Enclosure 1 - Draft BOA 454235 w Attachments 10-23-2025.pdf

Buyer Amount Contract Number L. Gonzales $0.00 BOA-454235

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates

P.O. Box 5000

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

Contractor (TBD)

BASIC ORDERING AGREEMENT

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

I. Scope of Work:

The Contractor shall provide temporary support personnel to perform services for Brookhaven Science Associates (BSA) on an as-needed basis. Temporary support may be requested in the following categories: (a) administrative, (b) engineering, (c) scientific support, (d) technical support, (e) information technology, and (f) scientists.

All work shall be conducted in strict accordance with the attached Attachment A Statement of Work entitled, “Temporary Support/Contract Labor Services” Revision 3, dated October 21, 2025, including all enclosures referenced and attached to Attachment A Statement of Work, and Attachment B Brookhaven National Laboratory Supplier Quality Assurance Requirements (BNL-

QA-101).

II. Term:

This BOA shall be effective upon execution by both BSA and the Contractor and shall remain in effect through 12 months after award.

BSA shall have the unilateral right to extend this BOA for up to four (4) additional option years.

Each option year may be exercised only by a written modification to this BOA issued by BSA’s Procurement and Property Management Division. Should all options be exercised, this BOA will end 60 months after award.

III. Compensation, Multipliers, and Payment:

A. Compensation: The Contractor shall be compensated for the services based on the hourly wage rates agreed to by BSA times the Contractor’s multiplier. The overtime hourly billing rate is 1.5 times the straight time hourly wage rate. This compensation is all inclusive and shall only be for actual hours worked.

B. Multipliers: The multipliers shall remain fixed at the following:

Service Multiplier BSA Finds Candidate U.S. Straight Time (Non-Exempt) x.xx BSA Finds Candidate U.S. Straight Time (Exempt) x.xx Contractor Finds Candidate U.S. Straight Time (Non-Exempt) x.xx

Contractor Finds Candidate U.S. Straight Time (Exempt) x.xx Foreign Payroll Processing x.xx Night Shift Differential (Non-Exempt) 1.10

C. Payment: Payment will be made upon receipt and approval of monthly invoices stating the Purchase Order number, the hours worked in the previous month, and the hourly rate by category worked.

Invoices shall be directed to BSA’s Accounts Payable Section electronically.

The Contractor shall make every effort to have systems in place that allow for electronic invoice transmittal. Invoices shall be submitted in PDF format, via e-mail, to apinvoices@bnl.gov.

Hard copy invoices, in duplicate, shall be directed to BSA's Accounts Payable Section, Contracts Division, Bldg. No. 400d.

Payment terms are Net (TBD).

IV. Purchase Orders:

An individual Purchase Order (PO) shall be issued delineating the number of hours (units), hourly rate, period of performance and the name of the contracted individual. All terms and conditions as set forth in this BOA shall apply in their entirety to each PO issued.

V. Authorized Representatives:

A. BSA’s Technical Contact: _____is BSA’s Technical Contact, hereunder. ____ shall act as liaison between BSA and the Contractor in technical matters only and may be reached at _____(phone), _______(e-mail).

B. BSA’s Contractual Representative: Lisa Gonzales is BSA's Contractual Representative.

She can be reached at 631-344-5965 (phone), lgonzales@bnl.gov (e-mail). Any change or modification in the terms and conditions of this contract shall require the written approval of BSA's Procurement and Property Management Division’s Manager, or their designee.

C. Contractor’s Technical Representative: ________ is the Contractor’s authorized

Technical Representative, hereunder. (He/She) shall act as point of contact between BSA and the Contractor in technical matters only. (He/She) can be reached at ________(phone), __________(e-mail).

D. Contractor’s Contractual Representative: ______________is the Contractor’s authorized Contractual Representative, hereunder. (He/She) shall act as liaison between BSA and the Contractor. (He/She) can be reached at _______(phone), ____________(email).

