Reception of a work request from a CERN customer.

Request a quotation in compliance with contract terms and deadlines.

Review the bid (unit prices in accordance with the contract, proposed quantities of material, proposed duration of the works etc.) – iterate with the contractor as necessary to come to an acceptable bid.

In case of use of GESMAR, upon acceptance of the bid, create the order in GESMAR, and submit it to the contractor.

In case GESMAR is not used, please refer to section “financial commitments”.

Where applicable, two weeks before the start of work, create an “IMPACT” request for any new work to be performed (formerly called “avis d’ouverture de chantier”).

In case the technical officer needs further information on how to use IMPACT, there is a course “IMPACT Fundamentals" available at https://sir.cern.ch . This course, in English or French, covers the basics for IMPACT.

Should a "Visite d’Inspection Commune" (VIC) be necessary, the related VIC form should be completed in IMPACT. For further details on VIC, please refer to section “Follow-up of contract implementation – Visite d’inspection commune”.

Performance of the work.

If needed, follow-up closely the execution of the work, with the presence of CERN’s technical responsible(s) and/or the technical officer.

Should the performance of the contract not be compliant with the contract requirements, the technical officer may decide to set daily meetings, in particular for C contracts, to follow up the performance of the ongoing activities. Refer to section “Follow-up meetings” for further details.

Raise “Point d’Alerte” (PAL) for any deviation to the planned work.

Usually, there is a ”PAL” referee within the section/team of the technical officer. On the contractor’s side, PAL are usually followed up by the QHSE manager.

Keep track of all PAL and their associated answers, preferably in EDMS.

Perform the acceptance test on site, with presence or supervision of CERN’s representatives.

It is sometimes impossible to verify all the interventions performed. In such case, the technical officer shall perform sample verifications.

For EN-EL only: once the work is completed, submit the bill of quantity (“métré”) of the work performed.

For EN-EL only: Verify the bill of material, performing a contradictive bill of material (“contre-métré”) , with on site visit when necessary.

For EN-EL only: Update of the bill of quantity in GESMAR (only if duly justified against actual work).

Follow up Key Performance Indicators (KPIs), as defined in the contract.

Refer to section “Quality assurance and control” below for further details on KPIs.