EDMS N : 1323976
Group Code n°: EN-HE
IT-3976/EN
Original: English
Invitation to Tender
Technical Specification
for the Provision of Specialized EOT Crane Maintenance
Services on the CERN Site
Abstract
This technical specification concerns the provision of specialized
maintenance services on EOT cranes as well as consolidation works to
update, modify, set in conformity and modernize EOT cranes on the CERN
site. The contract is foreseen to enter into force on 1 January 2015 for an
initial period of three years, renewable by CERN only for four further
periods of one year.
April 2014
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Table of Contents
1.
1.1
1.2
1.2.1
1.2.2
2.
2.1
2.1.1
2.1.2
2.1.3
2.2
2.3
2.4
2.4.1
2.4.2
3.
3.1
3.2
3.3
3.4
4.
4.1
4.1.1
4.1.2
4.2
4.2.1
4.2.2
4.2.3
4.2.4
4.2.5
4.2.6
4.2.7
4.2.8
5.
5.1
5.2
5.3
5.4
6.
6.1
6.2
6.3
7.
8.
8.1
8.2
8.3
8.3.1
8.3.2
8.3.3
8.3.4
8.4
9.
9.1
INTRODUCTION ........................................................................................................................... 1
Introduction to CERN ....................................................................................................................... 1
Introduction to the EN Department and the Handling Engineering Group (EN-HE) ........................ 2
Introduction to the Maintenance Service of Hoisting Equipment ..................................................... 2
Introduction to the Consolidation Project of Hoisting Equipment .................................................... 2
SPECIFICATION OF SERVICES ................................................................................................ 2
Maintenance services ........................................................................................................................ 3
Maintenance Services part of the “Full Service Contract” .............................................................. 3
Maintenance services part of “Additional services” ........................................................................ 5
Stand-by Service ................................................................................................................................ 6
Maintenance management and administrative processes .................................................................. 6
Localisation of the services on-site ................................................................................................... 8
Estimated Volume of the Services .................................................................................................... 8
Estimated Volume of Technical maintenance services ...................................................................... 8
Estimated Volume of maintenance management services and administrative processes .................. 9
PERFORMANCE OF THE CONTRACT .................................................................................... 9
Coordination of Services ................................................................................................................... 9
Maintenance Services and Working Periods ................................................................................... 10
Work in radiation controlled areas .................................................................................................. 10
Asbestos .......................................................................................................................................... 10
RESOURCES PROVIDED BY THE CONTRACTOR ............................................................. 10
Human Resources............................................................................................................................ 10
Management and Supervision ......................................................................................................... 10
Training ........................................................................................................................................... 10
Material Resources .......................................................................................................................... 11
Premises in the Local Area ............................................................................................................. 11
Supplies ........................................................................................................................................... 11
Transport ......................................................................................................................................... 12
Tooling and Materials ..................................................................................................................... 12
Computing Equipment ..................................................................................................................... 13
Mobile Phones ................................................................................................................................. 13
Personal Protective Equipment ....................................................................................................... 13
Dosimeters ...................................................................................................................................... 13
EQUIPMENT AND MATERIALS MADE AVAILABLE BY CERN ..................................... 13
Premises .......................................................................................................................................... 13
Vehicles ........................................................................................................................................... 13
Network and Computing Facilities .................................................................................................. 14
Dosimeters ...................................................................................................................................... 14
EVALUATION OF SERVICES .................................................................................................. 14
Quality Assurance Plan ................................................................................................................... 14
Quality Levels and Measurement .................................................................................................... 14
Quality assessment and auditing ..................................................................................................... 14
PENALTIES .................................................................................................................................. 15
CONTRACT FOLLOW-UP ........................................................................................................ 15
Monitoring Group ........................................................................................................................... 15
Meetings .......................................................................................................................................... 15
Reporting ......................................................................................................................................... 16
Monthly Activity Reports ................................................................................................................. 16
Annual Reports ................................................................................................................................ 16
Occasional Reports ......................................................................................................................... 16
Incident report................................................................................................................................. 16
Contractual Documents ................................................................................................................... 16
CONTACT PERSONS AT CERN ............................................................................................... 18
For Technical Matters ..................................................................................................................... 18
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9.2
For Administrative Matters ............................................................................................................. 18
10.
ANNEXES ...................................................................................................................................... 19
ANNEX A WORKING ON CERN SITE ............................................................................................ 20
ANNEX B EQUIPMENT INVENTORY AND CONTRACT SERVICE VOLUME ..................... 20
ANNEX C CERN SAFETY RULES ................................................................................................... 20
ANNEX D DESCRIPTION OF MAINTENANCE SERVICE LEVELS (MSL) ............................ 21
ANNEX E SERVICES VOLUME ....................................................................................................... 22
ANNEX F MINIMUM REQUIREMENTS ........................................................................................ 26
ANNEX G SERVICE LEVEL AGREEMENT .................................................................................. 35
ANNEX H PERFORMANCE INDICATORS.................................................................................... 43
ANNEX I EXAMPLE OF A CRANE SHEET ................................................................................... 44
ANNEX J TECHNICAL SPECIFICATION FOR INSTALLATION OF END BUFFERS .......... 48
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Terms and Definitions
Term
Definition
CMMS
Computerized Maintenance Management System
CERN Control Center
CERN Drawing Directory
Departmental Safety Officer
Electronic Document Handling
Engineering Data Management System
Electrical Overhead Travelling
French booklet of documentation (fr.: fascicules de
documentation)
International Classification of Standards
Infor Enterprise Asset Management software
Information Technology
Large Hadron Collider
Mobile Elevating Working Platforms
Maintenance Service Level
Manufacturing and Test Folder
Microsoft Windows network services on the CERN site
Maintenance Service Order (fr.: Ordre de Maintenance)
Service Order (official correspondance - fr.: Ordre de Service)
Programmable Logic Controller
Risk Prevention Plan (fr.: PdP – Plan de Prevention)
Personal Protective Equipment
Special Safety and Health Protection Plan
(fr.: Plan Particulier de Sécurite et de Protection de la Sante)
Periodic Safety Inspections
Reliability Centred Maintenance
Quality Assurance Plan
Service Level Agreement
Territorial Safety Officers
French Technical Union for Electricity
(fr.: Union Technique d’Electricité)
CCC
CDD
DSO
EDH
EDMS
EOT
FD
ICS
Infor EAM
IT
LHC
MEWP
MSL
MTF
NICE
ODM
OS
PLC
PP
PPE
PPSPS
PSI
RCM
QAP
SLA
TSO
UTE
CERN CMMS Abbreviations (Infor EAM)
Term
Definition
CA
Modification / Improvement Service (fr.: corrective ameliorative)
Breakdown service (fr.: corrective dépannage)
Repair service (fr.: corrective repair)
CD
CR
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Term
Definition
PS
Systematic preventive maintenance (fr.: préventif systématique)
Preventive maintenance (fr.: préventif sans systématique)
Periodic Safety Inspection
Periodic Safety Inspection Assistance
Small additional works (fr.: petit travaux)
New works (fr.: travaux neufs)
PS1
PSI
PSIA
T1
T2
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1.
INTRODUCTION
1.1
Introduction to CERN
CERN, the European Organization for Nuclear Research, is an intergovernmental organization with
21 Member States1.
Its seat is in Geneva but its premises are located on both sides of the French-Swiss border
(http://cern.ch/fplinks/map.html).
CERN’s mission is to enable international collaboration in the field of high-energy particle physics
research and to this end it designs, builds and operates particle accelerators and the associated
experimental areas. At present more than 10 000 scientific users from research institutes all over the
world are using CERN’s installations for their experiments.
The accelerator complex at CERN is a succession of machines with increasingly higher energies,
injecting a particle beam each time into the next accelerator, bringing the beam to energy
increasingly higher. The flagship of the complex is the Large Hadron Collider (LHC) as presented
below:
Further information is available on the CERN website: http://cern.ch
1 The CERN Member States are currently Austria, Belgium, Bulgaria, Czech Republic, Denmark, Finland, France,
Germany, Greece, Hungary, Israel, Italy, Netherlands, Norway, Poland, Portugal, Slovakia, Spain, Sweden, Switzerland
and United Kingdom. In addition: Serbia is Associate Member State in the pre-stage to Membership and Romania is
Candidate for Accession.
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1.2
Introduction to the EN Department and the Handling Engineering Group (EN-HE)
The Engineering Department provides CERN with the Engineering Competences, Infrastructure
Systems and Technical Coordination required for the design, installation, operation, maintenance
and dismantling phases of the CERN accelerator complex and its experimental facilities.
The mandate of the Handling Engineering (HE) Group is to provide transport and handling services
for the technical infrastructure of CERN, accelerators and experiments. This includes the design, the
tendering/procurement, the installation, the commissioning, the operation, the maintenance and
decommissioning of standard industrial and custom built transport and handling equipment.
1.2.1
Introduction to the Maintenance Service of Hoisting Equipment
The task of the Handling and Maintenance section (HM) is to install, maintain and operate various
systems required for heavy handling and for the transport of equipment and personnel. The total
equipment park for which the section is in charge consists of more than 4000 items divided into 27
equipment families such as cranes, hoists, working platforms, fork lift trucks etc..
EN-HE as equipment responsible group intends to put in place a contract for the provision of
specialized maintenance services on hoisting equipment as well as consolidation works to update,
modify, set in conformity and modernize hoisting equipment on the CERN site.
At present CERN operates a hoisting equipment park of 1287 items categorized in six equipment
families representing the hoisting equipment for which specialized maintenance service shall be
provided: 346 electrical overhead travelling (EOT) cranes and 906 electrical and mechanical hoists
mainly installed in surface buildings but also in underground areas (for 147 hoists preventive
maintenance shall be provided), 21 mechanical working platforms on EOT crane rails, eight
hydraulic lifting platforms installed on EOT cranes, four load turning devices and 14 motorized
lifting beams. Approximately another 2000 lifting beams are in use at CERN for which corrective
maintenance shall be provided only in case repairs deem cost effective.
The contract shall fulfil the requirements of a result orientated “Full Service Contract” providing
preventive maintenance service for approximately 500 hoisting equipment and corrective
maintenance for all hoisting equipment. The contract shall include additional services such as
support to operation, work and supply projects.
1.2.2
Introduction to the Consolidation Project of Hoisting Equipment
The consolidation project concerns the EOT cranes and the electrical or mechanical hoists. The
EOT cranes and hoists are of various age, condition and complexity and were supplied by
miscellaneous constructors from several CERN member states. In parallel with the consolidation
project CERN intends to standardize the equipment, in particular regarding PLC’s, speed controllers
/ frequency converters and remote control systems. A defined and limited volume of consolidation
projects shall be included in the services to be provided by the contract.
