SOW_HFIR Beryllium Reflector Replacement Shutter Insert_GHS-SW-20-0001_R00.pdf

GHS-SW-20-0001-R00

ORNL IS MANAGED BY UT-BATTELLE LLC FOR THE US DEPARTMENT OF ENERGY

HFIR Beryllium Reflector Replacement Shutter Insert SOW

Michael Hoffmann Matthew Frost

September 2025

DOCUMENT AVAILABILITY

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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.

Neutron Science Directorate

HFIR BERYLLIUM REFLECTOR REPLACEMENT

SHUTTER INSERT STATEMENT OF WORK

Michael Hoffmann Matthew Frost

September 2025

Prepared by

OAK RIDGE NATIONAL LABORATORY

Oak Ridge, TN 37831 managed by

UT-BATTELLE LLC

for the

US DEPARTMENT OF ENERGY

under contract DE-AC05-00OR22725 iii

APPROVALS

Rev 00 Rev 01 Rev 02 Rev 03 Approvals

Engineering Lead Instrument Engineering Group Lead

Neutron Optics Scientist Neutron Optics Scientist Neutron Optics Scientist HBRR Lead Scientist HBRR LV2 Manager

Revision Effective date Summary of change

Revision 0 September 2025 Original release per GHS-DCN-00-0002

3:40 pm 07-Oct-2025

THOMAS HUEGLE | HUEGLET@ORNL.GOV

12:02 pm 08-Oct-2025

GARRETT GRANROTH | GRANROTHGE@ORNL.GOV

10:08 am 08-Oct-2025

MATTHIA D. FRONTZEK | FRONTZEKMD@ORNL.GOV

3:24 pm 07-Oct-2025

AMY JONES | BLACKA@ORNL.GOV

2:20 pm 08-Oct-2025

R. AARON HANKS | HANKSRA@ORNL.GOV

8:50 pm 06-Oct-2025

MATTHEW FROST | FROSTMJ@ORNL.GOV

3:08 pm 07-Oct-2025

MICHAEL HOFFMANN | HOFFMANNMC@ORNL.GOV

iv

Table of Contents Approvals ..................................................................................................................................................... iii

1. Abbreviations and Definitions

2. Introduction

3. Purpose and Scope

3.1 Design (Phase 1)

3.2 Fabrication (Phase 2)

3.3 Shipping (Phase 3)

3.4 Installation (Phase 4) – Optional

4. Technical Requirements, Codes, and Standards

4.1 Guide Coating Definition

4.2 Technical Requirements

4.3 Product Marking

4.4 Guide Layout and Cross-Sections

4.5 Required m-values

5. Project Management

5.1 Point of Contact

5.2 Project Schedule

5.3 Hold Points

5.4 Project Proposal

5.5 Company provided information

6. Tasks

6.1 Phase 1 – Design

6.2 Phase 2 – Fabrication

6.3 Phase 3 – Shipping

6.4 Phase 4 – Installation (Optional)

7. Deliverables

7.1 Phase 1 – Final Design

7.2 Phase 2 – Fabrication

7.3 Phase 3 – Shipping

8. Meetings

8.1 Virtual Meetings

8.2 Phase 1 – Design

8.3 Phase 2 – Fabrication

8.4 Phase 3 – Shipping

9. Acceptance

9.1 Quality Assurance Review

9.2 Final Acceptance

10. Packaging and shipping

10.1 Labeling

10.2 Crating Requirements

10.3 Shipping

10.4 Inspection

11. Quality Assurance

11.1 Quality Assurance Program

11.2 Deviation Requests or Changes

11.3 Non-Conformances

11.4 Surveillance

11.5 Calibration Program

12. Appendices v

12.1 Appendix A – Tables of m-value specifications

Table of Figures Figure 1: General Common Systems Layout Figure 2 - Components of the HB-4 Shutter Figure 3: Guide Within Scope Figure 4: Coating Performance and Conformance Plots Figure 5 - HB-4 Shutter Cross-Section Figure 6 - Support Locations

1. ABBREVIATIONS AND DEFINITIONS

The Contractor The entity that the Company has decided will produce the requested deliverables in this

SOW.

The Company The entity soliciting the deliverables in this SOW, Oak Ridge National Laboratory (ORNL).

