Transcript Slide 1

Assembly and Installation Industry Information Day
Tender Processes and Rules
Françoise Flament
21 May 2015
Disclaimer: The views and opinions expressed herein do not necessarily reflect those of the ITER Organization
Assembly and Installation Information Day – 21st May 2015
© 2015, ITER Organization
ITER_D_RDUX69
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Table of Contents:
1.
2.
3.
4.
General – ITER Specifics
Overview of the Procurement Process
Overall Schedule
Contract Award and Contracting Rules
Assembly and Installation Information Day – 21st May 2015
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1. General – ITER Specifics
7 Members:
Overall ITER Project Organization
ITER Council
Scientific &Technical
Advisory Committee
(STAC)
Management Advisory
Committee (MAC)
IO-CT
Procurement
Arrangements
In Cash
Contribution
In Kind
Contribution
Contractors
-
China
European Union
India
Japan
Korea
Russia
United States
IO-Domestic
Agencies
In Kind
Contribution
Contractors
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1. General – ITER Specifics
In Kind Procurement Value / Sharing per DA
As of today, 83% of the Procurement are In-kind contributions from DAs
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1. General – ITER Specifics
In-kind Contributions Sharing
•
China: magnet conductor, correction coils, feeders and supports, blankets, remote
handling transfer casks, gas injection system, electrical switchgear, part of diagnostics.
•
India: in wall shielding, cryostat, cryolines and cryodistribution, heat rejection system,
ion cyclotron and startup electron cyclotron heating power supplies, diagnostic neutral
beam, part of diagnostics.
•
Japan: half the TF coils, most of the TF coil structure, part of the TF and all the CS
conductors, part of the first wall, divertor outer target, blanket remote handling
equipment, atmosphere detritiation (together with the IO-CT), equatorial electron
cyclotron launchers and power supplies, neutral beam components, part of diagnostics.
•
Korea: part of conductor strands, part of the vessel and vessel ports, blankets, assembly
tooling, thermal shield, tritium storage, part of the power supplies, some diagnostics.
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1. General – ITER Specifics
In-kind Contributions Sharing
•
Russian Federation: PF coils 6 and some PF and TF coil conductor, part of vacuum
vessel ports, blankets and connectors, divertor dome and testing, electrical
switchgear, part of klystron tubes, part of plasma diagnostics
•
USA: wind CS coils, part of TF conductor, part of blankets, port limiters, part of the
cooling system, part of the vacuum pumping and fuelling system, tokamak exhaust
processing, part of the steady power supplies, RF transmission lines, part of plasma
diagnostics.
•
Europe: includes sharing in most of the above procurements, and all the buildings.
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1. General – ITER Specifics
In-cash contribution to the Project
IO-CT: magnet feeder sensors, diagnostics first wall, hot cell maintenance equipment,
on-site assembly of the tritium, atmosphere detritiation system, vacuum, heating,
cooling and cryoplant systems, control and data acquisition, part of plasma
diagnostics, and assembly operations and tooling.
IO-CT and DAs joint procurement packages: PLCs, cubicles, port plugs, all metal
valves, elastomer valves, cables, pipes, etc…
Assembly and Installation Information Day – 21st May 2015
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1. General – ITER Specifics
Nuclear safety and licensing requirements
•
ITER is a Nuclear facility (Installation Nuclear de Base #174) for which the IO is
the Nuclear Operator: French nuclear regulation applies, in particular the Order
dated 7th February 2012 concerning nuclear facilities.
•
The Order applies to all contractors and sub-contractors dealing with
structures, systems, components and activities in relation with nuclear safety
requirements.
•
Evidence of compliance with the regulation must be provided to the IO and
French Safety Authorities.
•
Technical specifications will include both the nuclear regulatory framework and the
nuclear safety requirements.
Assembly and Installation Information Day – 21st May 2015
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Table of Contents:
1.
2.
3.
4.
General – ITER Specifics
Overview of the Procurement Process
Overall Schedule
Contract Award and Contracting Rules
Assembly and Installation Information Day – 21st May 2015
© 2015, ITER Organization
ITER_D_RDUX69
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2. Overview of the Procurement Process
IO-CT Procurement Procedures Principles
•
Common guidelines for IO-CT procedures
−
−
−
−
•
Fairness, integrity and transparency,
Competition,
Economy and effectiveness,
Best value for the ITER Project either based on best value for money, or lowest
technically compliant offer.
ITER Project Management Advisory Committee to ITER Council approval
thresholds
−
−
−
> 5 000kEur for works, supply or service contracts,
> 2 500KEur for framework contracts
In between two MAC meetings (every 6 months), approval could be sought through
written procedure.
