Enclosure (1) Draft Contract 468172.pdf

Enclosure 1

Draft Contract 468172

BSA’s Contractual Representative

Overall Value Amount

Contract Type Contract Number

Ben Furlow $TBD Firm Fixed Price 468172

BROOKHAVEN NATIONAL LABORATORY

Brookhaven Science Associates

P.O. Box 5000

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

Name and Address of Contractor

CONTRACT

This Contract (the "Contract") 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 be responsible for the provision of a microscope endstation in accordance with Attachment (A) – Tender Energy X-Ray Spectroscopy (TES) Beamline Microscope Endstation Motion Assemblies, Version 2, dated September 2, 2025, Attachment (B) – NSLS-II Tender Energy X-Ray Spectroscopy (TES) Beamline Microscope Endstation Motion Assemblies Technical Specification, Version 1, dated July 23, 2025, and Attachments (C) and (D) all incorporated herein.

A. Reports/Deliverables: The Contractor shall provide the deliverables noted in the Statement of Work.

II. PERIOD OF PERFORMANCE:

This Contract shall be effective as of the date executed by BSA provided that the Contractor executes the Contract without exception or alteration. Delivery of all items shall be no later than XX weeks after receipt of order (Actual date will be added here at time of Contract award).

III. FIRM FIXED PRICE AND PAYMENT:

A. Firm Fixed Price: In full consideration of the Contractor's performance hereunder BSA shall pay the Contractor the firm fixed price of TBD US Dollars ($00.00). The said sum shall constitute full compensation for all services and materials furnished hereunder.

B. Payment: Payment will be made upon receipt and approval of properly certified invoices.

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

Milestone Amount

As applicable

DRAFT

TOTAL PRICE $__________

Payment terms are Net 10/30.

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, in duplicate, 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: Incoterms shall be DDP with all freight charges included in the cost of delivery to Brookhaven National Laboratory, 98 Rochester Street, Upton, Long Island, New York.

D. Labelling, Packing, and Notification Requirements:

More detailed instructions are available at https://www.bnl.gov/shipping/ or by emailing WarehouseOperations@bnl.gov.

Labeling Requirements

All shipments must comply with the following labelling requirements. Failure to do so may result in delayed payments. Labels must be placed on the upper left portion of the container when possible and contain:

Brookhaven National Laboratory Brookhaven’s Contract Number 98 Rochester St.

Upton, NY 11973 Box Number / Number of Boxes

Packing List Requirements

Every shipping container must include a packing list. The packing list must be clearly identified and affixed to a side of the shipping container. At a minimum, the packing list should contain the following information:

• Ship from company name and address

• Supplier contact name

• Supplier telephone number

• Ship to address as instructed by Buyer/Contracts Specialist

• Brookhaven’s Contract number

• Part number, description, quantity, unit of measure, and corresponding BNL Contract line number

DRAFT

mailto:apinvoices@bnl.gov https://www.bnl.gov/shipping/ mailto:WarehouseOperations@bnl.gov

Special Notification of Delivery

If a shipment is heavier than 3,000 lbs., longer than 8 feet in any direction, or has a high center of gravity, it will require rigging upon receipt and the shipper shall provide a minimum of 3 days’ advance notice of delivery to BNL’s Receiving Department via email to WarehouseOperations@bnl.gov. The shipper must obtain acknowledgement from BNL that delivery notification was received. Failure to contact BNL will result in delays during delivery and any resulting demurrage will be at the shipper’s expense.

Marking of Outer Package

Each shipping container (transport package) with a gross weight equal to or greater than 400 lbs. (180 kilograms) must be marked with the center of gravity location and gross weight on at least one side or end panel. It must also meet the requirements of the latest revision of ASTM Standard D 3951, Standard Practice for Commercial Packaging. This applies to any item shipped (originally packaged or repackaged) to BNL or other locations cited in the Contract.

