Request for Proposals - FMP-NNL-0043 portable small article monitor.pdf

Fluor Marine Propulsion, LLC Post Office Box 79 West Mifflin, PA 15122-0079

Date

To: Prospective Suppliers

Subject: Open Solicitation – Call for Proposals

Naval Nuclear Laboratory (NNL), operated by Fluor Marine Propulsion LLC (FMP) for the Department of Energy, is accepting proposals for collaboration in the topic of:

• Portable Small Article Monitor

Proposals will be evaluated and considered for future technical contract with FMP. Interested parties are requested to provide the required information on or before February 27, 2026, and reply via written response to NNL’s innovation mailbox:

ATIP@unnpp.gov

Release of FMP Information Related to this Open Solicitation To all prospective Suppliers, by submitting information as it pertains to this open solicitation you agree to comply with the requirements of the Public Release of Information clause (provided herein) and agree to control all information associated with this Solicitation accordingly.

Proposal Sharing FMP reserves the right to share proposals received with key interfacing partners (e.g., shipyards), who may have a stake in the resulting work effort.

Any questions or comments may be addressed to NNL’s innovation mailbox: ATIP@unnpp.gov

Thank you in advance for your interest.

Sincerely, Jon Ruffley, PhD

Enclosures:

Included below:

Enclosure (1) – Proposal description Enclosure (2) – Instructions for proposers Enclosure (3) – Procurement documents P-301, P-305 and Company Survey Form to be filled out by proposers.

mailto:ATIP@unnpp.gov mailto:ATIP@unnpp.gov

- 2 -

Enclosure (4)- Public Release of Information Clause-Fluor Marine Propulsion – DOE General Provisions. To be reviewed by proposers only.

To find procurement documents online. Go to https://navalnuclearlab.energy.gov and click on the Suppliers tab, and then click Procurement Documents.

This website provides information to Suppliers as it pertains to COVID-19, Site Access, Direct Pay Permits, FMP’s General Provisions, and other procurement related documents.

Companies are not authorized to release information without prior approval from FMP. It is understood and agreed that the request for proposals in no way obligates FMP. Any and all expenditures incurred by interested Suppliers are performed solely at their discretion and shall be the responsibility of the Suppliers.

Enclosure (1)

Fluor Marine Propulsion LLC (FMP), Naval Nuclear Laboratory

Problem Statement Description

Identification Number: FMP-NNL-0043

Title: Portable Small Article Monitor– Request for Proposal

Technical Requirements for Portable Small Article Monitor for Shipboard Use Revision No. Original

6/12/2025

1.0 SCOPE

The Naval Nuclear Laboratory (FMP) is seeking to test and field a Portable Small Article Monitor (PSAM) to replace shipboard manual frisking stations inside nuclear vessels undergoing servicing and maintenance at US Navy shipyards. This device shall have a modular design and be smaller and lighter than commercially available Small Article Monitors (SAMs).

The Supplier’s PSAM design shall be based on the technical requirements outlined in this document. Whenever the Supplier deems a requirement unclear, ambiguous or incomplete, the Supplier shall contact FMP for further clarification before submitting a solicitation response.

This document establishes design and manufacturing cycle requirements including hold points, quality assurance requirements and deliverables, including final acceptance criteria of the finished product. Once a contract is awarded to a Supplier, one PSAM shall be constructed by the chosen Supplier based on the designs submitted to FMP outlined in this document.

2.0 LIST OF REQUIRED COMPONENTS/MATERIALS

Table 1 contains a list of deliverables required by this technical requirement document:

Table 1. Required Components

Item Description Remarks

Portable Small Article Monitor (including miscellaneous (keys, dongles, disassembly tools, etc.)

See Section 5.0

Operations and Maintenance (O&M) Manual and Calibration Procedure

See Section 9.0

3 Preliminary Design Package (60%) See Section 8.0

4 Final Design Package (100%) See Section 8.0

5 Data Book See Section 14.0

3.0 SUPPLIER PREPARED DRAWINGS

All Supplier prepared drawings shall meet the requirements of DRP-2 (see Attachment 1).

A general assembly drawing shall be included with dimensions on front, side, and top views with an isometric view. Exploded views showing location of detectors, shielding, circuits, sensors, and all significant hardware shall be included.

