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.  

Before signing the DR, organize a start-up meeting with the Technical Officer and any other stakeholders deemed necessary.

Tip: 
For requirements with a value > 200 kCHF, the Technical Officer’s GL should attend the start-up meeting. 
For requirements with a value > 750 kCHF, the Technical Officer’s DL should attend the start-up meeting.

For the start-up meeting, prepare a few slides describing briefly the scope of supply, project requirements as well as the risks identified.

During the start-up meeting, establish whether an MS is needed it being understood that:
-    For requirements with a total value of less than 200 kCHF, an MS is not needed;
-    For requirements with a total value of 200 kCHF or more, in principle, an MS is required;
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 an MS 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 and total cost of ownership;
-    The intended budget and its allocation in the MTP;
-    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 kind of firms that would qualify to supply the goods or services, in terms of competencies, experience, certifications, size, origin, and other relevant criteria;
-    The intended use and environment of the supply, in particular in case of specific usage needs, co-activity or limited access;
-    Key safety, legal, commercial and other risks;-    Future maintenance needs;
-    Sustainability considerations (electrical consumption, maintainability, etc.);
-    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.

Warning: Identify or report 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, circulate it to attendees and upload it in the DR workflow for approval by the Technical Officer’s DH.

Templates:
-    Start-up meeting report