Protection of Material and Equipment

The Contractor shall employ procedures which ensure adequate protection of material and equipment during shipment and while in storage. Such protection shall include special environmental packaging as necessary. All items shipped (originally packaged or repackaged) to BNL or other locations cited in the PO or Contract shall comply with the requirements for preservation, packaging, and marking as stated in the latest revision of ASTM Standard D 3951-10, Standard Practice for Commercial Packaging.

Unacceptable Packing Material

Do not use vermiculite as a packaging material inside any shipments to BNL unless required by shipping regulation. “Vermiculite” as defined in this specification means the hydrous, silicate mineral classified as a phyllosilicate that has been expanded by heating. Vermiculite used as a packaging material in shipments must be determined to be free of asbestos (<1% chrysolite, amosite, crocidolite, tremolite, anthophyllite, and actinolite). All shipments containing vermiculite must be accompanied by documentation stating that the vermiculite used is certified asbestos-free. This documentation must be affixed to the outside of the package.

Radioactive Shipments

Shipments to Brookhaven National Laboratory (BNL) containing radioactive material require pre-authorization prior to shipment. Contact the following staff in the Packaging & Transportation Group for instructions:

• Brett Fagan, Ext. 5645, bfagan@bnl.gov

• Kenneth Hansen, khansen2@bnl.gov

• Steven Woodburn, Ext. 3271, woodburn@bnl.gov

DRAFT

mailto:WarehouseOperations@bnl.gov https://www.astm.org/Standards/D3951.htm https://www.astm.org/Standards/D3951.htm mailto:bfagan@bnl.gov mailto:khansen2@bnl.gov mailto:woodburn@bnl.gov

Ocean Shipments

Foreign shipments transported via ocean freight must use the 10+2 REQUIREMENTS Form (PDF). The form must be completed by the Contractor 72 hours before departure of the vessel. Send form to the following:

Interfreight Harmonized Logistics, Inc.

Fax: 516-371-6880 bnl@interfreight.net

Brookhaven National Laboratory WarehouseOperations@bnl.gov

Once the form is submitted to customs, an acceptance number will be provided. Freight will not be loaded onto a vessel without an acceptance number. Failure to submit the 10+2 form may result in fines. It is the Contractor's responsibility to make sure the 10+2 form is submitted 72 hours prior to the vessel sailing. BSA shall withhold payment from the Contractor's final invoice for any penalties incurred by BSA due to late or incorrect ISF filing by the Contractor.

IV. AUTHORIZED REPRESENTATIVES

A. BSA’s Technical Representative: XXXX of NSLS II is BSA's Technical Representative, hereunder. He shall act as liaison between BSA and the Contractor in technical matters only.

He can be reached at XXX-XXX-XXXX (phone), (e-mail).

B. BSA’s Contractual Representative: Ben Furlow, telephone no. (631) 344-4070 bfurlow@bnl.gov (e-mail), is BSA's 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 his designee.

C. Contractor’s Technical Representative: ________is the Contractor’s authorized Technical

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

E. Contractor’s Contractual Representative: _________ is the Contractor’s authorized

Contractual Representative, hereunder. She/He shall act as liaison between BSA and the Contractor. He can be reached at _______ (phone), _______________(e-mail).

V. PATENT CERTIFICATION

Upon contract expiration and completion of all work authorized under this contract, the Contractor shall complete and execute the Attachment (D) “Patent Certification” clearance form and forward it to the Contractual Representative. Failure to do so may result in the withholding of final payment or a portion thereof.

https://www.bnl.gov/shipping/files/pdf/10-2-security-filing-bnl-interfreight.pdf mailto:bnl@interfreight.net mailto:WarehouseOperations@bnl.gov mailto:bfurlow@bnl.gov mailto:bodo.fritsche@ampegon.com

VI. ADDITIONAL TERMS

The provisions of Brookhaven Science Associates, LLC General Terms and Conditions for Non- Commercial Items, Rev. 23.0 (May 2025) with the article titled: Rights in Data Facilities, Dear 970.5227-1 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 at PPM | Terms and Conditions. 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:

Attachment (A) Attachment (A) – Tender Energy X-Ray Spectroscopy (TES) Beamline Microscope

Endstation Motion Assemblies, Version 2, dated September 2, 2025

Attachment (B) NSLS-II Tender Energy X-Ray Spectroscopy (TES) Beamline Microscope

Endstation Motion Assemblies Technical Specification, Version 1, dated July 23, Attachment (C) BNL Supplier Quality Assurance Requirements (BNL-QA-101) Dated 04/2025

Attachment (D) Patent Certification; AMS-Form-032 (Revision 2.0 dated 9/23/24)

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

ACCEPTED:

BROOKHAVEN SCIENCE ASSOCIATES, LLC.

