Draft - Statement of Work.pdf

Electron-Ion Collider, Brookhaven National Laboratory

Doc No. EIC-DET-SOW-025 Author: Oleg Eyser Effective Date: May 15, 2024 Review Frequency: N/A

SOW: Statement of Work for the Forward Hadronic Calorimetry SiPMs Revision: 02

STATEMENT OF WORK

for the

Forward Hadronic Calorimetry SiPMs Quality Classification: A-3

Prepared By:

_________________________________ Date: __________________ Oleg Eyser, Senior Physicist

Reviewed By:

Edward Cheswick, Quality Representative

Maggie Haviland, Procurement Liaison Engineer

Chuck Schaefer, ESH Manager

Approved By:

Elke Aschenauer, Level 2 Manager

DocuSign Envelope ID: 28A88B81-275F-44D0-B0E5-FA22E909D7D3

5/15/2024

5/16/2024

5/15/2024

5/15/2024

5/16/2024

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

REVISION HISTORY

Revision # Effective Date Summary of Change

00 1/31/2024 Initial Release

01 4/29/2024 Total count of SiPMs revised, delivery schedule outlined, pre-production units removed

02 5/15/2024 Batch 3 and Batch 4 outlined as option

Table of Contents

LIST OF ACRONYMS

1 SCOPE

1.1 Background

2 APPLICABLE DOCUMENTS

3 REQUIREMENTS

3.1 Contractor Responsibilities

3.1.1 Technical Performance

3.1.2 Tooling/Fixtures/Test Equipment

3.1.3 Materials

3.2 Manufacturing Requirements

3.2.1 Manufacturing, Inspection and Test Requirements

3.2.2 Acceptance Test Procedures (ATP)

3.3 Management

3.3.1 Program Plan

3.3.2 Manufacturing/Inspection/Test Plan

3.3.3 “Witness” Points

3.4 Documentation and Data Management

3.4.1 Report/Documentation Format

3.4.2 End Item Documentation Package

3.4.3 Records

3.5 Marking and Serialization

3.6 Packaging

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

4.2 Configuration Management

4.3 Responsibility for Subcontractor

4.4 Responsibility for Conformance

4.5 Measuring and Test Equipment (M&TE) Calibration

4.6 Inspections and Test Requirements

4.6.1 Acceptance Testing

4.6.2 Approval for Production

4.7 Repairs

4.8 Failure Reporting, Analysis and Corrective Action

5 DELIVERABLES

6 SCHEDULE

7 VALUE ENGINEERING

LIST OF ACRONYMS

ATP Acceptance Test Procedure BNL Brookhaven National Laboratory BSA Brookhaven Science Associates DOE Department of Energy EIC Electron-Ion Collider IP-6 Experimental Hall of the EIC Detector LFHCal Longitudinally segmented Forward Hadronic Calorimeter MRP Material Requirements Planning M&TE Measuring and Test Equipment NIST National Institute of Standards and Technology PO Purchase Order QA Quality Assurance SiPM Silicon Photomultiplier SOW Statement of Work

Statement of Work for the Forward Hadronic Calorimetry SiPMs

1 SCOPE

This Statement of Work (SOW) will be the basis for the procurement of Silicon Photomultipliers (SiPMs) for the longitudinally segmented Forward Hadronic Calorimeter (LFHCal) of the Electron-Ion Collider (EIC) General Purpose detector to be built in the EIC interaction region IP- 6 (Experimental Hall of the EIC Detector) at Brookhaven National Laboratory (BNL) managed by Brookhaven Science Associates (BSA). This document outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

1.1 Background

The EIC Project will design, build, and install the accelerator hardware for a new electron storage ring, an electron injector, and modifications to the hadron ring required to produce an electron-ion collider and infrastructure. It will include one interaction region at IP-6 and one detector. The facility is designed to meet requirements to ensure high reliability and availability for the user program.

The EIC physics detector will provide an almost 4π coverage in tracking, particle identification, electromagnetic and hadronic calorimetry. The hadronic calorimeter in the forward (hadron-going) endcap (LFHCal) is of a particular importance, to measure highly energetic particle jets with a sufficient energy resolution, isolate jet neutral components (neutrons and KL particles), complement tracking and electromagnetic calorimetry in particle flow algorithms, and be an integral part of the detector solenoid flux return path.

