DRAFT SOW A2 NSLSII-16BM-SOW-002.pdf

Brookhaven National Laboratory Number: NSLSII-16BM-SOW-002

Brookhaven Science Associates Version: 1

National Synchrotron Light Source II (NSLS-II) Effective: July 22, 2026

NSLS-II Experimental Tools-III (NEXT-III) QCT Beamlines Photon Delivery System Package

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

Reviewed and Approved By:

Approved By Yang Yang NSLS-II QCT Lead Beamline Scientist

Approved By Lukas Lienhard NSLS-II Beamline Engineer

ESH Approval Robert Lee ES&H Manager

QA Approval Nicole Magliulo NSLS-II Quality Assurance Engineer

Approved By Eli Stavitski NSLS-II NEXT-III Subproject A Manager

Approved By Jayce Blood PPM Contracts Administrator

Approved By Stephen Sherwood NSLS-II Research Operations Support Engineer

Reviewers (Will be listed in SharePoint properties, but not approving through SharePoint)

Reviewer Joseph Dvorak NSLS-II Beamline Scientist

Reviewer Julian Adams NSLS-II NEXT-III Project Manager

Reviewer Ricardo dos Santos Augusto NSLS-II Radiation Safety Physicist

Reviewer Wah-Keat Lee NSLS-II NEXT-III Project Director

Reviewer Roman Chernikov NSLS-II QCT Technical Lead

Reviewer Allisha Parvez NSLS-II NEXT-III QCT Control Account Manager

Reviewer Steven Glozek NSLS-II Electrical Engineer, ESH&Q

Reviewer Lacy Jones NSLS-II Operations Engineer

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

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VERSION CONTROL SHEET

VERSION DESCRIPTION DATE AUTHOR APPROVED BY

1 First Issue 22JUL2026 Y. Yang J. Dvorak

See cover page.

