David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.1 LCLS Ultrafast Science Instruments (LUSI) David Pindroh – LCLS Procurement Manager August 2008 Project Procurement Plan

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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.

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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.

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.6 Procurement Workload LCLS New Procurements Fiscal YearTotal DollarsTotal Transactions FY 2008$19,910, FY 2009$22,797, FY 2010$ 7,594, LUSI New Procurements Fiscal YearTotal DollarsTotal Transactions FY 2009$ 4,809, FY 2010$ 5,886, FY 2011$ 7,594,182 88

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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.

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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)

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.9 Sample APP Report

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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)

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.12 Procurement Award Description*TechBuyer Estimated Price PO Price or FundingReq.#PO# Due DateVendorCOMMENTS Marble Slabs Eric Bong John E. $59,020$8, May-08 Colorado Stone Quarries To be shipped on Friday To arrive at P.W. Calibrators in Escondido on for milling. Milling of Marble Slabs Pure White Eric Bong John E. $59,020$18, May-08 PW Calibrators/ US Granite Stnds Approval provided to vendor to proceed based on photos sent last week. Working on shipping schedule to send marble to mill (7 day prior notice to mill req'd.) Daniel expected a call from the quarry on re providing a block of Gold Vein instead of White Select. Sent inquiry to Daniel this AM, but have not heard back from him Marble Slabs - sent to vendor on awaiting updating revised delivery date. Neuton Shiedling- Self Extinguishing Poly sheets. Tom Moss John E. $14,430$12, Jul- 08 Shieldwerx Shipping today via FedX truck. Should be here this week $2000 expedited fee for July 20 delivery date approved by Jose and dispatched on Neuton Shiedling- Self Extinguishing Poly sheets. Tom Moss John E. $20, Jul- 08 Shoulder No change still due to ship of Still due Sample Critical Procurement Report

David Pindroh Procurement Overview LUSI DOE Review 8/19/08 – 8/21/08 p.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.