RFQ Letter 479928.pdf

February 2025 AMS-Template-003 Rev. 4

Procurement & Property Management Division

Building 101 P.O. Box 5000

Upton, NY 11973-5000 Phone 631.344.6121 clopez1@bnl.gov managed by Brookhaven Science Associates for the U.S. Department of Energy www.bnl.gov

DATE: 26 August 2026

COMBINED SYNOPSIS/REQUEST FOR QUOTE (RFQ) NUMBER 479928

DESCRIPTION: Modular Autonomous Thin Film Laboratory Issued By:

Brookhaven Science Associates, LLC Brookhaven National Laboratory P.O. Box 5000 Upton, NY 11973-5000

Contract Specialist:

Name: Crystal Lopez Telephone No.: 631.344.6121 Email: clopez1@bnl.gov

Ship To Address:

Brookhaven National Laboratory Receiving: Bldg. 98 Rochester Street Upton, New York 11973-5000

Anticipated Freight Terms:

FOB Destination, Freight Prepaid

- Or - Delivered at Place Anticipated Delivery Date: Vendor to propose earliest delivery date

Questions Due Date: 9 September 2026 Quote Due Date & Time: 25 September 2026

Contract Type: Firm-Fixed Price Payment Terms: Net 30 (large business) or Net 10 (small business)

*Brookhaven is a tax-exempt entity.

1.0 INTRODUCTION

This is a combined synopsis/solicitation for commercial products or commercial services notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Brookhaven Science Associates, LLC (herein known as “BSA”), operator of Brookhaven National Laboratory (BNL) under a Prime Contract (DE-SC0012704) with the U.S. Department of Energy (DOE), herewith solicits your quote for a robotic system integrating multiple instruments as outlined in the Draft Contract (Enclosure A)

NAICS: The North American Industry Classification System (NAICS) Code for this RFQ is 334516. The stated size standard is 1,000 emp. The stated size shall be the sole determining factor as to classification (small or large business) of an Offeror. It is the responsibility of the Offeror to affirm its Representations and Certifications and size status are accurate and up to date in the System for Award Management (SAM) (www.SAM.gov).

This procurement is being solicited for full and open competition.

http://www.sam.gov/

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A complete quotation must be received by BSA no later than the due date and time listed on page 1 of this RFQ. Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late.

Such responses will only be considered for award if it is in BSA’s best interest to do so.

BSA will only accept email submissions of formal quotations. Emails will be sent to Contract Specialist listed on page 1 of this RFQ with the BSA RFQ Number in the Subject Line.

All questions must be submitted via email. Replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other Offerors.

In support of DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U.S. Government supplier database entitled System for Award Management (SAM) with their Unique Entity ID number (UEI #). Registration can be performed online at www.SAM.gov.

2.0 SCOPE OF WORK

The Offeror shall furnish all labor, services, materials, and equipment in strict accordance with the attached Draft Contract (Enclosure A).

3.0 INSTRUCTIONS TO OFFERORS

The quote shall be concise and clear in every instance and restricted to relevant information only. A responsive offer to this solicitation must fully comply with the conditions outlined herein. If an offer does not conform to the instructions provided herein, that offer may be considered nonresponsive and removed from consideration.

a. Disclosure of Quotations Quotations provided to BSA in response to this RFQ will not be disclosed by BSA except to appropriate BSA personnel and BSA contractor consultants involved in reviewing responses to this RFQ, and/or at any point to U.S. Government personnel.

Offerors that include data in their proposals that they do not want disclosed to the public by BSA, or that they are requesting be used solely for evaluation and review purposes shall include appropriate confidentiality markings therein. Such markings shall not restrict BSA from providing any or all of the quotation to U.S. Government personnel. BSA is not responsible for any subsequent disclosure by the U.S.

Government.

b. Volume 1 – Non-price Factors Offerors shall provide Volume 1, non-priced factors, in response to this Request for Quote. Offerors may rely upon existing product literature available in the industry;

however, the response shall clearly and fully demonstrate the Offeror’s capability, knowledge, and experience with regard to the technical requirements described herein.

i. Offerors shall provide a technical narrative, and/or existing product literature, describing and/or producing calculations/simulations

February 2025 3 of 5 AMS-Template-003 Rev. 4 showing how the offer meets or exceeds the requirements of the product described within the draft Contract (Enclosure A).

ii. Offerors shall provide a narrative of The narrative should include achieved parameters and whether the delivery date was met. Offerors shall include current references (minimum two, per Enclosure G – Technical Specifications) for the projects to include name and current contact information for the references and documentation of technology.

iii. Offerors shall describe the strategy for sample handling and processing requiring exchange between primary and ancillary tables.

iv. Offerors shall include a narrative describing the user interface. *Note:

a Python-based application programming interface (API) is required by Enclosure G – Technical Specifications.

v. Offerors shall include in the technical narrative any proposed warranty information

vi. Offerors shall provide a detailed narrative of installation, training and testing.

