FERMILAB PROCUREMENT SUPPORT Joe Collins Procurement Manager December
FERMILAB PROCUREMENT SUPPORT Joe Collins, Procurement Manager December 1, 2014
WHAT WE DO § Acquire Goods and Services for the Laboratory § Support Procurement Requirements from Initial Development to Closeout § Adhere to a Best Value Philosophy 2 Presenter | Presentation Title 11/29/2020
WHO WE ARE Joe Collins, Procurement Manager, x 4169 Joanne Hall, Staff Assistant, x 4168 Operations Procurement-Computing, Universities Services & MRO § § § § § Bill Koncelik, Procurement Supervisor, x 4173 Gary Davis, x 4171 Pamela Noyes, x 5779 Brian Niccolai, x 4177 Nancy Yackle, x 2555 Scott Engel, x 2733 Joe Morgan, x 4181 Bob Johnson, x 4179 Mark Graczyk, x 4895 Don Rogus – On Call, x 5233 Projects Procurement-Construction, Services & Fabrications § § § Bob Cibic, Procurement Supervisor, x 3528 Ron Evans, x 4166 Steve Gaugel, x 5782 Steve Cozzens, x 4183 Jim Hohbein, x 6782 Jane Graves, x 4194 Support Staff § Joyce Serritella, X 4155 § Julie Wiley, X 8048 Construction Procurement § § 3 Tom Powers, Procurement Supervisor, X 4255 Gordon Bagby, X 3388 Jerry King, X 2697 Sandra Efstathiou, X 5874 Pro. Card Administration § § Pam Noyes, x 5779 Nancy Yackle, x 2555 11/29/2020
PROCUREMENT LIAISON LIST Computing Bill Koncelik IARC Jerry King LBNE Sandra Efstathiou Mu 2 e (AIP/GPP) Steve Gaugel SLI Utility Upgrade - Jim Hohbein NOv. A Bob Cibic PIP-II Bob Cibic FESS Operations Gordon Bagby g-2 Gordon Bagby CMS Gary Davis LCLS II Bob Cibic 4 11/29/2020
RESPONSIBILITY § Serve the Customer § You § DOE § Stakeholders 5 11/29/2020
OPERATING RULES Procedural Requirements based on: § § § 6 FRA Prime Contract Commercially Accepted Practice DOE Acquisition Regulations (DEAR) Federal Acquisition Regulations (FAR) DOE Property Management Regulations 11/29/2020
OPERATING RULES Ethical § Equitable § Transparent § 7 11/29/2020
OPERATING RULES Maximum Practical Opportunities to: § § § § 8 Small Disadvantaged Business Small Business Woman-Owned Business HUB Zones Veterans Annual Goals Established SB Set Asides 11/29/2020
VISIBILITY § Audits § Department of Energy § Office of Inspector General § General Accounting Office § Small Business Administration § Internal Auditors § External Auditors § Lab Management § Lab Customers 9 11/29/2020
VISIBILITY § Vendors § Socioeconomic Program Advocates § Business Community § Competition Advocates § Congress § News Media § General Public § Unions 10 11/29/2020
OPERATION Buyers Responsible “From Cradle to Grave”: 11 § Planning § Developing § Negotiating § Awarding § Administration § Close-Out 11/29/2020
REQUIREMENTS §Over $10, 000 Competition Required 12 11/29/2020
PROCUREMENT CYCLE TIMECOMMERCIAL Commercial, Off-the-Shelf Items and Services from Domestic Sources § § § $10, 000 or less >$10, 000 -$50, 000 >$50, 000 -$1, 000, 000 Greater than $5, 000 Greater than $10, 000 1 – 9 calendar days 10 -21 calendar days 22 -40 calendar days 41 -60 calendar days Allow 90 calendar days Allow 120 calendar days § Note: Use the Stockroom as needed. Use a Pro. Card if it benefits you. 13 11/29/2020
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 11/29/2020
PROCUREMENT CYCLE TIME NONCOMMERCIAL Non-Commercial (Construction, T&M, University, A&E, Labor Hour Subcontracts, Unique Equipment and Fabrications, Sole Source Foreign Procurements) 15 § 30 -150 calendar days depending upon complexity § University subcontracts are closer to 45 days while technically complex products (cryostats, magnets, solenoids), A&E and labor hour subcontracts such as security and cafeteria services make take 120 -150 days § Sole source foreign procurements in excess of $500, 000 may take 120 -150 days or more 11/29/2020
EMERGENCIES If your requirement is urgent: § 1. ) Call a Group Leader or the Procurement Manager. § 2. ) Ensure that the urgency is stated on the requisition 16 11/29/2020
ORACLE HELP • Joanne Hall, x 4168 17 11/29/2020
AUTHORITY TO COMMIT THE LABORATORY § FRA, Fermilab Director § Head, Business Services § Procurement § Pro. Card Holders ($2, 500) § Construction Coordinators ($15, 000 field changes) 18 11/29/2020
AUTHORITY TO COMMIT THE LABORATORY Responsibility of Staff in Dealing with Outside Organizations Do not commit the Lab unless you possess specific delegated signature authority. 19 11/29/2020
AUTHORITY TO COMMIT THE LABORATORY After-the-Fact Requisitions Personnel without the authority to commit the Lab 20 11/29/2020
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 accordingly. 21 11/29/2020
• If you have a Procurement question, please call: – Joe Collins, X 4169 – Bob Cibic, X 3528 – Bill Koncelik, X 4173 – Tom Powers, X 4168 – Joanne Hall, X 4168 22 11/29/2020
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