A to Z -- A User's Guide to Procurement. Uniting Industry and the Lab to Meet Your Needs

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A to Z -- A User's Guide

to

Procurement

Uniting Industry and the Lab

to

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A to Z -- A User's Guide

To Procurement

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⇒ ⇒ HoHoww iiss PPrrooccuurreemmeenntt OOrrggaanniizzeedd?? ⇒ ⇒ WhWheerree iiss PPrrooccuurreemmeenntt LLooccaatteedd?? ⇒ ⇒ HoHoww DDoo II FFoollllooww--uupp oonn aa PPuurrcchhaassee RReeqquuiissiittiioonn oorr OOrrddeerr?? ⇒ ⇒ HoHoww DDoo II WWrriittee aa PPuurrcchhaassee RReeqquueesstt?? ⇒ ⇒ WhWhaatt DDoo II DDoo iiff II HHaavvee aann EEmmeerrggeennccyy RReeqquuiirreemmeenntt?? ⇒ ⇒ HoHoww LLoonngg DDooeess iitt TTaakkee PPrrooccuurreemmeenntt ttoo BBuuyy SSoommeetthhiinngg?? ⇒ ⇒ HoHoww DDoo II PPrriioorriittiizzee MMyy RReeqquuiirreemmeennttss?? ⇒ ⇒ WhWheenn II WWrriittee aa PPuurrcchhaassee RReeqquueesstt,, WWhhaatt SShhoouulldd II IInncclluuddee?? ⇒ ⇒ HoHoww aarree VVeennddoorrss SSeelleecctteedd ffoorr AAwwaarrdd?? ⇒ ⇒ WhWhaatt AAbboouutt PPrriinnttiinngg RReeqquuiirreemmeennttss?? ⇒ ⇒ WhWhyy IIss TThhee LLaabb CCoonncceerrnneedd WWiitthh SSmmaallll BBuussiinneesssseess?? ⇒ ⇒ WhWhaatt AArree MMyy RReessppoonnssiibbiilliittiieess OOnnccee AA PPOO IIss AAwwaarrddeedd?? ⇒ ⇒ ArAree TThheerree AAlltteerrnnaattiivveess TToo TThhee PPRR PPrroocceessss?? ⇒ ⇒ ArAree TThheerree TThhiinnggss II SShhoouulldd DDoo OOrr SShhoouullddnn’’tt DDoo?? ⇒ ⇒ WhWhoo TToo CCoonnttaacctt??

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Administration Division

Kelly Caccetta, Associate Director For Administration

Purchasing Group Danny Lloyd, x7121 Commodities <$25K, Fabrications, Credit Cards, Electronic Commerce, Small Business Program, Green Acquisition Advocate

Business Services

Mark Waite, Director, x7532

Subcontracts Management Group Ross Small, x7603

All Construction, Copy Services, All Services, Equipment Repairs, Maintenance Agreements Technology Acquisition Services Group

Richard Lusk, x7602

University Contracts, Technology Transfer Agreements, Work for Others, Policies and Procedures,

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We are Located In Building 28

(The VARC)

Room 35 - Subcontracts Mgt. &

Technology Acquisition Svc.

Room 75 - Purchasing

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⇒ ⇒ CaCallll tthhee EExxppeeddiittoorr//ffoollllooww--uupp LLiinnee aatt 55990011,, oorr ⇒ ⇒ CaCallll bbuuyyeerr aassssiiggnneedd ttoo yyoouurr ppuurrcchhaassee rreeqquuiissiittiioonn.. O Orr ⇒ ⇒ FoFollllooww--uupp IIss AAllssoo AAvvaaiillaabbllee TThhrroouugghh RREEQQSS aatt DDBB11..

