Facilities and Operations Subcontracts
Frequently Asked Questions
How do I do business with the Lab?
Contractors must be registered in SAM.gov and meet the qualification criteria for each solicitation. Most opportunities are posted on SAM.gov. To be considered for additional solicitations, you may also fill out the Contractor Interest Form to join PPM's Facilities and Operations (F&O) vendor list.
What onboarding training is required?
Contractor/Vendor Orientation (CVO) Training
All contractor and subcontractor employees must attend CVO classroom training on their first day onsite. Training is offered multiple times weekly (usually Mon/Wed/Fri) and must be completed before a badge is issued.
Guest Registration
Each worker must be registered in the Guest Information System (GIS) at least 10 days before arrival. Non–U.S. citizens require documentation and approval at least 30 days in advance.
Commitments & Expectations Acknowledgment
Contractors must review and sign a statement outlining the Laboratory’s expectations for conduct and safety.
Badging & Access Credentials
After completing CVO training, workers must apply for photo ID badges at the Guest User Visitor (GUV) Center or Badging Office, presenting proof of citizenship, REAL photo ID, and Social Security documentation. Brookhaven National Lab is a federal facility and requires REAL ID. See this FAQ for more information on REAL ID.
How are procurement opportunities posted or advertised?
SAM.gov
Large solicitations are posted publicly.
PPM Facilities and Operations Website
Vendors can register using the Contractor Interest Form to receive updates.
Direct Solicitation
Smaller or specialized procurements are sent directly to qualified suppliers.
Supplier Diversity Outreach
Brookhaven Lab engages small businesses through targeted outreach.
Is there a union requirement to work at Brookhaven Lab?
There is no requirement to be a member of a union to work at Brookhaven Lab.
Are prevailing wages required for work performed at Brookhaven Lab?
Yes. Construction contractors must pay prevailing wages under the Construction Wage Rate Statute Requirement (formerly known as Davis–Bacon Act), as Brookhaven Lab is a federally-funded U.S. Department of Energy facility. Contractors must comply with all related labor provisions, including certified payroll reporting, and must include these requirements in all subcontracts.
What are Brookhaven Lab’s payment terms?
Payment terms are Net 10 days for small businesses and Net 30 days for large businesses. Invoices must be submitted in PDF format via email to apinvoices@bnl.gov and PPMFO@bnl.gov.
What is REAL ID, and is it required to access Brookhaven Lab?
REAL ID is a federal standard for identification used to access federal facilities. Beginning May 7, 2025, all visitors, users, guests, and contractors must present a REAL ID-compliant document (such as a driver’s license with a star, U.S. passport, or other approved ID) when entering the site. See details and a full list of acceptable documents. Non–U.S. citizens must also follow additional requirements for foreign national access.
Does the Lab award contracts to small businesses?
Yes. Brookhaven Science Associates actively awards contracts to small businesses in alignment with the U.S. Department of Energy (DOE) and the Federal Acquisition Regulation (FAR) goals. The Small Business Program advocates for small business suppliers, including Small Disadvantaged Businesses (SDB), Women-Owned Small Businesses (WOSB), Historically Underutilized Business Zone (HUBZone) firms, Veteran-Owned Small Businesses (VOSB), and Service-Disabled Veteran-Owned Small Businesses (SDVOSB). Construction contracts estimated to be under $4 million are automatically set aside for small businesses, and larger contracts are evaluated for set-aside potential.
Who do I contact with general questions about solicitations or RFPs?
Please email general questions to PPMFO@bnl.gov. Email questions about specific Solicitations and RFPs to the Contract Specialist identified in the document.
What’s the difference between a Notice of Award and a Notice to Proceed?
A Notice of Award formally informs a contractor that their bid has been accepted, and a contract is in place, but onsite work is not yet authorized to begin. A Notice to Proceed is a separate instruction giving the contractor permission to start work on a specified date. In short, the Notice of Award means you have the job; the Notice to Proceed means you can start it.
What types of contracts does Brookhaven Science Associates use?
Brookhaven Science Associates uses a variety of contract types based on project needs.
- Firm-Fixed-Price (FFP): Price is set and does not change without approved modifications.
- Time-and-Materials (T&M): Used when the scope is uncertain; labor is paid at fixed rates, plus materials.
- Labor-Hour: Similar to T&M, but materials are not separately reimbursed.
- Task/Delivery Orders: Orders issued under a master agreement (e.g., IDIQ).
- Blanket Purchase Agreements (BPAs): For recurring purchases of goods or services.