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Contents

1 Introduction and Overview

1.1 Background

1.2 Scope

2 References

2.1 Conflicts

3 Requirements

3.1 Contractor Responsibilities

3.1.1 Technical Performance

3.1.2 Tools/Fixtures/Test Equipment

3.1.3 Manufacturing and Testing Requirements for Diagnostic Units, BTP Scope

3.1.4 Spare Parts/Special Tools

3.1.5 Installation

3.1.6 Commissioning

3.1.7 Training

3.2 Design and Manufacturing Requirements

3.2.1 Radiation Safety Approval

3.2.2 Detailed Design Requirements

3.2.3 Acceptance Test Procedure

3.2.4 Detailed Manufacturing, Testing, and Commissioning Requirements

3.3 Management

3.3.1 Program Plan

3.3.2 Progress Teleconference

3.3.3 Manufacturing/Inspection/Test Plan

3.3.4 Performance Reporting

3.3.5 Design Reviews

3.4 Documentation and Data Management

3.4.1 General Documentation Requirements

3.4.2 Drawing and Model File Format Requirements

3.4.3 Installation Drawings

3.4.4 End Item Documentation

3.5 Configuration Management

3.6 Software Requirements

3.6.1 Configuration Control

3.6.2 Software Review

3.6.3 Software Validation

3.7 Environment, Safety and Health (ES&H)

3.7.1 Contractor Work on Site at BNL

3.7.2 Electrical Safety

3.7.3 Pressure Safety

3.7.4 Fire Safety

3.7.5 Attachment Points and Lifting Fixtures

3.8 Marking and Serialization

3.9 Warranty

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3.10 Packaging

4 Installation

4.1 General Requirements

4.2 Lifting Equipment

5 Quality Assurance

5.1 Quality Assurance Requirements

5.2 Material Review Board (MRB) Authority

5.3 QA Flow-Down

6 schedule/milestones

7 Deliverables

8 Value Engineering

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Definitions/Acronyms

ABL As-Built List

ASME American Society of Mechanical Engineers

ATP Acceptance Test Procedure

BL Beamline

BNL Brookhaven National Laboratory

BPM Beam Position Monitor

BSA Brookhaven Science Associates

BTP Build to Print

CAD Computer Aided Design

CE European Conformity

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

GeV Giga Electron Volt

HFM Horizontal Focusing Mirror

JHA Job Hazard Analysis

MRB Material Review Board

MRP Material Requirements Planning

NBBI National Board of Boiler Inspectors

NEXT-III NSLS-II Experimental Tools III

NFPA National Fire Protection Association

NRTL Nationally Recognized Testing

Laboratory

NSLS-II National Synchrotron Light Source II

P&IDs Process and Instrumentation

Diagrams

PDR Preliminary Design Review

PPE Personal Protective Equipment

QA Quality Assurance

QCT Quantitative Cellular Tomography

SDS Safety Data Sheet

SOW Statement of Work

UHV Ultra High Vacuum

VCM Vertical Collimating Mirror

VDCT Visual Database Configuration Tool

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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. NSLS-II includes a full-energy booster/injector that injects electrons at 3 GeV into a highly optimized electron synchrotron storage ring that is 792 meters in circumference at the electron beam centerline. The NSLS-II storage ring can accommodate up to 58 experimental beamlines.

The Photon Delivery System Components described in this document, hereafter referred to as “the

Equipment,” will be used as a vital part of the Quantitative Cellular Tomography (QCT) beamlines ensuring that the X-ray beam at the endstations meets the requirements of the scientific experiments to be performed.

1.2 Scope

This Statement of Work (SOW) is the basis for the procurement of the Equipment, which will be used on the QCT beamline at the 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.

A separate Procurement Summary will be supplied as part of the procurement package for the optional scope Diagnostics. Summary will contain the following information:

a. A list with quantities of deliverable components.

b. Applicable documents and their respective revisions. These documents in the applicable revision are an integral part of this SOW. Unless otherwise specified, the issue date or revision level shall be that described in the Procurement Summary.

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2 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

10CFR851 Worker Safety and Health Program

ASME B30.26 Rigging Hardware

ASME B31.3 Process Piping – 2015 Edition

ASME BTH-1 Design of Below-the-Hook Lifting Devices, Design Category “A”

ASME Y14.5 Dimensioning and Tolerancing: Engineering Drawing and Related Documentation Practices

BNL-81715-2008-IR Vacuum Systems Consensus Guideline for Department of Energy Accelerator Laboratories

BNL-QA-101 BNL Supplier Quality Assurance Requirements

IEEE 1202 IEEE Standard for Flame-Propagation Testing of Wire and Cable

NSLSII-16BM-SPC-002

Technical Specification for the QCT beamline photon delivery system package, henceforth referred to as “the Specification.

PD-QCT-BL-1000 Interface control drawing for the QCT photon delivery system package.

NSLSII-DPT-STD-002 NSLS-II Nomenclature Standard

NFPA 70 National Electrical Code -2020 Edition http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=70

NFPA 70E Standard for Electrical Safety in the Workplace – 2021 Edition.

UL 508 Industrial Control Equipment

2.1 Conflicts

In the event of a conflict between the Technical Specification and the SOW, the Contractor shall immediately notify the BSA contractual representative. In the event of a conflict between this SOW and the

Build-to-Print (BTP) fabrication drawings, 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.

3 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, purchase of all materials, manufacturing, assembly, delivery, installation, testing and commissioning of the Equipment.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with the Specification document and all referenced documents, the Contractor shall design, engineer, manufacture and assemble the Equipment. The Contractor shall test the Equipment at the Contractor’s facility, then deliver, install, test and commission the Equipment at BNL. It is the

Contractor’s responsibility to ensure that the Equipment complies with all specification requirements.

3.1.2 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 Equipment. All special tools and test equipment fabricated or procured by the

Contractor shall be the property of BSA and shall be accounted for by the Contractor.

