B.1 Request for Proposal.pdf

Procurement & Property Management Division

Building 101 P.O. Box 5000 Upton, NY 11973-5000 Phone 631 344-2627 jblood@bnl.gov

Managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

September 4, 2026 Interested Offerors

SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 479913; HRD SHIELD

ENCLOSURES

Brookhaven Science Associates, LLC (BSA), under a Prime Contract, DE-SC0012704, for the operation of Brookhaven National Laboratory (BNL) with the U.S. Department of Energy (DOE), herewith solicits your proposal for the design, fabrication, and installation of High Resolution Diffraction (HRD) shield enclosures more fully defined within Enclosure 1.

1.0 INTRODUCTION

The HRD beamline is being built-out at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL) as part of the NEXT-III project, a DOE Major Item of Equipment (MIE) project to build several world class beamlines in sequential subprojects. The HRD beamline includes an undulator source, experimental beamline with optics, and associated infrastructure.

The beamline shielded enclosures will be used to protect personnel from synchrotron and Bremsstrahlung radiation.

2.0 SCOPE OF WORK (SOW)

The Offeror shall furnish all labor, services, materials and equipment in accordance with the draft contract, Enclosure 1, including the Statement of Work and referenced Specifications attached thereto.

3.0 GENERAL INFORMATION AND INSTRUCTIONS

3.1 Schedule

BSA has established the following schedule for achieving evaluation, selection, approval, and award.

MILESTONE DATE

Issuance of the RFP September 4, 2026 Submission of Questions to BSA September 16, 2026 Proposal Submission October 6, 2026 Award (estimated) December 2026

3.1.1 Proposals shall remain firm for 180 days after due date to allow time for review, selection, and award in case of delays.

3.2 Form of Proposal and Manner of Submission

3.2.1 A complete written proposal must be received by BSA no later than the due date noted herein. Award is estimated to be made on or about the date as noted herein.

Proposals, including their withdrawal or modification, received after the closing date shall be considered late. Except as otherwise specifically provided in this solicitation, such responses may be considered for award if the award is in BSA’s best interest. Proposals will be opened in private.

3.2.2 The Offeror will be required to submit a technical proposal (Volume 1) and a Business/Price Proposal (Volume 2), including Enclosure (6), Proposal Pricing sheet. One (1) electronic copy of both the technical proposal and the business and price proposal are to be submitted. The technical and business/price proposals shall be submitted as separate volumes. Both volumes of the proposal are to be submitted in English only.

Contact Information:

Name: Jayce Blood Title: Contractual Representative Telephone: (631) 344-2627 E-Mail: jblood@bnl.gov

3.2.3 Proposals must be complete in all respects. Failure to respond or follow the instructions regarding the organization, content, layout, or format of the proposal may result in the Offeror’s proposal being deemed non-responsive. Proposals that are incomplete or partial in any material respect affecting the responsiveness of the proposal may not be considered. BSA reserves the right to postpone the date of submission, and to amend this request as it considers necessary. Proposals may be withdrawn by email request, at the address noted above, received prior to the time fixed for receipt of the proposal. Modifications to proposals previously submitted must be in written in the same number required in 3.2.2 above and received prior to the time fixed for receipt.

3.3 Explanation of Proposal Documents

Should an Offeror find any discrepancies in, or omissions from, any of the documents, or be in doubt as to the meaning of any document, it should immediately advise BSA in writing, or by email to jblood@bnl.gov, no later than five business days prior to the proposal due date in order to allow time for responses to be received by all prospective Offerors. Oral explanations or instructions given before the award of a contract are discouraged and will not be binding. Any information given to a prospective Offeror concerning this solicitation will be furnished to all other prospective Offerors as an amendment to the solicitation if that information is deemed necessary by BSA to submitting proposals or if the lack of it would be prejudicial to other prospective Offerors.

