B.1 Enclosure A DRAFT Contract.pdf

April 9, 2025 1 Rev. 10

BSA’s Contractual

Representative

Overall Value

Amount

Contract Type Contract Number

Megan Einhart TBD Firm Fixed Price 477007

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates

P.O. Box 5000

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

TBD – Name and Address of Contractor

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 deliver a modelocked, femtosecond fiber seed oscillator (oscillator).

The oscillator shall be manufactured to satisfy the requirements for the ATF application, delivered to Brookhaven National Laboratory (BNL), and evaluated for suitability.

All work shall be conducted in strict accordance with the attached BSA Statement of Work dated May 15, 2026, and Technical Specifications dated May 2026.

A. Reports/Deliverables: The Contractor shall provide the following deliverable(s) to BSA’s Technical Representative (Tech Rep):

Description Due Date

Test Results 2 weeks before delivery

Fiber Seed Oscillator TBD

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).

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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 XX (for large businesses enter 30, for small businesses enter 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

“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 insert: ) FOB BSA

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

Prepaid,

- OR -

(for foreign shipments insert: ) “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 mailto:apinvoices@bnl.gov https://www.bnl.gov/shipping/ mailto:WarehouseOperations@bnl.gov

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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 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 mailto:WarehouseOperations@bnl.gov https://www.astm.org/Standards/D3951.htm https://www.astm.org/Standards/D3951.htm

April 9, 2025 4 Rev. 10 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

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: Megan Einhart, telephone no. (631) 344-

3046, meinhart@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.

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 mailto:WarehouseOperations@bnl.gov mailto:meinhart@bnl.gov

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V. PATENT CERTIFICATION - RESERVED

VI. GOVERNMENT PROPERTY - RESERVED

VII. ADDITIONAL TERMS

The provisions of Brookhaven Science Associates, LLC, General Terms and Conditions for Commercial Items and Services, Rev. 24.0, April 2026 are incorporated herein and made a part hereof.

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:

Attachment 1 Statement of Work dated May 15, 2026

Attachment 2 Technical Specifications dated May 2026

Attachment 3 BNL-QA-101

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

ACCEPTED:

CONTRACTOR – TBD BROOKHAVEN SCIENCE

ASSOCIATES, LLC.

By: By:

Name: Name:

Title: Title:

Date: Date:

Should you accept this Contract without exception or alteration, a copy of the Contract shall be returned to BSA's Contractual Representative. Should you take any exceptions or attempt to alter the Contract in any manner, BSA’s execution thereof shall be null and void. Should you wish to take exception(s)/alteration(s), you shall notify BSA’s Contractual Representative. BSA will consider the requested exception(s)/alteration(s) and notify you accordingly. No Contract shall exist unless and until such differences are resolved.

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

Statement of Work for requisition 477007:

Replacement fiber seed oscillator

5/15/26 M. Babzien

1.Introduction

ATF operates laser systems requiring seed oscillators producing highly stable pulse trains that are injected into Ti:Sapphire amplifiers to obtain ultrashort, high peak power laser pulses. One of the seed oscillators currently serving these amplifiers has failed, and a replacement is required.

2. Scope

This SOW covers the purchase of a modelocked, femtosecond fiber seed oscillator (oscillator). The oscillator shall be manufactured to satisfy the requirements for the ATF application, delivered to

BNL, and evaluated for suitability.

3. Applicable documents and/or specifications

A full set of specifications is provided with the requisition to establish clear requirements for all key operating parameters that are necessary to maintain high performance of the Ti:Sapphire amplifiers and subsequent use of the pulses for the experimental program.

4. Technical tasks and quality assurance

The vendor shall confirm that the proposed oscillator will meet or exceed all the performance requirements when submitting a proposal. After the unit has been manufactured, the oscillator shall be tested to demonstrate compliance with the specifications. The vendor shall submit the test results to BNL. Upon demonstration of operation within specifications, the oscillator shall be shipped to BNL.

4. Reports, data, and deliverables

Full test data and documentation as detailed in the specifications shall be provided with the oscillator.

5. Other special considerations

None

Marcus Babzien 5/15/26

Attachment 1

Brookhaven National Laboratory Accelerator Test Facility

May 2026

Technical Specifications for a fiber seed oscillator for the Accelerator Test Facility at Brookhaven National Laboratory

This specification states the requirements for a fiber seed oscillator (oscillator) to be used at the Brookhaven National Laboratory (BNL) Accelerator Test Facility (ATF). The ATF is a designated user facility providing the capabilities for advanced accelerator and laser R & D experiments. The facility is utilized by many external and internal researchers in more than a dozen individual experiments each year.