Assembly and Installation Information Day – 21st May 2015
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2. Overview of the Procurement Process
Steps of IO-CT Call for Tenders (1/3)
•
First Step: Call for Nomination
− The IO-CT formally invites the Domestic Agencies to nominate companies that are able to
provide required supplies, services or works.
•
Second Step: Pre-qualification
− The IO-CT ensures that offers are sought only from companies who have the requested
knowledge, experience, financial capabilities and resources to perform the work at the
highest satisfactorily level in line with the technical requirements.
− The aim of the pre-qualification is to establish a list of qualified companies based on a set of
selection criteria as described in the pre-qualification questionnaire.
− Pre-qualification includes: a summary of the technical specifications, the procurement
schedule, selection criteria, the candidate information form, and various templates in order
for the candidate to present technical and financial capabilities, declaration of honour form,
QA and safety questionnaires, and any relevant information.
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2. Overview of the Procurement Process
Steps of IO-CT Call for Tenders (2/3)
•
Third step: Call for Tender
–
The Instructions to Tenderer (ITT) package is sent to all pre-qualified companies/consortia.
–
It includes the following documents:
• Instructions to Tenderers (ITTs) , describing:
- IO Conditions of Tendering (special and general),
- Commercial requirements,
- Price breakdown,
- Payment schedule,
- Risk Register,
- Schedule,
- Contract management principles,
- Award criteria to be used for assessing the technical and financial offers.
• Detailed technical specifications
• Draft contract (Special Conditions and General conditions)
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2. Overview of the Procurement Process
Steps of IO-CT Call for Tenders (3/3)
•
Tenderers Conference
–
•
•
Some weeks after the Call for Tender package is launched, IO-CT will organize Tenderers
Conference presenting the ITTs, contractual and technical requirements.
Submission and Receipt of Tenders
–
The Tenderers shall strictly follow the provisions given in the Instructions to Tenderers (ITTs).
–
A two-envelope procedure is used whereby the technical and financial tenders are submitted in
separate sealed envelopes, with the requested information mentioned on the envelopes.
–
Tenders shall arrive at ITER- HQ on time (local time at ITER site). Late Tenders are rejected.
Changes in the composition of a consortium
–
Are not allowed, except in case of pre-qualified consortia/companies propose to group together.
But this is subject to IO-CT authorization.
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2. Overview of the Procurement Process
Exchanges During the Process
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Communication
−
•
Clarifications
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•
Communication with the IO is not authorized during the procurement process, except
with the Procurement Officer in charge.
The Tenderers are authorized to request clarification through written correspondence.
Answers will be equally and anonymously distributed to all Tenderers.
Oral presentations of the technical offers:
−
−
−
The Evaluation Committee may require a presentation from the companies or consortia
in order to fully understand the technical aspects of the offers.
Financial data are not part of this presentation.
All members of a Consortium shall attend the presentation.
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2. Overview of the Procurement Process
Assessment of the Offers
•
Technical evaluation
− Determines whether each technical offer meets all technical requirements and
specifications,
− Grids are filled in by each voting member for each offer. They include the ranking and
justification based on detailed strengths and weaknesses,
− The technical evaluation will result in a technical scoring,
− If a minimum threshold for technical compliance is set in the ITTs, only the tenders meeting
this requirement will be brought to the financial evaluation step.
•
Financial evaluation
− Financial offers are analysed according to the award criteria given in the ITTs.
•
Technical and financial combination
− According to the award method described in ITTs, the best scoring for the combination of
quality and price or the lowest priced offer will be awarded.
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2. Overview of the Procurement Process
Summary of the IO-CT Procurement Process
IO sends the
summary of the
Technical
Specifications to
DAs
Each DA sends
a table with
interested
companies to
the IO
1.5 month
Prequalification
IO sends a
Prequalification
Package to each
company on the
list
IO prequalifies
companies
on the list
Tender
IO sends the
Instructions to
Tenderers
to qualified
companies
1.5 month
IO assesses the
offers and
awards the
contract
3 to 6 months
Clarifications, Tenderer’s technical
offers presentations.
Sourcing
Ensure that offers are sought only
from suppliers who have the required
skills as well as financial capabilities,
equipment and experience to perform
works or services as described in the
technical specifications.
Publicity on the IO Web Site and DAs’
Sites
Evaluation Committee: Experts, Tenderers' conference, answers to
clarifications.
Assembly and Installation Information Day – 21st May 2015
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AWARD
Call for Nomination (CFN)
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Table of Contents:
1.
2.
3.
4.
