JSA-24-R432803 Request For Proposal.pdf

Page 1 of 2 PD 6 (DEC 2022)

REQUEST FOR PROPOSAL (RFP)/REQUEST FOR QUOTE (RFQ)

SOLICITATION, OFFER AND AWARD

RFP/RFQ No.: JSA -______-_________ Date Issued:

Proposals/Quotes Are Due:

No later than _____ PM EST on ________

Site Visit:

☐ Will Be Held At ______ PM EST on ______ (See #4 Below) ☐ Will Not Be Held

Procurement Officer: Telephone: Email:

Alternate Contact: Telephone: Email:

1. PROPOSAL/QUOTE INSTRUCTIONS – SUBMIT ALL OF THE FOLLOWING WITH YOUR PROPOSAL:

a. Completed/Signed PD 6 Form

b. Proposal or Bid Schedule

c. Completed/Signed Representations and Certifications

d. Other Information as described in the attached Proposal/Quote Instructions

2. BASIS FOR AWARD – AWARD WILL BE MADE AS INDICATED BY BOX MARKED BELOW:

☐ Best Value – Tradeoff Process ☐ Best Value – Low Price Technical Acceptability ☐ Specific evaluation factors apply to this solicitation. See the Evaluation and Award criteria.

3. CONSTRUCTION MAGNITUDE (Minimum: $ , Maximum: $ , Not Applicable: )

4. SITE VISIT – ATTENDANCE AT A PRE-PROPOSAL SITE VISIT ☐ IS ☐ IS NOT REQUIRED

If required, offerors must attend a site visit to be eligible for award of any subcontract resulting from this solicitation. Attendees must report to the Support Service Center (SSC) building (Building No. 28), 628 Hofstadter Road, Newport News, VA, no later than the date and time specified above. Additional site visits / conferences will only be held if the Procurement Officer determines they are in the best interest of Jefferson Lab. The following are applicable if box is checked:

☐ Hard hats, safety shoes, and safety glasses are required.

☐ Attendees must pre-register for the site visit by sending an e-mail to the Procurement Officer with the company name and number of attendees. Registration deadline for the site visit is _______ on ________.

Non-U.S. citizens see International Visitors for additional requirements for international visitors.

☐ All attendees must have a valid picture ID.

5. ☐ QUESTIONS –

Any questions related to the RFP/RFQ must be in writing and should be sent by email or by fax to the attention of the Procurement Officer or mailed to the Procurement Office business address. For expediency, email is highly preferred. All inquiries regarding this solicitation must be received no later than to allow JSA sufficient time to respond. Please reference the solicitation number in your correspondence.

6. SHIPPING TERMS: FOB Destination unless otherwise specified

7. NOTICE OF TOTAL SMALL BUSINESS SET-A SIDE:

☐ If the box to the left is marked “ ” this solicitation is set aside to small business firms only. Offers/bids received from concerns that are not small business concerns shall be considered non-responsive and will be rejected. The North American Industry Classification System (NAICS) code for this requirement is: ________. The Small Business size standard in millions of dollars is _______, and the Small Business size standard in number of employees is ________.

8. STATE AND LOCAL TAXES –

Unless otherwise indicated below or elsewhere in the solicitation or purchase order, prices shall include all applicable Federal, State, and Local Taxes.

https://www.jlab.org/visiting/international-visitors https://www.jlab.org/visiting/international-visitors

Page 2 of 2 PD 6 (DEC 2022)

☐ This requirement is exempt from Commonwealth of Virginia Sales and Use Taxes. A Certificate of Exemption form will be provided at award.

☐ Any Virginia Sales and Use Tax shall be included in the total price, however, shall be detailed separately in the quote and invoice.

9. APPLICABLE TERMS AND CONDITIONS- The Sections marked below are applicable and attached to this solicitation.

☐ Fixed Price Supply- Form TC-1 Commercial ☐ Fixed Price Supply- Form TC-2 Non-Commercial ☐ Fixed Price Services- Form TC-3 Commercial ☐ Fixed Price Services- Form TC-4 Non-Commercial ☐ Fixed Price Construction - Form TC-5 Construction ☐ Environment, Safety and Health Requirements (included in Specification) ☐ Service Contract Act Age Determination ☐ Davis-Bacon Act Wage Determination

10. SPECIFICATIONS, DRAWINGS, AND/OR EXHIBITS LISTED BELOW ARE ATTACHED IF BOX MARKED Required Bonds (Sample Bonds – See SF24, SF25 and SF25A here: GSA Forms)

☐ Bid Bond ☐ Performance Bond ☐ Payment Bond

Attachments included in package ☐ Instruction to Offerors ☐ Proposal or Bid Schedule ☐ Combined Specification/ Drawings ☐ Terms and Conditions ☐ Terms and Conditions Certification ☐ Davis-Bacon Rates ☐ Representations and Certifications ☐ Amendments Issued under

OFFER (COMPLETE AND SIGN)

Acknowledgement of Amendments:

Amend. No. Amend. No. Amend. No. Amend. No. Amend. No.