The ATF’s chirped-pulse amplification (CPA) Ti:Sapphire lasers take a low energy seed pulse and amplify it several orders of magnitude to levels useful for various parts of the user experimental program.

The amplifiers have demonstrated successful operation with various seed oscillators, and the facility is currently seeking proposals for newer, highly integrated, and robust seed oscillators.

A) Optical parameters

1. The primary wavelength available from the laser shall be the second harmonic of the telecommunications C-Band central wavelength of 1560 nm, or approximately 780 nm.

2. The oscillator shall employ a passive modelocking architecture to produce ultrashort pulses. The modelocked output pulse repetition rate shall be a subharmonic of 2856 MHz, the fundamental frequency of the ATF’s radiofrequency(RF) electron accelerator cavities. Desirable frequencies that are already widely deployed within the facility are

81.6 and 40.8 MHz. Other frequencies at integer harmonics may be possible, but will require additional RF infrastructure to be deployed.

3. The output energy per pulse must be high enough to enable amplification above spontaneous emission while achieving the the required amplifier output energies within the amplifier gain limits. This is a minimum of 0.5 nJ per pulse, which is equivalent to an average optical power of 40.8 mW at 81.6 MHz pulse repetition rate.

4. The central wavelength of the optical spectrum shall be near the peak of the Ti:Sapphire gain spectrum of the ATF amplifiers. The wavelength may be fixed, but the centroid of the spectrum must fall with the range 775-800 nm.

5. The optical spectrum shall be broad and smooth enough to support the amplification and subsequent compression of nearly transform-limited pulses having a FWHM duration of 75 fs or less. This corresponds to a FWHM bandwidth of approximately 15 nm when some spectral modulation and amplifier gain-narrowing are considered. This is the minimum acceptable bandwidth of the pulses directly emitted by the oscillator.

6. The transverse profile delivered out of the oscillator shall be near Gaussian, with an M^2 parameter below 1.5 in both horizontal and vertical dimensions, and asymmetry below 10% in any two orthogonal axes.

7. Output pulse polarization shall be linear, with <1% ellipticity.

Attachment 2

8. Additional simultaneous optical output at the fundamental wavelength of the oscillator’s Erbium-doped gain medium is required. This is typically near 1560 nm. Output power must be >10 mW, near-Gaussian transverse profile, and linear polarization. Pulsewidth shall be under 200 fs.

9. Beam delivery may be either free-space, or polarization-maintaining single mode fiber for both wavelengths.

10. The pointing stability of the laser must meet or exceed 50 microradian peak to peak over a 24 hour period without operator correction.

11. The vendor shall supply measurements demonstrating that the phase noise of the free-running RF spectrum of the laser output, integrated from 10 kHz to 1 MHz, is below 50 fs.

B) External synchronization

1. The oscillator shall permit the adjustment of effective cavity length for the purpose of locking the laser frequency to an external, BNL-supplied RF reference clock.

2. The minimum frequency adjust range shall be 0.01% of the laser repetition rate.

3. The vendor shall provide an integrated electronics package that enables automated locking of the oscillator phase to the external clock. Such a package shall meet or exceed the following performance.

1. Stabilization of the laser phase with respect to the external clock.

2. The locking frequency of the external clock shall be an integer harmonic of the laser repetition rate, to be specified by the vendor at the time of proposal. 2856 MHz is the preferred clock frequency, but other high harmonics may be acceptable.

3. The vendor shall supply measurements from nearly identical units of the phase-locked noise spectrum integrated over a frequency range of 1 Hz to 1 MHz that demonstrate a phase jitter less than 50 fs.

4. If the integrated electronics package provides user control of laser phase relative to the external clock, the vendor shall specify the control details, whether analog or digital, as well as range and response time of the external control.

C) Operational requirements

1. The laser should meet or exceed all optical parameters and operating requirements in a standard, controlled laboratory environment. Ambient room temperature is maintained in the range 21 to 24 C, relative humidity of 5 to 50%. Temperature rate of change is <2 C/hour, relative humidity <10%/hour. The laser will be be operated in an ISO7, or better, cleanroom.

