Management System Owner: Acquisition Officer
Revision and Date: Revision 1.4 - January 2, 2019
To provide the Procurement Services necessary to support the science mission of the Laboratory in accordance with all applicable laws, regulations and Department of Energy (DOE) requirements as set forth in DOE Contract No. DE-AC02-07CH11359. Procurement is responsible for maintaining and operating a DOE approved Procurement System to acquire materials and services for the Laboratory. The Procurement Management System consists of policies and procedures that are used to plan, direct, control, assure and improve the execution of the elements of the Laboratory's Procurement responsibilities in accordance with DOE Contract No. DE-AC02-07CH11359 and relevant DOE orders and guidance.
○ DOE Prime Contract No. DE-AC02-07CH11359 for the Management and Operation of the Fermi National Accelerator Laboratory (Fermilab) clause I.128 – DEAR 970.5244-1 Contactor Purchasing System (JAN 2013) (DEVIATION: PF 2011-98, PF 2013-64)
○ Fermilab Performance Evaluation and Measurement Plan (PEMP) Objective 6.2 Acquisition Management
○ Fermilab Performance Evaluation and Measurement Plan (PEMP) Notable Outcome 6.2: Demonstrate improvement in procurement performance.
○ Appendix G. Purchasing System Requirements
○ Appendix H. Small Business Contracting Plan
○ C.4(c) Administration and Operation of the Laboratory
○ H.5 Administration of Subcontracts
○ H.9 Service Contract Act
○ DOE Order 413.3b Program and Project Management for the Acquisition of Capital Assets
4.1.1 Planning – The planning of procurement actions requires the coordination of procurement activities with requisitioners, project managers, potential sources of supply or services, DOE and other stakeholders. The amount of planning time required depends upon the complexity, and value of the procurement. Common, off-the shelf goods do not typically require much planning as the information regarding sources of supply is normally readily available. Long lead time, high value, and technically complex equipment or construction services may require initial market research, or the issuance of a Request for Information.(RFI) to help determine budgets and lead times; followed by the distribution of a Request for Proposal (RFP).
4.1.2 Solicitation – Most solicitations for low dollar value (under $10k) goods and services are done by requesting quotations verbally, or via e-mail. Larger dollar value and technically complex procurements are solicited by Request for Proposal (RFP), and transmitted via the electronic solicitation system.
4.1.3 Negotiation – prior to award of any procurement action, price, schedule, terms and conditions may need to be negotiated.
4.1.4 Source Selection – Competition among sources of supply that are responsive and responsible, and which yield the low priced technically acceptable choice, is the preferred manner of source selection for common off–the–shelf items. Specialized equipment, fabrications, construction, and procurements containing performance specifications are normally sourced based upon best value in which technical, past performance and cost components are weighed to determine the source that offers FRA the best value.
4.1.5 Administration – Procurement ensures compliance by the subcontractor and FRA with the subcontract terms and conditions.
4.1.6 Close Out – This is an extension of subcontract administration that includes proof of final acceptance, payment, and completion of system requirements necessary to final-close the procurement action.
4.1.7 Payment – There are special terms that may be applied to larger, complex subcontracts such as progress and milestone payments; as well as special considerations for small businesses that ensure expedited payment.
4.1.8 ProCard – Management of a Laboratory-wide credit card program.
4.2.1 Audit – Audits by FRA Internal Audit, external auditors, DOE, and the Inspector General take place throughout the year, and they cover subjects such as Cost Allowability, Subcontract Administration, and Purchase Card.
4.2.2 Reporting – Procurement reports on activity such as the quantity of purchase orders, purchase card transactions, total obligations; small business awards, demographic distribution of dollars obligated, and answers several DOE data calls throughout the year, as well as reports requested by other government entities.
4.2.3 Education – staff training is planned and conducted in accordance with the DOE approved training policy. External training is common in Cost/Price Analysis and Construction; and other topics such as Service Contract Act and Davis Bacon Act are covered internally.
Subcontract pre- and post-award administration is documented throughout the procurement cycle in a Procurement file. This includes requisition, proposals, records of negotiation, memorandums of purchase, subcontract, chronologies, e-mails, and memos to file.
This is carried out in accordance with Appendix H of the Prime Contract. Compliance, reporting, mentor protégé, and outreach activities are key elements of the program.
Request for Proposal
This section formally captures the extension of this management system to Fermilab activities and roles at Sanford Underground Research Facility (SURF).
Finance Section/Procurement provides support to FRA's South Dakota Services Division, located at SURF, through the Central Procurement organization. Two employees have been assigned to South DaKota - SURF Services Subcontract, Procurement Liaison to SDSD and a SURF Infrastructure Subcontract Administrator. They will be available to management and employees by telephone or email. This support is identical to Procurement support provided to other FRA projects.