This corresponds to a situation of force majeure and the following message shall be used to inform the contractor. The technical officer and their group leader shall be in copy of the message. The notification of force majeure shall be recorded here.

Dear Sir, Madam,

Following the recent evolution of Covid-19 in the Host States, CERN has now entered Stage 3, which implies that activities on site are to be limited to those which are essential for the safety and security of the site and equipment.

As a result of this force majeure situation, CERN had to suspend some of its activities in connection with your order/contract [REFERENCE]. In particular, CERN is prevented from sending you components and materials as foreseen in the order during this period of force majeure. This suspension will remain in place until the restrictions imposed by CERN’s Host States are lifted.

May we ask that you liaise as soon as possible with the CERN technical officer in charge of your order so as to ensure the continuation of activities not impacted by the force majeure event and to implement all measures necessary as a result of the suspended activities, such as the safe storage of work in progress at your site.

Please note as well that you are responsible for informing any subcontractors as well as for taking all necessary actions with the competent authorities.

To stay informed of the situation at CERN, you are invited to consult: http://hse.cern/fr/news-article/coronavirus-informations-mesures-et-recommandations

Please consider this email as notification of force majeure in accordance with clause 26 of the General Conditions of CERN Contracts:

http://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-EN.pdf

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you for your understanding and your pragmatism.

Kind regards,

[PROCUREMENT OFFICER]

For contracts foreseeing category 2 works, the following procedure for updating the PdP shall be completed prior to any activities being restarting by the contractor on the CERN site:

1. The Procurement Officer informs the contractor of the restart of activities using this standard email (for activities restarting before T0) or this standard email (for activities restarting on T0) 
2. The CERN Technical Officer responsible for the contract updates the PdP based on the template provided by HSE stipulating the special measures linked to Covid-19
3. The CERN Technical Officer sends the updated PdP to the contractor, in principle by attaching it to an OS, requiring confirmation of receipt
4. The contractor provides updated modes operatoires taking into account the special measures linked to Covid-19 and confirms in writing that it will inform and train its personnel concerned on the risks, special measures and their specific impact on the services being performed
5. The updated PdP or amendment is signed by both parties

Requests for payments shall be handled on a case-by-case basis, taking into account the following principles:

- Full payment shall not be made before the full acceptance tests foreseen in the contract have been successfully completed. As a guideline, no more than 50% partial payment shall be made before completion of such tests;
- Partial payments shall not be made until supplies are delivered to CERN or certificates of property have been provided (remember, some firms may go bankrupt as a result of the current situation);
- Order and contract amendments are needed to document the conditions of partial payments

According to clause 26.2 of the General Conditions of CERN Contracts, the parties have a duty to make reasonable efforts to minimise the consequences of the force majeure event for the performance of the contract. By making these efforts, the parties may be able to re-commence to provide certain activities under the contract even though the circumstances that gave rise to the force majeure continue.

In this case, the following communication shall be used to notify the contractor:

ENGLISH:

Dear XXX,

Please acknowledge receipt of this email.

We refer to our communication on 17 March 2020 concerning the notification by CERN of the Force Majeure event and resulting suspension of services under contract XXX. Clause 26.2 of the General Conditions of CERN Contracts foresees that the parties shall make reasonable efforts to minimise the consequences of the Force Majeure event for the performance of the contract.

Consequently, during the period of Force Majeure, the contractor must carry out all activities, for which remote performance appears to be possible and which are necessary for the return to work on the CERN site in due course.

It is understood that these activities are included in the unit prices and not subject to any special separate remuneration. The CERN technical officer responsible for the contract will contact you directly to discuss the extent of the activities which can be performed.

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you once again for your understanding and your pragmatism.  

Kind regards,

FRANCAIS:

Cher XXXXX,

Veuillez accuser réception de cet e-mail.

Nous nous référons à notre communication du 17 mars 2020 concernant la notification par le CERN de la Force Majeure et la suspension des services en résultant dans le cadre du contrat XXX. Conformément à la clause 26.2 des conditions Générales des Contrats du CERN, les parties s’engagent à minimiser les conséquences de la Force Majeure pour l’exécution du contrat.

Par conséquent, pendant la durée de la situation de Force Majeure, le contractant doit assurer toutes les prestations dont l’exécution s’avère possible à distance et qui sont nécessaires pour une reprise de l’activité sur le site du CERN le moment venu.

