Enclosure 1 - Draft Contract 461380 w Exhibits.pdf

Rev. 9.4, February 2018 1

Buyer Amount Contract Number L. Gonzales TBD 461380

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates P.O. Box 5000

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

Name and Address of Contractor (TBD)

CONTRACT

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

I. SCOPE OF WORK

The Contractor shall furnish all labor, services, materials, and equipment to provide a Vacuum Chamber which will be used on the Tender Energy X-ray Spectroscopy (TES) beamline at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL). The Vacuum Chamber described in the Statement of Work will be used as a vital part of the beamline ensuring that the X-ray beam at the endstation meets the requirements of the scientific experiments to be performed.

All work shall be conducted in strict accordance with the following exhibits attached hereto:

• Exhibit A – Draft Statement of Work (SOW) and Technical Specification entitled, Microscope Endstation Vacuum Chamber, dated February 11, 2025

• Exhibit B – BNL-QA-101

A. Reports/Deliverables: The Contractor shall provide the following deliverables to and as directed by BSA’s Technical Representative:

Item Deliverable Due BSA Approval

1 Draft Design Review Report 5 working days prior to the Design Review Meeting (Design Review Meeting Due 10 weeks after award of contract)

No

2 Final Design Review Report 5 working days after the Design Review Meeting Yes

3 Receipt of Acceptance Test Procedure for BSA review 13 weeks after award of contract Yes

4 Delivery of Factory Acceptance Test Report and test certificates

27 weeks after award of contract - Prior to shipment of Vacuum Chamber to BNL Yes

5 Delivery of Vacuum Chamber at BNL 30 weeks after award of contract Yes

6 End Item Documentation Package 30 weeks after award of contract - With the Vacuum Chamber delivery Yes

Rev. 9.4, February 2018 2

II. PERIOD OF PERFORMANCE:

This Contract shall be effective upon execution by both BSA and the Contractor and shall remain in effect through 30 weeks after award of contract.

III. FIRM FIXED PRICE AND PAYMENT

A. Firm Fixed Price: In full consideration of the Contractor's performance, BSA shall pay the Contractor the firm fixed price of TBD ($TBD). The said sum shall constitute full compensation for all services and materials furnished hereunder.

B. Payment: Payment will be made:

1. Upon receipt and approval of milestone deliverables as listed in the table below; and

2. Upon receipt and approval of properly certified invoices.

Payment will be in accordance with the following milestone payment schedule:

Item Description Due Amount

(TBD)

1 Final Design Review Report 5 working days after the Design Review Meeting

2 Receipt of Acceptance Test Procedure for BSA review 13 weeks after AOC* 3 Delivery of Factory Acceptance Test Report and test certificates 27 weeks after AOC

4 Delivery of Vacuum Chamber at BNL + End Item Documentation Package 30 weeks after AOC

*Award of Contract (AOC)

Payment terms are Net (TBD).

Invoices shall be directed to BSA’s Accounts Payable Section via electronic or regular mail.

Electronic invoice submittal is preferred by BSA. The Contractor shall make every effort to have systems in place that allow for electronic invoice transmittal.

Invoices shall be submitted in PDF format, via e-mail, to apinvoices@bnl.gov.

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

The Contractor shall indicate the final invoice by clearly marking such invoice as "FINAL". A copy of the final invoice must be submitted to BSA’s Contractual Representative.

C. Freight: Freight terms shall be (for North American shipments: ) FOB BSA National Laboratory, 98 Rochester Street, Upton, Long Island, New York. Freight Prepaid, (for foreign shipments:) “DAP” Delivered At Place, BSA National Laboratory, 98 Rochester Street, Upton, Long Island, New York.

Rev. 9.4, February 2018 3

D. Shipping and Labeling: Unless otherwise specified, standard Shipping Instructions apply. Standard Shipping Instructions are provided at https://www.bnl.gov/shipping/.

Two (2) weeks prior to delivery of all items the contractor shall contact BSA as to the type of freight carrier that will be used.

