Procuring
supplies
at
CERN
Questionnaire – Risk Matrix)
Presentation for EN
FP-PI Structure and
Procurement Responsibilities & Rules
Anders Unnervik, Boi-Lan Lemoine
9 September 2014
Agenda
1. FP Structure & 2013
Statistics
2. Responsibility
3. Influences & Procedures
4. < 10 kCHF
5. 10 to 200 kCHF
6. > 200 kCHF
7. Procurement Strategy
8. Payment
«In conclusion; our major contract
expires tommorrow, we have no idea of
what we want, and no knowledge of the
market. It is time to pass this across to
the procurement team…»
2
1
FP Structure &
2013 Procurement statistics
“Bridge the gap between Means and Ends”
Anders UNNERVIK
Boi-Lan LEMOINE
Accelerators and
Technology Section
(FP-PI-AT)
Purchases of supplies
exceeding 200 kCHF
for the Accelerators
and Technology Sector
All purchases and
price enquiries below
200 kCHF.
Bjorn JENSSEN
Ivo LOBMAIER
Floris BONTHOND
Adam HORRIDGE
Sandrine MAGNAN
Nordine AZIZI
Sarah PAMELARD
Dominique TROLLIET
Arielle GAIDON
Laurence MADINIER
Lisa BELLINI-DEVICTOR
Dante GREGORIO
Cristina LARA
Admin. and General
Infrastructure
Section (FP-PI-AG)
Research and
Computing Section
(FP-PI-RC)
Industrial Services
Section (FP-PI-IS)
Purchases of supplies
exceeding 200 kCHF for
the Admin. and General
Infrastructure Sector and
the CERN Pension Fund,
including CERN's stores
orders, insurance and
civil engineering works
contracts
Purchases of supplies
exceeding 200kCHF for
the Research and
Computing Sector and
orders for computing ,
hotels and conferences
Procurement of
services exceeding
200kCHF
Quality Assurance
Service for the
Procurement Service
Laszlo ABEL
Fatima NAJEH
Hiba GERSTER
Fleur ZROUNBA
Sebastien SONNERAT
Alexandra HAHNELBORGEAUD
Stephanie BLANCHARD
Sandra BENOIT-GODET
Alexandre TABARY
Emilia KWIATKOWSKA
Anne MANSUY
Pascal DROUX
Aissa BOUBOU
Gaelle BREUILLAUD
1. Close link between the procurement
function and organizational objectives and
strategies;
2. Unlike private sector where the focus is
profit, CERN is accountable to the taxpayers
of its member states whose money is being
spent, including disappointed bidders and
potential suppliers;
3. Procedures and practices have been put
into place to stand up to the scrutiny of
auditors and member states on purchasing
decision made.
Purchasing Supplies — Procurement Strategy
CERN — 28/2/14
1.2 Procurement function @ CERN
5
1.3 Procurement objectives @ CERN
• The Procurement and Industrial Services (FP-PI)
Group procures all supplies and services for
CERN, meeting the:
• specified and contractual technical,
• while achieving balanced industrial return for
the CERN Member States.
Purchasing Supplies — Procurement Strategy
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delivery and performance requirements
at the lowest possible overall cost,
6
1.4
What Supplies did we buy in 2013?
EN
11.1%
12.3%
GS
23.2%
17.0%
TE
BE
IT
9.8%
352 Million CHF
10.4%
PH
16.1%
All others
1.5 What supplies did we buy for EN in 2013?
Supplies for EN : 81 MCHF
Design studies, 5,384,296
Miscellaneous, 6,574,015
Civil engineering buildings,
25,994,393
Particules detectors, 201,802
Vacuum and low-temperature
technology, 1,455,720
Computer systems ans
communications, 1,151,760
Electronics, 3,609,828
Electrical engineering and
energy, 21,243,482
All amounts are in Swiss francs (MCHF)
CERN — 28/5/14
Mechanical structures,
16,144,299
1.6
What services did we buy in 2013?
