The Acquisition Management System
Procurement Operating Principles
Effective Date: August 4, 2006
The Objective of the BSA Acquisition Management System (AMS) is to
provide customers with quality products and services in a timely
manner at the lowest cost of ownership, i.e., "best value". The BSA
Procurement and Property Management (PPM) Division will implement
the AMS by using a variety of commercial practices that also comply
with the Department of Energy (DOE) Prime Contract and statutory
requirements. BSA procurement practices are designed for consistent
application by using standard terms and conditions approved by BSA's
Legal Counsel, specific procurement guidelines, and the operating
principles listed below.
Authority & Responsibilities
The PPM Manager is responsible for the establishment, approval,
dissemination, implementation and surveillance of procurement
principles and guidelines that effectively incorporate general
policies and establish a viable procurement operation at BNL.
Only those persons possessing specifically delegated authority
may make commitments or sign documents with contractors or third
parties that contractually bind the Laboratory.
- BSA prefers procurement on a fixed price
basis of standard commercial materials, supplies and services that
meet quality, size and performance standards.
- Effective competition is the preferred
procurement approach commensurate with the dollar value and
complexity of the requirement. The Competition Advocate is
responsible for ensuring that effective competition is maintained in
accordance with best commercial practices.
- BSA will use capable and reliable
suppliers that have demonstrated either successful past performance
or superior capability to meet BSA’s requirements.
- BSA will establish quality partnerships
with suppliers by treating them fairly and will enter into long-term
business relationships when it is in the best interest of BSA.
- BSA will minimize cycle time and
administrative costs by using the most appropriate contracting
method to obtain supplies and services. These methods include
indefinite delivery/indefinite quantity (ID/IQ) contracts, basic
ordering agreements (BOAs), and performance based contracts. The
decision on the most appropriate method rests with the procurement
official having the delegated contractual authority for the dollar
value of the procurement action.
- BSA will not make advance payments for
goods or services. Payment upon receipt of goods or services is the
preferred method but where appropriate, the cognizant procurement
official may negotiate milestone or progress payments.
- BSA will ensure that environment,
safety, health, quality assurance and security issues are addressed
as appropriate in all business transactions. Procurement personnel
will select appropriate acquisition methods and suppliers that can
satisfy these vital interests.
- BSA will support socioeconomic programs
as stated in its Annual Subcontracting Plan incorporated into the
prime contract by using capable and reliable small business
- BSA will procure environmentally
preferable and recycled products to the maximum practicable extent.
- BSA will procure products meeting the
Nationally Recognized Testing Laboratories (NRTL) approval
requirements as specified by the Occupational Safety & Health
Administration (OSHA) and, as required, in the National Fire
Protection Agency (NFPA) 70: National Electric Code (NEC).
- BSA will maintain the highest ethics and
standards in conducting its procurement operations. Each BSA
employee involved in the procurement process is expected to be
courteous, ethical, and impartial at all times in dealing with
suppliers and potential suppliers.
- Only procurement personnel, or personnel
that have specific delegated authority to do so, can negotiate price
or terms and conditions with a supplier or sign contractually
binding documents. Any contact with suppliers by other than
procurement personnel should be limited to information gathering,
unless otherwise authorized by PPM.
- BSA employees will avoid conflicts of
interest, or the appearance of conflicts of interest, in all
procurement matters. Conflict of Interest Statements for procurement
and technical evaluation personnel will be obtained and retained in
applicable contract files.
- BSA will not procure items for the
personal use of BSA or DOE employees, or for others.
- The PPM Manager is designated as the
Laboratory Ombudsmen for all suppliers that have disputes or
protests with the Laboratory concerning business practices
surrounding procurement activities.
- BSA procurement records are the property
of Brookhaven Science Associates, LLC and are not subject to the
Freedom of Information Act.
Last Modified: June 12, 2008
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