LCLS Ultrafast Science Instruments (LUSI)

David PindrohProcurement Overview

LUSI DOE Review 8/19/08 – 8/21/08p.1

LCLS Ultrafast Science InstrumentsLCLS Ultrafast Science Instruments (LUSI)(LUSI)

David Pindroh – LCLS Procurement ManagerAugust 2008

Project Procurement Plan


LUSI DOE Review 8/19/08 – 8/21/08p.2

LUSI Project Procurement Plan

Procurement Management Overview

Procurement Staffing & Organization

Procurement Strategy

Pre-Award Planning and Process Control

Long Lead Time and Major Procurements

Post-Award Follow up and Control

Summary


LUSI DOE Review 8/19/08 – 8/21/08p.3

Procurement Staffing and Organization

LUSI Procurement utilizes the established and dedicated LCLS Procurement cell in conjunction with LCLS.

LUSI based entirely on established SLAC & LCLS project procurement procedures .

All Procurement staff participate in weekly LCLS/LUSI procurement status meeting with project management, headed by David Pindroh, LCLS Procurement.

LCLS/LUSI Procurement incorporates the LCLS /SLAC Advanced Procurement Plan standards and reports.


LUSI DOE Review 8/19/08 – 8/21/08p.4

Purchasing Organization

LUSI Procurement Team includes:

Dedicated Procurement Management

Dedicated Procurement Support Utilization of existing LCLS Procurement Cell Staffing

Integrated and collaborative support with:LCLS Directorate

LCLS Project Office support

LUSI Project Management support

Central Procurement support & Back-up

DOE Site Office support

SLAC Operations and Business Services Support


LUSI DOE Review 8/19/08 – 8/21/08p.5

LCLS/LUSI Procurement Staffing levels

LCLS Purchasing Manager – David Pindroh (Dual reporting to BSD and Project Office)

Sr. Construction Contracts Administrator. (Carol Silva)

Construction Contracts Administrator (John Azevedo)

Sr. Buyer (III) – Equipment/Services (Beverly Freeman)

Buyer (II) – Fabrication/Equipment/On-site Services (John Escudero)

Buyer (I) – Low dollar Procurements (Sally Zapata)

Central Procurement – Back-up assistance as required.Buyer II – John Gamble – Fabrications

Contract Administrator (MOU’s, Collaboration Agreements) - Pamela Elliot

Additional procurement assistance as needed.


LUSI DOE Review 8/19/08 – 8/21/08p.6

Procurement Workload

LCLS New Procurements

Fiscal Year Total Dollars Total Transactions

FY 2008 $19,910,653 640

FY 2009 $22,797,995 248

FY 2010 $ 7,594,182 26

LUSI New Procurements

Fiscal Year Total Dollars Total Transactions

FY 2009 $ 4,809,849 30

FY 2010 $ 5,886,849 104

FY 2011 $ 7,594,182 88


LUSI DOE Review 8/19/08 – 8/21/08p.7

Procurement Strategy

Utilization and Integration of LUSI into LCLS Advanced Procurement Planning Procurement (APP) tracking system.

All procurements over $100k and key Critical Procurements

Strategic Procurement Plans developed through APPAdvanced Procurement Planning (APP) includes determination of procurement methods and all required SLAC and DOE approval requirements

Weekly updated APP status reports with Project Management to track procurement process activities.

Posted APP status reports on SharePoint to provide weekly updates to Project Office, Project Management, SLAC Operations, BSD, and DOE site office.

Provides for continuous and proactive communication with all Project &Technical Staff, Vendors and Subcontractors.


LUSI DOE Review 8/19/08 – 8/21/08p.8

Pre-award Planning & process control

APP tracks and schedules critical reviews, approvals and procurement process critical dates.

