IT-3972/EN

Invitation to Tender for the Provision of Maintenance Services on

Industrial Trucks on the CERN site

Presented by Jean-maurice Chevalley / EN-HE-HMBidders Conference, April 2014

Handling Engineering Group 2

IT-3972/EN

Contract for the Provision of Maintenance Services on Industrial Trucks on the

CERN site (~1700 assets)

Starting date : 01-01-2015Duration : 3 years

+ possible extension of 1+1+1+1 year

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Organisation of the contract documents

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The relevant documents for this invitation to tender are available at the following URL.https://cds.cern.ch/e.py?key=626915c6edec2036D13417fe5480dcdac1df67

Organisation of the contract documents

LIST OF COMMERCIAL DOCUMENTS IT-3972_Tender_Form.docx IT-3972_Evaluation_Questionnaire.docx ANNEX G (PRICE CALCULATION EXCEL)

LIST OF LEGAL DOCUMENTS CERN_FC_5312_II_REV.pdf CERN_FC_5312_I_REV.pdf IT-3972_CCT_Convention_OCIRT.pdf ANNEX A (WORKING ON CERN SITE)

TECHNICAL SPECIFICATION IT-3972_Technical_Specification.pdf ANNEX B,C,D,E,F

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Technical specification 1. INTRODUCTION (CERN / Section EN-HE-HM)

2. SPECIFICATION OF SERVICES (F,E,A,B,S)

3. PERFORMANCE OF THE CONTRACT (Definitions / hours)

4. RESOURCES PROVIDED BY THE CONTRACTOR 5. EQUIPMENT / MATERIALS MADE AVAILABLE BY CERN 6. EVALUATION OF SERVICES (QAP / Performance indicators)

7. PENALTIES 8. CONTRACT FOLLOW-UP (Meeting / Reporting)

9. CONTACT PERSONS AT CERN 10. LIST OF ANNEXES

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Technical specification

LIST OF ANNEXES

Annex A: Working on the CERN site Annex B: CERN’s industrial trucks fleet list (Excel) Annex C: CERN’s industrial trucks fleet history list (Excel) Annex D: Performance indicators Annex E: Definition of penalties Annex F: Definition of maintenance service levels Annex G: Price calculation (Excel)

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Annex B and C : Excel list

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Annex B: CERN’s industrial trucks fleet list

Asset Nr Family list / Priority level Asset description Type of energy Battery type Operation hours

Annex C: CERN’s industrial trucks fleet history list

History 2008-2013 ODM Type CD/CR (Service EC) ODM Type T1 (Service A) Asset Nr ODM Description / Time

Annex D : Performance indicators

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PERFORMANCE INDICATOR REQUIRED

LEVEL

MONITORING FREQUENCY

Conformity of services with regard to applicable codes of practice and laws

100% Monthly

General conformity of services with regard to CERN’s requirements in the technical specification

90% Monthly

Conformity of a given service inspected by CERN 90% MonthlyConformity of services with the PP 100% MonthlyConformity of consumables supplied as defined in section 2.2.2.1

100% Monthly

Compliant execution of the tailor-made maintenance plan as defined in section 2.3.2

90% Monthly

Compliant execution of the maintenance tasks as defined in section 2.3.2

100% Monthly

Maximum 2 similar type of breakdowns per asset within six months (excluded operator’s mistake)

100% Monthly

Maximum 5 breakdowns per asset (priority 1,2,3,4) and per year (excluded operator’s mistake)

100% Monthly

Maximum 1 breakdown per asset (Priority S) and per intervention (excluded operator’s mistake)

100% Monthly

Maximum 2 weeks of non- availability per asset (priority 1,2,3,4)

100% Monthly

Maximum 3 days of non- availability per asset (priority S) 100% Monthly

Annex E : Definition of penalties

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NON-CONFORMITY TOLERANCE PENALTY POINTS

Non-compliance with contract, technical specification and evaluation questionnaire included

Not applicable5 per non-compliance and 1 per day until remedy of non-compliance

Non-compliance with a contractual deadline expressed in days

1 day 2 per day of delay

Non-compliance a contractual deadline expressed in hours

1 hour 2 per hour of delay

Any false declaration (signpost, result of controls etc…)

Not applicable 10 per false declaration

Personnel turnover calculated on the last 12 months

25% 10 per % above tolerance level

Invoicing of services not performed Not applicable10 per invoiced service + 20% of the total invoice submitted

Non-compliance with security or safety measures (including environmental protection)

Not applicable 10 per non-compliance

Non-compliance with the performance indicators as defined in Annex D

Not applicable 5 per non-compliance

1 PT =100 CHF

Cern fleet – Family list

Family Asset description Class Number Preventive/correctiveOnly

corrective

Nr   (CAMMS) of assets maintenance maintenance

1 Electric industrial trucks HCH 159 159 0

2 Diesel Powered trucks HCH 35 35 0

3 Manual handling equipment HCH 345 0 345

4 CERN special purpose equipment HCS 62 62 0

5 Heavy electrical pulling tractors HRTH 36 36 0

6 Electrical tractors HRTL 112 112 0

7 Trailers HRH 155 0 155

8 Access and working platforms HLV 106 94 12

9 Hand pallet trucks HTP 583 0 583

10 Miscellaneous equipment HDS 60 51 9

  Total of assets   1653 549 1104

01-01-2014

Family list 1- Electric industrial trucks (forklifts, pallet stackers)

