Attachment (A) SOW DRSQ.pdf

STATEMENT OF WORK (SOW)

for

Dilution Refrigerator for Superconducting Quantum Circuits (DRSQ)

Prepared by:

Date

Aaron Stein, Technical Representative

Center for Functional Nanomaterials

Approvers:

12/23/2025

Mingzhao Liu, Senior Scientist, Center for Functional Nanomaterials; Area Lead, Co-design Center for Quantum Advantage

Quality Assurance

Nicole Magliulo Quality Management Office

ESH Coordinator

Wai-Lin Ng Center for Functional Nanomaterials

12/23/2025

12/29/2025

12/23/2025

Center for Functional Nanomaterials

Contents

1. SCOPE

1.1 BACKGROUND

1.2 DEFINITIONS/ACRONYMS

2 APPLICABLE DOCUMENTS

3 REQUIREMENTS

3.1 CONTRACTOR RESPONSIBILITIES

3.1.1 Technical Performance

3.1.2 Tooling/Fixtures/Test Equipment

3.1.3 Factory Acceptance Testing

3.1.4 Installation

3.1.5 Acceptance Testing at BNL

3.1.6 Commissioning

3.1.7 Training

3.2 DESIGN AND DESIGN REVIEW REQUIREMENTS

3.3 MANUFACTURING REQUIREMENTS

3.3.1 Acceptance Test Procedure

3.3.2 Commissioning Reports

3.4 MANAGEMENT

3.4.1 Manufacturing/Inspection/Test Plan

3.4.2 Progress Teleconference

3.4.3 Performance Reporting

3.5 DOCUMENTATION AND DATA MANAGEMENT

3.6 CONFIGURATION MANAGEMENT

3.7 SOFTWARE REQUIREMENTS

3.8 ENVIRONMENT, SAFETY AND HEALTH (ESH)

3.8.1 Contractor Work on Site at BNL

3.8.2 Electrical Safety

3.8.3 Pressure Safety

3.8.4 Fire Safety

3.8.5 Attachment Points and Lifting Fixtures

3.8.6 Radio Frequency Safety

3.9 PACKAGING

3.10 WARRANTY

4 QUALITY ASSURANCE

4.1 QUALITY ASSURANCE REQUIREMENTS

4.2 NOTIFICATION OF CHANGE TO DESIGN, METHODS, OR PROCESSES

4.3 RECORDS

4.4 FRANCHISED / LICENSED “DISTRIBUTOR” TRACEABILITY

4.5 MATERIAL REVIEW BOARD (MRB) AUTHORITY

4.6 QA FLOW-DOWN

4.7 CERTIFICATE OF CONFORMANCE

5 DELIVERABLES

6 SCHEDULE/ MILESTONES

7 VALUE ENGINEERING

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Statement of Work for the Dilution Refrigerator for Superconducting Quantum Circuits

1. SCOPE

This Statement of Work (SOW) will be the basis for the procurement of a Dilution Refrigerator for Superconducting

Quantum Circuits (DRSQ) for the Co-design Center for Quantum Advantage (C2QA) at Brookhaven National

Laboratory. The DRSQ instrument, hereafter referred to as “the Equipment,” shall support the near-quantum-limited characterization of various quantum information circuits, including superconducting qubit and high-Q microwave resonators. The DRSQ should be a cryogen-free (“dry”) system and optimized for high-fidelity DC/RF measurements of superconducting circuits at temperature as low as 10 millikelvin. It must enable integration of multiple RF

(microwave and millimeter-wave) lines with cryogenic filtering and amplification, sufficient DC wiring for device control, and infrastructure to support near-quantum-limited readout.. This document outlines the Contractor’s responsibilities and obligations necessary for completing the requirements as set forth herein.