2.
SPECIFICATION OF SERVICES
The successful bidder (hereinafter referred to as the “contractor”) shall provide the specialized
maintenance services and consolidation works (hereinafter referred to, in whole or in part, as the
“services”) as defined in this technical specification.
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The services shall be provided for all hoisting equipment at CERN (hereinafter referred to, in whole
or in part, as the “equipment”) as listed in Error! Reference source not found.:
 346 Electrical Overhead Travelling (EOT) cranes with:
o lifting capacities up to 280 tons,
o bridge spans up to 60 meters and
o lifting heights up to 150 meters (shaft cranes);
 906 Electrical or mechanical hoists with lifting capacities up to 20 tons;
 21 Mechanical and 8 Hydraulic working platforms;
 4 Heavy handling turning devices;
 ~2000 Lifting beams of which 18 are motorized and electrically powered.
The services shall cover all necessary technical, administrative and managerial actions during the
life cycle of the equipment to maintain it in a state in which it can perform the required function
including the provision of the technical infrastructure and supply of material such as consumables,
spare and repair parts as described further in detail in the following sections.
The contract is designed as result oriented “Full Service Contract”. The contractor is responsible to
provide all services, consumables and spare parts to correct all problems related to the equipment
with the resources from the lump sum price. The contractor shall apply the most advanced
maintenance service methods to reduce the risk resulting from high cost of unexpected breakdowns
and repairs. The contract defines service levels for the maintenance as well for the management
service and administrative processes which will be assessed and measured regularly. The service
levels specific to the services to be achieved by the contractor are defined in Annex G.
2.1
Maintenance services
The contractor shall be responsible for maintaining the equipment for its safe and satisfactory
operation. Based on ISO 12480-12 the service concerns all necessary maintenance in accordance
with the manufacturer's maintenance manual and within the “safe system of work”3 including all
procedures and precautions.
2.1.1
Maintenance Services part of the “Full Service Contract”
The Contractor shall be responsible for the execution of all preventive and corrective maintenance
interventions covered by maintenance service levels (MSL) 1, 2, 3, 4 and 5 according to Annex D
representing a classification by the French Standard NF X 60-000:20024.
2.1.1.1 Maintenance Service Level 1-4
Maintenance Service Level 1–4 includes preventive and corrective maintenance service
interventions.
Preventive maintenance covers e.g. checks, inspections, adjustments and calibration, greasing, oil
changes, oil analyses or cleaning service etc.
2 ISO 12480-1:1997(E) – Cranes – Safe Use
3 ISO 12480-1:1997(E) - §1 Scope: This part of ISO 12480 established required practices for the safe use of cranes, including safe
system of work, management, planning, selection, erection and dismantling, operation and maintenance of cranes …
4 AFNOR FD X 60-000:2002: Industrial maintenance - Maintenance function
4
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Corrective maintenance covers e.g. first level breakdown and repair interventions, fault diagnosis,
condition based life cycle measures, minor modifications etc.
CERN uses the following terminology in its computerized maintenance management system
(CMMS) defining different types of MSL 1-4 interventions:
Maintenance Service Level 1-4
Work order code
Preventive Maintenances Service
PS1
Breakdown Service (unplanned)
CD
Repair Service (minor - often following PS1, CD)
CR
Modification / Improvement Service (minor - often following PS1, PSI)
CA
2.1.1.2 Maintenance Service Level 5
MSL 5 services cover corrective work projects including heavy repairs such as general overhaul of
gearboxes, motors, electrical cubicles etc.
The contractor shall provide MSL5 services for all equipment for which the warranty period of the
constructor has been expired. In case the equipment is older than 35 years prior to launch the MSL5
services the contractor shall check with CERN if the equipment is part of the next 3 years
consolidation program.
The intensive use of advanced analysis methods, good coordination and detailed follow-up of
MSL1-4 services are recommended to limit unforeseen MSL5 repair and modification works.
CERN uses the following CMMS terminology defining different types of MSL 5 interventions:
Maintenance Service Level 5
Repair Service (major - such as gearbox or motor overhaul)
Modification Service (major - when repairs are not possible)
Work order code
CR
CA
2.1.1.3 Support of Transport and Handling operations
On demand the contractor shall provide technical support for transport and handling operations. In
case support is requested by CERN the contractor shall prepare the equipment (e.g. modifying
switch settings etc.) or assure the presence of technicians (e.g. to accompany operations, assure
rapid breakdown service etc.).
2.1.1.4 Assistance to Periodic Safety Inspections
The contractor shall provide technical assistance to all periodic safety inspections related to the
equipment and shall be present during periodic safety inspection tests. The assistance of the
contractor shall assure that the equipment is operational to execute the inspection and that the test
results and recommendations of the inspector can be included into the equipment management by
the contractor. The contractor shall inform EN-HE-HM immediately in case that the periodicity of
safety inspections for cranes was not respected.
2.1.1.5 Consignment Service
The contractor shall manage and realize the consignment of equipment. In case safety cannot be
assured when the equipment is in operation, the contractor shall consign the equipment and ensure
the equipment lock out until the risk is lifted. The status of the equipment, if it is locked out or not,
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shall be followed-up by the contractor and is part of the management service as described in section
2.2.
2.1.2
Maintenance services part of “Additional services”
Additional works are part of the contractors’ obligations but shall be provided only upon request by
CERN EN-HE-HM. Additional works are categorised according to their work volume.
2.1.2.1 Small works
Small works may concern the adaptation of equipment that might be temporary or definite such as,
but not limited to installation of additional end buffers or modernization and upgrade of equipment
on CERN request.
Small works may cover dismantling or evacuation works and includes the installation of (nonexhaustive list):
 end buffers (temporary or definite);
 access means to cranes or fall protect barriers;
 remote control systems (HBC and AUTEC);
 safety devices (e.g. presence detectors, acoustic and optical signals etc.);
 safety zones by means of switches;
 electrical feeding lines;
 camera systems, laser positioning systems;
 additional electronics, PLC controllers and frequency-converters (SIEMENS and
SCHNEIDER);
 crane rails.
Small works shall be quoted based on the prices defined in the contract for the specific type of
works as stipulated in Annex B of the technical specification. The contractor shall adapt its
resources to the varying work load of small works.
2.1.2.2 Work projects or consolidation works
Work projects or consolidation works may concern the supply, replacement or revamping and
modernization of:
 entire cranes or hoists;
 lifting trolleys;
 electrical cubicles including electronics.
Consolidation works may also include intensive mechanical overhaul and renovation works (e.g.
de-rust and re-painting of metal structures etc.).
Work projects or consolidation works will be ordered separately for every project following a bid
from the contractor which shall reflecting the contractual conditions stipulated in Annex B of the
technical specification.
Work projects or consolidation works shall be part of additional resources to be provided by the
contractor. Their realization shall never have an impact on the performance of the services specified
in previous sections.
2.1.2.3 Inspection works on special request
On-demand the contractor shall be responsible to carry out the following inspections and surveys:
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



Inspection / assessment reports;
Verification of equipment lifetime in accordance the EN harmonized standards;
Annual inspection tests including load tests for cranes, hoists and lifting accessories;
Crane rail surveys.
Inspection works on special request shall be ordered based on the price catalogue part of the Annex
B.
2.1.3
Stand-by Service
CERN may request a stand-by service outside the contractor’s working periods as defined in section
3.2 herein. In such case, CERN will notify the contractor as soon as the need was identified. This
will be done if possible by writing at least one week before the start of such a stand-by service but
can be as less as 48 hours in case of an emergency.
The stand-by service shall include only the contractor’s availability to intervene on the CERN site.
If an intervention is requested, it shall occur within one hour from the time of the call. It shall be
remunerated separately according to section 5 of the tender form and shall include travel time.
The stand-by service shall include:
 the availability of the contractor’s personnel who shall intervene on the CERN site within one
hour from the time of the call;
 the mobile phone(s), in accordance with the provisions of section 4.2.6 of this technical
specification;
 means of transport.
(Note: The intervention itself becomes part of remuneration as work outside normal working
hours.)
An estimation for the volume of stand-by services to be provided is presented in Annex E.
2.2
Maintenance management and administrative processes
A “safe system of work” as referring to ISO 12480-1 had been established at CERN to ensure the
“Safe Use of Cranes”. The contractor shall integrate into the safe system of work at CERN by
taking over the responsibility for the execution of all technical maintenance services as defined in
section 2.1 and all related management and administrative processes as further defined in the
following. The contractor shall execute this mandate in line with all applicable norms, standards and
legislations.
Maintenance management and administrative processes include all tasks necessary to assure the
proper execution of the contract in line with the provisions of this specification and all related legal
aspects. It includes the proper management of all resources supplied by the contractor to execute the
services defined in section 2.1.
The contractor shall define, implement, realize and maintain through the full contract duration a
Reliability Centred Maintenance (RCM) process that shall lead to an increase in cost effectiveness
and equipment uptime. The choice for the design of the contract, the definition of service levels,
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performance indicators and penalties shall ensure the contractor implements approved front-end
analysis methods and continuously improves his performance to achieve best benefit and outcome
for CERN. The description of the contractors’ strategy shall be part of the QAP as described in
section 6.1.
Key functions in terms of the maintenance management and administrative process are given in the
table below.
Functions
Function Description of functions
code
Contract manager(s)
2.2.1
Manage the contract; represent the contractor to CERN for all
financial and legal matters.
jobs
2.2.2 a)
Coordination of the maintenance service program part of the
present contract.
work
2.2.2 b)
Organise and supervise several teams in charge of services,
and ensure the administrative follow-up of the requests and
returns of the site works.
Quantity surveyor(s)
2.2.3 a)
Ensure the management and the daily follow-up of the jobs,
including work planning and preparation.
Document, data and
CMMS manager(s)
2.2.3 b)
Ensure the daily follow-up of the work documentation and
data entry into the CERN CMMS and equipment data base
Infor EAM.
Store keeper(s) and
supplies manager(s)
2.2.3 c)
Ensure the ordering, management and availability of all
supplies.
Quality manager(s)
2.2.4
Manage the quality policy in the firm(s), support defining and
updating the quality plan, organize quality audits, and analyse
causes of non-conformities.
Safety manager(s)
2.2.5
Manage the safety policy in the firm(s), support defining and
updating the prevention plan, organize safety audits, and
analyse incidents and non-conformities.
Administrative
officer(s)
2.2.6
Ensure the management of administrative tasks related to
material and human resources such as the registration and
follow-up of work authorizations, absences and replacements,
personnel CV etc.
