Sources Sought Optical-Access Cryogenic Measurement System.docx

AMD-SS23-02

6640 / 334516

Primary POC: Tracy Retterer (tracy.retterer@nist.gov) Secondary POC: Nina Lin (nina.lin@nist.gov)

Title: Optical-Access Cryogenic Measurement System

BACKGROUND

As part of its research into single photon-single electron devices, the National Institute of Standards and Technology (NIST) has a need for an optical-access cryogenic measurement system. The experiments that the government wishes to pursue impose the following general requirements: i) base temperature below 1 K: ii) high-frequency leads, for high-speed pulsing and for fast sensing; ; iii) low noise (both mechanical and electrical) for doing very sensitive electrical measurements.

GENERAL SYSTEM REQUIREMENTS:

1. Cryogen-free: The Government requires a system in which liquid helium is not needed as a consumable. A system that requires the use of liquid helium will not be accepted. A system requiring liquid nitrogen is acceptable. The minimum acceptable period of time between liquid nitrogen replenishment is 7 days.

2. Optical access:

a. This system must be capable of providing line-of-sight access from outside the cryostat into the center (within approximately 5 cm) of the coldest stage. The window(s) providing this optical access must be removable and, for future modification, it is required that they conform to the geometry of a standard commercial flange (e.g., KF/NW).

b. Working distance: The distance from the outer surface of the outermost window to the inner surface of the innermost window must be less than 5 mm. Please note that this is not a specification for the distance to the coldest stage.

c. Transmissivity: If transparent windows are offered as an option, the optical transmissivity from outside of the cryostat to the coldest stage must be greater than 0.99 for angles of incidence up to 8 and for wavelengths from 400 nm to 1600 nm. It is acceptable but not required that a single set of windows be provided to cover this wavelength range; preference will be given to highest optical transmissivity.

d. Clear aperture and clearance: If transparent windows are offered as an option, the clear aperture of the optical access must be greater than 8 mm. For the purpose of positioning a focusing lens close to the exterior of the window, a clearance must be provided around the exterior of the window. Windows and/or flanges compatible with commercially available optomechanics are preferred.

3. Operation times:

a. The maximum acceptable times are 24 hours for both cool down and warm up;

b. In the proposal, the offeror must state minimum hold times if the user dissipates powers of 1 mW, 10 mW, and 100 mW. Preference will be given to longer minimum hold times.

4. Base temperature: The maximum acceptable base temperature is 0.9 K. Preference will be given to a smaller maximum.

5. Size of sample space: At the lowest temperature stage, the minimum acceptable volume shall be 6” Inner Diameter X 6” vertical space. This volume must contain the line-of-sight axis for the optical access. Preference will be given to larger volumes.

6. Separately priced options:

a. An offer will be acceptable if it does not include either of both of these options.

b. Transparent windows as specified in General Requirements 2. If the offeror usually does not provide these as part of the base package (but rather simply puts blank flanges on the line-of-sight ports), we request that the offeror provide a separately priced option for windows.

c. High-frequency (≥18 GHz) coaxial lines, as specified in Component Requirements 1. For this option, it is acceptable to provide a partial offer, for instance, the offeror might wish to offer SMA but not 2.92 mm cable assemblies.

COMPONENT REQUIREMENTS:

1. Wiring:

a. Low-Frequency Wires: We require at least one set of 25 wires going down to the lowest temperature stage.

i. To ensure compatibility with the existing measurement systems, connectors must be compatible with MIL-DTL-83513 (commercially known as “micro D”).

ii. For modularity, the 25 wires must be provided via one or more cable assemblies (wires plus connectors), connectorized at all intermediate stages between 300 K and base temperature.

b. As a separately-priced option, High-Frequency Coaxial wirings:

i. 8 high-frequency cable assemblies are required. Two of these cable assemblies shall have 2.92 mm connectors, and six shall have SMA connectors.

ii. For modularity, the 8 coaxial wirings must be connectorized at all intermediate stages between 300 K and base temperature.

iii. Heat-sinking shall be provided, so that the inner conductors of high-frequency coaxial wirings at the lowest temperature stage are at the base temperature;

iv. Cable assemblies shall be provided that have strain relief for semi-rigid cable assemblies that are not already bent, so that it is not necessary to bend a straight assembly in order to remove it or install it;

v. The successful Contractor shall coordinate with Government regarding length of cables. It is anticipated that NIST will insert attenuators or filters during installation and use.

2. For the purpose of allowing modifications in the future, at least two additional sets of ports with line-of-sight access to the coldest stage, sealed with blank flanges, should be included.

3. System Size:

The Government requires an overall system size that is as short (vertical height) as possible. This requirement is important given that operation without the need of personnel climbing on ladders is advantageous. The maximum acceptable distance is 1.5 m.