2. The warmup time from a cold start must be less than 30 minutes to reach all specifications.

3. Output power fluctuation for both wavelengths shall be less than 1% peak-to-peak in any 24 hour period.

4. Long term drift of the laser power shall be <2% per month.

D) Reliability and availability

1. The oscillator vendor shall supply information to support a product mean time between failure of greater than three years. Such information may consist of critical component (e.g. laserdiode) manufacturer specifications, compliance with appropriate telecommunications or other relevant standards, model operating data obtained from prior units operating in the field, or accelerated aging tests.

2. The oscillator will likely be operated continuously or with a very high duty factor. The vendor shall identify the likely mean time to first interruption of operation, and the nature of such interruption. This includes any type of setting adjustments, component replacement, or maintenance procedures.

3. Any components of the oscillator that are potentially expendable or consumable must be identified, along with normal lifetime, replacement part numbers, and replacement process.

4. Identified field-replaceable components must be accompanied by user instructions detailing the method for determining the time of replacement (i.e. calendar time, operating hours, or other performance metric), and the replacement procedure.

5. Any routine alignment or other maintenance procedures necessary to maintain operation within the specified operating parameters must be identified, along with the method for determining the need to perform the procedures.

E) Interconnection and utilities

1. If the oscillator requires separate power supplies or controllers, connecting umbilicals and cables from the laser power supply/controller to the laser head must be at least 2 meters in length.

2. Any vendor-provided control software shall be supplied with complete installation and operating instructions. Original copies of such software shall be provided independent of any control PC potentially supplied with the laser.

F) Quality Assurance Requirements

1. The vendor shall supply complete operating instruction manuals.

2. Any field replaceable components shall be identified separately with the corresponding part numbers for later procurement.

3. Test results completed at the factory shall be provided to BNL prior to shipment for review, and included in the final documentation package.

4. The delivered oscillator shall comply with the ISO 9001 quality system model, as well as US FDA laser product requirements.

5. The vendor shall provide a warranty of performance to the above specifications for a period of time no less than 1 year from the date of shipment.

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

BROOKHAVEN NATIONAL LABORATORY

SUPPLIER QUALITY ASSURANCE REQUIREMENTS

(BNL-QA-101)

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PO/Contract No.: 477007

1.0 PURPOSE & SCOPE

1.1 This document establishes quality assurance requirements to which Suppliers to Brookhaven Science Associates (BSA) must conform when specified in the procurement documentation.

1.2 This document contains two main sections. Section 3.0 covers the general requirements that are applicable to all Suppliers.

Section 4.0 contains special quality requirements that are applicable only when specifically invoked in the procurement documentation.

2.0 DEFINITIONS

2.1 The term Procurement documentation means the purchase order

(PO), contract, subcontract, Request for Proposal (RFP), Request for Quotation (RFQ) or other written agreement with the Supplier (seller) in which the requirements of BSA are incorporated.

2.2 The term Buyer means BSA operating Brookhaven National

Laboratory, acting by and through its Procurement & Property

Management Division (PPM) issuing the PO/contract.

2.3 The term Supplier (seller) means the legal entity, which is the contracting party, with the Buyer with respect to the procurement documentation.

2.4 The term article or item means a product and/or a service.

3.0 GENERAL REQUIREMENTS

Unless otherwise specified in the procurement documentation, the following General Requirements apply:

3.1 Supplier’s Quality System and Quality Requirements

The Supplier must have and maintain an effective quality system that will, as a minimum, comply with all of the requirements as designated by the following:

3.1.1 A quality system certified/registered to the ISO

9001 standard: (latest revision as of the date of issuing the procurement documentation).

3.1.2 A quality system that meets the requirements of the

ISO 9001 standard: “Quality Management Systems –

Requirements” (latest revision as of the date of issuing the procurement documentation).

3.1.3 Conformance to Supplier’s/Manufacturer’s quality

program or system.

3.1.4 Other: Refer to procurement documentation, (e.g. PO, Statement of Work [SOW], specifications, drawings) for quality requirements.

NOTE: Clauses 3.2 through 3.22 apply to all POs and will be included collectively in other procurement documentation when required/specified.

3.2 Assessment by Buyer

The Supplier’s quality system is subject to assessments by the

Buyer’s Representative(s) for conformance with the requirements of the PO. Supplier or Distributor must allow BSA representatives, BSA customers, and regulatory agencies right of entry into the Supplier’s facilities to determine and verify product, processes, records, personnel, material, procedures, and systems.

3.3 Change Approval

No change(s) are permitted to be made to any Buyer requirements, (e.g. part number, model number, etc.) without the prior written approval of the Buyer.