Unit(s) for studies
and
engineering
support
2.2.7
Unit(s) to carry out studies resulting from orders passed by
CERN and exceeding the capacities of the personnel
permanently affected to the contract.
Studies and
coordinator(s)
Site
manager(s)
Note: Functions codes different in numbering shall be realized by different contractors’ personnel
since different qualifications are required. Functions similar in numbers only different in letters
could be realized by the same function holder.
The required administrative support to be provided by the contractor exceeds the typical
management processes and may consist of the following depending on the complexity of the
projects (non-exhaustive list):
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





Planning, preparing, initiating and analyzing the work;
Supplying spare parts;
Updating existing drawings and electrical schematics;
Supplying new documentation, operation modes, drawings and schematics;
Supplying conformity declarations / tests by an independent qualified organization;
Supplying CE declarations when applicable? for all works including modification works on
existing equipment as required by the machinery directive valid at the date of the realization of
the works;
Supplying ‘Graph-set’ diagrams / flowcharts of existing crane programs;
Supplying “Crane sheets” with information for operators and maintenance staff.


The contractor shall assure the provision of above listed administrative and technical support as part
of the “Full Service Contract” approach of this contract.
The minimum requirements related to the resources realizing the functions of the maintenance
management service are listed in Annex F.
2.3
Localisation of the services on-site
The services shall be performed on both the French and the Swiss parts of the CERN site. The
“foreseeable preponderant share of the services” to be provided under this contract, determined in
accordance with the “Accord entre le Gouvernement de la République Française, le Conseil
Fédéral Suisse et l’Organisation Européenne pour la Recherche Nucléaire (CERN) sur le droit
applicable aux entreprises intervenant sur le domaine de l’Organisation” and the “Protocole
d’amendement de la Convention entre le Gouvernement de la République française et le Conseil
fédéral suisse relative à l’extension du domaine de l’Organisation européenne pour la Recherche
nucléaire conclue le 13 septembre 1965 »5 will be located on the French part of the CERN site.
The bidder shall take note of the above-mentioned agreement and the resulting obligations for
contractors and their sub-contractors (for further details cf. section 1 of the document “Working on
the CERN site”).
2.4
Estimated Volume of the Services
2.4.1
Estimated Volume of Technical maintenance services
The volume of the technical maintenance services as following section 2.1.1 to be provided is
subject to variations. Its estimation is the sole responsibility of the contractor. The contractor shall
base its estimation of resources based on the quantity of interventions as listed in Annex E. As
orientation service volume statistics of the previous years are also provided in Annex E.
5 Accord entre le Gouvernement de la République Française, le Conseil Fédéral Suisse et l’Organisation Européenne pour la
Recherche Nucléaire (CERN) sur le droit applicable aux entreprises intervenant sur le domaine de l’Organisation and Protocole
d’amendement de la Convention entre le Gouvernement de la République française et le Conseil fédéral suisse relative à
l’extension du domaine de l’Organisation européenne pour la Recherche nucléaire conclue le 13 septembre 1965 available on:
https://procurement.web.cern.ch/law-applicable-to-contractors-personnel .
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2.4.2
Estimated Volume of maintenance management services and administrative processes
The volume of the maintenance management services as following section 2.2 to be provided is
subject to variations. Its estimation is the sole responsibility of the contractor. The contractor shall
base its estimation of resources based on the quantity of interventions as listed in Annex E and the
below list of additional tasks part of management services.
Maintenance Management Service (referring to section 2.2)
estim. Int./year
The required maintenance management service consists of the following (nonexhaustive list):
 Planning, preparing, initiating and analysing the work,
daily, as
required
 Supplying spare parts,
daily, as
required
 Updating existing drawings and electrical schematics,
 Supplying new documentation, operation modes, drawings
schematics,
24
and
24
 Supplying conformity declarations / tests by an independent qualified
organization,
6
 Supplying CE declarations for all works including modification works on
existing equipment as required by the machinery directive valid at the
date of the realization of the works,
24
 Supplying control systems documentation and functional diagrams /
flowcharts of existing crane PLC programs.
6
 Supplying “Crane sheets” with information for operators
maintenance staff as given as example in Annex I.
24
3.
and
PERFORMANCE OF THE CONTRACT
The contract shall be performed in accordance with the General Conditions of CERN Contracts and,
except if specified otherwise in the technical specification, with Annex A “Working on the CERN
Site”. The services shall be considered as Second Category Work.
3.1
Coordination of Services
Services equivalent to Second Category Work in the sense of CERN Rules are subject to health and
safety co-ordination. Please refer to section 3.1 of Annex A “Working on the CERN Site”.
During the performance of the contract, the PP shall be updated by CERN in consultation with the
contractor as risks evolve and at least annually. The contractor shall inform CERN of changes of
potential risks as and when they arise and vice versa.
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3.2
Maintenance Services and Working Periods
The services requested under this technical specification are result and performance oriented. It is
the responsibility of the contractor to organise his resources in order to perform the requested
interventions as required and within the given intervention time.
In the case of Additional Services as described in section 2.1.2 or Stand-by Services as described in
section 2.1.3, working periods and its remuneration will be applied as described in section 5 of the
tender form.
3.3
Work in radiation controlled areas
The services shall be performed also in radiation controlled areas of the CERN site. The contractor
shall take into account 3.13 of Annex A “Working on the CERN Site”.
3.4
Asbestos
Asbestos has been used in the past in various components of the equipment such as, but not limited
to, brakes, gaskets etc. It is brought to the attention of the contractor that some of asbestos
containing components are still present at CERN and installed on the equipment.
In this context, the contractor shall comply with French rules regarding asbestos risk for all
operations of any kind (other than asbestos removal done by certified firms) on materials or
equipment likely to emit asbestos fibres.
The specific provisions to be met by the contractor with regard to asbestos risks shall be mentioned
in the Prevention Plan (PP).
4.
RESOURCES PROVIDED BY THE CONTRACTOR
4.1
Human Resources
4.1.1
Management and Supervision
The contractor shall assign a sufficient number of qualified personnel for the provision of the
services. The personnel assigned by the contractor to the contract shall at all times remain under the
sole direction and responsibility of the contractor.
The contractor shall support the contract with a sufficient number of qualified personnel in order to
assure the performance and the proper management of the contract in terms of quality, safety, office
administration and engineering support.
The minimum requirements for the assigned and the supporting personnel are specified in Annex F.
The contractor shall forthwith replace, if so requested by CERN, any of the personnel assigned to
the contract whose conduct or whose administrative situation could adversely affect or is adversely
affecting the proper performance of the contract or any other activities on the CERN site.
4.1.2
Training
The contractor shall, at his own expense, ensure that his personnel assigned to provide the service
on the CERN site has suitable training.
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Furthermore, before the start of the services, the contractor shall provide his personnel with specific
training CERN deems necessary concerning its site. This site-specific training shall be provided by
CERN.
The contractor shall systematically evaluate the training of his personnel at the end of each training
course and shall provide CERN with evidence that personnel have been successfully trained.
CERN may also make its own evaluation by setting up a series of tests and refuse the assignment of
a member of contractor’s personnel who has not been trained successfully.
4.2
Material Resources
The contract price shall include the material resources as defined in this section. CERNs’ minimum
requirement on material resources are listed in Annex F.
4.2.1
Premises in the Local Area
The contractor shall have his own administrative and technical premises located outside of the
CERN site. The location of these premises shall allow the contractor's personnel to reach the CERN
sites Meyrin and Prevessin within 30 minutes. The premises shall allow the contractor to perform
80% of all his obligations under the contract that he is not required to perform on the CERN site.
Excluded from the obligation to be performed in the contractors premises in the local area are
services that are not recurrent and require special technical equipment or know-how (e.g. the
analysis of oil, the renovation of reducer gearboxes, the overhaul of electrical motors, and
modernization of trolleys, hoists or other crane components).
4.2.2
Supplies
All supplies shall originate from CERN Member States and comply with the CERN safety rules.
4.2.2.1
Supplies included in the lump sum
The contractor shall supply all spare parts, repair parts, consumables and other material for the
provision of the services.
The services shall include the following supplies as part of the lump sum calculated for the “Full
Service Contract” referring to section 2.1.1 (non-exhaustive list):
 all spare and repair parts such as, but not limited to: fuses, bulbs, relays, PLC cards, bearings,
hoist ropes, electrical motors, frequency converters, PLC’s, brakes, gearboxes, wheels and all
the parts necessary for the repair of CERN’s hoisting equipment;
 all consumables such as, but not limited to: gear box oil, hydraulic oil, filters, grease, etc..
The technical characteristics of consumables, spare parts and supplies are those recommended by
the manufacturers or, failing this, compatible with the operation and continuity of the equipment
and part of a validation process in line with section 10.5.3 of ISO 12480-1:1997.
4.2.2.2 Supplies part of additional services
The services shall include the following supplies as part of additional services on CERN request
referring to section 2.1.2 (non-exhaustive list):
 mechanical supplies such as, but not limited to: fall protect barriers, access ladders, raw material
for end stoppers, rails, etc.;
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

electronic supplies such as, but not limited to: remote control systems, frequency converters,
PLCs, etc.;
hoisting equipment such as, but not limited to: hoists, EOT cranes, etc..
Supplies part of additional works shall be reimbursed based on price offers indicating the price the
contractor has to pay to suppliers and a fixed margin that is part of the contract.
4.2.2.3 Parts Management
The contractor shall use CERN CMMS (Infor EAM) to manage all consumables, repair and spare
parts and to maintain the references and stock levels up to date in the system database.
Parts classification and coding shall be done following the rules put in place by CERN. A global
inventory of the stock shall be done minimum once per year.
4.2.3
Transport
The contractor shall be in charge for all transports from, at and to CERN and shall provide all
necessary transport means to provide the service, including for example:
 Vans, pick-up trucks and trailers to transport material and mobile access means to the work
sites,
 Bikes and bike-trailers for the technical staff, tooling and small material to provide service in
underground areas only accessible via the tunnels.
(Note: Referring to section 4.2.2 of Annex A “Working on the CERN Site” the model of the bikes
shall be approved by CERN.)
CERN will ensure the vertical ‘shaft’ and horizontal ‘tunnel’ transports of heavy materials in case
services have to be provided in underground areas. Please refer to section 4.2 of Annex A “Working
on the CERN Site” for more information.
