SOLICITATION NOTICE
66 -- Vertically Collimating Mirror
- Notice Date
- 4/27/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 334516
— Analytical Laboratory Instrument Manufacturing
- Contracting Office
- Department of Commerce, National Institute of Standards and Technology (NIST), Acquisition Management Division, 100 Bureau Drive, Building 301, Room B129, Mail Stop 1640, Gaithersburg, Maryland, 20899-1640
- ZIP Code
- 20899-1640
- Solicitation Number
- SB1341-10-RQ-0312
- Archive Date
- 5/27/2010
- Point of Contact
- Carol A. Wood, Phone: 301-975-8172, Todd D Hill, Phone: 301-975-8802
- E-Mail Address
-
carol.wood@nist.gov, todd.hill@nist.gov
(carol.wood@nist.gov, todd.hill@nist.gov)
- Small Business Set-Aside
- N/A
- Description
- THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6-STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. THIS SOLICITATION IS BEING ISSUED USING SIMPLIFIED ACQUISITION PROCEDURES UNDER THE AUTHORITY OF FAR SUBPART 13.5 TEST PROGRAM FOR CERTAIN COMMERCIAL ITEMS. This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-40. The associated North American Industrial Classification System (NAICS) code for this procurement is 334516 with a small business size standard of 500 employees. This acquisition is being procured using full and open competition. BACKGROUND The required equipment shall be utilized by the National Institute of Standards and Technology/Synchrotron Methods Group. The mission of the Synchrotron Methods Group is to develop and implement instrumentation related to synchrotron measurement. The vertically collimating mirror (VCM) is an essential optical element of the NIST spectroscopy/diffraction beamline. The spectroscopy/diffraction beamline is being developed for a three-pole wiggler (3PW) beamline at the National Synchrotron Light Source (NSLS)-II. The VCM will use the NSLS-II three-pole wiggler (3PW) as its source and will be upstream of an existing NIST-owned double crystal monochromator (DCM). This is a beamline for X-ray Absorption Spectroscopy and X-ray Diffraction. The standard mode of operation for the beamline will be with Si(311) crystals in the DCM and an operating range of 4.5 keV to 40 keV. NIST may consider windowless, tender-energy operations down to 2.1 keV in the future. This should be considered when developing the design. Reference documentation to NSLS-II beam properties, including the properties of the 3PW, can be found at http://www.bnl.gov/nsls2/project/source_properties.asp. Other information related to NSLS-II or the 3PW source can be obtained from the NSLS-II project. The VCM is intended to condition the divergent, broad-band radiation produced by a NSLS-II 3PW for optimal performance for both spectroscopy and diffraction. The VCM must be capable of collimating throughout the energy range, however the ability to adjust the reflecting angle and thus the acceptance aperture at lower energies in order to maximize throughput is required. Fixed exit of the beam from VCM or from the first optical enclosure is not a requirement of the mirror system. This will require a mirror of sufficient width to support two coatings. It is noted that the NSLS-II is currently under construction and is anticipated to be completed not later than December 2012, however, this timeline is subject to change. The VCM will be delivered and installed at the Brookhaven National Laboratory, Building 725, Upton, NY, however, will ultimately be moved to the NSLS-II site upon completion of construction. LINE ITEM 0001: Quantity one (1) each Vertically Collimating Mirror System, meeting or exceeding all of the following required specifications: GENERAL REQUIREMENTS i. The VCM system shall include all of the following: •Highly stable support stand with feet; •Vacuum vessel with access flanges for ion, turbo and roughing pumps; •Mirror support; •Mirror and coatings; •Water cooling circuitry and vacuum-guarded feedthroughs; •Access ports for an ion pump, vacuum gauges, and diagnostics equipment such as RGA, temperature and position sensors; •VCM motion controls and Experimental Physics and Industrial Control System (EPICS) software. ii. The motion and control system provided for operation of the VCM shall be compatible with an EPICS-based beamline control system and a standard EPICS control package capable of controlling all axes, including all three rotation axes, height, lateral position, and any motors involved in bending the optic. The Contractor shall deliver the motion and control system. Reference Required Specification, paragraph E for motions specifications. iii. All cables must be provided with the system. The motion system cable runs must be long enough to run to the roof of the first optical enclosure. NSLS-II hutches will be 3.5 m tall and the nominal beam height will be 1.4 m measured from the experimental floor – all cable runs must accommodate those dimensions, assuming that the control rack will be located on the roof. A local interface box may be used for systems where a short run is required, such as a high-voltage piezo drive or low level encoder systems. iv. Updates to the control software and/or firmware developed and released by the Contractor shall be provided at no additional charge