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IT-3972/EN

IT-3972/EN Invitation to Tender for the Provision of Maintenance Services on Industrial Trucks on the CERN site Presented by Jean-maurice Chevalley / EN-HE-HM Bidders Conference, April 2014. IT-3972/EN.

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IT-3972/EN

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  1. IT-3972/EN Invitation to Tender for the Provision of Maintenance Services on Industrial Trucks on the CERN site Presented by Jean-maurice Chevalley / EN-HE-HM Bidders Conference, April 2014 Handling Engineering Group

  2. IT-3972/EN Contract for the Provision of Maintenance Services on Industrial Trucks on the CERN site (~1700 assets) Starting date : 01-01-2015 Duration : 3 years + possible extension of 1+1+1+1 year Handling Engineering Group

  3. Organisation of the contract documents The relevant documents for this invitation to tender are available at the following URL. https://cds.cern.ch/e.py?key=626915c6edec2036D13417fe5480dcdac1df67 Handling Engineering Group

  4. Organisation of the contract documents • LIST OF COMMERCIAL DOCUMENTS • IT-3972_Tender_Form.docx • IT-3972_Evaluation_Questionnaire.docx • Annex g (PRICE CALCULATION Excel) • LIST OF legal DOCUMENTS • CERN_FC_5312_II_REV.pdf • CERN_FC_5312_I_REV.pdf • IT-3972_CCT_Convention_OCIRT.pdf • Annex a (WORKING ON CERN SITE) • TechNICAL SPECIFICATION • IT-3972_Technical_Specification.pdf • Annexb,c,d,e,f Handling Engineering Group

  5. Technical specification • 1. INTRODUCTION (CERN / Section EN-HE-HM) • 2. SPECIFICATION OF SERVICES (F,E,A,B,S) • 3. PERFORMANCE OF THE CONTRACT (Definitions / hours) • 4. Resources provided by the contractor • 5. Equipment / materials made available by CERN • 6. EVALUATION OF SERVICES (QAP / Performance indicators) • 7. PENALTIES • 8. CONTRACT FOLLOW-UP (Meeting / Reporting) • 9. CONTACT Persons at CERN • 10. LIST OF ANNEXES Handling Engineering Group

  6. Technical specification • LIST OF ANNEXES • Annex A: Working on the CERN site • Annex B: CERN’s industrial trucks fleet list (Excel) • Annex C: CERN’s industrial trucks fleet history list (Excel) • Annex D: Performance indicators • Annex E: Definition of penalties • Annex F: Definition of maintenance service levels • Annex G: Price calculation (Excel) Handling Engineering Group

  7. Annex B and C : Excel list Annex B: CERN’s industrial trucks fleet list Annex C: CERN’s industrial trucks fleet history list • Asset Nr • Family list / Priority level • Asset description • Type of energy • Battery type • Operation hours • History 2008-2013 • ODM Type CD/CR (Service EC) • ODM Type T1 (Service A) • Asset Nr • ODM Description / Time Handling Engineering Group

  8. Annex D : Performance indicators Handling Engineering Group

  9. Annex E : Definition of penalties 1 PT =100 CHF Handling Engineering Group

  10. Cern fleet – Family list 01-01-2014

  11. Family list 1- Electric industrial trucks (forklifts, pallet stackers) Atlet 159 Assets Prioritylevel 1,2,3,S Preventive and corrective maintenance Mobilev Prat

  12. Family list 2 - Diesel powered trucks (Forklifts, mobile cranes) Liebherr 220t Baumann Merlo Fenwick-Linde Liebherr 55t 35 Assets Prioritylevel 1 and S Preventive and corrective maintenance Ormig

  13. Family list 3 – Manual handling equipment (Stackers, platforms) 345 Assets Prioritylevel 4 Only corrective maintenance

  14. Family list 4 – CERN special purpose equipment (1/2) Transfer tables MAFI - LHC MAFI - LHC HUBTEX 62 Assets (up to 37t) Prioritylevel S Preventive and corrective maintenance ROCLA

  15. Family list 4 – CERN special purpose equipment (2/2) MAFI - Kouba Palfingertrailer Transfer tables MAFI - LHC Equipment - SPS MAFI - LHC Train – PS Dumont – SPS ROCLA Dumont – SPS