CDR – Conceptual Design Review Meeting to present and review the conceptual design. The conceptual design should have enough detail to demonstrate the design can meet defined requirements with additional design and analysis effort. Typically, it is assumed the design is approximately 30% finished overall.

CGH – Cold Guide Hall The building where the instruments are located that utilize cold neutrons in experiments. The cold neutrons come from a liquid hydrogen cold source that is placed within the HB-4 beam tube.

CMTR – Certified Material Test Report DIR – Dimensional Inspection Report FDR – Final Design Review

Meeting to present and review the final design.

HBRR – HFIR Beryllium Reflector Replacement

The project underway to replace the permanent beryllium reflector at HFIR. To replace the reflector all instruments in the thermal beam room must be removed, this includes the neutron guides within the HB-4 tunnel. The HB-4 tunnel neutron guide conveys the neutrons from the HB-4 cold source to the neutron instruments in the Cold Guide Hall.

HFIR – High Flux Isotope Reactor KOM – Kick Off Meeting Multiplex Guide

A section of a guide assembly that has more than one channel and at least two of the channels are for different instruments.

NCR – Non-Conformance Report PDR – Preliminary Design Review

Meeting to present and review the preliminary design. The preliminary design has furthered the conceptual design to approximately 60% overall.

POC – Point of Contact Designated person at the Contractor who is responsible for communicating with the Technical Project Officer.

QA – Quality Assurance QAP – Quality Assurance Program SMR – Spherically Mounted Retroreflector SOW – Statement of Work

This document TPO – Technical Project Officer

The main point of contact at the Company for technical questions and concerns

2. INTRODUCTION

The HBRR project is actively being planned and includes a large complex scope of work. Part of this work includes the opportunity to optimize the instrument locations in the Cold Guide Hall. Since the existing guide is reaching end of life, installation of new guides with the appropriate layout will occur.

This will be a new, more complicated, interconnected guide system. The layout shown in Figure 1 includes the neutron guides inside vacuum chambers for seven instruments. The NB-2 guide will support two instruments, the NB-2 end station and NB-2A. NB-2A will use a fixed monochromator to direct specific neutron energies through evacuated flight tubes, which will have no neutron guide, to a second monochromator and then to the instrument.

Figure 1: General Common Systems Layout

Between the neutron guide and the reactor is the HB-4 Shutter. The HB-4 Shutter is a rotary shutter that rotates around a vertical axis to open and close, either allowing neutrons to pass through it or provide shielding when neutrons are not needed. Current and previous designs of the shutter had only openings in the steel rotating drum to allow the neutrons through. However, the newest configuration that will be implemented, and is still under design, during HBRR will have neutron guide inside of it. This guide is called the HB-4 Shutter Insert (also referred to "insert" or "guide assembly" in this document). The insert consists of three guide sections of differing heights that start closer together on the reactor side and expand out as they move away from it. The HB-4 Shutter Insert fits inside the HB-4 Shutter Insert Housing (also referred to as “insert housing” within this document) which fits inside the HB-4 Shutter.

The insert housing shall be used to precisely align the insert to HB-4 beam centerline that is generated by the HB-4 beamtube. The insert and insert housing are shown in Figure 2 with other parts of the HB-4 Shutter. The HB-4 Shutter and Shutter Insert Housing shall be designed by the Company and are shown here for reference only.

Figure 2 - Components of the HB-4 Shutter

3. PURPOSE AND SCOPE

The purpose of this document is to subcontract a company to provide specialized design services to provide a final design of the shutter insert (Phase 1) and to fabricate (Phase 2) and ship the insert (Phase 3). The scope of work is for the shutter insert only, which is shown in Figure 3, and only includes the work necessary to complete the tasks and deliverables specified within this SOW.

Figure 3: Guide Within Scope

3.1 Design (Phase 1)

Design includes the design of the HB-4 shutter insert and shall include all of the deliverables within this SOW and successful completion of the design reviews per this SOW. The deliverables shall be reviewed and approved by the Company. Refer to Section 7 for more information.

