REPLACEMENT AND MAINTENANCE OF LIFTS GIVING ACCESS TO LHC UNDERGROUND AREAS TENDERING PROCEDURE IT-4056/EN 105 December 2014 Floris Bonthond.

REPLACEMENT AND MAINTENANCE OF LIFTS GIVING ACCESS TO LHC

UNDERGROUND AREAS

TENDERING PROCEDURETENDERING PROCEDUREIT-4056/ENIT-4056/EN

1105 December 201405 December 2014 Floris BonthondFloris Bonthond

CONTACT FOR INFORMATIONCONTACT FOR INFORMATION

Floris BonthondFloris Bonthond

Tel: +41 22 767 31 43Tel: +41 22 767 31 43

E-mail: [email protected]: [email protected]


DOCUMENTATIONDOCUMENTATION Tender Form and Technical QuestionnaireTender Form and Technical Questionnaire Technical Specification and its annexesTechnical Specification and its annexes Selection and Adjudication Criteria for Supply ContractsSelection and Adjudication Criteria for Supply Contracts General Conditions for Invitations to Tender CERN/FC/5312-IGeneral Conditions for Invitations to Tender CERN/FC/5312-I General Conditions of CERN Contracts CERN/FC/5312-IIGeneral Conditions of CERN Contracts CERN/FC/5312-II Working on the CERN SiteWorking on the CERN Site

(Please refer to email received for more info and URL).(Please refer to email received for more info and URL).


TENDERING PROCEDURETENDERING PROCEDURE Bids to be Bids to be uploaded* on the CERN e-tendering application at: uploaded* on the CERN e-tendering application at:

https://cds.cern.ch/record/1971950 not later than: not later than: 08 January 2015 – 4:00 pm (expressed in Europe/Zurich time (expressed in Europe/Zurich time zone - Please take into account the uploading time)zone - Please take into account the uploading time)

Bid evaluationBid evaluation Contract negotiationContract negotiation CERN Finance CERN Finance CommitteeCommittee approval (March 2015)approval (March 2015) Start of contractStart of contract

** Unless explicitly stated otherwise by CERN, bids shall, in no event, be sent by post, e-mail or fax. CERN will only accept bids that have been submitted via its e-tendering application.


BASIS OF AWARDBASIS OF AWARDAdjudication basis:Adjudication basis:

The contract shall be awarded on a The contract shall be awarded on a

« lowest technically compliant » basis « lowest technically compliant » basis

to the bidder whose bid complies with all the technical, financial to the bidder whose bid complies with all the technical, financial and delivery requirements and is the lowest*.and delivery requirements and is the lowest*.

* Subject to the Rules aiming at achieving a well balanced industrial return coefficient for * Subject to the Rules aiming at achieving a well balanced industrial return coefficient for Member States (MS).Member States (MS).


Selection and adjudication criteriaSelection and adjudication criteriaImprove the distribution of our purchases among CERN Improve the distribution of our purchases among CERN

Member StatesMember States Country of origin: In accordance with standards defined by EU, i.e. Country of origin: In accordance with standards defined by EU, i.e.

the country(ies) where the supplies (including their components and the country(ies) where the supplies (including their components and sub-assemblies) are manufactured or undergo the last major sub-assemblies) are manufactured or undergo the last major transformation by the contractor or his sub-contractors.transformation by the contractor or his sub-contractors.

The return coefficient of a Member State is defined as the ratio The return coefficient of a Member State is defined as the ratio between that Member State's percentage share of the value of all between that Member State's percentage share of the value of all Supply Contracts and that Member State's percentage contribution to Supply Contracts and that Member State's percentage contribution to the CERN Budget over the same period.the CERN Budget over the same period.

Well balanced Member States until March 2015: CH - FR - HU - PT.Well balanced Member States until March 2015: CH - FR - HU - PT. The tender shall be treated as that from a poorly balanced (PB) MS The tender shall be treated as that from a poorly balanced (PB) MS

provided that the value of the supplies originating in one or more PB provided that the value of the supplies originating in one or more PB MS is not less than 60% of the total amount of the contract.MS is not less than 60% of the total amount of the contract.


The The alignmentalignment rule (1) rule (1) Lowest Bid from a PB MS Lowest Bid from a PB MS contract contract

1 2

Bid

[CH

F]

Well Balanced MS Poorly Balanced MS

Bid

Bid

Bid

Bid

BidCase 1

Contract

Case 2

Case 2a

Case 2b

Case 2c


The alignment rule (2)The alignment rule (2) Lowest Bid from a WB MSLowest Bid from a WB MS

negotiations if difference < 20%negotiations if difference < 20%

Case 1

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


Bid

Bid

BidBid

< 20%

Bid


Contract

The alignment rule (3)The alignment rule (3)• Case 2a:Case 2a: 1st bidder from PB MS aligns 1st bidder from PB MS aligns contract contract

