NSLSII-23ID2-SOW-002_v1_Final.pdf

Brookhaven National Laboratory Number: NSLSII-23ID2-SOW-002

Brookhaven Science Associates Version: 1

National Synchrotron Light Source II (NSLS-II) Effective: 16FEB2024

NSLS-II IOS Beamline INSPIRE Endstation System Package

Statement of Work (SOW) QA Category: A-2

Document Reviewed and Approved By:

Prepared by Approval Ira Waluyo NSLS-II IOS Lead Beamline Scientist

ESH Approval Robert Lee NSLS-II ESH Manager

Approved By Christopher Eng NSLS-II Beamline Engineer

Approved By Philip Bernath PPM Contracts Administrator

Approved By Steve Moss NSLS-II Authorization Basis Manager

Approved By Joseph Zipper NSLS-II Quality Assurance Engineer

Approved By Stuart Wilkins DSSI Program Manager

Reviewed By Joseph Dvorak ARI/SXN Beamline Scientist, Soft X-ray

Scattering & Spectroscopy Program

Reviewed By Steve Hulbert NSLS-II Soft X-ray Scattering and

Spectroscopy Program Manager

Reviewed By Adrian Hunt IOS Beamline Scientist

Reviewed By Stephen Sherwood NSLS-II Liaison Engineer

VERSION CONTROL SHEET

VERSION DESCRIPTION DATE AUTHOR APPROVED BY

1 First Issue 16FEB2024 I. Waluyo See cover page.

ii National Synchrotron Light Source II

Version 1 ii Brookhaven National Laboratory

Contents

1 Introduction and Overview

1.1 Background

1.2 Scope

2 References

2.1 Conflicts

3 Requirements

3.1 Contractor Responsibilities

3.1.1 Technical Performance

3.1.2 Tools/Fixtures/Test Equipment

3.1.3 Spare Parts/Special Tools

3.1.4 Installation

3.1.5 Commissioning

3.1.6 Training

3.2 Design and Manufacturing Requirements

3.2.1 Radiation Safety Approval

3.2.2 Detailed Design Requirements

3.2.3 Acceptance Test Procedure

3.2.4 Detailed Manufacturing, Testing, and Commissioning Requirements

3.3 Management

3.3.1 Program Plan

3.3.2 Progress Teleconference

3.3.3 Manufacturing/Inspection/Test Plan

3.3.4 Performance Reporting

3.3.5 Design Reviews

3.4 Documentation and Data Management

3.4.1 General Documentation Requirements

3.4.2 Drawing and Model File Format Requirements

3.4.3 Installation Drawings

3.4.4 End Item Documentation

3.5 Configuration Management

3.6 Environment, Safety and Health (ES&H)

3.6.1 Contractor Work on Site at BNL

3.6.2 Electrical Safety

3.6.3 Pressure Safety

3.6.4 Fire Safety

3.6.5 Attachment Points and Lifting Fixtures

3.7 Marking and Serialization

3.8 Warranty

3.9 Packaging

3.9.1 Vacuum Components

3.9.2 Weather Sealing and Impact Protection

3.9.3 Contamination and Humidity Protection

3.9.4 Moving Parts

3.9.5 Drop and Tilt Sensors

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3.9.6 Package Labeling

3.9.7 Maximum Package Weight

4 Installation

4.1 General Requirements

4.2 Lifting Equipment

5 Quality Assurance

5.1 Quality Assurance Requirements

5.2 Material Review Board (MRB) Authority

5.3 QA Flow-Down

6 Schedule/milestones

7 Deliverables

8 Value Engineering

Definitions/Acronyms

ABL As-Built List

ASME American Society of Mechanical Engineers

ATP Acceptance Test Procedure

BNL Brookhaven National Laboratory

BSA Brookhaven Science Associates

CAD Computer Aided Design

EPICS Experimental Physics and Industrial Control System

EPS Equipment Protection System

ESH Environment, Safety, and Health

FDR Final Design Review

FTP File Transfer Protocol

HASP Health and Safety Plan

IEEE Institute of Electrical and Electronics Engineers

INSPIRE Inelastic Scattering, Photoemission, and Infrared

Endstation

IOS In-situ and Operando Soft X-ray Spectroscopy

JHA Job Hazard Analysis

LSZH Low Smoke Zero Halogen

MRB Material Review Board

MRP Material Requirements Planning

NBBI National Board of Boiler Inspectors

NEC National Electric Code

NFPA National Fire Protection Association

NRTL Nationally Recognized Test Lab

NSLS-II National Synchrotron Light Source II

P&IDs Process and Instrumentation Diagrams

PDR Preliminary Design Review

PPE Personal Protective Equipment

QA Quality Assurance

SAT Site Acceptance Test

SDS Safety Data Sheet

SOW Statement of Work

TC Tray Cable

UHV Ultra High Vacuum

UL Underwriters Laboratories

VDCT

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1 INTRODUCTION AND OVERVIEW

1.1 Background

National Synchrotron Light Source II (NSLS-II) is a state-of-the-art scientific research facility at Brookhaven

National Laboratory (BNL) that operates continuously 24 hours per day, 7 days per week. NSLS-II includes a full-energy booster/injector that injects electrons at 3 GeV into a highly optimized electron synchrotron storage ring that is 792 meters in circumference at the electron beam centerline. The NSLS-II storage ring can accommodate a minimum of 58 experimental beamlines.