3.2 Fabrication (Phase 2)

Upon successful completion of Phase 1, the vendor shall proceed into a fabrication phase. The fabrication phase shall be for the fabrication of the insert. All deliverables shall be reviewed and approved by the Company per this SOW. The vendor is expected to provide quality assurance of the parts fabrication including but not limited to, dimensional compliance and surface compatibility with neutrons. Testing of the components shall be completed with the option for Company witnessing of the testing or QA for any or all of the components. Upon successful completion of testing and QA inspection, the components shall proceed to Phase 3.

3.3 Shipping (Phase 3)

Upon successful completion of Phase 2, the vendor shall begin preparing the components for shipping.

The Company may request access to the packaged components for inspection prior to shipping. Shipping shall not commence until authorized by the Company. The vendor shall ship all components to the location determined by the Company.

3.4 Installation (Phase 4) – Optional

The Company may request the Vendor to provide installation assistance in the form of oversight. The Company requests that the vendor provide a separate line-item quote for the installation effort.

4. TECHNICAL REQUIREMENTS, CODES, AND STANDARDS

4.1 Guide Coating Definition

Super-mirror neutron guide surfaces will be coated with a Nickel-Titanium nano-layer structure in order to achieve supra-critical reflections by thermal and cold neutrons. The expected neutron reflectivity performance is defined using the following terms and parameters.

4.1.1 Qc

Ni is defined as a neutron momentum transfer of 0.0219 A-1, or specular reflection of a 4

Angstrom Neutron from a surface at 0.4 degree angle.

4.1.2 m is specified as a multiple of QC Ni, and thus is a normalized quantity of Qc, or the “cut-off”.

While it is not a true specification, it is a good indication of performance expectations.

4.1.3 R(Q) is defined as the neutron reflectivity at a certain Q value.

4.1.4 R0 is the average reflectivity measured at QC

Ni and below.

4.1.5 Features of the coating may include non-depolarizing, bandpass (no expected reflection below

QC

Ni), polarizing and others.

4.1.6 Specification for these values are given as a minimum and maximum acceptable reflectivity R over a prescribed Q range as seen in Table 1, an example of a m=3 definition table. The specification is linearly interpolated between specified Q values for specified values that are consistently bounded.

Table 1 - Example m-value definition

Specification\Super Mirror m=3.0 R0 min [U] 0.95 Rmin(Qc

Ni) [U] 0.95 Rmin(2.8 Qc

Ni) [U] 0.80 Rmax(3.3 Qc

Ni) [U] 0.05 Rmax(4.0 Qc

Ni) [U] 0.05

The parameters in this table are used to develop an acceptance map that is directly compared to QA reflectivity measurements of the coating performance, seen in the left plot. In the right plot, any measurements that fall in the red regions are non-conforming to the specification.

Figure 4: Coating Performance and Conformance Plots

4.1.7 The tables that define the required m-values for the shutter insert are listed in Appendix 12.1.

4.2 Technical Requirements

4.2.1 The HB-4 Shutter opens and closes by rotating about a central vertical axis, therefore the insert and insert housing must not protrude outside of the rotating shutter drum, as shown in Figure 5.

Figure 5 - HB-4 Shutter Cross-Section

4.2.2 As shown in Figure 6 and drawing GHS-M-20-U-0002, two holes are requested on the downstream end of the shutter insert. These holes are to lock the shutter insert inside the shutter insert housing in the event of excessive vibrations. Details to be finalized during final design phase.

Figure 6 - Support Locations

4.2.3 The guide assembly shall be supported on each end by set screws that are mounted to the insert housing. See Figure 6 for approximate support locations. Reference drawing GHS-M-20-U-0002 for additional details. If other design decisions dictate a change in these locations, Contractor must submit the changes no later than the completion of preliminary design.

4.2.4 The environment for these components will be ambient air at an operating temperature between 68°F and 90°F (20°C and 32°C). Temperature change within the operating environment will be less than 20°F (10°C) per hour during operation.

4.2.5 The guide assembly will be under normal atmosphere. No neutron windows are required. Dust covers shall be provided for shipping and handling.

4.2.6 The guide assembly will be installed in a region with high radiation fields. It will be located 4.455 meters from the HB-4 Origin to the center of the guide assembly and is in a radiation field of 3.31 x 1010 n/cm2/sec with approximately 72% of the flux coming from neutrons with energy less than 0.2 eV (thermal neutron threshold).

