1. ESS Innovation Procurement Workshop
GSI
Public Procurement Practise
for FAIR
Julia Shirotskiy

2. Overview Facts and Figures about GSI The FAIR Project
Challenges for Procurement
Improvement Fields
Lessons Learned
Julia Shirotskiy

3. Facts and Figures about GSI
Foundation
1969
Associates
Federal Republic of Germany (90%), State of Hesse (8%), State of Rhineland-Palatinate (1%), Free State of Thuringia (1%)
Member
Helmholtz Association of German Research Centers
Mission
Construction and operation of accelerator facilities and research with heavy ions
Budget
€ 108 million
Staff
1100 employees, including 600 scientists and engineers
Visiting scientists
1000 scientists from universities and research institutes all over the world
Julia Shirotskiy

4. The FAIR Project: Facility for Antiproton and Ion Research
Julia Shirotskiy

5. The FAIR Project: Goals
Expectation for brilliant beam properties with
highest beam intensities
brilliant beam quality
highest beam energies
highest beam power
parallel operation
Julia Shirotskiy

6. The FAIR Project: History and International Cooperation
1999 set up of the project at GSI
2007 green light from the German Government
2010 foundation of the FAIR GmbH by the international owners
Current international partners: Finland, France, India, Poland, Romania, Russia, Slovenia, Spain and Sweden
The Partner contribute their technical and scientific experience, financial and in-kind input
FAIR will be a host laboratory for basic research for about 3000 scientists from about 50 countries
Julia Shirotskiy

7. The FAIR Project: FAIR@GSI
Julia Shirotskiy

8. Challenges for Procurement: Project Requierments and Initial Situation
Project requirements
Multiplication of the purchasing volume
Procurement of high-tech research instruments to be designed, prototyped and tested by the supplier
Initial situation
organized in fife commodity teams without experience in big projects
geared to satisfy the basic requests from technical departments realizing experiments, operating the accelerator and implementing some extensions of the accelerator
Julia Shirotskiy

9. Purchasing Example: Superconducting Magnets
length of nearly 3 meters
weight of more than 3 tons
magnetic field of up to 1.9 Tesla
maximum field intensity within half a second
cooling down to 4 Kelvin (-269° C) with liquid helium
108 of such magnets will be required for the SIS100 synchrotron
Julia Shirotskiy

10. Challenges for Procurement: Boundaries
Regulations on Contract Awards for Public Supplies and Services - Part A (VOL/A)
Open award procedures as principle
Time limits
Formal requirements for tenders
German public pay scale TVÖD
Time limited and earmarked funds
Julia Shirotskiy

11. Improvement Fields Purchasing team Purchasing organization
Processes within purchasing
Overall procurement process and interfaces to
Systems and Tools
Julia Shirotskiy

12. Lessons Learned Procurement marketing
=> a structured process to contact, to lead and to enable the suppliers is needed
Award procedures
=> open procedures have a high risks in the contracting process, so negotiation procedures have to be installed as regular process
Julia Shirotskiy