Status of QUACO project Marcello Losasso – CERN CERN – 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Background Status at 04/09 Roadmap to Nov 23rd Budget fact sheet Implementation fact sheet M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Background: Since 2014 discussions had been going between EU office & HI-LUMI management in CERN with EU DG R&I about possibilities of funding for HI-LUMI. PCP scheme was identified adequate because is an approach to procure R&D, apt to co-fund design and engineering for some of the small-series magnets. PCP is new instrument for the R&I program, never used before by CERN deadline for submitting a proposal to the PCP call pretty short, April 21st , 2015 the scheme requires a consortia with a “lead procurer”, aligned with the EU public procurement rules, and at least 2 other European “buyers agency” Under mandate from project leader, in Nov 2014 was started the developing of a consortia, defining possibilities and scope for collaboration. DAT and DG provided authorization to submit proposal to PCP call. M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Since Nov/2014 collaborative effort among CERN, CEA, CIEMAT and NBCJ has been coordinated around the technical scope of Q4 and long corrector magnets. Given the total budget of the PCP call (14 MEUR), it was deemed reasonable (and less risky) to cap our proposal to 7 MEUR. Considering the difficulties of the partners to take up the role of lead procurer, CERN decided it will present to FC on 16/9/2015 a: proposal for authorisation to derogate from the standard procurement framework applicable at CERN for projects partially funded by the EU In this way CERN would be allowed to entirely apply the EU public procurement rules, and therefore being complaint with the requirements of the call.   M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015   On April 21 the proposal has been submitted. On July 16 the evaluation of the proposal was notified to us. Result was that, among 6 other proposals to the same call, QUACO was favourably evaluated and scored quite high: 13.5/15 Score was: 5/5 for excellence, 4.5/5 for impact and 4/5 for implementation. Thanks for your valuable contribution. M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015  Deadlines given for the Grant Agreement signature: 26/07/2015  was the deadline for the electronic signature of the participants’ declarations of honour on the Participant Portal done by all partners 11/9/2015 deadline for the submission of the GA data  well on the way. Waiting for informal green light from EC 25/9/2015 deadline to submit the final proposal version taking into consideration all requirements highlighted by the EC Project Officer. The EC foresees the signature of GA by Nov 23,2015. M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Timeline for internal & among partners homework Since end of August, Legal Office in CERN has been working for drafting the Consortium Agreement 1st w October is the latest submission of a CA draft to partners 3rd w October is the partners deadline for review (comments/requests of modifications) 1st w November is the deadline for final draft submission 2nd w November is the deadline  for all internal approvals Nov 23 is the deadline for GA signature. M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Budget fact sheet Cumulative By tech scope Phase I (solution design) 328 K€ 100 - 228 Phase II (Eng & Prototyping) 2447 K€ 1200 - 1247 Phase III (FOAK) 1810 K€ 1210 -600 M.Losasso – CERN FP/KT 04/09/2015

Implementation fact sheet M.Losasso – CERN FP/KT 04/09/2015 - CERN, Lead Procurer, single authority to launch tenders, on behalf of all partners. Partners are committing manpower for spec and contract preparation, following-up, monitoring and reporting. Preparation stage: MS, info days  to build the market basis A Consortium Agreement will regulate the partners respective obligations.  not requested to disclose it to EC, but a “co-fund declaration” need to be signed by all partners. The scope is implemented in 3 phases and suppliers have to go through all the phases, if willing to deliver the FOAK. On the ground of functional spec, a Framework Agreement and following tenders will be prepared by all parties, and will be defined criteria for selecting/awarding of contracts. M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Work packages and effort M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 GANTT chart & MS and D M.Losasso – CERN FP/KT 04/09/2015

M.Losasso – CERN FP/KT 04/09/2015 Work Organization and plan The start of the project shall be set-up in the GA according to our need. In principle, QUACO project implementation can start even the day after signature of GA. In practice it will depend on how we are able to organize, since now, the heavy initial workload. For this reason, after FC green light, and in parallel with the work on the CA and GA, all partners should meet to review the technical work organization and to make an integrated plan of work that includes the new design for Q4, with the objective to meet the HI-LUMI schedule. Would it work a slot on Friday 25th for this discussion? M.Losasso – CERN FP/KT 04/09/2015