4.2.7 The guide shall be designed for a nominal operational lifetime of 20 years. Upon request, the Contractor shall provide supporting documentation or data to verify this requirement.

4.2.8 The substrate material for the guide assembly shall be such that it can resist the radiation environment and thermal stresses applied to it for the operational life. The Company’s preference is Aluminum.

4.2.9 The substrate material thickness shall be minimized as much as possible but provide adequate support for assembly and handling as well as retaining dimensional stability for the operational life. A thickness is shown on the dimensional drawing that is provided with this SOW, this is the preferred thickness but is not a requirement.

4.2.10 The Contractor shall submit final dimensional details of the outside of the Shutter Insert (i.e.

guide assembly) no later than the completion of preliminary design. This will help facilitate the design of the Shutter Insert Housing that the Company is designing at the same time.

4.2.11 The super-mirror surface of the neutron guide shall be within a profile tolerance of ±0.03 mm relative to the true taper profile as stated in AMSE Y14.5 (or approved equivalent). This profile tolerance extends the full length of the neutron guide assembly. Individual guide channels (as required) shall be aligned to meet this overall profile tolerance requirement.

4.2.12 The angular misalignment tolerance from guide channel to guide channel shall be less than or equal to 1.5 x 10-4 radian.

4.2.13 If the shutter insert is fabricated from multiple segments at the Contractor’s facility, the segments shall be precisely aligned to the beam line center, reference drawing GHS-M-20-U-0002 for additional details. For these guide segments the actual centerline of the guide shall be located within ±0.01 mm true position of the theoretical beam line center at the end of each guide segment. This alignment requirement shall be confirmed in the dimensional inspection report.

4.2.14 The substrate waviness (deviation of a local surface normal relative to the desired surface normal) shall be less than 1.5 x 10-4 radian (RMS). The average surface roughness shall be sufficient to meet the requirements of reflectivity and m-values.

4.2.15 SMR target locations are required. With the shutter insert fully inside the shutter insert housing, external survey nests must be discussed in detail with the Company before the decision is finalized.

4.3 Product Marking

4.3.1 The guide assembly shall be permanently marked on an exposed housing upward facing surface.

4.3.2 The marking shall include the Contractor’s name, the part number, and overall weight.

4.3.3 The character height shall be no smaller than 10mm.

4.3.4 The marking shall be done by using machine engraving or chemical etching. If some other method is preferred, it must be agreed upon by the Company before it is used.

4.4 Guide Layout and Cross-Sections

4.4.1 Drawing GHS-M-20-U-0002 gives the Company’s concept of the HB-4 Shutter Insert that is within scope of this statement of work. However, as stated in section 5.5.1, a 3-dimensional model is attached to the drawing pdf that defines the shutter insert, the shutter insert channels, and where they are spatially within the defined envelope.

4.5 Required m-values

4.5.1 Table 2 shows the expected m-values for each channel.

Table 2 – List of m-values

Channel S1 S2 S3 m-value (sides) 3.0 3.0 3.0 m-value (top/bottom) 0 0 3.0

5. PROJECT MANAGEMENT

5.1 Point of Contact

5.1.1 The Contractor shall designate a point of contact to interface with the Company’s technical project officer.

5.2 Project Schedule

5.2.1 The Contractor shall develop a schedule of the project and submit this to the TPO. The schedule shall include a completion date and at a minimum shall include project milestone submittals, broken down tasks with duration, and required meetings discussed below. Milestones and hold points should be clearly marked on the schedule. The TPO may request updates of the project schedule at the coordinated meetings in order to inform the appropriate stakeholders of expected timelines and dates.

5.2.2 Once the Contractor and Company agree on scheduled deliverable content and dates, the contractor shall closely monitor schedule progress and immediately report any concerns of possible schedule slippage to the Company.

5.3 Hold Points

The Company will work with the Contractor to identify Hold Points and Witness Points. As part of the proposal, the Contractor should anticipate Hold Points and Witness Points per the general guidance given in Table 3.

Table 3: Anticipated hold and witness points

Activity/Milestone Hold Point Witness Point Conceptual Design X Preliminary Design X Completion of Phase 1 X Complete Fabrication X X Testing X Prior to Shipping X X

5.3.1 Conceptual Design

The Contractor shall not proceed with design after the Conceptual Design Review until documented authorization (email is acceptable) has been received from the Company. The intent of this hold point is to provide the Company time to evaluate the whole system design, review documentation, and assessment of higher-level project requirements.

