Helium Refrigerator

The Department of Commerce, National Institute of Standards and Technology (NIST), Sensor Science Division has a requirement for a Helium Refrigerator Unit to be used at NIST in Gaithersburg, MD USA in the Low Background Infrared (LBIR) facility. 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 SOLICITATIO FOR COMMERCIAL ITEMS, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. THE SOLICITATION IS BEING ISSUED USING FAR 15, CONTRACTING BY NEGOTIATION. This solicitation is a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-55 (Effective 2 Feb 2012). The associated North American Industrial Classification System (NAICS) code for this procurement is 334516 with a small business size standard of 500 employees. This requirement is unrestricted and all interested vendors may submit a proposal. This is a brand name or equal requirement. Brand name or equal description is intended to be descriptive, but not restrictive and is to indicate the quality and characteristic of products that will be considered satisfactory to meet the agency's requirement. 1352.215-72 INQUIRIES (APR 2010) Offerors must submit all questions concerning this solicitation in writing to the contract specialist. Questions should be received no later than 7 calendar days after the issuance date of this solicitation. Any responses to questions will be made in writing, without identification of the questioner, and will be included in an amendment to the solicitation. Even if provided in other form, only the question responses included in the amendment to the solicitation will govern performance of the contract. (End of Provision) REQUIREMENT All offerors shall provide a proposed price for the following line items: LINE ITEM 0001: Helium Refrigerator LINE ITEM 0002: Necessary Spare Parts, Accessories, Maintenance Kits, and Fittings LINE ITEM 0003: Installation, Training, and Delivery SPECIFICATIONS Helium Refrigerator This Helium Refrigerator is to be used at the National Institute of Standards and Technology (NIST) in Gaithersburg, MD USA in the Low Background Infrared (LBIR) facility. The LBIR facility currently has a Linde Model RS helium compressor and a Linde Model RSX helium compressor which are used to provide the input gas to the refrigerator. The requirement must be compatible and able to interface with the existing hardware. The system shall meet or exceed the technical specifications identified below. The following specifications for the Helium Refrigerator are as follows: 1. Performance Requirements (a) The helium refrigerator supplied must provide the following refrigeration capacity (shown in the graph below) at the specified compressor helium flow rates at a pressure of 1.8 MPa with 20K helium gas returning from the load to the refrigerator. Helium Refrigerator Cooling Capacity Grams/second The upper curve shows the cooling capacity with Liquid Nitrogen pre-cool in use. Liquid Nitrogen use shall not exceed 45 liters per hour to achieve the highest cooling capacity shown. The lower curve shows the cooling capacity without Liquid Nitrogen pre-cool. (b) This performance must be achieved using the normal pressures and flow rates supplied by our Linde RS and RSX helium compressors. The pressure and flow rate specifications for the compressors are shown below. RS Compressor Suction Pressure: 2.5 kPa (10" water) Discharge Pressure: 1.8 MPa (18 Atmospheres) Helium Flow Rate: 18.0 grams per second RSX Compressor Suction Pressure: 2.5 kPa (10" water) Discharge Pressure: 1.8 MPa (18 Atmospheres) Helium Flow Rate: 22.2 grams per second 2. Refrigerator Physical Size and Description (a) The refrigerator supplied must fit entirely within a rectangular cube 1.5m wide by 2m tall by 1.1m deep (front to back). A smaller unit (meeting all specifications) can be supplied, but due to space constraints of the LBIR facility, the unit cannot be larger in any dimension. (b) The connections for the compressor to refrigerator helium supply and return lines must be by means of commonly available fittings, such as: Standard American tapered pipe threads, Aeroquip refrigerant couplings, Conflat flanges. The connections used must be suitable for the expected operating pressures and flow rates of helium. (c) The connections for the refrigerator to load (cryogenic) supply and return lines must be by means of vacuum insulated coaxial bayonet fittings designed for minimal heat leakage. Both halves of each bayonet (i.e. the two fittings permanently attached to the refrigerator plus the two removable pieces to be welded to our cryogenic transfer lines) must be supplied with the refrigerator. Two additional removable bayonet fittings must be provided as well, for a total of 4 of these fittings. (d) The refrigerator supplied must be fully automated using a built-in computer system or built-in Programmable Logic Controller. The system must include a manual and a remote user interface with easily used menu driven controls. The system must also include the capability for remote monitoring and control via a standard computer interface (e.g. RS-232, USB, GPIB, Ethernet). The remote control must include the ability to control all functions of the refrigerator and attached compressors, as well as the ability