Il est entendu que ces prestations sont déjà incluses dans les prix unitaires du bordereau de prix et qu’elles ne feront pas l’objet d’une rémunération distincte particulière. Le responsable technique CERN en charge du contrat vous contactera pour convenir de l’étendue des prestations réalisables.

Nous sommes conscients que ces temps sont exceptionnellement difficiles non seulement pour le CERN mais aussi pour vous et nous tenons à vous remercier encore une fois pour votre compréhension et votre coopération.

Cordialement,

Following announcements in CERN’s Host States that restriction measures are foreseen to be lifted in May, CERN is preparing a progressive exit from stage 3 and “safe mode” of operation, starting on a to-be-confirmed date referred to as T0, by re-evaluating the impact of the situation and the activities that are prevented from being carried out. It follows that there can be a progressive re-commencement of contractors’ activities on the CERN site where the following conditions are fulfilled:

- the activity is “essential for the safety and security of the site, persons and equipment” or for ensuring that CERN is able to exit safe mode;

- the CERN personnel responsible for supervising the activities concerned is able and authorized to come back on site;

- HSE regulations and applicable laws (cf. 4P in case of a contract on both territories) can be applied and are complied with (e.g. new VIC needed, PDP updated, etc…);

- the responsibility for the costs of the COVID-19 related safety measures implementation is clearly defined (at the contractor’s costs). It is noted that, if contractor’s cannot source their own PPE, they can approach the Technical Officer at CERN who can procure them on the contractor’s behalf here and the costs will be deducted from future invoices.

For contracts for which partial suspension was notified, the volume of activities may be increased on the basis of clause 26.2 of the General Conditions of CERN Contracts, which requires the parties to take measures to mitigate the impact of the force majeure situation (refer to corresponding template).

For contracts for which full suspension was notified, activities may restart progressively if they are needed before T0 and if they are essential to enable CERN to exit the safe mode and to re-start its activities.

The activities being restarted under each contract are subject to prior agreement of the Procurement Service. The modalities must be agreed between the Procurement Officer and the Technical Officer and recorded here. If the Procurement Service and the technical department in question do not agree, e.g. because the conditions for restarting activities described above are not fulfilled, the final decision shall be escalated to the IPT and Technical Officer's Department Leaders.

The Procurement officer can prepare the email to the contractor using the following template ONLY IF:

- activities will restart before T0;

- the above-listed conditions are fulfilled.

ENGLISH VERSION:

“Dear XXX,

Please acknowledge receipt of this email.

Following the evolution of the situation and the recent announcements from the Host States regarding possible timelines and conditions for the lifting of restrictions, CERN is making plans to exit from its current “safe mode” of operation. This implies that certain activities under contract XXX may be progressively restarted. The CERN Technical Officer responsible for your contract will contact you to determine, which activities can be restarted, under which conditions and the timetable for this.

The CERN Technical Officer will inform you of any updated health and safety conditions that must be complied with when working on the CERN site, and will plan with you the carrying out of a joint inspection visit, if applicable, and inform you of all other covid-19 related measures that must be undertaken prior to activities recommencing on the CERN site. In line with the contract, the costs resulting from complying with applicable laws, including any covid-19 related rules imposed by competent authorities (such as social distancing and personal protective equipment), are the responsibility of the contractor and at its costs. As a CERN contractor, you may procure personal protective equipment (PPE) available through the CERN stores - please approach the technical officer responsible for your contract for further details.

You are invited to regularly consult the measures and recommendations posted by CERN at the following page: https://hse.cern/news-article/coronavirus-information-measures-and-recommendations.

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you once again for your understanding and your pragmatism. 

Kind regards,

Procurement officer”

VERSION FRANCAISE:

Madame, Monsieur,

Merci de bien vouloir accuser réception de cet e-mail.

Nous espérons que vous, vos équipes ainsi que vos proches êtes en bonne santé pendant cette période difficile.

La situation concernant le COVID-19 évolue rapidement. A la lumière de la situation actuelle de la pandémie et des annonces récentes dans les Etats Hôtes du CERN portant sur la levée progressive des mesures de confinement, le CERN prépare un plan de reprise progressive de ses activités au-delà des seules activités destinées à assurer la sûreté et la sécurité du site. Dans ces conditions, les travaux prévus au contrat XXX pourront reprendre progressivement. Le Responsable Technique CERN de ce contrat vous contactera dans les meilleurs délais afin de convenir des activités qui pourront effectivement reprendre, sous quelles conditions et selon un calendrier à définir conjointement.

