1. East Hall under construction - 1962
EA Renovation project – Technical Review EN-EA Make or Buy PLAN for East Area Renovation
East Hall under construction
S. EVRARD / EN-EA,

2. Contents Motivations for a Make or Buy plan for the project
Status of the Make or Buy plan
Procurement rules
Purchase Planning EN-EA (draft)
Objectives of this review

3. Motivations for a Make or Buy plan
Review the status of the procurement/manufacture process of the various components needed for the renovation (Power converters, magnets, beam stoppers, vacuum chambers, beam instrumentation, collimator,....) in order to detect any deviation from the master schedule and anticipate possible mitigation measures.
Make or Buy Plan is part of the Quality management of the project. Procurement is a good indicator of the progress of the project.
Impact on master schedule.
Update started in Project team meetings with all WPLs and the WPEs in charge of the different equipment/components (technical contacts).
 Maintenance of the List of DRs file in the meantime
Update of the status of the on-going tendering and identification of the tendering which will come in the next months (at least).
Other goal: More accurate information (info shared with Management, Department/Groups Heads, Procurement, ILOs)

4. Motivations for a Make or Buy plan
The Make or Buy Plan should be updated every three months (dynamic information) with the WPLs and WPEs. The main outcomes of this process are:
Strategy of the Work Package for acquisition (through the life-cycle)
List of Departmental Request (DRs) that are foreseen for the next months. Assessment of the orders
Detailed tendering schedule (to match the Master Planning of the project)
Budget estimation vs Order Cost. Budget Profile
Statistics

5. Status of Make or Buy plan
Civil engineering works in full swing
Main beam line components under manufacture (Magnets, power converters, BIDs and targets ): no showstopper
Infrastructure and Safety
Cooling, gas, ventilation, cabling, smoke extraction, radiation shielding, dumps
Use of framework contracts  no long procurement procedures
Manufacture at CERN

6. Procurement rules
It is so important to launch the process with enough time (fast track can not be considered as regular practice). As a general rule:
For MS/IT (200k < c < 750k) – 6 months before the contract is required
For FC (c > 750k) – 10 months in advance of the foreseen FC
Single Tender contracts above 200k to be approved by FC. To be taken into account for these cases
It is so important to add the required manufacture time varying between 3 to 9 months depending on the complexity of the component
For MS/IT (200k < c < 750k)  15 months before CERN
For Price Enquiry (50k <c< 200k)  10 months before CERN

7. Procurement rules Courtesy M. Lazzaroni, E. Harrouch
10 months ‘at least’ between DR launched and your material at CERN.
15 months ‘at least’ between DR launched and your material at CERN.
Courtesy M. Lazzaroni, E. Harrouch

8. Procurement rules

9. Procurement rules

10. Procurement rules

11. Purchase Planning EN-EA (draft)
Items
Installation date
Cost Estimation
Start of the ordering process
Fabrication at CERN or outside
Ready to install or need mechanical assembling, commissioning, etc…
Delivery, labo location
Control rooms
Aout 2020
175kchf
September 2019
Outside
Construction in b.157 by the supplier
Direct
Vacuum chambers
PS side: Sept. 2019
East Hall side: April 2020
ASAP
Both
Make the final welding with the chamber inside
and final
Collimator
July 2020
50kchf
Outside via EN-MME (main workshop)
Ready to install
Assembling, testing and
Mechanical supports
PS side: august 2019.
East Hall side: Mars 2020.
CERN (construction + assembling)
ready to install
Courtesy M. Lazzaroni, E. Harrouch

12. Objectives of this review
Define precisely our make or buy plan for EN-EA deliverables
What should be delivered ?
Who is responsible for the component/service ?
When is it required ?
Where will it be installed ?
How will it be produced CERN, external company) ?
How much will it cost ?
Establish a baseline for next reviews (every 2-3 months)
Define synergies with EA Equipment master plan
Get manufacture started asap

13. Thanks for your attention!