Undulator Long Lead Procurements [email protected] Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center

LCLS Undulator Design ReviewLCLS Undulator Design Review Glen Lawrence, ANLGlen Lawrence, ANL

Undulator Long Lead ProcurementsUndulator Long Lead Procurements [email protected]@aps.anl.gov

Linac Coherent Light Source Stanford Synchrotron Radiation LaboratoryStanford Linear Accelerator Center

Undulator Long Lead ProcurementsGlen Lawrence, ANLNovember 15, 2004

Undulator Long Lead ProcurementsGlen Lawrence, ANLNovember 15, 2004

StrategyStrategyRequirementsRequirementsSource Selection PlanSource Selection PlanBid ListsBid ListsProcurementProcurementQuality AssuranceQuality Assurance

StrategyStrategyRequirementsRequirementsSource Selection PlanSource Selection PlanBid ListsBid ListsProcurementProcurementQuality AssuranceQuality Assurance




StrategyStrategy

Define Requirements Define Requirements Statements of WorkStatements of Work

Engineering DrawingsEngineering Drawings

Decide on a Source Selection PlanDecide on a Source Selection Plan CostCost

TechnicalTechnical

Go-NoGoGo-NoGo

Pre-qualified BiddersPre-qualified Bidders

Develop a Bid ListDevelop a Bid List

Procure Long Lead ItemsProcure Long Lead Items

Define Requirements Define Requirements Statements of WorkStatements of Work

Engineering DrawingsEngineering Drawings

Decide on a Source Selection PlanDecide on a Source Selection Plan CostCost

TechnicalTechnical

Go-NoGoGo-NoGo

Pre-qualified BiddersPre-qualified Bidders

Develop a Bid ListDevelop a Bid List

Procure Long Lead ItemsProcure Long Lead Items




Defining Requirements –Current StatusDefining Requirements –Current Status

Undulator StrongbacksUndulator StrongbacksDrawings-ReleasedDrawings-Released

Statement of Work-ReleasedStatement of Work-Released

Undulator Magnet PolesUndulator Magnet PolesDrawing-ReleasedDrawing-Released


Undulator MagnetsUndulator MagnetsDrawing-ReleasedDrawing-Released

Statement of Work - Routed for Statement of Work - Routed for SignaturesSignatures

Undulator StrongbacksUndulator StrongbacksDrawings-ReleasedDrawings-Released


Undulator Magnet PolesUndulator Magnet PolesDrawing-ReleasedDrawing-Released


Undulator MagnetsUndulator MagnetsDrawing-ReleasedDrawing-Released

Statement of Work - Routed for Statement of Work - Routed for SignaturesSignatures




Statements of WorkStatements of Work

Combined Business Requirements and Technical Combined Business Requirements and Technical RequirementsRequirementsBusiness RequirementsBusiness Requirements

Delivery ScheduleDelivery SchedulePlanning RequirementsPlanning RequirementsReporting RequirementsReporting RequirementsCommunication RequirementsCommunication RequirementsShipping RequirementsShipping Requirements

Technical RequirementsTechnical RequirementsEnhancement of Drawing RequirementsEnhancement of Drawing RequirementsTechnical Requirements too Detailed for a DrawingTechnical Requirements too Detailed for a DrawingTesting RequirementsTesting RequirementsCertification RequirementsCertification Requirements

Combined Business Requirements and Technical Combined Business Requirements and Technical RequirementsRequirementsBusiness RequirementsBusiness Requirements

Delivery ScheduleDelivery SchedulePlanning RequirementsPlanning RequirementsReporting RequirementsReporting RequirementsCommunication RequirementsCommunication RequirementsShipping RequirementsShipping Requirements

Technical RequirementsTechnical RequirementsEnhancement of Drawing RequirementsEnhancement of Drawing RequirementsTechnical Requirements too Detailed for a DrawingTechnical Requirements too Detailed for a DrawingTesting RequirementsTesting RequirementsCertification RequirementsCertification Requirements




Statement of Work - Initial SectionsStatement of Work - Initial Sections

Introduction -Section 1.0Introduction -Section 1.0The Introduction gives a brief view of the LCLS ProjectThe Introduction gives a brief view of the LCLS Project

Scope -Section 2.0Scope -Section 2.0Scope of Work Section 2.1Scope of Work Section 2.1

How the current procurement fits into the LCLS ProjectHow the current procurement fits into the LCLS Project

Delivery -Section 2.2Delivery -Section 2.2Defines the scope in time for fulfilling the procurement of each itemDefines the scope in time for fulfilling the procurement of each item

First Article -Section 2.3First Article -Section 2.3Defines the requirement for a “First Article” in the scope of the Defines the requirement for a “First Article” in the scope of the procurementprocurement