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3.1.3 Manufacturing and Testing Requirements for Diagnostic Units, BTP Scope

The Contractor shall document that the Diagnostic Units have been fabricated in accordance with this SOW, the BTP fabrication drawings, all referenced specifications, and all referenced codes through the use of shop travelers which shall be signed off after each critical step in the fabrication process and after each inspection or test.

The following information shall be submitted by the Contractor as part of the PDR deliverables:

3.1.3.1 Proposed Manufacturing/Inspection/Test Plan to include:

• 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.

• Estimated best delivery schedule.

3.1.3.2 Acceptance Test Procedures (ATP) including (but not limited to):

• Pressure tests

• Motor functionality

• Appropriate radiation shielding as necessary

3.1.4 Spare Parts/Special Tools

Delivery of the Equipment shall include the following spares:

▪ Three (3) spare fasteners of each type where these are specialized or custom (e.g., vented screws, silver plated bolts, etc.).

▪ One (1) spare motor/actuator and one (1) spare encoder and readout of each type used on the Equipment.

▪ One (1) spare grating holder for each monochromator.

▪ One (1) spare internal fuse of each type used.

3.1.5 Installation

The Contractor shall install all deliverables as set forth herein, survey into position, and make final connections to all the necessary utilities (e.g., cooling water, electrical power [plug-in], compressed air), at all interface points.

Upon arrival to BNL, and prior to installation at NSLS-II, the Contractor shall make radiation safety components available to the BSA survey group so that critical dimensions (such as aperture size, collimator dimensions, etc.) can be measured relative to fixed fiducial references. The Contractor shall be responsible to ensure that the masks, collimators, and stops have the capability to be opened, or be accessible in such a way that the measurements of external and internal dimensions can be made with a laser tracker or Faro arm.

3.1.6 Commissioning

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

▪ All test and demonstration work, performed onsite at BNL.

▪ The Contractor shall perform commissioning of the completed Equipment, without the X-ray beam.

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3.1.7 Training

During the commissioning phase of the contract, the Contractor shall provide hands-on training by project-experienced personnel for three (3) BSA personnel for the safe operation and maintenance of the Equipment. This training shall be conducted at BNL for a period of three (3) working days during commissioning without X-ray beam. Documentation of training is to be provided which includes, but not limited to, user manuals, drawings, and handouts.

3.2 Design and Manufacturing Requirements

3.2.1 Radiation Safety Approval

The Contractor shall provide all material necessary for evaluation of the X-ray synchrotron and bremsstrahlung radiation safety. This shall comprise of the X-ray photon and bremsstrahlung radiation ray tracing drawings provided at the design reviews. All documentation concerning radiation safety will be independently reviewed and approved by BSA.

3.2.2 Detailed Design Requirements

3.2.2.1 Preliminary Design Review (PDR) Report

The Contractor shall be responsible for providing a PDR report that reflects the state of the developed design. The PDR report shall consist of the following items to be addressed in detail and supported by preliminary calculations that shall be presented at the PDR for review and approval.

The Contractor shall provide 2D plan and elevation drawings of the Beamline Optical

Components (on the basis of the Specification), showing the Contractor’s proposed component designs. All drawings shall be to scale, and include dimensional detail inclusive of overall height, width, length, interface details, beam height and any deflections to confirm fit within the Front End, Cabin, and component optical center locations. Note that in all drawings and models the beam direction shall go from right to left.

The report shall also include the following:

▪ A PDR meeting agenda and a preliminary copy of the PDR presentation (in MS

PowerPoint or PDF format) that the Contractor will provide to BSA personnel explaining their design approach and how it will meet all BSA requirements. Written explanation shall be included with this presentation with detail illustrating how all

BSA requirements will be fully met.

▪ NRTL listings of all commercially packaged components are to be provided in the

PDR.

▪ A project schedule with all required tasks, milestones, and subcontractor efforts that support contractual requirements.

