Finance
Committee Award
Purpose
Finance Committee Approval shall
be sought in the following cases:
-
Contracts
exceeding 750 000 CHF
-
Contracts without
competitive tendering exceeding 200 000 CHF
-
Any exception made
to the alignment and splitting rules
-
Where
supplementary costs, when added to existing
purchasing commitments, result in a total
planned commitment exceeding 750 000 CHF.
-
Where the price,
which it has already been
approved by Finance
Committee is likely to be exceeded by more than
10%. Exception is made in cases where the price
increase is due to the application of the price
revision formula.
Any request for approval by the
Finance Committee shall be submitted in the form of a document
substantiating the award proposal. This document shall provide
at least:
-
Details of the
tendering procedure
-
A succinct
analysis of the bids received
-
An
award-of-contract proposal, substantiated as
necessary
The award proposal document has to
meet strict deadlines given every year by the Head of the
Finance and Procurement Department.
Procedure
In case Finance Committee approval
is needed, the Purchasing Service will provide a document
“Finance Committee award proposal” elaborated with the
information given by the technical responsible.
This document is read by the
Head of the Department and EN Specification Review Panel.
Corrections and clarifications are made if needed.
The document will be presented to
the Peer Review Meeting at a given date fixed every year by the
Head of the Finance and Procurement Department. This meeting is
attended by several senior staff, the Head of the Department and
the Group Leader of the technical responsible.
Once the modifications, if any,
agreed with the members of the Peer Review Meeting are included
in the document, it is sent for approval by the Management and
sent, when approved, to the CERN Member States Delegations.
The document is discussed at the
Finance Committee Meeting where the Head of the Department is
present.
A file with a resume of all
relevant information concerning the whole tendering process,
from the Department Request, market survey, evaluation of the
offers etc..., is prepared by EN Specification Review Panel for
the Head of the Department in case he has to defend the choice
made or the procedure followed.
 |
The
EN Specification Review Panel
shall receive all the
information concerning the
tendering process in order to
prepare the file for the
Department Head. |
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