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1/14/2004 Procurement Guide for NCSX Rod Templon Director of Procurement.

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Presentation on theme: "1/14/2004 Procurement Guide for NCSX Rod Templon Director of Procurement."— Presentation transcript:

1 1/14/2004 Procurement Guide for NCSX Rod Templon Director of Procurement

2 Procurement Guide for NCSX – 01/14/ The Procurement Cycle Step 1. Identify a Need 2. Research the Market 3. Choose Your Method 4. Solicit Suppliers 5. Evaluate Responses 6. Award the Contract 7. Manage the Contract 8. Close the Loop Responsible Party 1. Requisitioner 2. Requisitioner/Buyer 3. Requisitioner/Buyer 4. Buyer/Requisitioner 5. Buyer/Requisitioner 6. Buyer 7. Requisitioner/Buyer 8. Requisitioner/Buyer

3 Procurement Guide for NCSX – 01/14/ Identify a Need Make or buy Excess property check Stockroom availability JIT/BPA Credit card Prepare procurement documentation – Brand Name or Equal – Functional SOW/specification – Drawings Include in NCSX Advance Procurement Plan (APP), if appropriate

4 Procurement Guide for NCSX – 01/14/ The Procurement Package Requisition Statement of Work (SOW) Specification(s) Drawing(s)

5 Procurement Guide for NCSX – 01/14/ Requisition Required for every procurement other than Blanket Purchase Agreement (BPA) release or Laboratory Pcard transaction Instructions for preparation are available at Web requisition system is available at https://bones.pppl.gov/ppplreq/login.asp https://bones.pppl.gov/ppplreq/login.asp

6 Procurement Guide for NCSX – 01/14/ Statements of Work, Specifications and Drawings Put the appropriate content in each type: Drawings define features, fit, finish and material composition of a part or assembly Specifications describe essential technical requirements for items, materials or services, and procedures for meeting requirements. Specs are higher level than drawings (i.e., specs reference drawings) Statements of Work (SOW) establish and define non- specification requirements for contractor efforts either directly or through use of cited documents. SOW is typically a higher level document than Specification

7 Procurement Guide for NCSX – 01/14/ Order of Precedence for Technical Documents 1. Subcontract Agreement (may modify technical document package) 2. SOW 3. Specification(s) 4. Drawing(s)

8 Procurement Guide for NCSX – 01/14/ More on Statements of Work, Specifications and Drawings Use Project document templates for SOWs, Specs –see NCSX web site PPPL ENG-006 provides useful content guidance Procurement has additional reference material on SOW preparation Contact PQA for guidance on quality requirements

9 Procurement Guide for NCSX – 01/14/ SOW/Specification Content Be specific about critical parameters Arguing technical interpretations is draining In court, vagueness works against the drafter (contra proferentem) Adding “I forgots” costs real money Ranges are OK if performance ANYWHERE on range is acceptable You can back off if the supplier takes exception

10 Procurement Guide for NCSX – 01/14/ SOW/Specification Reviews Take advantage of lab resources as reviewers QA review is strongly encouraged Procurement review can prevent delays when the actual requisition is submitted Safety, IH and/or HP, as appropriate, should review documents with hazardous aspects and all SOW’s for on-site activities On-site activities require JHA/ISM evaluation.

11 Procurement Guide for NCSX – 01/14/ Research the Market Available products Catalogs Procurement history “Sources Sought” announcement (FedBizOpps) Market search/RFI Draft specification Supplier conference/Industrial Forum

12 Procurement Guide for NCSX – 01/14/ Excess Property – PPPL and Complex 2. Stockroom/JIT 3. Blanket Purchase Agreement 4. Credit card (≤ $2500) 5. Web requisition Choose Your Acquisition Route Order

13 Procurement Guide for NCSX – 01/14/ PPPL Web Requisitions New system is very good, but not perfect Be aware of tolerance range (10% default) – set higher if estimate is “soft” Include requisition # in attachment names – use MS file ID (.doc,.xls,.pdf) Long descriptions should be attachments Print a copy of the requisition as a cover for hard copies sent to Procurement

14 Procurement Guide for NCSX – 01/14/ Solicit Suppliers Solicitation is a Procurement Division responsibility Telephone solicitation RFQ – Request for Quotes (off-the-shelf, build-to- print) RFP – Request for Proposals (high dollar, design/build, high QA, best-value) – Evaluation Criteria, Basis of Award – Pre-proposal conference may be necessary RFB – Request for Bids (construction only)

15 Procurement Guide for NCSX – 01/14/ Electronic Posting Actions $100K and over are posted on PPPL Procurement’s public website at All documents should be provided in e-format (MSWord, Adobe, etc.) Large CADD, FEA files will be hyperlinked E-signature per NCSX procedure RELEASE CONTROL IS CRITICAL

16 Procurement Guide for NCSX – 01/14/ Evaluate Responses Does offer meet need? Does offer comply with QA/Safety requirements? For best value, apply evaluation criteria Ask pertinent questions (fact-find), BUT ONLY THROUGH/WITH PROCUREMENT REP!! Work with Procurement to obtain clearances/approvals Support cost/price negotiations

17 Procurement Guide for NCSX – 01/14/ Solicitations Take (Your) Time! You must answer all technical questions Best Value procurements require significant time commitment by Project staff: – Evaluation criteria development – Formal responses to Offeror questions – Proposal review and fact-finding, PQA review – Documenting/defending the selection decision – Participation in negotiations – Debriefing unsuccessful offerors

18 Procurement Guide for NCSX – 01/14/ Award the Contract BOA Job Order (recurring needs, std. items) Subcontract – Firm Fixed Price (default; cost risk on supplier) – Time & Materials/Labor Hour (On-site, indefinite scope) – Cost Reimbursement (cost risk on Project) CPFF, CPIF – Special Terms (incentives) (mitigate risk)

19 Procurement Guide for NCSX – 01/14/ Manage the Procurement Key Roles: Reqisitioner (purchase orders) – Receive goods – Identify non-conformances – Identify warranty issues Buyer (purchase orders) – Expedite – Resolve problems Princeton Technical Representative (subcontracts) – Formal appointment – Day-to-day monitoring – Invoice approval Princeton Administrative Representative (subcontracts) – Monitor performance – Track costing – Resolve problems – Close out PQA Representative – monitors QA/QC program compliancs – documents Nonconformances

20 Procurement Guide for NCSX – 01/14/ Close the Loop For purchase orders – Check your material! – Advise of discrepancies immediately For subcontracts – Involve Procurement in scope/schedule discussions – Ensure all deliverables received and are appropriate quality – Don’t authorize final payment until satisfied – Inform Procurement/PQA of discrepancies in writing – Notify Procurement when work is complete


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