LCLS Ultrafast Science Instruments
(LUSI)
Project Procurement Plan
David Pindroh – LCLS Procurement Manager
August 2008
LUSI DOE Review 8/19/08 – 8/21/08
p.1
David Pindroh
Procurement Overview
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 – 8/21/08
p.2
David Pindroh
Procurement Overview
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 – 8/21/08
p.3
David Pindroh
Procurement Overview
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 – 8/21/08
p.4
David Pindroh
Procurement Overview
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 – 8/21/08
p.5
David Pindroh
Procurement Overview
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
FY 2009
$ 4,809,849
30
FY 2010
$ 5,886,849
104
FY 2011
$ 7,594,182
88
LUSI DOE Review 8/19/08 – 8/21/08
p.6
Total Transactions
David Pindroh
Procurement Overview
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 APP
Advanced 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 – 8/21/08
p.7
David Pindroh
Procurement Overview
Pre-award Planning & process control
APP tracks and schedules critical reviews, approvals and
procurement process critical dates.
Requisition & Specification/SOW procurement due dates
All Equipment Acquisitions tracked and scheduled to Correspond with the
Project Installation Schedule.
Incorporates established Lead times
Provides 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 possible
Incorporates DOE- SLAC Contract Review Board threshold approvals and
process times
Internal Contract Review Board (CRB) review of all award packages
> $100K
CRB and DOE RFP bid package review >$1M
Advance DOE Notice for sole source procurements > $100K
Advance notice of DOE approval on Buy American Act waivers > $100K
Procurements > $500K (Current Procurement System Approval)
LUSI DOE Review 8/19/08 – 8/21/08
p.8
David Pindroh
Procurement Overview
Sample APP Report
LUSI DOE Review 8/19/08 – 8/21/08
p.9
David Pindroh
Procurement Overview
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 – 8/21/08
p.10
David Pindroh
Procurement Overview
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 – 8/21/08
p.11
David Pindroh
Procurement Overview
Sample Critical Procurement Report
Procurement
Award
Description*
Tech
Eric
Bong
Estimated
Price
PO Price
or Funding
Req.#
PO#
John
E.
$59,020
$8,964
136989
Buyer
Due
Date
Vendor
73881
28May-08
Colorado Stone
Quarries
COMMENTS
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.
Marble Slabs
Milling of
Marble Slabs
Pure White
Eric
Bong
John
E.
$59,020
$18,910
136989
73879
30May-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 74-08 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 620 - awaiting updating revised delivery date.
Neuton
ShiedlingSelf
Extinguishing
Poly sheets.
Tom
Moss
John
E.
$14,430
$12,430
138631
75019
20-Jul08
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
ShiedlingSelf
Extinguishing
Poly sheets.
Tom
Moss
John
E.
$20,530
$20,530
138161
74700
28-Jul08
Shoulder
7-14-08 No change still due to ship of 7-28-08.
6-30-08 Still due 7-28-08.
LUSI DOE Review 8/19/08 – 8/21/08
p.12
David Pindroh
Procurement Overview
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.
LUSI DOE Review 8/19/08 – 8/21/08
p.13
David Pindroh
Procurement Overview