4.0 CONTENTS OF PROPOSAL

4.1 General Information

The proposal shall be concise and clear in every instance, and restricted to relevant information only. The response shall clearly and fully demonstrate the Offeror’s capability, knowledge, and experience with regard to the technical requirements described herein. Stating that the Offeror understands and will comply with the technical requirements is not sufficient, nor is a simple affirmative restatement of the requirements.

Similarly, phrases such as “standard procedures will be employed,” or “well-known techniques will be used,” without explanatory detail will be considered inadequate.

4.1.1 Disclosure of Proposals

Proposals provided to BSA in response to this RFP will not be disclosed by BSA except to appropriate BSA personnel and BSA contractor consultants involved in reviewing responses to this RFP, and/or U.S. Government personnel.

mailto:jblood@bnl.gov mailto:jblood@bnl.gov

Offerors that include in their proposals data that they do not want disclosed to the public for any purpose, or used by BSA except for evaluation purposes shall:

(1) Mark the title page with the following legend:

“This proposal includes data that shall not be disclosed except to appropriate BSA personnel, its subcontractor consultants involved in reviewing responses to the RFP, and/or U.S. Government personnel, and shall not be disclosed, in whole or in part, for any purpose other than to evaluate or review this proposal for procurement-related purposes. If, however, a contract is awarded to this Offeror as a result of/or in connection with the submission of this data, BSA shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit BSA’s right to use information contained in this data if it is obtained from another source without restriction.

The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”;

(2) Mark each sheet of data it wishes to restrict with the following legend:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

(3) Mark any data subject to disclosure restrictions in yellow highlighting.

Failure to follow each of the three (3) steps provided above may result in disclosure of information contained in the response to this RFP.

Notice is hereby provided that BSA may disclose offeror proposals to U.S.

Government personnel for review. In such case, BSA will furnish the proposal to the Government with any confidentiality legends included by the Offeror, but BSA is not responsible for any subsequent disclosure by the U.S. Government.

4.2 Technical Proposal – Volume 1

Provide one (1) electronic (e-mail) copy of the technical portion of your proposal and any amendments thereto. Do not include the Business Proposal in this volume. Volume 1 shall contain technical information only and shall be legible, clear, coherent, and individually tabbed (by section) in accordance with the sections noted below. Each proposal will be evaluated and point-scored in accordance with the associated categories and their points as noted herein. Offerors must provide specific detailed descriptions and capabilities for the main and sub-categories which support how the Offeror plans to perform the SOW.

4.2.1 Tab 1 – General Overall Summary

The Offeror shall discuss, in general terms, how it plans to accomplish the requirements of the SOW. This submission will not be evaluated or scored as part of the evaluation criteria.

Offerors who do not have the capability or experience to accomplish any facet of the SOW must mention it here, briefly describing a course of action. Detail is to be provided in the appropriate section of the proposal.

4.2.2 Tab 2 – SPECIFICATION AND SOW COMPLIANCE MATRICES

The Offeror shall provide a paragraph-by-paragraph compliance matrix for each section of the Technical Specification and Statement of Work that clearly shows the Offeror’s acceptance. A template is provided as example and for use by the offeror. Offerors may choose to submit their own document that contains the elements outlined in this section.

A. The Offeror shall list each section of the Technical Specification by number and explain how each area will be achieved.

B. The Offeror shall list each section of the SOW by number and explain how each area will be achieved.

4.2.3 Tab 3 – TECHNICAL CAPABILITIES (ENGINEERING AND DESIGN) A. Provide design details showing how radiation leakage requirements will be met at each doorway:

• Describe how the doors will be designed.

• Describe how radiation leakage will be prevented at the door handles, door hinges, at interfaces between door edges and hutch wall edges, and between the bottom of the door and the floor.

• Provide a sketch showing details of anything that will protrude from the floor at any doorway (e.g. thresholds) and explain how trip hazards will be mitigated.

• Explain how door opening/closing mechanisms work and quantify how much force is needed to open and close all doors. Provide sketches as needed.

B. Provide design details that show how radiation leakage requirements will be met between the NSLS-II facility floor and the radiation enclosure, even if the facility floor deviated up to ½” from a flat plane. Describe the design approach fully using sketches as needed.