to read out all temperatures and pressures monitored by the system. (e) The refrigerator must include a programmable cooling capacity control. This must include the capability to set a specify engine speed (in RPM) or similar setting for other cooling capacity control both via the manual user interface and remotely via a computer interface described in the previous paragraph. The control system may include an automatic mode where the engine speed (or other cooling control parameter) is automatically adjusted to maintain a certain return gas temperature. The control system must include a manual control mode where the engine speed (or other cooling control parameter) can be set to a specific value and maintained at that value. The system must include all components of a functioning speed control system (or cooling capacity control system). A part of the speed control system may be remotely mounted (e.g. a resistor bank used as a load for a speed control system) to move the heat away from the refrigerator. This remotely mounted portion of the speed control is excluded from the size specification shown in the diagram above. In addition to the speed control system, the refrigerator must include an over-speed protection device that will execute an "Emergency Stop" of the system should the system speed become too high. This Emergency Stop must include (at the least) the following functions: - Immediately close a solenoid operated valve to turn off the pressurized helium supply to the expansion engine. - Lock-out the refrigerator, requiring operator intervention to clear the lock-out before the refrigerator will operate again. - Other functions deemed suitable/necessary by the manufacturer for safety reasons. 3. Electrical Interface to compressors and utility requirements (a) The interface between the Helium refrigerator and our existing compressors is shown below. The diagram shows the interface for one compressor. The refrigerator must have at least two such interfaces to control two compressors. Refrigerator to Compressor Interface In the diagram above, the signal names on the left represent the six (6) wires from our existing compressor. 120 VAC Line and 120 VAC Neutral are connected to mains voltage at the compressor. (b) Contact A is a normally closed contact in the refrigerator. Momentarily opening Contact A stops the compressor. This contact should be rated to handle 240 VAC at 7A resistive, 1/3 HP inductive. (c) Contact B is a normally open contact in the refrigerator. Momentarily closing Contact B will start the compressor. This contact should be rated to handle 240 VAC at 7A resistive, 1/3 HP inductive. (d) Contact C is a normally open contact in the refrigerator. Momentarily closing Contact C will initiate an "Auto Load" of the RSX Compressor, or will increase the Load of the RS Compressor while the contact is closed. This feature is only used by the operator via the touch screen control panel on the refrigerator. This contact is never operated by the PLC/Computer under any other circumstances. This contact should be rated to handle 240 VAC at 7A resistive, 1/3 HP inductive. (e) Relay Coil 1 will be energized with 120 VAC when the compressor is running. This serves to let the refrigerator know that the compressor is running. Electrical Utilities (f) The refrigerator will operate from 120 VAC 60 Hz at up to 20A. Other Utilities Compressed Air at approximately 80 to 100 psi will be available, if needed. Helium Supply and Storage (g) The Helium gas for the refrigerator is supplied through the refrigerator. 99.999% pure Helium supply gas at approximately 80 psi will be connected to the refrigerator. The refrigerator must monitor helium pressures on the compressor supply and return sides and maintain these pressures at proper operating levels by either letting additional helium into the compressor return line (either from the 99.999% pure Helium supply or from our existing helium recovery tank, whichever port is at higher pressure), or by bleeding off helium from the compressor high side. This bleed-off gas must be fed to a suitable port on the back of the refrigerator (e.g. Aeroquip refrigerant coupling) which will be connected to our existing helium recovery tank. Additional Features of the Refrigerator (h) Initial cleaning of the helium in the system will be performed using our existing external cryogenic adsorber before beginning the cool down. This external adsorber will be taken out of service when the cool down begins. The refrigerator must have at least two (2) internal cryogenic adsorbers, cooled by the refrigerator itself, which will continuously clean the helium refrigerant during operation. Only one adsorber will be used at any given time. The refrigerator must include suitable plumbing to allow unused adsober(s) to be pumped via an external vacuum pump and regenerated using heaters built into the adsorbers. The adsorbers must, therefore, be adequately insulated so as to allow them to be heated to "bake out" temperatures (305K) without adversely affecting refrigerator performance. The refrigerator must include all provisions for switching between internal adsorbers and, if needed, regenerating unused adsorbers. The refrigerator must include suitable