Le Responsable Technique CERN vous tiendra informé de toute mise à jour des mesures de prévention de la sécurité et de protection de la santé qui s’appliquent aux contractants intervenant sur le site du CERN, participera à la révision des documents de sécurité applicables à votre contrat et organisera toute visite d’inspection commune qui s’avèrerait nécessaire. Il est de votre responsabilité de respecter toutes les règles de sécurité applicables sur le site du CERN ainsi que stipulés dans le document Working on the CERN site, annexé à votre contrat, et toute disposition légale applicable le complétant, notamment dans les circonstances spécifiques actuelles liées au COVID-19. (differs from English version)

Conformément aux dispositions du contrat, les coûts résultant de la législation applicable, y compris les mesures imposées par les autorités compétentes en matière de lutte contre le COVID-19 (telles que les règles de distanciation sociale et l’utilisation d’EPI) relèvent de la responsabilité du contractant et sont à sa charge. En outre, si vous deviez rencontrer des difficultés pour vous fournir en EPI, sachez que, à titre exceptionnel, vous pourrez acheter certains EPI par l’intermédiaire des magasins du CERN. En cas de besoin, merci de vous rapprocher de votre responsable technique qui vous transmettra les contacts et les informations nécessaires.

Vous êtes invités à consulter régulièrement les directives et recommandations en matière de prévention de la sécurité et protection de la santé publiées par le CERN: https://hse.cern/news-article/coronavirus-information-measures-and-recommendations. 

Nous sommes conscients que la période actuelle est particulièrement difficile non seulement pour le CERN mais aussi pour vos équipes et nous tenons à vous remercier encore une fois de votre engagement et de votre coopération.

English version:

In accordance with clause 26.2 of the General Conditions of CERN Contracts (https://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-EN.pdf), CERN is released from its contractual obligations to the extent that these are impacted by the force majeure event. CERN will not pay for the suspended services since these services have not been performed.

However, all activities carried out before the suspension date (or after, provided these activities are carried out with the written agreement of the CERN contract manager and in accordance with the contractual requirements), will be paid for according to the terms of the contract.

Version francaise:

Conformément aux dispositions de la clause 26.2 des Conditions Générales des Contrats du CERN (https://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-FR.pdf), le CERN est exonéré de ses obligations contractuelles dans la mesure où l’exécution de ces dernières est rendue impossible par la situation de force majeure. Les prestations suspendues ne seront pas rémunérées dans la mesure où elles ne sont pas effectuées.

Toutefois, toute prestation effectuée avant la date de suspension (ou après si ces prestations ont été effectuées avec l’accord du responsable CERN du contrat et conformément aux exigences contractuelles) sera rémunérée selon les dispositions du contrat.

The Procurement Officer shall determine whether the contractor's notification of force majeure is justified, through discussion with their section leader if needed.

If the claim is justified, the Procurement Officer shall send the following message in response to the contractor's notification:

ENGLISH:

“Dear Madam, Sir,

We acknowledge receipt of your letter dated xxx by which NAME OF CONTRACTOR notifies CERN of a force majeure event.

However, NAME OF THE CONTRACTOR remains responsible for minimising the consequences of this situation for the performance of the contract.

Furthermore, please notify the CERN Procurement Service as soon as the performance of the obligations concerned are not impacted by the force majeure anymore.“

FRANCAIS:

“Madame, Monsieur,

Nous accusons réception de votre lettre datée du xxx par laquelle NOM DU CONTRACTANT notifie au CERN un évènement de force majeure.

Cependant, NOM DU CONTRACTANT  demeure responsable de minimiser les conséquences de cette situation sur l’exécution du contrat.

Veuillez adresser une notification au Service des achats du CERN dès lors que l’exécution des obligations concernées ne sera plus impactée par la force majeure.“

The Procurement Officer shall also record information about the correspondence here.

The texts below were used to notify contractors with activities on the CERN site that CERN had to either fully or partially suspend activities by reason of force majeure. These texts can be adapted for used for other notifications, it being understood that:

- notifications must be made on a contract by contract basis;

- notifications must be sent by the Procurement Officer after discussion with the Technical Officer, who will discuss with his or her Group Leader;

- notification must be recorded by the Procurement Officer here;

- in any case all notifications must be first validated by Anders/Cristina.

ENGLISH VERSION :

FULL SUSPENSION

« Dear Madam, Sir,

Following the recent evolution of Covid-19 in the Host States, CERN has now entered Stage 3, which implies that activities on site are to be limited to those which are essential for the safety and security of the site and equipment.

