LCLS Ultrafast Science Instruments (LUSI)

1. LCLS Ultrafast Science Instruments(LUSI) Project Procurement Plan David Pindroh – LCLS Procurement Manager August 2008

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

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.

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

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.

6. Procurement Workload • LCLS New Procurements • LUSI New Procurements

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 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.

8. 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)

9. Sample APP Report

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)

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

12. Sample Critical Procurement Report

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.