By: By:

Name: Name: ____Ben Furlow_________

Title: Title: Sr. Contracts Specialist

Date: Date:

Should you accept this Contract without exception or alteration, one copy of the Contract executed by both parties shall be returned to BSA's Contractual Representative. Should you take any exceptions or attempt to alter the Contract in any manner, BSA's execution thereof shall be null and void. Should you wish to take exception(s)/alteration(s), you shall notify BSA's Contractual Representative. BSA will consider the requested exception(s)/alteration(s) and notify you accordingly. No Contract shall exist unless and until such differences are resolved.

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

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

Brookhaven Science Associates Version: 1

National Synchrotron Light Source II (NSLS-II) Effective: 23 JUL 2025

NSLS-II Tender Energy X-Ray Spectroscopy (TES) Beamline

Microscope Endstation Motion Assemblies

Technical Specification QA Category: A2

Document Reviewed and Approved By:

Prepared By David (Scott) Coburn NSLS-II Principal Mechanical Engineer, Beamline Engineering

ESH Approval Robert Lee NSLS-II ESH Manager

Approved By Steven Moss NSLS-II Authorization Basis Manager

Approved By Dominik Wierzbicki NSLS-II TES Beamline Scientist

Approved By Lindsay Garske NSLS-II Quality Assurance Engineer

Approved By Yonghua Du NSLS-II Spectroscopy Program Director

Approved By Jeff Keister NSLS-II Data Sci & System Integration

Approved By John Sinsheimer NSLS-II Instruments & Controls

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

Technology.

ii National Synchrotron Light Source II

Version 1 ii Brookhaven National Laboratory

VERSION CONTROL SHEET

VERSION DESCRIPTION DATE AUTHOR APPROVED BY

1 First Issue 23JUL2025 S. Coburn See cover page.

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Contents

1 Introduction and Overview

2 References

3 Conflicts

4 Motion Control Terms

4.1 Range

4.2 Resolution

4.3 Repeatability

4.4 Accuracy

4.5 Stability

5 Coordinate System

6 Packaging

7 Technical specifications

7.1 Scope of Supply

7.2 Common Mechanical Specifications

7.3 Horizontal Mirror Motions Assembly Specifications

7.4 Vertical Mirror Motions Assembly Specifications

7.5 Detector Motions Assembly Specifications

7.6 Microscope Motions Assembly Specifications

7.7 Electrical Specifications

7.8 Cabling

7.9 Vacuum Specifications

7.10 Acceptance Testing

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Definitions/Acronyms

BNL Brookhaven National Laboratory

BSA Brookhaven Science Associates

COTS Commercial Off-the-shelf

GeV Giga-electronvolt

NRTL Nationally Recognized Testing Laboratory

NSLS-II National Synchrotron Light Source II

QA Quality Assurance

RMS Root Mean Square

SPC Technical Specification

TES Tender Energy X-ray Spectroscopy

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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 Technical Specification is the basis for the procurement of four Microscope Endstation Motion Assemblies, 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 Motion Assemblies described in this document will be used as a vital part of the TES Microscope

Endstation, ensuring that several critical devices can be correctly positioned relative to the incident X-ray beam.

This Specification 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 Specification; the applicable revision level will be the latest that is in effect at the time of award:

Document Number Document Title

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

NFPA 70 National Electrical Code (2020)

NSLSII-CRL-RSI-001

Experimental Facilities Requirements, Specifications and Interfaces for the Controls and Data Acquisition System

NSLSII-CRL-STD-001 Beamline Systems Instrumentation Interfacing Standard

3 CONFLICTS

In the event of a conflict between the Specification 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.