4.0 APPLICABLE DOCUMENTS AND DRAWINGS

Table 2. Applicable Documents

Item Document Title Revision

No. or Date

1 DRP-2 Drawings, Engineering & Associated Lists J

NIOSH [1994]

Publication No. 94-

Applications Manual for the revised NIOSH Lifting Equation

September

3 IEC 61098

Radiation Protection Instrumentation Installed Personnel Surface Contamination Monitoring

Assemblies

November

ISO 9001: with

STR-ISO 9000

Supplement B

Quality Management System N/A

5.0 TECHNICAL REQUIREMENTS

Table 3 comprises the PSAM design requirements. Size/weight requirements are absolute maximums, unless noted. Supplier should strive to reasonably reduce these values as much as possible.

Table 3. Design Requirements

No. Requirement Additional Notes

Size and Weight

1 Total weight shall not exceed 1200 lbs.

− Ideal total weight is less than 800 lbs.

− Weight shall be uniformly distributed across the unit inasmuch as possible.

External dimensions shall not exceed (height x width x depth) 21.5 inches x 24 inches x 24 inches

− Width and depth values for internal dimensions are interchangeable.

− Manufacturer shall reasonably strive to decrease external dimensions and increase internal dimensions, while meeting radiological requirements.

Internal dimensions (chamber volume) shall not be less than (height x width x depth) 7.5 inches x 14.5 inches x 11.5 inches

Segmentation (Modules)

The PSAM shall be able to be disassembled into portable modules or segments.

Segments shall be void of pinch points, sharp edges, sharp corners, etc.

5 A segment weight shall not exceed 140 lbs.

− Ideal weight is less than 100 lbs.

− It is recommended the Supplier consider applicable OSHA/NIOSH standards (see Table 4)

The unit must be able to be assembled/disassembled, without tools, by two people.

Although assembly times are not given, the Supplier shall strive for a streamlined and relatively quick assembly/disassembly process.

Shielding blocks or panels may be considered as individual segments.

In this case, a segment-within-segment construction is acceptable.

Segments shall be able to be transported and shipped in watertight, crushproof and ruggedized cases.

− Several modules per case is acceptable.

− Several cases per unit is acceptable.

− Manufacturer shall strive to make cases as small as possible, while still serving their intended protective purpose, especially during shipping.

− Transport and movement of each case shall be performed by two people.

− Case plus inner segments shall not exceed 140 lbs. plus the case tare weight. Exceptions to this limit may be given with FMP’s approval.

− Case girth minimization is preferred over case length.

Radiological

Detect 450 pCi, or less, of Co-60 in less than 120 seconds.

− Ambient background levels shall be equal or less than 0.02 mR/hr.

− Count times less than 60 seconds are preferred.

− Probability of detection (POD) shall be at the 95 percent confidence level.

− The false alarm rate shall be less than 5 percent.

User Interface

Simple and intuitive clean/alarm (green/red) display.

For general workers with no special training or supervision.

Detailed information about approximate location of contamination, activity level, isotopic analysis, fault states, etc.

− Access available only to engineering and radiological controls staff.

− These menus shall be hidden and restricted from general workers.

Easy access to all detectors, cables, and circuitry for in situ repairs and troubleshooting.

Troubleshooting/repair of unit shall be performed in non-ideal workspace areas;

for example, once installed, access to the back of the unit might be impossible.

Display screen can either be built-in or detachable (standalone) from the PSAM itself.

− If using a built-in monitor/display, then its height shall count towards the overall unit height.

− A detachable display shall not count towards the overall unit height as long as it can be mounted to surrounding structures. The detachable display must also be able to be attached to the PSAM, if needed.

− A detachable display must have touch screen capabilities and be physically wired to the PSAM.

Software

There shall be no functional wireless communications (i.e., Bluetooth, Wi-Fi).

If a wireless system is present, then the manufacturer should permanently disable such system.

Data storage (e.g., events, alarms, faults, instances of incomplete monitoring, calibration results, etc.) shall be stored for at least one year; therefore, hardware memory should be commensurate to this requirement.

Data shall be able to be downloaded from the PSAM to a portable USB flash drive or accessed via physical connection to a standalone laptop.

The PSAM shall have no remote monitoring capabilities.

None.

Power, Electrical and Wiring

17 Powered by 110-120V (60 Hz). None.

Electronic connections (plugs) shall be rugged and able to withstand repeated plugging/unplugging.

MIL-Spec connectors, or equivalent, are highly preferred.

Interconnections between electronic boards to detectors, and from detector to detector, shall be bundled together (cable loom) or use multiwire cabling.

− Multiple wire harnesses or multiple multiwire cables may be used to fulfill all required connections.