The INSPIRE Endstation System Packge described in this document, hereafter referred to as “the

Equipment,” will be used as a vital part of the INSPIRE upgrade of the In-situ and Operando Soft X-ray

Spectroscopy (IOS) beamline, providing the means to meet the requirements of the scientific experiments to be performed.

1.2 Scope

This Statement of Work (SOW) is the basis for the procurement of the Equipment, which will be used on the

IOS beamline at the National Synchrotron Light Source II (NSLS-II) at Brookhaven National Laboratory

(BNL). This SOW outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

2 REFERENCES

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

Document Number Document Title

10CFR851 Worker Safety and Health Program

ASME B30.26 Rigging Hardware

ASME B31.3 Process Piping – 2015 Edition

ASME BTH-1 Design of Below-the-Hook Lifting Devices, Design Category “A”

ASME Y14.5 Dimensioning and Tolerancing: Engineering Drawing and Related Documentation Practices

BNL-81715-2008-IR Vacuum Systems Consensus Guideline for Department of Energy Accelerator Laboratories

BNL-QA-101 BNL Supplier Quality Assurance Requirements

IEEE 1202 IEEE Standard for Flame-Propagation Testing of Wire and Cable

NSLSII-23ID2-SPC-002 Technical Specification for the NSLS-II IOS Beamline INSPIRE Endstation System, henceforth referred to as “the Specification.”

NSLSII-PSD-SPC-001 Standard Technical Specifications for NSLS-II Beamline Components

NSLSII-DPT-STD-002 NSLS-II Nomenclature Standard

NFPA 70 National Electrical Code -2020 Edition http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=70

NFPA 70E Standard for Electrical Safety in the Workplace

UL 508 Industrial Control Equipment http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=70

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2.1 Conflicts

In the event of a conflict between the Technical Specification and the SOW, 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.

3 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions as defined in this SOW, the

Contractor shall be responsible for the design, engineering, purchase of all materials, manufacturing, assembly, delivery, installation, testing and commissioning of the Equipment.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with the Specification document and all referenced documents, the Contractor shall design, engineer, manufacture and assemble the Equipment. The Contractor shall test the Equipment at the Contractor’s facility, then deliver, install, test and commission the Equipment at BNL. It is the

Contractor’s responsibility to ensure that the Equipment complies with all specification requirements.

3.1.2 Tools/Fixtures/Test Equipment

The Contractor shall be responsible for supplying all materials, including (but not limited to) the construction of all tools, jigs, fixtures, and test equipment required to complete the manufacture and installation of Equipment. All special tools and test equipment fabricated or procured by the

Contractor shall be the property of BSA and shall be accounted for by the Contractor.

3.1.3 Spare Parts/Special Tools

Delivery of the Equipment shall include the following spares:

▪ Three (3) spare fasteners of each type where these are specialized or custom (e.g., vented screws, silver plated bolts, etc.)

▪ One (1) spare motor and one (1) spare encoder and readout of each type used on the

Equipment

▪ Five (5) spare gaskets of each type where these are specialized or custom

3.1.4 Installation

The Contractor shall install all deliverables as set forth herein, survey into position, and make final connections to all of the necessary utilities (e.g., electrical power [plug-in], compressed air), at all interface points.

3.1.5 Commissioning

The Contractor shall be responsible for the commissioning of the Equipment. Commissioning shall be defined as:

▪ All test and demonstration work, performed onsite at BNL.

▪ The Contractor shall perform commissioning of the completed Equipment without the x-ray beam.

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3.1.6 Training

During the commissioning phase of the contract, the Contractor shall provide hands-on training by project-experienced personnel for three (3) BSA personnel for the safe operation and maintenance of the Equipment. This training shall be conducted at BNL for a period of three (3) working days during the commissioning phase (without x-ray beam).

3.2 Design and Manufacturing Requirements

3.2.1 Radiation Safety Approval

The Contractor shall provide all material necessary for evaluation of the x-ray synchrotron radiation safety, such as the thicknesses of the walls of UHV vessels, pipes, viewports, and bellows.

3.2.2 Detailed Design Requirements

3.2.2.1 Preliminary Design Review (PDR) Report

The Contractor shall be responsible for providing a PDR report that reflects the state of the developed design. The PDR report shall consist of the following items to be addressed in detail and supported by preliminary calculations that shall be presented at the PDR for review and approval.

The Contractor shall provide 2D plan and elevation drawings of the Equipment (on the basis of the Specification), showing the Contractor’s proposed component designs. All drawings shall be to scale, and include dimensional detail inclusive of overall height, width, length, interface details, beam height and any deflections to confirm the beam travels along the desired path and component center locations without any obstructions due to aperture and slit sizes. Note that in all drawings and models the beam direction shall go from right to left.

