1. East Hall under construction - 1962
EA Renovation – Project Board #2 – Budget, Resources CSR 2 preparation Discussion
East Hall under construction
S. Evrard – EN-EA, on behalf of the Project Team
EDMS

2. Agenda Budget Resources CSR 2 Discussion S.Evrard, 05-12-2017
Project Board Meeting #2

3. Budget: Key figures
Manpower
Staff: 45 FTE.years
FSU: 36 FTE.years
1stCSR identified a lack of 3 MCHF to stay within the entire project scope, including options
Cost to completion reduced by 1’246 kCHF corresponding to the CVI The CVI was applied to uncommitted budget extracted on with the following rates : -7.02% on 2017 and -4.93% on the following years. (no price escalation reserve like for HL-LHC, LIU and NEUTPLAT)
Re-baselining and next budget update pending confirmation and updated costs of main expenditures (power converters, magnets, CE, EN/CV & EN/EL)
Next CSR will focus on the re-baseline exercise outcome
S.Evrard,
Project Board Meeting #2

4. Budget: re-baselining
Recent developments - some budget savings expected/some extra cost
New estimate for AC distribution (4 TFO 1,25 MVA instead of 9 TFO 2 MVA)
New estimate for DC cabling (23 km Cu 1202/2402 needed instead of 80 km 4002)
Renovation of the demineralized water station: no need for additional cooling tower
Sirius power converters: budget will be refined after pre-series test at the end of 2017
Civil Engineering extra cost after bid opening: to be addressed in today meeting
New budget estimates in progress (EL, CV,…)
Proposal to call a second CSR next year in March to assess possible budget shortfall in the light of updated figures.
The date of the next CSR will allow to be in line with the next MTP preparation.
S.Evrard,
Project Board Meeting #2

5. Budget: material Situation at Nov. 7th, 2017 Courtesy S. Prodon
S.Evrard,
Project Board Meeting #2

6. Budget: how to deal with B.157 refurbishment extra cost ?
Article
IPP
Price
OCEN subsidies
Net total
Baseline
Architect
Yes
110
Installations
931
Façade replacement
984
-82
902
Asbestos removal façades
140
Asbestos removal ceiling No
420
Replacement ceiling + minor works
Replacement roof + minor works
831
-392
439
Total baseline
2 480
3 336
-474
2 862
Options
Façade materials* (approved)
-49
-38
-87
Gables (in contractor mandate) 80
-46 34
Lower walls* (proposition) 92
-66 26
Total with options
2480
3459
-624
2835
S.Evrard,
Project Board Meeting #2

7. Budget: how to deal with B.157 refurbishment extra cost ?
The project suggests using its centralized budget (created according to CSR 1 recommendations) to cover the difference between current SMB WP budget and current refurbishment cost following IT.
Current SMB WP budget + Project Centralized Budget (PCB) > CE cost.
Effectively this has to be first accounted for an additional budget expenditure, until subsidies are provided and other cost savings are confirmed
S.Evrard,
Project Board Meeting #2

8. Budget: how to deal with B.157 refurbishment extra cost ?
Some reminders:
IPP proposal (EDMS ) didn’t include roof exchange and removal of ceiling insulation (containing asbestos)
2.3 PROPOSED LAYOUT
The proposal concerns external and internal refurbishment works:
removal and replacement by good insulated cladding of asbestos elements (vertical and horizontal) on façade,
replacement of the full existing glazing by performant (updated thermic parameters) cladding and glazing,
replacement on the roof of the gutters and treatment of the existing leaks,
addition of insulation panels on the ceiling of the hall.
This last proposal was not approved by HSE as it is forbidden to cover or hide insulation containing asbestos.
S.Evrard,
Project Board Meeting #2