Payment Terms: Indicate any prompt payment discounts; otherwise, payment terms shall be Net 30 days. _________

FIRM SUBMITTING OFFER INFORMATION:

Company Name: Phone Number: Email / Fax Number:

Address: City: State: Zip:

AUTHORIZED PERSONAL TO SIGN OFFER INFORMATION:

Name: Title:

Signature: Offer Date:

RFP/RFQ NUMBER:

https://www.gsa.gov/reference/forms https://www.gsa.gov/reference/forms

ATTACHMENT 1

BID SCHEDULE &

MILESTONE PAYMENT SCHEDULE

Mode of Shipment:

Name of Company that will be used for Shipping items to JLAB:

Item No. Description Estimated Quantity Unit Unit Price

Extended Amount (Firm Price in US

Dollars)

001 20 spools of 1.05 km long superconductor (22 strand Rutherford cable soldered in copper channel), total conductor required is 21 km, each spool should have 1.05 km of conductor 20 EA $ - $ -

Shipping Cost FOB Destination to Jefferson Lab -12000 Jefferson Avenue, Newport News, VA. 23606

Shipping Cost FOB Destination to EU

Shipping Cost FOB Destination to Magnet vendor in the US

Note 1: Shipment shall be in accordance with the Required Delivery Schedule as noted in Clause JSA-200 of the Terms and Conditions. If this date cannot be met, Supplier shall provide best delivery date. Delivery date will be part of the evaluation process. Please provide pricing for 3 different shipping locations 1.FOB Destination to Jefferson Lab

2. FOB Destination to EU

3. FOB Destination to Magnet vendor in US

THE BID SCHEDULE IS PROVIDED IN EXCEL FORMAT FOR CONVENIENCE IN COMPLETING PRICING. OFFEROR SHOULD CONFIRM ACCURACY OF INPUT. PLEASE DO NOT MAKE ANY CHANGES IN FORMAT OR TEXT. DEVIATIONS SHOULD BE NOTED WITHIN THE

PROPOSAL. THANK YOU.

Note 2: Milestone Payments: The subcontractor may propose a milestone payment schedule only in accordance with Clause JSA-120 of the Terms and Conditions. Milestone Payment Schedules shall be formatted in accordance with the attached Milestone and Payment Schedule Request.

BID SCHEDULE

RFP #: JSA-24-R432803

Decsription: Subcontractor shall provide all labor, materials, facilities, equipment, and supervision to fabricate the 20 spools of 1.05 km long superconductor (22 strand Rutherford cable soldered in copper channel) total conductor required is 21km each spool should have 1.05km of conductor all parts and quatities as outlined in the Statement of Work. This shall be a firm fixed price procurement. Please ensure to hold pricing for a minimum of (30) days after RFP Date:

Note 3: Subcontractors to Jefferson Lab are paid with government funds and are required to register in SAM (System for Award Management) and to maintain registration annually. There is no cost to register. Information requested in our Representations and Certifications may be different than that required in SAM as a result of our reporting obligations under prime contract number

DE‐AC05‐06OR23177.”

Supplier Name:

TOTAL

MILESTONE AND PAYMENT SCHEDULE REQUEST

MILESTONE AND PAYMENT SCHEDULE REQUEST

RFP #JSA-24-R432803 Production Conductor for the EIC Detector Solenoid Line Item

Description of Event (Include milestone events and/or delivery of product) Estimated

Completion Date Quantity Milestone Requested $ Amount Total Price

ATTACHMENT 2

INSTRUCTIONS TO OFFERORS & EVALUATION

PROCESS

Instructions to Offerors & Evaluation Process Page 1 JSA-24-R432803 –Production Conductor for the EIC Detector Solenoid

INSTRUCTIONS TO OFFERORS & EVALUATION PROCESS

SOLICITATION FOR

JSA-24-R432803 PRODUCTION CONDUCTOR FOR THE EIC DETECTOR SOLENOID

I. PROPOSAL INSTRUCTIONS

A. GENERAL

Jefferson Lab (JLAB) is looking to procure production quantities of the Rutherford cable in channel conductor to be used for the MARCO magnet fabrication to be used at the Electron Ion Collider. To be considered for award each offeror must (1) submit an offer and (2) submit other written information demonstrating your capability and your understanding of Jefferson Lab’s requirements. The result of this solicitation will be a firm fixed price subcontract.

1. Unless this RFP expressly authorizes alternate proposals with respect to specific terms or conditions of this RFP, your (1) failure or refusal to assent to any of the terms and conditions of this RFP, (2) proposal of additional terms or conditions, or (3) omission of any material information, will constitute a deficiency, which may make your offer unacceptable to JLab.

2. While JLab may work with the offeror through the discussion process to correct proposal omissions, errors or deficiencies, JLab reserves the right to award this subcontract based upon the initial offers JLab receives, without discussions. Therefore, JLab warns all offerors to consult with the subcontracting officer before submitting an offer that proposes a different design or product unless such alternate design or products are encouraged by the Technical Specification. JLab also reserves the right to conduct discussions and to permit offerors to revise their proposals if JLab thinks it is in our interests to do so.

3. When evaluating your capability to perform the prospective subcontract (see Evaluation Factors for Award)

JLab will consider how well each offeror complied with these instructions. JLab will consider any significant failure to comply with these instructions to be indicative of what JLab could expect during subcontract performance. Please contact the subcontracting officer by telephone, e-mail or in writing if you do not understand any part of these instructions.

4. Offerors are authorized and encouraged to submit their offers in an electronic format.

B. CONTENTS OF WRITTEN PROPOSALS

1. Offer

The completion and submission to Jefferson Lab of the following items will constitute your offer to perform in accordance with the terms and conditions of the RFP, including attachments and documents incorporated by reference. Offers must include the following:

(a) Price Proposal - Completed RFP Bid Schedule and Milestone and Payment Schedule Request if applicable.