Delivery Hours:

All deliveries must arrive at BSA National Laboratory (BNL), at the above address, Building 98 between the hours of 8:00 am to 12:00 pm or from 1:00 pm to 4:00 pm ET, Monday through Friday. Any delivery outside normal delivery hours will NOT be accepted unless advanced notification was provided and arrangements were made through Receiving (631-344-2300 or via email at: warehouseoperations@BNL.gov).

Special Notification of Delivery:

Advanced Notice, within 72 hours of expected delivery to BNL, shall be provided by the supplier or shipper to BSA’s Receiving department either by telephone at: 631- 344-2300, OR via email at: warehouseoperations@BNL.gov due to weight, size, and/or volume parameters of the end item(s) requiring special material handling/rigging by BSA personnel. Failure to contact BSA will result in delays during delivery and demurrage will be at the supplier’s/shipper’s expense.

Package Labeling Requirements:

All packages delivered to BNL must be labeled with the complete Purchase Order/Contract Number as a minimum. Each shipping container (transport package) with a gross weight equal to or greater than 400 pounds (180 kilograms) must be marked with the center of gravity and gross weight on at least one side, or end panel in addition to meeting the requirements of the latest revision of ASTM Standard D 3951-98, Standard Practice for Commercial Packaging. This applies to any item shipped (originally packaged or repackaged) to BNL or other locations cited in the purchase order or contract.

Ocean Shipments:

For foreign shipments that will be transported via ocean freight the 10-2 REQUIREMENTS Form located at https://www.bnl.gov/shipping/ must be completed by the supplier 72 hours before departure of the vessel. The form can either be faxed to Interfreight Harmonized Logistics, Inc. at 516-371-6880 or emailed to bnl@interfreight.net. A copy should also be emailed to warehouseoperations@BNL.gov. Once the form is submitted to customs an acceptance number will be given. No freight will be loaded on a vessel without this acceptance number.

IV. AUTHORIZED REPRESENTATIVES

A. BSA’s Technical Representative: ______ is BSA’s Technical Representative, hereunder. (___) shall act as liaison between BSA and the Contractor in technical matters only. (___) can be reached at (631) 344-_____ (phone), _____@bnl.gov (e-mail).

https://www.bnl.gov/shipping/ mailto:warehouseoperations@BNL.gov mailto:warehouseoperations@BNL.gov https://www.bnl.gov/shipping/ mailto:bnl@interfreight.net mailto:warehouseoperations@BNL.gov mailto:_____@bnl.gov

Rev. 9.4, February 2018 4

B. BSA’s Contractual Representative: Lisa C. Gonzales, telephone no. 631-344- 5965, lgonzales@bnl.gov (e-mail), is BSA's Contractual Representative. Any questions of a contractual nature, including changes, shall be addressed to the BSA Contractual Representative. 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. (____) shall act as point of contact between BSA and the Contractor in technical matters only and can be reached at ( ) _______ (phone), _________ (e-mail).

D. Contractor’s Contractual Representative: _______ is the Contractor’s authorized Contractual Representative, hereunder. ( ) shall act as liaison between BSA and the Contractor and can be reached at ( ) _________ (phone), ______ (e-mail).

V. ADDITIONAL TERMS

The provisions of Brookhaven Science Associates, LLC General Terms and Conditions for Commercial Items and Services, (Rev 22.0 Sep., 2022) and Brookhaven Science Associates, LLC Supplemental Terms and Conditions for Work by Contractors on Site at Brookhaven National Laboratory, (Rev. 22.0; dated Sep., 2022) are incorporated herein and made a part hereof. (Please note: if a Non-commercial product is offered it must be specified and, the terms & conditions will be changed to accommodate.)

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 and conditions, contact the buyer or contracts specialist immediately.

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

• Exhibit A – Draft Statement of Work (SOW) and Technical Specification entitled, Microscope Endstation Vacuum Chamber, dated February 11, 2025

• Exhibit B – BNL-QA-101

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

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

Rev. 9.4, February 2018 5

ACCEPTED:

CONTRACTOR BROOKHAVEN SCIENCE ASSOCIATES,

LLC.

By: By:

Signature: Signature:

Title: Title:

Date: Date:

The Contractor shall sign and return one (1) copy of this Contract to the attention of Lisa C.

