HNSciCloud Pre-Commercial Procurement Project Procurement Framework and Schedule Dante Gregorio CERN 26 January

III. Contract Notice (CN) Expected date: mid-May 2016 Contents: composition of buyers group and consortium, description, content, structure, duration & estimated value of the PCP and individual Subcontracts; maximum number of participants for Framework Agreement and Project phase Subcontracts; legal, economic, financial & technical information for each Project phase. In compliance with Annex 8 of MGA. Consortium tasks: submission by CERN of draft CN + draft tendering documents (including award criteria, draft Framework Agreement and Phase 1 contract) to Administrative and Technical Sub-Committees for review; recommendation by Administrative and Technical Sub-Committees to PCB to approve the draft CN + tendering documents; submission by CERN of draft CN + tendering documents for review and approval by EC (30 days prior to publication). EC tasks: approval of CN + tendering documents.  CN + tendering documents must be available to firms for at least 60 days! PCP Steps – CN 2

Elements for Invitation to Tender (Annex 9 of MGA) 1. Technical part (by the Technical Sub-Committee)  Agreement and drafting of technical and delivery requirements (in technical specification);  Agreement and drafting of quality evaluation criteria (award criteria);  Agreement and drafting of Evaluation Questionnaire. 2. Administrative part (by the Administrative Sub-Committee)  Agreement and drafting of exclusion, selection and compliance criteria. Actions for Consortium (1) 3

The Contract Notice and the invitation to tender must be submitted to EC for review by: 15 April 2016 (30 days prior to publication). This requires the following steps: 1. Technical specification, quality criteria and Evaluation Questionnaire: first draft by CERN for review by the Technical Sub- Committee: 1 March 2016 (before OMC); 2. CN, Tender Form & Annexes: first draft by CERN based on technical documents (step 1) for review by the Admin. Sub- Committee: 14 March 2016 (before OMC); 3. Review and finalisation of 1 & 2 by the Admin. & Technical Sub-Committees (after OMC): 5 April 2016 (after OMC); 4. Review and approval of final draft CN & tender documents by PCB: 12 April Schedule for preparing tendering documents 4

Preliminary Schedule – FA & Phase 1 Date Activity Comments 26/10//15Grant Agreement signed 22/12/15Consortium Agreement signed 1/1/16HNSciCloud Project Start 8/1/16 Send Prior Information Notice (PIN) to EC Project OfficerTo EC 5 days before 20/1/16 Publish Prior Information Notice (PIN) in the Official Journal of the European Union (OJEU) 2 months before OMC 19/1/16 Kick-off meetings for the PCP (procurers only) and Full (all partners) Collaboration Board 17/3/16Open Market Consultation (OMC)1 day – to be held at CERN 15/4/16Send Contract Notice (CN) to EC Project Officer To EC 30 days before 13/5/16 Publish Contract Notice (CN) in TED (Tenders Electronic Daily) 13/5/16 Issue Request for Tenders (RFT) Issue same day as CN. Duration: Minimum 2 months 24/6/16Bidders’ conference - non compulsory 1/7/16Deadline for submitting questions about tender documents 8/7/16 Deadline for lead procurer to publish replies to questions (Q&A doc) 15/7/16Deadline for submission of tenders for the Framework Agreement and Phase 1 22/7/16Opening of admin and technical envelopes½ day –to be held at CERN 12/9 pm -13/9 amEvaluation of technical bids and agreement on results1 day – to be held at CERN 13/9/16 pmOpening of financial envelopes½ day –to be held at CERN 20/9/16 Evaluation of tenders – decision to award contracts by Procurement Collaboration Board 1 day – to be held at Frascati 23/9/16Tenderers notified of award decision 30/9/16Framework Agreement and Phase 1 Contracts Signed 14/10/16Publication Contract Award Notice in TEDWithin 48 days after conclusion of FA