(b) RFP form PD 6 - “Solicitation, Offer and Award” - Complete “Offer” section and sign.

(c) RFP Reps/Certs 2 - “Representations/Certifications” – Complete and sign.

(d) Solicitation Amendments - Acknowledge all solicitation amendments.

(e) Terms and Conditions Certification - Complete and sign. Your offer must communicate your unconditional assent to the terms and conditions in this RFP, its attachments, and documents incorporated by reference. Complete attached “Terms and Conditions” Certification, stating the degree to which you will meet the requirements of this solicitation. Document any discrepancies, conflicts, or exceptions taken to the Jefferson Lab Statement of Work or any solicitation clauses as follows:

(1) Explanation of any discrepancies, Instructions to Offerors & Evaluation Process Page 2

(2) Explanation of any conflicts,

(3) Explanation of any exceptions taken, and

(4) Explanation of and supported advocacy rationale for any changes proposed to resolve discrepancies, conflicts, and/or exceptions.

(f) Financial Condition. Submit either one of the following –

(1) Copies of your company high-level balance sheets for the past two years or

(2) Dun & Bradstreet Comprehensive Report

*Note: our intent is to obtain information showing the financial health of your company for at least a time period long enough to complete the work of this RFP. If you object, or for some reason cannot provide at least one of the above pieces of information, you may recommend other means to achieve this intent.

Failure to completely address this requirement will constitute a deficiency, which may make your offer unacceptable to JSA.

2. Technical Proposal and Other Information A technical response must be submitted and should be specific, detailed, and comprehensively address each of the technical requirements of the Statement of Work. Information previously submitted under prior contracts or solicitations will not be considered. The Offeror’s submittal shall be evaluated in accordance with the specific criteria set forth in this solicitation. Therefore, the technical portion of the quote shall be in a form that is consistent with the technical evaluation criteria set forth below. The technical submittal shall include:

(a) Experience and Past Performance – Offeror shall present at least three (3) prior experience references in successfully providing items to meet comparable specifications, including delivery schedule. This includes, but is not limited to a short description of the order, delivery timeline (i.e. how long it took you from receipt of order to delivery and acceptance by customer), number of similar units sold, and contact information as requested below. We will contact some, but may not contact all references you provide.

Please provide up to date reference information in the following format:

i. Complete Name of Customer Organization

ii. Postal Address

iii. Date of Order

iv. Completion Date of Order

v. Total Value of Order

vi. Current Status of Contract (e.g., work continuing, work completed, contract terminated, etc.)

vii. Customer Point of Contact: Name, Title, Phone, and e-mail address

viii. Description of the work performed and product supplied for each contract

ix. Total number of years Offeror has been in business supplying similar products

JSA/Jefferson Lab reserves the right to obtain past performance information from any source it deems appropriate.

If you are partnering with another company or subcontracting a significant portion (greater than 25%) of the work, you must give us references for your partner or subcontractor as well, using the format above.

Instructions to Offerors & Evaluation Process Page 3

II. EVALUATION FACTORS FOR AWARD

Jefferson Lab will award the subcontract to the offeror that is determined capable and provides the lowest, reasonable price while meeting all technical factors. JSA/Jefferson Lab will separately evaluate proposals in accordance with the below criteria.

A. CAPABILITY CRITERIA

Conformance to the solicitation requirements. Offeror clearly demonstrates through information provided in accordance with instructions to offerors that it is capable of meeting all of the specification requirements, understands the requirements, and intends to fully conform to the solicitation requirements, including but not limited to:

Factor 1: Quality Management System Manual, or equivalent

Documentation must address quality management, personnel training and qualifications, quality improvement (deviation identification and prevention, and corrective actions), document and record control, work process control, design control, procurement control, inspection and acceptance test.

Factor 2: Preliminary Manufacturing Plan/Schedule

Documentation should include raw materials procurements, strand production timeline, cable production timeline, copper channel production timeline, conductor production timeline and delivery schedule for each spool of conductor.

Factor 3: Vendor’s Past Performance

Past performance is a measure of the degree to which a vendor satisfied its customers in the past and complied with Federal, state, and local regulations. Past performance is used to assess risk. Jefferson Lab will use past performance information to review the relative merits of a vendor’s prior experience and performance as compared to that of other competing offers. JLAB will review the requested information in above section 1.B.2.a above.

B. PRICE AND PRICE RELATED FACTORS

Jefferson Lab will evaluate the reasonableness and realism of price in relation to the requirements of the RFP and the offeror’s capability. For award purposes if and when Bid Schedule requests prices for options, Jefferson Lab will evaluate options by adding the total price for all options to the total price for the basic requirement.

Evaluation of options will not obligate Jefferson Lab to exercise the option(s).

C. SELECTION DECISION

In order to select the winning offeror, Jefferson Lab will determine the offeror that has provided the lowest reasonable and realistic price meeting or exceeding the technical factors. That proposal will be reviewed to ensure the Offeror is capable of performing the work required by the RFP and that the offer conforms to the RFP.

If the lowest priced offer is not found to conform to the RFP requirements, the next lowest priced offer will be reviewed. This method will continue until the lowest priced Offeror, whose price is reasonable and realistic and whose proposal conforms to the RFP requirements, will be selected for award.

