SNS-RAD-RF-SW-0003 Statement of Work for 805 MHz 5 MW Klystrons Rev 1 20250709-SK-JaK25.pdf

July 2025

Document No. SNS-RAD-SW-0003, R1

Statement of Work for SNS 805MHz, 5MW Peak Power Pulsed Klystrons

July 2025

This report was prepared as an account of work sponsored by an agency of the United States government. Neither the United States government nor any agency thereof, nor any of their employees, makes any warranty, express or implied, or assumes any legal liability or responsibility for the accuracy, completeness, or usefulness of any information, apparatus, product, or process disclosed, or represents that its use would not infringe privately owned rights. Reference herein to any specific commercial product, process, or service by trade name, trademark, manufacturer, or otherwise, does not necessarily constitute or imply its endorsement, recommendation, or favoring by the United States government or any agency thereof. The views and opinions of authors expressed herein do not necessarily state or reflect those of the United States government or any agency thereof.

DOCUMENT TITLE

Statement of Work for SNS 805 MHz, 5 MW Peak Power Pulsed Klystrons

DOC. NO.

SNS-RAD-RF-SW-0003

LABORATORY

ORNL/NScD/SNS

DIVISION / GROUP

RAD/RF

ISSUE DATE

July 2025

Prepared by:

John Moss

SIGNATURE / DATE

REV. 0 date REV. 1 date REV. 2 date

Section Head:

Mark Champion August 2018

TPO: John Moss August 2018

QA: Martha Carpenter August 2018

REV.

NO. REVISION DESCRIPTION

Initial Publication

Revised Sections 2, 3, 4, 5, 6, 8, 10, and 11 for klystron repairs. Updates are in bold and italicized text.

Table of Contents

1. General

2. Schedule

3. Reviews

4. Management

5. Acceptance Tests

6. Data Requirements

7. Warranty

8. Seller Support

9. Shipment

10. Mating Hardware

11. Quality

Statement of Work For the

SNS 805 MHz, 5 MW Peak Power Pulsed Klystrons

SNS-RAD-RF-SW-0003

1. General

This statement of work establishes the requirements for the fabrication, testing, shipping, handling, and documentation of 805 MHz, 5 MW pulsed klystrons for the Coupled-Cavity Linac (CCL) portion of the Spallation Neutron Source (SNS) accelerator. It is important to note that the Company will use these klystrons in existing infrastructure with geometric constraints. The Company will only accept the test article for site testing after verification that the klystron meets those constraints and satisfactory factory test results. Once accepted, the operating parameters and physical layout of the klystron will not be changed. The test article and production units shall meet the requirements of this statement of work and the associated specification, SNS-RAD-RF-TS-0002, SNS 805 MHz 5 MW Peak Power Pulsed Klystron Technical Specification.

Within this document, the “Company” shall refer to UT-Battelle/Oak Ridge National Laboratory/Spallation Neutron Source. The “Seller” shall refer to the manufacturer/vendor performing the work.

2. Schedule

The repaired klystron shall be factory tested within 14 months after receipt of the order.

3. Reviews

The Seller shall provide a minimum of three reviews, at the Seller’s facility or remotely, for the Company. The Seller shall take notes and issue minutes and action items resulting from the reviews.

The schedule for the reviews shall be set 40 days prior to the review if it will be held in person and 15 days prior if it will be held remotely. The review material shall be submitted to the Company at least 10 days prior to each review. Note that the reviews are not in lieu of the bi-weekly status meetings described in Section 4.

3.1. Electron Gun Conceptual Design Review

The conceptual design review shall take place within two months after receipt of order and will focus on the new electron gun and its interaction with the existing klystron. The conceptual design review material shall include, but not be limited to, block diagrams, schematics, design calculations, computer modeling, computer simulations, and project schedule in sufficient depth to enable validation of the design concepts.

In addition, the seller shall provide an updated electron gun fabrication report for the Company’s review. The report shall include, as applicable, the material types, material preparation, metallurgical processes and material coatings used in the production of the updated electron gun. Note that this report can be at a high level. Proprietary processes may be omitted.

3.2. Final Design Review

The final design review material shall include block diagrams, schematics, mechanical layout drawings, design calculations, computer modeling, and project schedule in sufficient depth to enable full validation of the design. These drawings and calculations shall demonstrate that the klystron, with the updated electron gun, meets the physical requirements of the specification. The computer model shall demonstrate that the klystron, with the updated electron gun, functions as described in the specification. The seller shall provide a basic/scaled computer model of the new electron gun for independent electromagnetic and mechanical analysis by the company. The company shall provide results from its analysis back to the seller for the seller’s use.

