RFQ Letter - Amendment 1.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: February 12, 2026

COMBINED SYNOPSIS

REQUEST FOR QUOTE (RFQ) NUMBER 471600

DESCRIPTION: Dilution Refrigerator

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 DAP, as applicable

Anticipated Delivery Date: Supplier to quote earliest delivery, NLT September 30, 2026

Questions Due Date: February 26, 2026 Quote Due Date & Time: March 13, 2026

Contract Type: Firm Fixed Price Payment Terms: Net 10 (Small Business) Net 30 (Large Business)

*Brookhaven is a tax-exempt entity.

1.0 INTRODUCTION

This is a combined synopsis/solicitation for commercial products 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 dilution refrigerator as outlined in the Draft Purchase Order/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:

http://www.sam.gov/

February 2025 2 of 6 AMS-Template-003 Rev. 4

• Is being solicited for full and open competition.

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).

2.1 QUALIFIERS

- Performance Requirements and Technical Capabilities o Principal Configuration Overview – Provide a brief description, with images or layout drawing(s) of the design of the complete DRSQ with emphasis on how the design will meet the specification.

o Cryostat and cryocooler – describe how the configuration of the cryostat and cryocooler will meet the technical specifications including cooling powers (at 20 mK, 100 mK, and 4K-plate), base temperature, helium-3 usage, and cooldown time from room temperature to base o Gas handling and vacuum system – describe how the gas handing and vacuum system will support program-controlled operation of the dry dilution refrigerator and meet the technical specifications.

o Sample space and magnetic shielding – describe how the configuration of the sample space will provide an experimental volume sufficient to accommodate modular quantum processor carriers for superconducting devices. Describe the configuration of the magnetic shielding, including its basic components and performance.

o Cryogenic wiring – describe the configuration of the DC wiring, including wiring materials and means of breakout. Describe the configuration of the RF wiring set, including wiring materials and frequency band of operation. Describe the configuration of the insert-type RF wiring set that enables complete wiring assemblies to be prepared outside the fridge, including wiring materials and frequency band of operation. Describe the configuration of the high-frequency RF wiring (up to 40 GHz), including wiring materials, connector type, and frequency band of operation.

o Cryogenic amplifiers and biasing – describe the configurations of cryogenic amplifiers (including frequency band and performance), their power supplies, and the method of wiring.

o Microwave readout module – describe the configurations of the microwave readout module, key components, frequency band, and performance, including signal-to-noise ratio o Control system and software – describe the configuration of the control system, including thermometry unit, gas handling electronics, networking, software-based graphic user interface, and their integration.

- Prior experience and past performance producing comparable dry dilution refrigerators for superconducting quantum circuits characterization o Identify how many years your company has been designing, manufacturing, and testing dry dilution refrigerators, with an emphasis on prior experience with customization for superconducting quantum circuits characterization. In addition, indicate the number of years of experience of your proposed key subcontractors and indicate your experience (years, number, and complexity of projects) working with all subcontractors your company intends to include in your proposal.

February 2025 3 of 6 AMS-Template-003 Rev. 4 o Provide, if possible, a list of ten projects of comparable or higher complexity that your company has designed and built in the past ten (10) years, including the contact information of the owners of these dilution refrigerators. For these projects please also provide:

A comparison of specified and achieved parameters (e.g., cooling power, base temperature).

A comparison of specified and achieved scheduled milestones and delivery dates.

Identify which subcontractor(s) supplied which key component(s) on these prior projects and which of these subcontractors are included in the current proposal.

o Key Project Personnel – Supply the resumes/vitae or major qualifications of all key project personnel such as the Project Manager and Lead Engineer for all major components. This shall also include key personnel of subcontractors that you have worked for on comparable past or current projects.

The vitae should focus on pertinent experience in the design, manufacturing, assembling, and testing of comparable dry dilution refrigerators. In particular, for all key personnel, their engineering tools and their years of experience utilizing them must be identified. Demonstrate the organizational capability to supplement key personnel skill sets if required by the project.

- Manufacturing Capabilities o Program Management, Manufacturing, and Installation Plan Describe how you plan to manage this project. Expand on your organizational chart, lines of responsibility, work breakdown structure, scheduling, and meetings.