III. OTHER INSTRUCTIONS AND PROPOSAL CONDITIONS

A. DEFINITIONS

As used in this provision –

1. Wherever the term “bid” or “bidder” appears it is referring to the offer or offeror.

Instructions to Offerors & Evaluation Process Page 4

2. "Discussions" are negotiations that occur after establishment of the competitive range that may, at the Subcontracting Officer's discretion, result in the offeror being allowed to revise its proposal."

3. "In writing," "writing," or "written" means any worded or numbered expression that can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

4. “Offer” means “proposal” in negotiations.

5. "Proposal modification" is a change made to a proposal before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

6. "Proposal revision" is a change to a proposal made after the solicitation closing date, at the request of or as allowed by a Subcontracting Officer as the result of negotiations.

7. “Solicitation” means “Request for Proposal (RFP)” or “Request for Quotations (RFQ)” in negotiations.

8. "Time," if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day.

B. SUBCONTRACT AWARD NOTES

1. JLab will award a subcontract resulting from this solicitation to the responsible offeror that is determined capable, after evaluation in accordance with the factors and sub-factors in the solicitation, and provides the lowest, reasonable price.

2. JLab may (1) reject any or all offers if such action is in the public interest, (2) accept other than the lowest offer, and (3) waive informalities and minor irregularities in offers received.

3. JLab may reject any offer that is deemed deficient in any critical capability area or an offer that is non-responsive to the Technical Requirements and Terms and Conditions to the extent that the deficiency in capability or the non-responsiveness cannot be remedied within the time allotted for evaluation of the offers.

4. JLab may award a subcontract on the basis of initial offers received, without discussions. Therefore, your initial offer should contain your best terms, from a cost or price and technical standpoint.

5. JLab may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may be submitted for quantities less than those specified. JLab reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered, unless the offeror specified otherwise in the offer.

6. A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding subcontract without further action by either party.

Before the offer's specified expiration time, JLab may accept an offer (or part of an offer, as provided in paragraph (d) above), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by JSA/Jefferson Lab.

7. Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting subcontract. However, if the resulting subcontract contains a clause providing for price reduction for defective cost or pricing data, the subcontract price will be subject to reduction if cost or pricing data furnished is incomplete, inaccurate, or not current.

C. AMENDMENTS TO SOLICITATIONS

Instructions to Offerors & Evaluation Process Page 5

1. If this solicitation is amended, then all terms and conditions that are not modified remain unchanged.

2. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified for receipt of offers.

D. SUBMISSION OF PROPOSALS

1. Offerors are authorized and encouraged to submit their offers in an electronic format as described in Section

M below. However, if offeror is unable to submit the offer electronically, the offer and other written information shall be submitted in original plus two (2) copies.

2. Proposals shall be addressed to the office specified in the solicitation, and shall show the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Offerors using commercial carriers should ensure that the proposal is marked on the outermost wrapper with the information in this paragraph.

3. The first page of the proposal should show –

(a) The solicitation number; JSA-24-R432803

(b) The name, address, and telephone numbers of the offeror (and electronic address if available);

(c) Names, titles, and telephone numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with JSA/JLab in connection with this solicitation; and

(d) Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

4. Offerors are responsible for submitting proposals, and any modification, or revisions, so as to reach the JSA/JLab office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated JSA/JLab office on the date that proposal or revision is due.

5. Unless otherwise specified in the solicitation, the offeror may propose to provide any item or combination of items.

6. Offerors shall submit proposals in response to this solicitation in English and in U.S. dollars, unless otherwise permitted by the solicitation.

7. Item samples, if required, must be submitted within the time specified for receipt of offers. Unless otherwise specified in the solicitation, these samples shall be (1) submitted at no expense to JSA, and (2) returned at the sender's request and expense, unless they are destroyed during pre-award testing.

8. Offerors are expected to examine the drawings, specifications, Schedule, and all instructions. Failure to do so will be at the offeror’s risk.

9. Offers for supplies or services other than those specified will not be considered unless authorized by the solicitation.

10. Offerors must state a definite time for delivery of supplies or for performance of services, unless otherwise specified in the solicitation.

E. LATE SUBMISSIONS

1. Any proposal, modification, or revision received at The JSA/JLab office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Subcontracting Officer determines that accepting the late offer would not unduly delay the acquisition; and –

Instructions to Offerors & Evaluation Process Page 6

(a) If it was transmitted through an electronic commerce method authorized by the solicitation, and there is acceptable evidence to establish that it was received at the designated JSA/JLab site for receipt of offers and was under JSA/JLab’s control prior to the time set for receipt of offers; or

(b) It is the only proposal received.

2. However, a late modification of an otherwise successful proposal that makes its terms more favorable to JSA/JLab, will be considered at any time it is received and may be accepted.

3. Acceptable evidence to establish the time of receipt at The JSA/JLab installation includes the time/date stamp of that installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of JSA/JLab personnel.

4. If an emergency or unanticipated event interrupts normal JSA/JLab processes so that proposals cannot be received at the office designated for receipt of proposals by the exact time specified in the solicitation, and urgent JSA/JLab requirements preclude amendment of the solicitation, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal JSA/JLab processes resume.