to the Government, for a period of three years from the date of final acceptance by the Government. SPECIFIC REQUIREMENTS A. Energy Range The VCM shall be capable of operating from 2.4 keV to 40 keV. B. Vacuum Vessel and Support Stand i. The vacuum vessel and its support stand shall fit within a typical hutch for an NSLS-II 3PW with adequate clearance on the outboard side (relative to beam direction) for personnel passage and for servicing the mirror. NIST estimates that the hutch will not exceed 1.3m in width with the entrance aperture near the center of that width. ii. A plinth shall be provided as the base for the vacuum vessel and shall be made of granite or a similarly heavy, vibration-damping material. Accommodation and support of an ion pump shall be provided. (NOTE: Purchase of the ion pump is not a part of this solicitation.) iii. The feet of the support stand shall be fixed to the floor for vibration stability. iv. The incoming beam centerline shall be designed for 1.4 m height. Vertical motion shall be adequate to completely remove the mirror from the incident beam. v. The vessel, support stand and any other large items shall be fitted with appropriate lifting points. vi. The system shall be fitted with appropriate survey fiducials and dowel holes to permit positional survey. C. Vacuum System i. The tank with the mirror system installed must be able to achieve a 1x10-7 mbar base pressure before bakeout and with a leak rate of less than 1x10-9 mbar-l/sec. ii. 8” ports (conflat flanges) must be provided on the vacuum vessel for an ion pump and a turbo pump. iii. 8” ports (conflat flanges) must be used for the beam in and beam out to connect to the beamline vacuum system. iv. Two or more 6” ports (conflat flanges) and radiation resistant windows must be provided to enable an unobstructed view to the mirror surface. v. Two or more K-type thermocouple ports must be provided. These may be fitted to a single conflat, and demonstrated to be operational. vi. Jacketed (i.e. air guarded) cooling water feedthroughs (supply and return) shall be suitable for windowless operation. vii. A minimum of three additional conflat ports that are a minimum of 2-3/4” in size must be provided for beamline hardware to be added by NIST at a later date. D. Optics The optic will be used to collimate photons over all energy ranges while also accepting a large vertical aperture. The position of the mirror will be 28 m from the source. i. One Single Crystal Silicon flat mirror, instrumented for water cooling and coated with two stripes on suitable binding substrates. The coatings must cover the entire length of the mirror and each stripe must be at least 50 mm wide; ii. Whole active surface of mirror must be polished with additional area at the ends as needed for mounting. This must include a gap between the stripes; iii. Tangential figure: Less than 1.5μrad RMS on the clear aperture. iv. Sagittal figure: Less than 4 μrad RMS on the clear aperture. v. Texture: <3 Å RMS roughness measured but none may exceed 8 Å RMS. vi. Defects: Fewer than ½ defect per square centimeter within the clear aperature. A defect is either a scratch- greater than 5 μm wide x 2 mm long; or a point defect - greater than 50 μm in diameter. E. Motions All motions shall be instrumented with user accessible encoder outputs at the instrumentation resolution. All encoders shall be protected against radiation damage. i. Mirror Angle The driven angle shall be adequate to accommodate operations up to a grazing angle of 3.2 mrad. The repeatability, resolution, and accuracy shall be 0.1 mrad or better; ii. Mirror position The height shall be repeatably positionable and accurate to within 10 microns of the rotation axis and provision shall be made to completely remove the mirror from the beam. The lateral position shall be repeatable and accurate to within 10 microns. F. Required Documentation to be Delivered with the Instrument i. Ray tracing to demonstrate optical performance and finite element analysis (or the equivalent) to demonstrate temperature stability under the 3PW white beam. ii. Results of vacuum testing, including final pressure after bake-out with mirror system in place. iii. Results of testing angular and translational stability and documentation of all instrumentation resolutions. iv. Operating and maintenance manuals. Operation and/or maintenance manuals shall be delivered describing all aspects of operations, maintenance, and troubleshooting of all hardware and software delivered with respect to this system. One electronic (pdf) and one paper (hardcopy) version of all manuals shall be provided. The Government shall maintain data rights to deliverables i, ii, and iii in accordance with Federal Acquisition Regulation (FAR) clause 52.227-14, Rights in Data—General. LINE ITEM 0002: INSTALLATION: The Contractor shall install the system. Installation shall include, at a minimum, uncrating/unpackaging of all equipment, set-up, hook-up, start-up of all equipment, and pump down of the vacuum system to 1x10-7 mbar. Qualified personnel shall install the system and perform all activities necessary to ensure the vacuum and motion systems are fully functional. LINE ITEM 0003: ON-SITE TRAINING: The