The report shall also include the following:

▪ A PDR meeting agenda and a preliminary copy of the PDR presentation (in MS

PowerPoint or PDF format) that the Contractor will provide to BSA personnel explaining their design approach and how it will meet all BSA requirements. Written explanation shall be included with this presentation with detail illustrating how all

BSA requirements will be fully met.

▪ A project schedule in Microsoft™ Project with all required tasks, milestones, and subcontractor efforts that support contractual requirements.

▪ A preliminary 3D model of the Equipment that can also be viewed on screen in the native CAD program.

▪ All drawings and documentation of the subassemblies and systems identified with titles, numbers and labels, as well as all software, shall adopt a common nomenclature, in accordance with BSA document NSLSII-DPT-STD-002, NSLS-II Nomenclature Standard.

▪ Detailed plan for implementing equipment protection, with a list of interfaces compatible with the NSLS-II EPS.

▪ Mechanical system and subsystem descriptions with ballooned assembly drawing callouts.

▪ Specifications, sourcing, and catalog specification sheets for all commercially packaged components.

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▪ Structural, stress/deflection, and thermal calculations, with accompanying finite element analysis models. Models shall be provided electronically in their native

ANSYS format, as well as in hard copy form.

▪ Initial vacuum system layout.

▪ Power management plan for the Equipment components, ensuring the performance specifications.

▪ Preliminary control system architectural information including relevant schematics, flowcharts, block diagrams, and controls interface definitions. It shall include a preliminary enumerated (numbered) requirements specification.

A final version of the PDR report shall be submitted to BSA which includes the minutes and agreed-to changes, as described in section 3.3.5.1. These minutes shall include:

▪ PDR comments and notes taken during the PDR meeting.

▪ All PDR action items requiring resolution with details added explaining how these items will be acceptably resolved – including action item description, due date, responsible organization, and responsible person.

The final PDR report shall be reviewed and approved by BSA in writing before it can be considered complete.

3.2.2.2 Final Design Review (FDR) Report

The Contractor shall be responsible for providing an FDR report that reflects the state of the developed design as it evolved from the PDR. The Contractor shall be responsible to develop the overall design of the Equipment in accordance with the applicable specifications and supporting documents as identified herein. The Contractor shall perform the tasks listed below, with the results to be included in the Final Design Review

Report for review and approval in writing by BSA. The FDR will include a safety review of the designs and all recommendations of the review committee shall be implemented in the final designs. Prior to the FDR, the Contractor shall prepare and submit a draft Final

Design Review report that includes the following:

General information

▪ The names and contact information of the contributors to the FDR report.

▪ A brief summary of any changes to the design since the PDR.

▪ A complete schedule showing all milestones and major activities required to meet all contractual requirements.

▪ List of all individual Equipment components and their final locations, with accompanying 2D and 3D drawings/models.

Detailed design information

▪ A final 3D solid model of each Equipment component that can also be viewed on screen in the native CAD program.

▪ All drawings and documentation of the subassemblies and systems identified with titles, numbers and labels, etc., that adopt a common nomenclature in accordance with

BSA document NSLSII-DPT-STD-002, NSLS-II Nomenclature Standard.

▪ Final vacuum system layout and base pressure calculations including a detailed listing of all materials and the quantities (i.e., surface area if solid, specifications of wire, NSLSII-23ID2-SOW-002: NSLS-II IOS Beamline INSPIRE Endstation System Package Statement of Work (SOW) 5

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▪ Specification/data sheets for x-ray windows and viewports including, but not limited to, manufacturer, model number, dimensions, material, and pressure limitations.

▪ Mechanical component life-cycle calculations, including (but not limited to) bearings and motors.

▪ Mechanical system and subsystem descriptions with ballooned assembly drawing callouts.

▪ Specifications, sourcing, and catalog specification sheets for all commercially packaged components.

▪ Electrical system, instrumentation, controls component specifications, and cut-sheets.

▪ Controls system hardware details, including Process and Instrumentation Diagrams

(P&IDs), sample wiring and termination diagrams, high-level block diagrams, rack layouts, and interface definitions.

▪ Software details including class diagrams, sequence diagrams, VDCT database layouts, logic diagrams for EPS, sequences, state machine diagrams, interface definitions, flowcharts and any EPICS interface code (where applicable).

▪ Utilities requirements (e.g., water pressure differential and flow rate, electrical voltage and rated current, compressed air capacity, pressure and flowrate), listed by component (where applicable).

▪ Final list of flanges and functionality for the vacuum chambers.

▪ Final list of vacuum components for the chambers, inclusive of part number, description and source of supply.

▪ Material selections; environmental compatibility with x-ray radiation; and UHV, surface, and heat treatments.

▪ Documentation confirming that applicable safety codes and standards have been met.

The documentation shall include a listing of such codes with corresponding written explanation describing how all applicable code requirements have been met.

▪ Proposed design improvements and upgrades; refer to section 8, Value Engineering.

Manufacturing and QA information

▪ Manufacturing/Inspection/Test Plan.

▪ Manufacturing and assembly planning, including any related concerns, including, but not limited to, schedule and high risk items.

▪ Assembly and test procedures.

▪ Details of any production tooling

▪ Acceptance Test Procedure (ATP).

