Ask whether the contract should be extended or not.

The procurement and technical officers should anticipate contract extension as the renewal of a service contract can take up to 12 to 15 months.

Confirm whether the contract needs to be extended.

Should the technical officer decide not to renew the contract, the procurement officer shall be informed as soon as possible -12 months in advance- to prepare the re-tendering of the contract.

Request of formal authorisation of extension to the Finance Committee (FC).

Prepare the contract amendment in accordance with the contractual notice period.

Send the signed amendment to the contractor for signature.

File the contract amendment both in paper and electronic format (using CFU). The original of the amendment is kept by the Procurement service. Both technical and procurement officers shall file the amendment in their own data management system (EDMS for the technical officer).

In case of need or request of modification of contract terms (name of the contractor, applicable prices, change of scope etc.), inform the procurement officer in any case.

Keep all records in writing. The technical officer shall not enter into negotiations with the contractor without informing the procurement officer. Do not commit CERN orally. Be constructive (distinguish facts and opinions)

Hold a preparatory meeting as necessary, evaluate the situation based on the conditions defined in the contract:

• Assess the situation,
• Identify options,
• Take a decision,
• Prepare negotiations, if needed,
• Etc.

Roles and responsibilities between technical and procurement officers shall be clear. Make sure that CERN speaks with one voice. Prepare meetings as appropriate.

Keep all records in writing. Be objective. Be constructive (distinguish facts and opinions).

Hold negotiation meetings, as appropriate.

Prepare the contract amendment (in case a contract change is approved by technical and procurement officers) or correspondence.

Beware of entry into force. The date of entry into force shall be either the date of signature of the amendment by both parties or a date specified in such amendment (to be clearly defined in the amendment).

Send the amendment to the contractor for signature.

File the contract amendment both in paper and electronic format (using CFU). The original of the amendment is kept by the Procurement service. Both technical and procurement officers shall file the amendment in their own data management system (EDMS for the technical officer).