159 Assets

Priority level 1,2,3,S

Preventive and corrective maintenancePratMobilev

Atlet

Family list 2 - Diesel powered trucks (Forklifts, mobile cranes)

35 Assets

Priority level 1 and S

Preventive and corrective maintenance

Liebherr 55t

Ormig

BaumannFenwick-Linde

Liebherr 220t

Merlo

Family list 3 – Manual handling equipment (Stackers, platforms)

345 Assets

Priority level 4

Only corrective maintenance

Family list 4 – CERN special purpose equipment (1/2)

62 Assets (up to 37t)

Priority level S

Preventive and corrective maintenance

Transfer tables

ROCLA

MAFI - LHCMAFI - LHC

HUBTEX

Family list 4 – CERN special purpose equipment (2/2)

Transfer tables

ROCLA

MAFI - LHCMAFI - LHCMAFI - Kouba

Dumont – SPS Dumont – SPS Train – PS

Palfinger trailerEquipment - SPS

Family list 5 – Electric tow tractors (up to 60t capacity)

36 Assets

Priority level 1

Preventive and corrective maintenanceFenwick-Linde 6t

Simai 60t Volk 30t Mafi 20t

Trans-Lift 2.5t

Family list 6 – Electric tractors (up to 1t capacity)

112 Assets

Priority level 1

Preventive and corrective maintenance

Trans-Lift

Pefra

Pefra

Family list 7 – Trailers

155 Assets

Priority level 4

Only corrective maintenancePefra

Ori Morello

Family list 8 – Access and elevated working platforms

106 Assets

Priority level 1,2,3,4

Preventive and corrective maintenance

Family list 9 – Hand pallets trucks

583 Assets

Priority level 4

Only corrective maintenance

Family list 10 – Miscellaneous equipment (fire brigade)

60 Assets

Priority level 1,2,3,4

Preventive and corrective maintenance

CERN’s Workshop CERN will provide the contractor with a

workshop situated on the Meyrin site Any necessary tools shall be provided by the

contractor

CERN’s premises Maintenance

services shall be done in the CERN premises located on both Swiss and French territory

Circumference of the LHC ring = 27 KM

Specification of services

The contractor shall provide the services specified below as defined in this technical specification (Section 2) : Service F: Contract management and

infrastructure (fixed cost F1 and F2) Service E: Preventive and corrective

maintenance service (EP and EC) Service A: Additional service Service B: Spare parts supply service Service S: Stand-by service

Prices calculation

The bidder shall quote the prices in table 3 of the tender form

IT-3972_Annex_G_Price_Calculation.xls

Yellow Excel cells to be filled in or modified by the bidder

Minimum values already put by default by CERN

Non yellow cells cannot be modified (Excel cells protected)

Service F (F1+F2)

F1 = Management, supervisory, administrative and CMMS works

F2 = Infrastructure, overheads, training, consumables, spare parts < 500CHF, etc…

IT-3972_Annex_G_Price_Calculation.xls: Annex G1 (Year y1, y2 and y3)

y1 y2 y3

= 1 contract manager and 1 site manager

CMMS (Computerized Maintenance Management System)

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CERN has a CMMS (GMAO in French) to record and document all the maintenance interventions : Infor10 Enterprise Asset Management

The architecture of the system databases is defined by CERN The contractor shall use CERN CMMS to record and document all the

maintenance interventions by filling the different fields in the ODM

History of all the assets since 2005

About 1500 ODM per year to be treated

~25-50 % FTE (F1)

Service F2 (bidder’s estimate)2.2.2.1 Consumables Hydraulic oil, motor oil, grease, spray, cleaning material, welding material etc… necessary for the performance of the maintenance services

2.2.2.2 Spare partsSupply of spare parts up to 500 CHF

4.1.3 Training The contractor shall ensure that his personnel has suitable training

4.2.6 Vehiclesone maintenance vehicle per technician

4.2.7 ToolsAny necessary standard and special tools

Service E - Maintenance

Maintenance E = EC + EP The hourly price HP valid for the all maintenance

services and during the three years y1,y2,y3 The factor c=EC/EP (Ration corrective maintenance /

preventive maintenance) shall not be less than 1.00

IT-3972_Annex_G_Price_Calculation.xls: Annex G2

Service EP – Preventive

Maintenance routine (time and frequency) per family, asset priority and year

The estimated hours shall be valid for any asset inside the family and not be less than than the CERN’estimate

IT-3972_Annex_G_Price_Calculation.xls: Annex G2 (Family 1-10)