VI. Additional Terms:

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

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

This Contract is issued pursuant to Brookhaven Science Associates General and/or Supplemental terms and conditions listed above which are incorporated herein by reference. The complete text of these terms and conditions can be viewed via the internet at: https://www.bnl.gov/ppm/terms-and-conditions.php. Should the Contractor have any questions and/or not have access to these terms mailto:lgonzales@bnl.gov https://www.bnl.gov/ppm/terms-and-conditions.php https://www.bnl.gov/ppm/terms-and-conditions.php and conditions, contact the buyer or contracts specialist immediately.

VII. Service Contract Act:

This Contract incorporates herein and by reference FAR 52.222-41 Service Contract Labor Standards in its entirety. The wage determination for this effort for all labor categories is as described in Wage Determination No. 2015-4157, Rev 29, dated 07/08/2025 (most up to date Wage Determination will be attached at time of award). All provisions of the Service Contract Act must be adhered to (i.e. Health and Welfare, Vacation, Holidays, etc.). The Contractor shall be responsible for all current applicable labor rates and review those rates on an annual basis in accordance with the Service Contract Act.

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

• Attachment A - Statement of Work entitled, “Temporary Support/Contract Labor

Services” Revision 3, dated October 21, 2025

Enclosure A to Attachment A – Job Classification Enclosure B to Attachment A – Clinic List

• Attachment B - Brookhaven National Laboratory Supplier Quality Assurance

Requirements (BNL-QA-101)

• Attachment C - WD No. 2015-4157, Rev 29 dated 07/08/2025

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

This Agreement is not a mandatory source of supply for BSA. BSA neither implies nor guarantees a specific quantity level or dollar amount of purchases resulting from this Agreement.

ACCEPTED:

CONTRACTOR

BROOKHAVEN SCIENCE ASSOCIATES, LLC

By: By:

Name: Name: Lisa Gonzales

Title: Title: Subcontracts Supervisor

Date: Date:

The Contractor shall sign and return one (1) copy of this BOA to the attention of Lisa Gonzales, Procurement and Property Management Division, at lgonzales@bnl.gov.

Attachment A

STATEMENT OF WORK

TEMPORARY SUPPORT/ CONTRACT LABOR SERVICES

Original - May 2, 2025

Revision 1 - July 11, 2025 Revision 2 - September 19, 2025

Revision 3 - October 21, 2025

Michele Nemaric Manager, Talent Acquisition

Maggie Sullivan Chief HR Officer

Enclosures:

A. Job Classifications B. Occupational Medicine Clinics

Scope of Work

The Contractor shall provide temporary support personnel to perform services for Brookhaven Science Associates (BSA) on an as-needed basis. Temporary support may be requested in the following categories: (a) administrative, (b) engineering, (c) scientific support, (d) technical support, (e) information technology, and (f) scientists.

I. General Terms for Temporary Support:

• BSA is not the employer of the temporary support personnel provided under this agreement. The Contractor is and will remain the employer for the temporary support personnel and responsible for all employee related processes and regulations and compliance with all employment laws, including, but not limited to, selecting, hiring, training, retraining, timely paying all salaries, wages, compensation, wage notices and statements, vacation, leaves (including but not limited to FMLA, sick leave and any leave taken due to pandemics, epidemics, or other similar public health emergencies or events beyond its control) and benefits as well as all required taxes, including, without limitation, applicable federal, state and local payroll, unemployment and income taxes, for retaining payroll and other applicable employment records as required by law, for providing all applicable wage and other disclosures which are required to be provided to employees and/or workers and for obtaining and maintaining all applicable insurances including workers compensation insurance and unemployment insurance, for itself and for the temporary support personnel provided by Contractor; and Contractor will make and timely submit, in its name, all reports, returns and payments required by federal, state or local laws related to temporary support personnel provided by Contractor, and be responsible for the payment of all assignments, taxes, contributions and other sums required of them.

• The Contractor shall also be responsible to perform, at no additional cost to BSA, background screening on all temporary support Contractor assigns to BSA which shall include, but is not limited to, education verification, references from previous employment, U.S. Citizenship and authorization to work in the United States.

