RACI Matrix

Proposed list of firms

Description Proc. Officer Tech. Officer

Prepare a preliminary list of firms to contact for the MS, including firm names and addresses, contact person names and email addresses.

Tip: 
In case of CERN only funding (budget code starting with a digit) or Experiment purchase case ‘C’, ensure that there is a fair distribution of countries and that firms whose services or supplies originate in PBMS and VPBMS are sought in preference to those whose services or supplies originate in WBMS where possible. For services or supplies paid by CERN, the DO shall only be sent to firms whose services or supplies originate in CERN Member States or Associate Member States.

Warning: If three or more firms from VPBMS are identified as potential Contractors and in order to improve the industrial return for VPBMS, consider the option to perform ‘limited tendering’ in accordance with CERN Procurement Rules. Limited tendering consists in consulting firms based in only VPBMS.

C
R

After the preliminary list of firms is received from the Technical Officer, complete the proposed list of firms using the supplier database and set the final list of vendors to be contacted in collaboration with the Technical officer.  

Once a draft of the MS documents is close to being agreed with the Technical Officer, prepare the final list of firms to be contacted with the MS. The list of firms to be contacted shall take into account:
-    the firms proposed by the Technical and Procurement Officers;
-    the firms having shown interest in the MS;
-    firms registered in the Procurement Service’s supplier’s database for the concerned procurement codes;
-    the country of origin of the supplies and/or services; 
-    the technical competency and experience of the firm; 

Tip: 
The criteria in the qualification questionnaire are objective and reasonable and will enable CERN to select an acceptable number of firms for the IT (as a guideline, between three and 10 for requirements up to 750 kCHF and between three and 15 for requirements above 750 kCHF).

R
C

If three or more firms from VPBMS are identified as potential Contractors and in order to improve the industrial return for VPBMS, study again the possibility to perform limited tendering in accordance with CERN Procurement Rules.

R
C