Additional Bidder’s routine

Service E: EC + EP

The total price EP is automatically calculated (Price per routine x number of assets)

The total price EC is automatically calculated (Total price EP x Ratio EC/EP)

The total price E is automatically calculated (Total price EP+EC)

IT-3972_Annex_G_Price_Calculation.xls: Annex G2

Service A - Additional service

The volume V of the service A is estimated at 1000h per year (CERN’s estimate)

The hourly price HP is given en annex G2 (hourly price for the maintenance services) by the bidder

The price A is automatically calculated (V*HP)

IT-3972_Annex_G_Price_Calculation.xls: Annex G3 (Year 1,2 or 3)

Service B – Spare parts

Spare parts > 500 CHF (not included in service F2) The contractor shall provide spare parts for any asset

at CERN whatever the category and brand Bid shall be provided within two calendar days The pay slip of the contractor's supplier and

additional delivery costs shall be joined to the bid The factor K (margin) is given by the bidder (>=1) The volume V of the service B is estimated at

100KCHF per year (CERN’s estimate) The price B is automatically calculated (K*V)

IT-3972_Annex_G_Price_Calculation.xls: Annex G4 (Year 1,2 or 3)

Service B – Refer to section 2.5The contractor shall provide spare parts for any asset at CERN whatever the category and brand and whatever the cause and type of failure, including any operator’s mistake.Spare parts above 500 CHF are not included in the service F and shall be provided by the contractor on CERN’s written request. Any bid from the contractor concerning spare parts supply above 500 CHF shall be submitted to CERN who shall be entitled to accept or reject the bid at its discretion. If accepted, the maintenance service orders (ODM type T1) will be created by CERN only.The value of the spare part shall be the amount paid by the contractor to its provider without any margin and shall include any delivery costs and custom taxes to deliver the spare parts at CERN (Reception Meyrin, Swiss site). The applicable currency exchange rate will be the ECB exchange rate applying on the date of the bid: http://www.ecb.europa.eu/stats/exchange/eurofxref/html/index.en.htmlThe spare part amount to be invoiced shall be the value defined above multiplied by the factor k as defined in annex G4 of the price calculation form (Annex G).The pay slip of the contractor's supplier and additional delivery costs shall be joined to the bid.Spare parts above 500 CHF provided by the contractor following CERN’s approval shall be compulsorily stored on CERN’s site. For any replacement of parts of equipment not normally held in stock, the contractor shall within two calendar days, take any necessary measure to ensure a fast procurement from equipment manufacturers concerned. If the procurement time exceeds five calendar days, the contractor shall report to CERN in writing any useful information, in particular the procurement lead-time.Damaged parts up to 500 CHF replaced due to an operator’s mistake might be invoiced by the contractor providing a complete report (detailed description, photos, improvement proposal) of the cause of the damage proving the responsibility of the operator.Any bid requested by CERN shall be provided within two calendar days

Service S – Stand-by

24/24 and 7/7 days contractor’s availability (1h) Price for 1 week ‘Stand-by service’ (availability) Repair hours included in the service EC (applying

coefficients according to section 5 of tender form) Lump sum of 100 Swiss francs for journey The service S is estimated at 4 weeks per year

(CERN’s estimate) The price S is automatically calculated

IT-3972_Annex_G_Price_Calculation.xls: Annex G5

Price calculation

Total price is automatically calculated: TP(yx) = Price services F + E + A + B + S TP = TP(y1) + TP(y2) + TP(y3)

The prices shall be reported in thetable 3, section 4.2 of the tender form

IT-3972_Annex_G_Price_Calculation.xls: Annex G6

CHF

EUR

Workload estimateIT-3972_Annex_G_Price_Calculation.xls: Annex G7

The contractor shall assign a sufficient number of qualified personnel for the provision of the services

3,9 FTE + 1 FTE (F1) = 4,9 FTE

Personnel qualification Site manager

At least five years of experience in industrial trucks maintenance as a maintenance technician

At least five years of experience in management of a team Technicians

Diploma in the maintenance of industrial equipment At least five years of experience as technician in

maintenance of industrial trucks

Section 4.1.2

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Contract - Strategy

Best value for money (meilleur rapport qualité/prix) does not necessarily mean going only for the cheapest offer

The technical specification specifies the minimum requirements to be fulfilled

The questionnaire constitutes the bidder’s technical bid, which terms shall become binding in case of award of contract

Please also refer to section 7 and annex E of the technical specification concerning the definition of penalties

3 years +1+1+1+1, up to 7 years contract (price revision according to section 8 of the tender form)

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Convention collective de travail applicable (CCT) pour ce contrat

• Mécatronique (CCT UIG-UNIA 2013-2018)• http://www.uig.ch

Réparation chariots élévateurs

IT-3972/ENFor further information

Contacts : Jean Maurice Chevalley

Helder Lourenco

Tel : +41 22 767 06 19

Fax : +41 22 766 97 93

e-mail : jean.maurice.chevalley@cern.ch

e-mail :helder.lourenco@cern.ch