Contractor shall schedule and conduct training for four (4) NIST personnel at a minimum, on-site at the Brookhaven Laboratory in Upton, NY. Training may commence immediately upon successful completion of installation and demonstration of specifications. The training session shall include, at a minimum, a demonstration of all equipment functions and equipment operation which will allow NIST personnel to operate the system to its full capabilities, basic troubleshooting, and maintenance. Installation and training must be scheduled, in advance, with the NIST Technical Contact to be identified at the time of award. LINE ITEM 0004: WARRANTY: The Contractor shall provide, at a minimum, a one (1) year warranty for the system. The warranty must cover the complete instrument and associated components, systems, and software. The warranty must cover all defects in materials and workmanship for a period of one year from the date of final acceptance by the Government. During the warranty period, the Contractor shall bear all costs, including shipping, travel (including per diem), and labor, to complete the repair or replacement any defects. LINE ITEMS 0005 – 0006 OPTION LINE ITEMS Line Items 0005 and 0006 are option line items. The Contractor shall provide pricing for all option line items. Prices quoted for option line items shall remain in effect in accordance with the timelines specified below. The Government may exercise any or all of these option line item, at its discretion, at the time of award or at any time during the timelines specified below in accordance with FAR 52.217-7 Option for Increased Quantity—Separately Priced Line Items. Line Item 0005 shall remain in effect for a period of one year from the date the Contractor’s commercial warranty commences; Line Item 0006 shall remain in effect for a period of 2 years from the date of award; LINE ITEM 0005: SERVICE AGREEMENT (OPTION LINE ITEM): The Contractor shall provide a one year service contract for the system which shall commence the day following the expiration of the Contractor’s commercial warranty. The service contract must cover the complete system and associated components, firmware, and software. The service contract must cover all defects in materials and workmanship for a period of one year. During the period covered by the service agreement, the Contractor shall bear all costs, including shipping, travel (including per diem), and labor, to complete the repair or replacement any defects. LINE ITEM 0006: MOVE AND REINSTALL EQUIPMENT (OPTION LINE ITEM) As previously noted, the NSLS-II is currently under construction. The VCM will be delivered in advance of the beginning of operations of NSLS-II. The NSLS-II will be located across the street from the NSLS I. Upon completion of the NSLS-II facility, the Contractor shall move and reinstall the equipment at that facility. The move and reinstall shall include, at a minimum, breakdown and packaging of the equipment, moving the packaged equipment to the required location in the NSLS-II, including rigging as appropriate, set-up, hook-up, and start-up of all equipment. NIST will provide the packaging materials. NIST intends to store the crate that the equipment is originally delivered in for use during this move. Qualified personnel must move and install the system and perform all activities necessary to ensure that the equipment is operating to the performance specifications to which it was performing immediately preceeding the move. The Contractor shall bear full responsibility for damage caused by their personnel or their authorized sub-contractor during the move and reinstall. The actual dates that the move will take place shall be negotiated at the time the option is exercised. DELIVERY Delivery shall be made to and installation and on-site training shall take place at NSLS, BUILDING 725, BROOKEHAVEN NATIONAL LABORATORY, UPTON, NY, not later than 15 months after receipt and acceptance of a purchase order. Delivery term shall be FOB Destination. The Contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. INSPECTION AND ACCEPTANCE The Government reserves the right to witness performance testing of the VCM or otherwise inspect the VCM at the Contractor’s site prior to shipment. The NIST Technical Contact must provide the Contractor advance notice of this intent in sufficient time to allow the Contractor to schedule the performance testing and schedule a visit without causing unduly delays to the Contractor. Acceptance testing will occur at the NSLS. A beamline infrastructure (including beamline control computer and a VME crate with an EPICS IOC) will be provided by NIST at the time of acceptance testing. Acceptance will be determined by the NIST staff by verifying the design dimensions and testing all provided motions for operation, while off line. All mechanical and vacuum metrics will be tested. The Government requires not more than 60 days after delivery and installation are successfully completed to complete acceptance testing of the VCM. The Government will provide written notification to the Contractor of any problems encountered or of acceptance. All non-compliances must be corrected by the Contractor at no cost to the Government. FINAL