How to bid on a Helium Refrigeration System for the Department of Energy

What the agency is buying

The Department of Energy needs a helium refrigeration system for Brookhaven National Laboratory in Upton, NY. This is a request for quote (RFQ) for a system to be used within the United States.

This opportunity is relevant for vendors who can supply specialized refrigeration equipment, particularly those with experience in helium systems for scientific or laboratory applications.

Key dates and deadlines

The solicitation was published on July 30, 2026. All quotes are due by August 10, 2026, at 5:00 PM ET. There is no specified deadline for questions, but it is always best to submit them as early as possible.

Your pricing must remain firm for 120 days to allow for review, selection, and award. Quotes must be in U.S. Dollars.

Who this opportunity suits

This opportunity is suitable for manufacturers and suppliers of helium refrigeration systems. Due to the Buy American Act, the place of manufacture is a key detail that must be provided.

Firms that are registered in SAM.gov and have up-to-date representations and certifications will find the submission process smoother. Foreign offerors not registered in SAM must complete specific forms.

How to respond

To access the solicitation documents, you will need to click the "View original source" link. You may need to click it twice if the first click takes you to the portal's homepage. A free account may be required to view documents.

Your quote package must include a completed Enclosure C. Quotation Pricing Sheet with your price quote, place of manufacturer, and SAM Unique Entity Identification (UEI) Number. You must also affirm your Representations and Certifications and size status are accurate in SAM.

If you are not active in SAM, you must submit Enclosure B. AMS Form 050 Annual Representations and Certifications. If you are not a small or foreign business and your offer exceeds $900,000, you must submit a Small Business Subcontracting Plan or a waiver (Enclosure G. AMS Form 001).

Practical tips for preparing your response

Carefully review all attached documents, especially the RFQ Document, to understand the full scope and technical requirements for the helium refrigeration system. Ensure your proposed system meets all specifications.

Pay close attention to the Buy American Act requirement and clearly state the place of manufacture on your pricing sheet. This is a critical compliance point.

Double-check that all required forms, particularly Enclosure C, are fully completed and accurate. Confirm your SAM registration is current and all representations and certifications are up to date before submitting your quote.