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⇒ ⇒ AlAlll PPuurrcchhaassee RReeqquueessttss ((PPRR’’ss)) aarree GGeenneerraatteedd OOnn--lliinnee UUssiinngg JJllaabb’’ss ““RREEQQSS”” SSyysstteemm LLooccaatteedd oonn DDBB11 ⇒ ⇒ IfIf yyoouu hhaavvee aa pprroobblleemm ccoonnttaacctt yyoouurr DDiivviissiioonn aaddmmiinniissttrraattiivvee ssuuppppoorrtt ppeerrssoonn O Orr ⇒ ⇒ CaCallll TTeerreessaa DDaannffoorrtthh aatt EExxtt.. 77336644,, oorr CCoolllleeeenn BBaarrttlleetttt aatt EExxtt.. 55333388

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CCoonnttaacctt PPrrooccuurreemmeenntt FFoorr AAllll EEmmeerrggeennccyy NNeeeeddss..

For Further Information Go To - Jefferson Lab Home Page – “Doing Business” - “Emergency Procedures”

A A BBuuyyeerr MMaayy AAuutthhoorriizzee aann EEmmeerrggeennccyy PPrrooccuurreemmeenntt WWiitthhoouutt aann AApppprroovveedd PPuurrcchhaassee RReeqquuiissiittiioonn ((PPRR)).. (

(AA PPRR mmuusstt bbee ccoommpplleetteedd wwiitthhiinn 4488 hhoouurrss aafftteerr mmaakkiinngg tthhee eemmeerrggeennccyy ppuurrcchhaassee))

Emergency- An Immediate Threat to the Well Being of Personnel or Environment, or Damage To Plant and Equipment, immediate impact on the mission or would result in a stop work situation.

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SSiimmpplliiffiieedd PPuurrcchhaasseess -- ((NNoonn--ccoommmmeerrcciiaall IItteemmss <<$$110000KK && CCoommmmeerrcciiaall IItteemmss >>$$110000KK)) 1- 20 Calendar Days After Receipt Of PR

Large Purchases (Non-commercial>$100,000) 30 - 180 Calendar Days

Lead times vary greatly based on the complexity of the requirement and method of selecting the source. Please call Procurement (7110) if you have unique requirements!

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WhWheenn IInniittiiaattiinngg aa PPRR,, RREEQQSS WWiillll PPrroommpptt YYoouu ttoo AAssssiiggnn aa PPrriioorriittyy.. BBaassee PPrriioorriittyy oonn tthhee Following: Priority One - Work Stoppage. Need To Be Purchased Within One To Two Days.

Priority Two - Not Yet a Work Stoppage But If Not Purchased Within Seven To Ten Days, Will Become a Work Stoppage

Priority Three - Routine Requirement.

Please Keep In Mind, If Everyone Utilizes Priority One, Then They Become Routine Requirements.

Use Priority One Only When Truly Required.

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You should include or consider:

Realistic Delivery Needs

Reasonable Cost Estimates:

Published Price Lists, Catalogs or Market Prices Prices of Recent Similar Purchases

Detailed Engineering Cost Estimates (Materials, Labor, etc.)

Vendor Budgetary Data (Requests For Vendor Budgeting Data Should be Coordinated With Procurement.)

⇒ Verify Funds are Available ⇒ Verify Funds are Available

⇒ Clear Descriptions of Your Requirements:

Clear Descriptions of Your Requirements:

Provide Drawings, Statements of Work, Specifications and Other Attachments Describing Your Needs.

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You should also include or consider:

Environment Health & Safety Concerns:

Environment Health & Safety Concerns:

Safety should never be compromised in the interest of cost or schedule. For more information on Safety - Go to -

Jefferson Lab Home Page -

“The Lab” - “EH&S Manual”

Combining Your Requirements

Combining Your Requirements

Helps Maximize Price Savings and Efficiency

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PuPurrcchhaasseess ooff <<$$55KK -- pprrooccuurreemmeenntt wwiillll nnoorrmmaallllyy aawwaarrdd ttoo yyoouurr rreeccoommmmeennddeedd ssoouurrccee wwiitthhoouutt ssoolliicciittiinngg aannyy ootthheerr s soouurrcceess,, pprroovviiddeedd tthhee pprriiccee iiss rreeaassoonnaabbllee.. YYoouu aarree eennccoouurraaggeedd ttoo rreeccoommmmeenndd ootthheerr ssoouurrcceess wwhheenn ppoossssiibbllee..

