RACI Matrix

IT documents (risks matrix, technical specification and annexes, technical annex, evaluation questionnaire, tender form, 4P memo)

Description Proc. Officer Tech. Officer

At any point after dispatch of the MS (or after the start-up meeting, if the requirement to run a MS has been waived) prepare the first draft of the IT technical documents for the supplies and/or services to be provided, based on the latest CERN templates. The technical documents consist of:
-    The technical specification and its annexes;
-    The technical annex to the tender form (optional);
-    An evaluation questionnaire and scoring memo (for BVFM adjudications only);
-    The updated risks matrix (for procurements with a value > 750 kCHF).

Tips: 
-    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

 

The technical documents must ensure that:


-    The CERN Procurement Rules are complied with;
-    The technical documents are written in such a way that it guarantees fair competition;
-    The technical documents are clear and does not lead to misunderstandings;
-    There are no contradictions between the documents;
-    The quantities or volumes for which the bidder will bid are as close as possible to the quantities or volumes 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;

 Warning: The scoring memo, used for BVFM adjudications, must be kept strictly confidential.

Templates:
-    Supplies – Technical Specification
-    Supplies – Technical Specification – Electronics
-    Supplies – Technical Annex to Tender Form
-    Services – Technical Specification
-    Services – Evaluation Questionnaire and Scoring Memo
-    Risk Matrix

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Once the first draft of the technical documents are received from the Technical Officer, review the technical documents. 

If the contract includes activities to be performed on both the French and Swiss sides of the CERN site, establish statistics showing the foreseeable preponderant share of activities between France and Switzerland in view of establishing a 4P memorandum defining the law that will apply to the working conditions of the Contractor’s personnel intervening on the CERN site.

Tip: Further information about the 4P principles and implementations are available here.
In accordance with 4P principles, note that the laws applying to the working conditions of the Contractor’s personnel will be either Swiss or French laws, except for Safety matters on first category worksites (as defined in § 3.1 of the document “Working on the CERN site”), which shall be subject to the laws of the territory concerned. 

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Enquire about the updated price estimate with regard to the original amount indicated in the DR.

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In case the updated price estimate differs from the original amount indicated in the DR, seek approval from the DPO (or the resources coordinator for the experiments). 

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Draft the 4P memorandum in accordance with the statistics presented by the Technical Officer.

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Circulate the 4P memorandum for signature by the Technical Officer‘s GL and DH as well as Procurement Service’s management.

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Once a draft of the IT documents is agreed with the Technical Officer, update the MS Results and the MS memorandum on rejected firms to reflect any responses received from firms since it was originally drafted (see After Dispatch of an MS).

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Once a draft of the IT documents is agreed with the Technical Officer, update the MS Results and the MS memorandum on rejected firms to reflect any responses received from firms since it was originally drafted (see After Dispatch of an MS).

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