• Temporary support staff assigned by Contractor to BSA are and will be

Contractor’s employees, agents, independent contractors, sub-contractors or staff only, and are not and will not be or become employees, agents, independent contractors, sub-contractors or staff of BSA. Contractor and temporary support staff assigned by Contractor to BSA shall not be entitled to participate in or receive any benefits or rights as an employee of BSA, under any employee benefit and welfare plans, including, without limitation, employee insurance, pension, savings and security plans (each, a “Plan”). In addition, even if the status Contractor or Temporary support staff assigned by Contractor to BSA is ultimately recharacterized by a third party (e.g., court, government agency) to constitute employee status concerning BSA, Contractor and/or temporary support staff assigned by Contractor to BSA shall not be eligible to participate in or receive any benefits or rights as an employee of BSA under any Plan unless and until BSA consents to such eligibility in writing. Without limiting the generality of the foregoing, Contractor and/or or temporary support staff assigned by Contractor to BSA shall not be considered an employee of BSA for purposes of any local, state or federal laws relating to unemployment insurance, social security, workers’ compensation or any regulations that may impute any obligation or liability to BSA by reason of an employment relationship.

• Holidays: Unless work is performed and approved in writing by a BSA authorized procurement representative on such days, no payment shall be made for any of BSA’s pre-determined observed holidays.

• Leaves: As per the above, Contractor is responsible for compliance with all laws and regulations relating to leaves of absence for employees in connection with the temporary support personnel provided by Contractor. BSA is not responsible for any leave taken by temporary support personnel provided by Contractor for any reason, including but not limited to family and medical leave, sick leave, jury duty leave and leave due to pandemics, epidemics, or other similar public health emergencies or events beyond its control. Any leave/absence for temporary support personnel provided by Contractor must be addressed between the Contractor and temporary support personnel provided by Contractor directly. BSA will only pay for actual hours worked. Payment shall not be made for any absence/leave of any kind, and Contractor is responsible for any such payments.

• Straight Time Hourly Billing Rate: This rate shall be computed by multiplying the straight time hourly wage rate and the Contractor’s multiplier.

• Overtime Hourly Billing Rate: The overtime hourly billing rate is 1.5 times the straight time hourly wage rate. Straight time multiplier does not apply to overtime. Overtime rates shall apply only to those hours worked in excess of forty (40) hours per week by non-exempt temporary support personnel. A work week is defined as Sunday through Saturday. Overtime work must be specifically authorized and approved in writing by a BSA authorized representative.

• Exempt temporary support personnel aren't subject to the FLSA's overtime rules;

they are paid a salary and are not compensated for working more than forty (40) hours in a workweek. Contractor is and shall remain responsible for the complete and timely payment of all wages to all exempt temporary support personnel.

• Non-Exempt temporary support personnel must be paid at least the federal minimum wage for each hour worked and given overtime pay of not less than one and a half times (1.5) their hourly rate for any hours worked beyond forty (40) hours each week. Contractor is and shall remain responsible for the complete and timely payment of all wages (including overtime) to all non-exempt temporary support personnel.

• End of Assignment: The Contract Laborer is responsible for notifying their employer (Contractor) of the end of their assignment with BSA. Nothing in this Agreement, or the end of assignment by BSA, impacts Contractor’s ability to employ temporary support personnel or assign them to other accounts, which is and remains at Contractor’s discretion.

• Timesheets: The Contractor shall have a system in place to allow for the BSA authorized representative to review the timesheets of temporary support personnel assigned by Contractor to BSA. This review does not guarantee the number of hours paid as payment will only occur through a properly approved invoice. The Contractor is responsible to assure the hours of temporary support personnel assigned by Contactor to BSA are accurately reflected on the submitted timesheet.

The Contractor shall keep records that allow the BSA authorized representative to accurately determine the total amount of hours worked and the remaining hours on the Task Order at any given time.