PuPurrcchhaasseess >>$$55KK -- aawwaarrdd wwiillll bbee mmaaddee ccoommppeettiittiivveellyy uunnlleessss You Document the Basis for Only One Vendor You Document the Basis for Only One Vendor Satisfying Your Requirement

Satisfying Your Requirement.. YYoouu mmuusstt pprroovviiddee ttwwoo oorr mmoorree ssoouurrcceess uunnlleessss yyoouu cchheecckk aapppplliiccaabbllee bbooxx oonn- -l

liinnee iinn RREEQQSS ffoorr ppuurrcchhaasseess > $5K but < $25K> $5K but < $25K aanndd >$25K-provide additional rationale for actions; >$25K-provide additional rationale for actions; rationale may be documented on-line

rationale may be documented on-line

PuPurrcchhaasseess <<$$5500KK mmaayy bbee aawwaarrddeedd aass aa DDiirreecctteedd SSoouurrccee ttoo aa SSmmaallll BBuussiinneessss iiff ffoouunndd ttoo bbee iinn tthhee bbeesstt i inntteerreesstt ooff tthhee LLaabb bbaasseedd oonn tthhee pprrooppoosseedd ssuubbccoonnttrraaccttoorr’’ss ppeerrffoorrmmaannccee hhiissttoorryy,, ccaappaabbiilliittiieess,, qquuaalliittyy,, aanndd a annttiicciippaatteedd pprriiccee rreeaassoonnaabblleenneessss..

SeSeccoonndd,, uussiinngg ccoommppeettiittiioonn tthheerree aarree 33 bbaassiicc wwaayyss ttoo sseelleecctt aa ssoouurrccee ffoorr aawwaarrdd..

Price and Price Related Factors (fastest & most common for small routine procurement needs)

Technical Acceptability and Low Price

Go, No-go Technical/Capability Criteria and Lowest Price

Best Value Criteria Considers Technical/Capability and Cost/Price Factors (most complex & lengthy process)

Experience, Performance History, Capability Technical Approach, etc.

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ThThee GGoovveerrnnmmeenntt PPrriinnttiinngg OOffffiiccee ((GGPPOO)) IIss AA MMaannddaattoorryy SSoouurrccee FFoorr ““PPrriinnttiinngg”” NNeeeeddss aatt tthhee LLaabboorraattoorryy -- I Iff --

“Printing” = 5,000 Copies of Single Page or > 25,000 Copies of Multiple Pages

Allow GPO Five to Ten Working Days to Complete the Order (Depending on Size and Complexity of Job) Contact - Melissa Torres at Ext. 7585 or Julie Leverenz at Ext. 7642

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OuOurr DDooEE Contract Contract rreeqquuiirreess tthhaatt wwee ggiivvee mmaaxxiimmuumm pprraaccttiiccaabbllee ooppppoorrttuunniittyy ttoo SSmmaallll BBuussiinneessss ((SSBB)) ccoonncceerrnnss Jlab Sets Aside Procurements Within the Below Dollar Thresholds unless Written Waiver is Approved.

Supplies & Services >$2,500 - < $100,000 Construction < $3M

Whenever Possible, Consider and Identify Known Small Businesses When Preparing Your Requirement. Jlab Has Annual Small Business Goals Which Are Part of Our Performance Based Contract With DOE.

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YYoouurr RReessppoonnssiibbiilliittiieess aass tthhee LLaabb’’ss TTeecchhnniiccaall RReepprreesseennttaattiivvee ((SSOOTTRR)) Provide Technical Oversight And Monitor Performance

Coordinate Changes With Procurement Report Problems To The Assigned Buyer Approve Invoices In A Timely Manner Accept (or Reject) Goods and Services

Ensure Vendor Satisfied Technical Requirements Acceptance Must Be Timely

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For More Detailed Information - Go to - Jefferson Lab Home Page - “Jlab at Work” - “Divisions & Facilities” - "Administration" - "Business Services" - “SOTR Guidelines”

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GoGovveerrnnmmeenntt EExxcceessss PPrrooppeerrttyy LLiissttss

Coordinate needs with JLab Property Officer (Joan Campbell at 7348

TeTecchhnniiccaall SSttoocckkrroooomm

Electronic Commerce – Go to – Jefferson Lab Home Page – “Jlab at Work” - “Divisions & Facilities” -

