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Undulator Long Lead Procurements Glen Lawrence, ANL November 15, 2004

Undulator Long Lead Procurements Glen Lawrence, ANL November 15, 2004. Strategy Requirements Source Selection Plan Bid Lists Procurement Quality Assurance. Strategy. Define Requirements Statements of Work Engineering Drawings Decide on a Source Selection Plan Cost

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Undulator Long Lead Procurements Glen Lawrence, ANL November 15, 2004

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  1. Undulator Long Lead ProcurementsGlen Lawrence, ANLNovember 15, 2004 • Strategy • Requirements • Source Selection Plan • Bid Lists • Procurement • Quality Assurance Glen Lawrence, ANL

  2. Strategy • Define Requirements • Statements of Work • Engineering Drawings • Decide on a Source Selection Plan • Cost • Technical • Go-NoGo • Pre-qualified Bidders • Develop a Bid List • Procure Long Lead Items Glen Lawrence, ANL

  3. Defining Requirements –Current Status • Undulator Strongbacks • Drawings-Released • Statement of Work-Released • Undulator Magnet Poles • Drawing-Released • Statement of Work-Released • Undulator Magnets • Drawing-Released • Statement of Work - Routed for Signatures Glen Lawrence, ANL

  4. Statements of Work • Combined Business Requirements and Technical Requirements • Business Requirements • Delivery Schedule • Planning Requirements • Reporting Requirements • Communication Requirements • Shipping Requirements • Technical Requirements • Enhancement of Drawing Requirements • Technical Requirements too Detailed for a Drawing • Testing Requirements • Certification Requirements Glen Lawrence, ANL

  5. Statement of Work - Initial Sections • Introduction -Section 1.0 • The Introduction gives a brief view of the LCLS Project • Scope -Section 2.0 • Scope of Work Section 2.1 • How the current procurement fits into the LCLS Project • Delivery -Section 2.2 • Defines the scope in time for fulfilling the procurement of each item • First Article -Section 2.3 • Defines the requirement for a “First Article” in the scope of the procurement Glen Lawrence, ANL

  6. Statement of Work - Technical Requirements • Typical Technical Requirements in Section 4.1 • Material Requirements • Special Processes -Annealing • Special Properties –Magnetic Requirements • Marking for Identification • Packaging Requirements • Typical Technical Requirements in Section 4.5 • Testing and Measurements • Data Reporting • Additional Technical Documents in Section 3.0 • Drawings • Laboratory Technical Specifications • National Technical Specifications and Standards Glen Lawrence, ANL

  7. Statement of Work –Business Requirements • Typical Business Requirements – Sections 4.2 - 4.4 • Program Plan • Program Meetings • Program Schedule • Typical Business Requirements – Sections 4.6 – 4.9 • Special tooling • Quality Control • First Article Inspection • Contractor Proposed Changes • Proprietary Designs and Processes • Inspection and Test Plan • Quality Assurance • Quality Verification Program Glen Lawrence, ANL

  8. Statement of Work –Business Requirements • Typical Business Requirements – Sections 4.10 –4.15 • Source Inspection • Testing Surveillance • Test Failures • Red Flag Notice • Nonconformance Reporting • Approvals • Reports, Data and Deliverables – Section 5.0 • Progress Reports • Technical Data • Delivery • Other Special Considerations – Section 6.0 • Sub-contractors, Publications, etc Glen Lawrence, ANL

  9. Source Selection • Best Price Selection • Does not Evaluate Vendor Capabilities thus Introduces Risk • Best Technical Proposal Selection • Weighed Evaluation of Technical Proposals • Introduces Subjective Judgments • Insufficient Technical Complexity to Warrant Required Effort • Go-NoGo Selection • Vendors Submit Qualifications with Bid on Specified Criteria • Vendor Responses judged “Go” or “NoGo” • One “NoGo” Rating Disqualifies a Vendor Proposal • Qualified Vendors’ Bids Compete on Price Glen Lawrence, ANL

  10. Source Selection • Pre-qualified Vendor Selection • Assess Potential Vendors with Specific Selection Criteria • Use Plant Visits to Clarify Vendor Capabilities • Offer Bid Package Only to Pre-Qualified Bidders • Bids Compete on Price • Similar to “GO-NoGo” Selection Glen Lawrence, ANL

  11. Developing Bid Lists • Look at Current ANL Vendors • Look for Vendors Recommended by Other National Laboratories • Search Internet for Vendors with Required Expertise • Advertise in FedBizOpps and Let Vendors Express Interest • Cull List for Best Potential Vendors • Proceed with Vendor Prequalification Glen Lawrence, ANL

  12. Procurement • Request for Proposals Will be Sent to Pre-qualified Vendors • Documentation will include: • Drawings • Statement of Work • Any Special Documents Such As: • Special Bid Instructions • Interested Sub-Contractor Lists • Proposals Must Comply With All Requirements to be Considered Valid • Contract will be awarded to the Vendor with the Best Priced Valid Proposal Glen Lawrence, ANL

  13. Quality Assurance • What is Quality • Meeting Requirements • Define Requirements • Provide Proper Tools • Who is Responsible for Quality • We are, and Everyone Involved in the Process • How does Quality Assurance Apply • Control of Drawings via Checking, Review & Release • Control of Documents (SOW) Via Review & Release • Vendor Selection • Capacity • Tools • Quality Management System Glen Lawrence, ANL

  14. Vendor Quality Monitoring • Required Plans • Program Plan & Schedule • Inspection and Test Plan • Quality Verification Plan • Required Reports and Other Written Communications • Monthly Progress Reports • Red Flag Notices • Nonconformance Reports • Program Meeting Minutes Glen Lawrence, ANL

  15. Vendor Quality Monitoring • Required Documentation • Test & Measurement Data • Certifications • Direct Monitoring • Program Meetings • At ANL • At Vendor Plant • Witness Testing • First Article Inspection • Post Delivery Inspection and Testing Glen Lawrence, ANL

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