• Form I-9 Acceptable Documents | USCIS

Employees must provide documentation to their employers to show their identity and authorization to work. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

II. Additional General Terms for Temporary Support Within the United States:

• Unscheduled Closing: In the event of an unscheduled closing of the Laboratory (i.

e. bad weather), the temporary support personnel assigned by Contractor to BSA is not authorized to work. No payment shall be made to Contractor for work performed during an unscheduled closing, unless the initial Task Order authorization states in writing the ability to work remotely and is approved in writing by the BSA authorized representative.

• Night Shift Differential for Non-Exempt Support: Hourly rates for night shift work shall be computed by multiplying straight time hourly labor rates by 1.10. Night shift rates will apply to any work performed after 7:00 PM and before 6:00 AM.

Night shift work must be authorized in writing by a BSA authorized representative.

Contractor is and shall remain responsible for the complete and timely payment of all wages, including night shift rates, to temporary support personnel.

III. Staffing Process Within the United States

Contractor will assign temporary support personnel to BSA in accordance with the following:

http://www.uscis.gov/i-9-central/form-i-9-acceptable-

• BSA will formally notify the Contractor of its need for temporary support services by email or other forms of communication (ie: SharePoint) specifying the statement of work, job classification, number of persons required and length of service.

• The work of BNL is highly specialized and technical in nature, often requiring individuals with those skillsets to work with state-of-the-art equipment. It is critical, both for safety and research purposes, that BSA ensure Contractor’s candidates are among the most qualified in their field. Therefore, the Contractor shall furnish candidates to BSA for review of their qualifications. This will occur within two (2) weeks of the BSA staffing request and will be conducted by email or, as necessary, by other BSA specified forms of communication. Contractor may not select any final candidate whose qualification review, in BSA’s sole and absolute discretion, is unsatisfactory.

• BSA will have no obligation to the Contractor if the services of the Contractor’s candidate are not utilized. BSA shall have no obligation to notify the Contractor if or why the services of a Contractor’s candidate are not utilized.

• If BSA desires to utilize the services of any of the temporary support personnel proposed by Contractor, BSA shall issue to the Contractor a Purchase Order defining the name, job classification, statement of work if provided, billing rate, and length of time the services will be required.

• BSA prohibits discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a veteran, disability or any protected class under applicable law. We ensure that individuals with disabilities are provided reasonable accommodation as required by law. BSA is a VEVRAA Federal Contractor (Vietnam Era Veterans’ Readjustment Assistance Act)

• The Contractor shall follow all BSA policy and procedures applicable to contractors and visiting guests.

• The Contractor shall be experienced with providing staffing personnel. It is preferred that the Contractor have experience staffing personnel in the New York metropolitan/Long Island area.

• Contractor must ensure their staff is legally authorized to be on assignment both on and offsite with BSA.

• BSA reserves the right to audit Contractor compliance at any time during the individual's assignment at BNL and one (l) year thereafter.

• The Contractor represents and affirms that it has experience processing security clearances.

IV. Staffing Process Outside the United States:

• BSA shall issue a Purchase Order to the Contractor specifying the statement of work, job classification, person, and length of service.

• BSA prohibits discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a veteran, disability or any other protected class under applicable law. BSA is a VEVRAA Federal Contractor (Vietnam Era Veterans’ Readjustment Assistance Act)

• The Contractor shall follow all applicable BSA policy and procedures applicable to contractors and visiting guests.

• BSA reserves the right to audit Contractor compliance at any time during the individual's assignment at BNL and one (l) year thereafter.

• The Contractor represents and affirms that it has experience processing payroll for Foreign Nationals within the United States.

• The Contractor represents and affirms that it has experience processing security clearances.

V. Travel

Travel will not be authorized.

VI. Government Property

Government property will not be authorized.

VII. Description of Job Classifications

• Enclosure (a) provides a description for all Job Classifications.

VIII. Physical/Drug Screening

• BSA reserves the right to request a physical/drug screening at any time during the Contract Laborer's assignment at BNL.