C. Describe the design approach for the walls, ceiling, and support structures,

• Describe how lead will be contained and protected.

• Describe how droop, creep, thinning, and/or de-lamination of lead will be prevented over the life of the enclosure for all lead shielding thicknesses.

• Describe how lead will be protected (on all sides) and describe all composite structures, including information about both metallic (e.g.

lead, structural and sheet steel) and non-metallic materials (e.g.

adhesives) used.

• Describe how shielding overlaps will be designed so that corners and edges are radiation leak tight in the wall and ceiling panels.

• Describe how radiation leakage will be prevented at ceiling panel joints.

• Describe how radiation leakage will be prevented at the concrete wall interfaces.

• Describe how ‘trip hazards’ will be prevented on the enclosure roofs.

• Describe with sketches how radiation seals, and structural support of the roof panels will be made above the door pockets.

D. Describe how labyrinths (including those for ventilation, fluid, cryogenic and electrical) will open/close and seal. Describe how roof labyrinth doors will be supported when open, and how personnel will be protected from accidental closure.

E. Describe how guillotines will be designed, adjusted and secured. Describe how sealing will be assured.

F. Describe how designs and drawings will be produced and certified by a New York State registered Professional Engineer.

G. Provide a list of all non-metallic structural materials (e.g., epoxy resin adhesives) with radiation durability information. Explain how well the selected non-metallic materials will stand up to synchrotron radiation.

H. Describe and explain how tolerance build-up problems will be avoided.

I. Provide a cross section of a typical hutch showing the crane installation, with dimensions.

4.2.4 Tab 4 – PRIOR EXPERIENCE AND PROJECT MANAGEMENT

A. Relevant Past Experience

• Identify how many years your business has been designing and/or building radiation shielding enclosures.

• Provide a summary of past work performed designing and building synchrotron radiation enclosures.

• Describe recent projects of similar size, scope, and complexity to the NSLS-II radiation enclosures described herein; specifically address synchrotron applications in detail. [For Offerors without specific synchrotron experience, additionally explain how your experience is similar and relevant.]

- Identify the dollar value of each project.

- Identify the overall size of each delivered enclosure and the duration of each project.

- Identify the shielding requirements.

- Identify all U.S. codes used in the design and construction.

- Describe how the installations were manufactured, pre-tested, packed, assembled, and transported to the installation site, and installed.

- Name the personnel that were used in the manufacturing and installation and if they will be the same personnel used for the NSLS-II enclosures.

- Identify acceptance and validation tests and their results.

B. Project Management

• Describe how you plan to manage this project. Expand on your organizational chart and explain the lines of responsibility for this project. Describe available staff and resources, scheduling methods, progress monitoring methods, and project controls that will be used to assure that all requirements are met on schedule.

• Identify the Project Manager and Chief Technical Point-Of-Contact (POC) that will be assigned to this project. Your response shall be supported with a resume or curriculum vitae (CV) for this individual as well as the amount of time he/she will be allocated to this project.

• Provide resumes and a description of all key project personnel including their roles, responsibilities, authorities, and accountabilities. Explain who will perform the function of chief engineer, chief mechanical designer, chief technical supervisor, and quality assurance manager for the NSLS-II beamline enclosures described herein. All resumes shall include a brief summary of any relevant experience in designing, analyzing, fabricating and installing radiation enclosures of similar scope, size and/or complexity to those required for NSLS-II.

• Provide a summary describing the function of all subcontractors naming the subcontractor and a single technical point-of-contact for each.

Provide a detailed description of what each subcontractor will do, and a description of the subcontractor’s experience applicable to the services to be provided.

C. Customer References

• Provide a minimum of three most recent and relevant references for projects of similar scope. Include at least one reference for each radiation enclosure project of similar size, scope, and complexity of the NSLS-II radiation enclosures specified within this RFP. References shall include the full name of the person, organization name and title, business address, business phone number(s), and electronic mail contact information. BSA is not solely bound by the information contained within the responses to this section and may utilize any other reasonable basis in obtaining customer references.