F. WITHDRAWALS, MODIFICATIONS AND REVISIONS TO PROPOSALS

1. Proposals may be withdrawn by written notice received at any time before award. Oral proposals in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile or electronic commerce proposals, proposals may be withdrawn via facsimile or electronic commerce received at any time before award, subject to the conditions specified in the authorizing provision. Proposals may be withdrawn in person by an offeror or an authorized representative, if the identity of the person requesting withdrawal is established and the person signs a receipt for the proposal before award. Withdrawals are effective upon receipt of notice by the Subcontracting Officer.

2. Offerors may submit modifications to their proposals at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

3. Offerors may submit revised proposals only if requested or allowed by the Subcontracting Officer.

4. Proposals may be withdrawn by written notice at any time before award. Withdrawals are effective upon receipt of notice by the Subcontracting Officer.

G. OFFER EXPIRATION DATE

Proposals in response to this solicitation will be valid for thirty (30) days unless a different period is proposed by the offeror.

H. RESTRICTION ON DISCLOSURE AND USE OF DATA

Offerors that include in their proposals data that they do not want disclosed to the public for any purpose or used by JSA or the Government except for evaluation purposes, shall—

1. Mark the title page with the following legend: "This proposal includes data that shall not be disclosed outside JSA or the Government and shall not be duplicated, used, or disclosed--in whole or in part--for any purpose other than to evaluate this proposal. If, however, a subcontract is awarded to this offeror as a result of--or in connection with--the submission of this data, JSA or the Government shall have the

Instructions to Offerors & Evaluation Process Page 7 right to duplicate, use, or disclose the data to the extent provided in the resulting subcontract. This restriction does not limit JSA's or the Government’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets ”, and

2. Mark each sheet of data it wishes to restrict with the following legend: "Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal."

I. PREAWARD ON-SITE EQUAL OPPORTUNITY COMPLIANCE REVIEW

An award in the amount of $10 million or more will not be made under this solicitation unless the offeror is found, on the basis of a compliance review, to be able to comply with the provisions of the Equal Opportunity clause of this solicitation.

J. UNNECESSARILY ELABORATE PROPOSALS OR QUOTATIONS

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the offeror's or quoter's lack of cost consciousness. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor wanted.

K. QUESTIONS BY AND EXPLANATION TO PROSPECTIVE OFFERORS

Any prospective offeror desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing by the date provided in the Solicitation Form (PD 6) to allow a reply to reach all prospective offerors before the submission of their offers. Oral explanations or instructions given before the award of a subcontract will not be binding. Any information given a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment to the solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to other prospective offerors.

L. WEB POSTING AND ACCESSING SOLICITATION DOCUMENTS

This requirement is posted on the World Wide Web (WWW) at the site address http://www1.jlab.org . After going to the Jefferson Lab home page, click on Business Connections and then on Solicitation Bulletin Board. It is the offeror's responsibility to monitor the Web page for amendments or revisions to the solicitation and other related information posted to the Web. To increase the efficiency of the procurement process, offerors are highly encouraged to use the WWW to register for the solicitation and access information. However, offerors that do not have access to the WWW may request a hard copy of the solicitation by providing the Subcontracting Officer the registration information to include: company name, mailing address, e-mail (if any), phone, and fax number, and the offeror's business size status. Jefferson Lab may direct offerors to obtain hard copies of specifications and/or drawings at a cost from a commercial source. Please note that a request for a mailed copy or any mailing delay may not result in an extension to the solicitation submission deadline.

M. ELECTRONIC PROPOSALS

1. Definition. Electronic proposal, as used in this provision, means a proposal, revision or modification of a proposal, or withdrawal of a proposal that is transmitted to and received by JSA/JLab via electronic means.

2. Offers submitted via electronic means are subject to the same rules as paper proposals.

3. If any portion of the electronic received by the Subcontracting Officer is unreadable to the degree that conformance to the essential requirements of the solicitation cannot be ascertained from the document –

(a) The Subcontracting Officer shall immediately notify the offeror and permit the offeror to resubmit the proposal;

(b) The method and time for resubmission shall be prescribed by the Subcontracting Officer after consultation with the offeror; and http://www1.jlab.org/

Instructions to Offerors & Evaluation Process Page 8

(c) The resubmissions shall be considered as if it were received at the date and time of the original unreadable submission for the purpose of determining timeliness, provided the offeror complies with the time and format requirements for resubmission prescribed by the Subcontracting Officer.

4. JSA/JLab reserves the right to make award solely on the electronic proposal. However, if requested to do so by the Subcontracting Officer, the apparently successful offeror shall promptly submit the complete original signed proposal.

N. TYPE OF SUBCONTRACT

JSA contemplates award of a Firm Fixed Price subcontract resulting from this solicitation.