  16. Family list 5 – Electric tow tractors (up to 60t capacity) Simai 60t Volk 30t Mafi 20t 36 Assets Prioritylevel 1 Preventive and corrective maintenance Fenwick-Linde 6t Trans-Lift 2.5t

  17. Family list 6 – Electric tractors (up to 1t capacity) Pefra Trans-Lift 112 Assets Prioritylevel 1 Preventive and corrective maintenance Pefra

  18. Family list 7 – Trailers Ori Morello 155 Assets Prioritylevel 4 Only corrective maintenance Pefra

  19. Family list 8 – Access and elevated working platforms 106 Assets Prioritylevel 1,2,3,4 Preventive and corrective maintenance

  20. Family list 9 – Hand pallets trucks 583 Assets Prioritylevel 4 Only corrective maintenance

  21. Family list 10 – Miscellaneous equipment (fire brigade) 60 Assets Prioritylevel 1,2,3,4 Preventive and corrective maintenance

  22. CERN’s Workshop • CERN will provide the contractor with a workshop situated on the Meyrin site • Any necessary tools shall be provided by the contractor

  23. CERN’spremises • Maintenance services shall be done in the CERN premises located on both Swiss and French territory Circumference of the LHC ring = 27 KM

  24. Specification of services • The contractor shall provide the services specified below as defined in this technical specification (Section 2) : • Service F: Contract management and infrastructure (fixed cost F1 and F2) • Service E: Preventive and corrective maintenance service (EP and EC) • Service A: Additional service • Service B: Spare parts supply service • Service S: Stand-by service

  25. Prices calculation The bidder shall quote the prices in table 3 of the tender form IT-3972_Annex_G_Price_Calculation.xls • Yellow Excel cells to befilled in or modified by the bidder • Minimum values already put by default by CERN • Non yellowcellscannotbemodified(Excel cellsprotected)

  26. Service F (F1+F2) IT-3972_Annex_G_Price_Calculation.xls: Annex G1 (Year y1, y2 and y3) • F1 = Management, supervisory, administrative and CMMS works • F2 = Infrastructure, overheads, training, consumables, spare parts < 500CHF, etc… y3 y2 y1 = 1 contract manager and 1 site manager

  27. CMMS (Computerized Maintenance Management System) • CERN has a CMMS (GMAO in French) to record and document all the maintenance interventions : Infor10 Enterprise Asset Management • The architecture of the system databases is defined by CERN • The contractor shall use CERN CMMS to record and document all the maintenance interventions by filling the different fields in the ODM • History of all the assetssince2005 • About 1500 ODM per year to betreated • ~25-50 % FTE (F1) Handling Engineering Group

  28. Service F2 (bidder’s estimate) 2.2.2.1 Consumables Hydraulic oil, motor oil, grease, spray, cleaning material, welding material etc… necessary for the performance of the maintenance services 2.2.2.2 Spare parts Supply of spare parts up to 500 CHF 4.1.3 Training The contractor shall ensure that his personnel has suitable training 4.2.6 Vehicles one maintenance vehicle per technician 4.2.7 Tools Any necessary standard and special tools

  29. Service E - Maintenance IT-3972_Annex_G_Price_Calculation.xls: Annex G2 • Maintenance E = EC + EP • The hourly price HP valid for the all maintenance servicesand during the three years y1,y2,y3 • The factor c=EC/EP (Ration corrective maintenance / preventive maintenance) shall not be less than 1.00

  30. Service EP – Preventive IT-3972_Annex_G_Price_Calculation.xls: Annex G2 (Family 1-10) • Maintenance routine (time and frequency) per family, asset priority and year • The estimated hours shall be valid for any asset inside the family and not be less than than the CERN’estimate AdditionalBidder’s routine

  31. Service E: EC + EP IT-3972_Annex_G_Price_Calculation.xls: Annex G2 • The total price EP is automatically calculated (Price per routine x number of assets) • The total price EC is automatically calculated (Total price EP x Ratio EC/EP) • The total price E is automatically calculated (Total price EP+EC)

  32. Service A - Additional service IT-3972_Annex_G_Price_Calculation.xls: Annex G3 (Year 1,2 or 3) • The volume V of the service A is estimated at 1000h per year (CERN’s estimate) • The hourly price HP is given en annex G2 (hourly price for the maintenance services) by the bidder • The price A is automatically calculated (V*HP)