9. Budget: how to deal with B.157 refurbishment extra cost ?
As a result, there are extra costs for roof exchange and ceiling insulation removal and disposal corresponding to scope increase in :
Civil engineering works (roof)
Asbestos treatment (removal and disposal of ceiling insulation)
Difficult to identify corresponding costs in contractor bid but difference between initial budget (2480 kCHF) and current cost following IT (3336 kCHF or 3459 kCHF with options) is about 1 million CHF
“Corresponding” extra cost for the roof < 659 k which could be practically covered by OCEN subsidy
By considering the subsidy, this leads to an additional budget requirement of ~350k requiring CERN approval. It is suggested to consider this for SMB central asbestos removal funding
Major energy savings thanks to the updated thermal insulation: first estimate > 250kCHF/year
S.Evrard,
Project Board Meeting #2

10. Budget: how to deal with B.157 refurbishment extra cost ?
Last but not least, a 10 % margin has been included in the FC document
Proposal for the award of a contract for the renovation of the enclosure of Building 157 on CERN’s Meyrin site
The Finance Committee is invited to agree to the negotiation of a contract with the consortium DIMENSIONE – TIA – TIA SUISSE, the lowest bidder, for the renovation of the enclosure of Building 157 on CERN’s Meyrin site for a total amount of 2 515 911 euro, (  Swiss francs), with an additional amount not exceeding 251 591 euro ( Swiss francs) to cover possible increases in the actual quantities used, as measured on site, bringing the total to an amount not exceeding euro ( Swiss francs), not subject to revision
The project considers this margin as a precaution taken for the FC. At this stage (contract ordering), the project will not immobilize the corresponding budget.
It is even suggested that CERN covers the risk of possible additional expenditures encountered during the work
S.Evrard,
Project Board Meeting #2

11. (Missing) Resources
CSR1 and PB1 finding: the preparation and execution of these works during LS2 are still problematic for a few groups.
Mitigation measures envisaged/implemented by the project:
New recruitment (CV, EA) or MtoP to fund fellow/PJAS positions (ACE, STI, EA, EPC, MSC)
Staging activities: maintain T8 operation for 2021 and T9,T10 & T11 for 2022, meaning no Cloud run with beam in 2021.
Additional outsourcing (collaboration, students)
Anticipate some activities to YETS 2017: obsolete cable Identification and removal
Reduced scope of activity for some groups
S.Evrard,
Project Board Meeting #2

12. Training opportunities & Collaboration
Training opportunities: 6-month internships  MSc dissertation
J. Meignan, TCX design, MScEng Degree awarded in June 2017
A. Watrigant, Cloud Run in 2019, in progress
B. Lamaille, Energy savings, S1/2018
R.Van Houtte, Remote handling , S1/2018
Collaboration
JINR (Russia) for the mechanical design of the new magnets - 1 draftman for 2 years
PAEC (Pakistan) for the design of quadrupole magnets – 3 PJAS
University of Patras (Greece) – Mechanical Engineering – 1 PJAS
S.Evrard,
Project Board Meeting #2

13. De-cabling campaign GESMAR Master Database Cablotheque Papier
Cables require to be labelled and disconnected before being removed by a contractor.
Identification needs to be done in advance to prepare the de-cabling campaign before LS2
Injectors de-cabling project strategy applied :
Managed by the groups
Onsite identification and production of DEC
Offsite identification
Disconnections at the beginning of LS2
De-cabling by contractor
Group 1 : Cables list
Group 2 : Cables list
Group 3 : Cables list
Group x : Cables list
Managed by EN-EA
GESMAR
Cablotheque Papier
Master Database
6876 cables (680 of them are flagged as unused or removed) = 1835 DC cables Signal/control cables
First meeting beginning of December to provide all the information/cable lists to the involved groups,
Off-site identifications will be required in order to prepare the on-site identifications (Until February 2018),
On-site identifications (During February 2018),
Removal of obsolete cables (End of February 2018) if possible,
Disconnection (By the groups) and complete removal of cables at the beginning of LS2.
S.Evrard,
Project Board Meeting #2