− Ground wire shall be part of each bundle, i.e., single ground cables are not acceptable.

− If cable/wire bundling is chosen, it will be harnessed using cable lacing methods.

Environmental

Temperature and humidity ranges of the PSAM shall meet the requirements of IEC 61098 (Table 4.0).

None.

Additional and/or Preferential

If lead is used as shielding blocks, it shall be encapsulated to prevent direct contact with skin.

None.

22 Single door is preferred None.

6.0 QUALITY SYSTEM REQUIREMENTS

6.1 The Supplier is solely responsible for developing and implementing a quality and inspection system that will ensure all technical requirements applicable to the purchase order invoking this document are complied with in full. The Supplier shall perform all work on the subject contract in accordance with ISO 9001:2008.

6.2 The Supplier is solely responsible for developing and implementing Test Plan that demonstrates that the Radiological Requirements of Table 3 are met. The Test Plan shall be submitted to FMP, for approval, within the schedule of Section 10.0.

6.2.1 Shall include proposed instrument parameters, statistical requirements, etc.

6.2.2 The radioactive source(s) used to verify compliance with requirements of Table 3 shall be separately approved by FMP at an earlier date to ensure ample time for source procurement is given to the Supplier, if needed.

7.0 MEETING REQUIREMENTS

The following meetings are required as part of the phases of this project. Meetings may be held virtually (Microsoft Teams is the preferred method for virtual meetings), except the Factory Acceptance Test Meeting, which must be held in person. Minutes must be kept by Supplier for all meetings.

7.1 Kickoff Meeting - To be held prior to beginning work to ensure the Supplier and FMP are in alignment on technical, quality and schedule expectations.

7.2 Project Schedule Meeting. In this meeting the project schedule shall be discussed, including tentative schedule dates and deadlines. The Supplier shall recommend the radioactive test sources necessary to meet the requirements of the Functional Test (see Section 11.0).

7.3 Preliminary Design Review Meeting - In this meeting the Preliminary Design Package will be discussed and adjudicated by FMP.

7.4 Final Design Review Meeting – In this meeting the Final Design Package will be discussed and adjudicated by FMP.

7.5 Monthly Status Updates – When needed but at least monthly. Progress photos (if available) shall be submitted in support of monthly status updates.

7.6 Factory Acceptance Test Meeting – This in-person only meeting shall be performed prior to shipping and shall include a Factory Acceptance Test (FAT) per Section 11.3.

8.0 DESIGN PACKAGE REQUIREMENTS

8.1 Preliminary Design Package (PDP, 60%) - The preliminary design package shall be at approximately at 60% completion. It shall be submitted for FMP’s review per Section 10.0.

8.1.1 Preliminary drawings and schematics, including but not limited to, electrical connections, detector arrangement, module arrangement, part lists and other pertinent mechanical drawings (per Section 3.0).

8.2 Final Design Package (FDP, 100%) – The final design package shall be at 100% completion. It shall be submitted for FMP’s review per Section 10.0. FMP approval of this package at the Final Design Review Meeting constitutes approval for the Supplier to begin fabrication of the PSAM. The FDP, at a minimum, shall include:

8.2.1 Final drawings and schematics, including but not limited to, electrical connections, detector arrangement, part lists, mechanical drawings (per Section 3.0) of each module and overall assembly.

8.2.2 Approved Test Plan.

9.0 MANUALS

9.1 Users’ Manual (Operation, Maintenance and Technical Data)

9.1.1 Shall contain operation and maintenance (O&M) guidelines, and pertinent technical information (measurement principles, algorithms, etc.)

9.1.2 Shall include final drawings and schematics per Section 8.2.1.

9.1.3 Shall be limited to pertinent information to the PSAM, and not to other models of its family.

9.1.4 Shall include assembly/disassembly instructions.

9.2 Calibration Procedure.

9.2.1 May be bundled with User’s Manual.

9.2.2 Must contain recommended sources (isotopes, source strength, etc.) and associated hardware (jig) for in-house calibrations.

10.0 HOLD POINTS AND SUPPLIER SUBMITTALS

For each for-approval item, FMP shall provide formal approval, in writing, to Supplier within 10 business days of final item adjudication. For hold points, FMP shall provide formal approval, in writing, to Supplier within 15 business days of final item adjudication.

Table 4. Submittals, including hold points.

Item Description Remarks Due Date For

Approval (Y/N)

Design Phase

Project Kick-off Meeting Minutes.

See Requirements in Section 7.0 No later than five business days after Kickoff Meeting.