1.1 Background

The Co-design Center for Quantum Advantage (C2QA) is a U.S. Department of Energy National Quantum

Information Science Research Center led by Brookhaven National Laboratory. Combining expertise and capabilities from national laboratories, universities, applied research and development organizations, and industry, C2QA is accelerating the scientific discovery and innovation critical to maintaining U.S. leadership in quantum information science. The installation of DRSQ strengthens BNL’s capability in studying superconducting quantum circuits, in supporting of the Center’s mission.

1.2 Definitions/Acronyms

ASME American Society of Mechanical

Engineers

ATP Acceptance Test Procedure

BNL Brookhaven National Laboratory

BSA Brookhaven Science Associates

CFN Center for Functional Nanomaterials

DC Direct Current

DR Dilution Refrigerator

ESH Environment, Safety, and Health

FAT Factory Acceptance Test

GHS Gas Handling Unit

GUI Graphic User Interface

MRB Material Review Board

MRP Material Requirements Planning

MXC Mixing Chamber

NFPA National Fire Protection Association

NRTL Nationally Recognized Test Laboratory

QA Quality Assurance

RF Radio Frequency

SOW Statement of Work

UHV UltraHigh Vacuum

2 APPLICABLE DOCUMENTS

In the event of a conflict between the Technical Specification and the SOW, the Contractor shall immediately notify the BSA Contractual Representative who shall in each instance determine which document takes precedence and advise the Contractor accordingly. Failure to notify BSA of a document conflict shall not relieve the Contractor’s responsibility to ensure full compliance to all requirements.

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

Document Number Document Title

10CFR851 DOE Worker Safety and Health Program

BNL QA-101 Supplier Quality Assurance Requirements

ASME B30.26 Rigging Hardware

ANSI Z136.1 Safe Use of Lasers

ASME BPV Boiler and Pressure Vessel Code

ASME B31.3 Process Piping -2015 Edition

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 – 2021 Edition or the most current version in place

ASMEY14.5M-2008 Dimensioning and Tolerancing

JSA BNL Job Safety Analysis Template (Attached)

3 REQUIREMENTS

In accordance with the applicable specifications, referenced documents, and instructions as defined in this Statement of Work, the contractor shall be responsible for the engineering, purchase of all materials, manufacturing, assembly, inspecting, testing, delivering, installing, commissioning and training on the Equipment.

Safety and code compliance must be paramount at every stage of a project, from the initial concept to the final installation and use. Electrical design and installation must follow the National Electrical Code NFPA 70 and

Standard for Electrical Safety in the Workplace NFPA 70E.

3.1 Contractor Responsibilities

3.1.1 Technical Performance

In accordance with SOW/Technical Specification document and all referenced documents, the

Contractor shall engineer, manufacture and assemble the Equipment. The Contractor shall first test the Equipment at the Contractor’s facility, then deliver, test and commission the Equipment at BNL.

It is the Contractor’s responsibility to ensure that the Equipment complies with all the specification requirements and the safety codes and standards referenced herein.

3.1.2 Tooling/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 engineering, manufacturing, assembly, inspecting, testing, delivering, and installing the Equipment. Gases and samples for testing will be supplied by BNL.

3.1.3 Factory Acceptance Testing

The Equipment shall be tested at the Contractor’s facility to demonstrate full compliance with the

SOW/Technical Specification. The Equipment shall be fully assembled and be representative of the final as-delivered configuration for Final Acceptance Test (FAT). The tests listed in the SOW/

Technical Specification shall be conducted on the Equipment at the Contractor’s facility according to the approved Acceptance Test Procedure (ATP), prior to delivery to BNL.

All test data shall be documented in the Factory Acceptance Test report and sent to BSA prior to the

Equipment delivery. Acceptance of the test data is contingent upon data review and written approval by BSA technical representative prior to shipment of the Equipment.