The following shall be included as part of the final design review:

a. Bounds on all interlocks (for example, maximum and minimum flow requirements for each water course, maximum body power, etc.)

b. Requirements for all mating systems (e.g. focus magnet power supplies, filament supplies, high voltage connections, etc.)

c. Wiring diagrams including external and “internal” wiring (e.g. focusing magnet wiring)

d. Coolant Distribution design drawings (e.g. physical layout that shows coolant tubing, union type and location)

e. Shipping/Storage frame design drawings

f. Design calculations for the lifting fixture and lift points on the klystron

g. Summary of the electron gun fabrication process with emphasis on new or improved steps

3.3 Test Readiness Review

The test readiness review shall all be scheduled at least 30 days prior to commencement of the factory acceptance tests. The Seller shall submit a test plan with applicable test procedures to the Company 30 days prior to this review. Test plans shall include a diagram, diagnostic part and model numbers, calibration coefficients and other information for each test set-up with enough data to reproduce the measurement at SNS. The Company shall return comments 15 days prior to the review. The Seller shall either incorporate the Company’s comments, or they will be discussed and resolved at the review. The test plan shall verify the requirements of this specification.

Factory testing shall include a cold cathode hi-pot test in accordance with the company’s procedure, to be provided to the seller 30 days after receipt of order.

4. Management

The Seller shall submit a preliminary program plan with the bid. The plan shall include the Seller’s schedule. The Seller’s program plan shall be updated monthly, describing progress against the plan, starting at 30 days after receipt of the purchase order. Progress and problem areas shall be discussed monthly with the Company. Discussions will include Seller proposed remediation plans as needed. Manpower loading compared to plan shall be included in the monthly report.

The Seller shall designate contacts for contractual and technical matters.

The Seller shall schedule regular bi-weekly meetings with the Company for the duration of the contract.

5. Acceptance Tests

The Seller shall perform the acceptance tests at full peak and average power as required by this document and the specification. As stated in Section 4, the Company will provide a cold cathode hi-pot test procedure to the Seller. The Company shall reserve the right to witness all acceptance tests on each klystron. The Company shall be informed at least 50 days in advance of the start of acceptance tests. The Company may also request test data in place of witnessing the acceptance test. A written test report containing all test data and demonstrating that the klystron met its performance requirements shall be provided by the Seller to the Company for each klystron.

Each acceptance test shall begin with the demonstration of the calibrations of the test equipment. The Company reserves the right to confirm acceptance tests at our facility. The Company’s acceptance test shall be performed within 8 weeks after the delivery of the klystron. Final acceptance shall be deferred until the Company’s acceptance tests are completed, subject to the 8-week deadline.

6. Data Requirements

The following documents shall be submitted to the Company as referenced in this specification and listed in the following table, Table 6-1. Documents shall be in English or translated to English.

Documents shall be submitted for approval in an electronic non-editable format, preferably portable document format (pdf), unless otherwise specified. Documents shall be signed by the Seller’s responsible personnel and clearly labelled with the Seller’s name, Purchase Order Number, specification number, and submittal date.

Table 6-1 Documents

Document Reference Section

When Needed

Preliminary Schedule 4 15 days after receipt of order Monthly Report 4 Monthly, starting 30 days after receipt of order, for the duration of the contract.

Conceptual Design Review Documents

3.1 10 working days prior to scheduled design review

Final Design Review Documents 3.2, 6.2, 9 10 working days prior to scheduled design review

Test Plan and Procedures 3.3 30 days prior to scheduled test readiness review. (The Company will provide comments 15 days prior to the review)

Table 6-1 Documents Document Reference

Section When Needed

Installation and Operating Instructions, including:

a. Unpacking and handling instructions

b. Normal operating procedures

c. Shutdown procedures

d. Safety procedures and cautions

e. RF conditioning procedures

f. Tuning procedures

6. Prior to shipment of the repaired klystron

Test Results 6.1 As tests are completed Certified Material Test Report 6.1 Prior to the start of electron gun fabrication Preventive Maintenance Schedules/Procedures

6.3 With delivery of the repaired klystron

Letters of Recommendation 6.4 Not Applicable to revision 1.

Shipping Plan 9 10 days prior to each shipment.

6.1. Test Reports

Test reports shall be provided which include all data taken during acceptance tests.

The Seller shall submit certified material test reports prior to the start of electron gun fabrication.

Each test report shall include the Seller’s certificate of compliance to the requirements of the procurement specification and shall be signed by the Seller’s representative.

6.2. Drawings

Drawings shall conform to the best commercial standards and be legible if reduced to B-size.

Complete parts lists for all components in the drawings shall also be provided. Top-level mechanical assembly drawings shall be provided. Detail drawings of components which mate to other systems (for example, water fittings, the klystron socket, high voltage connections, vac-ion connectors, etc.)

shall be provided in sufficient detail to ensure that the mating components can be purchased or fabricated. A parts list for all equipment that mates to the klystron shall be provided.

6.3. Preventative Maintenance

Preventative maintenance schedules and procedures shall be provided by the Seller with the delivery of the test article.

6.4. Letters of Recommendation

This section does not apply to revision 1 of this document.