▪ A preliminary 3D model of each beamline component that can also be viewed on screen in the native CAD program.

▪ All drawings and documentation of the subassemblies and systems identified with titles, numbers and labels that adopt a common nomenclature, in accordance with

BSA document NSLSII-DPT-STD-002, “NSLS-II Nomenclature Standard”.

▪ Detailed list of all compressed air, water, motion, and vacuum components along with required connections to BNL supplied controllers and required cable/piping lengths, from a designated location to a patch panel/equipment (for High Voltage connections), to allow for routing along the beamline support structure.

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▪ Preliminary calculations of the energy range, energy resolution, beam size, and flux shall be provided and presented to support the basis for the layout.

▪ Preliminary synchrotron and Bremsstrahlung ray trace drawings.

▪ The procedure and geometry used to measure the surfaces of optical components and the mathematical treatment to obtain the final data.

▪ Description of the cooling schemes for monochromators, mirrors (including benders), and slits allowing qualitative assessment of the likely thermal drifts and vibration levels.

▪ Detailed plan for implementing equipment protection, with a list of interfaces to the

Equipment Protection System (EPS).

▪ Mechanical system and subsystem descriptions with ballooned assembly drawing callouts.

▪ Mechanical interface designs and specifications between all components including BTP packages and BSA supplied components.

▪ Proposed Manufacturing/Inspection/Test Plan and Acceptance Test Procedures

(ATP) for all BTP packages.

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

▪ Structural, stress/deflection, vibration, and thermal calculations, with accompanying finite element analysis models. Models shall be provided electronically in their native

ANSYS format, as well as in hard copy form.

▪ Initial vacuum system layout.

▪ Power management plan for the beamline components, ensuring the performance specifications.

▪ Preliminary control system architectural design, including schematics, flowcharts, block diagrams, and controls interface definitions.

▪ Current versions of all source code developed.

A final version of the PDR report shall be submitted to BSA which includes the minutes and agreed-to changes, as described in section 3.3.5.1. These minutes shall include:

• PDR comments and notes taken during the PDR meeting.

• All PDR action items requiring resolution with details added explaining how these items will be acceptably resolved – including action item description, due date, responsible organization, and responsible person.

The final PDR report shall be reviewed and approved by BSA in writing before it can be considered complete.

3.2.2.2 Final Design Review (FDR) Report

The Contractor shall be responsible for providing an FDR report that reflects the state of the developed design as it evolved from the PDR. The Contractor shall be responsible to develop the overall design of the Equipment 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 FDR 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

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National Synchrotron Light Source II 5 22JUL2026 final designs. Prior to the FDR, the Contractor shall prepare and submit a draft Final

Design Review report that includes the following:

General information

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

▪ A brief summary of any changes to the design since the PDR.

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

▪ List of all individual beamline components and their final locations, with accompanying 2D and 3D drawings/models.

Detailed design information

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

▪ All drawings and documentation of the subassemblies and systems 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”.

▪ Final Bremsstrahlung and synchrotron ray trace drawings.

▪ Final power management plan for the beamline components, ensuring the perfor-mance specifications.

▪ Description of the final cooling schemes for monochromators and mirrors that allow assessment of the thermal drifts and vibration levels.

▪ A detailed thermal analysis, using ANSYS, of the beamline components directly exposed and heated by the X-ray beam, including the input parameters used in the

Finite Element Analysis (FEA) calculations.

▪ The central trace of the thermally deformed surface profile along the tangential and sagittal direction, from the FEA, for the M1, M2, M3 and grating optics.

▪ The procedure and geometry used to measure the surfaces of optical components and the mathematical treatment, required to obtain the final data.

▪ A list of all EPS inputs and required actions on adverse input states (e.g., over-temperature, low flow, etc.). All impacts on the beamline performance specification must be clearly documented for review and approval (e.g., due to a thermal bump on an optical surface).