"Administration" - "Business Services" - “Jlab Electronic Commerce (Jlab Stockroom)”-then type your network password

CrCreeddiitt CCaarrdd PPuurrcchhaasseess uupp ttoo $$22,,550000 –– GGoottoo––JJeeffffeerrssoonnLLaabbHHoommeePPaaggee––““Jlab at WorkJlab at Work””--““Divisions & Divisions &

Facilities

Facilities””--""AdministrationAdministration""--""Business ServicesBusiness Services""--““Credit CardCredit Card””--––tthheennttyyppeeyyoouurrnneettwwoorrkkppaasssswwoorrdd

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DDoo’’ss

Treat all Vendors Fairly and Equitably

Maintain Confidentiality of Vendor Data and the Laboratory’s Procurement Plans

Avoid Conflicts of Interest (Fully disclose business interests and outside employment to your supervisor) Report Fraud Waste and Abuse to Management

DDoonn’’ttss--

Accept Anything of Value (e.g., gifts, meals, employment, etc.) from Our Subcontractors or (Wanna-be’s)- Offer gratuities, gifts or “Kickbacks” to Federal Employees, Fed. Contractors, or Firms doing business with the Laboratory

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⇒ ⇒ RoRossss SSmmaallll -- xx77660033 Group Manager Acquisition Planning ⇒ ⇒ RoRossss SSmmaallll ((IInntteerriimm)) -- xx77660033

Focal Point Plant Engineering Services & Construction Construction & Services >$100K

FEL Focal Point ⇒ ⇒ JuJulliiee LLeevveerreennzz -- xx77664422 Services > $100K Telecommunication Svc. Copy Services ⇒ ⇒ JeJerrrryy SSttookkeess -- xx77885544 Construction <$100K Crane & Rigging

Construction Subcontract Administration Non-recurring Services <$100K

TeTerreessaa DDaavviiss -- xx77553300

Renewal of Service Agreements Bottled Water

Purchase/Administer Services <$100K

Administer Plant Engineering Facilities Subcontracts

MeMelliissssaa TToorrrreess -- xx77558855

Purchase/Administer Services <$25K Copy Services Administration Govt. Printing Office

GSA Vehicles

Administer Plant Engineering Facilities Subcontracts Repairs

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DaDannnnyy LLllooyydd -- xx77112211 Group Manager

Small Business Program Manager Electronic Commerce Fabrications ⇒ ⇒ EsEstteellllee SSeeeelleeyy –– xx77223388 Supplies <$10K Safety Glasses Safety Shoes ⇒ ⇒ DeDennnniiss DDoobbbbiinnss -- xx55223399 Credit Cards Recycle Purchases ⇒ ⇒ ReRenneeee CCaarrtteerr -- xx77995544 (C(Caassuuaall)) Supplies <$10K ⇒ ⇒ KaKattrriinnaa SSaammppllee -- xx77559933

Data Entry/Cost Point Focal Point Credit Card Coordinator

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RiRicchhaarrdd LLuusskk -- xx77660022 Group Manager

Technology Transfer Arrangements Procurement Policies and Procedures Consultants

Real Property Leases

TeTerreessaa DDaannffoorrtthh -- xx77336644

University Subcontracts/Purchase Orders User Accounts

Administrative Systems Procurement Focal Point ⇒ ⇒ TiTimm CCaannnneellllaa -- xx77006600 Supplies >$100K SNS Focal Point ⇒ ⇒ BaBarrbbaarraa SSwwaanniicckk -- xx66117799 (C(Caassuuaall)) Purchase Supplies >$100K Administer Supplies >$100K ⇒ ⇒ DeDenniissee LLeeaarryy -- xx77117722 Supplies>$10K to <$100K Computer Purchases

Administer Gas Subcontracts

NaNanneettttee PPhhiilllliippss -- xx66337733 ((CCaassuuaall)) Administrator Subcontracts < $100K

CoColllleeeenn BBaarrttlleetttt –– xx55333388

Procurement Database Administration Focal Point Contract Labor

Diana Smith – x5846 (Casual) Administration/Cost Point Focal Point Contract Labor

Figure

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References

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