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Follow-up (restricted)

FAQ

Divisional Request (DR)

Purpose

A Divisional Request (DR) is required for expenditures over 50 kCHF.

Once the DR is duly signed, funds are allocated for the described expenditure and budget code/s inside the Department.

The DR also aims to inform CERN delegates of forthcoming call for tenders. Thus information contained in DRs will appear in the public document called "Advanced information on Forthcoming Market Survey and Calls for Tenders".

Procedure

The future contract responsible or  the group secretary shall fill the Department Request form in EDH in English. Particular attention shall be paid to the following points:

• Valid budget code

• Activity code of the item (supply or service). List of activity codes can be found at:   http://fp-dep.web.cern.ch/fp-dep/activitycodes.xls

This code allows the identification of the expenditure for the forwarding of the technical specification to the relevant specialist in safety matters. It can also be used to look for potential suppliers in CERN’s Suppliers Data Base.

• Description of the expenditure in English

It is this description that will appear in the public CERN document called “Advance Information on Forthcoming Market Surveys and Call for Tenders”, document that is sent to CERN’ Member State Delegations. Therefore it must be written in English.

For expenditure foreseen more than 200 kCHF and subject to a Market Survey followed by an Invitation to Tender, the text of the Divisional Request will be reviewed by the EN Specification Review Panel in the frame of the EDH routing.

• Names of the technical responsible persons, referees, commercial responsible persons, etc.

The EN department purchase procedure requires that the EN Specification Review Panel is registered as "ASSISTANT" in all the DRs. The objective is to follow-up internally all the EN Divisional Requests and to have access to all the purchasing documents, at a later stage.