N

Project Schedule and recommendation for radioactive source(s) for Functional Test.

− A Project Schedule shall be provided to FMP. Future TBD dates shall be tentatively provided in the schedule.

− A recommendation of radioactive test sources (background and main) and source configuration required to meet the Functional Test (see Section 11.0) goals.

No later than fifteen business days after the Kickoff Meeting

Y

Preliminary Design Package (PDP, 60%)

Hold Point

See Requirements in Section 8.0. TBD Y

5 Functional Test Plan See Section 6.2 TBD Y

Final Design Package

(FDP, 100%)

Hold Point

See Requirements in Section 8.0.

At least ten business days prior to the Final Design Review Meeting.

Y

Fabrication Phase

Calibration Test Report

See requirements in Section 11.0.

At least fifteen business days prior to

FAT.

Y

8 Functional Test Report See requirements in Section 11.0.

At least fifteen business days prior to

FAT.

Y

User’s Manual and Calibration Procedure.

See requirements in Section 9.0.

At least ten business days prior to FAT.

Y

FMP Inspection and Delivery Phase

Factory Acceptance Test (FAT) Report

Hold Point

See requirements in Section 11.3.

Within 10 business days after FAT.

Y

11 Data Book See requirements in Section 14.0. TBD Y

11.0 QUALITY ASSURANCE

11.1 Calibration

11.1.1 The Supplier shall calibrate the PSAM and submit a certificate of calibration.

11.1.2 At a minimum the calibration report shall include sources used, background levels, stability test, detector efficiencies and alarm tests.

11.1.3 Calibration shall be performed at the maximum ambient background requirements of Table 3.

11.2 Functional Test

11.2.1 Based on the Test Plan of Section 6.0.

11.2.2 The approved radioactive test source(s) (see Table 4) shall be used.

11.2.3 At a minimum, the Functional Test must conclude that the Radiological Requirements of Table 3 are met.

11.2.4 The Functional Test shall be performed at the maximum ambient background requirements of Table 3.

11.2.5 The Functional Test shall not repeat the steps of the Calibration Procedure; however, the instrument must be calibrated per the Calibration Procedure.

11.2.6 After the Functional Test is successfully completed, a Test Report (Section 10.0) shall be prepared by the Supplier which thoroughly describes the test criteria, materials, setup parameters, special conditions and results.

11.3 The Factory Acceptance Test (FAT) shall include, at a minimum:

11.3.1 Calibration procedure. (see Section 11.1)

11.3.2 Functional Test (see Section 11.2).

11.3.3 Operation demonstration.

11.3.4 Assembly/disassembly demonstration.

11.4 Certificate of Conformance

11.4.1 The Supplier shall verify and certify, in writing, successful testing of operation and calibration of the PSAM prior to shipment.

11.4.2 The FAT Report shall be included.

12.0 PART TRACEABILITY, IDENTIFICATION, AND CONTROL

None

13.0 CLEANING, PACKAGING, PACKING AND SHIPPING

Upon completion of processing, inspection, assembly, and testing requirements, the manufactured items shall be packaged, packed and shipped in accordance with the requirements of this section.

13.1 Cleaning

Unless otherwise specified, all surfaces shall be clean to the extent that no foreign material (metal chips, dust, abrasive particles, grease or oils, etc.) is visible. Where surfaces cannot be visually inspected, e.g., crevices and inaccessible areas but can be reached with a wiping cloth, the cleanliness may be determined by wiping the surfaces with a wet or dry cloth. The Supplier shall certify that all cleanliness requirements are met.

13.2 Packaging

The Supplier shall take precautions to protect the exterior surfaces of all components from the elements during shipment.

The Supplier shall also take precautions to reasonably protect the modules and internals (detectors, cabling, and electronics) from damage during shipping.

13.3 Packing

Transport cases (see Table 3) shall be used to protect modules during shipping.

Cases may be bundled together (e.g., crate) to reduce shipping costs and complexity, and to prevent loss.

13.4 Shipping

Each shipping case or case bundle shall be marked on two sides in accordance with the following:

Ship To: Fluor Marine Propulsion, LLC Naval Reactors Facility Attention: Daniel E. Montenegro Washington Blvd., Scoville, ID 83244

Ship From: (Manufacturer’s company name) Purchase order number Date of shipment Lifting instructions (If applicable) Gross weight

14.0 DATA BOOK

The Supplier shall provide a Data Book (in digital format only), for approval, following a successful FAT and PSAM delivery. The Data Book shall contain, at minimum, the following information:

− Official communications with FMP including meeting minutes, emails, etc.