5.3.2 Preliminary Design

The Contractor shall not proceed with design after the Preliminary Design Review until documented authorization (email is acceptable) has been received from the Company. The intent of this hold point is to provide the Company time to evaluate the whole system design, review documentation, and assessment of higher-level project requirements.

5.3.3 Completion of Phase 1

Once Phase 1 is complete, the Contractor shall not proceed into Phase 2 unless authorized with documented authorization (email is acceptable) from the TPO. The intent of this hold point is to provide the Company time to communicate the design to the stakeholders, evaluate the whole system design, review documentation, evaluate the test plan, and the assessment of higher-level project requirements.

5.3.4 Complete Fabrication

The Contractor shall notify the Company two months prior to when fabrication is expected to be completed. This will allow the Company time to setup travel. Once fabrication is complete, the Contractor shall not begin packaging unless authorized by the Company to do so. The Company will inspect the completed product for compliance with the contract, approve documents, and will authorize packaging of the product.

5.3.5 Testing

The Contractor shall not move on from testing until authorized by documented authorization (email is acceptable) from the TPO. The intent of this hold point is to provide the Company time to review the Test Report that is outlined in Sections 6.2.4, 6.2.5, and 6.2.6.

5.3.6 Shipping

The Contractor shall not ship the product without authorization from the Company. Shipping shall be on hold until authorized by the Company to ship the product. This authorization may include a Company inspection of the product prior to shipping.

5.4 Project Proposal

5.4.1 The Contractor shall submit an estimate for the cost of completing the task within this SOW. This estimate shall be submitted as a cost breakdown of each activity with the associated total. Costs shall be provided for Phase 1, Phase 2, Phase 3, and Phase 4 individually.

5.4.2 The estimate from the Contractor shall include durations and proposed end dates for each phase.

5.5 Company provided information

5.5.1 The Company will submit 3-dimensional computer model of the shutter insert to the Contractor.

This model is embedded in the pdf of drawing GHS-M-20-U-0002.

5.5.2 The Company provided requirements in Section 4 of this SOW.

5.5.3 M-value definitions provided in Appendix 12.1 of this SOW.

6. TASKS

All tasks within this document shall be completed by the Contractor and submitted for approval as required to the Company.

6.1 Phase 1 – Design

6.1.1 The Contractor shall progress the design to be able to begin fabrication. A general progression of the design is provided in Section 7.

6.1.2 The insert shall meet the m-value requirements as stated in Section 4.5 and further defined in appendix 12.1.

6.1.3 The Contractor shall provide detailed drawings and models as described in Section 7.

6.1.4 The Contractor shall provide detailed specifications as described in Section 7.1.5.

6.1.5 The Contractor shall provide a detailed test plan as described in Section 7.1.6. The test plan shall be approved by the Company prior to proceeding into the next Phase.

6.1.6 The Contractor shall participate in the meetings as defined in Section 8.

6.1.7 The Contractor shall provide a lifting plan for the guide with what features or limitations may be necessary for proper lifting of the guide.

6.1.8 The Contractor shall provide a Quality Assurance plan for the fabrication, testing, and shipping of the guide.

6.1.9 The Contractor shall provide material test coupons to the Company in order for the Company to perform additional testing on the material.

6.1.10 The Contractor shall test the material coupons to validate the coating performance. The Contractor shall submit testing results to the Company for acceptance.

6.2 Phase 2 – Fabrication

6.2.1 After authorization to proceed has been given (refer to Hold Points in Section 5.3), the Contractor shall begin fabrication of the guides per the design drawings and specifications provided in Phase 1.

6.2.2 The Company shall be allowed to visit the facility. Requests will be submitted to the Contractor for a visit and will be coordinated by the Company TPO and the Contractor POC.

6.2.3 The Contractor shall perform testing of the final product compliant with the accepted test plan (Refer to Section 7.1.6). The Contractor shall notify the Company two months prior to performing the test in order to allow the Company to arrange travel plans to witness the testing.

6.2.4 The Contractor shall submit all test results to the Company.

6.2.5 The Contractor shall submit a Test Report outlining the test setup, expected (or required) results, the actual results of the test, and a comparison of the expected vs actual results.