ACCEPTANCE Prior to final acceptance of the instrument and final payment by NIST, all of the following shall be completed successfully: a. A functional system, including all components, consumables, and related hardware and/or software shall be delivered, installed, and tested in accordance with the requirements described herein; b. The vacuum and motion systems must be fully functional; c. All documentation shall be complete and delivered in both electronic and hardcopy formats; d. All training shall be completed. EVALUATION CRITERIA AND BASIS FOR AWARD Award will be made to the Contractor whose quote offers the best value to the Government price and non-price factors considered. The Government will evaluate quotations based on the following evaluation criteria: (1) Technical Capability: Meeting or Exceeding the Requirement, (2) Experience, (3) Past Performance, and Price. Technical Capability, Experience, and Past Performance, when combined, shall be approximately equal in importance to price. Technical Capability: Evaluation of Technical Capability shall be based on the documentation provided in the quotation. The design methodology submitted in the quotation shall be evaluated to determine that the proposed equipment will meet or exceed all required specifications identified herein. In addition, the design methodology will also be evaluated for feasibility, and the likelihood for success. In determining best value, stronger consideration shall be given to systems with a larger vertical aperature. Experience Experience shall be evaluated to determine the degree of experience the Contractor possesses in manufacturing collimating mirrors and in developing optical components for synchrotron beamlines. Experience in both applications must be demonstrated. Past Performance: Past Performance shall be evaluated to determine the overall quality of the product and service provided by the Contractor. Evaluation of Past Performance shall be based on the references provided and/or information provided by NIST and its affiliates. Evaluation of past performance will be based on information contained in the technical proposal and information provided by references. The Government will evaluate past performance by contacting appropriate references, including NIST references; if applicable. The Government may also consider other available information. The Government will assign a neutral rating if the offeror has no relevant past performance. REQUIRED SUBMISSIONS All quoters shall submit the following: 1) An original and one copy of a price quotation which addresses all line items; 2) For the purpose of evaluation of Technical Capability: Two copies of a design methodology which addresses all required specifications, and clearly documents that the offered product(s) meet(s) or exceeds the specifications stated herein. The design methodology must address all of the following, at a minimum: i. Full details of the controller, encoder, etc. Reference General Requirements, paragraph ii; ii. Details of the feet shall be provided with the quotation. The Contractor shall explain how they will fix the feet to the floor. Reference Vacuum Vessel and Support Stand, paragraph iii; iii. The proposed survey and alignment method. Reference Vacuum Vessel and Support Stand, paragraph vi; iv. Details of feedthroughs, stresses on the tubing, and details of in-vacuum flange connections; v. If the design of the VCM includes any motor feedthoughs, details of the design, the vacuum, and the elevated temperature performance (i.e. during bakeout); vi. The vertical aperture shall be specified in the quote; vii. The temperature at which the instrument will operate must be stated in the quote; viii. The binding substrate must be identified; ix. If a longer mirror than specified can be supplied to increase acceptance at higher energies, this must be discussed in the quotation; x. Flux and performance at different energies (i.e. with different incident angles) must be discussed. Calculated performance of the instrument throughout the energy range must be specified. Reference Required Specifications, A, Energy Range. Calculations shall be provided based on the Contractor’s proposed design. Calculations shall be provided for the maximum number of energy ranges possible; xi. The final choice of coating materials and supporting documentation for that choice; xii. Proposed calculations of ray tracing and finite element analysis. 3) For the purpose of the evaluation of experience: i. Actual performance specifications for equipment the Contractor has built and delivered to customers; ii. Documentation which clearly identifies the capabilities and experience of the Contractor with respect to manufacturing collimating mirrors and in developing optical components for synchrotron beamlines. 4) For the purpose of past performance evaluation: A list of at least three (3) recent and relevant past performance references, preferable to whom collimating mirrors and/or optical components for synchrotron beamlines have been delivered. The list of references shall include, at a minimum: The name of the company or organization and the reference contact person; the telephone number and e-mail address of the reference contact person; the contract or grant number; the amount of the contract; the address and telephone number of the Contracting Officer if applicable; and the date of delivery or the date services were completed; 5) The Contractor must provide the period of time required for the equipment move. Reference Line Item 0006 (OPTION LINE ITEM). 