1 Joe Collins Procurement Manager October 20, 2010 Mu2e PROCUREMENT SUPPORT

2 WHAT WE DO Acquire Goods and Services for the Laboratory Acquire Goods and Services for the Laboratory Support Procurement Requirements from Initial Development to Closeout Support Procurement Requirements from Initial Development to Closeout Adhere to a Best Value Philosophy 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 Pamela Noyes, x5779 Open Open Electronics: Maintenance, Repair & Operational Supplies Joe Morgan, Group Leader, x4181 Joe Morgan, Group Leader, x4181 Bob Johnson, x4179 Bob Johnson, x4179 Len Mack, x4183 Len Mack, x4183 Don Rogus, x4177 Don Rogus, x4177 Mark Graczyk, x 4195 Mark Graczyk, x 4195 Construction/Consulting, Fabrication Construction/Consulting, Fabrication & Services Bob Cibic, Group Leader, NOvA Liaison x3528 Bob Cibic, Group Leader, NOvA Liaison x3528 Gordon Bagby, x3388 Ron Cypret, x3839 Ron Cypret, x3839 Ron Evans, x4166 Ron Evans, x4166 Tom Powers, x4255 Tom Powers, x4255 Steve Gaugel, x5782 Steve Gaugel, x5782 Open Open ProCard Administration Pam Noyes, x5779 Pam Noyes, x5779 Gordon Bagby,x 3388 Gordon Bagby,x 3388 Support Staff Joyce Serritella, x4155 Joyce Serritella, x4155 Nancy Yackle, x2555 Nancy Yackle, x2555 Joe Collins, Procurement Manager, x4169 Joanne Hall, Staff Assistant, x4168

4 RESPONSIBILITY Serve the Customer 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 Integrity Integrity Impartiality Impartiality Transparency Transparency Equity Equity

7 Operating Rules Maximum Practical Opportunities to: Maximum Practical Opportunities to: –Small Disadvantaged Businesses –Small Businesses –Women-Owned Businesses –HUBZones –Veterans Annual Goals Established Annual Goals Established SB Set Asides SB Set Asides

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

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

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

11 REQUIREMENTS Over $10,000 Over $10,000 –Competition Required Over $50,000 Over $50,000 –Written (electronic)Solicitations

12 REQUIREMENTS Over $650,000 Over $650,000 –Small Business Subcontracting Plan May Be Required Construction 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 $10,000or lessUp to 10 calendar days $10,000or lessUp to 10 calendar days >$10,000-$50,00014 calendar days >$10,000-$50,00014 calendar days >$50,000-$1,000,00040 calendar days >$50,000-$1,000,00040 calendar days Greater than $1,000,00050 calendar days Greater than $1,000,00050 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 $50,00030 calendar days Less than $50,00030 calendar days >$50,000-$1M 40 calendar days >$50,000-$1M 40 calendar days >$1,000,000- $ 5M 50 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) calendar days depending upon complexity 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 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 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. 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 Requisitions   Personnel 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 have a D-U-N-S (Data Universal Numbering System). Suppliers must be registered with CCR (Central Contractor Registration). Suppliers must be registered with CCR (Central Contractor Registration). Monthly Reporting Requirements: 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