4.2.5 Tab 5 - MANUFACTURING AND INSTALLATION CAPABILITIES

A. Manufacturing Plan

• Provide a manufacturing plan that identifies the type of resources, sub-contractors and sub-contracted components, required to support the project. This plan shall include, but not be limited to, a Gantt chart listing the key milestones and activities with appropriate schedule links that support the requested delivery requirement supported by staffing resources which shall identify, if needed, the hiring of new personnel.

• Discuss projected factory resource loading and how manufacturing delays will be mitigated.

B. Manufacturing Capabilities

• The Offeror shall describe how and where the manufacturing will take place, including a description (with photos and breakdown of square footage) of the manufacturing facility with all equipment to be used in the manufacturing process.

• Describe all relevant resources and any special equipment that will be used to fabricate, assemble, and install enclosures.

• Describe how each enclosure will be fit-checked. Describe all plans for pre-assembly at the Offeror’s facility.

• Explain how a minimum of manufacturing will be performed at BNL.

• Describe how composite lead/steel panels (where used) will be inspected for de-lamination.

C. Installation Capabilities

• Describe the installation process fully and identify all concrete cutting operations.

• Describe how the panels (wall and roof) are lifted and explain how this process assures radiation shielding integrity will be maintained.

• Provide details about the planned installation and alignment approach, especially at interfaces to the NSLS-II storage ring walls and experimental floor.

• Describe how individual panels and partially completed enclosures will be secured at all times during installation to prevent toppling and to maintain alignment.

• List all on-site processes to be performed at BNL. Categorize each process and describe each type of work that will be performed on site.

Include information about safeguards to assure personnel safety. Note that lead cutting and welding operations must be minimized to the extent possible at the installation site.

• List any equipment or services assumed to be provided by BNL that are not included in the SOW or Specifications.

• Describe how the completed hardware will be transported to the Brookhaven National Laboratory NSLS-II site and explain how damage to the panels will be prevented.

• Describe how the enclosures will be tested for leakage, at BNL, in the fully assembled condition, and how this will ensure that the enclosure joints and seals, labyrinths, doors, etc meet specifications.

4.2.6 Tab 6 – SAFETY

• Provide a description of your company’s health and safety program. Include information on your company’s safety recording-keeping program and safety records for both on-site and off-site performance.

• Describe your program for control of lead hazards to personnel. Include housekeeping, control measure, and surveillance requirements for management of both surface and airborne contamination.

• Describe and provide an example of work performed in the recent past where a Contractor Health and Safety Plan (HASP) was required.

• Describe and provide an example of work performed in the recent past where a Phase Hazard Analysis (Job Hazards Analysis) was required.

• Describe and provide an example of work performed in the recent past where a Rigging plan was required.

• Describe how you will adhere to the safety standards and codes as listed in the SOW and the Specifications.

• Describe how your safety program addresses continuous self-improvement.

4.2.7 Tab 7 – QUALITY ASSURANCE

A. Describe the current quality system, provide a copy of the latest quality manual, and:

• Identify if it is ISO 9001 certified/registered and provide a copy of the certificate. In addition, provide the ISO registrar’s website address, along with the name, title, telephone number and email address of a responsible person to contact.

• If not ISO 9001 certified/ registered but the company meets the requirements of ISO 9001, explain in detail how and supply a copy of your Quality manual.

• If not ISO 9001 certified or compliant, explain in detail the quality system in place.

B. Describe management’s involvement in the Quality Assurance Program, including:

• Management review of audit results, corrective and preventative action data, and analysis of failure modes.

• Organizational chart showing Quality Assurance group and their link to management.

C. Describe the procedure for releasing work to the shop floor and provide a completed shop traveler that was used in a recent, similar project.

D. Describe the Quality Assurance group’s role in the procurement process.

Explain how applicable customer QA requirements are flowed down to your suppliers and sub-tier suppliers.

