Procurement and time schedule

2. Procurement and time schedule

3. Overview Procurement scope • INFN has been appointed by the Italian Government as the Representing Entity for Italy in ESS‑ERIC • According to the Agreement signed between INFN, Electra and CNR on 13 July 2015, it was agreed that INFN, as an entity admitted to tax exemptions for transactions related to the Italian participation in the ESS project, will take over the financial responsibility for the implementation of in-kind contributions of Italy, including the conduct of public procedures that may be necessary.

4. Scope and Roles (extract from schedule AIK2.1) • Elettra • Performs the development of the required technical specifications. • Performs the construction of the magnets. • Performs, defines and documents required QA/QC activities. • Performs the required verification and validation of the magnets. • INFN • Performs development and compilation of required documents regarding the tenders for the purchasing of Q8 quadrupole magnets, D1 dipoles and C8 corrector magnets. • Performs and conducts the procurement process to source the magnets. • ROLES • INFN will nominate the Responsible in charge of the procedure (Responsabile Unico del Procedimento). • The Responsible for the Execution of the contract should come from Elettra.

5. Procurement strategy • Magnets D1, Q8 and C8 will be outsourced to industry. • Procurement will be made in the frame of the same procurement procedure to reduce the number of call for tenders, thus saving time. • Elettra • Magnetic design of the magnet. • Development of the required technical specifications. • Manufacturer • Mechanical design based on the magnetic design provided. • Construction, testing and verification the magnets. • Magnetic measurements and the validation tests required as detailed in the corresponding documents. • All fabrication phases both externally or internal performed to be followed and monitored according to the adopted quality plan. • The first magnet built will be subject to a more extensive test to assess the performance and to qualify the test sequence that will be applied to the remaining magnets.

6. Procurement rules • Procurement will be assigned through an open tender according to the Italian law on public procurement. • All participants shall have the required technical experience in the specific field. • Tender evaluation process will adopt weighted criteria to determine the tender that offers the best value. • Selection criteria are included in tender documents and form part of the tender assessment process. • The evaluation committee will be formed as prescribed.

7. Some notes on contract management and execution • Language • Technical specifications for the tender in English, administrative and contractual documents in Italian. • During the execution of the contract all technical documentation and reports, including drawings, monthly reports and test certificates in English. • System standard • Metric system. Any deviation shall be agreed. • Contract Engineer • The Contractor shall appoint a technical manager (Contract Engineer) in charge of the contract, who will coordinate the technical and organizational communications between the parties for the entire contract duration and, in the following, during the period of warranty.

8. Some notes on contract management and execution • Production Schedule Document • To be submitted within two weeks from the contract signature, describing the scheduling of the following steps: • mechanical design • construction (including the lead time of the procurement of the material) • dimensional checks • all envisaged tests • assembly • magnetic measurements • FAT • shipping of the magnets. • The Production Schedule Document shall be in accordance with the deadlines specified in the time‑schedule that will be attached to the contract.

9. Some notes on contract management and execution • Monthly report • The Contract Engineer shall send in writing a progress report, regularly on a monthly basis, highlighting the correspondence, or any deviations, between the planned baseline and the actual work achievement. • Validation • The 1st off magnet and/or the prototype of the main components and other sub-components of the magnets shall be checked prior to their mass production and/or assembly. • Magnets to be verified according to the FAT protocol • Quality • The Contractor shall be certified according to a quality system ISO-9001, or equivalent, for the design, construction and testing of specified goods. Furthermore the Contractor shall verify that all its sub-contractors shall follow the same quality system.

10. Some notes on contract management and execution • Warranty • 24 (twenty‑four) months, with possibility to ask for an additional warranty period up to 36 (thirty-six) months. The warranty period shall start from the date of the formal acceptance of the magnets • Delivery address • ESS ERIC Lund.

11. Contractual Responsibilities (extract) • The Contractor shall be responsible • for the mechanical design • for the construction, including all the necessary tool and instrumentation (both mechanical and electrical), • for the dimensional, electrical and hydraulic tests, • for the packaging, the insurance and the delivery of the magnets • 2 dipoles D1 • 6 quadrupoles Q8 • 4 correctors C8.

12. Contractual Responsibilities (highlights) • The Contractor shall provide • The design and construction of all the equipment and/or tools, mechanical and/or electrical, necessary for the realization of the magnets. • The set of construction drawings relating to the above mentioned equipment and/or tools • The list of procedures to be adopted to perform the required verifications/tests and the FAT as well as the detailed list of the actions envisaged for each procedure. • The construction of all the equipment necessary for the realization of the magnets. • The assembly of the magnets. • The execution of the FAT. • All the certificates and data-sheets of the purchased materials. • The insurance and shipping to ESS ERIC of the assembled magnets

13. Contract phases • PHASE 1 • It will include • The startup of the procurement of the materials/components necessary for the realization of the magnets. • The engineering of all the instruments and equipment necessary for the realization of the magnets. • The setup of a Production Schedule Document for the construction. • The setup of a Technical File. • The holding of a Design Review Meeting (CDR) during which the Technical File shall be discussed and approved.

14. Technical File • It will include • A detailed description of the mechanical design of the equipment and instrumentation needed for the construction of the magnets. • A complete set of construction drawings. These drawings shall be developed using a CAD system (preferred software is CATIA) and must meet the UNI – ISO 128 standards. • The detailed description of the realization process of the yokes and the coils, which includes the adopted procedures and specifications as well as the list of the selected materials for the construction. • The detailed description of the procedure of the verifications/tests • The approval of the Technical File will take place during the Design Review Meeting. • Following the successful conclusion of the Design Review Meeting, INFN, in agreement with Elettra, will issue the formal written authorization to proceed with the second phase of the supply.

15. Contract phases • PHASE 2 • It will include • The supply and/or construction of all the necessary equipment. • The completion of the procurement of all the materials/components. • The construction and dimensional testing of the magnetic yokes. • The construction and dimensional, electrical and hydraulic tests of the coils. • The construction and/or the supply of the mechanical and hydraulic accessories. • The assembly and dimensional, electrical and hydraulic tests of the magnets. • The execution of the FAT. • The formal acceptance of the magnets. • Provision of all the documentation on construction, verification, test. • The delivery of the magnets and documentation to ESS ERIC.

16. Project management • Planning tool • Elettra uses MS Project. • Milestones • Major tasks defined • Major tasks to be splitted in subtasks based on Production Schedule document • EV- Weighted MS values • Assigned during the preparation of the schedule for the overall contribution.

17. Project management • Monthly Report • The template attached to the IKA template is being used • Risk Management • A proposed risk register was presented at the Q5,Q6,Q7 & C5, C6 CDR • Quality plan • See relevant presentations On all these issue we are looking forward to a close interaction with ESS for standardization and common understanding of required documentation and procedures

18. Overall time schedule