ATTACHMENT 3

STATEMENT OF WORK

Statement of Work for EIC Detector Solenoid Superconductor

Document Number: PMAG0000-0300-S0006 Date: 08/30/2024

Revision Number: A Project: EIC

Author: Sandesh Gopinath Department Owner: EIC

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell

PMAG0000-0300-S0006 SOW, Rev A Page 2 of 7

Table of Contents 1 Acronyms 3

2 Introduction 3

3 Scope 3

4 Procurement Officer’s Technical Representative (TR) 4

5 Documents Provided by TJNAF 4

6 Deliverables 4

6.1 Parts 4

6.2 Services 5

6.3 Documentation 5

7 Government-Furnished Equipment and Material 5

8 Delivery Schedule 5

9 Meetings 5

9.1 Kick-Off Meeting/Technical Exchange Meeting 5

9.2 Production/Work Readiness Review 6

9.3 In-Progress Surveillance/Hold Point 6

9.4 Pre-Shipping Review 6

10 Inspection and Test Plan 6

11 Subcontractor Instructions 6

11.1 Cleanliness 6

11.2 Serialization 6

11.3 Reporting Requirements 6

12 Shipping and Delivery 6

12.1 Packaging 6

12.2 TJNAF Delivery Address 6

13 Release and Revision History 7

14 Approvals 7

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell

PMAG0000-0300-S0006 SOW, Rev A Page 3 of 7

1 Acronyms

TJNAF – Thomas Jefferson National Accelerator Facility

BNL – Brookhaven National Laboratory

EIC – Electron-Ion Collider

RHIC - Relativistic Heavy Ion Collider

TR – Procurement Officer’s Technical Representative

PO – Procurement Officer

RFQ – Request for Quote

ARO – After Receipt of Order

PO# - Purchase Order Number

2 Introduction

The Electron Ion Collider is a partnership between Thomas Jefferson National Accelerator Facility

(TJNAF) and Brookhaven National Laboratory (BNL). It will be a new physics research facility to be constructed at Brookhaven National Laboratory based on the existing Relativistic Heavy Ion Collider

(RHIC) facility. The EIC will use the existing RHIC accelerator to produce hadrons with maximum proton energies up to 275 GeV. The hadrons will be collided with electrons produced in an all-new electron facility capable producing up to 18 GeV in energy. A detector is also being constructed to evaluate the particles scattered by these collisions.

The detector solenoid for the EIC is a large size superconducting magnet. Most of the detector magnets are one-off magnets and require a unique conductor. The conductor required for the EIC detector solenoid (named MARCO) is a copper cladded Rutherford cable, 22 strands of 0.85 mm diameter NbTi superconductor will be used to make the Rutherford cable of 8.85 mm x 1.49 mm size.

This Rutherford cable will then be soldered into a copper channel. The overall size of the copper cladded conductor is 11.4 mm x 4.6 mm. The conductor dimensions are shown in figure 1. Along with the dimensions, other important parameters are: the critical current (of the strands, cable and conductor), RRR of the final conductor, and twist pitch of the Rutherford cable. The overall conductor quality is very important for the success of the magnet.

Figure 1: Conductor Dimensions

3 Scope

Rutherford cable: 22 x Ø 0.847 Nb- Ti strands

11.4

.6

8.85

.4

0.26

Glass + Resin Insulation Matrix

OFHC Copper

SnSb Solder

Dimensions in mm

1.27

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell

PMAG0000-0300-S0006 SOW, Rev A Page 4 of 7

This statement of work (SOW) describes the requirements to which the procurement of the production quantities of the Rutherford cable-in-channel conductor to be used for the MARCO magnet fabrication to be used at the Electron Ion collider (EIC) at Brookhaven National Laboratory (BNL). This document outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein

4 Procurement Officer’s Technical Representative (TR)

The TR is a TJNAF employee assigned to interface with the Subcontractor on technical matters after subcontract award. The TR is only authorized to provide technical direction within the scope of the subcontract. Any modification to the scope or terms of the subcontract must be approved in advance by the TJNAF Subcontracting Officer.

After subcontract award, the TR will assist the Subcontractor in the interpretation of technical requirements as outlined in the contract. Any clarification provided by the TR concerning the work to be performed shall not be construed as a change to the subcontract. Only the TJNAF PO is authorized to accept nonconforming work; waive any requirement of this subcontract; or modify any term or condition of this subcontract.

All direction from the TR and the Procurement Officer shall be provided in writing.

TR Name: Renuka Rajput-Ghoshal

TR Phone: 757 – 269 (5992)

TR Email: renuka@jlab.org

5 Documents Provided by TJNAF

The following table lists all technical documents provided by TJNAF.

Document Name Document Number Rev ePIC Detector Solenoid MARCO Conductor Specifications PMAG0000-0300-S0005 A

Table 1 Applicable documents

6 Deliverables

6.1 Parts

The following Parts are to be delivered by the Subcontractor (see Table 2):

20 total production units of superconductor, where each unit has a minimum continuous length of 1.05 km. Total length of production conductor 21 km

The Conductor must be delivered in continuous lengths equal to the minimum unit length or to a multiple of it. The minimum unit length is 1050 m (excluding test samples requested by TJNAF). Fractions of a unit length shall not be considered to form part of the total amount ordered and shall not be billed to TJNAF.

Samples for external testing for production of every fourth production unit length of the conductor, i.e 5 sample sets over the production cycle.

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell mailto:renuka@jlab.org

PMAG0000-0300-S0006 SOW, Rev A Page 5 of 7

Type Quantity Unit Length (m) Length Total (m)

Sample Strand 2

2.5

Sample Cable 2

Sample Conductor 2

1.5

Production unit 20 1050 21000

Table 2 List of Manufactured Parts to be delivered by Subcontractor.

Notes:

1. On the 4 th

, 8 th

, 12 th

, 16 th

, and 20 th production unit

6.2 Services

NA

6.3 Documentation

Document Due Date

Quality Management System Manual, or equivilent

W/P

Preliminary Manufacturing Plan/schedule W/P

Qualification Plan Production Readiness Review

Inspection and Test Plan Production Readiness Review

Shipping and Handling Plan Production Readiness Review

Material Test Reports Pre-Shipping Review

All Inspection and Test Reports and Additional

Documentation

Pre-Shipping Review

Table 3 List of documents to be furnished by the subcontractor

Notes:

1. W/P – With Proposal

2. Documentation must address the following: Quality management, personnel training and qualification, quality improvement (deviation identification and prevention, corrective action), document and record control, work process control, design control, procurement control, inspection and acceptance test.