Gonzales, Sr. Contracts Specialist, Procurement and Property Management Division, at lgonzales@bnl.gov.

mailto:lgonzales@bnl.gov i National Synchrotron Light Source II

Brookhaven National Laboratory Number: NSLSII-8BM-SOW-SPC-002

Brookhaven Science Associates Version: 1

National Synchrotron Light Source II (NSLS-II) Effective: 11 FEB 2025

NSLS-II TES (8-BM) Beamline

Microscope Endstation Vacuum Chamber

Statement of Work and Technical Specification QA Category: A-1

Reviewed and Approved By:

Yonghua Du NSLS-II TES Lead Beamline Scientist

David Scott Coburn NSLS-II Principal Mechanical Engineer, Beamline Engineering

Stephen Sherwood NSLS-II Research Ops Support Engineer

Lindsay Garske NSLS-II Quality Assurance Engineer

Philip Bernath PPM Contracts Administrator

Paul Zschack NSLS-II Interim Spectroscopy Program Manager

Robert Lee NSLS-II ES&H Manager

EXHIBIT A

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VERSION CONTROL SHEET

VERSION DESCRIPTION DATE AUTHOR APPROVED BY

1 First Issue 11 FEB 2025 S. Coburn See cover page.

NSLSII-8BM-SOW-SPC-002: TES Beamline Microscope Endstation Vacuum Chamber Statement of Work and Technical Specification iii

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Contents 1 Introduction and Overview

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 Spare Parts/Special Tools

3.2 Design and Manufacturing Requirements

3.2.1 Design Review

3.2.2 Acceptance Test Procedure

3.2.3 Factory Acceptance Testing

3.3 Documentation and Data Management

3.3.1 General Documentation Requirements

3.3.2 Drawing and Model File Format Requirements

3.3.3 End Item Documentation

3.4 Configuration Management

3.5 Environment, Safety and Health (ES&H)

3.5.1 Pressure Safety

3.5.2 Attachment Points and Lifting Fixtures

3.6 Marking and Serialization

3.7 Warranty

3.8 Packaging

4 Quality Assurance

4.1 Quality Assurance Requirements

4.2 Material Review Board (MRB) Authority

4.3 QA Flow-Down

5 Schedule / milestones

6 Deliverables

7 Value Engineering

8 Technical specifications

8.1 Scope

8.1.1 Scope of Supply

8.1.2 Scope of Supply Exclusions

8.2 Mechanical Specifications

8.3 Access Door Hinge Specifications

8.4 Vacuum Specifications

Specific vacuum requirements are shown in the following table:

8.5 Acceptance Testing

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Definitions/Acronyms AMU Atomic Mass Unit

ASME American Society of Mechanical Engineers

ATP Acceptance Test Procedure

BNL Brookhaven National Laboratory

BSA Brookhaven Science Associates

CAD Computer Aided Design

DN Diameter Nominal

DWG Drawing

ES(&)H Environment, Safety, and Health

FAT Factory Acceptance Test

FEA Finite Element Analysis

IAM Inventor Assembly

IGES Initial Graphics Exchange Specification

IPT Inventor Part

MRB Material Review Board

NBBI National Board of Boiler Inspectors

NRTL Nationally Recognized Test Lab

NSLS-II National Synchrotron Light Source II

PPE Personnel Protection Equipment

QA Quality Assurance

RGA Residual Gas Analyzer

SAT Site Acceptance Test

SDS Safety Data Sheet

SR Storage Ring

SAT Site Acceptance Test

SOW Statement of Work

SPC Technical Specification

STP Step (file)

TES Tender Energy X-ray Spectroscopy

UHV Ultra High Vacuum

UL Underwriters Laboratories

USB Universal Serial Bus

NSLSII-8BM-SOW-SPC-002: TES Beamline Microscope Endstation Vacuum Chamber Statement of Work and Technical Specification 1

NSLS-II 1 11 FEB 2025

1 INTRODUCTION AND OVERVIEW

NSLS-II is a synchrotron light source that has a highly optimized 3 GeV electron storage ring, full-energy injector, experimental beamlines and optics, and appropriate support equipment. This Statement of Work (SOW) and Technical Specification (SPC), hereinafter called “the SOW/SPC”, is the basis for the procurement of a Vacuum Chamber which will be used on the Tender Energy X-ray Spectroscopy (TES) beamline at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory (BNL).