4 MOTION CONTROL TERMS

The following definitions shall apply to the motion control specifications.

4.1 Range

Maximum range of positions available to a motion, which is defined at both ends by potentially adjustable hard limits or non-binding end stops. (Capability for additional user-adjustable hard and soft limits must be presented.)

4.2 Resolution

Minimum average incremental step size that can be resolved by the encoder or achieved by the mechanical and motion control system.

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4.3 Repeatability

RMS difference between absolute position reached for a given identical, commanded position regardless of history (motion from either limit).

4.4 Accuracy

Maximum difference between absolute position travelled to and the commanded position.

4.5 Stability

RMS deviation in absolute position with no change in input position over an extended period of time

(24 hours).

5 COORDINATE SYSTEM

This document uses a Cartesian coordinate system to specify various orientations and directions. The Cartesian axes (X, Y, Z) are shown in Figures 1 through 4. The tri-colored XYZ icon shown is located at the origin of the coordinate system (0, 0, 0). The arrows point in the positive direction.

A set of rotation axes is defined as rotation about each of the Cartesian axes. The designation is (ax, ay, az), meaning “angle about x,” etc. The sign of these rotations is strictly right-handed.

6 PACKAGING

▪ The Motion Assemblies shall be packed to ensure that they remain clean and free from damage during both storage and shipping.

▪ In preparation for shipping, the assemblies shall be sealed for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The assemblies shall be properly braced and cushioned within the packing so that they 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 assemblies 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.

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7 TECHNICAL SPECIFICATIONS

This section defines the technical specifications for the Motion Assemblies.

7.1 Scope of Supply

The vendor shall provide one of each of the following four Motion Assemblies:

▪ Vertical Mirror Motions Assembly

▪ Horizontal Mirror Motions Assembly

▪ Detector Motions Assembly

▪ Microscope Motions Assembly

The following list of components denotes the scope of supply for each of the listed Motion Assemblies:

▪ All individual motion stages.

▪ Adapter plates between individual stages, as needed.

▪ Stepper motor with Type K thermocouple for each motion.

▪ Gear reducer (if required) for each motion.

▪ Absolute position encoder for each motion.

▪ Cables for motors and encoders of the required length.

▪ Travel limit switches for each motion.

▪ All items integrated into their respective assembly.

7.2 Common Mechanical Specifications

Each of the Motion Assemblies shall meet the following mechanical specifications:

▪ It shall be clean and free of dirt, corrosion, oil, and grease, except for the appropriate lubrication on bearing surfaces.

▪ It 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%.

▪ It shall be designed to operate in the pressure range of 750 Torr to 1E-5 Torr.

▪ Each motion stage stepper motor shall be sized to provide a speed of ≥ 1000 full-steps per second.

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7.3 Horizontal Mirror Motions Assembly Specifications

The Horizontal Mirror Motions Assembly shall meet the following mechanical specifications:

▪ Figure 1 shows a conceptual model of the Horizontal Mirror Motions Assembly. The assembly shall fit completely within an envelope with dimensions given in the following table. Note that the dimensions are all relative to the location of the origin. The top surface of the top-most stage shall be at the top surface of the envelope (when all motions are at their nominal zero positions).

Figure 1: Horizontal Mirror Motions Conceptual Model

Table 1: Horizontal Mirror Motions Assembly Envelope Dimensions

Parameter Value

X dimension -125 mm to +200 mm

Y dimension, origin to envelope top -75 mm to -50 mm

Y dimension, origin to envelope bottom -225 mm to -175 mm

Z dimension -275 mm to +100 mm

The Horizontal Mirror Motions Assembly shall meet the following motion specifications:

▪ The assembly shall have four degrees of freedom: (X, Z) linear motions, and (ay, az) rotation motions.

▪ The four motion stages shall be stacked in a linear fashion.