Requisition & Specification/SOW procurement due datesAll Equipment Acquisitions tracked and scheduled to Correspond with the Project Installation Schedule.Incorporates established Lead timesProvides for close coordination during specification preparation to identify key functional requirements, acquisition strategy, contract type and method of procurement. Utilization of Full and Open Competition with Qualified Sources to the maximum extent possibleIncorporates DOE- SLAC Contract Review Board threshold approvals and process times

Internal Contract Review Board (CRB) review of all award packages> $100KCRB and DOE RFP bid package review >$1M Advance DOE Notice for sole source procurements > $100KAdvance notice of DOE approval on Buy American Act waivers > $100KProcurements > $500K (Current Procurement System Approval)


LUSI DOE Review 8/19/08 – 8/21/08p.9

Sample APP Report


LUSI DOE Review 8/19/08 – 8/21/08p.10

Long Lead & Major Procurements

Long Lead Procurements

XPP Diffractometer/Detector Mover Components - $730K

CXI KB Mirror Systems (1.0 Micron) - $970K

Currently in RFI stage to assist with RFP acquisition strategy.

Other Major Procurements

CXI 0.1 Micron Mirror System ($970K)

XCS Diffractometer System ($460K )

XCS Detector Mover ($224K )

Large Offset Monochromator ( $1500K)


LUSI DOE Review 8/19/08 – 8/21/08p.11

Post award follow-up & Control

Critical Procurement Tracking reports provided during weekly meeting with Project Management team provides status for all identified critical procurements after award through receipt and final close out.

Reporting by responsible Buyer/Contract Administrator on order status, changes, updates to key project management.Provides a forum to update management on potential issues.Resolution of scheduling issues & expediting.Provides strategy for problem resolution


LUSI DOE Review 8/19/08 – 8/21/08p.12

Procurement Award

Description* Tech BuyerEstimated

PricePO Price

or Funding Req.# PO#Due Date Vendor COMMENTS

Marble Slabs

Eric Bong

John E.

$59,020 $8,964 136989 73881 28-May-08

Colorado Stone Quarries

7-15-08 - To be shipped on Friday 7-18-08. To arrive at P.W. Calibrators in Escondido on 7-22-08 for milling.

Milling of Marble Slabs Pure White

Eric Bong

John E.

$59,020 $18,910 136989 73879 30-May-08

PW Calibrators/ US Granite Stnds

7-14-08 Approval provided to vendor to proceed based on photos sent last week. Working on shipping schedule to send marble to mill (7 day prior notice to mill req'd.) 7-7-08 Daniel expected a call from the quarry on 7-4-08 re providing a block of Gold Vein instead of White Select. Sent inquiry to Daniel this AM, but have not heard back from him.6-30-08 - Marble Slabs - Email sent to vendor on 6-20 - awaiting updating revised delivery date.

Neuton Shiedling- Self Extinguishing Poly sheets.

Tom Moss

John E.

$14,430 $12,430 138631 75019 20-Jul-08

Shieldwerx 7-14-08 Shipping today via FedX truck. Should be here this week. 6-30-08 - $2000 expedited fee for July 20 delivery date approved by Jose and dispatched on 6-25-08.

Neuton Shiedling- Self Extinguishing Poly sheets.

Tom Moss

John E.

$20,530 $20,530 138161 74700 28-Jul-08

Shoulder 7-14-08 No change still due to ship of 7-28-08. 6-30-08 Still due 7-28-08.

Sample Critical Procurement Report


LUSI DOE Review 8/19/08 – 8/21/08p.13

Summary

LUSI Acquisition Procurement Strategies established and tracked for equipment, installation and construction requirements.

LCLS Procurement staffing in place and established and fully integrated into the LUSI Project Team providing dedicated Procurement.

Request for Proposal (RFP) awards based on “Best Value”

RFI process already in place for Long Lead Time Major Equipment

Evaluation and basis of award criteria developed through close coordination and communication with project requestors.

Documents

LCLS Ultrafast Science Instruments (LUSI)