The Vacuum Chamber described in this document, hereafter referred to as “the Vacuum Chamber,” will be used as a vital part of the beamline ensuring that the X-ray beam at the endstation meets the requirements of the scientific experiments to be performed.

This SOW/SPC outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

2 REFERENCES

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

Document Number Document Title

ASME B30.26 Rigging Hardware

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

LT-ENG-RSI-SR-VA-002 Requirements for Design and Fabrication of Components for NSLS-II UHV Systems

PD-TES-ES2-CHM-1010 Conceptual Chamber Assembly (2D Drawing and 3D STEP CAD files provided)

2.1 Conflicts

In the event of a conflict between the SOW/SPC and any reference documents, 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.

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3 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions, as defined in this SOW/SPC, the Contractor shall be responsible for the design, engineering, and purchase of all materials, manufacturing, assembly, and delivery of the Vacuum Chamber.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with this SOW/SPC document and all referenced documents, the Contractor shall design, engineer, manufacture, assemble, and test the Vacuum Chamber.

The provided Chamber 3D CAD model is a conceptual model only. The Contractor shall be responsible for all detailed design of the Chamber, including, but not limited to, required Chamber wall/cover/door thicknesses, port hardware clearances, and welding details.

The Contractor shall test the Vacuum Chamber at the Contractor’s facility before delivery to BNL.

It is the Contractor’s responsibility to ensure that the Vacuum Chamber 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 the Vacuum Chamber. 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.

3.1.3 Spare Parts/Special Tools

Delivery of the Vacuum Chamber shall include the following spares:

At least ten (10) spare fasteners of each type where these are specialized or custom (e.g., vented screws, silver-plated bolts, etc.)

Two (2) spare O-rings of each type used on the Vacuum Chamber.

3.2 Design and Manufacturing Requirements

3.2.1 Design Review

A design review meeting shall be held in accordance with the schedule set forth herein. To ensure that the design is compliant with this SOW/SPC, the Contractor shall provide, no later than five (5) working days prior to the scheduled meeting, a draft design review report. The design review meeting shall be held in video conference or teleconference format, at the discretion of BSA. The Contractor shall be responsible for incorporating any agreed-to changes into the final design, which shall be submitted to BSA within five (5) working days of the design review meeting for subsequent review and approval in writing by BSA. After written approval of the design by BSA, the Contractor shall promptly begin manufacturing and assembling the Equipment.

The design report shall include:

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

Mechanical system and subsystem descriptions with ballooned assembly drawing callouts

NSLSII-8BM-SOW-SPC-002: TES Beamline Microscope Endstation Vacuum Chamber Statement of Work and Technical Specification 3

NSLS-II 3 11 FEB 2025

Specifications, sourcing, and catalog cut sheets for all commercially packaged components, including certification that all required pressure relieving devices used are approved by either the ASME or National Board of Boiler Inspectors (NBBI)

Calculations for lifting and rigging provisions (as set forth herein).

Calculations showing the chamber meets deflection and stress requirements.

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) or equivalent.

Upon written approval of the drawings, the design is to be considered frozen and no changes are permitted to the design, materials, processes, methods, and tooling, or to component-level substitutions, without written approval by BSA.

3.2.2 Acceptance Test Procedure

The Contractor shall provide an ATP that is in accordance with this SOW/SPC, 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 herein are achieved. The testing shall be conducted on the Vacuum Chamber at the Contractor’s facility according to the ATP, prior to shipment to BNL. All test data shall be documented and submitted to BSA prior to shipment of the Vacuum Chamber, for review and approval by BSA in writing.

3.2.3 Factory Acceptance Testing

The Vacuum Chamber shall be tested at the Contractor’s facility to demonstrate full compliance with the SOW/SPC. The tests shall be conducted on the Vacuum Chamber at the Contractor’s facility according to the ATP, prior to shipment to BNL.