6.2.6 The Contractor’s test report shall include not only the graphs similar to those shown in section 4.1.6, but also the observed data for the test location on each test sample. The Contractor’s observed data shall consist of no fewer than 75 data points equally spaced (± 20%) over 0 <Q <

0.12 Å-1. The Seller shall submit for review the selection method of the test location for each test sample. The Seller shall determine Amin and Aavg by numerical integration from the observed data.

6.2.7 The TPO and POC shall work to develop critical dimensions that will require further verification in Dimensional Inspection Reports. The Contractor shall be responsible for originating the document and shall submit the DIR for approval to the Company. Refer to Section 7.2.2.

6.2.8 The Company will visit the Contractor for the purposes of evaluating the fabrication process and/or the fabricated product. The Company shall be allowed to examine the product including, but not limited to, dimensional inspections.

6.3 Phase 3 – Shipping

6.3.1 The shipping contents shall be properly secured and protected so that the contents are received undamaged.

6.3.2 The Contractor shall coordinate shipping with the Company TPO.

6.3.3 The Contractor shall ship all the components to the specified location at the Oak Ridge National Laboratory per the Company TPO.

6.3.4 Once the shipment has been received, the Company will perform additional testing of the components prior to acceptance.

6.4 Phase 4 – Installation (Optional)

6.4.1 The Company may request the Contractor to provide consultation for installing.

7. DELIVERABLES

In addition to the tasks listed above, the following are deliverables that are required to fulfill this contract.

7.1 Phase 1 – Final Design

7.1.1 Conceptual drawings of the shutter insert shall be submitted to the Company. The conceptual drawings shall include the maximum overall length, maximum envelope of the cross section, and a concept showing how the guides should be lifted. The lifting concept is to provide the Company with guidance on how the Contractor believes the insert should be installed and what additional features or parts are needed for installation.

7.1.2 Preliminary drawings shall be submitted to the Company for review prior to the Preliminary Design Review. The drawings are not required to be complete but should be at approximately 60% complete. It is understood that some drawings may be in draft format while others are farther along. The TPO shall agree that the preliminary drawings satisfy the approximate 60% completion prior to holding the PDR.

7.1.3 Computer models used for this scope of work shall be submitted to the Company in the native format and in "stp" files.

7.1.4 Final drawings shall be submitted to the Company prior to the Final Design Review. Final drawings shall include drawings required for fabrication (including lifting information). Drawings shall be submitted in the original format and in pdf.

7.1.5 Specifications including but not limited to, coatings, material specifications, vacuum specifications, support specifications, and adhesives (if used) shall be submitted to the Company prior to the FDR.

7.1.6 A test plan shall be submitted to the Company prior to the FDR. The test plan shall include the test setup, required method of measurement, and acceptable measurements. The test plan shall include methods to ensure the dimensions are acceptable and methods to ensure the m-values are as expected with neutrons at the desired intensity and wavelengths.

7.2 Phase 2 – Fabrication

7.2.1 The Contractor shall submit Certified Material Test Reports to the Company for all materials used to fabricate the components. The CMTRs require approval by the Company.

7.2.2 The TPO and POC shall work to develop critical dimensions that will require further verification in Dimensional Inspection Reports. The Contractor shall be responsible for originating the document and shall submit the DIR for approval to the Company. The report shall include, at a minimum: the part number and revision; the nominal drawing dimension and drawing tolerance as written on the drawing; location and sheet on drawing; actual measured result; inspection equipment and calibration due date; inspection personnel performing the measurement; signature of Contractor’s authorized representative.

7.2.3 The Contractor shall develop as-built drawings of the insert from the drawings developed in Phase 1. These drawings shall be submitted to the Company for approval.

7.2.4 The Contractor shall be responsible for developing a Shipping Plan for shipping the product to the designated location as agreed upon with the TPO. The Shipping Plan shall include at a minimum, a list of the packages with associated contents, how the products are packaged, shipping method, address where shipment will be delivered, and a tracking number. The shipping plan shall ensure that the components are not damaged in transit.

7.3 Phase 3 – Shipping

7.3.1 Shipping information (tracking numbers, container quantities, shipping company information, expected delivery times, etc) shall be submitted to the Company.