3.1.4 Installation

3.1.4.1. The Contractor shall provide a footprint of the Equipment and utilities requirements.

3.1.4.2. 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 the Equipment at the installation site, shall be performed by BSA riggers. The Contractor shall not be permitted to drive BSA-owned forklifts for any reason. The Contractor shall submit an installation work plan that includes all onsite installation activities in a step-by-step format at least two months before the scheduled start of installation activities. This plan is a necessary prerequisite for obtaining a work permit and must be approved by BSA prior to the start of installation activities. The person

(or persons) responsible for all onsite installation activities shall participate in the work planning process for the purpose of obtaining a work permit. This shall be completed during the Technical Review as well as after the Technical Review in video conferencing and/or teleconferences.

3.1.4.3. All training and safety requirements identified during the work planning process (or by

BSA ES&H/Training staff members) shall be successfully completed by Contractor personnel who are participating in onsite installation work prior to issuance of a work permit and prior to installation.

3.1.4.4. BSA shall be responsible for offloading and rigging of heavy equipment. Contractors may operate their own rigging/cranes that are installed as part of their equipment, original equipment manufacturer (OEM) components. These must first be inspected by BSA.

3.1.4.5. 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.

3.1.4.6. The Installation Work Plan shall include at a minimum:

a. Work instructions/ installation plan: job steps or detailed step-by-step instructions

b. 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.)

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

d. Identification for hold points and other monitoring

e. Operational limits imposed

f. Coordination of tasks

g. Special conditions for working alone

h. Scheduling, coordination, and notification

i. Changes impacting configuration management

j. ES&H work controls for mitigating identified hazards based on the following hierarchy, as practical:

i) Elimination/substitution of hazards

ii) Engineering controls

iii) Administrative controls and work practices

iv) Personal protective equipment

3.1.4.7. Note that disposal of waste packing material shall be the responsibility of BSA.

3.1.4.8. The Contractor shall supply all bolt-on wheels, transportation carts and custom tooling required for the installation of the Equipment which will remain the property of the

Contractor at Contract Completion.

3.1.4.9. 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.

3.1.4.10. Installation includes hardware and software setups for computer-based control of the

Equipment.

3.1.5 Acceptance Testing at BNL

The Equipment shall be tested at BNL by the Contractor to demonstrate full compliance with this

SOW and the Technical Specification documents. The tests listed in the SOW and the Technical

Specification documents shall be conducted on the Equipment at BNL according to the ATP, prior to final acceptance.

3.1.6 Commissioning

The Contractor shall be responsible for the commissioning of the Equipment. Commissioning shall be defined as all test and demonstration work performed on site at BNL.

Commissioning of the Equipment on site in its final configuration shall be performed and agreed to by Contractor. The Equipment shall be able to demonstrate the performance specifications as outlined in the separate Technical Specification document.

3.1.7 Training

During the commissioning phase of the contract, the Contractor shall provide hands-on training at

BNL for two (2) BSA scientific and/or technical staffs 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 commissioning for the Equipment.

3.2 Design and Design Review Requirements

3.2.1 Preliminary Design Report

A preliminary design to meet all the technical requirements shall be presented to BNL staff. A three-dimensional depiction in .easm file, CAD file, or similar format, shall be provided to BNL. A videoconference meeting shall be held to discuss the design and facilitate questions. Changes to be incorporated shall be agreed upon by both BNL and the Contractor.

3.2.2 Final Design Report

A final design that incorporates and documents changes from the preliminary design shall be submitted to BNL. The final design shall be a three-dimensional depiction in .easm file, CAD file, or similar format. The Equipment design in an .easm file or similar format shall be submitted. A videoconference may be convened if deemed necessary.

3.2.3 Approval to Proceed

BSA must approve in writing the final design, including any modifications introduced at the Final

Design Review Meeting before the Contractor proceeds with ordering material and components.

3.3 Manufacturing Requirements

3.3.1 Acceptance Test Procedure

The contractor shall provide an ATP that is in accordance with this SOW/Technical 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 safety codes referenced herein are achieved.