As a result of this force majeure situation, all activities under your contract XXX with CERN will be suspended this week. The date(s) on which the suspension(s) become effective will be communicated to you by the CERN technical officer in charge of your contract. This suspension will remain in place until the restrictions imposed by CERN’s Host States are lifted.

May we ask that you liaise as soon as possible with the CERN technical officer in charge of your contract to ensure the implementation of all necessary measures, including the securing of worksites.

Please note as well that you are responsible for informing any subcontractors as well as for taking all necessary actions with the competent authorities.

To stay informed of the situation at CERN, you are invited to consult: http://hse.cern/fr/news-article/coronavirus-informations-mesures-et-recommandations

Please consider this email as notification of force majeure in accordance with clause 26 of the General Conditions of CERN Contracts:

http://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-EN.pdf

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you for your understanding and your pragmatism.

Procurement officer

VERSION FRANÇAISE :

SUSPENSION TOTALE

Madame, Monsieur,

En raison de l'évolution récente du Covid-19 dans les États hôtes, le CERN entre à présent dans le stade 3, lequel implique que les activités menées sur le domaine seront limitées à celles qui sont essentielles pour la sécurité et la sûreté des sites et des équipements.

Par conséquent, suite à cette situation de force majeure, les activités de votre contrat XXX avec le CERN seront suspendues dans leur totalité jusqu’à la levée des restrictions, à partir de cette semaine. La date exacte de la suspension vous sera communiquée par le responsable technique CERN.  

Dans ce contexte, nous vous invitons à vous mettre en relation - dans les meilleurs délais - avec le responsable technique CERN afin d’assurer la mise en place de toutes les mesures nécessaires avant votre départ, notamment la sécurisation des chantiers.

Par ailleurs, vous demeurez responsables d’informer vos sous-traitants éventuels ainsi que d’entreprendre toutes les démarches requises auprès des autorités compétentes.

Le CERN vous invite à suivre la situation au CERN en consultant le lien: http://hse.cern/fr/news-article/coronavirus-informations-mesures-et-recommandations

Veuillez considérer ce mail comme notification d’un cas de force majeure selon la clause 26 des Conditions générales des contrats du CERN : http://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-FR.pdf

Le CERN est conscient du fait que le moment que nous traversons est difficile et vous remercie pour votre compréhension et votre pragmatisme pour y faire face. 

Procurement officer

ENGLISH VERSION :

PARTIAL SUSPENSION

« Dear Madam, Sir,

Following the recent evolution of Covid-19 in the Host States, CERN has now entered Stage 3, which implies that activities on site are to be limited to those which are essential for the safety and security of the site and equipment.

As a result of this force majeure situation, activities under your contract XXX with CERN will be partially suspended this week. The date(s) on which the suspension(s) become effective will be communicated to you by the CERN technical officer in charge of your contract. This suspension will remain in place until the restrictions imposed by CERN’s Host States are lifted.

May we ask that you liaise as soon as possible with the CERN technical officer in charge of your contract to identify the activities impacted by this announcement and the conditions under which the activities that should be maintained will be carried out. The terms of the contract, in particular remuneration and payment terms, continue to apply to these maintained activities.

For the suspended activities, please take all necessary measures, including the securing of worksites.

Please note as well that you are responsible for informing any subcontractors as well as for taking all necessary actions with the competent authorities.

To stay informed of the situation at CERN, you are invited to consult: http://hse.cern/fr/news-article/coronavirus-informations-mesures-et-recommandations

Please consider this email as notification of force majeure in accordance with clause 26 of the General Conditions of CERN Contracts: http://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-EN.pdf

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you for your understanding and your pragmatism.

Procurement officer

VERSION FRANÇAISE :

SUSPENSION PARTIELLE

Madame, Monsieur,

En raison de l'évolution récente du Covid-19 dans les États hôtes, le CERN entre à présent dans le stade 3, lequel implique que les activités menées sur le domaine seront limitées à celles qui sont essentielles pour la sécurité et la sûreté des sites et des équipements.

Par conséquent, suite à cette situation de force majeure, les activités de votre contrat XXX avec le CERN seront suspendues partiellement jusqu’à la levée des restrictions, à partir de cette semaine. La date exacte de la suspension vous sera communiquée par le responsable technique CERN.