Introduction -Section 1.0Introduction -Section 1.0The Introduction gives a brief view of the LCLS ProjectThe Introduction gives a brief view of the LCLS Project

Scope -Section 2.0Scope -Section 2.0Scope of Work Section 2.1Scope of Work Section 2.1

How the current procurement fits into the LCLS ProjectHow the current procurement fits into the LCLS Project

Delivery -Section 2.2Delivery -Section 2.2Defines the scope in time for fulfilling the procurement of each itemDefines the scope in time for fulfilling the procurement of each item

First Article -Section 2.3First Article -Section 2.3Defines the requirement for a “First Article” in the scope of the Defines the requirement for a “First Article” in the scope of the procurementprocurement




Statement of Work - Technical RequirementsStatement of Work - Technical Requirements

Typical Technical Requirements in Section 4.1 Typical Technical Requirements in Section 4.1 Material RequirementsMaterial RequirementsSpecial Processes -AnnealingSpecial Processes -AnnealingSpecial Properties –Magnetic RequirementsSpecial Properties –Magnetic RequirementsMarking for IdentificationMarking for IdentificationPackaging RequirementsPackaging Requirements

Typical Technical Requirements in Section 4.5Typical Technical Requirements in Section 4.5Testing and MeasurementsTesting and MeasurementsData ReportingData Reporting

Additional Technical Documents in Section 3.0Additional Technical Documents in Section 3.0DrawingsDrawingsLaboratory Technical SpecificationsLaboratory Technical SpecificationsNational Technical Specifications and StandardsNational Technical Specifications and Standards

Typical Technical Requirements in Section 4.1 Typical Technical Requirements in Section 4.1 Material RequirementsMaterial RequirementsSpecial Processes -AnnealingSpecial Processes -AnnealingSpecial Properties –Magnetic RequirementsSpecial Properties –Magnetic RequirementsMarking for IdentificationMarking for IdentificationPackaging RequirementsPackaging Requirements

Typical Technical Requirements in Section 4.5Typical Technical Requirements in Section 4.5Testing and MeasurementsTesting and MeasurementsData ReportingData Reporting

Additional Technical Documents in Section 3.0Additional Technical Documents in Section 3.0DrawingsDrawingsLaboratory Technical SpecificationsLaboratory Technical SpecificationsNational Technical Specifications and StandardsNational Technical Specifications and Standards




Statement of Work –Business RequirementsStatement of Work –Business Requirements

Typical Business Requirements – Sections 4.2 - 4.4Typical Business Requirements – Sections 4.2 - 4.4Program PlanProgram Plan

Program MeetingsProgram Meetings

Program ScheduleProgram Schedule

Typical Business Requirements – Sections 4.6 – 4.9Typical Business Requirements – Sections 4.6 – 4.9Special toolingSpecial tooling

Quality Control Quality Control First Article InspectionFirst Article Inspection

Contractor Proposed ChangesContractor Proposed Changes

Proprietary Designs and ProcessesProprietary Designs and Processes

Inspection and Test PlanInspection and Test Plan

Quality AssuranceQuality AssuranceQuality Verification ProgramQuality Verification Program

Typical Business Requirements – Sections 4.2 - 4.4Typical Business Requirements – Sections 4.2 - 4.4Program PlanProgram Plan

Program MeetingsProgram Meetings

Program ScheduleProgram Schedule

Typical Business Requirements – Sections 4.6 – 4.9Typical Business Requirements – Sections 4.6 – 4.9Special toolingSpecial tooling

Quality Control Quality Control First Article InspectionFirst Article Inspection

Contractor Proposed ChangesContractor Proposed Changes

Proprietary Designs and ProcessesProprietary Designs and Processes

Inspection and Test PlanInspection and Test Plan

Quality AssuranceQuality AssuranceQuality Verification ProgramQuality Verification Program




Statement of Work –Business RequirementsStatement of Work –Business Requirements

Typical Business Requirements – Sections 4.10 –4.15Typical Business Requirements – Sections 4.10 –4.15Source InspectionSource InspectionTesting SurveillanceTesting SurveillanceTest FailuresTest FailuresRed Flag NoticeRed Flag NoticeNonconformance ReportingNonconformance ReportingApprovalsApprovals

Reports, Data and Deliverables – Section 5.0Reports, Data and Deliverables – Section 5.0Progress ReportsProgress ReportsTechnical DataTechnical DataDeliveryDelivery

Other Special Considerations – Section 6.0Other Special Considerations – Section 6.0Sub-contractors, Publications, etcSub-contractors, Publications, etc

Typical Business Requirements – Sections 4.10 –4.15Typical Business Requirements – Sections 4.10 –4.15Source InspectionSource InspectionTesting SurveillanceTesting SurveillanceTest FailuresTest FailuresRed Flag NoticeRed Flag NoticeNonconformance ReportingNonconformance ReportingApprovalsApprovals