166 MCHF
3.2%
4.0%
3.5%
GS
4.1%
Temporary Labour
contract, 5.2
TE
6.3%
34.4%
work an minor work
contracts, 47.3
EN
BE
IT
19.7%
24.8%
DGS
PH
Maintenance contracts,
31.7
Services contracts, 82.1
All amounts are in Swiss francs (MCHF)
CERN — 28/5/14
All others
1.7
What Services do we buy for EN ?
Services for EN : 57 MCHF
Temporary Labour
contract, 926,788
Maintenance contracts,
17,824,231
All amounts are in Swiss francs (MCHF)
Services contracts,
20,716,909
CERN — 28/5/14
work an minor work
contracts, 17,745,611
Well and poorly balanced
status for adjudication
purposes for the period
1 March 2014 – 28 Feb 2015
Based on payments in 2010,
2011, 2012 and on payments
and outstanding commitments
for 2013
Austria
Belgium
Bulgaria
Switzerland
Czech Republic
Germany
Denmark
Spain
Finland
France
United Kingdom
Greece
Hungary
Israel
Italy
Netherlands
Norway
Poland
Portugal
Romania
Serbia
Sweden
Slovakia
Supplies
Industrial Services
Return
Coefficient
Return
Coefficient
Target: 0.91
0.55
0.34
0.75
4.50
0.90
0.62
0.28
0.47
0.45
1.88
0.35
0.36
1.31
0.65
0.81
0.43
0.18
0.69
1.19
0.38
0.42
0.40
0.30
Target: 0.4
0.48
0.01
0.38
6.96
0.00
0.08
2.41
1.04
0.00
2.80
0.42
0.09
0.00
0.00
0.25
0.93
0.00
0.00
0.10
0.00
0.00
0.00
0.00
Sub-Total
0.91
Other States
0.09
Targets
0.91
CERN/FC/5806/RA
CERN — 28/5/14
1.8 Industrial return status
0.40
11
from the lowest
return to the
highest
Industrial
Return
Coefficient
2009-2012
return
2013
Coefficient
2010-2013
Norway
0.2
0.11
0.18
Denmark
0.16
0.58
0.28
Slovakia
0.32
0.31
0.3
Belgium
0.29
0.41
0.34
United Kingdom
0.34
0.33
0.35
Greece
0.38
0.25
0.36
Romania
0.34
0.44
0.38
Sweden
0.39
0.46
0.4
Serbia
0.06
0.61
0.42
Netherlands
0.44
0.42
0.43
Finland
0.5
0.31
0.45
Spain
0.31
0.86
Austria
0.51
0.52
0.47
0.55
Germany
0.58
0.72
0.62
Israel
0.72
0.6
0.65
Poland
0.76
0.46
0.69
Bulgaria
0.37
1.52
0.75
Italy
0.6
1.22
0.81
Czech Republic
1.13
0.46
0.9
Portugal
1.29
0.74
1.19
Hungary
0.86
2.17
1.31
France
2.05
1.52
1.88
Switzerland
4.88
4.57
4.5
CERN/FC/5806/RA
CERN — 28/5/14
1.9 Industrial return
supplies
Return
12
2
Division of responsibilities in
procurement @ CERN
2.1 Management Responsibilities
(i) Management, Project Leaders/Coordinators:
 Understand CERN’s broader strategies and objectives;
 Identify procurement objectives & formulate strategy
 Determine critical success factors and KPI’s;
 Review the effectiveness
of decisions and performance;
 Encourage continuous improvement of the procurement process.
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 Ensure cooperation between managers,
technical and procurement staff by means
of review committees ;
14
2.2 Technical Responsibilities
(ii) Technical :
 Evaluate the need and specify requirements;
 Consult procurement staff
 Plan realistically
 Allow sufficient time for the procurement
process;
 Avoid splitting requirements;
 Avoid over-specifying requirements;
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 Keep informed on market developments;
 Monitor contractor’s performance;
 Inform the procurement as soon as
problems arise!