4.2.4
Tooling and Materials
The contractor shall provide all the necessary tools to provide the service, including but not limited
to:
 mobile access means such as ladders, scaffoldings, mobile elevating working platforms etc.;
 mobile lifting means such as hoists, chain-blocks, slings etc.;
 special tooling for heavy metal works such as torque wrenches, hydraulic jacks, mobile welding
and cutting machines, on purpose build tooling etc.;
 special measuring equipment such as exact distance measuring up to 150 meters, frequency
analyses, vibration measurement, thermo graphical analyses etc.;
 special means for protecting the work site environment such as barrier equipment, fire-resistant
covers, dust-tight covers etc.;
 special cleaning equipment for, but not limited to, collection, elimination and/or evacuation of
chemical products or mechanical particles such as oil, grease, metallic, magnetic and dust
particles etc..
All tooling and equipment proved by the contractor for the performance of the contract shall
comply with applicable laws and in compliance with the provisions of section 3.21 of Annex A
“Working on the CERN Site”. Unless specified otherwise, the tooling remains the property and
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responsibility of the contractor. Any damage or degradation of such tooling or equipment will be
contractors’ responsibility.
4.2.5
Computing Equipment
The contractor shall provide the computing and office automation equipment he deems adequate
and necessary for the performance of his obligations under the contract. The equipment provided
shall be used in compliance with the provisions of section 5.1 of Annex A “Working on the CERN
Site”. The installation of any such equipment on CERN territory as well as the connection to the
CERN IT network shall be subject to CERN’s prior written permission.
For proper CERN CMMS exploitation and management every technical team shall be equipped
with tablet PCs.
4.2.6
Mobile Phones
The contractor shall, at his own expense, provide the mobile phones necessary for the performance
of his obligations under the contract. For on-site communications, CERN will make SIM-cards
available to the contractor as defined in Annex A “Working on the CERN site”. Equipping every
technical team, the management and supervisor team with CERN SIM cards is obligatory for the
contractor.
4.2.7
Personal Protective Equipment
The contractor shall, at his own expense, and in accordance with the General Conditions of CERN
Contracts Annex A “Working on the CERN Site” provide his personnel with all necessary personal
protective equipment, including but not limited to safety shoes, gloves, helmets, fall arrest harness
and accessories, but also for work under special conditions (such as radiation controlled areas,
oxygen deficiency hazards, presence of asbestos) etc.
4.2.8
Dosimeters
The contractor shall organise the medical follow-up and the monitoring of the dose to his Exposed
Workers in accordance with applicable national laws. To this end he shall, in particular, provide his
personnel concerned with appropriate passive personal dosimeters in compliance with the
provisions of section 3.13 of Annex A “Working on the CERN Site”.
5.
EQUIPMENT AND MATERIALS MADE AVAILABLE BY CERN
5.1
Premises
CERN will not provide the contractor with premises on its site.
5.2
Vehicles
On request for particular operations, such as the transport of CERN spare parts to the work sites and
if CERN deems justified, a suitable CERN vehicle will be made temporarily available. CERN
vehicles shall be used in compliance with the provisions of section 5.8 of Annex A “Working on the
CERN Site”.
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5.3
Network and Computing Facilities
CERN will make available to the contractor the following computing facilities:
 NICE Accounts and access rights to CERN server network;
 Access rights to the CERN CMMS (Infor EAM);
 Access rights to electronic data management interfaces: EDMS, MTF, CDD (Drawing server);
 EDH to request services of CERN’s infrastructure such as transport service requests, access
requests etc.;
 MTF and EDMS to consult the equipment documentation;
 IMPACT to manage the intervention and access requests.
Network and computing facilities shall be used in compliance with the provisions of section 5.1 of
Annex A “Working on the CERN Site”.
5.4
Dosimeters
CERN will make available to the contractor passive and/or active personal dosimeters in
accordance with the provisions of section 3 of Annex A “Working on the CERN Site”. The
contractor shall return such dosimeters to CERN within five calendar days from the date of
termination of the assignment of the personnel concerned.
(Note: Being equipped with CERN dosimeters does not release the contractor to provide own
dosimeters for the follow-up of the radiation dose of their personnel according to section 4.2.8).
6.
EVALUATION OF SERVICES
6.1
Quality Assurance Plan
The contractor shall establish a QAP in compliance with laws and best practices and ensure its
application throughout the duration of the contract.
The QAP shall not be subject of major changes during the contract period without prior information
and confirmation by CERN.
6.2
Quality Levels and Measurement
The levels of quality required from the contractor are specific to each service or applicable to the
contract as a whole.
The required quality levels for the services are as defined in the Service Level Agreement attached
as Annex G.
The service quality levels shall be measured according to specific performance indicators defined in
Annex H.
Failure to comply with the required service quality levels may result in the application of penalties
as defined in section 7 below.
6.3
Quality assessment and auditing
The contractor shall react to non-conformities or dysfunctions of the contract and initiate quality
assessments and audits to become compliant with the quality levels and performance indicators
defined for the services.
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7.
PENALTIES
The following penalties shall apply in case of non-conformity of the provided services with the
technical specification:
Points per non-conformity as defined in Annex H, which shall be added up each month. The value
of a penalty point shall be equal to 1’000 CHF of 820 EUR.
All penalties shall be cumulative and are to be deducted from the contractor's monthly invoice.
Without prejudice to any other rights and remedies it has under the contract or otherwise, CERN
may terminate the contract with immediate effect in case the cumulated value of penalties exceeds
10% of the amount paid by CERN during the preceding six months or where the same type of
penalties have been applicable for three months within a six months period.
Penalties are without prejudice to CERN's right to claim damages should the non-conformities
result in loss or damage exceeding the amount of applicable penalties.
8.
CONTRACT FOLLOW-UP
8.1
Monitoring Group
A monitoring group shall be set up, composed of representatives of CERN, the contractor and any
other representatives deemed necessary by CERN. The monitoring group shall hold a kick-off
meeting at the start of the contract, where issues such as those listed below shall be addressed:




Organization proposed by the contractor;
Quality system and its implementation;
Material and human resources available for the contract;
Confirmation of defined performance indicators and key milestones as well as remedial
measures if needed.
The monitoring group shall meet at regular intervals to evaluate the progress of the contract
execution and discuss any issues that threaten to affect the performance of the contract. It shall
immediately be informed of any difficulty encountered in the execution of the contract and shall
assess any modification proposed. If required, it shall approve the change of suppliers or of key
personnel.
8.2
Meetings
The contractor shall attend briefing meetings organised and scheduled by CERN in order to monitor
the performance of the contract.
The contractor manager shall further, every three months, attend a contract meeting to present a
detailed activity reports.
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8.3
Reporting
8.3.1
Monthly Activity Reports
The contractor shall at the beginning of each month submit to CERN an activity report concerning
the services provided during the previous month and specifying in particular:
 Any non-conformity and the remedial measures taken;
 Accidents that may have occurred in the framework of the service provision and those that have
had or could have had an impact on the health and safety and/or on the environment;
 The own calculated values of the Key Performance Indicators established in Annex H;
 List of the major breakdowns (Top ten list) and the remedial measures taken;
 Any documents, statistics, lists or reports to monitor the performance indicators requested by
CERN.
At the start of the contract, the contractor shall prepare a template both in paper and electronic
formats for the monthly activity report for approval by CERN. Once approved, the contractor shall
use the template for all activity reports.
8.3.2 Annual Reports
The contractor shall, before the end of each contractual year, submit to CERN an annual report for
the on-going contractual year.
It shall include but not be limited to:
 A summary of statistical and monitoring data, together with appropriate comments and an
analysis of unusual incidents;
 An overview of important aspects reported in the monthly activity reports;
 Proposed organizational, technical, etc… objectives, including proposals for optimizing the
contract performance for the following year;
 Any documents, statistics, lists or reports requested by CERN.
At the start of the contract, the contractor shall prepare a template both in paper and electronic
format for the annual report for approval by CERN. Once approved, the contractor shall use the
template for all annual reports.
8.3.3 Occasional Reports
The contractor shall provide, at CERN's request and according to a deadline defined by CERN on a
case by case basis, any reports concerning the services.
8.3.4
Incident report
Any incident shall be reported within 24 hours by the contractor in accordance with the Safety Code
A2.
8.4
Contractual Documents
The contractor shall submit the requested contractual documents in English or French and according
to the following lead times:
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CONTRACTUAL
DOCUMENTS
LEAD TIMES
SECTION
Contractor’s feedback on the PP
2 months before start of service provision
3.1
Completion of the PP document
1 month before start of service provision
3.1
Update of the PP document
At least yearly until the 10th of January or
3.1
1 week following CERN request
Completion of the QAP
2 months after start of the service provision
6.1
Preparation of template for
monthly activity report
1 month after start of the service provision or
8.3.1
Preparation of template for annual
report
2 months after start of the service provision or
2 weeks following CERN request
8.3.2
2 weeks following CERN request
Lead times apply exclusively to the documents listed above and run, except for the PP, from the
date the service provision starts until the date of receipt by CERN of the documents. Provided the
documents are found correct, CERN shall issue a notice of acceptance of the documents within two
weeks following receipt. Once signed by both parties, these documents become part of the contract.
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9.
CONTACT PERSONS AT CERN
9.1
For Technical Matters
Name/Department/Group
Mr. Oliver BOETTCHER
Tel
Email
Tel:
+41 22 767 2985
[email protected]
Tel:
+41 22 766 2093
[email protected]
EN/HE
In case of absence:
Mr. Helder LOURENCO
EN/HE
9.2
For Administrative Matters
Name/Department/Group
Mr. Sébastien SONNERAT
Tel
Email
Tel:
+41 22 767 3092
[email protected]
Tel:
+41 22 767 8486
[email protected]
FP/PI
In case of absence:
Mrs Cristina LARA ARNAUD
FP/PI
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10.
