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Vendor Forum

Vendor Forum. Thursday, November 13, 2003 Auditorium 3000 George Washington Way Richland, WA 5:00pm – 6:30pm. Topics. Bid Process Scheduling Minimizing and Controlling Change Quality Expectations Packaging and Shipping for Construction Invoicing.

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Vendor Forum

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  1. Vendor Forum Thursday, November 13, 2003 Auditorium 3000 George Washington Way Richland, WA 5:00pm – 6:30pm

  2. Topics • Bid Process • Scheduling • Minimizing and Controlling Change • Quality Expectations • Packaging and Shipping for Construction • Invoicing

  3. Bechtel Field Procurement Representatives • Frank McAlpin • Material Specialist • Luz Almonte • Field Purchasing • Darby Gaynor • Field Expediting • Andrea Rocha • Accounts Payable • Noelle Michaelson • Training/E-Procurement • Tony Paredes • Field Purchasing Manager • John Gorski • Marshaling Yard Manager • John Burke • Purchasing/Special Services Supervisor • Dan Richards • Field Purchasing Supervisor • Carrie Brittain • Small Business Program

  4. Bid Process Flow Chart

  5. Bid Process • Read the entire document! • Provides a better understanding of the scope of work • Easier to identify and resolve discrepancies. • Saves time and money for both Bechtel and the vendor.

  6. Purchase Order Requirements • Commercial Requirements • Technical Requirements • Schedule Requirements • "Or Equal" means buyer approved equal. Approval must be obtained prior to any award being made. In no event should alternate materials be delivered, prior to approval of substitution/deviation. Unapproved materials may be returned to Seller, and any associated charges shall be to the Seller's account.”

  7. Scheduling • Importance to RPP/WTP: • Efficient Performance • Ability to meet construction dates • On-time start up • Creates a solid base line to measure progress

  8. Scheduling • RPP/WTP Milestone Dates Measure: • Progress against the plan • Early warnings of problems • Corrective action, if needed • Timely payments • Deviations from the schedule costs the project thousands of dollars a day!

  9. Scheduling Metrics • Data Collection Process: • Based on Original Promise Date • If material is received prior to or on the date = On-Time • If material is received after the date = Late

  10. Proactive vs. Reactive to Change • Completely understand the scope of work • Plan for potential changes: • Develop a strategy if they occur • Optional items that may be needed later • Notification of changes need to be made as soon as possible.

  11. Quality • As a supplier, your biggest responsibility is to ensure that your products conform to the PO requirements. • Bechtel Quality Program Goals • Ensure that awards are given to capable suppliers. • Communicate unique project requirements to suppliers. • Ensure fulfillment of all requirements. • Communicate early identification of discrepancies

  12. UOS&D • Unsatisfactory, Overage, Short and/or Damaged • Occur during receipt inspection • Hold Payment until discrepancy is resolved

  13. Resolving UOS&D’s • When replacements are required • A new packing slip for shipment • Note on the packing slip which items are being replaced • Note UOS&D number

  14. Packaging and Shipping for Construction • The packaging and shipping requirements are frequently overlooked and underestimated. • The key customer is project construction! • Items that are marked and tagged so they can be efficiently installed. • Intact and clearly identified against Bechtel PO numbers.

  15. Packaging and Shipping for Construction • Keys to successful Shipments • Clear Packing Slip: • Purchase Order Number • Line Item Numbers and Quantity Shipped • Delivery Destination (2579 Stevens Drive or Jobsite) • Clearly Mark all packages with PO Line Item Number • Supporting Documentation • Material Safety Data Sheets (MSDS) • Certificate of Compliance (C of C)

  16. Invoicing • 3 Categories of Invoices • The invoice is correct, the equipment has been shipped and is accepted at the job site. • The invoice has errors that will not permit it to be paid. • The invoice is substantially correct, but some minor elements require clarification/correction.

  17. Invoicing • Final Payment • All back-charges are resolved • Equipment and documentation are received. • All receipt problems are resolved. • Supplier to sub-supplier payment acknowledged.

  18. Summary • READ the Purchase Order and any revision requirements. • Implement an Effective Quality Management System • Demonstrate a Management Commitment to Quality • Adhere to lines of communication • Ask questions

  19. Overall The success of the RPP/WTP Project depends on the success of our suppliers!

  20. Inside Track

  21. fkmcalpi@bechtel.com 371-0399 Thank You For Your Time! Contact: Frank McAlpin

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