The Acquisition Management System

Procurement Operating Principles

Effective Date: August 4, 2006

Objective

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.

Operating Principles

1. BSA prefers procurement on a fixed price basis of standard commercial materials, supplies and services that meet quality, size and performance standards.
2. 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.
3. BSA will use capable and reliable suppliers that have demonstrated either successful past performance or superior capability to meet BSA’s requirements.
4. 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.
5. 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.
6. 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.
7. 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.
8. BSA will support socioeconomic programs as stated in its Annual Subcontracting Plan incorporated into the prime contract by using capable and reliable small business suppliers.
9. BSA will procure environmentally preferable and recycled products to the maximum practicable extent.
10. 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).
11. 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.
12. 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.
13. 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.
14. BSA will not procure items for the personal use of BSA or DOE employees, or for others.
15. 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.
16. BSA procurement records are the property of Brookhaven Science Associates, LLC and are not subject to the Freedom of Information Act.

Last Modified: June 19, 2008
Please forward all questions about this site to: Michelle Holbrook

One of ten national laboratories overseen and primarily funded by the Office of Science of the U.S. Department of Energy (DOE), Brookhaven National Laboratory conducts research in the physical, biomedical, and environmental sciences, as well as in energy technologies and national security. Brookhaven Lab also builds and operates major scientific facilities available to university, industry and government researchers. Brookhaven is operated and managed for DOE's Office of Science by Brookhaven Science Associates, a limited-liability company founded by Stony Brook University, the largest academic user of Laboratory facilities, and Battelle, a nonprofit, applied science and technology organization.

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