3.4 Responsibility for Subcontractors

It is the responsibility of the Supplier to impose applicable requirements from this document upon their subcontractors.

Additionally, the Buyer reserves the right to disapprove, in writing, any subcontractor. For nuclear facility requirements per

NQA-1, the Supplier must incorporate NQA-1 requirements in sub-tier procurement documents.

3.5 Responsibility for Conformance

The Supplier is responsible to provide items that conform to the requirements of the PO regardless of any assessments, surveillances, inspections and/or tests by the Buyer or its representatives at either the Supplier’ or Buyer’s facility. The

Buyer reserves the right to request failure analysis and corrective action for non-conforming articles or items submitted or supplied to the Buyer. The Supplier is responsible for notifying the Buyer of any recalls or alerts associated with this

PO.

When NQA-1 requirements are imposed, prior to shipment, the

Supplier must report any nonconformance that cannot be corrected to full conformance and obtain approval from BNL for possible Use-As-Is or Repair dispositions. Additionally, for commercial grade services, a service performance record must be provided that documents the adequacy of the service performed to the identified critical characteristics documented in the PO/contract.

3.6 Protection of Material and Equipment

The Supplier must employ procedures that assure adequate protection of material and equipment during shipment and while in storage. Such protection must include special environmental packaging, as necessary. All items shipped (originally packaged or repackaged) to BNL or other locations cited in the PO or contract, must comply with the requirements for preservation, packaging and marking as stated in the latest revision of ASTM

Standard D 3951 Standard Practice for Commercial Packaging.

3.7 Measuring and Test Equipment (M&TE) Calibration

The Supplier must calibrate any M&TE used in the fulfillment of the PO requirements against certified standards that are traceable to the National Institute of Standards and Technology

(NIST), or some other recognized national or international standard, or physical constant. The Supplier must notify the

Buyer of any condition found during the calibration, servicing or repair of measuring and test equipment that can affect the end item requirements.

3.8 Suspect Counterfeit Parts

Attachment 3

SUPPLIER QUALITY ASSURANCE REQUIREMENTS BNL-QA-101

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The Supplier shall verify the procurement source and associated documentation certifying authenticity.

Appropriate incoming inspection and / or test methods shall be used to detect potential suspect counterfeit items.

The Supplier shall flow this requirement down to all sub-tier suppliers to prevent the inadvertent use of suspect counterfeit items.

Distributors shall not modify, rework or repair any items shipped on this order.

For reference only, a list of authorized/franchised distributors for electronic components can be found at:

https://www.trustedparts.com/

* For more information refer to the following Department of Energy website: https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items

3.9 Electrostatic Discharge Control

Items that are susceptible/sensitive to electrostatic discharge (ESDS) must be handled and packaged to protect them from damage. Items and/or packages must be labeled to indicate the susceptibility to electrostatic discharge.

3.10 Electrical or Fire Protection Equipment, Material, and

Systems All electrical or fire protection equipment, material, and systems delivered to BNL must be certified, listed, or labeled by a Nationally Recognized Testing Laboratory (NRTL). The CE mark is NOT a recognized NRTL certification mark. (For a listing of OSHA-recognized NRTLs, refer to http://www.osha.gov/)

For electrical or fire protection equipment, material, and systems which no NRTL accepts, certifies, lists, labels, or otherwise determined to be safe, the Supplier must determine the equipment to be safe for its intended use. The determination must be made on the basis of test data. The determination and test data documents must be made available to BSA prior to or upon delivery for review and acceptance by the applicable BSA Authority Having Jurisdiction

(AHJ).

In accordance with 29 CFR 1910.147(c)(2)(iii) whenever new machines or equipment are provided with energy isolating devices, those devices must be designed to accept a lockout device.

3.11 Hoisting & Rigging Equipment

All hoisting & rigging equipment used at BNL must meet the requirements of the latest applicable OSHA Regulations and ASME B30 Series standards for design, construction, markings, and proof load testing.

When proof load testing is required by the standards, a certificate must be provided upon delivery documenting the proof test.

3.12 Deleted – requirements were added to each Purchase Order as the “Advance Notification of Delivery.”

3.13 Powered Machine Shop Equipment

All powered machine shop equipment (e.g., lathe) delivered to BNL must meet the requirements of the latest applicable OSHA 1910

Regulations (e.g., part subpart O). Equipment purchased must include an integrated NFPA 79 compliant emergency stop and an anti-restart device.

