Doing business with CERN Visit of Mr. Janis Upenieks Parliamentary Secretary Ministry of Economics Republic of Latvia Visit of Latvian companies Jérôme Pierlot 17 January 2018
Agenda • • • Introduction What do we buy Procurement and Industrial Service Group • • • Principles Procedures and Rules Contacts How to become a successful supplier Results of contracts with CERN 2
Legal framework • CERN, an Intergovernmental Organization, was established in July 1953, by the “Convention for the establishment of a European Organization for Nuclear Research”; • As an Intergovernmental Organization, CERN is not a legal entity under national law but governed by public international law; • CERN is therefore entitled to establish its own internal rules necessary for its proper functioning, such as the rules under which it purchases equipment and services. 3
Legal framework - Founded in 1954 : 12 Member States, “Science for Peace” - Today : 22 Members States, 5 Associate Member States ~ 2500 staff, & ~ 1800 other paid personnel ~ 13000 scientific users Annual Budget ~ 1100 MCHF 4
Legal framework Member States : 22 Associate Member States: 5 Associate Members in the Pre-Stage to Membership: 3 Applications for Membership or Associate Membership Observers to Council 5
Annual Budget 6
What do we buy @ CERN ? • Recurrent supplies & services • Accelerator technologies required for consolidation projects and new developments 7
Recurrent supplies & services • Civil engineering: Buildings, roadworks • Utilities Cooling & ventilation Power distribution, cables, overhead cranes • Infrastructure & services Metal structures Mechanical engineering Radiation shielding Transport & handling Safety & access control • Installation, operation & maintenance • Data acquisition, computing & networking • Various supplies Furniture, tooling, gases, etc. 8
Accelerator Technologies • • • Industrial controls & field buses Timing & “fast” real-time controls Beam collimation Beam injection, ejection & dump Radio-frequency equipment Power converters Beam instrumentation & diagnostics Permanent and electro-magnets Cryogenic equipment Vacuum equipment 9
Standard or non-standard - Off-the-shelf or non-standard products which can be produced with existing manufacturing techniques and/or technologies Þ functional specification - Non-standard products where industry has neither the required knowhow nor the immediate interest to develop and design the products for its existing markets Þ built to print specification - Prototypes and/or pre-series needed? 10
Procurement Expenditures 2000 - 2017 11
CERN Shopping List URL : https: //found. cern. ch/java-ext/found/CFTSearch. do 12
Procurement and Industrial Service Group The mission of the Procurement and Industrial Services group is to: • • • procure all supplies and services for CERN; meeting all requirements; at the lowest possible overall cost, while; • achieving balanced industrial return for the CERN Member States, and; • respecting the CERN Procurement Rules. 13
Procurement Principles - Transparency and Impartiality: CERN purchases supplies and services and awards contracts in compliance with the principles of transparency and impartiality - Limited Tendering: CERN invitation to tender (Price Inquiry and Call for Tender are limited to firms established in Member States and Associated MS - Objectivity and Fair competition: CERN Invitation to tender documents are drafted in an objective way so as to guarantee fair competition 14
Procurement Principles - Selective tendering procedure: As a rule, CERN’s tendering procedure is selective and does not take the form of open invitations to tender or price enquiries - Confidentiality: The opening, evaluation processes and negotiation of the bids are strictly confidential - Adjudication basis: Is either the lowest or represents the best value for money. 15
Procedures for obtaining offers 16
Procedure for obtaining offers - Requirements < 10 k CHF - 10 k CHF ≤ Requirements < 200 k CHF - Requirements ≥ 200 k CHF 17
Procedure for obtaining offers Requirements < 10 k CHF - Price enquiry by Technical Officer or Procurement Officer Users may issue enquiries directly provided CERN procurement rules are followed - Minimum of 3 bids requested - Purchase Order made to the lowest compliant bidder 18
Procedure for obtaining offers 10 k CHF ≤ Requirements < 200 k CHF - Technical specification prepared by Technical Officer - Price enquiry by Procurement Officer - Minimum of 3 to 5 bids requested - Purchase Order made to the lowest compliant bidder 19
Procedure for obtaining offers Requirements ≥ 200 k CHF - Internal Approval (Departmental Request) - Start-up Meeting to define strategy - Announcement Shopping List & ILO - Market Survey q q q → Preparation of documents Specification committee List of firm Issuance of documents MS analysis and visit to firms when necessary List of qualified firms 20
