Guidelines from the sLHC Specification Committee

1. Guidelines from thesLHC Specification Committee 1). sLHC Specification Committee 2). Schedule of tenders for Linac4 3). Guidelines: - templates of tender documents - timetable for preparation of tender documents 4). Procedures Linac4 meeting 12 March 2009

2. 1. sLHC Specification Committee:mandate, present CERN rules • Mandate of the SpecCom – acc. to CERN/FC/4016 – “Technical Auditing of CERN Tendering Documents” • The Specification Committee is reviewing the tender documents for orders exceeding 200 kCHF (MS and IT) • Adjudications of contracts higher than 750 kCHF requires approval of the Finance Committee • New elements (2008) in the CERN rules/procedures: • New Commercial Procedures (“Lowest Bid” for supply contracts, “Best Value for Money” for service contracts), • New rules of the Safety Commission; separation of technical and auditing functions ->Safety File for each Project must be provided! (exists for Linac4, but may need successive updating!). Linac4 meeting 12 March 2009

3. 2). Schedule of tenders for Linac4(see Excel file- M. Vretenar Dec. 2008) • To do: • Update the expected dates of MS and IT; • Submit the updated schedule to ILO Forum (via A. Unnervik). Linac4 meeting 12 March 2009

4. 3). Guidelines • Templates of tender documents for Linac4 Project - - available for MS and IT (based on LHC templates, but with the Introduction* describing the Linac4 Project) Note1(*): two versions of the Introduction are in circulation-please choose one! Note2: There is no template for Price Enquiry, so please use that for IT. • Timetable for preparation of tender documents Linac4 meeting 12 March 2009

5. 4). Procedures for DO, MS and IT • Plan in time depending on level of DO, MS, IT • Prepare relevant docs: • MS: technical description, technical questionnaire, qualification criteria + list of firms • DO, IT: technical specification, technical questionnaire (if relevant), results of MS (for IT) or list of firms • Agree buyer and reference number with Procurement • Agree Project Doc number with Cecile Noels • Submit the documents for MS or IT to Cecile for the Specification Committee • MS: 2 weeks in circulation within SpecCom members, then remarks collected by SpecCom chairman, corrections agreed with the author(s), final version submitted to Cecile who sends them to Procurement. • IT: as MS, but with the meeting of the SpecCom (authors + referees invited). See IT timeline. Linac4 meeting 12 March 2009

6. IT timeline. - Finance Committee 4-5 months between draft docs and FC ! Allow 2 months. - Docs with proposal Discussions with the company. Time ? - Bid opening 1 week between closing date and opening. - Closing date At least 4 weeks before closing date. - Dispatch Purchasing needs 1 week at least. - IT ready, docs sent to Purchasing. Allow 1 week for corrections. - Work of the SpecCom: send the documents at least 2 weeks before the SpecCom meeting. Linac4 meeting 12 March 2009

7. sLHC SpecCom - Check List • Legal requirements of the Host States (B)CERN adjudication rules: • Tender procedure (number of potential bidders, “broad competition”, adjudication criteria), • Completeness and coherence of tender documents. (C)Safety requirements: • General Safety for the phase of Construction, Installation and Operation, • Radiation Safety for the phase of Operation, Maintenance (and Dismantling). Linac4 meeting 12 March 2009

8. sLHC SpecCom - Check List (D)Functional aspects wrt: • Space for Linac4 basic structures • Installation • Transport, handling • Repairs, interventions • Services: • El. Equipment • Cooling & Ventilation • Radiation shielding • Access control, evacuation (E)Interfaces-Linac4 as a part of : • Present Injection Complex • Future SPL Linac4 meeting 12 March 2009

9. sLHC SpecCom - Check List (F)Possible impact of the incompleteness of tender documentation on cost. (G) Warranty aspects (e.g. if long storage before final operation). Linac4 meeting 12 March 2009