  33. Service B – Spare parts IT-3972_Annex_G_Price_Calculation.xls: Annex G4 (Year 1,2 or 3) • Spare parts > 500 CHF (not included in service F2) • The contractor shall provide spare parts for any asset at CERN whatever the category and brand • Bid shall be provided within two calendar days • The pay slip of the contractor's supplier and additional delivery costs shall be joined to the bid • The factor K (margin) is given by the bidder (>=1) • The volume V of the service B is estimated at 100KCHF per year (CERN’s estimate) • The price B is automatically calculated (K*V)

  34. Service B – Refer to section 2.5 The contractor shall provide spare parts for any asset at CERN whatever the category and brand and whatever the cause and type of failure, including any operator’s mistake. Spare parts above 500 CHF are not included in the service F and shall be provided by the contractor on CERN’s written request. Any bid from the contractor concerning spare parts supply above 500 CHF shall be submitted to CERN who shall be entitled to accept or reject the bid at its discretion. If accepted, the maintenance service orders (ODM type T1) will be created by CERN only. The value of the spare part shall be the amount paid by the contractor to its provider without any margin and shall include any delivery costs and custom taxes to deliver the spare parts at CERN (Reception Meyrin, Swiss site). The applicable currency exchange rate will be the ECB exchange rate applying on the date of the bid: http://www.ecb.europa.eu/stats/exchange/eurofxref/html/index.en.html The spare part amount to be invoiced shall be the value defined above multiplied by the factor k as defined in annex G4 of the price calculation form (Annex G). The pay slip of the contractor's supplier and additional delivery costs shall be joined to the bid. Spare parts above 500 CHF provided by the contractor following CERN’s approval shall be compulsorily stored on CERN’s site. For any replacement of parts of equipment not normally held in stock, the contractor shall within two calendar days, take any necessary measure to ensure a fast procurement from equipment manufacturers concerned. If the procurement time exceeds five calendar days, the contractor shall report to CERN in writing any useful information, in particular the procurement lead-time. Damaged parts up to 500 CHF replaced due to an operator’s mistake might be invoiced by the contractor providing a complete report (detailed description, photos, improvement proposal) of the cause of the damage proving the responsibility of the operator. Any bid requested by CERN shall be provided within two calendar days

  35. Service S – Stand-by IT-3972_Annex_G_Price_Calculation.xls: Annex G5 • 24/24 and 7/7 days contractor’s availability (1h) • Price for 1 week ‘Stand-by service’ (availability) • Repair hours included in the service EC (applying coefficients according to section 5 of tender form) • Lump sum of 100 Swiss francs for journey • The service S is estimated at 4 weeks per year (CERN’s estimate) • The price S is automatically calculated

  36. Price calculation CHF EUR IT-3972_Annex_G_Price_Calculation.xls: Annex G6 • Total price is automatically calculated: • TP(yx) = Price services F + E + A + B + S • TP = TP(y1) + TP(y2) + TP(y3) The prices shall be reported in the table 3, section 4.2 of the tender form

  37. Workload estimate IT-3972_Annex_G_Price_Calculation.xls: Annex G7 The contractor shall assign a sufficient number of qualified personnel for the provision of the services 3,9 FTE + 1 FTE (F1) = 4,9 FTE

  38. Personnel qualification • Site manager • At least five years of experience in industrial trucks maintenance as a maintenance technician • At least five years of experience in management of a team • Technicians • Diploma in the maintenance of industrial equipment • At least five years of experience as technician in maintenance of industrial trucks Section 4.1.2

  39. Contract - Strategy • Best value for money (meilleur rapport qualité/prix) does not necessarily mean going only for the cheapest offer • The technical specification specifies the minimum requirements to be fulfilled • The questionnaire constitutes the bidder’s technical bid, which terms shall become binding in case of award of contract • Please also refer to section 7 and annex E of the technical specification concerning the definition of penalties • 3years +1+1+1+1, up to 7 yearscontract (pricerevisionaccordingto section 8 of the tender form) Handling Engineering Group

  40. Convention collective de travail applicable (CCT) pour ce contrat Réparation chariots élévateurs Handling Engineering Group Mécatronique (CCT UIG-UNIA 2013-2018) http://www.uig.ch

  41. IT-3972/EN For further information Contacts : Jean Maurice Chevalley Helder Lourenco Tel : +41 22 767 06 19 Fax : +41 22 766 97 93 e-mail : jean.maurice.chevalley@cern.ch e-mail :helder.lourenco@cern.ch

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