Saul Greenberg Computer Supported Cooperative Work Saul Greenberg Department of Computer Science.
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Transcript of This material is based upon work supported by the U.S. Department of Energy Office of Science under...
This material is based upon work supported by the U.S. Department of Energy Office of Science under Cooperative Agreement DE-SC0000661, the State of Michigan and Michigan State University. Michigan State University designs and establishes FRIB as a DOE Office of Science National User Facility in support of the mission of the Office of Nuclear Physics.
Thomas NowakProcurement Department Manager
Procurement Practices and Procedures
T. Nowak, May 2014 SPAFOA Meeting
Procurement supports technical divisions who deliver scope
Procurement processes well integrated
Active supplier management established
Adequately staffed and delivering procurements
Summary
Outline
, Slide 2
Procurement fully integrated with technical divisions
Contract and administrative support for Conventional Facilities Division
Business Partner to Technical Divisions
T. Nowak, May 2014 SPAFOA Meeting, Slide 3
Technical Civil
Accelerator Systems Division (ASD)
Experimental Systems Division (ESD)
Conventional Facilities Division (CFD)
Major Technical Procurements 169 92 ---
Major Technical Procurements (dollars) $126,655,788 $24,275,359 ---
Georg BollenExperimental Systems
Division Director
Jie WeiAccelerator Systems
Division Director
Brad BullConventional Facilities & Infrastructure
Division Director
Major procurements (>$50k) in P6 schedule
261 major procurements over a six-year period
40 major procurements have been let
Technical Procurement Scope Understood
T. Nowak, May 2014 SPAFOA Meeting, Slide 4
Procurements Total
<$250,000 172
>$250,000, <$500,000 36
>$500,000, <$1,500,000 31
>$1,500,000 22
Division Major Procurements
High
Complexity
Accelerator Systems Division 169 52Experimental Systems Division 92 21 261 73
Technical procurements are defined in the integrated master schedule
Engage technical divisions to define the evaluation/selection criteria in all Request for Proposals (RFP) and determine “Best-Value” in all project procurements• best value = • Develop strategies for high complexity procurements and minimize risk for
one-of-a-kind procurements (versus commercially-off-the-shelf)
Find “partners” in industry that meet the project’s needs• Unique and challenging supply base (no follow-on business, unique product
specifications, tight tolerancing)• Develop long-term relationships• Build a supply base that can support the requirements and schedule
We let firm fixed-price or phase funded contracts, no “cost-plus”
Procurement Approach
T. Nowak, May 2014 SPAFOA Meeting, Slide 5
Procurement plan ties in directly with baseline schedule and incorporates cross-functional groups
Durations vary depending on complexity
Procurement Processes Tied into Schedule Facilitates Pre-Procurement Planning
T. Nowak, May 2014 SPAFOA Meeting, Slide 6
1
2 3 4 5
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2345
65a
5a
T. Nowak, May 2014 SPAFOA Meeting
Management tool reflective of the risk and effort needed to successfully deliver the procurement based on technical impact, acquisition type, and supply base strength
Procurement complexity levels are High, Medium, or Low, determined by Control Account Manager (CAM) and approved by the Procurement Department Manager• High if»The procurement is life of facility or cannot be removed for repair or»Technical impact is High or»Procurement is build-to-spec or»Supply base is weak
• Medium if not High and»Technical impact is Medium or»Procurement is build-to-print or»Modified standard equipment or»Supply base is adequate
• Low if not Medium or High»Technical impact assessed by CAM is low and»Procurement is COTS and»Supply base is determined to be strong
Procurement Complexity Identified in Schedule
, Slide 7
Description FRIB CAMBL Project Total Cost
Is the procurement life of facility or can not be removed for repair?
