INVITATION TO TENDER
PROCEDURE
IT–4144/SMB/HL-LHC (Point 1)
IT-4155/SMB/HL-LHC (Point 5)
Two Tender Processes

2 IT:
IT–4144/SMB/HL-LHC (Point 1)
IT-4155/SMB/HL-LHC (Point 5)

2 Consultants:
A same bidder will not be awarded both contracts
Key dates

Invitation to Tender issued:
17 December 2015 (IT-4144) and 18 December 2015 (IT-4155)
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Compulsory bidders’ conference: 29 January 2016

Bids to be returned to CERN by 26 February 2016

Finance Committee: 15 June 2016

Contract clarification and notification

Start of the contract: End of June 2016
Please do not request information concerning the
outcome before FC approval
IT documents

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Tender form + annexes (Resource Forms)
Technical specification + annexes
Evaluation questionnaire
General Conditions for Invitations to Tender
CERN/FC/5312-I/Rev
Instructions for the preparation of bids
Form of contract
Terms of appointment of a panel of
adjudicators (to be dispatched)
Clarification Process
All questions shall be addressed
in writing to
Lisa.Bellini.Devictor@cern.ch
Requests for clarification should be
received earlier than 12 February
Clarification Process

All requests for clarification and CERN’s
answers will be sent to all bidders, without
identification of the source

Bidders shall acknowledge receipt of the
email

Cover letter with bid shall acknowledge each
individual CERN clarification correspondence
received
Clarification Process
Purpose:
•
•
Request missing information in the IT or clarify
potential ambiguity in the IT
not submission to CERN of requests for
changes / qualifications to the contract or to any
other tender document
Any requested change to the tender documents
shall be indicated in the bid (tender form) and
will be assessed by CERN as part of the
compliance of that bid
Basis of Award
«Best Value for Money»
award to the bidder submitting
the most economically advantageous bid
Selection & Adjudication Criteria
(ref: section 3.1 of the tender form)
The following criteria and weights will be
applied by CERN to evaluate the bids:
Criterion
Weight
Price (inc. all relevant costs)
60
Quality
40
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Technical refrences
Contractual organisation and staffing
Experience and qualification of key
personnel
Proposed design methodology
Quality Assurance procedures
TOTAL
100
Scoring
(ref: section 3.2 of the tender form)
Total weighted score = (weighted quality score) + (weighted price score)
Where:
Weighted Quality Score =
Quality weight
∗ Quality score for bid X
Highest possible quality score
Accordingly, the maximum price score is awarded to the lowest compliant bid
Weighted Price Score = Price weight – 50 ∗ (
Price for bid X
− 𝟏) C
Price of the lowest bid
Most economically advantageous bid shall be the one
with the highest Total weighted score
G
Quality assessment
•
Will be based on the Evaluation Questionnaire
•
Bear in mind that: “The questionnaire duly
signed constitutes the bidder’s technical
offer, which terms shall become binding in
case of award of contract. ’’
•
CERN reserves the right to eliminate bids with a
weighted quality score below 20
Price Basis
(ref: section 4 of the tender form)
All prices shall be quoted in the currency indicated in
section 4.2 of the tender form, free of taxes, not
subject to revision until 31 December 2018 (ref.
Clause 12.4 of the contract)
Bidders are invited to complete RESOURCE FORMS
1 to 6 and to report the indicated total amounts in table
3 of section 4.3 of the tender form
Remuneration
Remuneration and payment conditions are defined in the
contract
 Design services (1-2-3) shall be paid on the basis of
lump sum amounts quoted in Resource Forms 1 to 3
(schedules of payment defined in Appendix A)

Construction management services shall be paid
monthly in arrears, on the basis of the monthly rates
quoted in Resource Form 4

Phase 5 services shall be paid monthly in arrears, on
the basis of the daily rates quoted in Resource Form
5
Performance Guarantee
The first invoice shall be
accompanied
by
a
bank
guarantee
from
a
bank
approved by CERN (BBB+ at
least) of 10 % of the amount of
the design phases and valid
until issuance of performance
certificate
VAT

Prices shall take into account CERN’s exoneration from
VAT and import duties

VAT shall be subject to the rules and invoicing
instructions as defined under the following link:
http://cern.ch/doc/vat.html OR http://cern.ch/doc/tva.html
Instructions for submission
CERN will apply a double-envelope
procedure for the opening of the bids
Bidders shall establish a commercial and a
technical bid to be submitted in two separate
envelopes BUT sent in one single envelope
bearing the reference of the invitation to tender.
Please refer to the document « Instructions for the
submission of bids»
Return Date
Bids shall be returned to CERN on
26th February, 5PM at the latest
The postmark will be accepted as proof of date of posting
Information Contact
Lisa Bellini-Devictor
T: +41 22 767 36 26
Lisa.Bellini.devictor@cern.ch
Law Applicable
to Contractor’s Personnel
Reminder
According to its status CERN has
established its own rules (i.e. SRR, safety
rules, CPR) which are applicable to all
HOWEVER: Contractors shall comply with
common law as well as CERN rules