▪ Vibration analysis and minimization of sources (including internal cooling channels and circuits when applicable) for monochromators, mirrors, and slits with accompanying finite element analysis models (models to be provided electronically in their native ANSYS, or similar format, as well as in hard copy form). All potential impacts on the beamline performance specification must be clearly documented.

▪ Final vacuum system layout and base pressure calculations including a detailed listing of all materials and the quantities (i.e., surface area if solid, specifications of wire, length of wire with surface area estimate), outgassing rate(s) of the materials and sources of information, conductance, and effective pumping speed calculations.

▪ Specification/data sheets for X-ray windows and viewports including (but not limited

to) manufacturer, model number, dimensions, material, and pressure limitations.

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▪ Mechanical component life-cycle calculations, including (but not limited to) bearings and motors.

▪ Mechanical system and subsystem descriptions with ballooned assembly drawing callouts.

▪ Mechanical interface designs and specifications between all components including

BTP packages and BSA supplied components.

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

▪ Electrical system, instrumentation, controls component specifications, and cut sheets.

▪ Controls system hardware details, including Process and Instrumentation Diagrams

(P&IDs), sample wiring and termination diagrams, high-level block diagrams, rack layouts, interface definitions.

▪ Software details including class diagrams, sequence diagrams, Visual Database Configuration Tool (VDCT) database layouts, sequences, state machine diagrams, interface definitions, flowcharts, and any Experimental Physics and Industrial Control

System (EPICS) interface code (where applicable).

▪ Current versions of all source code developed.

▪ Utilities requirements (e.g., water pressure differential and flow rate, electrical voltage and rated current), listed by component.

▪ Material selections; environmental compatibility with x-ray radiation; and Ultra High

Vacuum (UHV), surface, and heat treatments.

▪ Documentation confirming that applicable safety codes and standards have been met.

The documentation shall include a listing of such codes with a corresponding written explanation describing how all applicable code requirements have been met.

▪ Proposed design improvements and upgrades; refer to section 8, Value Engineering.

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.

▪ Acceptance Test Procedure (ATP).

▪ Identification of any beamline 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 Equipment.

▪ The location of identification labels (defined in section 3.8) shall be described.

Environment, Safety, and Health (ES&H) 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 be included in the operations and maintenance manual. Identification of means to eliminate or manage each hazard shall be provided based on the following hierarchy:

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National Synchrotron Light Source II 7 22JUL2026 o eliminate or substitute with something less hazardous, or o engineer – mitigate the severity of the hazard, or o use Personal Protective Equipment (PPE) (least desirable).

Pressure Safety

▪ Calculations that all vacuum vessel compressive stresses meet the allowable ASME stresses for the materials used, per methods stated in ASME Code Case 2286

(referenced in BSA document BNL-81715-2008-IR, “Vacuum Systems Consensus

Guideline for Department of Energy Accelerator Laboratories”).

▪ Calculations that all process piping meets ASME B31.3 requirements or BSA approved equivalent.

▪ Calculations used to determine pressure relief device sizing and performance.

▪ Certification that all required pressure relieving devices used are approved by either the ASME or National Board of Boiler Inspectors (NBBI).

▪ Documentation of required proof tests procedures and results.

▪ Copies of the Contractor’s approved welding standard.

Installation, commissioning, and operation information

▪ Tip stability, weight, center-of-gravity, and floor load calculations.

▪ Fiducialization, survey and alignment plans with a required equipment list. Plans for placement of beamline fiducial markers by BSA will be made available to the

Contractor at least two weeks prior to the PDR.

▪ Provisions for lifting and rigging (as set forth herein), transport and aisle clearance information. Note that all Equipment will be moved along aisles, and through hutch doorways (when the Equipment is located in a hutch).

▪ List of all lifting operations required for truck or container unloading and installation, and confirmation that the equipment listed in section 4.2 meets all requirements.