▪ The motion stage at the bottom of the stack shall be the X motion (shown in Figure 1 in blue).

▪ The motion stage on top of the X motion shall be the Z motion (blue).

▪ The motion stage on top of the Z motion shall be the az rotation (orange).

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▪ The motion stage on top of the az rotation shall be the ay rotation (yellow).

▪ The (ay, az) rotation axes shall have a common intersection point (located at the coordinate system origin) with a sphere-of-confusion of ≤ 20 µm over the full range of all rotations.

▪ The load capacity shall be ≥ 15 kg, centered at the coordinate system origin.

▪ The individual motion performance specifications are given in the following Tables.

Table 2: (X, Z) Motion Travel Range Specifications

X & Z Range ± 20 mm (minimum)

Table 3: (X, Z) Motion Performance Specifications

Resolution ≤ 5 µm (1 full step)

Repeatability ≤ 5 µm

Accuracy ≤ 15 µm, over full range

Trajectory Straightness ≤ 5 µm, over full range

Trajectory Roll, Pitch, and Yaw ≤ 30 µrad, over full range

Table 4: (ay, az) Motion Travel Range Specifications

(ay, az) Range ± 5 degree (minimum)

Table 5: (ay) Motion Performance Specifications

Resolution ≤ 0.005 degree (1 full step)

Repeatability ≤ 0.002 degree

Accuracy ≤ 0.010 degree

Table 6: (az) Motion Performance Specifications

Resolution ≤ 0.05 degree (1 full step)

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7.4 Vertical Mirror Motions Assembly Specifications

The Vertical Mirror Motions Assembly shall meet the following mechanical specifications:

▪ Figure 2 shows a conceptual model of the Vertical Mirror Motions Assembly. The assembly shall fit completely within an envelope with dimensions given in the following table. Note that the dimensions are all relative to the location of the origin. The top surface of the top-most stage shall

Figure 2: Vertical Mirror Motions Conceptual Model

Table 7: Vertical Mirror Motions Assembly Envelope Dimensions

X dimension -100 mm to +200 mm

Y dimension, origin to envelope top -110 mm to -90 mm

Y dimension, origin to envelope bottom -250 mm to -210 mm

Z dimension -200 mm to +100 mm

The Vertical Mirror Motions Assembly shall meet the following motion specifications:

▪ The assembly shall have three degrees of freedom: (Y) linear motion, and (ax, az) rotation motions.

▪ The three motion stages shall be stacked in a linear fashion.

▪ The motion stage at the bottom of the stack shall be the Y motion (blue).

▪ The motion stage on top of the Y motion shall be the az rotation (orange).

▪ The motion stage on top of the az rotation shall be the ax rotation (orange).

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▪ The (ax, az) rotation axes shall have a common intersection point (located at the coordinate system origin) with a sphere-of-confusion of ≤ 20 µm over the full range of all rotations.

Table 8: (Y) Motion Travel Range Specifications

Y Range ± 3 mm (minimum)

Table 9: (Y) Motion Performance Specifications

Resolution ≤ 2 µm (1 full step)

Repeatability ≤ 2 µm

Accuracy ≤ 10 µm, over full range

Trajectory Straightness ≤ 10 µm, over full range

Trajectory Roll, Pitch, and Yaw ≤ 60 µrad, over full range

Table 10: (ax, az) Motion Travel Range Specifications

(ax, az) Range ± 5 degree (minimum)

Table 11: (ax) Motion Performance Specifications

Resolution ≤ 0.005 degree (1 full step)

Table 12: (az) Motion Performance Specifications

Resolution ≤ 0.05 degree (1 full step)

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7.5 Detector Motions Assembly Specifications

The Detector Motions Assembly shall meet the following mechanical specifications:

▪ Figure 3 shows a conceptual model of the Detector Motions Assembly. The assembly shall fit completely within an envelope with dimensions given in the following table. Note that the dimensions are all relative to the location of the origin. The top surface of the top-most stage shall

Figure 3: Detector Motions Conceptual Model

Table 13: Detector Motions Assembly Envelope Dimensions

X dimension -125 mm to +225 mm

Y dimension, origin to envelope top 0 mm

Z dimension -150 mm to +300 mm

The Detector Motions Assembly shall meet the following motion specifications:

▪ Each assembly shall have three degrees of freedom: (X, Y, Z) linear motions.