• Workers assigned to BSA must have comprehensive occupational medicine services made available when needed. See Enclosure (b) for a list of certified Occupational Medicine Clinics if needed.

Depending on the level of the position will determine the level of education and years of experience required. A more comprehensive job description will be forwarded to the agency/vendor when a staffing request is needed.

Research Staff (S-1 through S-7)

The term Scientist is used in its generic sense; individuals carry titles in their work discipline, including but not limited to, Biology, Chemistry, Computational, Environmental, and Physics.

Entry/Early level

Scientist 1

• Record of accomplishments and evaluations in early career stage, may have authored publications.

• Requires a bachelor’s degree plus 2 years of experience or a master’s degree and 1+ years’ experience

Scientist 2

• Excellent record of accomplishments and evaluations and has authored publications.

• Requires a bachelor’s degree and 5+ years of experience or a master’s degree and 3+ years’ experience or a doctorate

Mid/Development Level

Scientist 3

• Excellent record of accomplishments and evaluations and has authored publications. Has presented scientific findings at seminars and conferences

• Requires a bachelor’s degree and 8+ years of experience or a master’s degree and 6+ years’ experience or a doctorate and +2 years post PhD

Scientist 4

• Recognized internally and external as a resource or active impact contributor in field by management and peers

• Requires a bachelor’s degree and 12+ years of experience or a master’s degree and 9+ years’ experience or a doctorate +4 years post PhD

High/Career Level

Scientist 5

• Recognized nationally for a high degree of skill and competence in a broad research field or departmental program or function

• Requires a bachelor’s degree and 15+ years of experience or a master’s degree and 12+ years’ experience or a doctorate +6 years post PhD

Enclosure A

Scientist 6

• Recognized internationally as a resource or active contributor with significant impact in the field

• Requires a bachelor’s degree and 20+ years of experience or a master’s degree and 15+ years’ experience or a doctorate +10 years post PhD

Scientist 7

• Recognized internationally as a resource or active contributor with significant impact in the field

• Requires a bachelor’s degree and 25+ years of experience or a master’s degree and 20+ years’ experience or a doctorate +15 years post PhD

Engineer Positions

Engineer 3 (Exempt)

Requires a bachelor's degree in an engineering discipline or closely related field of study. This is an entry level position where formal work experience is not a requirement.

Engineer 5,7, 9 (Exempt)

Requires a bachelor's degree in an engineering discipline or closely related field of study, plus three, seven, or ten years of progressively responsible related work experience is required.

Scientific Associate Level Positions (1,3,5,8) (Exempt)

Associate Researcher 1 (Exempt)

Requires a bachelor’s degree in a closely related field of basic or applied science.

Associate Researcher 3 (Exempt)

Requires a bachelor’s degree in a closely related field of basic or applied science. A master’s degree is preferred. Minimum of three (3) years progressively responsible related work experience including supporting scientific research programs following established methods and standards for investigation and experimentation.

Associate Researcher 5 (Exempt)

Requires a bachelor’s degree in a closely related field of basic or applied science. A master’s degree is preferred. Minimum of five (5) years progressively responsible related work experience including supporting scientific research programs following established methods and standards for investigation and experimentation. Must have considerable experience and thorough knowledge of a specialized field.

Associate Researcher 8 (Exempt)

Requires a bachelor’s degree in a closely related field of basic or applied science. A master’s degree would be typical. Minimum of ten (10) years progressively responsible related work experience including supporting complex scientific research programs developing methods and standards for investigation and experimentation.

Information Technology

Info Tech 3, 4 (Non-Exempt)

Requires technical training or experience and 1 – 2 years supporting hardware and/or software.

Info Tech 4, 5, 6, 7, 8, 9 10 (Exempt)

BA/BS in a technical area, preferably in Computer Science or equivalent and 0-15 + years of related experience.

