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Procurement Process and Tenders

Procurement Process and Tenders

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Procurement Process and Tenders

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  1. Procurement Process and Tenders • Project team • Introduction to the procurement process used by STFC • Tenders planned and timescales • Tender 1 • Tender 2 • Future tenders

  2. Project Team • Huddersfield - Part of School of Computing and Engineering • Rob Edgecock (40% HUD, 50% STFC) • PI, reporting to ESS, procurement, testing, etc • Paul Aden (50% - STFC) • Project management • Richard Smith (50% from June - STFC) • Mechanical Engineer and Deputy PM • Quality Control Officer (100% - STFC) • Mechor Elec Engineer, main responsibility QA • RF Engineer (100% - Hud) • RF, ElecEngineer, main responsibility commissioning • Norman Turner (100% - Hud) • PhD student: arc detectors, tuning, etc • Previous job: HSE for offshore platforms • Ben Wallis (100% until September - Hud) • MSc: prototype testing, waveguide heating • Possibility of further students if required

  3. Project Team tdl-1229-meng-org-001-v0.1-OBS STFC Project Board Customer – ESS STFC ESS Project Board Project Sponsor – Anna Orlowska STFC Group Leader – Neil Bliss Sub-project Board Project Manager – Paul Aden Principle Investigator – Rob Edgecock Mechanical Engineering & Deputy Project Manager – Richard Smith Scientific Lead – Rob Edgecock Quality Control – to be appointed Alan Norman – PhD Student Tuning & Commissioning - TBA MSc Student Project Management Key: Functional Management Project Members:

  4. Project Team • Sub-project board

  5. Procurement strategy • All items to be delivered will be procured externally • The support structure will be designed by the Projects and Mechanical Engineering group at Daresbury. • Due to the value, all of these tenders will all be subjected to the European tender system (OJEU).

  6. OJEU Process Chart Issue Invitation to Tender Award contract allowing for 10 day Standstill Period Submit OJEU Award Notice within 48 days Prepare Specification OJEU NOTICENormal (Electronic) Open Receipt of Tenders Evaluate Tenders against Award Criteria 52 (45) Days OJEU NOTICEPIN (Electronic) 36 (29) Days Issue PQQs Submitted Expressions of Interest Shortlist against qualification criteria (minimum of 5 bidders) Restricted OJEU NOTICENormal (Electronic) 37 (30) Days 40 Days OJEU NOTICEPIN (Electronic) 37 (30) Days 22 Days 10 Days OJEU NOTICEUrgent (Electronic) 15 (10) Days Competitive Dialogue Conduct dialogue (in successive stages if necessary) Conclude dialogue and invite sufficient tenders to ensure competition Invite shortlist to participate in dialogue Submitted Expressions of Interest Shortlist against qualification criteria (minimum of 3 bidders) OJEU NOTICENormal 37 Days OJEU NOTICEElectronic 30 Days Negotiated with OJEU advert Issue ITT to shortlist Receive tenders and negotiate (in successive stages if necessary) to identify best tender by applying the Award Criteria OJEU NOTICENormal (Electronic) 37(30) Days 15 (10) Days OJEU NOTICEUrgent (Electronic) Negotiated Without OJEU advert Can be used when an Open or Restricted procedure has been discontinued because of irregular or unacceptable tenders. All original bidders (that were not excluded) must be invited to participate.

  7. Open OJEU Process Chart Prepare Specification OJEU NOTICENormal Issue Invitation to Tender (within 6 days of request received in reasonable time before closing date) Receipt of Tenders Evaluate Tenders against Award Criteria Award contract allowing for 10 day Standstill Period Submit OJEU Award Notice within 48 days 52 Days* Open OJEU NOTICEElectronic 45 Days* OJEU NOTICEPIN 36 Days* OJEU NOTICEPIN & Electronic 29 Days* * Times indicated with an asterisk can be reduced by 5 days where “unrestricted and full access by electronic means” to contract documents

  8. UKSBS • All STFC Procurement is run through UKSBS (all Research Councils and BIS – have done many tenders!) • UKSBS have dedicated ESS contact • Allan Norman • STFC have in place ex-UKSBS member of staff to liaise with Allan Norman. • John Webber • Once in place UKSBS manage tendering through Emptoris system • Advertised via TED http://www.uksbs.co.uk/services/procure

  9. Tender Breakdown

  10. Status • Drafts for tenders 1 and 2 done and circulated: - Request for Proposals (RFP), aka SoW - Questions - Contact details for possible suppliers • To be discussed today/tomorrow • Documents for tender 2 have been seen and commented on by Allan and John (several times) • Documents for tender 1 basically the same • Aim now: - finish off RFPs - finalise questions - get agreement to proceed: ESS, Project Board, JG

  11. Procedure • All done electronically • Specifications prepared by us and included in Request for Proposals (RFP) document • Standard “Selection questionnaire“: - mainly from UKSBS - some input from us possible • “Award qustionnaire”: - some standard UKSBS questions - rest from us • All our input checked by Allan Norman • Questions uploaded by him

  12. Procedure • First step: once questions agreed, send to Allan • Second step: once RFP agreed, send to Allan • Allan will check and upload • Still possible to change things at this point • Third step: once everything ready, Allan gets approval to proceed • Still possible to make small changes • Fourth step: Notice of tender • List of companies will be emailed • All responses go through Emptoris, with Allan as contact • Companies must be registered to respond

  13. Procedure • Various types of award questions: - Mandatory Yes/No - Discretionary Yes/No - Self-evaluation scoring questions - Evaluation pass/fail questions - Evaluation scoring questions - For information only • Evaluation committee: - Chaired by Allan - Will all sit in the same room and reach consensus - Evaluation entered directly into Emptoris • Result then comes from Emptoris, including cost

  14. Selection questions

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  31. Award questions

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  35. Tenders • Tender 1: - WR2300 HH waveguides, H-bends, E-bends, PSS flanges - 6-1/8 inch coax elbows - WR1150 waveguides, H-bends, E-bends, PSS flanges - Includes uncertainties in amplifier to circulator distance - Includes pads for cooling in stubs (not in scope) - arc detector ports, ceramic window • Tender 2: - WR2300 HH DDC, switches, bellows - 6-1/8 inch coax DDC - WR1150 DDC, switches, bellows

  36. RFPs • Specifications • Design and (at least) monthly review meetings • Monthly progress reports • Programme of Factory Acceptance Tests - bit more clarity required • Site acceptance testing - to be confirmed • Regular site visits to monitor progress and witness test • Naming convention: Acc-RF cell number-location-waveguide run number-component number

  37. RFPs • Delivery schedule: - one month before installation - number of deliveries corresponding to installation blocks

  38. Award questions • Everything in RFP is implicitly agreed • Yes/no questions reduced to only a few to be explicitly agreed • Evaluation questions: - mostly pass/fail - not enough scored - scoring methodology must be included with the question - strong UKSBS preference for self-scoring

  39. Tender 1

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  45. Tender 1 – Possible suppliers

  46. Tender 2

  47. Tender 2

  48. Tender 2

  49. Conclusions • Tenders 1 and 2 almost ready to go • Next steps: - finalise Tender 2 questions - finalise Tender 2 RFP - finalise Tender 1 questions - finalise Tender 1 RFP • Get approval to proceed: - you - Project board - JG, STFC finance, …..