▪ Identification of any Equipment components or sub-assemblies that contain materials with a shorter life than defined in the Specification and the details of the required spares for the lifetime of the Equipment.

▪ The location of identification labels (defined in section 3.7) shall be described.

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ESH information

▪ Identification of hazards, and their mitigation, during all stages of the life of the

Equipment including installation, commissioning, operation, maintenance, and repair. This information shall be provided to determine ESH compliance and also included in the operations and maintenance manual. Identification of means to eliminate or manage each hazard shall be provided based on the following hierarchy:

▪ substitute with something less hazardous, or

▪ engineering control to mitigate the severity of the hazard, or

▪ use Personal Protective Equipment (least desirable).

Pressure Safety

▪ Calculations that all vacuum vessel compressive stresses meet the allowable ASME stresses for the materials used, per methods stated in ASME Code Case 2286

(referenced in BSA document BNL-81715-2008-IR, Vacuum Systems Consensus

Guideline for Department of Energy Accelerator Laboratories), or equivalent.

▪ Calculations that all process piping meets ASME B31.3 requirements or BSA approved equivalent.

▪ Calculations used to determine pressure relief device sizing and performance.

▪ Certification that all required pressure relieving devices used are approved by either the ASME or National Board of Boiler Inspectors (NBBI).

▪ Documentation of required proof tests procedures and results.

▪ Copies of the Contractor’s approved welding standard.

Installation, Commissioning and Operation Information

▪ Tip stability, weight, center-of-gravity, and floor load calculations.

▪ Fiducialization, survey and alignment plans with a required equipment list. Plans for placement of beamline fiducial markers by BSA will be made available to the

Contractor at least two weeks prior to the PDR.

▪ Provisions for lifting and rigging (as set forth herein), transport and aisle clearance information. Note that all Equipment will be moved along aisles.

▪ List of all lifting operations required for truck or container unloading and installation, and confirmation that the equipment listed in section 4.2 meets all requirements.

▪ Preliminary installation work plan as specified in Section 4, with drawings and information, including the following:

Installation cross-section, plan, and elevation views within the NSLS-II aisleways

Required utilities callouts (power, compressed air, where applicable)

Controls schematics (where the control system is included) and controls interface locations and definitions where the controls are not included

▪ Guards, grounding, safety features, and precautions to meet applicable safety codes and standards.

▪ Maintenance and lubrication schedule.

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▪ All detailed documentation, including (but not limited to) manufacturing drawings, top level assembly drawings, parts lists, schematics, and installation drawings.

Commissioning Plan information

▪ Step-by-step procedure for Equipment turn-on, including utilities and controls requirements.

▪ Limit of operating range and homing procedure of each component.

▪ The equipment required for this initial commissioning, without beam.

▪ The use of Contractor’s motor controllers, prior to BSA making connections to BSA supplied control systems.

▪ How the initial acceptance criteria will be met when performance is demonstrated without beam.

▪ A written procedure for future calibration of sensors and tuning of motors.

▪ Training provided for all requirements listed above during the commissioning.

Spares

▪ Final list of additional recommended spare parts determined during the FDR.

3.2.2.3 Approval to Proceed

BSA must approve in writing the Final Design Review Report, including any modifications introduced at the Final Design Review, before the Contractor proceeds with ordering of material and components. Ordering of long-lead-time materials and components prior to the approval of the Final Design Review Report must be reviewed and approved in writing by BSA.

3.2.3 Acceptance Test Procedure

The Contractor shall provide an ATP that is in accordance with this SOW, the Specification, and all reference documents noted herein.

The ATP must be approved by BSA prior to use. The ATP shall ensure that all test requirements as defined in the Specification are achieved.

3.2.4 Detailed Manufacturing, Testing, and Commissioning Requirements

3.2.4.1 Factory Acceptance Testing

The Equipment shall be tested at the Contractor’s facility in the presence of BSA representatives to demonstrate full compliance with the Specification. All motions shall be tested using the Contractors motion control system as well as a motion control system to be supplied by BSA. Tests shall be conducted to verify the specifications listed in the

Specification document are met. The tests shall be conducted on the Equipment at the

Contractor’s facility according to the ATPs, prior to delivery to BNL.

All test data shall be documented and accompany the Equipment at delivery. Acceptance of the test data is contingent upon data review and written approval prior to shipment of the Equipment.

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3.2.4.2 Acceptance Testing at BNL

The Equipment shall be tested at BNL by the Contractor to demonstrate full compliance with the Specification. These tests shall include testing without x-rays. The tests shall be conducted on the Equipment at BNL according to the ATP, prior to final acceptance.

3.2.4.3 Commissioning Reports

A commissioning report for the tests shall be provided by the Contractor. The report shall include, but is not limited to, the results of all tests performed including graphs, print-outs, drawing updates, calibration data, and control system tuning parameters. A summary sheet including any non-compliances shall be included. Final acceptance is contingent on

BSA data review and written approval by BSA.

3.3 Management

3.3.1 Program Plan

Within two (2) weeks after award of contract, the Contractor shall deliver a detailed program plan which includes a milestone schedule defining the design validation, manufacturing, and testing in sufficient detail to allow regularly scheduled progress monitoring.