Technical Support

Tech 2, 3 (Non-Exempt)

Tech 4,5,6,7 (Non-Exempt/Exempt) Job Classification will determine Exempt/Non-Exempt status

(Discipline Titles Include: Electrical, Electro-Mechanical, ES&H, Mechanical)

Requires a high school diploma or equivalent plus:

- a BS degree in a technical field or;

- a technical institute, Adult BOCES certification, AA degree in a technical field, CCI program completion at BNL plus 4, 6, 8 or 10 years’ experience or;

- a technical high school certification program (eg. BOCES) and 5, 9 or 11-years relevant work experience or;

- 6, 10 or 12 years relevant work experience.

Supervisory Levels are not eligible to be hired as Jobshoppers (Exceptions require HR approval)

Project Management

Project Coordination (Non-Exempt)

Bachelor’s degree in Business Management, Engineering, Project Management or other related field or equivalent experience, generally on the basis of 2:1 (experience: college) years.

Assistant Project Analyst (Exempt)

Bachelor’s Degree in Business Management, Engineering, Project Management or other related field or equivalent experience, generally on the basis of 2:1 (experience:college) years. Minimum four (4) years related work experience showing progressively more complex responsibilities in a substantive and relevant professional Project Management/Controls position; additional education in fields specifically related to the experience requirements list above may offset qualifying experience.

Project Analyst (Exempt)

Bachelor’s Degree Business Management, Engineering, Project Management or other related field or equivalent experience, generally on the basis of 2:1 (experience: college) years. Professional certification in project management (PMP) is strongly desired. Minimum eight (8) years related work experience showing progressively more complex responsibilities in a substantive and relevant professional Project Management/Controls position; additional education in fields specifically related to the experience requirements list above may offset qualifying experience.

Administrative

Admin 2, 3 Non-Exempt

Admin 4, 5 (Non-Exempt/Exempt) Job Classification will determine Exempt/Non-Exempt status

Some form of secretarial or office administration training, plus four, six, eight or ten years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.

An associates or bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years.

Admin 6, 7, 8, 9 (Exempt)

Advanced understanding of all principles of a business discipline (e.g., accounting, finance, human resources) plus in-depth expertise in specialty areas, or in-depth knowledge of a broad range of both BNL and departmental policies and administrative processes. Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus seven, ten or twelve years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.

Bachelor's degree in a related business field or equivalent experience, generally based on the basis of 2:1 (experience : college) years, plus seven to ten years related work experience showing progressively more complex responsibilities in a substantive and relevant administrative role which provides evidence of the particular knowledge , skills, and abilities necessary to perform successfully the duties of the position.

Weekly Technicians (Non-Exempt) Service Contract Act

Technician 2

Requires a high school diploma or equivalent plus:

- a technical high school certification program (eg. BOCES) or;

- 1 year relevant work experience.

Technician 3

Requires a high school diploma or equivalent plus:

- a technical institute or Adult BOCES certification, AA degree in a technical field, CCI program completion at BNL or;

- a technical high school certification program (eg. BOCES) and 1 year relevant work experience or;

- 2 years relevant work experience.

Technician 4

Requires a high school diploma or equivalent plus:

- a technical institute, Adult BOCES certification, AA degree in a technical field, CCI program completion at BNL plus 2 years experience or;

- a technical high school certification program (eg. BOCES) and 3 years relevant work experience or;

- 4 years relevant work experience.

Farah Haq

Stony Brook Family and Preventive Medicine, UFPC

4 Smith Haven Mall, Suite 202

Lake Grove, New York 11755

TEL: 631.444.6250

FAX: 631.444.6665

Wajdy Hailoo MD

Occupational & Environmental Medicine Specialist

Medical Services of America

210 Ronkonkoma Ave

Ronkonkoma, NY 11779

Phone: 631-780-6611

Fax: 631-780-6624

Email: Info@msalife.com

Sandler Occupational Medicine Associates Inc.