14. Electrical systems
AC distribution: CDR completed 4 TFO 1.25 MVA instead of 8 x 2 MVA currently DC cabling: 156 cables 23 km 1202 and 2402 Cu (instead of 1800 cables 4002 and 80 km today) voltage reduction versus cable lenght validated OF, signal & control cables: Cabling campaign 1000 cables for EN-EL and 400 cables for EN-EA
Present EN-EL resources are fully committed in LS2 other priorities and detailed studies cannot be performed in 2018 or 2019 ! Bottleneck for EA renovation
S.Evrard,
Project Board Meeting #2

15. CSR 2 -Motivations
Proposal to call a second CSR in March 2018 to assess possible budget shortfall in the light of updated figures.
The date of the next CSR will allow to be in line with the next MTP preparation.
S.Evrard,
Project Board Meeting #2

16. CSR 2 – CSR 1 follow-up
CSR on December 8th ,
The project is still young and many work was done and progress was made.
The WBS at the higher levels is clear, but in some places the details are not yet clear. Decision to implement EVM  harmonization of WBS, CET and GANTT
The highest priority is to get a frozen layout and apertures. Done
The project has to go for the “performance option” i.e new magnet design for certain families. Done
Prioritize all activities that are beyond the baseline such that a staging approach can be applied. In progress, re-baselining to be presented in CSR II
Some risk analysis were made, but there is no cost attached to them. Complete the risk analysis for the baseline activities and including safety systems. Follow-up in PS-CSAP in January’18, safety review in February’18, associated costs to be ready by next CSR
Clarify the missing resources issue. Still in progress, many solutions already found
S.Evrard,
Project Board Meeting #2

17. CSR 2 - mandate
Panel Members: Antti Onnela (EP-DT), Henric Wilkens (EP-ADE), Luigi Serio (EN-DHO), Luigi Scibile (SMB-SE), Sylvie Prodon (FAP-RPC), Jean-Philippe Tock (TE-MSC), Katy Foraz (EN- ACE)
The panel members are kindly asked to assess whether:
The the project baseline is sufficiently well defined and complete.
The revised budget and cost to completion envelope are properly estimated.
The funding scheme proposed by the project team is realistic.
The monitoring tools in place are adequate to assess progress and levels of expenditure.
The man-power situation is adequate, especially considering the LS2 period or if additional manpower options/requirements are to be considered.
The schedule for the manufacturing, the installation and the hardware commissioning is achievable in time for commissioning of the facility in Q2/ and availability for physics as from What are the consequences of not meeting this deadline?
The risks on critical items are acceptable? Are they manageable with the available resources?
S.Evrard,
Project Board Meeting #2

18. Discussion: questions
Shall we accept the estimate CE extra cost ? What is the alternative ?
Civil engineering options (façade composition, gables, lower walls, sky domes): greenlight ?
Do we have to increase PCB (5 to 7…10%) ?
Are additional possible project funded resources an effective option to explore for critical groups ?
CSR2: mandate, schedule OK ?
Next Project Board meeting – schedule ?
AOB
S.Evrard,
Project Board Meeting #2

19. Acknowledgements
Many thanks to the project team members: Henric Wilkens, Lau Gatignon, Gerardo Velazquez Gutierrez, Stefano Bertolasi, Roberto Lopez, Robert, Attilio Milanese, Froeschl, Edouard Grenier-Boley, Quentin Bouirek, Charly Gasnier, Stewart McIlwraith, Michele Battistin, Leszek Borakiewick, Caterina Bertone, Antti Onnela, Michael Lazzaroni, Jerome Lendaro, Konstantinos Papastergiou, Aboubakr Ebn Rahmoun, Damien Brethoux, Erwan Harrouch Marco Calviani, Johannes Bernard, Maarten Van Dijk, Silvia Grau, Eva Sanchez-Corral Mena.
S.Evrard,
Project Board Meeting #2

20. Thanks for your attention !
S.Evrard,
Project Board Meeting #2

21. Project Board Meeting #2
Backup slides
S.Evrard,
Project Board Meeting #2

22. TDR preparation
S.Evrard,
Project Board Meeting #2

23. AC network schedule
S.Evrard,
Project Board Meeting #2