▪ The three motion stages shall be stacked in a linear fashion.

▪ The motion stage at the bottom of each stack shall be the Z motion (blue).

▪ The motion stage on top of the Z motion shall be the X motion (orange).

▪ The motion stage on top of the X motion shall be the Y motion (yellow).

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Table 14: (X, Y, Z) Motion Travel Range Specifications

X Range ± 50 mm (minimum)

Z Range ± 75 mm (minimum)

Table 15: (X, Z) Motion Performance Specifications

Resolution ≤ 10 µm (1 full step)

Repeatability ≤ 5 µm

Accuracy ≤ 10 µm, over full range

Table 16: (Y) Motion Performance Specifications

Resolution ≤ 2 µm (1 full step)

Repeatability ≤ 2 µm

Accuracy ≤ 10 µm, over full range

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7.6 Microscope Motions Assembly Specifications

The Microscope Motions Assembly shall meet the following mechanical specifications:

▪ Figure 4 shows a conceptual model of the Microscope Motions Assembly. The assembly shall fit completely within an envelope with dimensions given in the following table. Note that the dimensions are all relative to the location of the origin. The top surface of the top-most stage shall

Figure 4: Microscope Motions Conceptual Model

Table 17: Microscope Motions Assembly Envelope Dimensions

X dimension -225 mm to +150 mm

Y dimension, origin to envelope top 0 mm

Z dimension -150 mm to +300 mm

The Microscope Motions Assembly shall meet the following motion specifications:

▪ Each assembly shall have three degrees of freedom: (X, Y, Z) linear motions.

▪ The three motion stages shall be stacked in a linear fashion.

▪ The motion stage at the bottom of each stack shall be the Z motion (blue).

▪ The motion stage on top of the Z motion shall be the X motion (orange).

▪ The motion stage on top of the X motion shall be the Y motion (yellow).

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Table 18: (X, Y, Z) Motion Travel Range Specifications

X Range ± 50 mm (minimum)

Z Range ± 75 mm (minimum)

Table 19: (X) Motion Performance Specifications

Resolution ≤ 10 µm (1 full step)

Repeatability ≤ 5 µm

Accuracy ≤ 10 µm, over full range

Table 20: (Z) Motion Performance Specifications

Resolution ≤ 1 µm (1 full step)

Repeatability ≤ 5 µm

Accuracy ≤ 10 µm, over full range

Table 21: (Y) Motion Performance Specifications

Resolution ≤ 2 µm (1 full step)

Repeatability ≤ 2 µm

Accuracy ≤ 10 µm, over full range

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7.7 Electrical Specifications

Controls interface requirements are documented in BSA document NSLSII-CRL-RSI-001, Experimental Facilities Requirements, Specifications and Interfaces for the Controls and Data

Acquisition System. Motor interfacing standards are found in BSA document NSLSII-CRL-STD-001, Beamline Systems Instrumentation Interfacing Standard.

Each of the motion stages shall have the following:

▪ Stepper motor actuators. (See NSLSII-CRL-RSI-001 Section 2.1.1)

▪ Absolute encoders. (BiSS-C, see NSLSII-CRL-RSI-001 Section 2.1.2)

▪ Limit switches with adjustable actuation settings. (Normally-closed, dry-contact, see NSLSII-CRL-

RSI-001 Section 2.1.3)

▪ Thermocouple temperature sensor for each stepper motor. (Type K, see NSLSII-CRL-STD-001

Section 4.5.2)

7.8 Cabling

All the cabling is in-vacuum cabling. The cabling shall meet the following requirements:

▪ The cable length from the motor or encoder to its connector shall be 2 m.

▪ All cabling and connector materials shall be compatible with the lowest operating pressure listed in

Section 7.2.