The LFHCal makes use of SiPM-on-tile technology, where every one of the sixty-five scintillating tiles composing a calorimeter tower has a dimple for its own Silicon Photomultiplier sensor. The total number of SiPMs required in accordance with this Statement of Work is 341,380, with an option for an additional 257,874 SiPMs. The 341,380 SiPMs are of type (a) with an active area of

1.3 mm x 1.3 mm. Of the 257,874 SiPMs, 173,842 are of type (a), and 84,032 are of type (b) with an active area of 3 mm x 3 mm.

Early start of procurement of these sensors is of a paramount importance for EIC, since it allows one to start the calorimeter tower assembly shortly after the Department of Energy (DOE) CD-3 approval, and therefore finish the assembly and installation in the EIC interaction region at the Experimental Hall of the EIC Detector (IP-6) in 2029, on time for the solenoid acceptance tests.

2 APPLICABLE DOCUMENTS

In the event of a conflict between the Technical Documentation and this SOW, the Contractor shall immediately notify the BSA Contractual Representative who will in each instance determine which document takes precedence and advise the Contractor accordingly. Failure to notify BSA of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance to all requirements.

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

Document Number Document Title

EIC-DET-SPC-019 Technical Specification for the LFHCal SiPMs

BNL-QA-101 Brookhaven National Laboratory Supplier Quality Assurance Requirements

3 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions as defined in this Statement of Work, the Contractor shall be responsible for the following.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with this SOW, BSA technical specification EIC-DET-SPC-019, and all referenced documents, the Contractor shall furnish all equipment, materials, tools, facilities, and labor to perform the work necessary to manufacture and test the SiPMs on time, in the required quantity. The Contractor shall ensure that the finished product meets the performance parameters and criteria in accordance with BSA specification EIC-DET-SPC-019 and all other referenced documents. Failure to provide SiPMs that satisfy the technical specifications outlined in EIC-DET- SPC-019 and all referenced documents will result in replacement of SiPMs at the cost of the Contractor.

3.1.2 Tooling/Fixtures/Test Equipment

The Contractor shall be responsible for supplying all materials, including (but not limited to) the construction of all tools, jigs, fixtures, and test equipment required to meet the requirements of this SOW and specification.

3.1.3 Materials

The Contractor shall have an effective storage and age control system for items where acceptability is limited by the age or manner of storage of the item. Storage and shipment in vacuum sealed containers are required.

3.2 Manufacturing Requirements

3.2.1 Manufacturing, Inspection and Test Requirements

SiPM geometric parameters (sensor size, pixel size), as well as all performance parameters (photon detection efficiency, gain, dark count rate, other) shall match the technical specification EIC-DET-SPC-019. SiPMs shall be classified by their operating voltage necessary to achieve a gain value specified in EIC-DET-SPC-019 and grouped in batches according to the over-voltage bracket as listed in EIC-DET-

SPC-019.

3.2.2 Acceptance Test Procedures (ATP)

The Contractor shall provide an ATP that is in accordance with this SOW, the Specification, and all reference documents noted herein. The ATP must be approved in writing by BSA prior to use. The ATP shall ensure that all test requirements as defined in the Specification are achieved.

Site acceptance testing at BNL will include a characterization according to EIC- DET-SPC-019 of five (5) percent of delivered SiPMs for every batch. A whole batch will be returned to the manufacturer if any of the tested SiPMs fail the requirements as specified in EIC-DET-SPC-019.

3.3 Management

3.3.1 Program Plan

Within four (4) weeks after award of contract, the Contractor shall deliver a detailed program plan which includes a milestone schedule defining the manufacturing, inspection, and testing phases in sufficient detail to allow regularly scheduled progress monitoring.

3.3.2 Manufacturing/Inspection/Test Plan

A manufacturing/inspection/test plan shall be developed which identifies the manufacturing processes required to complete all efforts as identified in this SOW.

The plan shall be submitted for review and approval by BSA within four (4) weeks after award of contract. The plan shall include manufacturing, inspection, and test steps.