6) This is an Open-Market Combined Synopsis/Solicitation for equipment as defined herein. The Government intends to award a Purchase Order as a result of this Combined Synopsis/Solicitation that will include the terms and conditions that are set forth herein. In order to facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: The offeror shall state “The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.” OR The offeror shall state “The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: Offeror shall list exception(s) and rationale for the exception(s) Please note that this procurement is not being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant Purchase Order, not the terms and conditions of the offeror’s FSS or GWAC contract, and the statement required above shall be included in the quotation. 7) The country of origin for the proposed system. 8) If the quoter is not registered at www.orca.bpn.gov, a completed copy of FAR 52.212-3 OFFERORS REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS. 9) In accordance with FAR 52.219-9, quoters who are classified as a large business under the NAICS code identified herein must submit a subcontracting plan. The suggested format has been included as a part of this solicitation. Reference Attachment I. Submission of the subcontracting plan must be included with initial quotations. DUE DATE FOR QUOTATIONS All quotations shall be sent to the National Institute of Standards and Technology, Acquisition Management Division, Attn: Carol A. Wood, 100 Bureau Drive, Stop 1640, Gaithersburg, MD 20899-1640. All offerors shall ensure the RFQ number is visible on the outermost packaging. Submission must be received not later than 3:30 p.m. local time on May 12, 2010. FAX quotations shall not be accepted. E-mail quotations shall be accepted. Because of heightened security, FED-EX, UPS, or similar delivery methods are the preferred method of delivery of quotes. If quotes are hand delivered, delivery shall be made on the actual due date through Gate A, and a 48 hour (excluding weekends and holidays) prior notice shall be provided to Carol Wood, Contract Specialist on 301-975-8172. NIST is not responsible for late delivery due to the added security measures. In addition, quoters who do not provide 24-hour notification in order to coordinate entrance to the NIST campus shall assume the risk of not being able to deliver quotes on time. PROVISIONS AND CLAUSES The full text of a FAR provision or clause may be accessed electronically at www.acqnet.gov/far. The following provisions apply to this acquisition: 52.212-1, Instructions to Offerors — Commercial; 52.212-3, Offeror Representations and Certifications — Commercial Items; 52.217-5, Evaluation of Options. In accordance with FAR 52.212-3 Offeror Representations and Certifications — Commercial Items, offerors must complete annual representations and certifications on-line at http://orca.bpn.gov. If paragraph (j) of the provision applies, a written submission is required; The following clauses apply to this acquisition: 52.212-4 Contract Terms and Conditions—Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items including subparagraphs: 52.203-6, Restrictions on Subcontractor Sales to the Government; 52.219-8, Utilization of Small Business Concerns; 52.219-9, Small Business Subcontracting Plan with Alternate II; 52.219-28, Post-Award Small Business Program Representation; 52.222-3, Convict Labor; 52.222-19, Child Labor—Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-36, Affirmative Action for Workers with Disabilities; 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans; 52.222-39 Notification of Employee Rights Concerning Payment of Union Dues or Fees; 52.225-5, Trade Agreements; 52.225-13 Restriction on Certain Foreign Purchases (E.O. 12722, 12724, 13059, 13067, 13121, and 13129; and 52.232-33, Payment by Electronic Funds Transfer--Central Contractor Registration; 52.217-7 Option for Increased Quantity—Separately Priced Line Item The Government may require the delivery of the numbered line item, identified in the Schedule as an option item, in the quantity and at the price stated in the Schedule. The Contracting Officer may exercise the option by written notice to the Contractor at the time of award or at any time during the timelines specified herein. Delivery of added items shall continue at the same rate that like items are called for under the contract, unless the parties otherwise agree; 52.227-14 Rights in Data—General; and Department of Commerce Agency-Level Protest Procedures Level above the Contracting Officer is also incorporated. It can be downloaded at www.nist.gov/admin/od/contract/agency.htm.
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- Address: Ship to:, NSLS, BUILDING 725, BROOKEHAVEN NATIONAL LABORATORY, Upton, New York, United States
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