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2.3 Procurement Responsibilities (1)
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(iii) Procurement :
Formulate and implement procurement strategies for each
requirement in collaboration with the technical officers;
Assist in the development and review of the technical
specifications with technical officers;
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2.4 Procurement Responsibilities (2)
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(iii) Procurement :
Draw up the tender forms, based on the technical
specifications, formulate the basis of adjudication, prior to
seeking offers;
Ensure that bidding documents are clear, concise and
consistent in collaboration with the technical officers.
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2.5 Procurement Responsibilities (3)
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(iii) Procurement :
Negotiate favorable conditions with suppliers;
Contract administration;
Assist in the continuous improvement of the procurement
process.
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2.6 Fraud issues
Fraud or perception of Fraud will have a negative
impact on the organisation!
 Bid rigging - where suppliers collude with or
without the knowledge of CERN Staff to control the
tender process.
 Manipulation of specifications – where inadequate
bid specifications in order to facilitate the selection
of a favored bidder
 Corruption – where CERN staff leak helpful
information to a favored bidder while withholding
such information from other bidders.
 Do not pick up goods from the suppliers
premises
 Do not ask firms to deliver supplies prior to the
establishment of an order.
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Reminder:
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3
Influences & Procurement Procedures
3.1 Influences on Procurement Strategy
4. Cost
5. Non-cost
factors
3. Supply
market
6. Risks
2. Demand
Strategy
7. Stakeholders
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1. Objectives
Purchasing Supplies — Procurement Strategy
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3.2 Definition of Supply contracts:
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Contracts for supplies of equipment including
R&D contracts, machinery, magnets,
electricity, telecommunications and insurance
contracts as well as maintenance and leasing
contracts covering data processing, printing
and telecommunication equipment.
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3.3 a function of Price:
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Procedure = ƒ( Price estimate )
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3.4 Thresholds:
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3.5 Time:
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Requirements below 10’000 CHF
Range: 0 CHF – 1000 CHF
Range: 1’000 CHF – 5’000 CHF
Range: 5’000 CHF – 10’000 CHF
4
‘
Centrale d’Achat 10 kCHF’
Ms. Sarah Pamelard
0 CHF – 1’000 CHF
Ms. Arielle GAIDON
Ms. Laurence MADINIER
1’000 CHF – 5’000 CHF
Ms. Dominique TROLLIET
5’000 CHF – 10’000 CHF (*)
“
“
CERN — 15/08/11
Purchasing Supplies — Procurement Rules
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6.2
Definitions
COUNTRY OF ORIGIN :
The country in which the supplies (including their components
and sub-assemblies) are manufactured or undergo the last
major transformation by the contractor or his sub-contractor(s).
CERN PAYMENT TERMS:
VALID SINGLE TENDER JUSTIFICATIONS:
The compatibility with supplies already installed at CERN.
No technical equivalence on the market.
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One month net from acceptance of the supplies by CERN and
receipt of a correct invoice.
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•
•
•
•
Only one written offer is necessary
Orders are sent by fax
If purchasing support is required please
select ‘’no’’ in the field ‘’ automatic
treatment”
Regular controls are made by
purchasing to insure no ‘multiple orders’
are made (salami tactic)
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6.3 Order value below 1k CHF
(Automatic)
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6.4
Saving Time & Increasing Efficiency
•
•
•
•
•
•
•
•
Incorrect or missing information in supplier entry
(especially wrong fax number)
CERN General Terms & Conditions not accepted
Advance payment requested
If the country of origin not indicated it is defaulted to
firm’s country
Order does not have a value if price entered is
‘’Approx’’
Currency is incorrect
For Swiss suppliers, an A/OI form needs to be
prepared by procurement and will be sent to the firm’s
commercial contact
Invoices must be sent to accounts-payable@cern.ch
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CAUSES FOR DELAYS (Orders below 1k CHF)
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6.5
Order Value between 1k CHF to 5k CHF
One written offer is necessary
•
Simplified template available on FP site
•
Orders are sent by post
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•
Purchasing Supplies — Procurement Rules
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6.6
Saving Time & Increasing Efficiency
•
•
•
•
•
•
•
•
Supplier entry (not filled out or wrong supplier)
Country of origin (not indicated or not explicit in
supplier’s offer)
Transport terms not indicated or not aligned with FCA
or DAP, Incoterms 2010 CERN
Suppliers request advance payments
Information in EDH (DAI) does not match offer
Only one line is created for several articles
Data entered in EDH in French and English (mix) or
inconsistent with language of offer (ENG/FRA)
DAI received by FP from same user/group is for the
same supplier and/or the same product
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CAUSES FOR DELAYS (Orders between 1k CHF and 5k CHF)
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6.7
Range: 5k CHF – 10k CHF
• At least 3 written bids to be sought
• Simplified template available
• If < 3 firms contacted  single tender procedure
• Handled by FP-PI’s “Centrale Achat 10K”
• Firms from CERN’s Member States
• If possible, firms from very poorly balanced
Member States.