3.3.2 Commissioning Reports

A Commissioning report shall be provided by the Contractor. The report shall include, but not limited to, the results of all tests performed including graphs, printouts, drawing updates, calibration data, and control system tuning parameters. The Contractor shall be responsible for remedying any noncompliance regarding the requirements in this SOW/Technical Specification, subject to BSA approval. A summary sheet including demonstrated remedy of any non-compliances shall be included. Final acceptance is contingent on BSA data review and written approval by BSA.

3.4 Management

3.4.1 Program/Manufacturing/Inspection/Test Plan

Within the timeframe listed in Section 5, the Contractor must deliver a detailed program plan which includes a milestone schedule defining the design validation, manufacturing, inspection, testing, installation and commissioning phases in sufficient detail to allow regularly scheduled progress monitoring. It shall be submitted for review and approval by BSA within the timeframe indicated in the Contract. 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 include manufacturing, inspection, and test steps including identification of critical manufacturing operations and parts/subassemblies 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.

3.4.2 Progress Teleconference

Beginning within the timeframe listed in Section 5, monthly 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, presentations of analysis or testing results, design reviews, value engineering, trouble shooting, material status, tooling status, resources, and manufacturing issues.

3.4.3 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 clearly detailing 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.

3.5 Documentation and Data Management

3.5.1 All the documentation provided by the Contractor shall be in English.

3.5.2 All engineering drawings shall:

a. Be formatted in accordance with ASME Y14.5M-2008

b. Have views shown in third angle projection

c. Preferably use metric dimensions and tolerances

d. Have a separate parts list

e. Have part number designations in accordance with LT-ENG-RSI-STD-002

3.5.3 The Contractor shall provide an electronic copy (email, plus either CD ROM or USB data storage device) of all required documentation as noted in this SOW. Manufacturing drawing CAD files of all components and assemblies shall be in any of these formats: STP, SAT, IGS, IAM, or IPT.

3.5.4 End Item Documentation Package

The Contractor shall provide an electronic copy of the End Item documentation package in accordance with the schedule set forth in this SOW. The End Item documentation package shall consist of the following documentation:

a. Acceptance Test Reports and copies of test certificates

b. All manuals as specified in 3.5.4.2

c. Completed travelers (documents following equipment throughout manufacturing process)

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

e. Certificate of Conformance as specified in Section 4

f. Copies of the Contractor’s (or Subcontractors’) weld certification/test reports

g. Documentation of required proof test procedures and results for vacuum vessels

h. 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

3.5.4.1 Documents

The Contractor shall provide an electronic copy (on a USB stick or BSA identified FTP site, in

Microsoft Office format, or drawing format described in section 3.4 with formal “controlled copies” in PDF format) of the following documentation:

a. All documentation identified in this SOW

b. All parts and assembly solid models

c. User/operational manual

3.5.4.2 Operation and Maintenance Manuals

The Contractor shall provide the operation and maintenance manual in electronic format with formal PDF format on a USB stick and provide two (2) hardcopies.

Operation and maintenance manuals shall include:

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

b. A table of contents

c. A general description of the Equipment installation

d. Copies of any permits to use copyrighted material

e. 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:

i. Operating manuals at all modes of operation described in Technical Specification document

ii. Trouble shooting techniques

iii. Recommendations for preventive maintenance

iv. Disassembly, repair, cleaning and adjustment procedures

v. List of recommended spare parts to keep on hand

vi. Software documentation and source code for open-source processing routines

3.6 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 shall be maintained verifying the configuration of each item.

3.7 Software Requirements

The Contractor shall provide and maintain the capability to receive and send CAD files of all components or assemblies in STP, SAT, IGES, IAM, or IPT file format at the request of BSA.

3.8 Environment, Safety and Health (ESH)

The Contractor shall design and build all equipment in accordance with ESH requirements in the appropriate specifications, codes, standards, and other documents listed in Section 2 of this SOW.