3.3.2 Progress Teleconference

Within two (2) weeks after award of contract, bi-weekly program technical and progress teleconferences and/or meetings between the Contractor and BSA shall be held at a mutually scheduled time. The discussions shall include the Contractor’s progress, technical and contractual questions, analyses, design reviews, value engineering, troubleshooting, material status, tooling status, resources, and manufacturing issues.

3.3.3 Manufacturing/Inspection/Test Plan

A manufacturing plan shall be developed which identifies the manufacturing processes required to complete all efforts identified in this SOW. The plan shall be submitted for review at the FDR and approved in writing by BSA. The plan may be a single document or may make use of existing travelers or other suitable planning and control documents. It shall address the Material Requirements

Planning (MRP), and at a minimum shall include manufacturing, inspection, and test steps— including the identification of critical manufacturing operations and parts/subassemblies and showing integrated flow into the end item(s). If the Contractor does not have an MRP system in place, then details for purchasing all raw materials, shop loading (by work center), and a schedule for manufacturing all components and assemblies through packaging and shipping shall be provided by the Contractor.

3.3.4 Performance Reporting

Throughout the life of the contract, the Contractor shall supply a written report by the fifth of every month to the BSA technical representative and contractual representative that clearly details progress through the prior month with respect to the program. This shall include milestone charts, detailed progress, open items, problems, recommended solutions, and risk mitigation.

3.3.5 Design Reviews

3.3.5.1 Preliminary Design Review Meeting

A PDR meeting shall be held in accordance with the schedule set forth in section 6 herein.

To ensure that the requirements are compliant with this SOW, applicable Specifications, and interface control drawings, the Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft PDR Report that shall consist of the requirements set forth in section 3.2.2.1. The contents of this report shall be reviewed at

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Contractor shall be responsible for maintaining and submitting the minutes of the PDR and shall also incorporate any agreed-to changes into the final comprehensive PDR

Report, both of which shall be submitted within ten (10) working days of the PDR for subsequent review and approval by BSA.

3.3.5.2 Final Design Review Meeting

An FDR meeting shall be held in accordance with the schedule set forth in section 6 herein. The Contractor shall provide, no later than ten (10) working days prior to the scheduled meeting, a draft FDR Report that shall consist of the requirements set forth in section 3.2.2.2. The findings of the FDR Report shall be reviewed at the FDR to be held at BNL and shall cover all pertinent issues relating to the final detailed design of the

Equipment. The Contractor shall be responsible for maintaining and submitting minutes of the FDR and shall also incorporate any agreed-to changes into the final comprehensive

FDR Report, both of which are to be submitted to BSA within ten (10) working days of the FDR for subsequent review and approval. After written approval of the FDR report by BSA, the Contractor shall promptly begin manufacturing the Equipment.

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

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3.4 Documentation and Data Management

3.4.1 General Documentation Requirements

▪ All documentation and source code provided by the Contractor shall be in English.

▪ All reports and documentation noted in this SOW/SPC shall consist of one (1) set of paper copies, and one (1) set on digital media (CD ROM and/or USB data storage device), unless otherwise noted.

▪ BSA requires detailed drawings to allow installation, maintenance, and future upgrade of the

Equipment. All drawings shall:

Be formatted in accordance with ASME Y14.5 or equivalent (requires written approval by

BSA)

Have views shown in third-angle projection

Use metric dimensions and tolerances

Have a separate parts list if not embedded in the drawing

Have part number designations in accordance with BSA document NSLSII-DPT-STD-002, NSLS-II Nomenclature Standard

Be provided to BSA in electronic format as defined in section 3.4.2, supplied on a DVD or

BSA identified FTP site, and accompanied by two (2) sets of full size prints

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

▪ All cable schedules shall be provided electronically in Microsoft™ Excel format spreadsheets with formal “controlled copies” in PDF format, on a USB drive and be accompanied by two (2) of sets of hard copies.

3.4.2 Drawing and Model File Format Requirements

The Contractor shall provide and maintain, as well as have the capability to receive and send, CAD files of all components or assemblies in the following formats:

▪ 2D formats: .IDW (2D Drawings of .IPT and .IAM files), and AutoCAD 2D drawings (.DWG format)

▪ 3D solid model formats:

o Inventor .IPT Part models and .IAM Assembly models are preferred o .STP or .SAT models.

3.4.3 Installation Drawings

The Contractor shall supply installation drawings showing all necessary equipment dimensions required for installation; all connections to the BSA-provided equipment, and services, shall be clearly shown.

The Contractor shall supply general arrangement and floor plan drawings which shall be at a scale of not less than 1:50, and details shall be at a scale of 1:20.