ANNEXES
Table of Annex Contents
ANNEX A WORKING ON CERN SITE
ANNEX B EQUIPMENT INVENTORY AND CONTRACT SERVICE VOLUME
ANNEX C CERN SAFETY RULES
ANNEX D DESCRIPTION OF MAINTENANCE SERVICE LEVELS (MSL)
ANNEX E SERVICES VOLUME
E.1 Estimated service volume part of the lump sum in number of interventions every year
E.2 Estimated service volume part of additional works in number of interventions for 3 years
E.3 Estimated service volume of Stand-by services every year
E.4 MSL 1-5 - Average Service Volume the past six years
E.5 Additional work and Consolidation projects - Average Service Volume the past six years
E.6 MSL 1-5 - Minimum and Maximum Service Volume the past six years
ANNEX F MINIMUM REQUIREMENTS
F.1
Management personnel
F.2
Technical personnel
F.3
Combination of technical specialization of the personnel
F.4
Minimum personnel resources (compensation of absences)
F.5
Training (Permits and authorizations)
F.6
Premises
F.7
Vehicles
F.8
Tools and Vehicles equipment
F.9
Personal Equipment of Technicians
ANNEX G SERVICE LEVEL AGREEMENT
G.1 Preventive Maintenances Service (PS1) following IT-3976/EN section 2.1.1.1
G.2 Breakdown Service (CD) following IT-3976/EN section 2.1.1.1
G.3 Repair Service (CR) following IT-3976/EN section 2.1.1.1 and 2.1.1.2
G.4 Modification / Improvement Service (CA) following IT-3976/EN section 2.1.1.1 and 2.1.1.2
G.5 Assistance to Periodic Safety Inspections (PSI Assist.) following IT-3976/EN section 2.1.1.4
G.6 Lockout/Tagout service (T1) following IT-3976/EN section 2.1.1.5
G.7 New Works / Consolidation Works (T1 & T2) following IT-3976/EN section 2.1.2
ANNEX H PERFORMANCE INDICATORS
ANNEX I EXAMPLE OF A CRANE SHEET
ANNEX J TECHNICAL SPECIFICATION FOR INSTALLATION OF END BUFFERS
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Annex A Working on CERN site
The
document
shall
be
downloaded
https://edms.cern.ch/document/1155899/5.0
Annex B
by
using
the
following
the
link:
Equipment Inventory and Contract Service Volume
The equipment for which service shall be provided is listed in the Excel file “IT3976_Annex_B_Volume.xlsx” used to calculate and quote the service volume of the contract.
Annex C CERN Safety Rules
The contractor shall respect all applicable laws and apply all relevant standards for the execution of
the services.
The contractor shall respect all relevant CERN safety documents related to the services to be
provided.
An overview and access to about CERN safety documents is available via:
http://cern.ch/safety-rules .
The CERN safety documents directly related to lifting equipment and can be accessed via
https://espace.cern.ch/Safety-Rules-Regulations/en/rules/byDomain/Pages/mechanical.aspx.
The most important documents for the contractor are the following documents:
SR-M - Mechanical equipment - Mechanical
This Safety Regulation defines standard equipment and special equipment. It lists the binding
general requirements for mechanical equipment during its life-cycle, from design to
decommissioning.
GSI-M1 - Standard Lifting Equipment - Mechanical
This General Safety Instruction defines binding general requirements for standard lifting equipment
during its life-cycle. Equipment which falls within this category is jib cranes, overhead travelling
cranes, gantry cranes, hoists, pallet trucks, fork-lift trucks, lifting platforms, winches, jacks. This
General Safety Instruction covers also lifting accessories like slings, chains, cables, ropes, hooks,
rings and lifting beams, including those for moving such loads in a horizontal plane.
This General Safety Instruction refers and is based on European Directive 2006/42/EC.
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Annex D Description of Maintenance Service Levels (MSL)
The maintenance service levels MSL 1-5 as defined by FD X 60-000:2002 correspond to a
categorisation of preventive and corrective maintenance services requiring a different level of
qualification and specialization of the personnel performing it:
MSL 1
Simple adjustment as foreseen by the manufacturer by means of accessible elements, without
dismantling or opening of the equipment or change of consumable elements accessible in safe
conditions. It concerns simple preventive and corrective maintenance activities (restart, greasing,
replacement of consumables or accessories such as probes or fuses, etc.).
This intervention can be carried out by technically qualified personnel, without tools and with the
guidance of user instructions.
MSL 2
Troubleshooting with standard replacement of elements destined for that purpose and minor
activities of preventive maintenance such as greasing and checking of correct operation.
A qualified technician with average qualifications can carry out this intervention with portable tools
defined by the maintenance instructions and with the help of the same instructions.
MSL 3
The identification and diagnosis of breakdowns, repairs by replacement of components or of
functional elements, minor mechanical repairs and all common operations of preventive
maintenance such as general adjustment or realignment of measurement tools.
These interventions can be carried out by a specialised technician on site or in the maintenance
building, using tools listed in the supplied instructions. They may also be carried out by using
measurement and tuning tools, and the test and control benches of the equipment and using the
whole documentation needed for the maintenance of the goods, and the parts provided from stock.
MSL 4
All important works for corrective or preventive maintenance with the exception of renovation and
rebuilding. This level also includes the adjustment of measurement tools used for the maintenance
and possibly the checking of the calibration instruments by certified companies.
This intervention can be carried out by a team of highly specialised staff on site or in a specialised
workshop and provided with general tooling (mechanical, cabling, and cleaning tools, etc.) and the
required measurement benches and calibration instruments needed, with the help of any general or
particular documentation.
MSL 5
All major works for corrective or preventive maintenance such renovation or rebuilding of
equipment.
One or more specialised teams with a qualification that can be up to engineer level will carry out
this work.
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Annex E Services Volume
E.1 Estimated service volume part of the lump sum in number of interventions every year
Section
Services included in the Contract "Lump sum"
2.1.1
2.1.1.1
2.1.1.1 a)
2.1.1.1 c)
2.1.1.1 d)
2.1.1.1 e)
2.1.1.2
2.1.1.2 a)
2.1.1.2 b)
2.1.1.3
Service
Maintenance Services part of the “Full Service
Contract”
Maintenance Service Level 1-4
Preventive Maintenances Service
Breakdown Service (unplanned)
Repair Service (minor - often following PS1, CD)
Modification / Improvement Service (minor often following PS1, PSI)
ODM type
estim.
Interv.
per year
1750
PS1
CD
CR
475
220
200
CA
100
CR
12
CA
6
T1_Support
175
PSI
550
T1_Consigne
30
Maintenance Service Level 5
Repair Service (major - such as gearbox or motor
overhaul)
Modification Service (major - when repairs are
not possible)
Support to Transport and Handling operations +
additional services (only manpower)
2.1.1.4
Assistance to Periodic Safety Inspections
2.1.1.5
Consignment Service
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E.2 Estimated service volume part of additional works in number of interventions for 3
years
Section
Service
2.1.2
Maintenance services part of “Additional services” on
special request
2.1.2.1
Small works
2.1.2.1 a)
Installation of remote control units
estim.
Interv.
for 3 years
185
T1
2.1.2.1 a1)
-
type HBC Micron 5 with infrared start-up
15
2.1.2.1 a2)
-
type HBC Spectrum 1 with infrared start-up
10
2.1.2.1 b)
Additional services to be supplied on CERN request
ODM
type
Supply + Installation of mechanical end stoppers and
positioning of actuators for electrical end switches
(often temporary)
T1
2.1.2.1 b1)
-
for crane or hoist up to 1t
12
2.1.2.1 b2)
-
for crane or hoist up to 5t
6
2.1.2.1 b3)
-
for crane up to 10t
6
2.1.2.1 b4)
-
for crane up to 30t
2
2.1.2.1 b5)
-
for crane up to 50t
2
2.1.2.1 b6)
-
for crane over 50t
4
2.1.2.1 c)
2.1.2.1 c1)
Electro-mechanical modifications on cranes (fixed price
for manpower and tooling only)
-
installation additional end-switches to create
additional 2-dim. safety zones
6
-
electronic interventions equipping existing
equipment for special purposes (i.e. installation of
camera and/or laser positioning systems).
4
2.1.2.1 c2)
2.1.2.1 d)
T1
Special cleaning of cranes or hoists incl. Rails
T1
2.1.2.1 d1)
-
special cleaning of hoists up to 1t
6
2.1.2.1 d2)
-
special cleaning of hoists up to 5t
6
2.1.2.1 d3)
-
special cleaning of hoists over 5t
6
2.1.2.1 d4)
-
special cleaning of single girder cranes up to 5t
4
2.1.2.1 d5)
-
special cleaning of single girder cranes over 5t
4
2.1.2.1 d6)
-
special cleaning of double girder cranes up to 10t
4
2.1.2.1 d7)
-
special cleaning of double girder cranes up to 30t
4
2.1.2.1 d8)
-
special cleaning of double girder cranes up to 50t
4
2.1.2.1 d9)
-
special cleaning of double girder cranes over 50t
4
2.1.2.1 e)
2.1.2.1 e1)
Other “Small works”
-
Installation of electrical feeding lines
T1
6
EDMS N°: 1323976
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Section
2.1.2.1 e2)
2.1.2.1 e3)
2.1.2.2
2.1.2.2 a)
2.1.2.2 b)
2.1.2.2 c)
2.1.2.2 d)
2.1.2.3
2.1.2.3 a)
2.1.2.3 b)
2.1.2.3 c)
2.1.2.3 d)
Service
Installation of crane rails,
Installation of PLC controllers / frequencyconverters (SIEMENS and SCHNEIDER).
Consolidation works
- Supply, replacement, revamping or modernization
of entire cranes or hoists
- Supply, replacement, revamping or modernization
of lifting trolleys
- Supply, replacement of electrical cubicles and
electronics
- intensive mechanical overhaul and renovation
works (i.e. de-rust and re-painting of metal
structures etc...);
Inspection works on special request
ODM
type
-
estim.
Interv.
for 3 years
4
4
T2
8
6
12
12
Insp
-
Inspection / assessment reports,
6
-
Verification of equipment lifetime by applying the
FEM standards,
6
-
Annual inspection tests including load tests for
cranes, hoists and lifting accessories,
6
-
Crane rail surveys.
6
E.3 Estimated service volume of Stand-by services every year
Section
Service
2.1.3
Stand-by service
Monday to Saturday from 17h30 to 08h30 (15h)
Saturday from 08h30 to 0h00 (15.5h)
Sunday and CERN holidays from 0h00 to 24h00 (24h)
ODM
type
estim.
cases per
year
12
12
6
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E.4 MSL 1-5 - Average Service Volume the past six years
Type
Grand Total
PSI
PS1
PS_vidange
PS10
CA
CD
CR
T1-Consignation
T1-Formation CERN
T1-Support
Averages per Year
(Reference period 2008 to 2013)
Count of
Average Sum
Average Sum of
ODM
of Hours
Material cost
1,491
11,476
75,275
548
569
370
3,262
757
13
313
1
50
100
1,768
18,538
232
1,577
1,536
182
3,488
54,444
27
88
2
46
16
315
Please note, that Spare parts and consumables up to 500CHF are not listed.
E.5
Additional work and Consolidation projects - Average Service Volume the past six
years
Type
Grand Total
T1
T2
Averages per Year
(Reference period 2008 to 2013)
Count of
Average Sum
Average Sum of
ODM
of Hours
Material cost
128
2,931
99,795
122
2,595
85,805
6
336
13,990
E.6 MSL 1-5 - Minimum and Maximum Service Volume the past six years
Type
Grand Total
PSI
PS1
PS_vidange
PS10
CA
CD
CR
T1-Consignation
T1-Formation CERN
T1-Support
Minimum - Maximum
(Reference period 2008 to 2013)
Count of
Sum of Material
Sum of Hours
ODM
cost
Min.
