Submit a Departmental Request (DR) through EDH.

After the DR has been received, organize a start-up meeting with the Technical Officer and any other stakeholders deemed necessary. Optionally, ask the Technical Officer to fill out a start-up memo.

During the start-up meeting, agree on the strategy for the procurement including specifically:

-The scope of the future contract including quantities, duration, estimated value, delivery schedule and any specific technical requirements;

-A provisional list of firms to be contacted;

-Key safety, legal, commercial and other risks;

-Whether any IP is expected to be generated under the future contract;

-Provisional timescales for the project including dates of key milestones such as the provision of technical documents, the release date of the DO, the closing date of the DO and the date for the opening of the bids:

-Whether groups of firms are allowed and any elements of the contract firms are not permitted to subcontract, such as contract management, testing etc;

-The possibility to carry out the price enquiry according to a limited tendering procedure.

If it is identified that the future order or contract will include the processing of personal data by the contractor, consult this presentation for guidance and advise the Technical Officer to consult the Office of Data Privacy (privacy.protection@cern.ch).

Following the start-up meeting, prepare a start-up meeting report based on the latest template and circulate it for approval to attendees of the start-up meeting.

Templates:

- Start-up meeting report

Save any internal correspondence that is important for justifying the procurement strategy chosen in the Before Dispatch folder in Shared.

Tip: This presentation gives instructions on the filing and naming conventions for Shared.