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.

Tips:

- For requirements with a value > 200 kCHF, it is highly recommended to invite the Technical Officer’s Department Leader to the start-up meeting.

- For the ATS sector, the DR/start-up meeting procedure is defined in this memo.

During the start-up meeting, establish whether an MS is needed based on the following:

-For requirements with a total value of less than 200 kCHF, an MS is optional;

-For requirements with a total value of 200 kCHF or more, an MS is required unless otherwise approved by the Head of Procurement Service (in which case the approval shall be saved in the Before Dispatch folder in Shared);

-The existence of any applicable frame MS.

If no MS is required, follow the procedures for a DO (for values of < 200 kCHF) or an IT (for values of > 200 kCHF).

Tip: The need to run an MS for requirements over 200 kCHF may be waived by the Head of Procurement Service under the following special circumstances:

- The requirements are the same as or similar to (in terms of scope, value and technical aspects) requirements for which a market survey has been run in the last 12 months (18 months for prototype work) (or longer, if approved by the Head of Procurement Service), such that the results of the previous MS can be reused;

- The requirements are for catalogue parts and only official distributors of the parts can be contacted.

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

-The basis of adjudication;

-The scope of the future contract including quantities, duration, estimated value, location on the CERN site (in the case of services) and any specific technical requirements;

-The kinds of firms that would qualify to supply the goods or services, in terms of competencies, experience, certifications, size, and other relevant criteria;

-Key safety, legal, commercial and other risks;

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

-Whether the future contract is expected to be split;

-Whether a 4P will need to be established;

-Provisional timescales for the project including dates of key milestones such as the provision of technical documents, the release date of the MS and IT, the closing date of the IT 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 of running the MS and/or the future IT 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).

Warning: Identify during the start-up meeting any possible conflicts of interest and discuss how to manage them throughout the procurement process.

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

Once agreed with the Technical Officer and his/her Section and Group Leaders, attach the start-up meeting report together with any technical presentation materials provided by the Technical Officer or his Section or Group Leader to the DR and sign it for further approval by the relevant Department Leaders and the Director of the Finance and Human Resources Sector.

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.