Max.
Min.
Max.
Min.
Max.
998
1,869
6,561 19,833 39,820 318,706
452
572
447
705
165
436
1,549
5,118
1
44
5
1,221
0
7
0
299
57
212
702
4,222
188
283
1,335
2,318
124
235
2,477
5,341
7
49
11
178
0
5
10
197
4
26
25
234
EDMS N°: 1323976
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Annex F Minimum requirements
F.1
Management personnel
With reference to the services described in section 2.2 and to section 4.1.1 the assigned
management personnel shall have the following qualifications as minimum requirements:
Service code /
Management
Functions
Minimum requirements
2.2.1
Availability:
2d / month (0.1 FTE)
Contract manager(s)
Education and professional
qualifications:
University degree (technical or business
administration)
Experience in (Level):
5 years of managing EOT crane service
contracts
Responsibility (over the last
5 years):
10 staff supervised, 3 contracts managed
(min. 300 kCHF per year)
Languages:
English or French, good in one, basic the
other (spoken and written)
Availability:
permanently (1 FTE) – to be replaced during
absences
Education and professional
qualifications:
Mechanical of electrical engineering
Technical experience:
15 years of experience together in
specialized EOT crane maintenance service
or / and EOT crane supply or consolidation
Experience in (Level):
Mechanical and electrical CAD (Expert)
2.2.2
a) Studies and jobs
coordinator(s)
b) Site work
manager(s)
Work preparation (Expert)
Work safety (Expert)
2.2.3
a) Quantity
surveyor(s)
b) Document, data
and CMMS
manager(s)
Responsibility (over the last
3 years):
8 staff supervised or
5 EOT crane projects managed each
500kCHF (each year)
Languages:
English or French, good in one, basic the
other (spoken and written)
Availability:
permanently (1 FTE) – to be replaced during
absences
Education and professional
qualifications:
University degree (technical or business
administration)
Technical experience:
5 years of experience in industrial services
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Service code /
Management
Functions
Minimum requirements
c)Store keeper(s) and Experience in (Level):
supplies manager(s)
2.2.4
MS Office (advanced) and CMMS software
(expert) and Maintenance Methods and
Organization (expert)
Responsibility (over the last
3 years):
Document, data and CMMS management of
200 work orders per year, Management of
200 assets, Spare parts and supply
management in high of 100 kCHF
Languages:
English or French, good in one, basic the
other (spoken and written)
Availability:
1 day / month (0.05 FTE)
Education and professional
qualifications:
University degree in Technical or Quality
Engineering or Business Administration
Technical experience:
5 years of experience as quality engineer or
auditor in EOT crane supply and after sales
services or industrial services
Experience in (Level):
Quality assurance methods (expert) and
Quality assessment (expert) and continuous
improvement processes (expert)
Responsibility (over the last
3 years):
Quality manager of the Lead firm
Languages:
English or French, good in one, basic the
other (spoken and written)
Availability:
1 day / month (0.05 FTE)
Education and professional
qualifications:
University degree in Technical or HSE or
Business Administration
Technical experience:
5 years of experience as safety engineer or
auditor in EOT crane supply and after sales
services or industrial services
Experience in (Level):
Safety assurance methods (expert) and
Safety assessment (expert) and Safety
improvement measures (expert)
Quality manager(s)
2.2.5
Safety manager(s)
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Service code /
Management
Functions
Minimum requirements
Responsibility (over the last
3 years):
Safety manager of the Lead firm
Languages:
English or French, good in one, basic the
other (spoken and written)
2.2.6
Availability:
2 days / month (0.1 FTE)
Administrative
officer(s)
Education and professional
qualifications:
Management assistant
Technical experience:
3 years of experience as management
assistant or support in after sales services
units
Experience in (Level):
MS Office (expert) and Office organization
(expert) and Administration management
(expert)
Responsibility (over the last
3 years):
Management assistant or support in after
sales services of the Lead firm
Languages:
English or French, good in one, basic the
other (spoken and written)
2.2.7
Availability:
4 days / month (0.2 FTE)
Unit(s) for studies
and engineering
support
Quantity of people:
4 different specialists
Education and professional
qualifications:
Mechanical engineering and Electrical
engineering and PLC automation
engineering and Hydraulic engineering
Technical experience:
3 years of experience in the design and layout of EOT crane components
Experience in (Level):
CAD mechanical and electrical (expert) and
Siemens and Schneider PLC automation
(expert)
Responsibility (over the last
3 years):
Part of the EOT crane supply design unit
and / or the after sales service of the lead
firm
Languages:
English or French, good in one, basic the
other (spoken and written)
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F.2
Technical personnel
With reference to the services described in section 2.1 and to section 4.1.1 the assigned
management personnel shall have the following qualifications as minimum requirements:
Service code /
Management
Functions
Minimum requirements
2.2.10
Availability:
Permanent and partly available maintenance
labour (number of FTE depending on the
contractors proposal)
Education and professional
qualifications:
Diploma in the maintenance of industrial
equipment and advanced training on the
machinery directive and its application on
EOT cranes and qualification referring to the
team requirements (refer to table below)
Technical experience:
5 years as maintenance technician
specialized on EOT cranes (expert)
Experience in (Level):
All types of MSL1-5 services on EOT
cranes (expert) and installation of EOT
cranes (advanced)
Responsibility (over the last
5 years):
Intervention responsible
Languages:
English or French, good in one (spoken and
written)
Availability:
Permanent and/or partly available
maintenance labour (number of FTE
depending on the contractors proposal)
Education and professional
qualifications:
Diploma in the maintenance of industrial
equipment
Technical experience:
2 years as maintenance technician of
industrial services
Experience in (Level):
All types of MSL1-4 services on industrial
equipment (advanced)
Responsibility (over the last
2 years):
Support technician for team leader
Languages:
English or French, good in one (spoken and
written)
Senior technician(s) /
Team leader(s)
2.2.11
Support
technician(s)
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F.3 Combination of technical specialization of the personnel
The contractor shall assign a team of technicians competent and qualified in the different
technologies integrated in EOT cranes. The maintenance service that shall be carried out by a team
of technicians fulfilling at least the following specific qualifications:
Technical specialization
Mechanics
Electro-mechanics
Electrician
Hydraulics and Pneumatics
Electronic technician (frequency converter / remote control technology)
PLC programming (Siemens and Schneider)
F.4 Minimum personnel resources (compensation of absences)
The contractor shall assure a minimum service and functioning of the contract during unforeseen or
short term absences and compensate temporarily as described below listed. Unforeseen absences do
not release the contractor from the obligations of this contract.
Minimum resources
Max. acceptable period
Temporary action
Only 1 person in
administration
(Site supervisor missing)
3 days / week
Function of Site supervisor to be
replaced by most experienced
maintenance technician and
technician to be replaced by adding
a temporary technician
Only 1 person in
administration
(CMMS manager missing)
3 days / week
Only 2 technical teams
5 working days
(with min. 2 Teamleaders)
(max 10 days per month)
(max 2 weeks per month)
(max 2 weeks per month)
Function of CMMS manager to be
replaced by most experienced
supporting technician (2.1.1 b) )
and supporting technician to be
replaced by adding a temporary
technician
Adding complete technical teams to
cover the workload and to respect
the key performance indicators
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F.5 Training (Permits and authorizations)
The personnel providing maintenance service (realization or supervision) shall possess the
following permits and authorizations to be organized by the contractor as following section 4.1.2:
Work authorization – Safety training
Concerns
Working at Heights - Using a harness
all personnel intervening on the field
Overhead Crane - Operator and Slinger
all personnel intervening on the field
Electrical Authorization ( to comply with the
requirements of NF C 18 510)
all personnel intervening on the field min.
H0B0 (if not "Habilitation" grades as required
for : B1-B1V-B2-B2V-BR-BC
Electrical works
Authorization grades as required: B1-B1V-B2B2V-BR-BC
Hydraulic works
Authorization as required (min. 2 technician
assigned to the contract)
First aider
all permanently assigned personnel intervening
on the field
Mobile Elevated Working Platform
personnel who is regularly required to use a
mobile elevating work platform (MEWP
category 3B)
Fire Extinguisher
all personnel intervening on the field
Scaffolding - Putting-up
all personnel intervening on the field
Scaffolding - Accepting
min. 3 technicians assigned to the contract
Work under Asbestos
min. 4 technicians assigned to the contract
Radiological Protection
all personnel intervening on the field
F.6 Premises
Referring to section 4.1.2 the contractor shall provide premises which shall satisfy the following
minimum requirements:
Type
Minimum requirement
General space and parking
Adapted to 12 people
Offices for management personnel
2 offices for 4 office desks with PC or Laptop
Meeting room
1 for minimum 12 people
Rest rooms – Changing room –
Lockers
Minimum for 10 technicians
Toilets – Showers etc.
As required for 10 technicians
Store – magazine – documentation
Minimum 50m of shelves and enough space to store 20
palettes (80x120 cm) with material
Stock for chemical products
For minimum 500 litres of fluids (oil, grease, hydraulic
EDMS N°: 1323976
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Type
Minimum requirement
fluids)
Mechanical workshop
Space and machines to perform the following actions for 3
technicians working in parallel:
Electrical workshop
-
Bending metal plates up to 2m width and 3mm
thickness,
-
Drilling holes up to 25 mm into steel plates up to 3 cm
with a precision of 0.1 mm,
-
Cutting and welding steel beams as used for end
stoppers adapted to 80t EOT cranes,
-
Producing fall protect barriers or access means of up
to 4m length,
-
Turning round steel beams of up to 450mm of
diameter and 1.5m length,
-
Milling steel plates up to 3cm thick, 50cm long and
40cm high with the possibility to position the milling
tool at any angle,
-
Welding steel constructions up to 25 mm thickness,
-
Jacking and pressing of metal axles or bearings with a
force up to 10t and a range of 100mm.
Space and tooling for the repair, preparation and testing of
electrical or electronic equipment for 2 technicians
working in parallel:
-
remote control units (to be equipped with HARTING
plugs),
-
frequency converters,
-
camera systems,
-
small electrical cubicles,
-
motors.
F.7 Vehicles
The name and logo of the contractor shall be clearly identifiable on the maintenance vehicles. The
contractor shall provide a sufficient number of vehicles as following section 4.2.3:
Service vehicle
Heavy Service Car with at least 11m3 for transport of tools, parts and materials
with bigger dimensions, access ladders and mobile working platforms.
