Once the scope and strategy for the DO is agreed, allocate a DO number using the ‘DO numbers’ spreadsheet saved in Shared.

Create the DO folder in Shared according to this filing convention

Shared Naming and Filing convention (Excel version)

Prepare the first draft of the technical specification and any other documents of a technical nature for the supplies or services to be provided, based on the latest CERN template.

Tips:

- If agreed with the Procurement Officer that the simplified tender form will be used, provide the technical requirements as a part reference number or a paragraph to be integrated into the simplified tender form instead of as a technical specification.

- Drawings and other technical documents may be annexed to the technical specification, as required.

- The Working on the CERN Site document must be annexed to the technical specification for any contract involving any intervention (even if it is short) by the contractor on the CERN site.

- The writing style should be based on the CERN English Language Style Guide

Templates:

- Supplies – Technical Specification

- Supplies – Technical Specification – Electronics

Once the first draft of the technical documents are received from the Technical Officer, review the technical documents to verify that:

-The CERN Procurement Rules are complied with;

-The technical specification is written in such a way that it guarantees fair competition;

-The technical specification is clear and does not lead to misunderstandings;

-The quantities for which the bidder will bid are as close as possible to the volume to be finally purchased by CERN;

-The supplies or services for which CERN reserves the right to order or not at the price bid by the contractor until a certain date are put under the heading “Options” and therefore not taken into account for the adjudication.

Once the technical documents are close being finalised, prepare the tender form based on the latest appropriate CERN template.

Tips:

- Use the tender form template appropriate to the DO. There are separate templates for supplies and services. In the case of supplies, there are separate templates based on the future contract type, F or B.

- For DOs with an expected value of less than 10 kCHF or for off-the-shelf products, a simplified tender form template is available.

- Ensure that there are no contradictions between the technical specification and the tender form.

- The writing style should be based on the CERN English Language Style Guide.

- For supplies, the basis for adjudication is on an FCA basis (Incoterms 2020), except in cases specified in Section 7.1.2 CERN Procurement Rules.

- The Procurement Officer may consult with other departments such as the Legal Service and HSE if deemed necessary.

- Ensure that the basis for adjudication is known by all bidders.

Templates:

- Supplies – Simplified Enquiry

- Supplies – Tender Form B Contract

- Supplies – Tender Form F Contract

- Services – Tender Form