1. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Undulator Long Lead Procurements Glen Lawrence, ANL November 15, 2004 StrategyRequirements Source Selection Plan Bid Lists Procurement Quality Assurance StrategyRequirements Source Selection Plan Bid Lists Procurement Quality Assurance

2. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Strategy Define Requirements Statements of Work Engineering Drawings Decide on a Source Selection Plan Cost Cost Technical Technical Go-NoGo Go-NoGo Pre-qualified Bidders Pre-qualified Bidders Develop a Bid List Procure Long Lead Items Define Requirements Statements of Work Engineering Drawings Decide on a Source Selection Plan Cost Cost Technical Technical Go-NoGo Go-NoGo Pre-qualified Bidders Pre-qualified Bidders Develop a Bid List Procure Long Lead Items

3. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Defining Requirements –Current Status Undulator Strongbacks Drawings-Released Statement of Work-Released Undulator Magnet Poles Drawing-Released Statement of Work-Released Undulator Magnets Drawing-Released Statement of Work - Routed for Signatures Undulator Strongbacks Drawings-Released Statement of Work-Released Undulator Magnet Poles Drawing-Released Statement of Work-Released Undulator Magnets Drawing-Released Statement of Work - Routed for Signatures

4. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Statements of Work Combined Business Requirements and Technical Requirements Business Requirements Delivery Schedule Planning Requirements Reporting Requirements Communication Requirements Shipping Requirements Technical Requirements Enhancement of Drawing Requirements Technical Requirements too Detailed for a Drawing Testing Requirements Certification Requirements Combined Business Requirements and Technical Requirements Business Requirements Delivery Schedule Planning Requirements Reporting Requirements Communication Requirements Shipping Requirements Technical Requirements Enhancement of Drawing Requirements Technical Requirements too Detailed for a Drawing Testing Requirements Certification Requirements

5. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Statement of Work - Initial Sections Introduction -Section 1.0 The Introduction gives a brief view of the LCLS Project Scope -Section 2.0 Scope of Work Section 2.1 How the current procurement fits into the LCLS Project Delivery -Section 2.2 Defines the scope in time for fulfilling the procurement of each item First Article -Section 2.3 Defines the requirement for a “First Article” in the scope of the procurement Introduction -Section 1.0 The Introduction gives a brief view of the LCLS Project Scope -Section 2.0 Scope of Work Section 2.1 How the current procurement fits into the LCLS Project Delivery -Section 2.2 Defines the scope in time for fulfilling the procurement of each item First Article -Section 2.3 Defines the requirement for a “First Article” in the scope of the procurement

6. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Statement of Work - Technical Requirements Typical Technical Requirements in Section 4.1 Material Requirements Special Processes -Annealing Special Properties –Magnetic Requirements Marking for Identification Packaging Requirements Typical Technical Requirements in Section 4.5 Testing and Measurements Data Reporting Additional Technical Documents in Section 3.0 Drawings Laboratory Technical Specifications National Technical Specifications and Standards Typical Technical Requirements in Section 4.1 Material Requirements Special Processes -Annealing Special Properties –Magnetic Requirements Marking for Identification Packaging Requirements Typical Technical Requirements in Section 4.5 Testing and Measurements Data Reporting Additional Technical Documents in Section 3.0 Drawings Laboratory Technical Specifications National Technical Specifications and Standards

7. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Statement of Work –Business Requirements Typical Business Requirements – Sections 4.2 - 4.4 Program Plan Program Meetings Program Schedule Typical Business Requirements – Sections 4.6 – 4.9 Special tooling Quality Control First Article Inspection Contractor Proposed Changes Proprietary Designs and Processes Inspection and Test Plan Quality Assurance Quality Verification Program Typical Business Requirements – Sections 4.2 - 4.4 Program Plan Program Meetings Program Schedule Typical Business Requirements – Sections 4.6 – 4.9 Special tooling Quality Control First Article Inspection Contractor Proposed Changes Proprietary Designs and Processes Inspection and Test Plan Quality Assurance Quality Verification Program

8. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Statement of Work –Business Requirements Typical Business Requirements – Sections 4.10 –4.15 Source Inspection Testing Surveillance Test Failures Red Flag Notice Nonconformance Reporting Approvals Reports, Data and Deliverables – Section 5.0 Progress Reports Technical Data Delivery Other Special Considerations – Section 6.0 Sub-contractors, Publications, etc Typical Business Requirements – Sections 4.10 –4.15 Source Inspection Testing Surveillance Test Failures Red Flag Notice Nonconformance Reporting Approvals Reports, Data and Deliverables – Section 5.0 Progress Reports Technical Data Delivery Other Special Considerations – Section 6.0 Sub-contractors, Publications, etc

9. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Source Selection Best Price Selection Does not Evaluate Vendor Capabilities thus Introduces Risk Best Technical Proposal Selection Weighed Evaluation of Technical Proposals Introduces Subjective Judgments Insufficient Technical Complexity to Warrant Required Effort Go-NoGo Selection Vendors Submit Qualifications with Bid on Specified Criteria Vendor Responses judged “Go” or “NoGo” One “NoGo” Rating Disqualifies a Vendor Proposal Qualified Vendors’ Bids Compete on Price Best Price Selection Does not Evaluate Vendor Capabilities thus Introduces Risk Best Technical Proposal Selection Weighed Evaluation of Technical Proposals Introduces Subjective Judgments Insufficient Technical Complexity to Warrant Required Effort Go-NoGo Selection Vendors Submit Qualifications with Bid on Specified Criteria Vendor Responses judged “Go” or “NoGo” One “NoGo” Rating Disqualifies a Vendor Proposal Qualified Vendors’ Bids Compete on Price

10. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Source Selection Pre-qualified Vendor Selection Assess Potential Vendors with Specific Selection Criteria Use Plant Visits to Clarify Vendor Capabilities Offer Bid Package Only to Pre-Qualified Bidders Bids Compete on Price Similar to “GO-NoGo” Selection Pre-qualified Vendor Selection Assess Potential Vendors with Specific Selection Criteria Use Plant Visits to Clarify Vendor Capabilities Offer Bid Package Only to Pre-Qualified Bidders Bids Compete on Price Similar to “GO-NoGo” Selection

11. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Developing Bid Lists Look at Current ANL Vendors Look for Vendors Recommended by Other National Laboratories Search Internet for Vendors with Required Expertise Advertise in FedBizOpps and Let Vendors Express Interest Cull List for Best Potential Vendors Proceed with Vendor Prequalification Look at Current ANL Vendors Look for Vendors Recommended by Other National Laboratories Search Internet for Vendors with Required Expertise Advertise in FedBizOpps and Let Vendors Express Interest Cull List for Best Potential Vendors Proceed with Vendor Prequalification

12. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Procurement Request for Proposals Will be Sent to Pre-qualified Vendors Documentation will include: Drawings Statement of Work Any Special Documents Such As: Special Bid Instructions Interested Sub-Contractor Lists Proposals Must Comply With All Requirements to be Considered Valid Contract will be awarded to the Vendor with the Best Priced Valid Proposal Request for Proposals Will be Sent to Pre-qualified Vendors Documentation will include: Drawings Statement of Work Any Special Documents Such As: Special Bid Instructions Interested Sub-Contractor Lists Proposals Must Comply With All Requirements to be Considered Valid Contract will be awarded to the Vendor with the Best Priced Valid Proposal

13. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Quality Assurance What is Quality Meeting Requirements Define Requirements Provide Proper Tools Who is Responsible for Quality We are, and Everyone Involved in the Process How does Quality Assurance Apply Control of Drawings via Checking, Review & Release Control of Documents (SOW) Via Review & Release Vendor Selection CapacityTools Quality Management System What is Quality Meeting Requirements Define Requirements Provide Proper Tools Who is Responsible for Quality We are, and Everyone Involved in the Process How does Quality Assurance Apply Control of Drawings via Checking, Review & Release Control of Documents (SOW) Via Review & Release Vendor Selection CapacityTools Quality Management System

14. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Vendor Quality Monitoring Required Plans Program Plan & Schedule Inspection and Test Plan Quality Verification Plan Required Reports and Other Written Communications Monthly Progress Reports Red Flag Notices Red Flag Notices Nonconformance Reports Program Meeting Minutes Required Plans Program Plan & Schedule Inspection and Test Plan Quality Verification Plan Required Reports and Other Written Communications Monthly Progress Reports Red Flag Notices Red Flag Notices Nonconformance Reports Program Meeting Minutes

15. Undulator Long Lead Procurements gsl@aps.anl.gov Linac Coherent Light Source Stanford Synchrotron Radiation Laboratory Stanford Linear Accelerator Center LCLS Undulator Design Review Glen Lawrence, ANL Vendor Quality Monitoring Required Documentation Test & Measurement Data Certifications Direct Monitoring Program Meetings At ANL At Vendor Plant Witness Testing First Article Inspection Post Delivery Inspection and Testing Required Documentation Test & Measurement Data Certifications Direct Monitoring Program Meetings At ANL At Vendor Plant Witness Testing First Article Inspection Post Delivery Inspection and Testing