E. Describe the configuration control system, including these major elements:

• Master file, where all released drawings are stored.

• Change control procedure for approval, incorporation and release of design changes.

• System for creation and control of parts lists and bills of material.

• Process for controlling shop floor travelers, and manufacturing and test procedures.

F. Describe the calibration system for measuring and test equipment, including:

equipment identification, calibration procedures, traceability of standards to national standards, calibration intervals, and recall system.

G. Describe the procedure for controlling nonconforming material, including:

identification/tagging, segregation from the production area, documenting and reporting, Material Review Board (MRB) process, inspection and test after rework/repair, and corrective/preventive action.

4.3 Business / Price Proposal - Volume 2

Provide one (1) electronic copy (e-mail) of the business/price portion of your proposal and any amendments thereto. Do not include the Technical Proposal in this volume.

Volume 2 should be prepared simply and economically, be legible, clear, coherent, and individually tabbed in accordance with the sections noted below.

4.3.1 Tab A: Corporate Profile and Financial Capability

Provide a corporate profile of your organization. Include your three (3) most recent audited financial statements/yearly reports. Such reports for any parent organization shall also be included. If a joint venture is proposed, the above is required of all parties.

Also, in order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U. S. Government supplier database entitled System For Award Management (SAM). It is suggested that registration be performed on line at www.sam.gov prior to the submission date of this RFP. If you, in fact, have done so, provide a definitive statement herein that your firm has registered in the U. S. Government supplier database entitled System For Award Management (SAM) at www.sam.gov.

4.3.2 Tab B: Draft Contract with Terms and Conditions

The Draft Contract with Terms and Conditions is provided in Enclosure (1). The

Offeror shall clearly note its acceptance in full. The successful Offeror will be required to execute a Contract in accordance with the provisions of the Draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.3 Tab C: Price / Milestone Schedule

The Offeror shall provide pricing and milestone information in strict accordance with this RFP. Any exceptions should be noted accordingly. All change/options, if offered, must be submitted as an alternate proposal in addition to the pricing http://www.sam.gov/ http://www.sam.gov/ requirements as stated in this RFP; however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

Only pricing in U.S. dollars will be accepted.

4.3.4 Tab D: Delivery

The Offeror shall clearly note its acceptance in full of the proposed delivery schedule as set forth in the Enclosure 1, Draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

4.3.5 Tab E: Payment Terms and Freight (if applicable)

Payment terms shall be FOB (Free on Board) destination or “DAP” Delivered At Place, Brookhaven National Laboratory, Upton, Long Island, New York (Freight Prepaid) Net 10 (for small business) or 30 (for other than small businesses or foreign businesses) from acceptance, in accordance with an agreed-to milestone schedule.

The Offeror shall review and clearly note its acceptance in full. Any exceptions shall be noted accordingly

4.3.6 Tab F: Small Business Subcontracting Plan

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $900,000 must submit a Small Business Subcontracting Plan for BSA’s approval prior to contract award. Reference shall be made to FAR 52.219-9 before completing this subcontracting plan. Firms certifying that they are small or foreign businesses need not complete the plan.

The following BSA small business stretch goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

Small Business ............................................................................................................................................... 49% Small Disadvantaged Business ........................................................................................................................ 5% Women-Owned Business ................................................................................................................................. 5% Hub Zone .......................................................................................................................................................... 3% Veteran-Owned Business ................................................................................................................. 3% Service Disabled Veteran-Owned Business ..................................................................................................... 3%

If the Offeror can certify that the there are no subcontracting opportunities in the work to be performed under this contract, they will need to fill out AMS Form- 001, entitled “Subcontracting Plan Waiver,” instead of the Small Business Subcontracting Plan – Enclosure 8.

4.3.7 Tab G: Warranty

The offeror shall provide for a five-year warranty from final acceptance at BNL.