Standard Service cars with at least 3 m3 of load space for the transport of tools and
parts, and access equipment.
Min.
Quantity
1
1 for each
team of 2
technicians
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F.8 Tools and Vehicles equipment
The contractor shall provide the tools and equipment in sufficient number to perform 80% of all
works with the equipment that is permanently available in the service vehicles. The below nonexhaustive list represents a recommendation for tooling by CERN for the previous contract and
shall be only used as complementary information to section 4.2.4:
Pos.
Quantity
Description of Item
Category A – Basic tooling for Technical Team
Cable squeezing pliers for lugs (Ø up to 50 mm²)
Digital-Multi-Meter
Fork wrench set (from 8 to 32 mm)
Lug pliers
Plastic hammer large
Rasp
Ratchet set M5-M22
Ring spanner set 8 - 32
Screwdriver set
Side Cutting pliers
Tool box for electrician (personally equipped)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
1
1
1
1
1
1
1
1
1
1
1
12.
13.
1
1
14.
15.
1
1
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
1
1
1
1
1
1
1
1
1
1
1
2
2
2
2
2
4
Category B – Basic equipment of Standard Service Cars
Angle sander 115 mm Ø
Assortment case of cable lugs
Barrier equipment for zoning a work site of 6 x 6 m (Barrier chain, 4 posts,
panels )
Bow saw 300 mm
Cable drum with 15 m cable (plugs compatible with Swiss and French
system)
Cable squeezing pliers for lugs (Ø up to 120 mm²)
Caliper gauge
Assortment circlip pliers
Drilling machine
Fitter hammer 2000g
Hemp rope for 500 kg (20m)
Safety rope 20 m
Tape measure 30 m
Soldering irons 25W, soldering iron butane gas powered
Spirit-level
Fastening clamps up to 200 mm
Fastening clamps up to 400 mm
Grease pump
Hemp rope for 2000 kg (20m)
Mounting iron
Warning plates: "Crane Maintenance Work in Progress"
1
1
1
Category C – Additional equipment of Heavy Service Cars
Puller 2-foot for discs (Ø up to 300 mm)
Cable drum 40m 220V
Machine screw tab set (M3-M30)
33.
34.
35.
Category
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Basic tooling
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Service car
Heavy Service car
Heavy Service car
Heavy Service car
EDMS N°: 1323976
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Pos.
Quantity
Description of Item
Category
36.
37.
38.
39.
40.
41.
42.
43.
44.
1
1
1
1
1
1
2
2
2
Stamping machine for PG screw connections of Pg16-Pg42
Torque wrench
Puller 3-foot for discs (Ø up to 300 mm)
Machinist's wrench set (hexagon spanners)
Torx wrench set (TX6-TX60)
Aluminum tools case 750x350x300 (BxTxH)
Collect pan (20 l for oil change)
Machine screw tab set (M4-M10)
Spot facer
Heavy Service car
Heavy Service car
Heavy Service car
Heavy Service car
Heavy Service car
Heavy Service car
Heavy Service car
Heavy Service car
Heavy Service car
45.
46.
47.
48.
49.
50.
51.
52.
53.
54.
1
2
1
1
1
1
2
2
2
2
Category D – Additional equipment of Workshop
Hammer drill
Hoist 800 kg (15 m rope)
Hydraulic torque drill
Magnet drilling machine
Measuring device Pole-Multi-meter
Programming devices PG740
Floodlight 500W
Ring spanner wrench set (M24-M55)
Vacuum cleaners 1600W
Bikes validated by CERN for works in the tunnels
Workshop
Workshop
Workshop
Workshop
Workshop
Workshop
Workshop
Workshop
Workshop
Workshop
F.9 Personal Equipment of Technicians
Apart from PPE following section 4.2 every technician shall be equipped minimum with the
following:
-
1 telephone with CERN GSM card;
-
1 copy of PP;
-
1 copy of the QAP;
-
Folder with all work authorizations.
EDMS N°: 1323976
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Annex G Service Level Agreement
The contractor shall provide the services as listed and described in chapter 2 in compliance with the
service level agreement specified by below tables. The service level agreement may be completed
during the contract duration by CERN and communicated to the contractor one month prior to
application.
Service
Required Quality Level
G.1 Preventive Maintenances Service (PS1) following IT-3976/EN section 2.1.1.1
Key Performance
Indicators
Frequency
Preparation
Realization (verifications
and actions taken):
G1, G2, G3, G4, G7, S1, S2, S3, O1 and O2.
Every equipment visited minimum one time per year, priority 1
cranes minimum 2 times per year.
1) Plan the maintenance with the CERN EN-HE-HM Staff, the TSO,
and RP (if necessary);
2) Organise the necessary access requests well in advance (e.g.
IMPACT);
3) Prepare the accessibility to the equipment and the components to
be serviced (foresee the use of an aerial work platform).
4) Analyse the equipment history of the last 3 years (events and
results of preventive + corrective maintenance interventions and
periodic safety inspections, use intensity etc.) and anticipate the
equipment condition (e.g. wear, lubrication, known problematic
components, etc.);
5) Determine the preventive program to be realized;
6) Equip service car with tools, parts, consumables (according to
analysis above);
1) Test all movements, actuating all safety devices and switches;
2) Check for damages, leakages, advanced wear and improper
functioning of components (using adequate tools and inspection
methods);
3) Check determining sources of unsolved problems part of the
equipment history;
4) Correct all detected problems;
5) Free the crane and the crane rails from dirt, oil leaks and waste;
6) Leave the crane in safe condition (doors and gates closed and
locked etc.);
7) Note all faults and problems;
8) Check if PSI sticker is present and up to date. If not contact
CERN EN-HE equipment responsible.
EDMS N°: 1323976
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IT-3976/EN
Service
Required Quality Level
Documentation (to be
produced along the
preventive maintenance
works)
1) Register relevant comments concerning the works preparation;
2) Note the result of all the actions performed;
3) Note all consumables, spares and repair parts used (references,
quantities and important technical details);
4) Document the equipment condition regarding wear or any
existing malfunction for subsequent analysis and evaluation;
5) Follow-up equipment condition in life-cycle evaluation sheet;
6) Register the hour-meter(s) value(s).
Documentation CMMS
1) Verify, correct and complete the work-order data inserted into
CERNs’ CMMS database;
2) Finish and close the work-order max.1 day after the job had been
finished (status RT);
Service
Required Quality Level
G.2 Breakdown Service (CD) following IT-3976/EN section 2.1.1.1
KPI
G1, G2, G3, G4, G7, S1, S2, S3, PRE1, PRE2, PRE3, PAE1, PAE2,
PAE3, RRE1, RRE2, RRE3, I1, I2
Frequency
As requested by the CERN (CCC launching ODMs type CD).
Preparation
1) Definition of a sufficient number of qualified technicians
(breakdown teams) present at CERN during the working period
or in prevention whenever standby service is requested outside
the ‘normal’ working hours;
2) Every breakdown team shall be equipped with the necessary
means to assure the repairs (MSL 1 to MSL 4), namely, the tools
needed and a set of the most commonly replaced parts during
breakdown repairs (e.g. bolts, nuts, fuses, relays, bulbs, etc.);
3) The service car from a breakdown team shall be equipped with
mobile means that allow to access to at least 80% of the
components of any CERN equipment (e.g. access ladder, mobile
scaffold or any other appropriate type of aerial work platform,
etc.);
4) Case a CD work order is launched and the designated breakdown
team(s) perform other work(s) at CERN, priority shall be
managed according with the following criteria:
1st – equipment position or failure put people or material in
danger;
2nd – direct instructions ( given by written) by a CERN staff part
of the Handling Engineering group with official responsibility
over the service contract management;
3rd – strategic activities at CERN;
4th – priority 1 overhead cranes;
5th – all other breakdown interventions;
5) Organisation of the necessary access requests (e.g. IMPACT);
EDMS N°: 1323976
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IT-3976/EN
Service
1)
Intervention time
2)
3)
1)
Realization (verifications
and actions taken)
2)
3)
4)
5)
6)
Documentation (to be
produced during the
repair works)
1)
2)
3)
4)
5)
1)
Documentation CMMS
2)
3)
Service
Required Quality Level
Work acknowledge/acceptance in less than 15 min. (ODM from
status R to RA);
Maximum 1 hour since the work order acknowledge (ODM
passed to RA) to the arrival on site;
Maximum one and a half hour to troubleshoot and repair the
problem (MSL 1 to MSL 4);
Based on the description of the problem(s) apply state of the art
troubleshooting methods and technics supported on a logic fault
analysis;
Correct all detected problems;
Test all crane movements verifying that the repair was effective;
Test all safety devices and switches;
Leave the crane in safe condition (doors and gates closed and
locked etc.);
Check if PSI sticker is present and up to date. If not contact
CERN EN-HE equipment responsible.
Register relevant comments related to the troubleshooting;
Note the result of all the actions performed;
Note all consumables, spares and repair parts used (references,
quantities and important technical details);
Document the equipment condition regarding wear or any
existing malfunction for subsequent analysis and evaluation;
Register the hour-meter(s) value(s).
Finish the work order passing it to RTT immediately after the
repair (max.15 min.);
Verify, correct and complete the work-order data inserted into
CERNs’ CMMS database;
Finish and close the work-order max.1 day after the job had been
finished (status RT);
Required Quality Level
G.3 Repair Service (CR) following IT-3976/EN section 2.1.1.1 and 2.1.1.2
KPI
G1, G2, G3, G4, G7, S1, S2, S3, R1, R2A, R2B, R3A, R3B, R4A,
R4B R5A and R5B.
Frequency
As justifiably necessary.
Preparation
1) Plan the intervention start and duration with CERN maintenance
staff and equipment users (respecting CERN working hours and
safety rules);
2) Organise the necessary access requests (e.g. IMPACT);
3) Assure the availability of the necessary means and resources to
perform the repair (e.g. parts, consumables, access and auxiliary
lifting means, special tools, etc.);
4) Assure a sufficient number of qualified technicians to perform
the work;
5) Prepare in advance a detailed working procedure and brief the
EDMS N°: 1323976
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IT-3976/EN
Service
Intervention Time
Realization (checks and
actions)
Documentation (during
the repair works)
Documentation CMMS
Service
Required Quality Level
technicians accordingly;
6) Prepare in advance solutions for problems that can come with the
execution of the repair works in order to avoid additional
breakdown times;
1) MSL3 repair works shall not last more than 8 hours;
2) MSL4 and MSL5 repair works shall be in accordance with the
maximum allowed times specified in the above listed Key
Performance Indicators;
1) Implement appropriated safety measures and procedures;
2) Follow and implement the instructions of the preparatory work
procedure applying state of the art repair methods and technics;
3) Test all crane movements verifying that the repair was effective;
4) Test all safety devices and switches;
5) Free the crane and the crane rails from dirt, oil and waste;
6) Check if PSI sticker is present and up to date. If not contact
CERN EN-HE equipment responsible;
7) Leave the crane in safe condition (doors and gates closed and
locked etc.);
8) Execute the necessary actions following the agreed end of lifecycle evacuation and treatment procedure for the replaced
damaged parts and materials;
1) Register relevant comments related to the repair works;
2) Note the result of all the actions performed;
3) Note all consumables, spares and repair parts used (references,
quantities and important technical details);
4) Document the equipment overall operating condition after the
repair works for subsequent analysis and evaluation using a
standardised life cycle evaluation formulary validated by CERN
that shall be attached to each CR type ODM in CMMS database;
5) Register the hour-meter(s) value(s).