Reports, Data and Deliverables – Section 5.0Reports, Data and Deliverables – Section 5.0Progress ReportsProgress ReportsTechnical DataTechnical DataDeliveryDelivery

Other Special Considerations – Section 6.0Other Special Considerations – Section 6.0Sub-contractors, Publications, etcSub-contractors, Publications, etc




Source SelectionSource Selection

Best Price SelectionBest Price SelectionDoes not Evaluate Vendor Capabilities thus Introduces RiskDoes not Evaluate Vendor Capabilities thus Introduces Risk

Best Technical Proposal SelectionBest Technical Proposal SelectionWeighed Evaluation of Technical ProposalsWeighed Evaluation of Technical Proposals

Introduces Subjective JudgmentsIntroduces Subjective Judgments

Insufficient Technical Complexity to Warrant Required EffortInsufficient Technical Complexity to Warrant Required Effort

Go-NoGo SelectionGo-NoGo SelectionVendors Submit Qualifications with Bid on Specified CriteriaVendors Submit Qualifications with Bid on Specified Criteria

Vendor Responses judged “Go” or “NoGo”Vendor Responses judged “Go” or “NoGo”

One “NoGo” Rating Disqualifies a Vendor ProposalOne “NoGo” Rating Disqualifies a Vendor Proposal

Qualified Vendors’ Bids Compete on PriceQualified Vendors’ Bids Compete on Price

Best Price SelectionBest Price SelectionDoes not Evaluate Vendor Capabilities thus Introduces RiskDoes not Evaluate Vendor Capabilities thus Introduces Risk

Best Technical Proposal SelectionBest Technical Proposal SelectionWeighed Evaluation of Technical ProposalsWeighed Evaluation of Technical Proposals

Introduces Subjective JudgmentsIntroduces Subjective Judgments

Insufficient Technical Complexity to Warrant Required EffortInsufficient Technical Complexity to Warrant Required Effort

Go-NoGo SelectionGo-NoGo SelectionVendors Submit Qualifications with Bid on Specified CriteriaVendors Submit Qualifications with Bid on Specified Criteria

Vendor Responses judged “Go” or “NoGo”Vendor Responses judged “Go” or “NoGo”

One “NoGo” Rating Disqualifies a Vendor ProposalOne “NoGo” Rating Disqualifies a Vendor Proposal

Qualified Vendors’ Bids Compete on PriceQualified Vendors’ Bids Compete on Price




Source SelectionSource Selection

Pre-qualified Vendor SelectionPre-qualified Vendor SelectionAssess Potential Vendors with Specific Selection CriteriaAssess Potential Vendors with Specific Selection Criteria

Use Plant Visits to Clarify Vendor CapabilitiesUse Plant Visits to Clarify Vendor Capabilities

Offer Bid Package Only to Pre-Qualified BiddersOffer Bid Package Only to Pre-Qualified Bidders

Bids Compete on PriceBids Compete on Price

Similar to “GO-NoGo” SelectionSimilar to “GO-NoGo” Selection

Pre-qualified Vendor SelectionPre-qualified Vendor SelectionAssess Potential Vendors with Specific Selection CriteriaAssess Potential Vendors with Specific Selection Criteria

Use Plant Visits to Clarify Vendor CapabilitiesUse Plant Visits to Clarify Vendor Capabilities

Offer Bid Package Only to Pre-Qualified BiddersOffer Bid Package Only to Pre-Qualified Bidders

Bids Compete on PriceBids Compete on Price

Similar to “GO-NoGo” SelectionSimilar to “GO-NoGo” Selection




Developing Bid ListsDeveloping Bid Lists

Look at Current ANL VendorsLook at Current ANL Vendors

Look for Vendors Recommended by Other National Look for Vendors Recommended by Other National LaboratoriesLaboratories

Search Internet for Vendors with Required ExpertiseSearch Internet for Vendors with Required Expertise

Advertise in FedBizOpps and Let Vendors Express Advertise in FedBizOpps and Let Vendors Express InterestInterest

Cull List for Best Potential VendorsCull List for Best Potential Vendors

Proceed with Vendor PrequalificationProceed with Vendor Prequalification

Look at Current ANL VendorsLook at Current ANL Vendors

Look for Vendors Recommended by Other National Look for Vendors Recommended by Other National LaboratoriesLaboratories

Search Internet for Vendors with Required ExpertiseSearch Internet for Vendors with Required Expertise

Advertise in FedBizOpps and Let Vendors Express Advertise in FedBizOpps and Let Vendors Express InterestInterest