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Bids can be requested by Technical Officer
provided CERN Procurement Rules are
followed:
33
6.8
Saving Time & Increasing Efficiency
Causes for Delay (5k CHF – 10k CHF)
All the same as previous +
•
Incomplete justification attached
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•
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Requirements ranging
between 10k CHF and 200k CHF
Range: 10k CHF – 50k CHF
Range: 50k CHF – 200k CHF
5
‘
Centrale Achat 200k CHF
Ms. Sandrine MAGNAN
Mr. Nordine AZIZI
Mr. Adam HORRIDGE
CERN — 15/08/11
Purchasing Supplies — Procurement Rules
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5.2
Price enquiry documents in English
3 to 5 firms will be contacted
Annexes may include:
•
•
•
Technical drawings
Description & Quantities Estimate (DQE)
“Working on the CERN Site”
(PSO/2011-001/Rev.5)
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•
•
•
Range: 10k CHF – 200k CHF
37
Range: 10k CHF – 200k CHF
5.3 Adjudication
Lowest Compliant Bid
•
•
complies with
• the technical requirements
• the financial requirements
• the delivery requirements
And is the lowest cost
Purchasing Supplies — Procurement Rules
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i.e. to the firm whose bid
38
Range: 10k CHF – 200k CHF
5.4 Adjudication
Price based on Free Carrier basis
(FCA as per Incoterms 2010), i.e.:
Without transport costs
With packing and loading
No disadvantage to firms located
in distant countries
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•
•
39
Range: 10k CHF – 200k CHF
5.5 Adjudication
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However, Supply contracts shall be
adjudicated on a DAP basis (Delivered
at Place as per Incoterms 2010) if the
ratio of DAP price of the lowest FCA bid
to the lowest DAP bid exceeds 1.10.
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Range: 10k CHF – 200k CHF
5.6 Adjudication
Supply contracts exceeding 100kCHF shall
be subject to the alignment rule:
•
from well balanced Member State
and if first lowest bid compliant is
from poorly balanced Member State is < 20%
and if it aligns with cheapest bid
 this bidder gets the contract
Purchasing Supplies — Procurement Rules
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2 possibilities, if lowest bid compliant is
• from poorly balanced Member State
 the bidder gets the contract
41
Range: 10k CHF – 200k CHF
5.7 Saving Time & Increasing Efficiency
In case of a Price Enquiry (PE):
Contact the purchasing officer to define the best strategy (in
function with the estimated value; risks; critical path);
Schedule enough time to prepare the final version of the
technical specification document (including HSE review) in
English;
Draw up a list of potential suppliers bearing in mind “CERN
industrial return”.
Purchasing Supplies — Procurement Rules
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Prepare a technical questionnaire for critical supplies;
42
Range: 10k CHF – 200k CHF
5.8 Saving Time & Increasing Efficiency
• Why you need this supply/service ?(Project/Event)
• What are the technical reasons to select such
supplies/services?
• Why is the supplier you have contacted the only
capable to deliver such a supplies/services.
• If you have undertaken a research with other suppliers,
please provide the details – selection criteria, etc.
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In case of single tender, a justification memo
attached to the DAI, explaining:
43
Range: 10k CHF – 200k CHF
5.9 Saving Time & Increasing Efficiency
DO NOT:
• Send a DAI with only 2 offers
(minimum is three).
