Follow the agenda previously communicated, in particular:

• Nominate CERN’s and the contractor’s contact persons;

Please refer to section “Organize contract follow-up” above for further details.

• Review the main aspects of the contract and technical specification, and make sure that all aspects are understood by the contractor;

Read the contract and stick to it. Do not enter into any further negotiations or arrangements from the contractor.

• Check coherence between the implementation plan presented by the contractor and the information included in the evaluation questionnaire (number and qualification of human resources, proposed profiles, organization chart, proposed schedule, milestones agreed and material resources);

Stick to the technical specification and evaluation questionnaire.

• Cover all administrative aspects such as registration of the contractor’s personnel, access needs, declaration of subcontractors etc.;

Ask the contractor to anticipate registration and access as much as possible. 

For access to CERN buildings requiring specific access authorisations, if known at the time of the kick-off meeting, the technical officer shall provide the list of such buildings in order for the contractor to identify the training courses necessary, performs them and requests accesses via EDH. More information of access authorisations can be found in section “Access to CERN’s buildings” below.

See sections “Contract Start (T0 + ~6months) ” and “Administrative follow-up” below for more details.

Link: “Working on the CERN site”

• Present the procedure and planned provision of CERN property (keys, SIM cards, vehicles);

• Cover Safety aspects, including the prevention plan (PP) to be prepared by the technical officer, completed and re-submitted by the contractor one month before the start of activities  (see section “Implementation phase” below)

The PP shall be signed before the start of any work. The one-month deadline is not a legal obligation but should be taken as best practice.

• Cover financial aspects related to the contract: VAT, ordering procedure, invoicing, bank guarantee etc.;

The contractor can be reminded of the “VAT and invoicing guide” or be put in contact with CERN’s VAT expert (Tom Wegelius). 

• Recall the actions decided, deadlines and action owners;

• Set the date of the next meetings before contract start (recommended frequency: weekly or bi-monthly).

Suggest that the contractor refers to the web link detailing general aspects to be considered when signing a contract with CERN: “Running a contract with CERN”