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Management of Service Contracts » End of the contract »

Termination of the contract [🔝]

Action Proc. Officer Tech. Officer Contractor

Inform the procurement officer of the intention to terminate the contract forthwith. Termination may be due to issues such as breach, gross negligence, wilful misconduct, convenience…

Refer to section “Dispute settlement” to see previous steps, including negotiation and the sending of the notice letter.

Do not negotiate on your own. Review contract provisions on termination.

For more information on termination, refer to the contract and clause 28 of the General conditions of CERN contracts.

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Prepare letter of contract termination, in accordance with the General Conditions of CERN Contracts. The letter shall indicate the date of termination, and request that:

  • All CERN property made available to the contractor as part of the contract is returned (SIM cards, vehicles, keys, access cards etc.),

Link: “Working on the CERN site”.

  • All access cards are returned.

Beware: the letter of contract termination shall be sent out within the deadlines defined in the letter of notice.

 

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Send the contract termination letter to the contractor.

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Refer to section “Expiry of the contract” for the next steps.

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Management of Service Contracts » End of the contract »

Expiry of the contract [🔝]

Action Proc. Officer Tech. Officer Contractor

Perform inventories of CERN’s assets and spares, and all CERN property to be returned (access cards, keys, vehicles etc.).

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Verification of the inventories of CERN’s assets, spares and all CERN property to be returned (access cards, keys, vehicles etc.).

Link: “Working on the CERN site”.

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Signature of the inventories of CERN’s assets, spares, and all CERN property to be returned (access cards, keys, vehicles etc.).

It is advisable to use a Service Order / Ordre de Service (OS) to formalise and document the inventory. See section “Correspondence” for further details.

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File the electronic format of inventories in EDMS and keep a record in paper format.

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Return of CERN property (keys, SIM cards, vehicles etc.), in accordance with inventory.

Link: “Working on the CERN site”.

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In view of the future IT, hold a contract debrief meeting to evaluate the contract a posteriori:

  • Satisfactory aspects,
  • Aspects to be improved.

 

Participants to this meeting shall be at least:

  • Technical and procurement officers,
  • Management (section / group leaders), as appropriate.

This exercise should be performed on a continuous basis, in particular during yearly meetings.

 

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