▪ Preliminary installation work plan as specified in Section 4, with drawings and information, including the following:

o Installation cross-section, plan, and elevation views within the NSLS-II aisleways and Cabin doors.

o Any bake-out requirements to be met by BSA.

o Required utilities callouts (power, compressed air, water, where applicable).

o Controls schematics (where the control system is included), controls interface locations, and definitions where the controls are not included.

▪ 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.

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Commissioning Plan information

▪ Step-by-step procedure for Equipment turn-on, including utilities and controls requirements.

▪ Limit of operating range and homing procedure of each component.

▪ The equipment required for this initial commissioning without beam.

▪ The use of Contractor’s motor controllers, prior to BSA making connections to BSA supplied control systems.

▪ How the initial acceptance criteria will be met when performance is demonstrated without beam.

▪ A written procedure for future calibration of sensors and tuning of motors.

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

Spares

▪ Final list of additional recommended spare parts determined during the FDR.

3.2.2.3 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.

3.2.3 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.

3.2.4 Detailed Manufacturing, Testing, and Commissioning Requirements

3.2.4.1 Factory Acceptance Testing

The Equipment shall be tested at the Contractor’s facility to demonstrate full compliance with the Specification. All motions shall be tested using the Contractor’s motion control system as well as a motion control system to be supplied by BSA. 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 Equipment.

All Test Data associated with the optical elements shall be submitted to BSA for review and written approval prior to shipment from the optical subcontractor.

3.2.4.2 Acceptance Testing at BNL

The Equipment shall be tested at BNL by the Contractor to demonstrate full compliance with the Specification. These tests shall include testing without X-rays. The tests listed in the Specification shall be conducted on the Equipment at BNL according to the ATP, prior to final acceptance.

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3.2.4.3 Commissioning Reports

A commissioning report for each Phase (without X-rays) shall be provided by the

Contractor. The report shall include (but is not limited to) the results of all tests performed including graphs, printouts, drawing updates, calibration data, as-built drawings and control system tuning parameters. A summary sheet including any non-compliances shall be included. Final acceptance is contingent on BSA data review and written approval by

BSA.

3.3 Management

3.3.1 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.

3.3.2 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.

3.3.3 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 at 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 planning and control documents. It shall address the Material Requirements

Planning (MRP), and at a minimum shall include manufacturing, inspection, and test steps, including the identification of critical manufacturing operations and parts/subassemblies and showing integrated flow into the end item(s). If the Contractor does not have an MRP system in place, then details for purchasing all raw materials, shop loading (by work center), and a schedule for manufacturing all components and assemblies through packaging and shipping shall be provided by the Contractor.

3.3.4 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.

3.3.5 Design Reviews

3.3.5.1 Preliminary Design Review Meeting

A PDR meeting shall be held in accordance with the schedule set forth in section 6 herein.

To ensure that the requirements are compliant with this SOW, applicable Specifications, and interface control drawings, the Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft PDR Report that shall consist of the requirements set forth in section 3.2.3.1. The contents of this report shall be reviewed at the PDR to be held at the Contractor’s facility or in video conference format. The

Contractor shall be responsible for maintaining and submitting the minutes of the PDR and shall also incorporate any agreed-to changes into the final, comprehensive PDR

Report, both of which shall be submitted within ten (10) working days of the PDR for subsequent review and approval by BSA.

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3.3.5.2 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 3.2.3.2. The findings of the FDR Report shall be reviewed at the FDR to be held at BNL and shall cover all pertinent issues relating to the final detailed design of the

Equipment. 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 Equipment.

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.

3.4 Documentation and Data Management

3.4.1 General Documentation Requirements

▪ All documentation and source code provided by the Contractor shall be in English.

▪ All reports and documentation noted in this SOW and the specifications shall consist of one

(1) set of paper copies and one (1) set on digital media (USB data storage device), unless otherwise noted.