The installation drawings shall include, but are not limited to:

▪ Layout drawings of all deliverables included in the Contract

▪ Cabling and wiring connections, including the earthing system, showing cable/conductor types, BSA-provided numbering, sizes and anticipated electrical loads

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▪ Schematic diagrams of individual subsystems showing all circuit diagrams, instrumentation, and control system connections

3.4.4 End Item Documentation

The Contractor shall provide an electronic copy (except as noted) of the End Item documentation package in accordance with the schedule set forth in this SOW. The End Item documentation package for the Equipment shall consist of the following documentation:

▪ Completed travelers

▪ As-Built Listing (ABL) for each configurable subassembly or component

▪ Manufacturing/Inspection/Test data for inspections performed at incoming inspection or during manufacturing

▪ Certificate of Conformance

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

▪ Material certifications of defined materials (specifically, flexures, vacuum vessels, and any other component with a safety function)

▪ Source inspection documents for all major items purchased by the Contractor, such as vacuum vessels (source inspections would be those conducted at a subcontractor to the

Contractor)

▪ Inspection and test documentation of required proof testing results for all process lines and vacuum vessels as specified in Section 3.6.3

▪ Certification that all required pressure relieving devices used are approved by either the

ASME or National Board of Boiler Inspectors (NBBI)

▪ Acceptance Test Reports and copies of test certificates

▪ All 2D drawings and 3D solid models

▪ Complete list of all individual components and their serial numbers (see section 3.7 for serialization requirements)

▪ All third-party equipment manuals

3.4.4.1 Manufacturers’ and Equipment Drawings

Drawings from third party manufacturers or other equipment suppliers shall indicate principle dimensions, fixings, connections and all other relevant details. The Contractor shall supply manufacturers’ and equipment drawings in sufficient detail for installation and repair or maintenance.

All wiring diagrams shall indicate clearly that wiring which forms part of, or is connected to, the Equipment as delivered and shall include the following minimum information:

▪ Cable identification and all terminal numbers

▪ Inter-connections between different items

3.4.4.2 As-Installed Drawings

The drawings shall provide an accurate record of the Equipment delivered under this contract as installed, which shall include:

▪ Major items of Equipment and system controls

▪ Equipment layouts, with sections to a scale of not less than 1:20

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▪ Individual floor plans and sections to a scale of not less than 1:50 with details at 1:20 in difficult or congested areas, fully indicating with accurate dimensions, the sizes and positions of all Equipment and cables.

▪ General arrangement drawings and wiring diagrams of all Equipment, and instrumentation and controls panels, including interlocks

▪ Number, size, type, and services supplied by every cable. (Circuit lists and fuses/circuit breaker sizes for each circuit shall be entered into relevant drawings and shall agree with lists fixed within BSA provided distribution boards.)

3.4.4.3 Documents

The Contractor shall provide an electronic copy (on USB drive or BSA identified FTP site, in Microsoft™ Office format, or drawing format described in section 3.4.2 with formal “controlled copies” in PDF format) of the following documentation:

▪ A drawing tree listing all drawings used for the Equipment

▪ All documentation identified in this SOW

▪ All part and assembly solid models

▪ Part detail drawings

▪ Source codes for control system programming

▪ Notification and access to new versions of software source codes as available

▪ User/operation manual detailing: maintenance, operation, and hazard management

3.4.4.4 Operation and Maintenance Manuals

The Contractor shall provide the operation and maintenance manuals in electronic format as a Microsoft™ Word compatible document with formal “controlled copies” in PDF format and provide two (2) hardcopies.

Operation and maintenance manuals shall include:

1. A printed title to the front cover, identifying the title of the project and the date of issue

2. A table of contents

3. A general description of the Equipment installation

4. Copies of any permits to use copyrighted material

5. A technical description of each system and subsystem to allow the correct and safe operation, maintenance and repair of all systems and subsystems installed, including:

a. Trouble shooting techniques

b. Recommendations for preventative maintenance

c. Disassembly, repair, cleaning, and adjustment procedures

d. Calibration of any equipment

e. Equipment settings established during commissioning

f. All manufacturers and third-party data specific to the project

g. Control sequences and flow diagrams for each system

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3.5 Configuration Management

The Contractor shall establish and maintain a configuration control system to assure that all End Items

(including spares) are of the proper configuration, and that all approved configuration changes are incorporated at the specified effectivity points. Records verifying the configuration of each item shall be maintained for a minimum of five (5) years from the date of acceptance of the Equipment by BSA.

3.6 Environment, Safety and Health (ES&H)

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

3.6.1 Contractor Work on Site at BNL

BSA will identify and designate space necessary to safely perform staging and installation activities adjacent to the beamline floor space. Any cordons, stanchions, or barriers required to designate and isolate the Contractor’s work area will be supplied by BSA.

A Health and Safety Plan (HASP) including a Job Hazard Analysis (JHA), a hazard database identifying all hazards and controls associated with the Equipment installation and commissioning, and Safety Data Sheets (SDS) for all chemicals used shall be submitted to BSA for approval prior to the start of work.

3.6.2 Electrical Safety

All electrical equipment must be in accordance with U.S. standards, must comply with NFPA70 and shall be approved by a U.S. Nationally Recognized Testing Laboratory (NRTL) or the BSA Authority

Having Jurisdiction as specified in BNL-QA-101 document, clause 3.10. Note that CE is not an approved U.S. NRTL.

All electrical connections ≥50 volts shall be covered to comply with UL 508 so that all non-insulated charged surfaces protect workers from the hazards of electrical shock. Plexiglas® is not allowed;

Lexan® may be used. Electrical insulation must be Low Smoke, Zero Halogen, Fire Retardant and radiation resistant.

