For supplies or services with a total value of over 750 000 CHF or otherwise requiring a signed contract (e.g. because the procurement is very complex or high risk), once the negotiation and clarification of conditions is completed, request a contract reference number by email (or, in the case of a KE contract, by completing this form) from the DO-IT team and draft the contract based on the applicable template.

Tips:

- This table explains the different types of contracts at CERN and their usage.

- If necessary in order to allow work to begin in preparation for a contract before it is signed, and if requested by the Technical Officer providing an applicable budget code, the Procurement Officer may send a letter of intent to the contractor with which the contract will be placed. The letter of intent must be based on the template below, be signed by the relevant signatories according to the memo on signature rights, and specify a compensation amount of no more than 200 000 CHF for CERN. Letters of intent are generally used for services and civil engineering contracts or when the contractor will have to incur costs before the contract is signed.

Templates:

- F Contract

- B Contract

- S Contract

- Letter of Intent

Upon request from the Procurement Officer, provide the contract reference number.

Well in advance of the Finance Committee meeting during which the contract will be recommended, save the contract draft agreed with the Technical Officer in the applicable contract’s folder in Shared as the ‘INTCIRC’ version. In the ‘After Opening/Documents attached to order or contract’ folder of the corresponding IT’s folder in Shared, save all of the contract's annexes, as defined in this presentation.

Tips:

-    Consider whether the contract needs to be sent to the contractor prior to signature. If the contract is sent to the contractor, send it ‘for information only’ as a protected pdf file with a ‘draft’ watermark.
-    If the contract follows a single or sole source procedure, the contract annexes shall be saved directly in the applicable contract’s folder in Shared.

After saving the documents in Shared, inform the DO-IT team that the contract is ready for internal circulation. If available at this stage, send the Finance Committee papers together with this email.

Upon receipt of an email request from the Procurement Officer to prepare a contract for internal circulation, derive the contract in Qualiac from the relevant DO/IT, adding information such as the contractor details. At the same time, upload the contractor’s bid to CFU.