4. Ease of Use:

4.1 The Government requires a system that can be operated from open to closed to base temperature to room temperature to open by only one person (as opposed to requiring two or more people to operate some or all of the cycle).

5 Pulse Tube Refrigerator Compressor Location:

The Contractor shall provide a system in which the compressor for the pulse tube refrigerator can be located in a separate room. The minimum acceptable distance between the compressor and the system is 10 m. The offeror must state if it will be possible to locate the compressor in a sound-deadening box.

6 Computer:

The Contractor shall provide a system which can be controlled by a Government-supplied laboratory computer. The Contractor shall install and demonstrate all necessary software on the Government-supplied laboratory computer. In order to minimize electrical noise, the Government intends to use commercially-available fiber extenders for any communications ports such as GPIB, USB, LAN; the Contractor must supply a system that is compatible with such optical isolation.

7 Manual/Stand-by Operation:

All valves must be able to be operated by manual switches, separate from any computer operation; ``computer operation" specifically excludes any electronic touch-screen-actuated switches. Switches that are acceptable include mechanical, electrical (not controlled by digital electronics), and pneumatic.

8 Stage Mounting:

The Contractor shall provide mounting holes on all stages, and will coordinate with the Government regarding geometry.

9 Preventive Maintenance:

The minimum acceptable time between required preventive maintenance by the Government is two months. Such maintenance includes pump maintenance, compressor maintenance, changing pump oil, or any other standard maintenance required to keep equipment running in accordance with the original equipment manufacturers’ performance specifications.

10 Gaskets:

The Contractor shall provide two duplicates of all gaskets needed on the various vacuum cans.

11 Extra low-frequency connectors:

The Contractor shall provide at least six of every type of cable and bulkhead-mount connector necessary for government personnel to make electrical contact to the government's samples. Note: this includes only the connectors for the low-frequency leads, not the high-frequency leads.

12 Replacement Metric Bolts:

The Contractor shall provide 50 extra bolts, 50 extra washers, and 50 extra nuts of each size of metric bolt used in the system. The length and head style of the bolts shall be identical with those used in the system.

13 Infrastructure requirements:

The Contractor shall provide a system which requires no more than the following maximum requirements on infrastructure:

Area: total footprint of all equipment 10 m2 Electrical power: maximum 50 A at each of 110/208/220/240 V. No voltages above 240 V.

Cooling water: maximum flow 30 liters/minute Pneumatic (pressurized air or nitrogen gas) service: maximum 7 bar.

LINE ITEM 0002: QUANTITY 1 (ONE) LOT DOCUMENTATION:

a. Before delivery of the system from the Contractor’s site to NIST, the Contractor shall demonstrate/document compliance with all specifications of the system in the Contractor’s site or other location as agreed between the Contractor and the Government. The Government reserves the right to be present, on-site, at the Contractor’s facility during this testing.

The Contractor shall notify the NIST Contracting Officers Representative (COR), (to be identified at the time of award), 30 calendar days prior to the planned date of the testing. If the Government elects to be on-site for the training, NIST shall pay for all travel and per diem.

b. The Contractor shall provide the following documentation upon delivery of the system. All documentation must be provided in both electronic and hardcopy format. NIST will not accept electronic format in lieu of hardcopy.

Deliverables

List of commercial equipment purchased from separate sources that it is likely that Government personnel will need to operate (example: personnel are likely to need to know how to operate a temperature controller as a standalone unit, but are unlikely to need to know how to operate a pressure gauge as a standalone unit).

LINE ITEM 0003: QUANTITY 1 (ONE) LOT INSTALLATION:

The Contractor shall install the system. Installation shall include, at a minimum, uncrating/un-packaging of all equipment, set-up and hook-up of all equipment, start-up, and demonstration of all required specifications. Technical personnel experienced with the system shall install the system and perform all activities necessary to ensure the system is fully functional and meets all required specifications.

Installation shall be completed no later than 30 days after the system is delivered.

LINE ITEM 0004: QUANTITY 1 (ONE) LOT ON-SITE TRAINING:

The Contractor shall schedule and conduct training for at least three (3) NIST personnel, on-site at NIST Gaithersburg. Training shall include all aspects of system operation and basic troubleshooting.

The training may be completed at NIST immediately after installation, however must be completed no later than 30 days after installation.

Installation and training must be scheduled, in advance, with the NIST Contracting Officer’s Representative (COR).

LINE ITEM 0005: WARRANTY: The Contractor shall provide, at a minimum, a one (1) year warranty for the system. The warranty must cover the complete system and associated components and software. The warranty must cover all defects in materials and workmanship for a period of one (1) year from the date of final acceptance by the Government.

