifting Devices, Design Category “A”).

3.6 Warranty

The Contractor shall provide a warranty for the cabin, against failure and defects for a period of two (2) years from final acceptance of the Commissioning report.

3.7 Packaging

In preparation for shipping, each component of the enclosure shall be covered or wrapped for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. Each enclosure shall be properly braced with robust wood (or similar) and cushioned within its own packing so that it will not shift during handling and shipment.

Each packing crate shall be fitted with ShockWatch and TiltWatch sensors or an equivalent approved in writing by BSA.

The container shall be appropriately labeled with the listing of contents, destination, gross weight, location of center of gravity, purchase order number, and contact information.

Each individual item shall be palletized and include provisions to permit access for a forklift to lift the crate. The maximum weight of any individual crate shall not exceed 4,500 kg (10,000 pounds) unless approval is given in writing by BSA.

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4 INSTALLATION

4.1 General Requirements

The Contractor shall be responsible for all Equipment installation.

Installation shall include the following tasks:

i) Unloading and unpacking of the cabin components on site

ii) Removing and legally disposing of all packing materials off the BNL site

iii) Visual inspection of the components by the Contractor and BSA

iv) Moving the components to their experimental floor position

v) Installation of the cabins including surveying and alignment

vi) Floor and wall penetrations

(1) All penetrations into the experimental floor are to be fully defined by the Contractor. Deep penetrations (≥ 4 in. deep) are to be avoided where possible (the re-bar is set at ~5 in. below the floor surface).

(2) Checking floor flatness and completing all SOW requirements

vii) On-site acceptance testing by the Contractor and BSA

BSA will not supply personnel for installation tasks other than those identified herein. Unloading of containers and trucks, and staging of Equipment on the experimental floor, shall be performed by BSA riggers only. The Contractor shall not be permitted to drive BNL-owned forklifts for any reason.

The Contractor shall submit an installation work plan that includes all onsite installation activities in a step-by-step format at least two months before the scheduled start of installation activities. This plan is a necessary prerequisite for obtaining a work permit and must be approved by BSA prior to the start of installation activities.

The Contractor shall fully participate in BSA work planning review and respond promptly to installation work planning inquiries issued by BSA during the review period as well as throughout the contract duration. This shall be completed during the FDR as well as after the FDR in video conferencing and/or teleconferences.

All training and safety requirements identified during the work planning process (or by BSA ESH/Training staff members) shall be successfully completed by Contractor personnel who are participating in onsite installation work prior to issuance of a work permit and prior to installation.

Electrical tools/equipment needed for installation shall be inspected by BSA prior to use at BNL, to ensure compliance with electrical safety standards referenced herein.

4.1.1 The Installation Work Plan shall include, at a minimum:

1. Work Instructions: include a few job steps or detailed step-by-step instructions, including the following steps:

a. Unpack the Equipment at BNL (includes unpacking any shipping containers)

b. Inspection of the Equipment

c. Coordinate with BSA rigging staff to move the Equipment to the correct installation position or submit a lifting plan, if Contractor will perform this work (refer to training requirements identified in section 4.1 above)

d. Install the Equipment

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e. Perform onsite Acceptance Test

2. Prerequisites: preparatory actions to be performed before work can be started and any administrative and physical requirements (for example,…