3.3.3 “Witness” Points

BSA reserves the right, after review of the Contractor’s Manufacturing/Inspection/Test Plan, to designate selected manufacturing, inspection, and/or test operations as “witness” points. The Contractor shall provide BSA with ten (10) working days’ notice in advance of such witness points during the manufacturing and test cycle.

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

3.4 Documentation and Data Management

3.4.1 Report/Documentation Format

• All reports submitted shall include an introduction, body of the documents, and a conclusion. Large documents shall include a table of contents. For calculations, equations shall be shown with values defined for each variable, so the analysis can be reviewed. Diagrams shall be included for clarity and labels shall be consistent with design drawings for specific items.

• All documentation provided by the Contractor shall be in English.

• The Contractor shall provide an electronic copy (BSA-identified FTP, DVD or

USB data storage device) of all documentation required by this SOW.

Contractor’s manufacturing drawing Computer-Aided Design files of all components and assemblies shall be in one of these formats: STP, SAT, IGES, IAM, or IPT.

3.4.2 End Item Documentation Package

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

a. Manufacturing Travelers: Manufacturing Travelers that include documentation of visual and dimensional inspections, materials, cleaning procedures, etc. shall be provided.

b. Final Inspection and Test Reports: Final test reports of all required or necessary inspections, examinations, and tests, properly validated by the Contractor’s authorized personnel shall be recorded and compiled in a measurement and test report and be supplied to BSA.

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

c. A listing of the delivered items, using a unique parts list or other such means of positive identification.

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

e. Certificate of Conformance

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

• Processes used in the fabrication of items delivered were in compliance with the SOW or BSA approved procedures or specifications.

• The items as delivered comply with all applicable specifications, and other requirements of the procurement documentation.

3.4.3 Records

The Contractor shall retain objective evidence, including records, of the inspections and tests performed in the course of manufacturing, testing, inspecting, preserving, packaging, and preparation for shipment of procured items. These records shall be made available to BSA for review upon request. These records shall be maintained for a minimum of three (3) years, unless otherwise specified in the procurement documentation, after the completion of the Purchase Order (PO)/Contract.

3.5 Marking and Serialization

Where labeling is required, the position of serialization and/or labeling of the identification number/nameplate shall be agreed upon between the Contractor and BSA prior to acceptance of final design.

3.6 Packaging

In preparation for shipping, the SiPM trays shall be covered or wrapped, and vacuum sealed for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The SiPMs shall be properly braced and cushioned within the packing so that they will not shift during handling and shipment. The method of shipping will be specified by BSA one (1) month prior to delivery. The container shall be appropriately labeled with the listing of contents, destination, gross weight, location of center of gravity, Purchase Order/Contract number, and contact information. Each container shall have G-force shock indicators. Each container shall be palletized and include provisions to permit access for a forklift to lift the container.

4 QUALITY ASSURANCE

4.1 Quality System and Facility Access

The Contractor shall maintain and apply an effective and documented quality assurance system for the design, manufacture, and testing of all equipment provided. The system shall meet the requirements of the ISO-9001 Standard, “Quality Management Systems Requirements”, and shall provide the processes to ensure that each component produced for acceptance conforms to the requirements of this document and the applicable technical documentation. The Contractor shall supply the necessary documentation to demonstrate this compliance. Post-award surveys may be required and shall be supported by the Contractor. In addition, BSA representatives will have access to the Contractor’s facility during agreed-upon fabrication, inspection and testing processes.

The Contractor shall provide ten (10) working days’ notice in advance of the agreed-upon witness points.

As set forth in BSA Form BNL-QA-101, “Brookhaven National Laboratory Supplier Quality Assurance Requirements,” as amended herein, forms a part of this statement of work. Specifically, this includes the following sections: 1, 2, 3, 3.1, 3.1.2, 3.2–3.22, 4.0, 4.1, 4.2, 4.3, 4.4 as modified below, 4.4.1, 4.4.2, 4.4.3,

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

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

Clause 4.5: “Witness” Points, is modified as follows: The supplier shall provide BNL with ten (10) working days’ notice in advance of reaching such witness points during the manufacturing and test cycle of each item.