− Preliminary and Final Design Packages (see Section 8.0)

− Final versions of User’s Manual and Calibration Procedure (Section 9.0)

− Inspection and Functional Test reports (see Section 11.0)

− Copies of Table 4 item written approvals from FMP; including any related communications with FMP.

− Calibration Records

− Actual weight data, total and per-module.

− Cleanliness inspection report (see Section 13.0)

− Certificate of Conformance (see Section 11.0)

15.0 ATTACHMENTS AND ENCLOSURES

1. DRP-2J, Drawings, Engineering and Associated Lists.

Enclosure (2)

Instructions for Proposers

Please submit the following:

1) Submit a Quad Chart – 1 page

(single spaced, size 11 font, template provided below)

Upper Left Quadrant: Company Overview – Title, Company Name and Address, total number of employees, brief company description, and teaming partners (if applicable)

Lower Left Quadrant: Technology Overview – Brief technology description including impact of the technology.

Upper Right Quadrant: Project Overview – Brief summary of technology approach including project period of performance and major technical milestones.

Lower Right Quadrant: Resources Plan – include price, total procurement dollars requested to complete the effort, can be a rough order of magnitude (ROM).

QUAD CHART TEMPLATE

COMPANY OVERVIEW

Title Company Name Total Number of Employees Brief Company Description Teaming Partners

PROJECT OVERVIEW

Approach

Project Period

Milestones

TECHNOLOGY OVERVIEW

Technology Description

Technology Impact

RESOURCES PLAN

Price

FTEs

Total Dollars

2) Submit a Proposal Narrative – up to 5 pages

(Size 11 font minimum; 5 single spaced pages maximum; 1-inch margins all around minimum.

References are not considered part of the page limit.)

Applicant shall provide a narrative in compliance with instructions above that addresses the specific information below:

• Title of project

• Project Description Identifier Number from Enclosure (1)- RFP

• Name of project director/PI(s) and associated organization(s) and contact information

• A summary of the proposed project, including a description of the project and a clear explanation of its importance and relevance to the objectives requested in the RFP.

Images and graphics, and other company templates are permitted.

• Explanation of the contribution that will be made by the collaborating organizations

• Logical path to work accomplishment

• Timeframe for execution of proposed scope.

• Deliverables and outcomes the R&D will produce; clearly defined scope and deliverables of the first years’ work, and follow-on years if available.

• Estimated rough order magnitude (ROM) cost of proposal.

3) Submit Procurement documents – P-301 and P-305 forms, and Company Survey form

All forms are provided in Enclosure 3 or are available online at https://navalnuclearlab.energy.gov/procurement-documents/

4) Review the DOE General provisions document (i.e. public release of information clause – Fluor Marine Propulsion) in Enclosure 4.

Enclosure (3)

Procurement Documents

Add in P301 and P-305 pdfs

Fluor Marine Propulsion Corporation (FMP) Company Survey

Company Name

Address

Contact Name

Phone Number / Fax Number

For the purpose of this market survey, please review the additional information as it pertains to the work scopes that outlines the desired service(s) and note the level of interest for your company below. Disclaimer: The Company named herein agrees and acknowledges that these services do not constitute or imply a promise for a future contract or future financial consideration between FMP and the company named herein. Please check off one of the following boxes:

My company: ☐ is interested

☐ is interested with comments______________________________________

If interested, please provide a detailed description summarizing your company’s qualifications and experience as it is applicable to providing technical support services concerning the projects described in Enclosure (1). Please provide a proposal using the formatting instructions provided in Enclosure (3).

For security requirement consideration please review the following:

☐ My company is not under any foreign ownership, control, or influence. Please complete the

Enclosed P-303 FMP Foreign Ownership, Control, or Influence (FOCI) assessment.

☐ Key personnel are United States citizens and do not hold dual citizenships.

Please check the following small business classifications as applicable:

☐ Small Business ☐ Woman Owned

☐ Small Disadvantaged ☐ Hub Zone

☐ Veteran Owned ☐ Service-Disabled Veteran

If you are a large business, do you have a small business partner that can take the contractual lead for the order, utilizing your services as a subcontractor?

☐ Yes ☐ No

Please complete the Enclosed P-301 and P-302.

Print Name Signature Date

Enclosure (4)

Public Release of Information Clause-Fluor Marine Propulsion – DOE General

Add in GP-DOE 2023-07