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In-Kind Workshop HEPTech

In-Kind Workshop HEPTech. Allen Weeks Deputy Director Project Support and Administration www.europeanspallationsource.se January 14, 2014. ESS In-kind contributions. Potential in-kind contributions are defined in ESS Cost Book Each contract to follows a pre-defined structure

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In-Kind Workshop HEPTech

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  1. In-Kind Workshop HEPTech Allen Weeks Deputy Director Project Support and Administration www.europeanspallationsource.se January 14, 2014

  2. ESS In-kind contributions Potential in-kind contributions are defined in ESS Cost Book Each contract to follows a pre-defined structure The delivering party is wholly responsible for the contribution (technical, financial, commercial) In-Kind Review Committee to evaluate all IKC agreement proposals ESS Council to approve all in-kind contracts Based on final evaluation the Member Country gets accredited the value of the In-Kind Contribution

  3. ESS In-kind Contract structure Legal and commercial terms and conditions Definitions Work programmes Obligations Organization … … … Etc. Annex 1 Deliverables Time schedule and delivery of project Reporting Excluded background Annex 2 “Framework for handling In-Kind Contributions” defines minimum content AnnexX • Technical description, specification • Project plan – schedules, deliverables, milestones • Attributed value • Terms of delivery, transportation • Quality control • Documentation – op. manual, parts list etc. • Training • Technical and financial control systems • Appointment of responsible personnel • Roles and responsibilities • Ownership of background, foreground • Use and dissemination of foreground • Licenses and rights • Access rights • Transfer of ownership • Procedures of reporting • Formal evaluation • Risk assessment and management Framework for handling In-Kind Contributions

  4. The ESS negotiation process must combine the political and project needs. SE and DK Negotiators + Ministries in Member Countries negotiate high-level amounts as a percentage of the project and mix of in-kind and cash. Political Level Engagement Plan Top –level conditions & non-project issues Country Negotiation Objectives Identify Key Contacts Situation Assessment LoI ESS Management + Steering Committee Members bring the levels together. Yes Project Level Engagement Plan Situation Assessment Country Negotiation Objectives Identify Key Contacts Objectives Agreed? In-kind No ESS Project + Collaboration Partners negotiate In-kind packages.

  5. The IKCM Process has three basic phases:a beginning, a middle, and a conclusion. PHASE 1 PHASE 3 Conclusion PHASE 2 Implementation EOI response IKC frame contract + technical annex Production ESS + Potential party discussion Delivery (Integration commissioning, acceptance test) Contract proposal IKRC + Council approval Transfer of ownership IKRC recommendation + Council approval IKC value crediting to member country ESS + Partner follow up and review ESS + Partner final acceptance

  6. The process of identifying partners is underway, but just at the beginning. Cost Book TDR Relevance Competence In-Kind framework rules Discussions on-going New calls as WPs mature So far 131 organizations from 20 countries have replied. We in ESS have to be proactive in seeking partners, we can’t wait.

  7. Call for Expressions of Interest Scope & Criteria Based on TDR Cost Book May contribute “component” or “work” Slightly different for Accelerator, Target & Instruments Competence of the team(s) responding, references We expect there will be partnering on Work Packages After EoI response, a detailed discussions for IKC begin

  8. Expressions of Interest - Support material http://europeanspallationsource.se/eoi

  9. Instrument Proposals 2013: Part 1

  10. Instrument Proposals 2013: Part 2

  11. Industry and Partner Days Italy 17. June – Rome Lithuania 13. September – Vilnius Norway 24. September – Oslo Spain 17. June – Partner Dinner Madrid Switzerland 20. June – Villingen Upcoming Events: Germany – January France – February Netherlands – February Czech Republic 18. September – Prague Denmark 30. September – Lyngby (DTU) In collaboration with BSS Estonia 26. September – Tallinn and Tartu Hungary 4. October – Budapest

  12. Total construction cost: € 1,84 billion€ 666 million IKC or 36% The In-kind potential represents more than one-third of the project value. Target station €154M IKC €100M Accelerator €522M IKC €392M In-kind NSS €350M IKC €175M Cash

  13. Procurement will still be a critical success factor in the project, both for cost and schedule. Assumptions Host states pay cash Partner countries pay cash (~30%) in-kind (~70%) Total Procurement ~ €700M 500+ Procurements > €200k save it!

  14. The ESS Strategy is maximize in-kind contributions. + In-kind frees up cash + In-kind brings expertise to the project + In-kind allows for more work in parallel • There is less direct control • There is more uncertainty (risk) • Resources and time must be applied to relationships 1. Verify LOI from host country 2. Start negotiation and detailed investigation More responses: Evaluation of all (complex process) WBS EOI response received One response: Preliminary evaluation Potential or planned ASK for EOI response Project has recommended partner No EOI response WPs/WUs Procurement Not IKC potential NO IKC partner identified by project Other ?

  15. The Supply, Procurement & Logistics (SPL) team must be in place by the middle of 2014. Quality Assurance Legal Division • The SPL Division is the Contracting Authority in ESS • The Head of SPL determines procurement procedures and awards contracts • The Procurement Officers and ICKM Coordinators manage contracts Total 14 Staff

  16. MembersofIn-Kind Review Committee

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