Case 1

Contract

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


BidBid

BidBid

< 20%

Bid


The alignment rule (4)The alignment rule (4)• Case 2bCase 2b, if not , if not 2nd lowest bidder from PB MS aligns 2nd lowest bidder from PB MS aligns

contractcontract

Case 1

Contract

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


Bid

Bid Bid

Bid

< 20%

Bid


The alignment rule (5)The alignment rule (5)• Case 2cCase 2c, if not alignment , if not alignment contract placed with the contract placed with the

lowest bidder from WB MSlowest bidder from WB MS

Case 1

Case 2

Case 2a

Case 2b

Case 2c

1 2

Bid

[CH

F]


Bid

Bid

BidBid

< 20%

Bid


Contract

PRICE BASIS All prices shall be quoted either in CHF or the national All prices shall be quoted either in CHF or the national

currency of the bidder or the currency in which the bidder has currency of the bidder or the currency in which the bidder has major expenses (to be indicated in the Tender Form), not major expenses (to be indicated in the Tender Form), not subject to revision until 31 March 2018.subject to revision until 31 March 2018.

They shall take into account CERN’s exoneration from VAT They shall take into account CERN’s exoneration from VAT and import duties.and import duties.

The adjudication shall be based on the Free Carrier (FCA) The adjudication shall be based on the Free Carrier (FCA) Incoterms 2010 conditions.Incoterms 2010 conditions.


TENDER FORM Please fill in all the positions of tables 1 to 5 of Art. 3 of the Please fill in all the positions of tables 1 to 5 of Art. 3 of the

Tender Form and make sure that all that is requested is Tender Form and make sure that all that is requested is included.included.

Please make sure that all the documents that are requested in Please make sure that all the documents that are requested in section 17 of the Tender Form (Documents to be attached to section 17 of the Tender Form (Documents to be attached to the bid) are included. the bid) are included. CERN reserves the right to disqualify CERN reserves the right to disqualify any bidder who does not supply all the requested documents.any bidder who does not supply all the requested documents.


VAT

VAT shall be subject to the rules and invoicing VAT shall be subject to the rules and invoicing instructions as defined under the following links: instructions as defined under the following links:

http://cern.ch/doc/vat.html http://cern.ch/doc/vat.html OR OR http://cern.ch/doc/tva.htmlhttp://cern.ch/doc/tva.html


APPLICABLE LAW

The law applying to the working conditions of The law applying to the working conditions of the contractor’s personnel for this contract the contractor’s personnel for this contract will be the will be the French law. Details will be given in the French law. Details will be given in the next presentation.next presentation.


PAYMENT CONDITIONS The payment of any invoice shall be subject to the provision by the The payment of any invoice shall be subject to the provision by the

contractor of a bank guarantee issued by a bank approved by CERN contractor of a bank guarantee issued by a bank approved by CERN (rating of BBB+ at least with proof of rating) at the start of the contract:(rating of BBB+ at least with proof of rating) at the start of the contract:• 10% of the total estimated amount of the supply + 10% of the total estimated 10% of the total estimated amount of the supply + 10% of the total estimated

amount for the service.amount for the service.• See template in annex 1 of our General Conditions.See template in annex 1 of our General Conditions.

Payments for the supply:Payments for the supply:• 10% of the total amount 10% of the total amount of the release order of the release order after after acknowledgement.acknowledgement.• 20% of the total amount of the release order following approval of the Detailed 20% of the total amount of the release order following approval of the Detailed

Design File by CERN.Design File by CERN.• 30% of the total amount of the release order following successful site acceptance 30% of the total amount of the release order following successful site acceptance

tests.tests.• 40% of the total amount of the release order following release by CERN of the final 40% of the total amount of the release order following release by CERN of the final

acceptance certificate for the supply concerned, delivery of all the documentation acceptance certificate for the supply concerned, delivery of all the documentation and completion of the training.and completion of the training.


PAYMENT CONDITIONS Payments for the service:Payments for the service:

• The service shall be paid monthly in arrears.The service shall be paid monthly in arrears.• If the service has not been fully performed or where penalties are applicable, the If the service has not been fully performed or where penalties are applicable, the

invoice shall reflect the corresponding reduction in price. The list of applicable invoice shall reflect the corresponding reduction in price. The list of applicable penalties can be found in Annex 1 of the Tender Form.penalties can be found in Annex 1 of the Tender Form.

05 December 201405 December 2014 Floris BonthondFloris Bonthond 1717

DESIGN STUDY For each lift, the contractor shall submit to CERN a Detailed Design File for approval For each lift, the contractor shall submit to CERN a Detailed Design File for approval

as specified in sections 2.4.1 and 3.1.6.1 of the technical specification.as specified in sections 2.4.1 and 3.1.6.1 of the technical specification.

CERN shall carry out a detailed verification of the proposed design and give its CERN shall carry out a detailed verification of the proposed design and give its approval or refusal in writing within two weeks. In case the study is refused by CERN, approval or refusal in writing within two weeks. In case the study is refused by CERN, the contractor shall forthwith and at his own expense take such remedial measures the contractor shall forthwith and at his own expense take such remedial measures as may be required to submit a satisfactory study within two weeks of CERN’s as may be required to submit a satisfactory study within two weeks of CERN’s request.request.