7 Government-Furnished Equipment and Material

NA

8 Delivery Schedule

Delivery 52 weeks ARO

9 Meetings

9.1 Kick-Off Meeting/Technical Exchange Meeting

2 weeks after ARO. The vendor shall provide the following to TJNAF:

Conductor parameters approved at the time of contract award.

Detailed fabrication/production schedule

Management structure

Primary contact & Secondary contact

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell

PMAG0000-0300-S0006 SOW, Rev A Page 6 of 7

9.2 Production/Work Readiness Review

A production readiness review shall be held no later than 3 weeks after Kick-off meeting. All applicable documents in section 6.3 to be provided 1 week before review.

9.3 In-Progress Surveillance/Hold Point

The requirements of the In-Progress Surveillance/Hold Point are as follows.

Subcontractor to pause production until Jlab approval of the electrical testing report. The frequency of electrical tests and test requirements are detailed in section 5 of the specifications document PMAG0000-0300-S005 Rev A. The subcontractor shall provide test results within a week of it completion for Jlab approval to limit delays.

9.4 Pre-Shipping Review

All documents as listed in section 6.3 shall be submitted to TJNAF for approval before the production units are shipped to TJNAF

10 Inspection and Test Plan

See specifications document - PMAG0000-0300-S0005 Rev A

11 Subcontractor Instructions

11.1 Cleanliness

See specifications document - PMAG0000-0300-S0005 Rev A

11.2 Serialization

See specifications document - PMAG0000-0300-S0005 Rev A

11.3 Reporting Requirements

Technical and Progress reporting shall be monthly after the kick-off meeting. See specifications for further details

12 Shipping and Delivery

The production units shall be shipped either to TJNAF in USA or to a Magnet fabrication vendor in Europe.

The quote should include either possibilities as the magnet vendor and production plan will be finalized early 2025

12.1 Packaging

See specifications document - PMAG0000-0300-S0005 Rev A

12.2 TJNAF Delivery Address

Use the following format for the delivery address labeling:

EIC

MARCO Superconductor

Attention: Renuka Rajput-Ghoshal (757 – 269 5992)

Jefferson Lab

12000 Jefferson Ave

Newport News

VA, 23606, USA

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell

PMAG0000-0300-S0006 SOW, Rev A Page 7 of 7

13 Release and Revision History

Rev # Major Changes Approval Date:

- Initial version 08/01/2024

14 Approvals

Approved by: Name: Signature: Date:

Author Sandesh Gopinath In Document Control In Document

Control

Subject Matter

Expert Renuka Rajput-Ghoshal In Document Control

In Document

Control

EIC Quality Engineer Jacob Harris In Document Control In Document

Control

EIC System Lead Rolf Ent In Document Control In Document

Control

Approved: 09/09/2024; E-Sign ID: 560057; Signed By: Checker: R. Rajput-Ghoshal; QA: J. Harris; Approver 1: R. Ent; DCG: T. Fuell

THOMAS JEFFERSON NATIONAL ACCELERATOR FACILITY

12000 Jefferson Avenue Newport News, VA 23606 PMAG0000-0300-S0005 Rev A

PMAG0000-0300-S0005 Rev A

TITLE: PMAG0000-0300-S0005 ePIC Detector Solenoid

MARCO Conductor Specifications

DATE: 08/30/2024

BY: Sandesh Gopinath CHK: Probir Ghoshal

PRINT:

APP: Renuka Rajput Ghoshal

APP:

Revision History

A RF comments incorporated SG PG RRG 08/30/24

0.0 Initial Release SG PG RRG 08/02/24

REV. ECO# DESCRIPTION BY CHK. APP. APP. DATE

SUMMARY OF CHANGES FROM PREVIOUS REVISION:

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell

Contents

1 Introduction to the EIC Project

2 ePIC Detector & Solenoid Overview

3 Specifications

3.1 Conductor

3.2 Strands

3.3 Rutherford Cable

3.4 Copper channel

4 Alternative Conductor Design

5 Tests

5.1 Strand

5.2 Cable

5.3 Conductor

5.4 Electrical Acceptance Criteria

5.5 Frequency of Sample Testing

5.5.1 Dimensional Testing

5.5.2 Electrical Testing

5.6 Samples for JLab

5.7 Process control and Qualification program

5.8 Quality assurance plan

5.9 Documents

5.9.1 Manufacturing plan

5.9.2 Statistical process and quality control

5.10 Summary of the production controls

5.10.1 On the raw materials

5.10.2 On the strands

5.10.3 On the cable

5.10.4 On the copper channel at final dimensions before insertion

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell

5.10.5 On the conductor

6 Cleaning

7 Preparation of delivery

7.1 Spools

7.2 Packaging

7.3 Marking and identification requirements

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell

1 Introduction to the EIC Project

The Electron-Ion Collider (EIC) is a new accelerator (Figure 1) currently being constructed at

Brookhaven National Laboratory (BNL), to collide beams of electrons and ions. This project is realized as a collaborative effort between BNL and Jefferson Lab (JLab) and scheduled to start operations in the early 2030s.