Teflon® shall not be used as an insulation material for any beamline application.

3.6.3 Pressure Safety

For vacuum vessels, the Contractor shall comply with BSA document BNL-81715-2008-IR, Vacuum Systems Consensus Guideline for Department of Energy Accelerator Laboratories. At a minimum, the vacuum vessel shall be designed to meet compressive stresses per ASME Code Case 2286, dated

July 17, 1998 (referenced in BSA document BNL-81715-2008-IR, Vacuum Systems Consensus

Guideline for Department of Energy Accelerator Laboratories).

Any viewports in vacuum vessels shall be fitted with a Polycarbonate (e.g., Lexan) cover to prevent external damage of viewports. Acrylic covers (e.g., Perspex or Plexiglass) are not permitted.

For process piping requirements, the Contractor shall use ASME B31.3, or equivalent approved by

BSA in writing. Liquid nitrogen, gaseous nitrogen, compressed air, and cooling water lines shall be designed to ASME B31.3 requirements. In all cases, 100% proof testing shall be completed on each component to 150% of the maximum working pressure for hydrostatic tests, or 110% of the maximum working pressure for pneumatic tests.

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3.6.4 Fire Safety

The Contractor shall ensure that any electrical equipment or wiring minimizes combustibility by the use of flame-resistant materials.

All cables to be installed in a cable tray shall be rated for Cable Tray use. The cable shall have the

TC (Tray Cable) and NRTL markings. If a Contractor elects to use a cable not marked for Tray Cable use, then the Contractor shall use a cable that will meet IEEE 1202 or equivalent approved by BSA in writing. BSA shall approve the use of all non NRTL marked tray cables in advance of the

Contractor ordering the cable. All other cables shall be Low Smoke Zero Halogen (LSZH).

3.6.5 Attachment Points and Lifting Fixtures

The Contractor shall provide lifting eyes, either permanent or removable, on each vessel or stand of sufficient capacity and number to allow the equipment to be safely lifted in the fully assembled condition.

All lifting fixtures must meet the requirements specified in ASME B30.26 (Rigging Hardware) and

ASME BTH-1 (Design of Below-the-Hook Lifting Devices, Design Category “A”).

3.7 Marking and Serialization

Each individual component shall be marked indelibly on the side surface with the Contractor’s name (or

Manufacturer’s name for subcontracted equipment), date of manufacture, part number, and serial number.

▪ The Contractor’s name shall not exceed 10 mm in height, nor shall it be displayed on any individual component more than once.

▪ The part number protocol shall be in accordance with BSA document NSLSII-DPT-STD-002, NSLS-II Nomenclature Standard.

▪ Serial numbers shall be assigned by the Contractor and shall be used where multiple units are delivered to BSA, or where the Contractor’s own policy is to use such numbers. Such marking is preferably included on a standard plate or sticker securely attached to the component and will be used for inventory control, maintenance management and for assisting with future fault and/or upgrade discussions with the

Contractor. These serial numbers must be assigned to the parent part through the use of the As-Built List

(ABL) and travelers.

3.8 Warranty

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

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3.9 Packaging

3.9.1 Vacuum Components

After the component or piece of Equipment has been cleaned, baked, and tested, it shall be packed to ensure that it remains clean and free from damage during both storage and shipping. All seal faces and/or knife edges should be protected. Vacuum components shall be back-filled with dry nitrogen gas.

3.9.2 Weather Sealing and Impact Protection

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

3.9.3 Contamination and Humidity Protection

Added protection against contamination and humidity shall be given to electrical connections and limit switches. Durable materials, such as clean wood, bubble wrap, or similar noncontaminating materials, are to be used to support and protect the components from one another during transit and storage. Peanut-type material shall not be used for packaging.

3.9.4 Moving Parts

All assemblies or sub-assemblies with moving parts shall be secured to prevent damage due to unwanted motion or vibration. The packaging must be designed to withstand acceleration loads in excess of twice the acceleration due to gravity (>2.g0).

3.9.5 Drop and Tilt Sensors

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

3.9.6 Package Labeling

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.

3.9.7 Maximum Package Weight

Each individual item shall be palletized and include provisions to permit access for a forklift to lift the crate. The maximum weight of any individual crate shall not exceed 4,500 kg (10,000 pounds) unless approval is given in writing by BSA.

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4 INSTALLATION

4.1 General Requirements

The Contractor shall be responsible for all Equipment installation.

BSA will not supply personnel for installation tasks other than identified herein. Unloading of containers and trucks, and staging of Equipment on the experimental floor, shall be performed by BSA riggers only. The

Contractor shall not be permitted to drive BNL-owned forklifts for any reason. The Contractor shall submit a Health and Safety Plan for the installation work. A Job Hazard Analysis identifying all hazards and controls for all onsite installation activities in a step-by-step format at least two (2) months before the scheduled start of installation activities. This plan is a necessary prerequisite for obtaining approval by BSA prior to the start of installation activities. The Contractor shall fully participate in BSA work planning review and respond promptly to installation work planning inquiries issued by BSA during the review period as well as throughout the contract duration. This shall be completed during the FDR as well as after the FDR in video conferencing and/or teleconferences.