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

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

o Have views shown in third-angle projection.

o Use metric dimensions and tolerances.

o Have a separate parts list if not embedded in the drawing.

o Have part number designations in accordance with BSA document NSLSII-DPT-STD-

002, “NSLS-II Nomenclature Standard”.

o Be provided to BSA in electronic format as defined in section 3.4.2, supplied on a USB stick or BSA identified FTP site.

o 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.

▪ The Contractor shall provide all Instrumentation and Control System information, such as state diagrams, data flow charts, and sequence diagrams, in electronic and hard copy form.

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3.4.2 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), STP, or SAT.

3.4.3 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, BSA-provided numbering, sizes, and anticipated electrical loads.

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

3.4.4 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 specified in BNL-QA-101.

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

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

▪ Certificate of Conformance.

▪ Copies of specification/data sheets for X-ray windows and viewports.

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

▪ Material certifications of defined materials (specifically; Glidcop/Copper Chromium

Zirconium absorbers, Lead and Tungsten beam stops and collimators, flexures, vacuum vessels, and any other component with a safety function).

▪ Source inspection documents for all major items purchased by the Contractor, such as vessels, mirrors, crystals, and rotation stages (source inspections would be those conducted at a subcontractor to the Contractor).

▪ Documentation of required proof test procedures and results for vacuum vessels and pressurized air/fluid lines.

▪ Certification that all required pressure relieving devices used are approved by either the

ASME or National Board of Boiler Inspectors (NBBI).

▪ Acceptance Test Reports and copies of test certificates.

▪ All 2D drawings and 3D solid models.

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▪ Complete list of all individual components and their serial numbers (see section 3.8 for serialization requirements).

▪ All third-party equipment manuals.

▪ NRTL listings are to be provided for all third party manufactured equipment.

3.4.4.1 Manufacturers’ 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 manufacturers’ 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.

3.4.4.2 As-Installed Drawings

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

▪ Major items of Equipment 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 all Equipment, 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 instru-mentation 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.)

3.4.4.3 Documents

The Contractor shall provide an electronic copy (BSA identified FTP site, in Microsoft™

Office format, or drawing format described in section 3.4.2 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.

3.4.4.4 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.

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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 Equipment 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.

d. Calibration of any equipment (e.g., piezos’ voltage to displacement, BPMs’ voltage to beam position, intensity monitor calibration data, thermocouple type, etc.).

e. Equipment settings established during commissioning.

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

g. Control sequences and flow diagrams for each system.

3.5 Configuration Management

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

3.6 Software Requirements

All control software provided under this contract shall be subject to review and approval by BSA. Source code shall be included with the deliverables as well as notification and access to new versions of software as available.

3.6.1 Configuration Control

The Contractor shall have and maintain an effective software configuration management system. The

Contractor’s system shall establish requirements for placing software under configuration control and provide for the positive identification of software and the control of all software baseline changes.

3.6.2 Software Review

Software designed by the Contractor must be validated through independent technical review prior to the Factory Acceptance Test (FAT). The Contractor must document review activities in the ATP, including comments and resolutions of comments.

3.6.3 Software Validation

The Contractor shall test and verify all computer software developed or modified. The validation testing shall be accomplished by a comparison of test results with those from other verified software, or by a comparison with results from analytical solutions or BSA-approved alternatives.

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3.7 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 2 of this SOW.

3.7.1 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.

A Job Hazard Analysis (JHA) including the work steps and identifying all hazards and controls associated with installation and testing of the Equipment, including Safety Data Sheets (SDS), shall be submitted to BSA for approval prior to the start of work.

3.7.2 Electrical Safety

All electrical equipment including components must comply with NFPA 70, be Certified by a

Nationally Recognized Testing Laboratory (NRTL) and Labeled with their Certification Mark. All equipment that is not available for purchase with an NRTL Certification must be reviewed and approved by the BSA Authority Having Jurisdiction prior to purchase. Note: The CE marking is only recognized in the European Union and is not an approved NRTL for products sold in the US.