3.8.1 Contractor Work on Site at BNL

BSA will identify and designate space necessary to safely perform staging and installation activities.

Any cordons, stanchions, or barriers required to designate and isolate the Contractor’s work area will be supplied by BSA.

A Job Safety Analysis (JSA) including a hazard list identifying all hazardous materials associated with the equipment, including Safety Data Sheets (SDS) shall be submitted to BSA for approval with the Installation Work Plan.

3.8.2 Electrical Safety

3.8.2.1 All electrical equipment must be in accordance to U.S. standards, must comply with NFPA70, shall be listed by a Nationally Recognized Testing Laboratory

(NRTL), and approved by the BNL Electrical Authority Having Jurisdiction

(AHJ). Note that CE is not an approved NRTL. In the case that the equipment is

NRTL listed prior to delivery, it will be inspected once installed to ensure NRTL listing is still valid. In the case of the equipment that is not NRTL listed as delivered from the Contractor, a third-party Field Evaluation Body (FEB), arranged/paid for by the Contractor and recognized by BNL electrical AHJ, must perform an evaluation of the equipment. Results of the FEB evaluation must be provided to BNL electrical AHJ, and approved before the equipment is to be energized.

3.8.2.2 The contractor shall supply the following to BSA:

3.8.2.2.1 Documentation for the equipment installation, operation, service and maintenance that describes operation, shutdown, safety concerns, and nonstandard installations

3.8.2.2.2 Schematics, drawings, and bill of materials describing power feeds, voltages, currents and parts used for construction, maintenance, and operation of the equipment.

3.8.2.2.3 Safety Requirements and emergency shutdown procedures of equipment including lockout/tagout (LOTO) requirements.

3.8.2.2.4 Documentation of specific hazards associated with the equipment.

3.8.2.2.5 Documentation shall be provided if special tools, PPE, or other equipment is necessary for proper maintenance and operation of equipment.

3.8.2.3 The contractor shall include safety-related design concepts for electrical equipment and installations. Following methods can be considered:

3.8.2.3.1 Installing finger-safe components, covers, and insulating barriers to reduce access to exposed energized electrical conductors and circuit part due to inadvertent movement

3.8.2.3.2 Substituting ≥50 volts control circuit with non-hazardous <50 volt circuits.

3.8.2.3.3 Separate enclosures for hazardous and non-hazardous electrical conductors and circuit parts.

3.8.2.4 Contractor shall mark the equipment which includes the NRTL certification mark/Field Evaluation mark, Manufacturer, model #, manufacturing date, drawing number, current draw, power, frequency voltages entering and leaving the control cabinets, and equipment. Caution, Warning, or Danger labels shall be affixed to the exterior describing specific hazards and safety concerns. Refer to

ANSI Z535, Series of Standards for Safety Signs and Tags, for more information on precautionary marking of electrical system or equipment

3.8.2.5 All exposed electrical connections/terminations ≥50 volts shall be covered so that workers are protected from the hazards of electrical shock during operation and when performing service & maintenance. Plexiglas® is not allowed; Lexan® may be used for inadvertent contact. Electrical insulation must be Low Smoke, Zero

Halogen (LSZH), Fire Retardant, and rated for its application. Non-LSZH cables shall be permitted in length <50 feet.

3.8.2.6 The contractor shall include safety-related design concepts for electrical equipment and installations. Following methods can be considered:

3.8.2.6.1 Installing finger-safe components, covers, and insulating barriers to reduce access to exposed energized electrical conductors and circuit part due to inadvertent movement.

3.8.2.6.2 Substituting ≥50 volts control circuit with non-hazardous <50 volt circuits.

3.8.2.6.3 Separate enclosures for hazardous and non-hazardous electrical conductors and circuit parts.

3.8.2.7 Electrical wiring must be installed in a neat and workmanlike manner.

3.8.2.8 Teflon® shall not be used as an insulation material, except in small quantities

3.8.3 Pressure Safety

For process piping requirements, the contractor shall use ASME B31.3 or equivalent approved by BSA in writing. The liquid nitrogen, gaseous nitrogen, 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.