The EIC will be a discovery machine for unlocking the secrets of the "glue" that binds the building blocks of visible matter in the universe.

Figure 1 Electron Ion Collider layout with ePIC detector at 6 O’clock position at the interaction region-6 (IR6) located

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell

2 ePIC Detector & Solenoid Overview

The EIC General Purpose Detector system, ePIC (Figure 2), is located at Interaction point 6 (IP6) and includes a 2T solenoid (MARCO) at its heart with an operational central field of 1.7T. The solenoid is 3.5 m in diameter and 3.8 m long, it will use a niobium-titanium conductor cooled at

4.5 K. The detector solenoid for the EIC is a large superconducting magnet. Most of the detector magnets are one-off magnets and require a unique conductor. The conductor required for the

EIC detector solenoid is a copper-cladded Rutherford cable; 22 strands of 0.847 mm diameter

NbTi superconductor will be used to make the Rutherford cable of 8.85 mm x 1.49 mm size. This

Rutherford cable will then be soldered into a copper channel. The overall size of the copper cladded conductor is 11.4 mm x 4.6 mm. The conductor dimensions are shown in Figure 3. The insulation matrix shown is for reference only and is not part of the conductor specification. Along with the dimensions, other important parameters are the critical current (of the strands, cable and conductor), RRR of the final conductor, and twist pitch of the Rutherford cable. The overall conductor quality is very important for the success of the magnet. This document details the specifications for the strands, Rutherford cable and cladded- conductor.

Figure 2 ePIC Detector Design schematic.

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell

Figure 3 Conductor component definitions and dimensions

3 Specifications

This specification defines the technical requirements for the Niobium-Titanium (Nb-Ti) superconductor used to fabricate Rutherford-type cable-in-channel to be used for the MARCO magnet. It covers the fabrication, inspection, tests and delivery to JLab of the superconducting conductor for the fabrication of MARCO solenoid.

It includes:

i. The procurement and qualification requirements of all component materials.

ii. The qualification requirements of the fabrication, assembly and QC processes

The methods of procurement, fabrication and testing by the manufacturer will be set up to allow full monitoring and traceability of the conductor components through the full process to delivery.

JLab and the subcontractor shall agree and modify the details of the specification if needed before the production readiness review and before commencement of manufacturing.

11.4

.6

8.85

.4

0.26

Glass + Resin Insulation Matrix

OHFC Copper Channel

SnSb Solder

Dimensions in mm

Rutherford cable: 22 x Ø 0.847 Nb- Ti strands

1.27

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell

3.1 Conductor

The conductor is made of two components:

(i) A Rutherford type flat cable of ~22 NbTi/Cu strands

(ii) A high conductivity copper stabilizer channel of overall dimension 11.4 mm x 4.6 mm.

The main characteristics of the superconducting conductor are summarized in Table 1 and subsequent paragraphs. The subcontractor shall ensure that the chemical, metallurgical, electrical, mechanical, dimensional and surface characteristics of the conductor conform to the present specification.

The cable should be able to be held in the channel without soldering as well. The solder details and melting temperature shall be provided to Jlab before fabrication. The conductor dimensions and tolerances are given in Table 1. The mechanical properties of the conductor will be measured using the standard measurement methods.

Table 1 Conductor specifications

Parameter Nominal Value Tolerance

Critical Current at 3T and 4.22 K – Extrapolated from extracted Strand value (A)

>13800 n - value (transition index) for the extracted strand out of conductor

>40

0.2 % Yield stress (tensile on the whole conductor at 300 K) (MPa)

>165 MPa

RRR conductor >80

Outer width (mm) 11.4 ± 0.08

Outer thickness (mm) 4.6 ± 0.06

Corner radius (mm) 0.2 to 0.5

Cu:SC ratio 8.57 ± 1.0

Profile tolerance and overall conductor dimensions (mm)

± 0.08

The cable soldering should be strong enough to prevent the cable from being extracted from the channel with a pulling force of 15kg. JLab shall verify the preferred solder by the vendor before the soldering process. The vendor will provide the chemical composition and mechanical properties of the solder. and samples for JLab).

3.2 Strands

The strands are a composite of NbTi filaments embedded in a high-quality copper matrix. Their fabrication starts from the assembly, called a billet, consisting of NbTi rods in copper tubes and copper keys in a copper can. The strands produced from a billet could be in variable lengths

Approved: 09/09/2024; E-Sign ID: 560056; Signed By: Checker: P. Ghoshal; Approver 1: R. Rajput-Ghoshal; DCG: T. Fuell because of breakages or on purpose. A continuous length of unbroken strand without cold welds is called a ‘production strand’. Each cable will have 22 production strands and the length needed per strand in a cable is a ‘production length of a strand’. The strands must be tinned before cabling, vendor needs to explain if they decide not to tin the strand. The strand specifications are given inTable 2.

Table 2 Strand specifications

Parameter Nominal Value Tolerances

Strand Diameter (mm) 0.847 ± 0.003

Filament Diameter (µm) <30

Cu:SC Ratio 1.31 ± 0.1

RRR (before cabling) >110

Twist Pitch (mm) 30 ± 15%

Filament Twist Direction Defined by the Vendor

Critical current at 3T and 4.2 K before cabling (for one strand) (A)

>735

“n” value at…