During the warranty period, the Contractor shall bear all costs, including shipping, travel, and labor, to complete the repairs and/or replacement of any defects.

Customer Support:

The Contractor shall provide, within the standard warranty period, unlimited telephone customer support during normal business hours (in offeror's location). This support shall be provided by technical personnel who are experienced with the offered system. Technical personnel shall be required to return calls within one (1) business day.

HOW TO RESPOND TO THIS NOTICE

In responding to this notice, please DO NOT PROVIDE PROPRIETARY INFORRMATION. Please include only the following information, readable in either Microsoft Word 365, Microsoft Excel 365, or .pdf format, in the response: Submit the response by email to the Primary Point of Contact and, if specified, to the Secondary Point of Contact specialist listed at the bottom of this notice as soon as possible, and preferably before the closing date and time of this notice.

· Provide the complete name of your company, address, name of contact for follow-up questions, their email, their phone number and, if your company has an active registration in https://sam.gov, your company’s Unique Entity ID (UEI).

· Identify laboratory equipment that your company sells that is of the nature addressed in the BACKGROUND section of this notice. Include brand name, make, model, and/or other distinguishing information.

· State if your company is the manufacturer of the identified equipment or is a retailer or wholesaler that normally sells the identified equipment. If the latter, indicate whether the manufacturer authorized in writing for your company to sell the identified equipment on behalf of the manufacturer.

· Describe performance capabilities and relevant or beneficial physical and functional features for any equipment you identified to satisfy the NIST-identified minimum specifications described in this notice.

· Identify any aspects of the NIST market research notice, including instructions, and draft minimum specifications in the BACKGROUND section above that could be viewed as unduly restrictive or contain unnecessary barriers that adversely affect your ability to fully participate and indicate why. In such a scenario, please offer suggestions for how the market research notice and draft minimum specifications could be made more inclusive and competitive.

· Discuss whether the equipment that your company sells and which you describe in your response to this notice may be customized to specifications and indicate any limits to customization.

· For the NAICS code listed in this notice:

· Indicate whether your company is (a) a small business or (b) other than small business. See the Table of Small Business Size Standards and the associated .pdf download file for small business size standards and additional information.

· If you believe the NAICS code listed in this notice is not the best NAICS code for the type of product addressed in this notice, identify an alternative NAICS code that you believe would be more appropriate for the planned procurement.

· Describe services that are available with the purchase of the aforementioned equipment from your company such as installation, training, and equipment maintenance.

· Describe standard terms and conditions of sale offered by your company for the aforementioned equipment such as: delivery time after your company accepts the order; FOB shipping terms: manufacturer warranty (including details regarding nature and duration); if available, description(s) of available extended warranty; equipment setup and test; operator and service instruction manual(s); cleanup after installation; and if applicable, other offered services. Provide a copy of manufacturer standard terms and conditions that typically relate to the sale of the specified equipment, if available.

· State published price, discount or rebate arrangements for aforementioned equipment and/or provide link to access company’s published prices for equipment and services.

· State whether the aforementioned equipment is manufactured in the United States and, if not, state the name of the country where the equipment is manufactured.

· Identify any plans/possibilities for changes in manufacturing location of the aforementioned equipment and provide relevant details.

· If the aforementioned equipment and related services are available for purchase on any existing Federal Supply Schedule contract(s) or other contracts against which NIST may be able place orders, identify the contract number(s) and other relevant information.

· Identify any customers in the public or private sectors in which you provided the aforementioned or similar equipment. Include customer(s) information: company name, phone number, point of contact, email address.

· Provide any other information that you believe would be valuable for NIST to know as part of its market research for this requirement.

· State if you require NIST to provide additional information to improve your understanding of the government’s requirement and/or would like to meet with NIST representatives to discuss the requirement and the capabilities of the identified equipment.

QUESTIONS REGARDING THIS NOTICE

Questions regarding this notice may be submitted via email to the Primary Point of Contact and the Secondary Point of Contact listed in this notice. Questions should be submitted so that they are received by 1:00 p.m. Eastern Time on January 6, 2023. Questions will be anonymized and answered via sources sought notice amendment following the question submission deadline.

IMPORTANT NOTES

The information received in response to this notice will be reviewed and considered so that NIST may appropriately solicit for its requirements in the near future.

This notice should not be construed as a commitment by NIST to issue a solicitation or ultimately award a contract.

Responses will not be considered as proposals or quotations.

No award will be made as a result of this notice.

NIST is not responsible for any costs incurred by the respondents to this notice.

NIST reserves the right to use information provided by respondents for any purpose deemed necessary and appropriate.

Thank you for taking the time to submit a response to this request!