Purchasing Supplies — Procurement Rules
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• Send a DAI without justification in case of
single tender;
44
Requirements exceeding 200k CHF
Range: 200k CHF – 750k CHF
Range: 750k CHF and above
6
>750k CHF
Mr. Bjorn JENSSEN (Backup Mr. Ivo LOBMAIER)
200k CHF up to > 750k CHF
Mr. Bjorn JENSSEN (BACKUP Mr. Floris BONTHOND)
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Purchasing Supplies — Procurement Rules
46
Range: exceeding 200k CHF
4.2  Market Survey (Sourcing of
Firms)
•
Departmental Request (DR)
• Start-up Meeting (Strategy & Planning)
• Publication on FP web page
• MS Documents (Technical Description; Technical
Questionnaire; Qualification Criteria)
(Specification Committee)
•
Sourcing of Firms (Technical Officer;
Procurement Officer; DB; EOI; ILOs)
Purchasing Supplies — Procurement Rules
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• Technical Auditing of Documents
47
Range: exceeding 200k CHF
4.3 Invitation to Tender  IT
Further to Market Survey
• IT Documents drafted by Technical (Technical
Specification – Drawings – Questionnaire – and
Procurement (Tender Form)
•
•
EN/MEF – IT documents reviewed and MS results
presented
IT process (Issuance, Bidders conference,
clarifications)
Electronic Bidding tool (receipt of bids)
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• Technical prepares Risk Matrix for IT > 750k CHF
• Specification Committee Meetings scheduled by
48
Communication of relevant information
to bidders limited to:
• Procurement Service (< 750k CHF)
• A member of Directorate (≥ 750k CHF)
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Range: exceeding 200k CHF
4.4 IT  Bid assessment
Bids shall be examined to establish that
they comply with the technical, financial
and delivery requirements in all respects
49
Range: exceeding 200k CHF
4.5 Adjudication
•
•
•
Complies with the technical, financial
and delivery requirements
And is the lowest cost
Taking into account the origin of the
offer in order to ensure balanced
industrial return coefficients for the
Member State
Purchasing Supplies — Procurement Rules
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Lowest Compliant Bid
i.e. to the firm whose bid:
50
Range: exceeding 200k CHF
4.6 Adjudication
Price based on Free Carrier basis
(FCA as per Incoterms 2010), i.e.:
Without transport costs
With packing and loading
No disadvantage to firms located
in distant countries
Purchasing Supplies — Procurement Rules
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•
•
51
Range: exceeding 200k CHF
4.7 Adjudication
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However, Supply contracts shall be
adjudicated on a DAP basis (Delivered
at Place as per Incoterms 2010) if the
ratio of DAP price of the lowest FCA bid
to the lowest DAP bid exceeds 1.10.
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“The ratio between that Member State's
percentage share of all purchases of
supplies (excluding purchases funded
by non-Member States) during the
preceding four calendar years and that
State's percentage contribution to the
Budget over the same period.”
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Range: exceeding 200k CHF
4.8 Industrial Return Coefficient
For Supply contracts and for a 12-month
period starting on 1st March, defined as:
53
Range: exceeding 200k CHF
4.9 Industrial Return Coefficient for
Supplies
For period 1 March 2014 – 28 Feb. 2015:
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• Poorly balanced  < 0.91
• Well balanced  ≥ 0.91
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Range: exceeding 200k CHF
4.10 Well balanced Member States
For period 1 March 2014 – 28 Feb. 2015:
France
Hungary
Portugal
Switzerland
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•
•
•
•
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Range: exceeding 200k CHF
4.11 Origin of the Offer
According to standards defined by EU:
“the country(ies) where the supplies (including
their components and sub-assemblies) are
manufactured or undergo the last major
transformation by the contactor or his subIf at least 60% of the total amount of the bid
comes from a poorly balanced MS, then
the whole bid will be treated as that from a
bidder in a poorly balanced MS
Purchasing Supplies — Procurement Rules
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contractor”
56
Purchasing Supplies — Procurement Rules
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Range: exceeding 200k CHF
4.12 Alignment Rule
2 possibilities, if lowest bid compliant is
• from poorly balanced Member State
 the bidder gets the contract
• from well balanced Member State
and if first lowest bid compliant is
from poorly balanced Member State is < 20%
and if it aligns with the lowestt bid
 this bidder gets the contract
57
7
When should the Procurement
Strategy be defined?