The Seller shall provide three letters of recommendation from existing clients that use klystrons of similar output power and pulse length. The letters shall contain contact information.

7. Warranty

The warranty shall be for 5 years shelf life (with the vacuum pump de-energized for up to two weeks as per the acceptance tests), and an unconditional warranty of 2,000 high-voltage hours. After the unconditional 2,000 hours are expired, there shall be a pro-rated warranty from 2,000 to 10,000 high-voltage hours.

The warranty shall include labor costs for repairs made for one year after acceptance by the Company.

8. Seller Support

If requested by the Company, the Seller shall provide 80 hours of site support to be scheduled during site acceptance testing at SNS.

9. Shipment

The Seller shall provide a frame suitable for horizontal support during shipment to Oak Ridge, TN.

The shipping frame shall be capable of use as a permanent vertical storage unit by the Company.

The Seller shall provide means (wheels and outriggers) of moving the klystron by hand in the vertical position. Tip-over protection while in the vertical position shall be included in the design of the shipping frame. The Seller shall be responsible for adequate packing to ensure safe arrival at Oak Ride, TN and the klystron shall be shipped with dry and capped cooling passages, capped RF input connection, and protection (solid blank metal plate) for the output window. The Seller shall provide a shipping plan detailing these items for review and approval ten days prior to scheduled shipment. A shock watch and tilt watch shall be included on the packaging to indicate any mishandling during shipment.

10. Mating Hardware

The Seller shall supply all mating plumbing fittings, vac-ion pumps, filament, and cathode socket assemblies and solenoids with each klystron. One lifting fixture for the klystron alone and one lifting fixture for the solenoid plus the klystron shall be supplied. Each klystron shall also be shipped in its own shipping container, which shall not be returned to the Seller unless that klystron needs to be repaired.

The Seller shall supply an updated high-voltage socket for use in the Company-owned high-voltage oil tank.

11. Quality

The Seller shall submit a Quality Assurance (QA) program or “Quality Control System” for evaluation with the quote. The QA Program shall address at a minimum the following elements: training and qualifications, improvement process, documents and record control program, control of procedures, design control, procurement control, inspection and test program and management assessment program. The Seller shall ensure that all work is done in accordance with this QA Plan and maintain records of this conformance, for review by the Company as needed. The Seller is responsible for the administration and performance of all testing, inspections, and examinations, whether performed at the Seller’s facilities or at other facilities. The Company reserves the right to witness all tests, inspections, and examinations.

11.1. Access for Source Surveillance Inspections

As part of the Company’s quality assurance program, source surveillance activities may be conducted at the Seller’s facility or any sub-tier facility that the Company determines necessary to ensure that quality objectives are met. Such surveillance may include auditing and monitoring of production processes, in-process inspection and controls, chemical and physical certifications, final inspection and tests, preparation for shipment, and review of certification data. The Seller shall provide the Company representatives access to all data and operating areas pertinent to the contract. Source surveillance by the Company representative shall not constitute product acceptance by the Company and shall in no way relieve the Seller of the responsibility to furnish acceptable items.

11.2. Calibration Program

All equipment used in tests, inspections, and examinations shall be calibrated in accordance with the equipment manufacturer’s recommendations. All equipment shall be tagged in some manner to indicate the date of last calibration and the status of that calibration. Procedures shall be established for correction of out-of-tolerance equipment. The procedures shall provide for tagging and removal of such equipment from the work area. Procedures shall be established for re-testing or re-inspecting when out-of-tolerance equipment has been used for testing or inspection.

11.3. Control of Non-Conformances

The Seller may use their existing nonconformance program to identify, report, and recommend disposition of all non-conformances, but dispositions that would leave any remaining nonconformity must be submitted to the Company for approval. The request should identify the affected item(s) by name, serial number, citing the drawing/specification number and revision number containing the specific requirement that has not been met. It should state the number of nonconforming items being reported. The request should include a description of the nonconformity, identifying requirement(s) not met. The supplier may attach a description of the cause and a corrective action plan and schedule if pertinent.

Note: The issuance and acceptance of such a request in no way limits or affects the warranty provision of the Agreement. Such a request shall not establish a precedent or obligation to accept existing or future items not conforming to all provisions of the Agreement.

11.4. Deviations

The Seller may propose deviations from the specifications, drawings, or other technical requirements of the procurement. Where time is a consideration, the Seller may communicate the proposed deviation directly to the engineer or technical lead, with a copy to the Company’s buyer. The engineer or technical lead will evaluate the technical aspects and recommend to the buyer, who will communicate acceptance or disapproval to the Seller. The request should identify the affected items, drawing/specification number and revision number, a description of the proposed deviation, and justification for it. The request for deviation shall be submitted to the Company prior to making any change.

11.5. Electron Gun Design and Modeling

As stated in Section 3, the Seller shall provide a computer model of the new electron gun for independent electromagnetic and mechanical analysis by the company. The company shall provide results from its analysis back to the seller for the seller’s use.