Technical Impact Type of Acquisition Supply Base StrengthProcurement
Complexity Level
ASD Stripper Section Vacuum System Marti, Felix $67,529 No High Commodity off the Shelf Adequate HighASD Controls Portal Monitor Peng, Sheng $92,853 No High Commodity off the Shelf Adequate HighASD Controls Chipmunk Area Monitors Peng, Sheng $378,164 No High Build-to-Print Weak HighASD Cryo Distribution System Casagrande, Fabio $4,954,571 Yes High Build-to-Print Strong HighASD First Article RF Amplifier Morris, Dan $284,052 No Low Build-to-Spec Adequate HighASD SRF RF Amplifiers Morris, Dan $19,043,772 No Medium Build-to-Spec Adequate HighRemote Bridge Crane Bennett, Richard $2,363,652 Yes High Build-to-Spec Adequate HighRemote Viewing System Bennett, Richard $173,976 No Medium Build-to-Spec Weak HighShield Window Liners, Shield Window With Barrier Shield & Plugs Bennett, Richard $596,754 Yes Medium Build-to-Spec Weak HighRemote Handling Utility Penetration Bennett, Richard $74,153 Yes Medium Build-to-Print Adequate HighRemote Handling Lift Bennett, Richard $431,940 Yes Medium Build-to-Spec Adequate HighRemote Handling WH Bottom Loading Port Bennett, Richard $87,944 Yes Medium Build-to-Print Adequate HighRemote Handling Bridge Crane Rail Bennett, Richard $247,520 Yes Medium Build-to-Spec Strong HighESD Non-Conventional Utilities Drain Tank- Target Borden, Tom $75,000 Yes Low Modified Standard Equipment Strong HighESD Non-Conventional Utilities LLLW Tanks Borden, Tom $105,000 Yes Low Modified Standard Equipment Strong HighESD Non-Conventional Utilities Drain Tank - Beam Dump Borden, Tom $179,142 Yes Low Modified Standard Equipment Strong HighESD Non-Conventional Utilities Liquid/Gas Separation Tank- Beam Dump Borden, Tom $38,043 Yes Low Modified Standard Equipment Strong HighESD Non-Conventional Utilities Liquid/Gas Separation Tank- Beam Target Borden, Tom $34,228 Yes Low Modified Standard Equipment Strong HighESD Preseparator Mech Sys Vacuum Chamber Borden, Tom $981,690 Yes Medium Build-to-Print Strong HighESD Preseparator Mech Sys Tank Connections Borden, Tom $116,207 Yes Medium Build-to-Print Strong HighESD Preseparator Mech Sys Target/Diag Vacuum Chamber Borden, Tom $523,129 Yes Medium Build-to-Print Strong HighESD Preseparator Mech Sys Wedge Vacuum Chamber Borden, Tom $608,987 Yes Medium Build-to-Print Strong High
Risk mitigation tool utilized to identify unique storage and warranty needs CAMs identify storage requirements
• Space• Duration of storage• Climate control requirements• Export compliance and special handling
Develop and negotiate warranty plans for subsystems that arrive more than six (6) months before commissioning• Based on machine hours versus calendar days
T. Nowak, May 2014 SPAFOA Meeting, Slide 8
Storage and Warranty Considerations Identified in Schedule
Commodity procurement includes all project requirements that are considered COTS and those technical items that do not require FRIB to develop a specification to procure• Examples
» Vacuum supplies and components – flanges, valves» Electrical supplies and components – Programmable Logic Controller (PLC) components, cable, wire» Hardware items – screwdrivers, nuts, bolts, fasteners» Cryogenic supplies – gauges, bayonets, valves» Chemicals/cylinder gases» Machining services – water jet, milling, turning» Office supplies
Pursuing potential e-commerce to help further streamline• Similar to system Stanford Linear Accelerator Laboratory, California (SLAC) is currently using
and Brookhaven National Laboratory, New York (BNL) is testing
Commodities Procurement
T. Nowak, May 2014 SPAFOA Meeting, Slide 9
Cohesive and dynamic team is moving forward with successful delivery of procurements • Leveraging experience and organizational expertise
Technical• Develops Request for Quote (RFQ)/Request for
Proposal (RFP), solicits and procures all technical equipment
• Negotiates and manages high dollar/high risk contracts for technical procurements
Commodities• Solicits and procures all Commercially-off-the-Shelf
(COTS)/commodities• Manages low dollar/low risk technical procurements
Materials and Logistics• Manages the receiving and acceptance of technical
procurements• Manages the storage and inventory in support of
timely delivery for installation
Procurement StaffEffectively Delivering Procurements
T. Nowak, May 2014 SPAFOA Meeting, Slide 10
Susan HouseTechnical Buyer II
Tom NowakProcurement Manager
(Tech Buyer III)
Jim ZeqollariTechnical Buyer III
TE
CH
NIC
AL
Ben ShuartTechnical Buyer III
Lara DruelleTechnical Buyer I
Barb PollackTechnical Buyer I
CO
MM
OD
ITIE
S
MA
TE
RIA
LS A
ND
LO
GIS
TIC
S
April BryanProcurement Coordinator
Jenifer GilbertMaterials & Logistics Team
Leader
Nathan PeaseResearch Trades Assistant II
Staffing model has been well planned to ensure delivery of FRIB high complexity procurements• Most high complexity procurements are supported by
Zeqollari, Shuart, and House» Druelle supports some high complexity procurements and
assumes more as we increase procurement activity• Recruiting for a level 1 commodities buyer and a level
III technical buyer to support upcoming peak in procurements
• Current staffing plan supports the requirements through 2015
The procurement process has been streamlined allowing the buyers to focus on the core responsibilities• Procurement project coordinator maintains interfaces
with customers and enables buyers to focus on technical procurements
Ensures conformance of regulatory requirements• Procurement Manual (S10202-MA-000079)
Staffing Model
T. Nowak, May 2014 SPAFOA Meeting, Slide 11
HIGH COMPLEXITY PROCUREMENTS BY YEAR
Susan HouseTechnicalBuyer II
Tom NowakDept. Manager (Tech Buyer III)
Jim ZeqollariTechnicalBuyer III
Ben ShuartTechnicalBuyer III
Lara DruelleTechnicalBuyer I
April BryanProcurementCoordinator