All electrical connections ≥50 volts shall be guarded to protect workers from the risk of electrical shock, Plexiglas® is not acceptable; Lexan® may be used. All Electrical insulation must be Fire

Retardant and radiation resistant, Teflon® shall not be used in any application.

3.7.3 Pressure Safety

For vacuum vessels, the Contractor shall comply with BSA document BNL-81715-2008-IR, “Vacuum Systems Consensus Guideline for Department of Energy Accelerator Laboratories”. At a minimum, the vacuum vessel shall be designed to meet compressive stresses per ASME Code Case

2286, dated July 17, 1998 (referenced in BSA document BNL-81715-2008-IR, “Vacuum Systems

Consensus Guideline for Department of Energy Accelerator Laboratories”).

Any viewports in vacuum vessels shall be fitted with a Polycarbonate (e.g., Lexan®) cover to prevent external damage of viewports. Acrylic covers (e.g., Perspex or Plexiglass) are not permitted.

For process piping requirements, the Contractor shall use ASME B31.3, or equivalent approved by

BSA in writing. Liquid nitrogen, gaseous nitrogen, compressed air, and cooling water lines shall be designed to ASME B31.3 requirements. In all cases, 100% proof testing shall be completed on each component to 150% of the maximum working pressure for hydrostatic tests, or 110% of the maximum working pressure for pneumatic tests.

3.7.4 Fire Safety

The contractor shall ensure that any electrical equipment and wiring minimize combustibility by using flame-resistant materials.

All cables installed in a cable tray shall be NRTL Certified for use in a Cable Tray. 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.

3.7.5 Attachment Points and Lifting Fixtures

The Contractor shall provide lifting eyes, either permanent or removable, on each vessel or stand 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”).

3.8 Marking and Serialization

Each individual component shall be marked indelibly on the side surface with the Contractor’s name (or

Manufacturer’s name for subcontracted equipment), date of manufacture, part number, and serial number.

▪ The Contractor’s name shall not exceed 10 mm in height, nor shall it be displayed on any individual component more than once.

▪ The part number protocol shall be in accordance with BSA document NSLSII-DPT-STD-002, “NSLS-II

Nomenclature Standard”.

▪ Serial numbers shall be assigned by the Contractor and shall be used where multiple units are delivered to BSA, or where the Contractor’s own policy is to use such numbers. Such marking is preferably included on a standard plate or sticker securely attached to the component and will be used for inventory control, maintenance management, and for assisting with future fault and/or upgrade discussions with the

Contractor. These serial numbers must be assigned to the parent part through the use of the As-Built List

(ABL) and travelers.

3.9 Warranty

The Contractor shall provide a warranty for the Equipment, against failure and defects for a period of two (2) years from final acceptance of the Phase 1 Commissioning report.

3.10 Packaging

3.10.1 Prior to shipment, all water shall be removed from the cooling channels and water circuits to prevent freezing and microbial damage.

3.10.2 After the component or piece of Equipment has been cleaned, baked, and tested, it shall be packed to ensure that it remains clean and free from damage during both storage and shipping. All seal faces and/or knife edges should be protected. Vacuum components shall be backfilled with dry nitrogen gas.

In preparation for shipping, the Equipment shall be sealed for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The Equipment shall be properly braced and cushioned within its own packing so that it will not shift during handling and shipment.

3.10.3 Added protection against contamination and humidity shall be given to the mirror or crystal optical surfaces, electrical connections, and limit switches. Durable materials, such as clean wood, bubble wrap, or similar noncontaminating materials, are to be used to support and protect the components from one another during transit and storage. Peanut-type material shall not be used for packaging.

3.10.4 All assemblies or sub-assemblies with moving parts shall be secured to prevent damage due to unwanted motion or vibration. The packaging must be designed to withstand acceleration loads in excess of twice the acceleration due to gravity (>2.g0).

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

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