HL-LHC CMS Directors Review: Procurement Process & Issues
The review discusses procurement processes, staffing, and transformation plans by Po Collins, CPCM, C.P.M., Acquisition Officer. It covers organizational structure, capacity building, compliance measures, and progress focus within the procurement department."
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B03 HL-LHC CMS Directors Review: Procurement Process & Issues Po Collins, CPCM, C.P.M. | Acquisition Officer 19-21 March 2019
Biographical Sketch Joined Fermilab in Oct 2016 - Became the Acquisition Officer in April 2017 25+ years of experience in contracting and procurement - Industry with DOD (Raytheon, Navistar Defense) - Civil experience with the Illinois Tollway Master in Business Administration (MBA) Bachelor of Arts in English Strategic Lab Leadership Program (SLLP) completion Professional credentials: - Certified Professional Contracts Manager (CPCM) - Certified Purchasing Manager (C.P.M.) - Fellow of the National Contract Management Association 19-21 March 2019 2 Collins/Procurement Process & Issues
Outline Procurement Organization and Staffing CMS Procurements Procurement Processing Statistics HL-LHC CMS Procurement Plan Project & Procurement Communication Strategy Summary 3 19-21 March 2019 Collins/Procurement Process & Issues
Procurement Staffing and Support 4 19-21 March 2019 Collins/Procurement Process & Issues
Procurement Transformation Plan Capacity - Increasing Procurement by 11 FTEs in Central Procurement - Electronic business system implementation to improve efficiency Capability - Conducted Contract Types training with emphasis on Cost Reimbursement contracting - Completed 1-day training on FAR essentials Confidence - Added a Procurement Compliance Consultant - Implemented and Trained on improved forms & checklists Communication - Assigned Procurement Liaison to integrate with the Project - Increased targeted communications with the FSO 5 19-21 March 2019 Collins/Procurement Process & Issues
Focused Progress Focus on quality of packages - Established Procurement Review Board (PRB) Group approach that includes Project, Procurement, Legal, & Compliance Focus on compliance - Created templates, checklists, and guides; trained team; created effectiveness measures - Lab Director issued Director s Memo on Procurement - FT Procurement Compliance Specialist (Consultant) Focus on DOE/FSO metrics - Quality of packages; iterations; response time Focus on Training - Implemented weekly 30-minute training sessions on Procurement hot topics - Procurement 101 rolled out in December 2018 6 19-21 March 2019 Collins/Procurement Process & Issues
Roles - Procurement Liaisons Procurement s representatives to the project teams or divisions on sizable projects or efforts Gather and report critical information between project teams or divisions and Procurement Work with Projects, Divisions and Sections on annual procurement planning Responsible for procurement activities being done on-time and within budget Project Team, Section or Division Procurement Liaison Procurement 7 19-21 March 2019 Collins/Procurement Process & Issues
HL-LHC CMS Procurements University procurement actions are awarded annually Procurement has received 24, HL-LHC Upgrade requisitions between October 30, 2018 to February 18, 2019 These 24 requisitions will create 29 subcontract awards. o 2 - Labor Hour Subcontracts (1 new & 1 modification) o 12 - Firm Fixed Price subcontracts modifications o 15 - Cost reimbursement subcontracts (All new) 17 of the 29 subcontract have been awarded o 7 rated highest priority o 6 rated 2nd highest priority o 4 rated 3rd highest priority o 6 received RFP response & are in que to create the subcontract file o 6 awaiting RFP response Average process time from requisition approval to subcontract award is 36 workdays. o Ranges from 10 - 65 workdays 8 19-21 March 2019 Collins/Procurement Process & Issues
Procurement Reporting for HL-LHC CMS Sample of weekly requisition status report CMS Procurement Liaison reviews with the Phase-2 Upgrade Project/Deputy Project Manager 9 19-21 March 2019 Collins/Procurement Process & Issues
Planning for Silicon Sensor Procurements Acquisition Plans (APs) are in process for Silicon sensors to be bought through CERN for the Outer Tracker and Endcap Calorimeter. Project Office is working collaboratively with FRA Leadership, Procurement and OGC Established the timeline for preparation & execution of the two procurement packages Outer Tracker procurement process has started PRB planned for April 2019 for the Outer Tracker AP Because the expected award is >$5M it will be reviewed by DOE Fermilab Site Office as well The Request for Proposal is expected to be submitted to CERN between August - September 2019 Goal: Outer Tracker procurement package will be fully executed between November 2019 - January 2020, consistent with CD-3a approval 10 19-21 March 2019 Collins/Procurement Process & Issues
HL-LHC CMS Procurement Management Plan Updated & Approved March 2019 The Plan describes processes and methods to acquire goods and services to support the HL-LHC CMS Project At a strategic level the plan addresses subcontract administration, procurement risk management, advance planning and scheduling and incorporation of ES&H and Quality Assurance into procurement activities Update to Procurement Management Plan implements Procurement Review Board (final procurement gating process for major procurements) 11 19-21 March 2019 Collins/Procurement Process & Issues
Project & Procurement Communication Strategy Weekly meeting with HL-LHC CMS Project & Procurement Liaison to review procurement status Inclusion of Procurement Liaison in procurement-related project meetings Monthly PMGs Focused meetings on strategic procurements - Si sensor procurements 12 19-21 March 2019 Collins/Procurement Process & Issues
Summary The CMS Project is supported by a Procurement Liaison to ensure project needs are identified & fulfilled Project-specific Procurement Management Plan is in place Project is working with Procurement on future procurement needs Our organization of procurement professionals and systems will support the planned procurement activities for the project Acquisition planning for critical CERN procurements will prepare us for CD-3a Procurement has developed a transformation plan to improve quality and prepare for future needs 13 Collins/Procurement Process & Issues 19-21 March 2019
