1. ITER-CERN Workshop CERN EN/EL Installation contract policy 17 January 2017
Serge OLIGER
On behalf of the Electrical Engineering Group (EN-EL) at CERN

2. Electrical installation activities
Consist in:
EL Power distribution cabling
Signal cabling
Optical Fibre installations
Constraints:
To face with a large number of work requests
Small, different and requiring specialised qualifications
Security, Quality, Time (planning)
During Long Shutdow (LS) periods (e.g )
Requests from 50 user groups
> 50 MCHF in 5000 orders (median = 2000 CHF)
Need for:
Strong group organisation
Industrial support contracts
Standardized way to
Elaborate Invitations to Tender
Manage contracts
With regard to cabling activities, the group has the following constraints.
52 MCHF is the financial executed (paid) volume (Work + Material) of 4740 orders launched in C202, C209, C210, E094B. Average=10967 CHF, Median=2040
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

3. EN/EL Industrial support contracts
New contracts
LS1
RUN2
LS2
Copper cabling
Nb contracts 3 1 2
Fibre cabling
Issues
1 Abnormally Low Tender
Fixed charges paid several times
4 different contractors => Complicated management for CERN
Too low a volume
Prices considered too high by users
Same company => No competition
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

4. ITER-CERN workshop - Serge Oliger
Contract Policy 1/2
The aim
Sustainable contracts
Fair prices for the users & Profitable to the contractors
The policy
Frame contracts
Price list (Work “paid on time spent” exceptionally allowed)
Viable prices for small jobs
Discounts / compensations according to volume
During run periods: One contract per technology (1 EL + 1 Fibres). The reasons:
Insufficient volume during run
Fixed charges are paid once
Less resources needed to manage
Invitation to Tender tailored to LS
Built to authorise a second contractor to face LS
Each contractor should be capable to face the whole activity
Contract specifications are built according to needs. Harch test fields are performed to ensure quality, adjudication is done on Best Value For Money. Prices are offered by the bidders, CERN rules are followed, then the users complain about the prices…
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

5. ITER-CERN workshop - Serge Oliger
Contract Policy 2/2
The method
Contract specifications are built according to needs
Bidders’ conference
Explain the CERN specificities & installations
Strong fight against Abnormally Low Tendering (ALT)
Harsh on-site tests are carried out to eliminate poor quality
Prices are offered by the bidders
Negotiations to ensure coherence of the prices
Adjudication is done on Best Value For Money
CERN rules are followed
Contract specifications are built according to needs. Harsh test fields are performed to ensure quality, adjudication is done on Best Value For Money. Prices are offered by the bidders, CERN rules are followed, then the users complain about the prices…
And then…
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

6. Special provisions to cope with a variable load
In each contract a dedicated service requires to:
Adapt the means according to peaks of activity
Provide specialised personnel on short notice
Provide complete specialised teams on steep ramp-up for LS
Ensure personnel turnover for work in radiation controlled areas
Train newcomers from scratch
Reinforce the managerial staff
Geographical factors to compensate
Co-activity with other trades
Hindrances due to high-tech environments packed with fragile and expensive equipment (tunnels and experimental areas)
Provide specialised personnel on short notice
1 wk for technical stops, 4 wk for mid period stops, 8 wk during LS
Steep ramp-up: LHC: 120 FTE over 8 months; Ls1: 200 FTE over 3.5 months
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

7. EN/EL / Contractor interface
Technical Manager
Support Financial aspects
Study office
DB support
Stores manager
Quality
Technical specialists
Optical fibre Coordinator
Cabling Coordinator
Site & Rad. Safety
Project and Job
managers
Work supervisors
Qty surveyor
Contract
Contract
Manager
Design study manager
Respon. For DB support
Respon. for CERN stores
Quality
Activity planner & Coordinator
PCR & Safety linkman
Site Work Managers (CTP)
managers
Qty surveyor
CTP IT
TPA EL
Cabling
EN/EL
Some functions of the contract structure (Contract manager, resp for CERN stores, Activity planner & coordinator) are imposed with a minimum number of FTE (1 FTE corresponds to 1830 h/y preponderance in France: Personnel is replaced during his hollidays)
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

8. Services included (EN/EL & Contracts)
Studies
Estimates, technical documentation,
Definition of cables in Database, grouping in campaigns
3D Integration (cable trays & functional positions)
CERN EN/EL store logistics and follow up
Supply of cables and connectors
Installation
Work site follow up
Weekly and As-built Data base follow-up
Database updates (cablotheque, equipment, work sheets, work completion, CERN stock issues)
Bills of Quantities, Invoices
Administration
Orders, jobs,
Warning notes & Penalties
Monthly statements, Disputes
EN/EL information system

9. ITER-CERN workshop - Serge Oliger
Tools
Strong contractual documents
In addition to finance department standard documents
Technical specification, General requirements, Quality Assurance Plan
Treatment of Non Conformities
Warning notes, Penalties
EN/EL information system
Based on ORACLE RDBMS
Interfaced with EDH/Qualiac, EDMS, CDD, GIS, CMMS
A module for each step of the business process
Invitation to Tender & Contract definition for discounts, price revisions, geographical zones
Work requests, Orders, Jobs, Catalog of items, Estimates, Bills of quantities, Down payments, Statements (CTRL of invoicing)
Equipment, Cablotheque, Work, CERN material follow up
EDMS=Engineering Data Management System
CDD= CERN Drawing Directory
GIS= Geographical Information System
CMMS= Computer aided Maintenance Management System
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

10. EN/EL information system (GESMAR)
EDMS
CDD
Foundation
Power
Factory
Infor EAM
EDH QUALIAC
GIS
System
Cablothèque
Equipment
Invitation to tender
Contract
Work on time spent
EL stores
Users 160
Functions 385
Rights
Cables 500’000
C. Trays 16’000
Drums 2’000
Connectors 40’000
Transactions 340’000
Functional
positions 800’000
Documents
Items
DT, OSVC, Jobs 265’000
Item + prices 170’000
Estimates
Bills of Qty
Statements
Work sheets 21’000
Weekly reports 30’000
Tables, views 450
Functions
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

11. Added values of our method
Contract engineering
IT, Contract definition, Studies, work supervision,…
Detailed contract item follow up
Material management & follow up (cables, connectors)
Payment follows installation
Down payments driven by EN/EL Information System
Penalties if bill of qty > 30 days
A documented network & infrastructure
Cablothèque
3D layouts of cable trays and functional positions
A competency in various trades
Qty surveyor, 3D Catia designer, Logistics, connector specialists,...
Material management (cables, connectors, …) module in EN/EL Information System
Entries, Movements, Issues
Each issue according to job and cable
Trace of thefts, scraps, damage
Since 2001 any single meter of cable in our store is traced. Can easily be shown.
Jan 17, 2017
ITER-CERN workshop - Serge Oliger

12. ITER-CERN workshop - Serge Oliger
ANY QUESTIONS ?
ITER-CERN workshop - Serge Oliger