3.14 Vehicle-Mounted Elevating and Rotating Aerial Devices

All vehicle-mounted and rotating aerial devices equipment used at

BNL must meet the requirements of ANSI A92.2.

3.15 Self-propelled Elevating Work Platform Equipment

All self-propelled elevating work platform equipment (e.g., scissor lift) used at BNL must meet the requirements of ANSI A92.6.

3.16 Manually Propelled Elevating Aerial Platform Equipment

All manually propelled elevating aerial platform equipment used at

BNL must meet the requirements of ANSI 92.3.

3.17 Boom Supported Elevating Work Platform Equipment

All boom supported elevating work platform equipment used at BNL must meet the requirements of ANSI 92.5.

3.18 Powered Industrial Trucks and Attachments

Powered industrial trucks (e.g. forklifts, hi-lows) must meet the requirements of the ANSI/ITSDF B56 series for design, construction, markings, and test loading. Industrial truck attachments must be approved by the truck manufacturer and supplied with an attachment data plate indicating the new truck capacities.

3.19 Used Industrial Equipment

For used industrial equipment (e.g. scissor lifts, forklifts, etc.), a

Certificate of Conformance as defined in clause 4.16 must be provided as objective evidence and must additionally state that all maintenance and manufacturing alerts have been screened and all required repairs and improvements have been completed. The

Supplier must provide records of the last year of maintenance.

3.20 Global Harmonized System Compliance

The supplier of chemicals must deliver the chemical in full compliance with the Department of Labor, Occupational Safety &

Health Administration (OSHA)’s Globally Harmonized System

(GHS) Hazard Communication Standard (29CFR1910.1200), available at:

https://www.osha.gov/dsg/hazcom/HCSFinalRegTxt.html

All hazardous chemicals delivered to BNL must be accompanied by an GHS Safety Data Sheets (SDS) with the format and content specified in 29CFR1910.1200. For information on the GHS SDS see

OSHA Brief- Hazard Communication Standard: Safety Data Sheets

Publication 3514 available at:

https://www.osha.gov/Publications/OSHA3514.pdf

All hazardous chemicals delivered to BNL after 12/01/2015 must have a label with the elements specified in 29CFR1910.1200 [product identifier; pictograms; signal words; hazard statement(s);

precautionary statement(s); and manufacturer, importer, or distributor’s name, address, and telephone number]. For information on the GHS label, see OSHA Brief- Hazard Communication Standard: Labels and Pictograms Publication 3636 available at:

https://www.osha.gov/Publications/OSHA3636.pdf

3.21 Age/Shelf Life and Storage Control

The Supplier must have an effective storage and age control system for items where acceptability is limited by the age or manner of storage of the item. The system must include a method of identifying the expiration date on the containers in which material is delivered to the Buyer. Special handling conditions must be recorded on certifications and shipping documents covering the material delivered to the Buyer. At the time of receipt, the material must not have less than three-quarters of its shelf life remaining, without prior written approval from the Buyer for each shipment.

3.22 Product Recalls/Product Bulletins/Safety Alerts

Any and all product recall alerts, product bulletins, or safety alerts must be communicated by email directly to ProductRecallAlert@BNL.gov. Provide the Purchase Order https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items http://www.osha.gov/ https://www.osha.gov/dsg/hazcom/HCSFinalRegTxt.html https://www.osha.gov/Publications/OSHA3514.pdf https://www.osha.gov/Publications/OSHA3636.pdf mailto:ProductRecallAlert@BNL.gov

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Number(s) and names of purchasers with notification to assist BNL in locating and identifying the subject material.

4.0 SPECIAL REQUIREMENTS

The following Special Requirements are applicable only when specified in the procurement documentation or as indicated by check mark hereon. These Requirements can be modified as required.

INSTRUCTIONS: Since sub-clauses (e.g., 4.4.1) are tied to the main clause (e.g., 4.4), the requirements of the main clause will apply by default whenever any sub-clause is selected (regardless of whether the main clause was selected/checked).

4.1 Quality Assurance Program or Manual

The Supplier must submit a copy of their Quality Assurance Program or Manual with their proposal for review and evaluation.

Suppliers providing A1/A2 but without a quality system compliant with NQA-1, i.e., Commercial Grade Supplier, must follow applicable Commercial Grade Dedication

Instructions as defined in the SOW.

OR

Supplier must utilize the QA Program audited and approved by BNL.

4.2 Configuration Control System

The Supplier must establish and maintain a 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 must be maintained to verify the configuration of each item.