7.3.2 Photos of the packaged products with shipping information shall be submitted to the Company

TPO.

8. MEETINGS

8.1 Virtual Meetings

All meetings may be held virtually as agreed upon by the POC and TPO.

8.2 Phase 1 – Design

8.2.1 A Kick-off Meeting shall be held by the Contractor and the Company. The Contractor shall lead the KOM which shall include an overview of the tasks to be completed within Phase 1, a breakdown of the schedule, information needed and/or received from the Company, and how the Contractor will execute the work.

8.2.2 Monthly meetings shall be held by the Contractor to show progress on the design, and address questions or comments (from Contractor or Company). Monthly meetings shall be arranged at an agreed upon time and duration by the POC and TPO.

8.2.3 The Contractor shall provide a Conceptual Design Review of the guide to the Company at an agreed upon time with the TPO. This CDR shall represent completion of the conceptual design.

Documentation required to support the conceptual design referenced in Section 7.1, shall be submitted at least one week prior to the review. Slides of the review shall be submitted to the Company.

8.2.4 A PDR shall be held and shall be arranged at an agreed upon time and duration by the POC and TPO. The PDR shall include progress made on the tasks within scope and shall include design documents as specified in Section 7.1.2.

8.2.5 A FDR shall be held and shall be arranged at an agreed upon time and duration by the POC and TPO. The FDR shall include the evidence for completion of all tasks and a status of all deliverables. The schedule should be updated to show work completed and work to go.

8.2.6 Meetings may be required by the Contractor for the Company to provide clarification of the scope and concept. Meetings may also be requested by the Company for the Contractor to provide explanation including but not limited to documents and design. The TPO may schedule meetings as necessary.

8.3 Phase 2 – Fabrication

8.3.1 A Kick-off Meeting for Phase 2 scope shall be held by the Contractor and the Company. The meeting shall be arranged at an agreed upon time by the POC and TPO. The KOM shall include an overview of the tasks to be completed within Phase 2, a breakdown of the schedule, information needed and/or received from the Company, and how the Contractor will execute the work.

8.3.2 Monthly meetings shall be held by the Contractor to show progress on the design, and address questions or comments (from Contractor or Company). Monthly meetings shall be arranged at an agreed upon time and duration by the POC and TPO. Meeting frequency may be adjusted as agreed upon by the POC and TPO.

8.4 Phase 3 – Shipping

8.4.1 Meetings will be held as necessary and shall be coordinated between the Company TPO and Contractor POC.

9. ACCEPTANCE

9.1 Quality Assurance Review

9.1.1 Prior to shipment of the hardware, a final Quality Assurance review is to be held between the Company and the Contractor. All non-hardware deliverables will be reviewed, and any discrepancies will be highlighted. Final acceptance of quality documentation is when all discrepancies are resolved between the Contractor and Company and indicates approval to ship the hardware to the Company site.

9.2 Final Acceptance

9.2.1 Final acceptance is at the Company site or other site specified by the Company. The Company will perform a receipt inspection at the time of arrival and will check for completeness and any physical damage. The Company will issue a Receipt Inspection Report. The report will note any discrepancies that need to be resolved. Testing may be performed by the Company to ensure quality of the shipped product. This testing is in addition to the testing described in Section 7.1.6.

Upon satisfactory resolution of damage (if any) from shipping and satisfactory testing results, the hardware will be accepted.

10. PACKAGING AND SHIPPING

10.1 Labeling

10.1.1 The outside of each crate and package shall be plainly and permanently labeled with the following:

o Gross Package Weight o Package Identification Number o Contractor identification o Serial number (if any) o Contents: HFIR HB4 Shutter Insert o Company’s TPO First and Last Name o Company’s specification number o Company’s subcontract number o Company’s shipping address

10.2 Crating Requirements

10.2.1 Crate shall be compatible with lifting with forklift.

10.3 Shipping

10.3.1 The contents shall be packaged and shipped by the Contractor to Oak Ridge National Laboratory in Oak Ridge, Tennessee, USA. The Contractor shall confirm shipping address and details prior to shipping.