temperature controller(s) to control the temperature of the internal adsorbers during regeneration. Liquid Nitrogen Pre-cooling (i) When the liquid nitrogen pre-cooling system is used, it shall operate in a steady state manner with no variations in contribution to cooling capacity. This is a substantial departure from the current liquid nitrogen pre-cooling system and will most likely require modifications to the way the plumbing to the liquid nitrogen and liquid nitrogen boil-off heat exchangers is implemented. Additional temperature sensors In addition to the temperatures sensors normally installed in a Linde 1620 refrigerator, additional temperature sensors must be included as follows: (j) A return gas temperature sensor - located inside the vacuum jacket of the refrigerator before any Tee or Valve. (k) A temp sensor just before and just after E48 (but before Tee to V360) (l) A complete description of the system must be provided including locations of all temperature and pressure sensors and gauges for approval by NIST. Warranty The contractor shall warrant the entire system for a period of at least one year. The warranty must include unlimited telephone/e-mail support for questions regarding operation during normal business hours. All costs including parts, labor, travel, and other expenses necessary to repair the system will be borne solely by the contractor at no additional cost to the U.S. Government. Manufacturer's accuracy specifications as verified by test results performed by NIST shall be guaranteed for a period of one year. Inspection and Acceptance In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor's expense. Acceptance testing of the accuracy specifications shall be demonstrated at NIST prior to product acceptance. The manufacturer shall provide, during the period of acceptance testing, the artifacts necessary to demonstrate product conformance to specifications. Delivery Delivery terms shall be FOB Destination. The contractor shall deliver to NIST, Acquisition Management Division, Shipping and Receiving, 100 Bureau Drive, Building 301, Room B129, Mail Stop 1640, Gaithersburg, MD 20899-0001. An authorized representative will accept the item to be provided. Delivery Time for Helium Refrigerator: 42 weeks After Receipt of Order Delivery Time for Four (4) Removable Bayonet Connectors (see 2(c) above): 4 weeks after Receipt of Order PROPOSAL EVALUATION: Evaluation Factors The Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors. Government will evaluate proposals based on the following evaluation criteria: Technical Capability and Price. 1. Technical Capability: No prototypes, demonstration models, used or refurbished instruments will be considered. Evaluation of technical capability shall be based on the information provided in the proposal. NIST will evaluate whether the offeror has demonstrated that its proposed equipment meets or exceeds all minimum requirements. Proposals that do not demonstrate the proposed equipment meets all requirements will not be considered further for award. If an offeror does not indicate whether its proposed equipment meets a certain minimum requirement and include product literature or technical information to support it, NIST will determine that it does not. No prototypes, demonstration models, used or refurbished instruments will be considered. 2. Price PROVISIONS AND CLAUSES: The following provisions and clauses apply to this acquisition and are hereby incorporated by reference. All FAR clauses may be viewed at http://acquisition.gov/comp/far/index.html. Provisions: 52.209-5 Certification Regarding Responsibility Matters 52.212-1 Instructions to Offerors-Commercial Items 52.212-3 Offeror Representations and Certifications-Commercial Items Offerors shall complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. 52.225-25 Prohibition on Contracting with Entities Engaging in Sanctioned Activities Relating to Iran Clauses: 52.203-3 Gratuities 52.211-6 Brand Name or Equal 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 (AUG 2011) - including subparagraphs: 52.222-50 Combating Trafficking in Persons 52.233-3 Protest After Award 52.233-4 Applicable Law for Breach of Contract Claim 52.203-6 Restrictions on Subcontractor Sales to the Government 52.204-10 Reporting Executive compensation and First-Tier Subcontract Awards 52.219-4 Notice of Price Evaluation Preference for Hubzone Small Business Concerns 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 52.222-36 Affirmative Action for Workers with Disabilities 52.222-37 Employment Reports on Special Disabled Veterans 52.223-18 Encouraging Contractor Policies to Ban Text Messaging while Driving 52.225-5 Trade Agreements 52.225-13 Restriction on Certain Foreign Purchases 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration 52.247-34 F.O.B. Destination 1352.201-70 Contracting Officer's Authority 1352.209-73 Compliance with the Laws 1352.209-74 Organizational Conflict of Interest 1352.246-70 Place of Acceptance: NIST Sensor Science Division Building 221, Room A24 100 Bureau Drive Gaithersburg, MD 20899 INSTRUCTIONS: Central Contractor Registration In accordance with FAR 52.204-7, the awardee must be registered in the Central Contractor Registration (www.ccr.gov) prior