4.3 Process Sheets, Travelers, etc.

The Supplier must maintain a system of process sheets, shop travelers, or equivalent means to define the sequence of manufacturing, inspection, installation and test activities to be performed. Flow sheets, or equivalent, must be provided for sign-off by designated inspection personnel at specified inspection and test points, including, as required, re-inspection and re-test points, to assure completion as well as proper sequencing of required operations.

4.4 Manufacturing/Inspection/Test Plan

Sixty (60) calendar days prior to performance of work, the Supplier must submit for the Buyer’s approval a Manufacturing/Inspection/ Test Plan for the item(s) to be produced. Once approved, changes/ revisions must be approved by the Buyer prior to implementation.

The Plan must satisfy one or more of the following as selected:

4.4.1 Identification of parts and subassemblies showing

integrated flow into end item(s).

4.4.2 Identification of critical manufacturing operations, as well as inspection and test checkpoints.

4.4.3 The Plan may be a single document, or may make use

of existing “travelers,” or other suitable planning and control documents.

4.5 “Witness” Points

The Buyer reserves the right to designate selected manufacturing, inspection, and/or test operations as “witness” points. The Supplier must provide the Buyer with five (5) working days’ notice in advance of reaching such witness points during the manufacturing and test cycle of each item. For nuclear facility applications (NQA-1), witness points are required when Source Inspection is invoked. (see Clause 4.14)

4.6 Test and Inspection Procedures

Test and inspection procedures required to demonstrate satisfactory completion of requirements must be prepared by the Supplier and submitted to the Buyer for approval sixty (60) calendar days prior to use of such procedures. Once approved, changes/revisions must be approved in writing by the Buyer prior to implementation.

4.7 Special Processes

Processes (e.g., welding, brazing, bonding, plating, chemical machining, chemical coating, chemical cleaning, precision cleaning, heat treating, or waste processing) that either cannot be verified non-destructively or require a unique (special) non-destructive test/inspection (e.g., radiographic inspection, ultrasonic testing, pressure leak testing) must be performed in accordance with detailed written procedures. These procedures must specifically describe the exact manner in which the processes are to be performed.

Additionally, the following requirements apply as selected:

4.7.1 Copies of special process procedures must be made

available on request for review by the Buyer’s representative.

4.7.2 At least sixty (60) calendar days prior to use on items deliverable to the Buyer, the Supplier must submit to the Buyer copies of all applicable process procedures for review and approval. Revisions or changes to Buyer-approved special process procedures must be submitted to the Buyer for review and approval prior to implementation.

4.7.3 Qualification of Procedures, Facilities, Equipment

and Personnel The Supplier must, prior to use, qualify the procedures/specifications, facilities, equipment and personnel that will be used for the performance of special processes. Only those personnel who have been qualified to perform a specific special process must be used to perform that process. Records of such qualification must be available to the Buyer’s representative upon request.

4.8 Qualification of Procedures, Facilities, Equipment

Superseded by Sub-clause 4.7.3

4.9 Qualification of Special Process Personnel

Superseded by Sub-clause 4.7.3

4.10 End-Item Documentation Package

The Supplier must provide a documentation package for each shipment of the item(s) supplied, which consists of objective evidence of compliance with PO requirements. This documentation package must be complete, legible, indexed, and traceable to the item supplied. Additionally, the following requirements apply as selected:

4.10.1 Copies of reports of all required or necessary

inspections, examinations and tests, properly validated by the Supplier’s authorized personnel.

4.10.2 A listing of the as-built configuration of

each delivered item; this may be defined by the use of drawing numbers and revisions, unique parts lists or other such means of positive identification.

4.10.3 Copies of nonconformance reports dispositioned as

“rework/repair” or “use-as-is”, and all BSA approved deviation/waivers.

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4.10.4 Copies of material test certificates for specified

materials, showing physical and chemical properties.

4.10.5 – Superseded by Clause 4.16

4.11 Release for Shipment

The documentation package required in Clause 4.10 must be approved by the Buyer’s representative prior to release of the item for shipment.

4.12 Shipment of Documentation Package to Buyer

Three (3) copies of the documentation package required in Clause

4.10 must be shipped to the Buyer with or prior to each shipment of the purchased items.

4.13 Failure Reporting, Analysis and Corrective Action

The Supplier must maintain a failure reporting, analysis and corrective action system that must, at a minimum, evaluate, analyze and correct failures occurring during qualification, first article and end-item acceptance testing and inspection. The results of all failure evaluations and analyses must be documented and available for review by the Buyer.