1) Finish the work order passing it to RTT immediately after the
repair (max.15 min.);
2) Correct and complete the work-order data inserted into CERNs’
CMMS database and verify that the life cycle evaluation
formulary is attached to the ODM;
3) Finish and close the work-order max.1 day after the job had been
finished (status RT);
4) Update if necessary the equipment documentation (electrical
schemas, CAD structural drawings, component datasheets, etc.);
Required Quality Level
G.4 Modification / Improvement Service (CA) following IT-3976/EN section 2.1.1.1 and
2.1.1.2
KPI
G1, G2, G3, G4, G5, G6, G7, S1, S2, S3, R1, R2A, R2B, R3A, R3B,
R4A, R4B R5A and R5B.
EDMS N°: 1323976
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IT-3976/EN
Service
Frequency
Preparation
Intervention Time
Realization (checks and
actions)
Documentation (during
the repair works)
Documentation CMMS
Required Quality Level
As requested by the CERN (following PSI reports and consolidation
projects).
1) Supply all technical details and information requested by CERN;
2) Plan the intervention start and duration with CERN maintenance
staff and equipment users (respecting CERN working hours and
safety rules);
3) Organise the necessary access requests (e.g. IMPACT);
4) Assure the availability of the necessary means and resources to
perform the work (e.g. parts, consumables, access and auxiliary
lifting means, special tools, etc.);
5) Assure a sufficient number of qualified technicians to perform
the work;
6) Prepare in advance a detailed working procedure and brief the
technicians accordingly;
7) Prepare in advance solutions for problems that can come with the
execution of the works in order to avoid additional breakdown
times;
1) Works according with what is specified in the Key Performance
Indicators listed above shall respect the given times;
2) Other works shall respect the planning agreed in between CERN
and the contractor;
1) Implement appropriated safety measures and procedures;
2) Follow and implement the instructions of the preparatory work
procedure applying state of the art working methods and technics;
3) Test all crane movements verifying that the works performed had
the expected effect in the crane operation;
4) Test all safety devices and switches;
5) Free the crane and the crane rails from dirt, oil leaks and waste;
6) Check if PSI sticker is present and up to date. If not contact
CERN EN-HE equipment responsible;
7) Leave the crane in safe condition (doors and gates closed and
locked etc.);
8) Execute the necessary actions following the agreed end of lifecycle evacuation and treatment procedure for any damaged parts
and materials;
9) Attend to the reception tests whenever requested by CERN
equipment safety experts (DGS-HSE).
1) Register relevant comments related to the works;
2) Note the result of all the actions performed;
3) Note all consumables, spares and parts used (references,
quantities and important technical details);
4) Document the equipment overall operating condition after the
repair works for subsequent analysis and evaluation;
5) Register the hour-meter(s) value(s).
1) Finish the work order passing it to RTT immediately after the
repair (max.15 min.);
2) Verify, correct and complete the work-order data inserted into
CERNs’ CMMS database;
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Service
Required Quality Level
3) Finish and close the work-order max.1 day after the job had been
finished (status RT);
4) Update if necessary the equipment documentation (electrical
schemas, CAD structural drawings, component datasheets, etc.);
Service
Required Quality Level
G.5 Assistance to Periodic Safety Inspections (PSI Assist.) following IT-3976/EN section
2.1.1.4
Key Performance
Indicators
G1, G2, G3, G4, G7, S1, S2, S3, O3.
Frequency
As requested by DGS-SEE unit.
Preparation
1) Assure that the equipment to be inspected is in fully operational
condition;
2) Anticipate of the accessibility to the equipment and components
to be inspected;
3) Equip service car with necessary tools and access means;
Realization (verifications
and actions taken):
1) Observe independent from the inspector the condition of the
equipment;
2) Correct the faults appearing during the PSI and note the faults and
problems that cannot be corrected in the moment. Overload and
limit switch related adjustments shall be performed if necessary
during the PSI;
3) Register the hour-meter(s) value(s);
4) Lockout the equipment in case its future operation or condition
represents a danger to people or material informing the CERN
Staff in charge of the management of the contract.
5) Certify that the PSI sticker was correctly put on the equipment
and that the validation date has been put correctly.
Documentation (during
the inspection)
1) Register relevant information related to the access of the
equipment;
2) Note the conclusion of the inspection and important comments for
the future maintenance actions or problem analysis.
3) Register the hour-meter(s) value(s).
Documentation CMMS
1) Whenever there are problems to solve launch a CA or CR type
ODM in CMMS;
2) Finish and close the work-order max.1 day after the job had been
finished (status RT);
Service
Required Quality Level
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Service
Required Quality Level
G.6 Lockout/Tagout service (T1) following IT-3976/EN section 2.1.1.5
Key Performance
Indicators
G1, G2, G3, G4, G7, S1, S2, S3 and I3.
Frequency
As requested by CERN.
Preparation
1) Prepare the necessary Lock-out accessories, the documentation
and the access requests (IMPACT);
Realization (verifications
and actions taken):
1) Assure the safety of the equipment position considering the risks
of the surrounding environment;
2) Execute the actions established in the Lockout procedure
approved by CERN and the contractor;
3) Note any critical situations for the equipment safety or life-time
cycle;
4) Check if PSI sticker is present and up to date. If not contact
CERN EN-HE equipment responsible.
1) Collect the documents with the respective signatures that validate
the request of the service, following the lockout procedure
approved by CERN and the contractor;
Documentation (in Paper)
2) Note the conclusion of the inspection and the conclusions for the
maintenance.
Documentation CMMS
Service
1) Finish the work order immediately after the job had been finished
(status RT) updating the status of the equipment in INFOR EAM.
Required Quality Level
G.7 New Works / Consolidation Works (T1 & T2) following IT-3976/EN section 2.1.2
Key Performance
Indicators
Frequency
Preparation
G1, G2, G3, G4, G5, G6, G7, S1, S2, S3, R1, R2A, R2B, R3A, R3B,
R4A, R4B R5A and R5B.
As requested by the CERN (following PSI reports and consolidation
projects).
1) Present the technical and commercial offer requested by CERN
within the period time identified in the section 8.4 of the
technical specification;
2) Supply all technical details and information requested by CERN;
3) Plan the intervention start and duration with CERN maintenance
staff and equipment users (respecting CERN working hours and
safety rules);
4) Assure the availability of the necessary means and resources to
perform the repair (e.g. parts, consumables, access and auxiliary
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5)
6)
7)
Intervention Time
1)
1)
2)
3)
4)
Realization (verifications
and actions taken):
5)
6)
7)
8)
9)
Required Quality Level
lifting means, special tools, etc.);
Assure a sufficient number of qualified technicians to perform
the work;
Prepare in advance a detailed working procedure (a VIC must be
realised) and brief the technicians accordingly;
Prepare in advance solutions for problems that can come with the
execution of the works in order to avoid additional breakdown
times;
Follow the planning agreed in between CERN and the
contractor;
Implement appropriated safety measures and procedures;
Follow and implement the instructions of the preparatory work
procedure applying state of the art working methods and technics;
Test all crane movements verifying that the works performed had
the expected effect in the crane operation;
Perform a test reception with DGS if the work(s) concern the
safety part of the crane;
Test all safety devices and switches;
Free the crane and the crane rails from dirt, oil leaks and waste;
Leave the crane in safe condition (doors and gates closed and
locked etc.);
Check if PSI sticker is present and up to date. If not contact
CERN EN-HE equipment responsible;
Execute the necessary actions following the agreed end of lifecycle evacuation and treatment procedure for any damaged parts
and materials.
Documentation (during
the works)
1) Register relevant comments related to the works;
2) Note the result of all the actions performed;
3) Note all consumables, spares and parts used (references,
quantities and important technical details);
4) Document the equipment overall operating condition after the
repair works for subsequent analysis and evaluation;
5) Register the hour-meter(s) value(s).
Documentation CMMS
1) Finish the work order passing it to RTT immediately after the
works (max.15 min.);
2) Correct and complete the work-order data inserted into CERNs’
CMMS database and verify that the life cycle evaluation
formulary is attached to the ODM;
3) Finish and close the work-order max.1 day after the job had been
finished (status RT);
4) Update if necessary the equipment documentation (electrical
schemas, CAD structural drawings, component datasheets, etc.).
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Annex H Performance Indicators
Please refer to the Excel file “IT-3976_Annex_H_KPIs.xlxs”
The checklist for the monthly assessment procedure will be developed by CERN and communicated
to the contractor one month prior to application.
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Annex I
Example of a Crane Sheet
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Annex J Technical specification for installation of end buffers
The contractor shall provide and install mechanical end stoppers and re-position the actuators of
electrical end switches on request of CERN and as part of additional services as referring to section
2.1.2.1 of this technical specification.
As following Annex B the contractor shall estimate the fix price for such interventions depending
on the capacity range for below listed example EOT cranes.
The end buffers shall be designed and installed according to applicable standards and laws. If
reasonable the contactor shall use bolded flange connections for the case the mechanical end
stoppers will be removed or repositioned again.
2.1.2.1 b)
2.1.2.1 b1)
2.1.2.1 b2)
2.1.2.1 b3)
2.1.2.1 b4)
2.1.2.1 b5)
2.1.2.1 b6)
.
Supply + Installation of
mechanical end stoppers and
positioning of actuators for
electrical end switches (often
temporary)
- for crane or hoist up to 1t
- for crane or hoist up to 5t
- for crane up to 10t
- for crane up to 30t
- for crane up to 50t
- for crane over 50t
Example
EOT crane
Cap. (T)
Weight of
EOT crane
(T)
Max. Long
travel
speed
(m/min.)
PR218
PR770
PR761
PR500
PR710
PR84
1
5
10
30
40
60
0.555
6.0
16.2
25
45.0
185.0
15
20
10
20
20
50