To prevent inadvertant overpressurization of vacuum vessel(s), the system must be supplied with burst disk per ASME BPVCode.

3.8.4 Fire Safety

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

3.8.4.2 The Contractor shall ensure that any cable tray minimizes the possibllity to damage cables. 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.

3.8.4.3 All other cables shall be Low Smoke Zero Halogen (LSZH). Non-LSZH cables shall be permitted in length <50 feet.

3.8.5 Attachment Points and Lifting Fixture

3.8.5.1 The Contactor shall provide lifting eyes, either permanent or removable, on each piece of equipment or stand of sufficient capacity and number to allow the equipment to be safely lifted.

3.8.5.2 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”).

3.8.6 Radio Frequency Safety

Any component using radio frequencies (i.e. plasma sources), should be labeled with the appropriate warnings following 29 CFR 1910.97 - ANSI C95.2-1982. Once installed radiofrequency radiation exposures limits shall not exceed Threshold Limit Values

(ACGIH TLV – 2016) and Safety Levels (ANSI/ IEEE C95.1).

3.9 Packaging

In preparation for shipping, the Equipment shall be covered or wrapped for protection against weather elements, dust, and damage to projections, shock loads, impacts, and rubbing. The Equipment shall be properly braced and cushioned within the packing so that it will not shift during handling and shipment. The method of shipping will be specified by BSA one month prior to delivery.

3.9.1 After the component or piece of the Equipment has been cleaned 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 backfilled with dry nitrogen gas.

3.9.2 Added protection against contamination and humidity shall be given to the sensors and electrical connections. Durable materials, such as clean wood, bubble wrap, or similar non-contaminating 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.

3.9.3 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 (>2g0).

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

3.9.5 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.

3.10 Warranty

The Contractor shall provide a one-year warranty on all parts and labor commencing with BSA’s acceptance of the installed and tested Equipment. A recommended spare parts list shall be available from the Contractor.

Remote diagnosis and troubleshooting from Contractor shall be available upon request within 24 hours during regular workdays.

4 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 meet the requirements of the ISO-9001 Standard, “Quality

Management System Requirements,” or equivalent. The Contractor shall supply the necessary documentation to demonstrate this compliance. Post-award surveys may be required and shall be supported.

4.1 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, 4.4.3, 4.5, 4.6, 4.7, 4.7.1, 4.7.3, 4.10, 4.10.1, 4.10.2, 4.10.3, 4.13, 4.14, 4.16, 4.19, 4.21, 4.30, 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.

4.2 Notification of Change to Design, Methods, or Processes

The Supplier shall immediately notify the Buyer of any significant changes (those that may affect form, fit, function, reliability, safety, or interchangeability) in product design, fabrication methods, materials, or processing from those used by the Supplier at time of Supplier’s quotation or offer to the Buyer, which resulted in the PO.

4.3 Records

The Supplier shall retain objective evidence, including records, of the inspections and tests performed in the course of manufacturing, testing, inspecting, preserving, packaging, and preparation for shipment of procured items. These records shall be made available to the Buyer’s representative for review upon request. These records shall be maintained for a minimum of three (3) years, unless otherwise specified in the procurement documentation, after the completion of the PO/contract.

4.4 Franchised / Licensed “Distributor” Traceability

Products that are not purchased directly from the Original Equipment Manufacturer (OEM)/Original

Component Manufacturer (OCM) must be purchased only from a franchised/licensed distributor of the product being offered. The distributor shall ensure traceability of all products to the original equipment manufacturer by identifying the original manufacturer for each lot/date code on the Certificate of

Conformance. The distributor shall provide a copy of the Manufacturer’s certificate for the lot number being supplied, along with their franchised distributor certification. The distributor shall not use unapproved brokers (any company, person, or entity who is not an OEM/OCM) for the purchase of components and parts, unless pre-approval has been granted by Brookhaven Science Associates (BSA).

