On a daily basis, check the list of DAIs in the DAI Pool Overview in EDH and reattribute incorrectly assigned DAIs to other procurement officers according to the latest algorithm.

This video series provides guidance on how to treat DAIs in EDH and orders in Qualiac.

Once assigned a DAI, ensure that the correct procedure has been followed in respect of the DAI. In particular:

- Ensure that orders are placed under existing CERN contracts wherever possible;

- Where there is no existing CERN contract for the supplies/services, ensure that requirements with a value above 5 kCHF are competitively tendered wherever possible;

- Ensure that the DAI covers all known current and future demand for the supplies/services;

- Ensure in all other respects that the CERN Procurement Rules have been complied with.

If aspects of the DAI need to be confirmed with the Technical Officer (e.g. the existence of future needs for the same supplies or services; the funding sources for the purchase), correspondence important for determining the correct procedure and treatment should be attached to the DAI.

- There are only two circumstances in which an order for over 5 kCHF for services or supplies for which there is no CERN contract can be placed without competitive tendering: single source and sole source situations.

• Sole source means: an order placed with the only contractor or service provider able to deliver the required supplies or provide the required services (e.g. water distribution).

• Single source means: an order placed with a specific contractor or service provider selected by CERN, for objective and strategic reasons, among other contractors or service providers proposing similar products or services (e.g. for reasons of standardization).

- If the order is placed under a CERN contract, consult CET to verify that the order will not result in the contract amount being exceeded. If it will, put in make the necessary changes and/or obtain the necessary approvals according to this grid.

After verifying that the correct procedure has been followed, ensure that the necessary documentation is attached to the DAI.

Tips:

- The documentation required for each procedure is indicated in this table.

- Documents to be provided by the Technical Officer must be attached directly to the DAI and not sent by email.

- The DAI should be saved after any change is made to it.

If the DAI is for supplies originating in an Associate Member State check that the annual CERN expenditure (personnel, supplies and services) on that State has not (or would not, if the order were placed) exceed its annual contribution. If this is the case, the approval of the Head of Procurement Service must be sought and attached to the DAI.

If negotiation by the Procurement Service has not already taken place e.g. during the DO or IT, negotiate the price and any outstanding commercial aspects with the supplier then update the DAI to reflect any changes.

Tip: Updated bids received from suppliers following negotiations must be attached to the DAI.

Following negotiations, record any savings exceeding 2 kCHF on the Procurement website.

Verify that the documentation is valid and complete, in particular that the points indicated in this table are addressed.

Tips:

- It may be necessary to obtain updated bids from the supplier(s) if information is missing such as the country of origin, the Incoterm or the confirmation of CERN’s payment terms. Updated or revised bids should be attached to the DAI.

- The DAI should be saved after any change is made to it

Verify the remaining contents of the DAI according to the instructions in this help sheet, making changes to the DAI as necessary.

Tips:

- If clarifications need to be made with the contractor, email correspondence should be saved as a pdf and attached to the DAI.

- CERN uses only two Incoterms (based on the 2020 edition): FCA and DAP. The standard texts help sheet indicates which delivery instructions to use in each case. DAP should be favoured as a general rule.

- Where CERN is responsible for the transport of a high-value item, consider advising the Technical Officer to discuss taking out specific transport insurance with the CERN Logistics Service.

- For the purposes of setting the ‘depot’ in the drop down menu on the DAI, click on ‘Calculate Depot’ to generate the depot based on the location of the building indicated in the order lines and the nationality of the contractor. Alternatively, this link can be used to check if a building is located on the Meyrin or the Prévessin site.

- Check the specified delivery location makes sense e.g. that large equipment is not being delivered to an office building.

- The DAI should be saved after any change is made to it.