If the contractor fails to take the requested remedial actions according to CERN’s If the contractor fails to take the requested remedial actions according to CERN’s request, CERN may terminate the release order and/or the contract in whole or in part request, CERN may terminate the release order and/or the contract in whole or in part with immediate effect in accordance with Articles 28 and 30 of the General Conditions with immediate effect in accordance with Articles 28 and 30 of the General Conditions of CERN Contracts.of CERN Contracts.

In any case, component ordering and equipment manufacture shall not start without In any case, component ordering and equipment manufacture shall not start without CERN’s written prior approval of the design study.CERN’s written prior approval of the design study.


ACCEPTANCE - SUPPLY Step 1: After acceptance tests and during the next six months of operation, CERN will Step 1: After acceptance tests and during the next six months of operation, CERN will

monitor the performance of the lift. If necessary, the industrial test period will be monitor the performance of the lift. If necessary, the industrial test period will be extended by six months once.extended by six months once.

Step 2: After one year or 45 000 trips (first criteria reached), the final assessment of Step 2: After one year or 45 000 trips (first criteria reached), the final assessment of the lift’s performance will be made and penalties will be applied as defined in the the lift’s performance will be made and penalties will be applied as defined in the tender form.tender form.

The acceptance of the supply shall be granted after release by CERN of the final The acceptance of the supply shall be granted after release by CERN of the final acceptance certificate for the supply concerned (after step 1 or 2).acceptance certificate for the supply concerned (after step 1 or 2).


SPECIFIC COMMERCIAL ISSUES DELIVERY SCHEDULE: Art. 4.1.1 of Technical Specification. Detailed schedule in each release DELIVERY SCHEDULE: Art. 4.1.1 of Technical Specification. Detailed schedule in each release

order. Please beware of access constraints.order. Please beware of access constraints.

WARRANTY: two years (Art. 25 of General Conditions of CERN Contracts).WARRANTY: two years (Art. 25 of General Conditions of CERN Contracts).

COMBINATION OF FIRMS: combined competence and experience shall cover all the specified COMBINATION OF FIRMS: combined competence and experience shall cover all the specified technical domains of this Invitation to Tender.technical domains of this Invitation to Tender.

SUBCONTRACTING is SUBCONTRACTING is permitted but limited to 30% of the amount of the bid.permitted but limited to 30% of the amount of the bid.

ALTERNATIVE PROPOSALS: (Art. 14 of General Conditions for IT): alternatives can be ALTERNATIVE PROPOSALS: (Art. 14 of General Conditions for IT): alternatives can be proposed but they shall always be in proposed but they shall always be in additionaddition to the conforming bid. to the conforming bid.

PENALTIES - Supply: Art. 11 – Tender Form: 1% of the amount of the release order concerned PENALTIES - Supply: Art. 11 – Tender Form: 1% of the amount of the release order concerned ((cumulative total penalty limited to 5 %) cumulative total penalty limited to 5 %) for for each complete week of delay each complete week of delay of the contractual of the contractual delivery date stipulated for each milestone + non-conformity penalties.delivery date stipulated for each milestone + non-conformity penalties.

PENALTIES – Service: PENALTIES – Service: Non-conformities may be penalised by CERN through the deduction of a Non-conformities may be penalised by CERN through the deduction of a penalty percentage from the monthly invoiced amount. penalty percentage from the monthly invoiced amount.


CLARIFICATION PROCESS All requests for clarification shall exclusively be addressed by email to Floris All requests for clarification shall exclusively be addressed by email to Floris

Bonthond.Bonthond.

CERN will answer all the requests for clarification received earlier than 7 calendar CERN will answer all the requests for clarification received earlier than 7 calendar days prior to the deadline for the submission of the bids. Please be take into account days prior to the deadline for the submission of the bids. Please be take into account that CERN is closed from 20 December 2014 until 4 January 2015.that CERN is closed from 20 December 2014 until 4 January 2015.

CERN’s answers will be sent to all bidders, including the requests for clarification but CERN’s answers will be sent to all bidders, including the requests for clarification but without identifying the sources.without identifying the sources.

Bidders shall acknowledge receipt of the Q&A documents and acknowledge in its bid Bidders shall acknowledge receipt of the Q&A documents and acknowledge in its bid cover letter each individual CERN clarification correspondence received.cover letter each individual CERN clarification correspondence received.


THANK YOUFOR YOUR ATTENTION


REPLACEMENT AND MAINTENANCE OF LIFTS GIVING ACCESS TO LHC UNDERGROUND AREAS TENDERING PROCEDURE IT-4056/EN 105 December 2014 Floris Bonthond.

Documents

cern site

cern budget

cern etendering application

floris bonthond slide

member states percentage

supply contracts selection

tender cernfc5312

tendering procedure