to award. Refusal to register shall forfeit award. Addendum to FAR 52.212-1, Proposals Preparation Instructions All Vendors shall submit the following: 1) Price Proposal: The offeror shall submit an original and one copy of the completed price schedule. If the proposal is submitted electronically, additional copies are not required. The pricing proposal shall be separate from any other portion of the proposal. The offeror shall propose a firm-fixed-price, FOB Destination for each CLIN. Contractor shall state express warranty coverage. Price proposals shall remain valid for a period of 60 days from the date proposals are due. 2) Technical Proposal: The offeror shall submit an original and one copy of the technical proposal. If the proposal is submitted electronically, additional copies are not required. The technical proposal shall address the following: Technical Capability: The offeror shall submit a technical description or product literature for the equipment it is proposing, which clearly identifies the manufacturer, make and model. The offeror must demonstrate that its proposed equipment meets or exceeds each salient characteristic described in the statement of work by providing a citation to the relevant section of its technical description or product literature. If applicable, evidence that the Offeror is authorized by the original equipment manufacturer to provide the item(s) in the proposal should be included. 3) A current copy of the Contractor's price list or catalog pages that contain pricing for the equipment defined within the Contractor's proposal. Acceptance of Terms and Conditions (Addendum to FAR 52.212-1(b) (11)): This is an open-market solicitation for equipment as defined herein. The Government intends to award a Contract as a result of this solicitation that will include the clauses set forth herein. The proposal should include one of the following statements: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "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) Note: 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 proposals 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 Contract, not the terms and conditions of the offeror's FSS or GWAC contract, and the statement required above shall be included in the proposal. Due Date for Proposals Offerors shall submit their proposals so that NIST receives them not later than 12:00 p.m. Eastern Time on March 12, 2011. FAX proposals shall not be accepted. E-mail proposals shall be accepted at judy.pace@nist.gov. Offerors' proposal shall not be deemed received by the Government until the proposal is entered into the e-mail address inbox set forth above. Proposals shall be sent to the National Institute of Standards and Technology, Acquisition Management Division, Attn: Judy Pace, 100 Bureau Drive, Stop 1640, Gaithersburg, MD 20899-1640. All offerors should ensure the RFP number is visible on the outermost packaging. Because of heightened security, FED-EX, UPS, or similar delivery methods are the preferred method of delivery of proposals. If proposals 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 Judy Pace, Contract Specialist on 301-975-2752. 1352.233-70 AGENCY PROTESTS (APR 2010) (a) An agency protest may be filed with either: (1) the contracting officer, or (2) at a level above the contracting officer, with the appropriate agency Protest Decision Authority. See 64 Fed. Reg. 16,651 (April 6, 1999) (b) Agency protests filed with the Contracting Officer shall be sent to the following address: NIST/ACQUISITION MANAGEMENT DIVISION ATTN: PATRICK STAINES, CONTRACTING OFFICER 100 Bureau Drive, MS 1640 Gaithersburg, MD 20899 (c) Agency protests filed with the agency Protest Decision Authority shall be sent to the following address: NIST/ACQUISITION MANAGEMENT DIVISION ATTN: HEAD OF THE CONTRACTING OFFICE (HCO) 100 Bureau Drive, MS 1640 Gaithersburg, MD 20899 (d) A complete copy of all agency protests, including all attachments, shall be served upon the Contract Law Division of the Office of the General Counsel within one day of filing a protest with either the Contracting Officer or the Protest Decision Authority. (e) Service upon the Contract Law Division shall be made as follows: U.S. Department of Commerce Office of the General Counsel Chief, Contract Law Division Room 5893 Herbert C. Hoover Building 14th Street and Constitution Avenue, N.W. Washington, D.C. 20230. FAX: (202) 482-5858 1352.233-71 GAO AND COURT OF FEDERAL CLAIMS PROTESTS (APR 2010) (a) A protest may be filed with either the Government Accountability Office (GAO) or the Court of Federal Claims unless an agency protest has been filed. (b) A complete copy of all GAO or Court of Federal Claims protests, including all attachments, shall be served upon (i) the Contracting Officer, and (ii) the Contract Law Division of the Office of the General Counsel, within one day of filing a protest with either GAO or the Court of Federal Claims. (c) Service upon the Contract Law Division shall be made as follows: U.S. Department of Commerce Office of the General Counsel Chief, Contract Law Division Room 5893 Herbert C. Hoover Building 14th Street and Constitution Avenue, N.W. Washington, D.C. 20230 FAX: (202) 482-5858 (End of clause)