4.14 Source Inspection/Verification

Items to be delivered require inspection, tests or surveillance by the Buyer’s representative at the Supplier’s facility. Five (5) working days advance notice, for acceptance inspections and tests, must be provided by the Supplier to the Buyer to permit scheduling of source inspection. For nuclear facility applications (NQA-1), source verification must be conducted in accordance with a Verification Plan to inspect, test, or examine at predetermined/Witness points (see Clause 4.5). Documented evidence of acceptance must be provided upon completion of all verifications.

4.15 Chemical and Physical Test Report

One copy of the actual chemical and physical test report(s) for each heat, batch or lot must accompany each shipment. Test reports must list the actual parameters tested, the acceptable limits for each parameter, and must contain the actual readings taken during test.

4.16 Certificate of Conformance (C of C)

With each shipment, per the procurement documentation, the Supplier must submit a Certificate of Conformance (C of C). In case of drop shipment, a copy of the certificate must be submitted to the Buyer at the time of shipment. The certificate must identify the purchased item/material/equipment by PO number and quantity, include the title of and be signed by an authorized representative of the company, and must constitute a representation by the Supplier that:

A. Materials used are those which have been specified by the Buyer, and that the items delivered were produced from materials for which the Supplier has on file, reports of chemical or physical analysis, or any other equivalent evidence of conformance of such items to applicable specifications;

B. Processes used in the fabrication of items delivered were in compliance with applicable specifications included as part of the PO/contract, or Buyer-approved procedures or specifications;

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

D. When specified, cleaning and cleanliness requirements have been completely satisfied. The C of C must reference the Supplier’s applicable cleaning procedures.

4.16.1 Additional C of C Requirements for Nuclear

(NQA-1) Purchases

A. The certificate must be signed by the person responsible for the quality function and whose function and position is described by the supplier’s QA program/system.

B. The Supplier’s Certification system must be described in their QA Program/system documentation and include the process for completing the C of C along with the review and Approval of the C of C prior to delivery.

C. The Buyer reserves the right to verify the validity of Supplier’s certificates and the effectiveness of the Supplier’s certification system. This verification will be commensurate with the Supplier’s quality performance/history.

4.17 Report with Each Shipment

Superseded by Clause 4.10

4.18 First Article Acceptance

Buyer acceptance of first article(s) is required prior to the production run. The first article(s) must be identified as such, including the PO number/contract, part number, and part name. The Supplier is required to:

4.18.1 Submit the first article(s) to the Buyer’s

representative for test/inspection to be conducted at the Supplier’s facility by the Buyer’s representative.

4.18.2 Submit the first article(s) to the Buyer for test /

inspection by the Buyer at the Buyer’s facility.

4.18.3 Submit the first article(s) to the Buyer together

with documents showing data representing results of the Supplier’s first article(s) test/inspection, including the actual dimension or value for each specified characteristic.

4.18.4 After Buyer acceptance of first article(s), all of the remaining units required by the PO/contract must be produced by the Supplier and the Supplier’s suppliers using the same design, materials, processes, methods and tooling that were used to manufacture the approved first article(s). Any changes must have prior written approval from the Buyer.

4.19 Notification of Change to Design, Methods, or Processes

The Supplier must immediately notify the Buyer of any significant changes (those that may affect form, fit, function, reliability, safety, or interchangeability) in product design, fabrication methods, materials, or processing from those used by the Supplier at time of Supplier’s quotation or offer to the Buyer, which resulted in the PO.

4.20 Age/Shelf Life and Storage Control

Superseded by Clause 3.21

4.21 Serial Numbers

The Supplier must assign/mark a separate and distinct serial number to each end-item in accordance with the procurement documentation.

A record of the serial number, for each part number, must be maintained by the Supplier.

4.22 Lot or Batch Numbers

For items furnished in accordance with the procurement documentation, the manufacturing lot or batch number must be indicated on the packing list, certifications and other applicable documents. Where impractical to mark individual parts due to size or shape, the lot or batch number must be marked on identifying tags or the smallest unit package.

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4.23 Material Traceability

Materials used must be identified by material type, applicable specification and revision number, and be traceable to their lot and/or heat number(s). Traceability records must be available for review by the Buyer’s representative.

4.24 Shipment Destination Other than BNL

The material ordered is to be shipped to other than the Buyer’s facilities. Copies of the data required in accordance with the procurement documentation must accompany the shipment; in addition, one copy of such data must be mailed to the Buyer on the same day that shipment is made.