125 Baylis Road Suite 120

Melville, NY 11747

Phone: 631-756-2204 Ext:108

Fax: 631-756-2213

Email: rblume@somaonline.com

Sara Mendelsohn MD

Tuesday and Thursday;

2500 Nesconset Hwy Unit 17B

Stony Brook, NY 11790

Phone: 631-246-9140

(Joint practice with Gideon Schneck MD)

Monday and Friday;

800 Woodbury Rd. Unit K

Woodbury, NY 11797

Phone: 516-682-9142

Fax: 516-682-9141

Enclosure B mailto:Info@msalife.com mailto:rblume@somaonline.com

BROOKHAVEN NATIONAL LABORATORY

SUPPLIER QUALITY ASSURANCE REQUIREMENTS

(BNL-QA-101)

5.0/2d01e011.docx Page 1 of 6 (08/2024)

PO/Contract No.: _454235________________________________ Date: 2/3/2025

1.0 PURPOSE & SCOPE

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

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

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

2.0 DEFINITIONS

2.1 The term Procurement documentation means the purchase order

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

2.2 The term Buyer means BSA operating Brookhaven National

Laboratory, acting by and through its Procurement & Property Management Division (PPM) issuing the PO/contract.

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

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

3.0 GENERAL REQUIREMENTS

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

3.1 Supplier’s Quality System and Quality Requirements

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

3.1.1 A quality system certified/registered to the ISO

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

3.1.2 A quality system that meets the requirements of the

ISO 9001 standard: “Quality Management Systems – Requirements” (latest revision as of the date of issuing the procurement documentation).

3.1.3 Conformance to Supplier’s/Manufacturer’s quality

program or system.

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

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

3.2 Assessment by Buyer

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

3.3 Change Approval

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

3.4 Responsibility for Subcontractors

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

Additionally, the Buyer reserves the right to disapprove, in writing, any subcontractor. For nuclear facility requirements per NQA-1, the Supplier must incorporate NQA-1 requirements in sub-tier procurement documents.

3.5 Responsibility for Conformance

The Supplier is responsible to provide items that conform to the requirements of the PO regardless of any assessments, surveillances, inspections and/or tests by the Buyer or its representatives at either the Supplier’ or Buyer’s facility. The Buyer reserves the right to request failure analysis and corrective action for non-conforming articles or items submitted or supplied to the Buyer. The Supplier is responsible for notifying the Buyer of any recalls or alerts associated with this

PO.

When NQA-1 requirements are imposed, prior to shipment, the Supplier must report any nonconformance that cannot be corrected to full conformance and obtain approval from BNL for possible Use-As-Is or Repair dispositions. Additionally, for commercial grade services, a service performance record must be provided that documents the adequacy of the service performed to the identified critical characteristics documented in the PO/contract.

3.6 Protection of Material and Equipment

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

3.7 Measuring and Test Equipment (M&TE) Calibration

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

Attachment B

SUPPLIER QUALITY ASSURANCE REQUIREMENTS BNL-QA-101

5.0/2d01e011.docx Page 2 of 7 (08/2024)

(NIST), or some other recognized national or international standard, or physical constant. The Supplier must notify the Buyer of any condition found during the calibration, servicing or repair of measuring and test equipment that can affect the end item requirements.

3.8 Suspect Counterfeit Parts

The Supplier must verify the procurement source and associated certifying paperwork.

Appropriate incoming inspection test methods must be used to detect potential counterfeit parts and materials.

The Supplier must flow this requirement down to all sub-tier suppliers to prevent the inadvertent use of counterfeit parts and materials.

Distributors must not modify, rework or repair material shipped on this order.

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

3.9 Electrostatic Discharge Control

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

3.10 Electrical or Fire Protection Equipment, Material, and

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

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

(AHJ).

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

3.11 Hoisting & Rigging Equipment

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

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

3.12 Deleted

3.13 Powered Machine Shop Equipment

All powered machine shop equipment (e.g., lathe) delivered to BNL must meet the requirements of the latest applicable OSHA 1910 Regulations (e.g., part subpart O). Equipment purchased must include an integrated NFPA 79 compliant emergency stop and an anti-restart device.