Article 22 entitled “Warranty” is modified to reflect a five (5) year warranty. The contractor shall warranty the equipment against failure and defects for a period of five (5) years from final acceptance by BSA. Offerors shall annotate acceptance of the warranty term in this Tab.

5.0 PROCUREMENT TYPE, EVALUATION METHODOLOGY AND CRITERIA

5.1 Type of Procurement

This is a “Best Value” procurement. BSA intends to award a contract resulting from this solicitation to the responsive, responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors, subfactors, and price as noted in this solicitation. The utilization of this procedure is expected to provide the greatest overall benefit to BSA. Best Value employs a trade-off process that permits award to other than the lowest priced offeror or to the highest technically rated offeror. The trade-off process associated with Best Value involves a comparative weighing of the evaluation factors and sub-factors identified in the RFP. Specifically, the trade-off process involves selecting the most advantageous offer based on an integrated assessment of both technical factors and price. Price will not be rated or scored, but will be a significant factor in the Best Value analysis.

An award may be made without discussion or negotiation of proposals received;

therefore, proposals should be submitted on the most favorable terms which can be submitted in response to this request. BSA reserves the right to conduct pre-selection site visits to assess the Offerors’ capabilities, to hold fact-finding discussions, and/or to negotiate with any one or all of the Offerors on any aspect of this solicitation prior to making an award; or to make an award without further discussion or negotiation at any time during this process. BSA may request such supplementary information as determined sufficient, in the opinion of BSA, to assure that an Offeror’s technical competence, business and technical organization, facilities, and financial resources are adequate to successfully perform the contemplated work. BSA reserves the right to reject any or all proposals, or to accept any proposal. BSA will not be obligated to award all or any part of the work solicited, and in any event will not be responsible for the Offeror’s cost of proposal preparation or any other cost incurred in connection with this RFP.

5.2 Methodology and Basis of Award

5.2.1 Proposals will be initially evaluated on responsiveness to the RFP requirements in all aspects. Those offerors receiving an unacceptable rating for Specification and Statement of Work Compliance may not be evaluated further. The remaining technical factors will be point-scored in accordance with the criteria as set forth in Section 5.3 herein.

5.2.2 The basis of award will be best value utilizing the trade-off methodology, the Technical Factors, when combined, are more important than price.

5.3 Technical Evaluation Criteria

Each proposal will be evaluated based on how well it meets or exceeds the requirements of this RFP. The proposals will be evaluated in accordance with the following evaluation criteria, listed in order of importance, and more fully explained in Section 4 above:

1. Specification and SOW Compliance Matrices (acceptable/unacceptable)

2. Technical Capabilities (Engineering and Design) – 30 points

3. Prior Experience and Project Management – 30 points

4. Manufacturing and Installation Capabilities – 20 points

5. Safety – 10 points

6. Quality Assurance – 10 points

Each Offeror’s strengths, weaknesses, and deficiencies will be addressed accordingly in each resultant technical evaluation.

6.0 PERFORMANCE AND FINANCIAL RESPONSIBILITY

It is understood that any contract resulting from this request shall be on the basis that the Offeror who undertakes the work represents and guarantees that it possesses the necessary skills, means of performance, and financial resources to complete the effort. Inability to perform, including loss of key personnel or facilities, will not excuse default.

7.0 CLOSURE

BSA believes the information contained herein is sufficient to permit you to prepare a complete and definitive proposal; however, should there be any questions, please contact the undersigned.

All questions must be submitted in writing via e-mail; replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other offerors.

If for any reason you are unable to submit a proposal, kindly reply in writing and return this letter with all of the attachments.

Sincerely, Jayce Blood Subcontracts Manager

Enclosure 1 – BSA Draft Contract Enclosure 2 – AMS-Form-050 Enclosure 3 – Form W-8 Enclosure 4 – Form W-9 Enclosure 5 – Vendor ACH Authorization Form Enclosure 6 – Proposal Pricing Sheet Enclosure 7 – Compliance Matrix Template Enclosure 8 – AMS-Form-001, Subcontracting Plan Waiver

7.0 CLOSURE