Dans ce contexte, nous vous invitons à vous mettre en relation - dans les meilleurs délais - avec le responsable technique CERN afin de connaître les activités concernées par la suspension et les conditions dans lesquelles les activités maintenues pourront être exécutées. Il est entendu que les activités exécutées conformément aux termes du contrat seront rémunérées selon les conditions contractuelles applicables.

En ce qui concerne les activités suspendues, vous devez assurer la mise en place de toutes les mesures nécessaires avant votre départ, notamment la sécurisation des chantiers.

Par ailleurs, vous demeurez responsables d’informer vos sous-traitants éventuels ainsi que d’entreprendre toutes les démarches requises auprès des autorités compétentes.

Le CERN vous invite à suivre la situation au CERN en consultant le lien: http://hse.cern/fr/news-article/coronavirus-informations-mesures-et-recommandations

Veuillez considérer ce mail comme notification d’un cas de force majeure selon la clause 26 des Conditions générales des contrats du CERN : http://procurement.web.cern.ch/sites/procurement.web.cern.ch/files/key-reference/CERN-FC-6211-II-v2018-03-14-FR.pdf

Le CERN est conscient du fait que le moment que nous traversons est difficile et vous remercie pour votre compréhension et votre pragmatisme pour y faire face. 

Procurement officer

The communications below to be sent on a case-per-case basis, once the decision has been taken to re-start the contractor’s activities and once the decision has been taken that the FM can be lifted for that contract. This analysis shall be made on a contract-by-contract basis, involving discussion with the Procurement Officer's section leader and, for contracts with activities on the CERN site, the relevant technical department's Head of Department.

The Procurement Officer shall update the answers provided in this form to record the communications, and in particular the date the end of force majeure was notified to each contractor.

For contractors with activities on the CERN site

ENGLISH VERSION

(part in cursive to be removed if a communication to this effect has already been sent)

“Dear Sir, Madam,

Please acknowledge receipt of this email.

Following the evolution of the situation and the recent announcements from the Host States regarding possible timelines and conditions for the lifting of restrictions, CERN has made plans for a gradual re-start of on-site activities. Therefore, CERN considers that the force majeure event is not affecting anymore the complete performance of contract XXX, as notified to you on XXXX and that you will be able to resume the performance of some of your contractual obligations as from 15 May 2020 at 17h.

The CERN technical officer will contact you to determine which activities can be restarted, under which conditions and the timetable for this. In this regard, please refer to the “CERN Instructions on COVID-19 - Health and Safety Measures for contractors” available under: http://edms.cern.ch/ui/file/2373120/1/CERN_COVID_instructions_contractors.pdf.

The CERN Technical Officer will plan with you the carrying out of a joint inspection visit and the review of the Risk prevention plan and will provide information of any updates concerning the covid-19 related measures that must be undertaken prior to activities restarting on the CERN site. In accordance with CERN contracts, the costs resulting from complying with applicable laws, including any covid-19 related rules imposed by competent authorities and CERN (such as physical distancing and personal protective equipment-PPE), are your responsibility and at your expense. However CERN contractors may, under certain conditions, procure PPE available through the CERN stores (For further details, please contact the CERN Technical Officer concerned).

You are invited to regularly consult the measures and recommendations posted by CERN at the following page: https://hse.cern/news-article/coronavirus-information-measures-and-recommendations.

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you once again for your understanding and your pragmatism.

Kind regards,

Procurement officer”

VERSION FRANCAISE 

(le texte en italique doit être supprimé lorsqu’il a déjà été communiqué)

Madame, Monsieur xxx,

Veuillez accuser réception du présent email.

A la lumière de l’évolution actuelle de la situation et des annonces récentes dans les Etats Hôtes du CERN portant sur les conditions de levée des mesures de confinement, le CERN a préparé un plan de reprise progressive des activités sur son site. Par conséquent, le CERN considère que la situation de force majeure n’affecte plus l’exécution du contrat XXX dans son ensemble, au sens de la notification vous ayant été adressée le XXX et que vous allez être en mesure de reprendre l’exécution de certaines de vos obligations contractuelles à compter du 15 mai à 17h00.

Les responsables techniques CERN vous contacteront afin de déterminer quelles activités pourront reprendre, sous quelles conditions et selon quel calendrier. A cette fin, vous devez vous référer aux « Instructions du CERN relatives au COVID-19 – Mesures de santé et de sécurité pour les contractants » disponible sous https://edms.cern.ch/ui/file/2373120/LAST_RELEASED/CERN_COVID_instructions_contractants_FR.pdf.