7.1 Strategic analysis
2. Rules & Procedures:
Estimated amount
Price enquiry, Invitation to tender, single-source?
Sources of funding (CERN budget code, visiting team)
FC approval?
Service or Supply?
BVFM or lowest compliant bidder?
Urgency of requirement?
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1. Resources
Make or buy?
Availability of key staff
59
7.2 Strategic analysis
Standard, Non-standard or Prototypes?
Functional specification or
Performance specification
Build-to-Print specification
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Prototypes
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7.3 Contract management lifecycle
Selecting the procurement strategy
Specifying the activity
Drafting and issuing tender documents
Evaluating the bids
Monitoring of contract performance
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Decision and implementation
61
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7.4 When to start?
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8
After the Order – Payments
8.1 After the order…
1. Logistics Service (GS-IS-LS) – for supplies
• Customs clearance and formalities
• Reception of goods by GS
• Internal delivery either GS or EN
3. Treasury (FP-DI)
• Makes payment (checks bank details)
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2. Accounts Payable (FP-FAS-GPA)
• Reception invoices
• Control of invoices + clear for payment
64
8.2 Invoice Processing by Accounts Payable
Delivery Acceptance
EDH
Manual
Invoice Controllers
✓Technician
Treasury
« OK to pay »
Yes
Auto
No
« OK to pay »
No
Yes
✓
« OK to pay »
Request validation technician
(also budget holder/procurement in the case difference > 5%)
Delivery Acceptance
EDH
For single orders per invoice
Or
Emails with attached invoices
for multiple orders or
complex contracts
FP Department - FAS
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Goods/Services
Received ?
Difference in amount
between order and invoice?
8.3 How you can help timely and
accurate payments
1. Invoices
• Pass all invoices to Accounts Payable (or tell supplier to do
so)
2. Questions
• Direct all questions regarding payment to
accounts.payable@cern.ch
• If you Postpone a document, remember to validate it when
goods received/tested
Purchasing Supplies — Procurement Strategy
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3. EDH Approval documents/emails requesting approval
• Treat promptly and only say ‘YES’ if you have received the
goods / services ordered and are satisfied
66
8.3 Beware
EDH Approval documents/emails requesting approval
• If you Reject an AL document, Accounts Payable have difficulties
tracking the document and shall request details anyway once
they are aware of your rejection so as to know what actions to
take next (these can include requesting a credit note). AP shall
be unable to use the EDH document further (technically there is
a 1:1 ratio) so future correspondence on this order cannot be
tracked through EDH.
a.
Indicate NO at the question
b.
Provide an explanation in the comments
c.
Then sign the EDH document.
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• Instead of Rejecting the Invoice, indicate that you do not accept
the supplies:
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8.3 Exception for partial acceptance
Procurement and Accounts Payable will
then advise on the action that needs to be
taken.
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If you do not agree to pay the invoice
amount in full contact the procurement
officer, so that appropriate contract
amendment or negotiation are undertaken.
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8.4 Tools available for order and
invoice tracking
2. CET (CERN Expenditure tracking)
• In the Transactions by Cost Centre view, items appearing
in the ‘Charged to Budget Code’ column have been treated
by payment by Accounts Payable
• It is possible to view the invoice related to items in
‘Charged to Budget Code’ if you include Document
number in your column selection
Purchasing Supplies — Procurement Strategy
CERN — 30/05/14
1. EDH
• At the bottom of the original order you can see the
authorization status up to the point the invoice is received.
• NB: “Invoice matched to order lines” only means the
invoice is received, not that it is paid.
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8.4 Tools available - EDH
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8.4 Tools available - CET
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Questions
Purchasing Supplies — Procurement Strategy
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