General – ITER Specifics
Overview of the Procurement Process
Overall Schedule
Contract Award and Contracting Rules
Assembly and Installation Information Day – 21st May 2015
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Indicative Procurement Schedule
2015
2016
2018
2017
Industry Information Day
Construction Manager-as-Agent
Call for Nominations and Pre-qualification
Call for Tender
Contract Award
Mobilization
VV-06 (KO)
Mechanical & Piping
Call for Nominations and Pre-qualification
Call for Tender
Contract Award
Mobilization
Electrical, I&C, Cabling
Call for Nominations and Pre-qualification
Call for Tender
Contract Award
Mobilization
Machine Assembly
Call for Nominations and Pre-qualification
Call for Tender
Contract Award
Assembly and Installation Information Day – 21st May 2015
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Mobilization
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Table of Contents:
1.
2.
3.
4.
General – ITER Specifics
Overview of the Procurement Process
Overall Schedule
Contract Award and Contracting Rules
Assembly and Installation Information Day – 21st May 2015
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4. Contract Award and Contracting Rules
Construction Management
•
IO is considering NEC3 type of Contract (to be confirmed)
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–
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Priced contract or Target contract with activity schedule
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•
Facilitates the implementation of sound project management principles and practices,
As well as defining legal relationships,
Provides clarity and flexibility, effective control of changes,
Spirit of mutual trust and cooperation.
Prices for each activities or group of activities which have been completed,
Based on 2 scenarios frozen for the tender “Baseline” and “Late finish”.
Mobilization period,
Activity schedule reviewed periodically.
Selection to be based upon Price and Technical Proposal
–
Organization, capacity, resources, proven knowledge and experience in large scale projects.
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4. Contract Award and Contracting Rules
Machine Assembly Contract
•
FIDIC Red Book Construction Contract
–
–
•
Pricing to be based upon Cost-plus (To be confirmed)
–
•
Building and Engineering Works Designed by the Employer
IO is the Employer
Incentives and target costs
Selection to be based upon Price and Technical Proposal
–
Approach, organization, capacity, resources, proven experience etc…
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4. Contract Award and Contracting Rules
Works Contracts
•
FIDIC Red Book Construction Contract
–
–
•
Pricing to be based upon unit prices for standard items
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Tender will include scenarios on estimated quantities
Periodic adjustments based upon location, complexity etc.
Pricing as Cost-plus for special, non-standard works
−
•
Building and Engineering Works Designed by the Employer
IO is the Employer
Target costs and incentives
Selection to be based upon Price and Technical Proposal
–
Approach, organization, capacity, resources, proven experience etc…
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4. Contract Award and Contracting Rules
•
Companies may bid for multiple contracts but shall only be awarded one contract
–
–
•
Applies to single contractor or consortia members,
Companies awarded a contract, or any consortium they are member of, shall be withdrawn from
later tenders.
Expected Order of Tender
1. Construction Manager
2. Machine Assembly Works
3. Mechanical and Piping Works
4. Electrical, Cabling and I&C Works
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4. Contract Award and Contracting Rules
•
Construction Manager
−
Sub-contracting limited to:
• ONE level
• Less than 30% of contract value
Construction
Management
Contractor
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Pre-qualification based upon consortium
members capacity and experience. It does not
include sub-contractors.
−
Awarded consortium member or sub-contractor
shall not participate in works contracts
Prime/consortia
Prequalification
Sub-contracting
<30% of contract
value
Single level of
sub-contractors
Sub-sub contracting
not permitted
Assembly and Installation Information Day – 21st May 2015
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4. Contract Award and Contracting Rules
•
Works Contracts
−
Sub-contracting limited to:
• ONE level.
• Less than 10% of contract value for any single works
contract for a single sub-contractor. No more than 50%
total.
−
Prequalification will include consortium members and subcontractors. A letter of intention will be required for the subcontractors.
−
−
Changes in identified sub-contractors only permitted with
authorisation by IO and following re-qualification
− e.g. due to a conflict of interest.
Prime/Consortia
Works Contractors
Sub-contractor
<10%
Sub-contractor
<10%
Included in Prequalification
Same rules apply to parent companies or subsidiaries.
Sub-sub contracting
not permitted
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Other Information
•
Doing Business in France
W@I: Welcome Around ITER Partnership
– A strong regional network has been deployed to welcome international leaders,
high-tech companies, specialized laboratories and SMEs and provide them with
services matching their needs.
• Immigration and workers accommodation: Agence ITER France
• Industrial partnerships, subcontracting, local support: C2I - French ITER Industrial
Committee
• Local recruitment and training: Pôle Emploi and PACA Mode d’Emploi
• Business setup: WOIC (Welcome Office for International Companies)
– More information: http://welcome-around-iter.com
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•
Read more on the IO Procurement Web Site
−
−
•
www.iter.org - Procurement / General information
[email protected] - Point of contact
Please send all questions to:
−
[email protected]
− Replies to all questions received within 2 weeks will be
published on the ITER web site and sent to all attendees
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Thank You for Your Attention
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