1 BROOKHAVEN SCIENCE ASSOCIATES ASD Procurements Gregory Fries Liaison/Manufacturing Engineer NSLS-II ASAC October 22-23, 2009

2 BROOKHAVEN SCIENCE ASSOCIATES Outline Overview of Procurement Process Review Significant Procurements in Process Current Status Contract Award Status (Baseline vs. Current) Next Milestone Delivery Schedule Challenges Delivery, Storage & Assembly Upcoming Procurements Conclusion

3 BROOKHAVEN SCIENCE ASSOCIATES Overview of Sig. Procurement Process Process StepTypical Timeframe 1. SOW, Specification & Supporting Documents3-6 weeks 2. ASD, PPM, QA & ESH Review2-4 weeks 3. Evaluation Criteria & Purchase Requisition1-2 weeks 4. Package to PPM for Review1-2 weeks 5. Request for Proposal (RFP)1-2 weeks 6. BSA Review2-3 weeks 7. DOE Review (> $5 mil)2-3 weeks 8. Out for Bid2-6 weeks 9. Technical Evaluation2-3 weeks 10. Negotiation1-3 weeks 11. BSA Review1-2 weeks 12. DOE Review (> $5 mil)1-2 weeks 13. AwardTotal weeks

4 BROOKHAVEN SCIENCE ASSOCIATES Storage Ring Magnets Current Status Quads & Correctors – Contracts issued Sextupoles – DOE Approved Large Aperture – In negotiation with vendor Dipoles – Technical review (10/19) Contracts spread to spread risk; can shift Next Milestone – Issue all contracts; Track vendor progress BL Contract Award Date – Aug/Sept, 2009 Current Contract Award Date – Oct/Nov, 2009 Delivery Schedule – On schedule for mid-2011 Challenges – Complexity, Resources, First major ASD procurement Will produce Lessons Learned

5 BROOKHAVEN SCIENCE ASSOCIATES Storage Ring Girders Current Status SOW signed Finalizing & checking drawings Next Milestone – RFQ/RFP, Send out for bid BL Contract Award Date – Oct, 2009 Current Contract Award Date – Jan, 2010 (deliberate to avoid girder storage onsite) Delivery Schedule – Compressed, but still end-2010 Challenges – Alignment analysis, Verifying with lattice, RFQ vs. RFP

6 BROOKHAVEN SCIENCE ASSOCIATES Linac Current Status SOW & Spec signed RFP in BSA review Next Milestone – Send out for bid BL Contract Award Date – Jan, 2010 Current Contract Award Date – Feb, 2010 Delivery Schedule – Beg-2012 (commissioned by vendor) Challenges - Resources

7 BROOKHAVEN SCIENCE ASSOCIATES Booster Current Status Specification & SOW in final review, awaiting feedback Drawings & Appendixes being completed Next Milestone – Sign off Spec & SOW, RFP creation BL Contract Award Date – March, 2010 Current Contract Award Date – March, 2010 Delivery Schedule – Beg-2013 (commissioned by vendor), Compressed, On Critical Path Challenges – PPM consumed with magnet procurement, Semi-turnkey added complexity

8 BROOKHAVEN SCIENCE ASSOCIATES Vacuum Chamber Extrusions Current Status Multipole – Contract issued Dipole – Out for bid Next Milestone – Award Dipole contract BL Contract Award Date – Aug, 2009 Current Contract Award Date – Oct, 2009 Delivery Schedule – Compressed, On schedule for end-2009 thru mid-2010 Challenges – Limited interest from vendors, Changed multipole profile, Vendor ability to hold tolerances, Long prototype phase

9 BROOKHAVEN SCIENCE ASSOCIATES Damping Wigglers Current Status Spec & SOW in process Addressing vendor exceptions Another national lab is potential vendor Next Milestone – Sign Spec & SOW BL Contract Award Date – Sep, 2009 Current Contract Award Date – Feb, 2010 Delivery Schedule – Late, mid-2011 instead of beg-2011, Delivery date dependant on vendor selection Challenges – Feasibility of specifications, Limited vendors

10 BROOKHAVEN SCIENCE ASSOCIATES Other Procurements Ultrasonic Cleaning Facility – Out for bid Vacuum System Bimetallic Flanges – Contract issued Environmental Enclosure – Out for bid Hall Probe Bench – Contract issued Moving Wire Bench – Spec in process Precision Current Transduce r – Contract issued

11 BROOKHAVEN SCIENCE ASSOCIATES Delivery, Storage & Assembly Dedicated Receiving Area Plan Started to Link Area Needed to Delivery Schedule Storage locations being identified Locations identified & secured for assembly of: Magnets Process Water System Front Ends RF Electrical Systems Diagnostics & Instrumentation

12 BROOKHAVEN SCIENCE ASSOCIATES ProcurementAwards Vacuum Chamber MachiningBeg-2010 Vacuum Components Power Supplies, Amplifiers & ControllersMid-2010 Equipment Racks & Heat ExchangersMid-2010 Beam Position Monitors & Receivers Front EndsMid-2010 Process Water SystemMid-2010 RF Cavities & Power System Cryogenic System Personal Protection SystemsMid-2010 Some Upcoming Procurements

13 BROOKHAVEN SCIENCE ASSOCIATES Conclusion Much progress made, but some procurements are late due to resource and technical reasons Booster is most pressing PPM seems overloaded, but the load should lighten Ways to makeup for delays being identified Systems, procedures & templates in place Delivery, storage & assembly plan in progress Future procurements should go quicker due to experience