4.25 Heat Treat Bars

Superseded by Clause 4.7

4.26 Burn-in

Burn-in must be performed on each completed item, per the procurement specification or Supplier’s Burn-In process approved by the Buyer. Records of burn-in testing, repairs and test results must be maintained and must be available to the Buyer’s representative upon request.

4.27 Welding Procedures

Superseded by Clause 4.7

4.28 Weld/Braze Inspection Report

A report(s) must be submitted that indicates the complete inspection of welds or brazes from the initial fit-up stage through final inspection. Inspection reports must be accompanied by all radiographic films, filler metal reports etc. The reports must contain the signature or stamp, and title of an authorized Supplier representative.

4.29 Radiographic Quality Requirements

Items requiring radiographic inspection must be radiographed and processed in accordance with the Supplier’s special process procedures that satisfy design specifications, standards or other procurement documentation requirements. Personnel reading and interpreting film must have been examined and certified.

Responsibility for this certification must rest with the Supplier, whether the Supplier does the work or subcontracts to a specialized laboratory. A report of the findings must include the name of the reader and the signature and title of a responsible representative. The radiographic film and a reproducible copy of the report must accompany each shipment. An adequate method of identifying and cross-referencing each film exposure, report, and item must be provided. When parts are serialized, serial numbers must appear on the report and the film.

4.30 Nondestructive Test Reports

All nondestructive testing must be conducted in compliance with the Supplier’s special process procedures that satisfy the applicable provisions of the design specifications, or other procurement documentation requirements. Personnel and equipment utilized in performance of such tests must be qualified for the type of test performed. The Supplier must furnish with, or prior to, each shipment reports of such nondestructive examination of material or items furnished. These reports must be identifiable to the respective item or material including the specific section, joints or views of the item furnished. These reports must contain the signature and title of an authorized Supplier representative. When items are serialized, the serial numbers must appear on the reports.

4.31 Pressure or Leak Test Reports

Test reports must be prepared for all pressure and leak tests. Such reports must state the requirement, the Supplier’s test procedure number, and the observed result for each item, joint or connection tested. When items are serialized, the serial numbers must appear on the report. Reports must contain the signature/title of an authorized Supplier representative and must accompany each shipment.

4.32 Cleaning Certification

Superseded by Clause 4.16 D

4.33 Calibration Certification

The Supplier must submit with each instrument/system a certification that the instrument/system has been calibrated and is ready for use.

The certification must contain, at a minimum, the identity of the instrument/system, identification of the calibration procedure used, identification of the standards and/or equipment utilized for the calibration, and a statement that the calibration of the standards and/or equipment used is traceable to the NIST or some other recognized national or international standard, or physical constant.

Unless otherwise specified, detailed support data must remain on file for minimum of three (3) years with the Supplier and must be available for review by the Buyer. The certification must also contain the signature and title of an authorized Supplier representative.

4.33.1 The Supplier will provide “As Found” (i.e., before)

and “As Left” (i.e., after) measurements with the certification.

4.33.2 Additional NQA-1 Calibration Certification

Requirements

The Calibration Certificate must be signed by the person responsible for the quality function and whose function and position is described by the supplier’s QA program/system.

The Supplier’s Certification system must be described in their QA Program/system documentation and include the process for completing the Calibration Certificate along with the review and Approval of the Certificate prior to delivery.

The Buyer reserves the right to verify the validity of Supplier’s Certificates and the effectiveness of the Supplier’s certification system. This verification will be commensurate with the Supplier’s quality performance/history.

The Certificate must include the following:

• M&TE ID or Asset number

• The Supplier’s calibration procedure

• The recommended frequency of calibration

• The calibration date

• The next calibration due date

• As-found calibration data must be reported in the

Calibration Certificate when calibrated items are found to be out-of-tolerance.

• The standards used for calibration

• The PO number

• Any additional technical and quality requirements, as necessary.

On the Certificate, the supplier must also attest that the contracted calibration or test service has been performed in accordance with their ISO/IEC-17025 program, has been performed within their scope of accreditation, is traceable to NIST, the PO’s requirements are met, and identify all nonconforming conditions.

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4.34 Operating-Maintenance Manual

Documentation containing operating procedures, maintenance instructions, spare parts lists, and handling procedures must be submitted with the shipment of the first item.

4.35 Computer Software Configuration Management

The Supplier must have and maintain…