All training and safety requirements identified during the work planning process (or by BSA ESH/Training staff members) shall be successfully completed by Contractor personnel who are participating in onsite installation work prior to start of installation. Contractor’s use of BSA cranes requires documented training credentials, subject to BSA review and acceptance. Upon BSA acceptance, Contractors must complete a BSA practical, ‘hands on’ component of the crane training requirement for Contractors.

Electrical tools/equipment needed for installation shall be inspected by BSA prior to use at BNL, to ensure compliance with electrical safety standards referenced herein. All electrical tools shall be equipped with

Ground Fault Current interruption devices.

The Installation Work Plan shall include, at a minimum:

1. Work Instructions: include a few job steps or detailed step-by-step instructions, including the following steps:

a. Unpack the Equipment at BNL (includes unpacking any shipping containers)

b. Visually inspect the Equipment

c. Coordinate with BSA rigging staff to move the Equipment to the correct installation position or submit a lifting plan, if Contractor will perform this work (refer to training requirements identified in section 4.1 above)

d. Install the Equipment

e. Connect all cables to the Equipment

f. Survey and align components

g. Connect electrical (plug-in) and compressed air circuits to the local distribution points

h. Perform onsite Acceptance Test

2. Prerequisites: preparatory actions to be performed before work can be started and any administrative and physical requirements (for example, review/inspection/approval of equipment, training, etc.)

3. Precautions: precautions that must be observed during performance of work

4. Identification for hold points and other monitoring

5. Operational limits imposed

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6. Coordination of tasks

7. Special conditions for working alone

8. Scheduling, coordination, and notification

9. Changes impacting configuration management

10. Post Work Testing and Acceptance: guidance concerning post work testing to ensure proper completion of work and/or system readiness to return to service

11. ESH work controls for mitigating identified hazards based on the following hierarchy, as practical:

a. elimination/substitution of hazards

b. engineering controls

c. administrative controls and work practices and/or

d. personal protective equipment (PPE)

12. Note that disposal of waste packing material will be the responsibility of BSA.

The Contractor shall supply all bolt-on wheels, transportation carts and custom tooling required for the installation of the Equipment which shall become the property of BSA at Contract Completion.

Installation of the Equipment shall be along standard egress aisles. Bolt-on wheels that do not mark or damage the experimental floor surface shall be used for maneuvering the Equipment on the experimental floor.

During assembly of all components, proper alignment and tightening shall be assured by the use of appropriate tools (e.g., torque wrenches) and by following the procedures recommended by the manufacturer, including the use of alignment tools and bolt-tightening sequences, etc.

4.2 Lifting Equipment

BSA will supply and operate, on a shared use basis, any lifting equipment (with a BSA operator) required for normal beamline components (e.g., forklifts are available, with capacities of 10,000 lbs. (4500 kg) - CAT model EP10000, for lifting components, or a special forklift with a vertical lifting limit of up to 5.3 m).

Operation of BSA cranes by Contractors is permitted only under the oversight of a qualified BNL crane operator.

The Contractor shall design all equipment >50 kg with attachment points for suitable removable wheels to enable it to be rolled into position.

All lifting fixtures must meet the requirements specified in ASME B30.26 (Rigging Hardware) and ASME

BTH-1 (Design of Below-the-Hook Lifting Devices, Design Category “A”).

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5 QUALITY ASSURANCE

The Contractor shall maintain and apply an effective QA program for the design, manufacture, and testing of all systems and equipment provided. The system shall comply with the requirements of the ISO-9001 Standard, Quality

Management System Requirements. The Contractor shall supply the necessary documentation to demonstrate this compliance. Pre-award and post-award surveys may be required and shall be supported.

5.1 Quality Assurance Requirements

As set forth in BSA Form BNL-QA-101, Brookhaven National Laboratory Supplier Quality Assurance

Requirements as amended herein, forms a part of this statement of work. Specifically, this includes the following sections: 1, 2, 3, 3.1, 3.1.2, 3.2 to 3.22, 4.0, 4.1, 4.2, 4.3 ,4.4 as modified below, 4.4.1, 4.4.2, 4.4.3,

4.5 as modified below, 4.6, 4.7, 4.7.1, 4.7.3, 4.10, 4.10.1, 4.10.2, 4.11, 4.13, 4.14 as modified below, 4.16, 4.19, 4.21, 4.23, 4.31, 4.34, 4.35, 4.36, 4.37, and 4.39. With each Component delivered, the Contractor shall supply to BSA a Certificate of Conformance, in accordance with section 4.16 of BNL-QA-101.

Clause 4.4: Manufacturing/Inspection/Test Plan is modified as follows: At the FDR, the supplier shall submit for the Buyer’s approval a Manufacturing/Inspection/Test Plan for the item(s) to be produced.

Clause 4.5: “Witness” Points, is modified as follows: The supplier shall provide BNL with thirty (30) days’ notice in advance of reaching such witness points during the manufacturing and test cycle of each item.

Clause 4.14: Source Inspection/Surveillance, is modified as follows: Items to be delivered require inspection, test, or surveillance by the Buyer’s representative at the Suppliers facility.