4.5 Material Review Board (MRB) Authority

4.5.1 Unless, and until, Material Review Board (MRB) authority has been requested and received, the

Contractor shall be restricted to dispositions of rework, scrap, and return-to-supplier, i.e., the contractor shall not use nonconforming materials via unique or standard repair processes, nor via use-as-is-dispositions.

4.5.2 The Contractor shall not delegate MRB authority to suppliers without the prior knowledge and written approval of BSA.

4.5.3 BSA may delegate MRB Authority to the Contractor, when requested by the Contractor. Such request shall be accompanied by 1) the Contractor’s procedure for the identification, evaluation, disposition, and control of non-conformances; and 2) the resumes of personnel to be assigned as

MRB members.

4.5.4 All non-conformances requiring MRB action shall be documented and sent to the BSA technical representative within thirty (30) working days of the decision

4.6 QA Flow-Down

The Contractor shall ensure a proper and complete flow-down of all applicable QA requirements to its suppliers and sub-tier suppliers.

4.7 Certificate of Conformance

With each shipment, the Contractor shall submit a Certificate of Conformance (C of C). In case of drop shipment, a copy of the certificate shall be submitted to BSA at the time of shipment. The certificate shall include the title of and be signed by an authorized representative of the company, and shall constitute a representation by the Contractor that:

A. Materials used are those which have been specified by BSA, and that the items delivered were produced from materials for which the Contractor has on file, reports of chemical or physical analysis, or any other equivalent evidence of conformance of such items to applicable specifications;

B. Processes used in the fabrication of items delivered were in compliance with applicable specifications included as part of the PO/contract, or BSA-approved procedures or specifications;

C. The items as delivered comply with all applicable drawings, specifications, deviations/waivers, and other requirements of the procurement documentation; and-

D. When specified, cleaning and cleanliness requirements have been completely satisfied. The C of C shall reference the Contractor’s applicable cleaning procedures.

5 DELIVERABLES

The Contractor shall supply the following:

Item Deliverable Due

BSA

Approval

1 Program Plan 2nd week after award of contract Yes

2 Technical and Progress Teleconference 2nd week after award of contract/monthly no

3 Performance reports

5th of each month after receipt of Program

Plan and within 2 weeks of key project milestones

No

4 Preliminary Technical Design 4th week after contract award Yes

5 Final Technical Design 5th week after contract award Yes

6 Equipment footprint and laboratory requirements 6th week after contract award Yes

5 Manufacturing/Inspection/Test plan 6th week after contract award Yes

6 Installation Work Plan 20th week after award of contract Yes

7 Factory acceptance testing 30h week after award of contract Yes

8 Delivery of the Equipment 32th week after award of contract but no later than 9/30/2026

Yes

9 Site Acceptance Test and Commissioning Report 36th week after award of contract Yes

6 SCHEDULE/ MILESTONES

The following schedules are for planning purposes only. Schedule requirements set forth in the contract will take precedence.

Milestone Calendar weeks after award

Preliminary Technical Design Submitted 4th week

Final Technical Design Approved 5th week

Factory Acceptance Test Report 30th week

Delivery to BNL 32th week but no later than

9/30/2026

Commissioning of Equipment 35th week

Training on Equipment 35th week

Delivery of End Item Documentation Package 35th week

7 VALUE ENGINEERING

The Contractor is encouraged to make recommendations for changes that might lead to an improvement in performance, reliability, quality, safety, or reduction in cost. Simplicity in operation, ease of maintenance, and an improvement in the performance and reliability of the specific functions beyond the requirements of this specification are objectives which shall be considered in the production. Where it appears a substantial improvement in simplicity of design, performance, ease of maintenance or reliability will result from the use of materials, parts and processes other than those specified, it is desirable that their use be investigated.