Procedure for obtaining offers Requirements ≥ 200 k CHF - Call for Tender documents q q q Preparation of documents Specification committee Issuance of documents Bidders conference Clarification process (procurement. service@cern. ch) Submission deadline - Opening of the bids 21
Procedure for obtaining offers Requirements ≥ 200 k CHF - Analysis of the bids q q q Price calculation ok? Technical compliance? All requested documents submitted? Country of origin of bid? Alignment rule? - Contractual negotiation - Contract 22
Country of Origin - Supply contract: Country(ies) in which the goods are manufactured or where the last major modification will take place. If at least 60% of the total amount of the bid comes from poorly balanced Member States, then the whole bid will be treated as that from a bidder in a poorly balanced Member State. - Service contract: Country(ies) in which the bidder is established 23
Industrial Return Coefficient The Industrial Return Coefficient (IRC) of a Member State is defined as the ratio between that Member State's percentage share of the value of all Supply contracts and that Member State's percentage contribution to the CERN Budget over the same period. - Well balanced Member States: IRC ≥ 0. 90 - Poorly balanced Member States: 0. 30 ≤ IRC < 0. 90 - Very Poorly balanced Members States : IRC < 0. 30 24
Industrial Return Coefficient 25
Industrial Return Coefficient IRC 26
The Alignment Rule - Only for contract paid by CERN budget - Only for supply contracts - Only for contracts to be awarded on the lowest compliant bid basis - Only for contracts exceeding 100’ 000 CHF in value A bidder offering goods originating from poorly balanced Member States is offered to align his price, under certain conditions, to that of the lowest bidder and thereby be awarded the contract 27
Basis of award - Supply Contract : q Lowest compliant q Based on FCA price q Lowest compliant, …. . but …. . not lowest cost q Takes into account: § § § Initial investment Energy consumption Spares Maintenance Training, etc. Disposal costs 28
Basis of award - Service contract : «Best Value for Money» basis → to the bidder submitting the most economically advantageous bid 29
Contact with CERN -Procurement web page : http: //procurement. web. cern. ch/ 30
Contact with CERN - Procurement Service : http: //procurement. web. cern. ch/en/who-to-contact-at-cern Procurement. Service@cern. ch - Technical contacts by field of activity: http: //procurement. web. cern. ch/who-to-contact-at-cern/technicalcontacts 31
Contact in your country - ILO: Industrial Liaison Officer - The activities of the ILO consist in: q q q informing companies about the opportunities at CERN helping and supporting companies to take part advising about invitation to tender liaising with CERN, procurement and/or technical officer informing the procurement office about potential suppliers and, providing support to businesses in the event of any difficulty in the interaction with CERN ILO will meet on regular basis in an ILO forum where they discuss with CERN management any amendments to procurement rules, as well as actions that could improve interaction with industries and improve the balance of the industrial return between Member States. 32
Contact in your country - ILO: Industrial Liaison Officer http: //procurement. web. cern. ch/en/who-to-contact-in-your-country 33
Advices - Make yourself known… …. . And register in our database ! http: //procurement. web. cern. ch/en/register-for-our-suppliersdatabase 34
Advices - Contact your ILO and/or procurement officer - Take Regular contacts with technical or procurement officer to learn about future needs - Do not be shy, do not hesitate to question 35
Successful bidders & contractors - 100 % of them have tried ! - Often small – medium sized and flexible firms - Ensure full understanding of specifications Exceeded specifications may be too expensive (adjudication to lowest compliant bid for supplies) - Communicate with CERN (problems, issues, alternatives, etc. ) - Take into account test requirements and documentation - Make best offer directly - Ensure good working relationship with partners and sub-contractors 36
Result of contracts with CERN ü 38% had developed new products ü 42% increased international exposure ü 44% improved technological learning ü 52% would have had poorer sales performance without CERN ü 17% opened a new market ü 60% acquired new customers All firms had derived great value from CERN as a marketing reference 37
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