All test data shall be documented and submitted to BSA prior to shipment of the Vacuum Chamber, for review and approval by BSA in writing.

All third-party test data and certification documentation shall be submitted to BSA prior to shipment of the Vacuum Chamber, for review and approval by BSA in writing.

3.3 Documentation and Data Management

3.3.1 General Documentation Requirements

All documentation provided by the Contractor shall be in English.

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

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

Have views shown in third-angle projection

Use metric dimensions and tolerances

Have a separate parts list if not embedded in the drawing

Be provided to BSA in electronic format as defined in section 3.3.2, supplied on a USB drive or network accessible download site

Be available throughout the term of the contract, for BSA inspection and approval

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3.3.2 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 (.DWG format) or PDF 2D drawings

3D solid model formats: Autodesk IAM, IPT (preferably), STP, or SAT file format, at the request of BSA. IGES files and surface models are not acceptable.

3.3.3 End Item Documentation

The Contractor shall provide an electronic copy of the End Item documentation package in accordance with the schedule set forth in this SOW/SPC. The End Item documentation package for the Vacuum Chamber shall consist of the following documentation:

Certificate of Conformance

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

Material certifications of Vacuum Chamber materials

Acceptance Test Reports and copies of test certificates

As-built 2D Assembly drawing(s)

As-built complete Vacuum Chamber 3D solid model(s)

All Certificates of Conformance, inspection reports, and manuals for 3rd party items (as applicable)

3.4 Configuration Management

The Contractor shall establish and maintain a configuration control 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 verifying the configuration of each item shall be maintained for a minimum of five (5) years from the date of acceptance of the Vacuum Chamber by BSA.

3.5 Environment, Safety and Health (ES&H)

The Contractor shall design and build the Vacuum Chamber in accordance with ES&H requirements in the appropriate Specifications, codes, standards, and other documents listed in section 2 of this SOW/SPC.

3.5.1 Pressure Safety

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).

3.5.2 Attachment Points and Lifting Fixtures

The Contractor shall provide lift points for the full chamber assembly and for each individual sub-assembly (covers, doors, etc.). If lift points are threaded holes, they shall accept commonly available standard metric-threaded hoist rings.

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”).

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3.6 Marking and Serialization

The Vacuum Chamber shall be marked indelibly with the Contractor’s name, date of manufacture, part number, and serial number. Such marking is, preferably, included on a standard plate or sticker securely attached to the component. The serial number will be used for inventory control, maintenance management, and for assisting with future fault and/or upgrade discussions with the Contractor.

3.7 Warranty

The Contractor shall provide a warranty for the Vacuum Chamber, against failure and defects for a period of two (2) years from final acceptance of the Vacuum Chamber.

3.8 Packaging

After the Vacuum Chamber has been cleaned, 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 shall be protected. The Vacuum Chamber shall be back-filled with dry nitrogen gas.

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

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.

All assemblies or sub-assemblies shall be secured to prevent damage due to unwanted motion or vibration.

The packaging must be designed to withstand acceleration loads more than twice the acceleration due to gravity (>2g0).

Each packing crate shall be fitted with ShockWatch® and TiltWatch® sensors or an equivalent approved by BSA.

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

Each individual item shall be palletized and include provisions to permit access for a forklift to lift the crate.

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4 QUALITY ASSURANCE

The Contractor shall maintain and apply an effective QA program for the design, manufacture, and testing of all systems and equipment provided. The system shall comply with the requirements of the ISO 9001 Standard, Quality Management System Requirements. The Contractor shall supply the necessary documentation to demonstrate this compliance. Pre-award and post-award surveys may be required and shall be supported.

4.1 Quality Assurance Requirements

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 through 3.22, 4.0, 4.1, 4.2, 4.3 ,4.4, 4.4.1, 4.4.2, 4.4.3, 4.5, 4.6 as modified below, 4.7, 4.7.1, 4.7.3, 4.10, 4.10.1, 4.10.2, 4.10.3, 4.13, 4.16, 4.19, 4.21, 4.30, 4.31, 4.34, and

4.39. With each Component delivered, the Contractor shall supply BSA with a Certificate of Conformance, in accordance with section 4.16 of BNL-QA-101.