vii. Offerors shall include a narrative of manufacturing capabilities, identifying key subcontractors, and place of manufacture.

viii. Offerors shall describe their quality assurance program and compliance with commercial/industrial standards for quality controls and configuration management.

c. Volume 2 – Price and Contractual Factors Offerors shall provide Volume 2, price and contractual factors, in response to this Request for Quote. All pricing will be in U.S. dollars at a firm-fixed price inclusive of delivery terms of delivered at place (DAP) or FOB-Destination as outlined within the draft Contract (Enclosure A).

i. A draft Contract with Terms and Conditions is provided in Enclosure

(A). The Offeror shall clearly note its acceptance in full. The successful Offeror will be required to execute a Contract in accordance with the provisions of the draft Contract. Any exceptions shall be noted accordingly, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

ii. The Offeror shall provide pricing and milestone information in strict accordance with this RFQ utilizing Enclosure (C), Quotation Pricing Sheet. Any exceptions should be noted accordingly. All change/options, if offered, must be submitted as an alternate quotation in addition to the pricing requirements as stated in this RFQ, however, the Offeror shall not construe noted exceptions, if any, to be accepted by BSA.

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4.0 FORMS OF QUOTATION AND MANNER OF SUBMISSION

A complete quotation, including the signed Quotation Pricing Sheet (Enclosure C), must be received by BSA no later than the due date and time listed on page 1 of this RFQ. Any offer received after this time and date may not be considered. Quotations will be opened in private. Quotations, including their withdrawal or modification, received after the closing date shall be considered late. Such responses will only be considered for award if it is in BSA’s best interest to do so.

BSA will only accept email submissions of formal quotations:

• Email submissions must include the signed Quotation Pricing Sheet

(Enclosure C). Emails will be sent to Contract Specialist listed on page 1 of this RFQ with the BSA RFQ Number in the Subject Line.

All questions must be submitted via email. Replies to questions will be provided in writing and, if considered to be of general interest, will be transmitted to all other Offerors.

5.0 PRICING AND SUPPORTING DOCUMENTATION

5.1 Pricing Quotation and Supporting Documentation:

The Offeror shall complete and return the Quotation Pricing Sheet (Enclosure C) attached to this document. Prices shall be all inclusive and quoted in U.S.

dollars, FOB, Brookhaven National Laboratory, Upton, Long Island, New York (freight included), including any import duties, customs, and associated costs, if applicable.

5.2 System For Award Management (SAM):

In order to support DOE reporting requirements, BSA requires all its vendors/contractors to be registered in the U.S. Government supplier database entitled System for Award Management (SAM) with their Unique Entity ID number (UEI #). Registration can be performed online at www.SAM.gov.

If not already registered, please register as soon as possible since failure to do so may preclude BSA from doing business with your organization. Please note that there is no charge for SAM registration. When registering, you are strongly urged to copy and paste www.SAM.gov onto your browser address rather than utilizing your search engine. Utilizing your search engine may redirect you to an erroneous site. You may obtain assistance in completing your registration by contacting the Federal Help Desk at 866-606-8220 or by contacting your local APEX Accelerator Representative (formerly known as the Procurement Technical Assistance Center (PTAC), which can be found at https://napex.us.

* Foreign vendors are not required to be registered in SAM but must fill out AMS-Form-050 (Enclosure B).

5.3 Representations and Certifications:

AMS-Form-050 (Enclosure B) is only required for vendors that are not currently active and registered in SAM.gov. A current copy (less than 12 months prior to the date of solicitation) of Supplier Specific Representations http://www.sam.gov/ http://www.sam.gov/ https://napex.us/

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& Certifications AMS-Form-050 (Enclosure B) must be on file with BSA’s Procurement and Property Management (PPM) Division before a contract can be placed. The attached AMS-Form-050 (Enclosure B) has been included for informational purposes. At the time of award, the successful Offeror will be asked to complete AMS-Form-050 (Enclosure B) if it is not already on file.

6.0 PLACE OF MANUFACTURE

This requirement is subject to FAR Part 25, Buy American Act. The Contractor shall provide if the proposed item(s) are or are not domestic end products as defined at FAR 25.003, Definitions. If foreign end products are proposed, the Offeror shall provide the country of manufacture.

7.0 OTHER REQUIRED FORMS AND DOCUMENTS

The successful Offeror will be required to complete the following forms (if applicable):

• Vendor ACH Authorization Form, Enclosure D.

• W-9 Form, Enclosure E.

• W-8 Form, Enclosure F, will need to be completed in lieu of the W-9

Form if Vendor is foreign.

10.0 CLOSURE

We trust that the information contained herein is sufficient to permit your company to prepare a complete and definitive quotation; however, should you have any questions, please contact the undersigned.

Enclosures: A. Draft Contract B. AMS Form 050 Reps and Certs C. Quotation Pricing Sheet D. Vendor ACH Authorization Form E. W-9 Form (Domestic Vendors) F. W-8 Form (Foreign Vendors)

10.0 CLOSURE