▪ All cables shall be sized (conductor gauge) to safely carry the expected current load at the lowest operating pressure listed in Section 7.2.

▪ Each connector shall have an appropriate back shell with strain relief.

▪ Each connector shall be permanently labeled in a vacuum-compatible manner with its axis designation (X, Y, Z, ax, ay, az).

▪ Each motion shall have its motor, limit switches, and thermocouple cabled to a single DB9 connector. The connector shall have socket contacts (The vacuum feedthrough for these connectors has pin contacts). The connector shall use the pinout shown in Table 22.

▪ Each encoder shall have its signals cabled to a single DB9 connector. The connector shall have socket contacts (The vacuum feedthrough for these connectors has pin contacts). The connector shall use the pinout shown in Table 23.

▪ All commercial off-the-shelf (COTS) components shall be certified by a Nationally Recognized

Testing Laboratory (NRTL) and bear the NRTL mark, https://www.osha.gov/nationally-recognized-testing-laboratory-program/current-list-of-nrtls. (CE is not an approved NRTL and is not considered acceptable.)

▪ If there is any deviation from these requirements, the contractor must notify BSA immediately.

https://www.osha.gov/nationally-recognized-testing-laboratory-program/current-list-of-nrtls https://www.osha.gov/nationally-recognized-testing-laboratory-program/current-list-of-nrtls

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Table 22: Motor Cable Pinout

Signal Pin Pin Signal

Limit Switch Common 1 6 Thermocouple (-)

Motor Phase B- 2 7 Thermocouple (+)

Motor Phase B+ 3 8 Limit (-)

Motor Phase A- 4 9 Limit (+)

Motor Phase A+ 5

Note that this pinout is a (1-5:5-1, 6-9:9-6) mirror image of the expected air-side pinout.

Table 23: Encoder Cable Pinout

Signal Pin Pin Signal

Encoder +5 VDC 1 6 Encoder GND

Encoder +5 VDC 2 7 Encoder GND

Encoder MA(-) 3 8 Encoder SLO(-)

Encoder MA(+) 4 9 Encoder SLO(+)

Inner Shield 5

Note that this pinout is a (1-5:5-1, 6-9:9-6) mirror image of the expected air-side pinout.

7.9 Vacuum Specifications

The Sample Motions Assembly 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:

▪ Lowest operating pressure as specified in Section 7.2, Common Mechanical Specifications.

7.10 Acceptance Testing

At the Contractor’s facility, the following tests shall be performed and documented by the Contractor for each of the assemblies:

▪ Dimensional check: Verify that the assembly meets all the specified dimensions.

▪ Features check: Verify that the assembly provides all the specified features.

▪ Gross Motions check: Verify that each of the motion stages moves smoothly through the required range of motion.

▪ Limits check: Verify that all limit switches activate correctly.

▪ Encoders check: Verify that each of the encoders reads correctly through the required range of motion.

▪ Fine Motions check: Verify that each of the motion stages performs to their respective specifications given in Sections 7.3, 7.4, 7.5, and 7.6.

▪ Sphere-of-confusion check: Verify that the spheres-of-confusion are within specification.

All the tests listed above will be repeated for each assembly at BNL by BSA personnel after receipt of the assemblies as part of the procurement acceptance testing. The Contractor is responsible for ensuring that each assembly 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.: _________468172___________________________

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 (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

SUPPLIER QUALITY ASSURANCE REQUIREMENTS BNL-QA-101

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3.8 Suspect Counterfeit Parts

The Supplier shall verify the procurement source and associated documentation certifying authenticity.

Appropriate incoming inspection and / or test methods shall be used to detect potential suspect counterfeit items.

The Supplier shall flow this requirement down to all sub-tier suppliers to prevent the inadvertent use of suspect counterfeit items.

Distributors shall not modify, rework or repair any items shipped on this order.

For reference only, a list of authorized/franchised distributors for electronic components can be found at:

https://www.trustedparts.com/

* 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 – requirements were added to each Purchase Order as the “Advance Notification of Delivery.”

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, forklifts, 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…