3.14 Vehicle-Mounted Elevating and Rotating Aerial Devices

All vehicle-mounted and rotating aerial devices equipment used at BNL must meet the requirements of ANSI A92.2.

3.15 Self-propelled Elevating Work Platform Equipment

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

3.16 Manually Propelled Elevating Aerial Platform Equipment

All manually propelled elevating aerial platform equipment used at BNL must meet the requirements of ANSI 92.3.

3.17 Boom Supported Elevating Work Platform Equipment

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

3.18 Powered Industrial Trucks and Attachments

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

3.19 Used Industrial Equipment

For used industrial equipment (e.g. scissor lifts, fork lifts, etc.), a Certificate of Conformance as defined in clause 4.16, must be provided as objective evidence and must additionally state that all maintenance and manufacturing alerts have been screened and all required repairs and improvements have been completed. The Supplier must provide records of the last year of maintenance.

3.20 Global Harmonized System Compliance

The supplier of chemicals must deliver the chemical in full compliance with the Department of Labor, Occupational Safety & Health Administration (OSHA)’s Globally Harmonized System (GHS) Hazard Communication Standard (29CFR1910.1200), available at:

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

All hazardous chemicals delivered to BNL must be accompanied by an GHS Safety Data Sheets (SDS) with the format and content specified in 29CFR1910.1200. For information on the GHS SDS see OSHA Brief- Hazard Communication Standard: Safety Data Sheets Publication 3514 available at:

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

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

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

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

3.21 Age/Shelf Life and Storage Control

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

3.22 Product Recalls/Product Bulletins/Safety Alerts

https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items https://www.energy.gov/ehss/corporate-reporting-analysis/databases/suspectcounterfeit-and-defective-items http://www.osha.gov/ https://www.osha.gov/dsg/hazcom/HCSFinalRegTxt.html https://www.osha.gov/Publications/OSHA3514.pdf https://www.osha.gov/Publications/OSHA3636.pdf

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Any and all product recall alerts, product bulletins, or safety alerts must be communicated by email directly to ProductRecallAlert@BNL.gov. Provide the Purchase Order Number(s) and names of purchasers with notification to assist BNL in locating and identifying the subject material.

mailto:ProductRecallAlert@BNL.gov

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4.0 SPECIAL REQUIREMENTS

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

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

4.1 Quality Assurance Program or Manual

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

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

OR

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

4.2 Configuration Control System

The Supplier must establish and maintain a system to assure that all end items (including spares) are of the proper configuration, and that all approved configuration changes are incorporated at the specified effectivity points. Records must be maintained to verify the configuration of each item.

4.3 Process Sheets, Travelers, etc.

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

4.4 Manufacturing/Inspection/Test Plan

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

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

4.4.1 Identification of parts and subassemblies showing

integrated flow into end item(s).

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

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

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

4.5 “Witness” Points

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

4.6 Test and Inspection Procedures

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

4.7 Special Processes

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

Additionally, the following requirements apply as selected:

4.7.1 Copies of special process procedures must be made

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

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

4.7.3 Qualification of Procedures, Facilities, Equipment

and Personnel

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

4.8 Qualification of Procedures, Facilities, Equipment

Superseded by Sub-clause 4.7.3

4.9 Qualification of Special Process Personnel

Superseded by Sub-clause 4.7.3

4.10 End-Item Documentation Package

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

4.10.1 Copies of reports of all required or necessary

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

4.10.2 A listing of the as-built configuration of

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

4.10.3 Copies of nonconformance reports dispositioned as

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

4.10.4 Copies of material test certificates for specified

materials, showing physical and chemical properties.

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4.10.5 – Superseded by Clause 4.16

4.11 Release for Shipment

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

4.12 Shipment of Documentation Package to Buyer

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

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

4.13 Failure Reporting, Analysis and Corrective Action

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

4.14 Source Inspection/Verification

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

4.15 Chemical and Physical Test Report

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

4.16 Certificate of Conformance (C of C)

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

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

B. Processes used in the fabrication of items delivered…