Le responsable technique CERN planifiera avec vous une visite d’inspection commune et la révision du Plan de Prévention des Risques, et vous tiendra informé de toute mise à jour des mesures relatives au COVID-19 conditionnant la reprise d’activités sur le site du CERN. Conformément aux contrats CERN, les coûts résultant de la législation applicable, y compris les mesures imposées par les autorités compétentes et le CERN en matière de lutte contre le COVID-19 (telles que les règles de distanciation physique et l’utilisation d’équipement de protection individuelle - EPI) relèvent de la responsabilité du contractant et sont à sa charge. Toutefois, les contractants du CERN peuvent, sous certaines conditions, se procurer des EPI par l’intermédiaire des magasins du CERN (pour plus de détails, veuillez vous rapprocher du responsable technique CERN concerné). 

Vous êtes invités à consulter régulièrement les directives et recommandations en matière de prévention de la sécurité et protection de la santé publiées par le CERN : https://hse.cern/news-article/coronavirus-information-measures-and-recommendations.

Nous sommes conscients que la période actuelle est particulièrement difficile non seulement pour le CERN mais aussi pour vos équipes et nous tenons à vous remercier encore une fois de votre engagement et de votre coopération.

Meilleures salutations,

Xxxx

For contractors without activities on the CERN site:

ENGLISH VERSION

“Dear Sir, Madam,

Please acknowledge receipt of this email.

Following the evolution of the situation and the recent announcements from the Host States regarding possible timelines and conditions for the lifting of restrictions, CERN has made plans for a gradual re-start of on-site activities. Therefore, CERN considers that the force majeure event is not affecting anymore the complete performance of contract/order XXX, as notified to you on XXXX and that CERN will be able to resume the performance of some of its contractual obligations as from 15 May 2020 at 17h.

As from that date, the contract provisions will apply again in full except that the timescales and deadlines applicable to CERN that were affected by the force majeure will be extended by the length of time corresponding to the duration of the force majeure situation.

CERN is aware that these are exceptionally challenging times not only for CERN, but for its contractors as well. We wish to thank you once again for your understanding and your pragmatism.

Kind regards,

Procurement officer”

VERSION FRANCAISE

Madame, Monsieur xxx,

Veuillez accuser réception du présent email.

A la lumière de l’évolution actuelle de la situation et des annonces récentes dans les Etats Hôtes du CERN portant sur les conditions de levée des mesures de confinement, le CERN a préparé un plan de reprise progressive des activités sur son site. C’est pourquoi, le CERN considère que la situation de force majeure n’affecte plus l’exécution du contrat XXX dans son ensemble, au sens de la notification vous ayant été adressée le XXX et que le CERN sera en mesure de reprendre l’exécution de certaines de ses obligations contractuelles à compter du 15 mai à 17h00.

A compter de cette date, l’ensemble des dispositions contractuelles sera à nouveau applicable et les calendriers et délais applicables au CERN qui ont été affectés par la situation de force majeure seront étendus pour une période correspondant à la durée de la situation de force majeure.

Nous sommes conscients que la période actuelle est particulièrement difficile non seulement pour le CERN mais aussi pour vos équipes et nous tenons à vous remercier encore une fois de votre engagement et de votre coopération.

Meilleures salutations

xxx

Price increases that are not foreseen in the contract should be resisted in all cases. The Procurement Officer should explain to the contractor that it has signed a fixed price contract and agreed to take responsibility for the risk of cost increases.

In exceptional circumstances, price increases may be accepted through an amendment to the contract but exclusively provided that:

•    It is proven that the contractor’s costs have increased significantly, e.g. by reference to indices or quotations made available by the contractor;
•    The contractor will not continue work or deliver under the contract unless CERN accepts to increase prices;
•    The Procurement Officer has sought to resist the price increase through negotiation and it is not possible to procure the supply from an alternative firm;
•    The technical department is willing to fund the price increase and the contractor is performing the contract satisfactorily;
•    Accepting the price increase does not require FC approval (cf 11.1.2 of the CERN Procurement Rules).  
In all cases, the Procurement Officer shall consult with his or her section leader before accepting any price increase not foreseen in the contract. It is important to ensure that contractors are treated in a coherent way.
In addition, the Procurement Officer should try to negotiate something for accepting a price increase. It could be an extended warranty or similar. In all circumstances, CERN should not bear the full consequence of the situation. The burden of increased raw material prices, etc, should be shared, wherever possible, with the contractor.