Submit a Departmental Request (DR) through EDH. The Departmental Request will be circulated to the SL, GL, DH as well as the DPO (or the Resources Coordinator for the Experiments, if any) and the procurement officer for approval.  

After the DR has been received, organize a start-up meeting with the Technical Officer and any other stakeholders deemed necessary.

During the start-up meeting, agree on the strategy for the procurement and cover specifically:
-    The scope of the future contract including quantities, duration, estimated value, location on the CERN site (in the case of activities on the CERN site) and any specific technical requirements;
-    The basis of adjudication including total cost of ownership, where relevant, in particular for supplies;
-    The intended budget and its planned allocation in the MTP;
-    Experiments only - funding sources (Project, Team account, amount of CERN contribution, etc);
-    The intended use and environment of the supply, in particular in case of specific usage needs, co-activity or limited access;
-    The kind of firms that would qualify to supply the goods or services, in terms of competencies, experience, certifications, size, origin and other relevant criteria;
-    Key safety, legal, commercial and other risks;
-    Sustainability considerations (electrical consumption, maintainability, etc.);
-    Future maintenance needs;
-    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;
-    Whether the firm performing services on site need to be formally certified by French or Swiss authorities;
-    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 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. 
-    Preliminary acceptance process(es) (intermediate steps or not, location of acceptance tests, etc);
-    Transport workflow if any.

Warning: Identify or report during the start-up meeting any possible conflicts of interests 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, circulate it to attendees and upload it in the DR workflow for approval by the Technical Officer’s DL.

 Templates:
-    Start-up meeting report