East Hall under construction - 1962 EA Renovation project – Technical Review EN-EA Make or Buy PLAN for East Area Renovation East Hall under construction - 1962 S. EVRARD / EN-EA, 07-05-2019

Contents Motivations for a Make or Buy plan for the project Status of the Make or Buy plan Procurement rules Purchase Planning EN-EA (draft) Objectives of this review

Motivations for a Make or Buy plan Review the status of the procurement/manufacture process of the various components needed for the renovation (Power converters, magnets, beam stoppers, vacuum chambers, beam instrumentation, collimator,....) in order to detect any deviation from the master schedule and anticipate possible mitigation measures. Make or Buy Plan is part of the Quality management of the project. Procurement is a good indicator of the progress of the project. Impact on master schedule. Update started in Project team meetings with all WPLs and the WPEs in charge of the different equipment/components (technical contacts).  Maintenance of the List of DRs file in the meantime Update of the status of the on-going tendering and identification of the tendering which will come in the next months (at least). Other goal: More accurate information (info shared with Management, Department/Groups Heads, Procurement, ILOs)

Motivations for a Make or Buy plan The Make or Buy Plan should be updated every three months (dynamic information) with the WPLs and WPEs. The main outcomes of this process are: Strategy of the Work Package for acquisition (through the life-cycle) List of Departmental Request (DRs) that are foreseen for the next months. Assessment of the orders Detailed tendering schedule (to match the Master Planning of the project) Budget estimation vs Order Cost. Budget Profile Statistics

Status of Make or Buy plan Civil engineering works in full swing Main beam line components under manufacture (Magnets, power converters, BIDs and targets ): no showstopper Infrastructure and Safety Cooling, gas, ventilation, cabling, smoke extraction, radiation shielding, dumps Use of framework contracts  no long procurement procedures Manufacture at CERN

Procurement rules It is so important to launch the process with enough time (fast track can not be considered as regular practice). As a general rule: For MS/IT (200k < c < 750k) – 6 months before the contract is required For FC (c > 750k) – 10 months in advance of the foreseen FC Single Tender contracts above 200k to be approved by FC. To be taken into account for these cases It is so important to add the required manufacture time varying between 3 to 9 months depending on the complexity of the component For MS/IT (200k < c < 750k)  15 months before delivery @ CERN For Price Enquiry (50k <c< 200k)  10 months before delivery @ CERN

Procurement rules Courtesy M. Lazzaroni, E. Harrouch 10 months ‘at least’ between DR launched and your material at CERN. 15 months ‘at least’ between DR launched and your material at CERN. Courtesy M. Lazzaroni, E. Harrouch

Procurement rules

Procurement rules

Procurement rules

Purchase Planning EN-EA (draft) Items Installation date Cost Estimation Start of the ordering process Fabrication at CERN or outside Ready to install or need mechanical assembling, commissioning, etc… Delivery, labo location Control rooms Aout 2020 175kchf September 2019 Outside Construction in b.157 by the supplier Direct delivery @b.157 Vacuum chambers PS side: Sept. 2019 East Hall side: April 2020 ASAP Both Make the final welding with the chamber inside magnet. @b.157 Or @b.150? Construction @b.887 and final test @b.157 Collimator July 2020 50kchf Outside via EN-MME (main workshop) Ready to install Assembling, testing and ‘Fiducialisation’@b.867/R-L40 Mechanical supports PS side: august 2019. East Hall side: Mars 2020. CERN (construction + assembling) Construction @b.887. arrival @b.157 ready to install Courtesy M. Lazzaroni, E. Harrouch

Objectives of this review Define precisely our make or buy plan for EN-EA deliverables What should be delivered ? Who is responsible for the component/service ? When is it required ? Where will it be installed ? How will it be produced (@ CERN, external company) ? How much will it cost ? Establish a baseline for next reviews (every 2-3 months) Define synergies with EA Equipment master plan Get manufacture started asap

Thanks for your attention!