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

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