Provide a manufacturing plan that identifies the type of resources, including a list of key subcontractors, required to support the project. This plan should include, but not be limited to, a project milestone schedule consistent with the schedule in the SOW.

Discuss how you will achieve and support the design and manufacturing plan submitted and discuss schedule risks and opportunities to improve the schedule. Identify long lead-time items and describe their makeup. Provide a basis for your estimate of schedule contingency.

o Production Facility Description – describe your available production facilities and capabilities, including but not limited to: clear identification of all production facilities, including sub-contractors. Provide information about how and where manufacturing will take place, and a description (with photos) of the manufacturing facility with applicable equipment.

- Quality Assurance o The Offeror shall provide objective evidence that an effective QA program has been developed and implemented within their organization.

This includes the submittal of an approved QA program/manual and a list of implementing procedures, which describes the QA program and a current organizational chart showing the link between Quality personnel and management.

February 2025 4 of 6 AMS-Template-003 Rev. 4 o Evidence shall include the submittal of documentation, which describes the following activities:

Process that ensures that personnel are trained and/or qualified to perform assigned work System used to control nonconforming material/items Process used to prepare, review, approve, distribute, and revise documents that describe processes, specify requirements, or establish design

Process that defines what records shall be maintained and the system to ensure the safe keeping of those records

Material management/control process, e.g., shop floor travelers Measuring and Test Equipment (M&TE) Calibration program Configuration Management program applicable to all technical documents and drawings that assure:

• verification and/or validation of engineering designs

• changes in configuration (affecting form, fit, function, reliability, safety, or interchangeability) are documented and approved

• end items are of the proper configuration

• approved changes are incorporated at the specified effectivity points Process to evaluate suppliers and how applicable requirements are flowed down to sub-contractors Processes used to ensure that material/items purchased, processed, and/or manufactured meet the requirements of established criteria, i.e., inspection and test

Process to assess internal programs/processes

3.0 BASIS OF AWARD

BSA will make award to the responsive and responsible Offeror who submits the lowest total price and who meets all of BSA's qualifiers and technical requirements, as stated herein.

The resultant award shall be subject to the terms & conditions of Enclosure A.

An Offeror that takes exceptions to BSA terms & conditions or fails to provide all requirements of this RFQ may be deemed non-responsive and may not be considered for award.

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:

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• Email submissions must include the signed Quotation Pricing Sheet (Enclosure C). Emails will be sent to Buyer/Contracts 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 & Certifications AMS-Form-050 (Enclosure B) must be on file with BSA’s Procurement and Property Management (PPM) Division before a purchase order/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 http://www.sam.gov/ http://www.sam.gov/ https://napex.us/

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FAR 25.003, Definitions. If foreign end products are proposed, the Offeror shall provide the country of manufacture.

7.0 SMALL BUSINESS SUBCONTRACTING PLAN

All Offerors certifying that they are other than a “small business or foreign business” and that they expect to submit an offer that will exceed $900,000 must submit a Small Business Subcontracting Plan for BSA’s approval prior to contract award. Reference shall be made to FAR 52.219-9 before completing this subcontracting plan. Firms certifying that they are small or foreign businesses need not complete the plan.

The following BSA Small Business goals are provided as an example for this procurement. Any exceptions to this requirement shall be noted accordingly.

Small Business ................................................................................. 49% Small Disadvantaged Business .......................................................... 5% Women-Owned Business ................................................................... 5% Hub Zone ............................................................................................ 3% Veteran-Owned Business ................................................................... 3% Service-Disabled Veteran-Owned Business ........................................3%

Note: If the Offeror can certify that the there are no subcontracting opportunities in the work to be performed under this contract, they will need to fill out AMS Form- 001, entitled “Subcontracting Plan Waiver,” instead of the Small Business Subcontracting Plan.

8.0 OTHER REQUIRED FORM49S 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.

9.0 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. AMS Form 043 Quotation Pricing Sheet D. Vendor ACH Authorization Form E. W-9 Form (Domestic Vendors) F. W-8 Form (Foreign Vendors) G. Subcontracting Plan Waiver H. Technical Specifications

9.0 CLOSURE