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LHC-DFBX

Procurement Strategy

Joseph Rasson

LBNL

Presented at the

DFBX Production Readiness Review

23-24 October 2002, LBNL

Brookhaven - Fermilab - Berkeley

US LHC ACCELERATOR PROJECT

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Outline

Vendor Scope of Work List of Government Furnished Materials Vendor Pre-qualification Process Project Schedule RFP Strategy and Schedule RFP Package Information Requested in Bidder’s Response Proposal Evaluation Criteria Summary

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Vendor Scope of Work

Fabricate, assemble and test 8 feedboxes per LBNL Specification M-993 (Statement of Work)

Integrate LBNL provided parts/assemblies into the feedboxes Complete all electrical and tests per provided specs Provide all necessary tooling, fixtures, instruments and cryogens

needed for assembly, handling, test and acceptance activities Pack and ship to CERN in accordance with Shipping Spec LBNL will perform the acceptance tests at CERN Final acceptance requires passing the acceptance tests at

CERN

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List of Government Furnished Materials

Complete list is generated from BOM

Major Components:

1. HTS leads (Pirelli)

2. Vapor cooled leads (subcontractor)

3. Bus duct and lambda plug assemblies (LBNL)

4. Beam tube assemblies (LBNL)

5. Magnet instrumentation conduits (LBNL)

6. Specialized bellows and flanges (FNAL)

7. Specialized cryogenics sensors (CERN)

8. Support jacks, tooling balls, name plates, etc. (LBNL)

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Vendor Pre-qualification Process

FNAL commissioned experienced vendors to conduct fabrication study

Vendors were visited several times to discuss specifications and design intent

Submitted an LOI for price and schedule estimates to five vendors in Dec 2001

Cost and schedule for the full scope of work for 8 DFBXs based on DFBXG design and 5 variants

Received positive expression of interest from three companies, two were not interested

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Vendor Pre-qualification Process (cont.)

Progress since May 2002 Review: One vendor dropped out leaving two interested in DFBX fab Vendors reviewed Acceptance Specification

They accept responsibility for mechanical integrity of the box after shipping to CERN, but

Will not accept responsibility for electrical components

Vendors were qualified to perform lead splice operation. Vendors and their subcontractors reviewed the Crating and

Shipping Specification

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Project Schedule

Requested Fab Float

IP CERN DOE Deliv. Date No. of Days

8L - G Aug-04 Aug-04 19-Mar-04 147 days

2R - D Oct-04 Oct-04 28-May-04 126 days

1L - A Feb-05 Feb-05 23-Jul-04 217 days

8R - H Feb-05 Feb-05 1-Oct-04 147 days

1R - B Aug-05 Aug-05 10-Dec-04 245 days

2L - C Aug-05 Aug-05 25-Feb-05 168 days

5R - F Mar-06 Sep-05 30-Apr-05 124 days

5L - E Mar-06 Sep-05 30-Jun-05 63 days

Milestones

Additional schedule constraint US-LHC Accelerator Project ends Sept. 2005

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Project Schedule (cont.)

Schedule forecast Based on the LOI schedule provided by the manufacturers:

First DFBX Delivered 13 month AROo Meets CERN requirement

Last (8th) DFBX Delivered 27-29 months AROo Meets DOE-LHC requirement

However, production schedule is aggressive To meet schedule extensive oversight is required Highlights the urgency to get process started

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RFP Strategy

Based on discussion with the Project Management Office and vendors:

Decision was made to release the RFP based on the fabrication drawings for DFBX-C/G and top level assembly drawings for other 5 variants

Get vendors started on preparing their proposals To get the vendor subcontractors started To develop the bid framework and fabrication plan

Release all other drawings 4-6 weeks before proposal response due date

RFP schedule allows time for BAFO cycle (if needed) Working closely with LBNL Procurement Department and the

LHC-PMO to get the RFP out

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Conditions for BAFO

After receiving the responses to the RFP we may request a BAFO

BAFO address include: Exceptions requested by vendors

Design changes requested by LBNL Changes in integration tasks and schedule

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RFP Schedule

Production Readiness Review 23 Oct 2002

Issue RFP 5 Nov 2002

Complete Remaining Drawings 28 Nov 2002

Vendor's Response 14 Jan 2003

Issue Request for BAFO 28 Jan 2003

Vendor's Final Response 11 Feb 2003

Place Order 4 Mar 2003

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Post Award Conference

Meeting to be held at vendor’s facility 4 weeks after award Complete list discussion topic is in the SOW documents Major points are:

1. Review fabrication and assembly plan and schedule

2. Coordinate the delivery schedule of GFM

3. Coordinate in-process inspection

4. Resolve any inconsistencies in the LBNL provided drawings or documents

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Initial RFP Package

Technical Specification (SOW) Engineering drawings

Detailed fabrication drawings for DFBX-C/G Top level assembly drawings for other 5 variants

Acceptance Specification MLI Specification Power Lead Splice Specification Bill of Materials List List of GFM and their replacement cost Installation specification of LBNL supplied materials Crating and Shipping Specification Flow Schematics Wiring Diagrams LBNL QA plan

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Information Provided During Proposal Activities

Detailed fabrication drawings for other 5 variants Changes resulting from pipe interconnect specifications

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Information Requested in Bidder’s Response

RFP Appendix A contains proposal response information requested to evaluate and rank proposals

Two separate proposals are required: Price and Technical Technical Proposal includes:

Delivery Schedule Fabrication Milestone Schedule Qualifications: Experience and Past Performance Production Facilities and Planning Understanding the Requirements and Technical Approach Project Management , Quality Assurance and Quality Control

Implementation

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Proposal Evaluation Criteria

RFP Appendix A contains proposal evaluation criteria: Price Delivery schedule Technical Evaluation Factors:

Production Facilities and Planning Conformance with Specification and Understanding the

Requirement Qualifications: Management Experience and Past

Performance Quality Assurance and Quality Control Implementation Site Access

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Bid Evaluation

Evaluation criteria and weighting factors are set before releasing the RFP

Price has the highest weighting factor

Evaluation committee members from LBNL and FNAL

Committee will review and evaluate the technical and schedule responses to the RFP

Knowledge of price information will be limited to LBNL Procurement Officer

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Basis of Award

Award contract to the bid that contains the combination of those factors offering the best overall value to the Laboratory

Lowest overall price will be the primary concern in making the award

Credibility of vendor’s delivery schedule and technical performance are important, but ranked slightly below price

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Summary

Vendors are familiar with the scope of work and are pre-qualified Fabrication plan is developed RFP documents are nearly complete 4 months are allowed from issuing RFP to placing award Meeting production schedule remains a major challenge