Clause 4.6: Test and Inspection Procedures is modified as follows: 13 weeks after award, the supplier shall submit for the Buyer’s approval Test and Inspection Procedures that will be used to demonstrate satisfactory completion of requirements.

4.2 Material Review Board (MRB) Authority

Unless, and until, Material Review Board (MRB) authority has been requested and received, the Contractor shall be restricted to dispositions of rework, scrap, and return-to-vendor, i.e., the Contractor shall not use nonconforming materials via unique or standard repair processes, nor via use-as-is dispositions.

The Contractor shall not delegate MRB authority to suppliers without the prior knowledge and written approval of BSA.

BSA may delegate MRB Authority to the Contractor, when requested by the Contractor. Such request shall be accompanied by: 1) the Contractor’s procedure for the identification, evaluation, disposition, and control of nonconformances; and 2) the resumes of personnel to be assigned as MRB members.

All nonconformances requiring MRB action shall be documented and sent to the BNL technical representative within five (5) working days of the decision.

4.3 QA Flow-Down

The Contractor shall ensure a proper and complete flow-down of all applicable QA requirements, as set forth in section 4.1 herein, to its suppliers and sub-tier suppliers.

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NSLS-II 7 11 FEB 2025

5 SCHEDULE / MILESTONES

The following schedule is for planning purposes only. Schedule requirements as set forth in the contract will take precedence.

SCHEDULE IN WEEKS AFTER AWARD OF CONTRACT

Design Review Meeting 10 Factory Acceptance Test Report Delivery 27 Receipt of Vacuum Chamber at BNL 30

6 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due Approval Required

1 Draft Design Review Report 5 working days prior to the Design Review Meeting No

2 Final Design Review Report 5 working days after the Design Review Meeting Yes

3 Receipt of Acceptance Test Procedure for BSA review

13 weeks after award of contract Yes

4 Delivery of Factory Acceptance Test Report and test certificates

Prior to shipment of Vacuum Chamber to BNL Yes

5 Delivery of Vacuum Chamber at BNL As set forth in contract Yes

6 End Item documentation package With the Vacuum Chamber delivery Yes

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 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 of each component type. 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 and, if approved, authorized in writing.

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8 TECHNICAL SPECIFICATIONS

This section of the SOW/SPC document defines the technical specifications for the Vacuum Chamber.

8.1 Scope

8.1.1 Scope of Supply

The following list of components denotes the scope of supply of the Vacuum Chamber. All listed components shall be installed on the chamber, as indicated on the supplied drawings:

The Vacuum Chamber, as per the specifications given below

One DN40 Overpressure Burst Disk, MDC 420033, with metal certification tag

One DN40 Right Angle All-Metal Valve, Key High Vacuum BAV-150-F

One DN40 Pirani Vacuum Gauge, MKS Instruments HPS Products P/N 103170044SH

DN blank flanges, as needed for all other DN ports

Four Swivel Leveling Mounts, McMaster-Carr part 6301K93

8.1.2 Scope of Supply Exclusions

The following items are excluded from the scope of supply:

Vacuum gauge controllers and cables

Vacuum pumps

8.2 Mechanical Specifications

The Vacuum Chamber shall meet the following mechanical specifications:

It shall conform to the dimensions of and provide the features and ports specified in BNL drawing PD- TES-ES2-CHM-1010, and all associated drawings listed the Section 2 - References.

The Vacuum Chamber “vacuum envelope” (welded body, doors, port tubes, flanges, etc.) shall be fabricated from 304L Stainless Steel in accordance with section 4.3.1 in BSA document LT-ENG-RSI- SR-VA-002, Requirements for Design and Fabrication of Components for NSLS-II UHV Systems. All stainless-steel surfaces shall be finished and free of material manufacturing scale.

All DN ports shall be Con-flat type with copper sealing gaskets.

All DN flange hardware (screws, bolts, nuts, etc.) shall be UNF imperial threaded, silver-plated stainless steel. All DN flange bolts shall have 12-point heads. No reused or suspect/counterfeit fasteners may be used. All fasteners shall be purchased new.

