1

Joe Collins

Procurement Manager

October 20, 2010

Mu2e PROCUREMENT

SUPPORT

2

WHAT WE DO Acquire Goods and Services for the

Laboratory

Support Procurement Requirements from Initial Development to Closeout

Adhere to a Best Value Philosophy

3

WHO WE ARE:

Computing Bill Koncelik, Group Leader, x4173 Byron Clark, x4194 Gary Davis, x4171 Pamela Noyes, x5779 Open

Electronics: Maintenance, Repair &

Operational Supplies Joe Morgan, Group Leader, x4181 Bob Johnson, x4179 Len Mack, x4183 Don Rogus, x4177 Mark Graczyk, x 4195

Construction/Consulting, Fabrication

& Services Bob Cibic, Group Leader, NOvA Liaison x3528 Gordon Bagby, x3388 Ron Cypret, x3839 Ron Evans, x4166 Tom Powers, x4255 Steve Gaugel, x5782 Open

ProCard Administration Pam Noyes, x5779 Gordon Bagby,x 3388

Support Staff Joyce Serritella, x4155 Nancy Yackle, x2555

Joe Collins, Procurement Manager, x4169 Joanne Hall, Staff Assistant, x4168

4

RESPONSIBILITY

Serve the Customer

- You

- DOE

- Stakeholders

5

Operating Rules

Procedural Requirements based on:

FRA Prime Contract Commercially Accepted Practice DOE Acquisition Regulations Federal Acquisition Regulations DOE Property Management Regulations

6

Operating Rules

Ethics IntegrityImpartialityTransparencyEquity

7

Operating Rules

Maximum Practical Opportunities to:– Small Disadvantaged Businesses– Small Businesses– Women-Owned Businesses– HUBZones– Veterans

Annual Goals Established SB Set Asides

8

VISIBILITY Attention of Many Interested Parties Frequent Reviews Department of Energy Office of Inspector General General Accounting Office Internal Auditors Fermilab Management Lab Customers

9

VISIBILITY

Vendors Socioeconomic Program Advocates Business Community Competition Advocates Congress News Media General Public Unions

10

Operating Rules

Buyers Responsible “From Cradle to Grave”:–Plan–Develop–Negotiate–Award–Administer–Close-Out

11

REQUIREMENTS

Over $10,000–Competition Required

Over $50,000–Written (electronic)Solicitations

12

REQUIREMENTS Over $650,000

– Small Business Subcontracting Plan May Be Required

Construction

– Bonding Requirements-20% Bid Bonds w/Offer, 100% Upon Award-Payment & Performance Bonds

– Davis-Bacon - Labor Rates, Weekly Certified Payrolls

13

Procurement Cycle Time - Commercial

Procurement cycle time extends from receipt of the approved requisition (with complete drawings, specifications and other attachments) to subcontract award.

14

Procurement Cycle Time - Commercial

Commercial, Off-the-Shelf Items and Services from Domestic Sources

$10,000 or less Up to 10 calendar days >$10,000-$50,000 14 calendar days >$50,000-$1,000,000 40 calendar days Greater than $1,000,000 50 calendar days

Note: Use the Stockroom as needed. Use a ProCard if it benefits you.

15

Procurement Cycle Time - Commercial

Fabricated (Metal-Electronic Items)

Less than $50,000 30 calendar days

>$50,000-$1M 40 calendar days

>$1,000,000- $ 5M 50 calendar days

16

Procurement Cycle Time Non-Commercial

Non-Commercial (Construction, T&M, University, A&E, Labor Hour Subcontracts, Unique Equipment and Fabrications, Sole Source Foreign Procurements)

30-120 calendar days depending upon complexity

University subcontracts are closer to 30 days while A&E and labor hours, such as security and cafeteria services are closer to 120 days

Sole source foreign procurements in excess of $100,000 may take 90 days or more

Procurement Cycle Time Non-Commercial

If urgent; call Procurement and ensure that the urgency is stated on the requisition.

17

18

FRA, Fermilab Director

Head, Business Services

Procurement

ProCard Holders ($2,500)

Construction Coordinators ($5,000, field changes)

Authority to Commit the Laboratory

19

Responsibility of Staff in Dealing with Outside Organizations

Do not commit the Lab unless you possess specific delegated signature authority

20

After-the-Fact RequisitionsPersonnel without the authority to commit the Lab

Personal liability

21

Non-Competitive Contracting

The Lab has a responsibility to obtain competition. It generally results in securing best value. This does not mean that we have to accept the lowest price.

Trade offs between price and technical evaluation factors are acceptable. We must plan together and document the procurement file accordingly. The solicitation must advise offerors of this. e.g. “technical factors will be weighed heavier than price.”

22

Invoice Certification

Know the facts before you certify an invoice for payment, i.e. approved labor rates must match those found in the subcontract.

ARRA REQUIREMENTS

Suppliers must have a D-U-N-S (Data Universal Numbering System).

Suppliers must be registered with CCR (Central Contractor Registration).

Monthly Reporting Requirements:- General Contractors (Construction) must report labor hours.- Service Providers – must report labor hours.

23

24

If you have a Procurement question, please call the Procurement Administrator assigned to your requisition, Joe Collins at 4169 or Ron Evans at 4166