10.4 Inspection

10.4.1 The Company will inspect each shipping crate/box upon arrival. Any damage will be documented and if necessary, the Contractor will be contacted to establish a plan of resolution. If any major discrepancies are observed, the Contractor will be contacted to establish a plan of resolution

11. QUALITY ASSURANCE

11.1 Quality Assurance Program

11.1.1 All work shall be conducted by the Contractor under a Company approved Quality Assurance Program (QAP). The Contractor shall submit a written QAP or “Quality Control System” for evaluation with the quote. The program shall be in sufficient detail and scope that the Company can evaluate the adequacy of quality controls from the Contractor.

11.1.2 The QA Program shall address, at a minimum, the following elements: training and qualifications, continuous improvement, documents (including procedures) and record management, process controls (including materials control, nonconformance and deviation control, and a mature calibration program), design control (as applicable), procurement control, and inspection and test program. The Contractor shall ensure all work is performed in accordance with its QA Program. The Contractor is responsible for the administration and performance of all testing, inspections, and examinations, whether performed at the Contractor’s facilities or at other facilities. The Company reserves the right to witness all tests, inspections, and examinations.

11.1.3 The Contractor shall make available all procedures referenced in the QAP or used to perform testing, inspections, and examinations.

11.2 Deviation Requests or Changes

11.2.1 Requests to deviate from a requirement may be submitted to the TPO as a deviation request. The deviation request will be evaluated by the Company and communicated to the contractor. The contractor shall not proceed with the deviation unless authorized by the Company.

11.2.2 The Contractor may propose deviations from the specifications, drawings, or other technical requirements of this procurement. All proposed deviations or changes shall be reported directly to the Company’s Technical Project Officer. The TPO shall evaluate the technical aspects and recommend to the Company, who will communicate acceptance or disapproval to the Contractor.

11.2.3 In all cases, the Company shall disposition the deviations prior to continued processing by the Contractor.

11.2.4 Deviation requests shall identify the purchase order number (or contract number), the affected items(s), citing the drawing/specification number and revision number, cost (increase or reduction), a description of the proposed deviation, cause, description of the changes requested (including drawing or specification markups if appropriate), justification for the deviation, and the schedule impact, if pertinent.

11.2.5 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.

11.3 Non-Conformances

11.3.1 The Company expects to receive items (i.e., equipment, components, materials, software, and documentation) that conform to all codes, standards, specifications, and procedures contained in the procurement agreement. Any item that does not conform is classified as nonconforming.

11.3.2 All nonconformances shall be reported to the Company via the Contractor’s nonconformance process. Nonconformances, along with evidence of closure (where appropriate) shall be reported regardless of the affected item disposition (i.e., scrapped, used-as-is, repaired, replaced). In the event there are dispositions that would leave any remaining nonconformity, the Company shall approve the nonconformance report (NCR) prior to continued processing by the Contractor.

Nonconformance reports shall identify the purchase order number, the affected items(s) by name and serial number, citing the drawing/specification number and revision number containing the specific requirement that has not been met. It shall state the number of nonconforming items being reported. The request shall 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.

11.3.3 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 Surveillance

11.4.1 As part of the Company’s quality assurance program, source surveillance activities will be conducted at the Contractor’s facility or any sub-tier Contractor facility that the Company determines necessary to ensure that quality objectives are met. These surveillance activities may be defined in Company documentation or be requested by the Company as needed, or both.

11.4.2 Such surveillance may include auditing and monitoring of production processes, in-process inspection and controls, chemical or physical certifications, final inspection and tests, preparation for shipment, and review of certification data. The Contractor 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 Contractor of the responsibility to furnish acceptable items.

11.5 Calibration Program

11.5.1 All equipment used in tests, inspections, and examinations shall be calibrated in accordance with the equipment manufacturer’s recommendations to nationally recognized standards. All equipment shall be identified 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 identification, segregation (if appropriate), 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.

12. APPENDICES

12.1 Appendix A – Tables of m-value specifications.

Values are specified with over a continuous Q range; Reflectivity between Q values is linearly interpolated and only defined where the specification is consistently bounded.

Specification\Super Mirror m=3.0 R0 min [U] 0.95 Rmin(Qc

Ni) [U] 0.95 Rmin(2.8 Qc

Ni) [U] 0.80 Rmax(3.3 Qc

Ni) [U] 0.05 Rmax(4.0 Qc

Ni) [U] 0.05