Cull List for Best Potential VendorsCull List for Best Potential Vendors

Proceed with Vendor PrequalificationProceed with Vendor Prequalification




ProcurementProcurement

Request for Proposals Will be Sent to Pre-qualified Request for Proposals Will be Sent to Pre-qualified VendorsVendors

Documentation will include:Documentation will include:DrawingsDrawings

Statement of WorkStatement of Work

Any Special Documents Such As:Any Special Documents Such As:Special Bid InstructionsSpecial Bid Instructions

Interested Sub-Contractor ListsInterested Sub-Contractor Lists

Proposals Must Comply With All Requirements to be Proposals Must Comply With All Requirements to be Considered Valid Considered Valid

Contract will be awarded to the Vendor with the Best Contract will be awarded to the Vendor with the Best Priced Valid ProposalPriced Valid Proposal

Request for Proposals Will be Sent to Pre-qualified Request for Proposals Will be Sent to Pre-qualified VendorsVendors

Documentation will include:Documentation will include:DrawingsDrawings

Statement of WorkStatement of Work

Any Special Documents Such As:Any Special Documents Such As:Special Bid InstructionsSpecial Bid Instructions

Interested Sub-Contractor ListsInterested Sub-Contractor Lists

Proposals Must Comply With All Requirements to be Proposals Must Comply With All Requirements to be Considered Valid Considered Valid

Contract will be awarded to the Vendor with the Best Contract will be awarded to the Vendor with the Best Priced Valid ProposalPriced Valid Proposal




Quality AssuranceQuality Assurance

What is QualityWhat is QualityMeeting RequirementsMeeting Requirements

Define RequirementsDefine Requirements

Provide Proper ToolsProvide Proper Tools

Who is Responsible for QualityWho is Responsible for Quality We are, and Everyone Involved in the ProcessWe are, and Everyone Involved in the Process

How does Quality Assurance ApplyHow does Quality Assurance ApplyControl of Drawings via Checking, Review & ReleaseControl of Drawings via Checking, Review & Release

Control of Documents (SOW) Via Review & ReleaseControl of Documents (SOW) Via Review & Release

Vendor SelectionVendor SelectionCapacityCapacity

Tools Tools

Quality Management SystemQuality Management System

What is QualityWhat is QualityMeeting RequirementsMeeting Requirements

Define RequirementsDefine Requirements

Provide Proper ToolsProvide Proper Tools

Who is Responsible for QualityWho is Responsible for Quality We are, and Everyone Involved in the ProcessWe are, and Everyone Involved in the Process

How does Quality Assurance ApplyHow does Quality Assurance ApplyControl of Drawings via Checking, Review & ReleaseControl of Drawings via Checking, Review & Release

Control of Documents (SOW) Via Review & ReleaseControl of Documents (SOW) Via Review & Release

Vendor SelectionVendor SelectionCapacityCapacity

Tools Tools

Quality Management SystemQuality Management System




Vendor Quality MonitoringVendor Quality Monitoring

Required PlansRequired PlansProgram Plan & ScheduleProgram Plan & Schedule

Inspection and Test Plan Inspection and Test Plan

Quality Verification Plan Quality Verification Plan

Required Reports and Other Written Required Reports and Other Written CommunicationsCommunications

Monthly Progress ReportsMonthly Progress Reports

Red Flag Notices Red Flag Notices

Nonconformance ReportsNonconformance Reports

Program Meeting Minutes Program Meeting Minutes

Required PlansRequired PlansProgram Plan & ScheduleProgram Plan & Schedule

Inspection and Test Plan Inspection and Test Plan

Quality Verification Plan Quality Verification Plan

Required Reports and Other Written Required Reports and Other Written CommunicationsCommunications

Monthly Progress ReportsMonthly Progress Reports

Red Flag Notices Red Flag Notices

Nonconformance ReportsNonconformance Reports

Program Meeting Minutes Program Meeting Minutes




Vendor Quality MonitoringVendor Quality Monitoring

Required DocumentationRequired DocumentationTest & Measurement DataTest & Measurement Data

CertificationsCertifications

Direct MonitoringDirect MonitoringProgram MeetingsProgram Meetings

At ANLAt ANL

At Vendor PlantAt Vendor Plant

Witness TestingWitness Testing

First Article InspectionFirst Article Inspection

Post Delivery Inspection and TestingPost Delivery Inspection and Testing

Required DocumentationRequired DocumentationTest & Measurement DataTest & Measurement Data

CertificationsCertifications

Direct MonitoringDirect MonitoringProgram MeetingsProgram Meetings

At ANLAt ANL

At Vendor PlantAt Vendor Plant

Witness TestingWitness Testing

First Article InspectionFirst Article Inspection

Post Delivery Inspection and TestingPost Delivery Inspection and Testing