4.2 Configuration Management

The Contractor shall establish and maintain a configuration control system to assure that all end items (SiPM sensors) are of the proper configuration. The Contractor shall immediately notify the BSA Contractual Representative of any significant changes (those that may affect form, fit, function, reliability, safety, or interchangeability) in design, fabrication methods, material or processing. 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.

For changes in configuration, a request for change approval shall be submitted to BSA for consideration. Changes in configuration may be made by the Contractor only with the written approval of BSA.

4.3 Responsibility for Subcontractor

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

4.4 Responsibility for Conformance

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

4.5 Measuring and Test Equipment (M&TE) Calibration

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

4.6 Inspections and Test Requirements

Unless otherwise specified in the PO/Contract, the Contractor shall be responsible for the performance of all inspections and tests specified herein. Except as otherwise specified in the PO/Contract, the Contractor shall utilize facilities suitable for the performance of the inspection and test requirements, specified herein, which are acceptable to BSA. BSA reserves the right to re-perform any of the inspections and/or tests set forth in this document or referenced specifications where deemed necessary to assure that Equipment conforms to prescribed requirements at no cost to the Contractor. BSA and/or their representative shall have the option to witness all of the tests defined in this SOW.

4.6.1 Acceptance Testing

The systems shall be tested by the Contractor at the Contractor’s facility, the Contractor’s subcontractor’s facility, or a pre-approved BSA collaborator prior to shipment, using an ATP (as noted in Section 3.2.2) generated by the Contractor and approved in writing by BSA. BSA or its designee retains the right to witness all testing. Final acceptance of the units shall take place following the successful completion of final testing at BNL. The time period for the final testing at BNL shall be within 90 days after receipt of the units at BNL.

4.6.2 Approval for Production

After BSA Technical Representative acceptance of the program plan, manufacturing/inspection/test plan, and ATP, the units required by the PO/Contract shall be produced by the Contractor and the Contractor’s suppliers using the same design, materials, processes, methods and tooling described in the aforementioned plan(s). Any changes must have prior written approval from BSA. If production of the SiPMs is not approved by BSA, there shall be no further cost to BSA.

4.7 Repairs

If failures occur or repairs are required to an assembly or any component during manufacturing or testing that affects form, fit, function, reliability, safety, or interchangeability, the process shall stop and BSA shall be immediately notified. Failure to provide SiPMs that satisfy the technical specifications outlined in EIC-DET-SPC-019 and all referenced documents will result in replacement of SiPMs at the cost of the Contractor.

4.8 Failure Reporting, Analysis and Corrective Action

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

5 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due BSA Approval

1 Program Plan Four (4) weeks after award of contract Yes 2 Manufacturing/Inspection/Test Plan Four (4) weeks after award of contract Yes 3 Acceptance Test Procedure (ATP) Prior to first use Yes 6 Delivery of SiPMs in batches As set forth in section 6 schedule Yes 7 End Item Documentation As set forth in section 6 schedule Yes

6 SCHEDULE

The following schedules are for planning purposes only. Schedule requirements set forth in the contract will take precedence.

Milestone Calendar weeks (maximum) after award Delivery of SiPMs: Batch 1-Type (a), total count 170,690 52 Receipt of Batch 1 End Item Documentation 52 Delivery of SiPMs: Batch 2 – Type (a), total count 170,690 104 Receipt of Batch 2 End Item Documentation 104 Delivery of SiPMs: Batch 3 – Type (a), total count 173,842 (Option) 156 Receipt of Batch 3 End Item Documentation (Option) 156 Delivery of SiPMs: Batch 4 – Type (b), total count 84,032 (Option) 208 Receipt of Batch 4 End Item Documentation (Option) 208

7 VALUE ENGINEERING

The Contractor is encouraged to make recommendations for changes that might lead to an improvement in performance, reliability, quality, safety, or reduction in cost. Simplicity in operation, ease of maintenance, and an improvement in the performance and reliability of the specific functions beyond the requirements of this specification are objectives which shall be considered in the production. Where it appears a substantial improvement in simplicity of design, performance, ease of maintenance or reliability will result from the use of materials, parts, and processes other than those specified, it is desirable that their use be investigated. When investigations point to advantages that may be realized, the recommendation for change shall be presented to BSA for review.