The access doors shall be sealed with Viton O-rings (one O-ring per door). These O-ring seals shall use half- or full-dovetail grooves to retain the O-rings when the doors are opened.

The access doors shall have hardware (hinges, handles, etc.) mounting provisions such that the hardware can be mounted on either side (left or right) of the door, allowing the doors to be opened from either side.

The access doors shall be secured with quick-release latches. The latches shall provide sufficient mechanical force to ensure proper sealing so that pumping can take place, and, in addition, also must withstand any overpressure conditions (up to the Overpressure Burst Disk rating).

The access doors shall be provided with handle(s) for use when opening and closing the doors.

NSLSII-8BM-SOW-SPC-002: TES Beamline Microscope Endstation Vacuum Chamber Statement of Work and Technical Specification 9

NSLS-II 9 11 FEB 2025

The Vacuum Chamber shall be designed such that no wall, panel, or door deflects inward by more than

0.5 mm under a pressure of <6.6x10-3 mbar (5x10-3 Torr).

The Vacuum Chamber shall be free of burrs and sharp edges, dents, gouges, and scratches.

The Vacuum Chamber interior surfaces (those exposed to vacuum) shall be UHV-clean and free of dirt, corrosion, oil, grease, and other contaminants.

The Vacuum Chamber exterior surfaces shall be clean and free of dirt, corrosion, oil, and grease, except for the appropriate lubrication on externally moving bearing surfaces (door hinges, as needed).

The Vacuum Chamber shall be designed to operate in the temperature range of 24˚C (75˚F) to 35˚C (95˚F) and under humidity range of 20% to 80%.

8.3 Access Door Hinge Specifications

The door hinge design included in the BSA provided drawings and 3D model is conceptual and not intended to represent a completed design. The Contractor shall provide a capable hinge design which provides the following features:

The hinge shall allow the door panel to move as needed to allow the O-ring seals to seat fully when the door is closed, and the Vacuum Chamber is pumped.

The door hinge shall support the door such that the door can be opened and closed without binding or requiring lifting to close and seal properly.

The vendor may use the BSA conceptual hinge design as a starting point, modifying the design (if needed) to meet these requirements.

8.4 Vacuum Specifications

The Vacuum Chamber shall comply with the criteria described in BSA document LT-ENG-RSI-SR-VA- 002, Requirements for Design and Fabrication of Components for NSLS-II UHV Systems, except for the following:

Viton O-rings are permissible.

Baking of the Vacuum Chamber is not required. The Vacuum Chamber may be baked, at the Vendor’s discretion, if required to meet any of the specifications.

Specific vacuum requirements are shown in the following table:

Vacuum Requirements

Item Requirement

Helium Leak Rate < 2 ×10-8 mbar l/s

RGA Scan < 1 ×10-10 mbar for 39-43, 45-80 AMU

10 National Synchrotron Light Source II

Version 1 10 Brookhaven National Laboratory

8.5 Acceptance Testing

At the Contractor’s facility the following tests of the Vacuum Chamber shall be performed by the Contractor:

Dimensional check: Verify that the Vacuum Chamber meets all the specified dimensions.

Features check: Verify that the Vacuum Chamber provides all the specified features.

Leak Rate check: Verify that the Vacuum Chamber meets the specified leak rate.

RGA scan: Verify that the Vacuum Chamber meets the specified RGA Scan specifications.

Deflection check: Verify that the Vacuum Chamber walls and doors meet the deflection specification.

All the tests listed above will be repeated at BNL by BSA personnel after receipt of the Vacuum Chamber as part of the procurement acceptance testing. The Contractor is responsible for ensuring the Vacuum Chamber meets all specifications for the tests performed at BNL.

BROOKHAVEN NATIONAL LABORATORY

SUPPLIER QUALITY ASSURANCE REQUIREMENTS

(BNL-QA-101)

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PO/Contract No.: _461380________________________________ Date: 4/1/2025

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

EXHIBIT B

SUPPLIER QUALITY ASSURANCE REQUIREMENTS BNL-QA-101

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(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…