Page 1 Electrical Supply Contract Information Day – 16 th July 2015 © 2015, ITER Organization IDM UID: iTER_D_R6QAFK Page 1 Tender Processes and Rules

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Electrical Supply Contract Information Day – 16th July 2015

© 2015, ITER OrganizationIDM UID: iTER_D_R6QAFK Page 1

Tender Processes and Rules

Françoise Flament16 July 2015

Electrical Supply Contract Information Day

Disclaimer: The views and opinions expressed herein do not necessarily reflect those of the ITER Organization

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Table of Contents:

1. General – ITER Specifics

2. Overview of the Procurement Process

3. Overall Schedule

4. Contract Award and Contracting Rules

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ITER Council

Procurement

Arrangements

In-Kind

Contribution

Contractors

Overall ITER Project Organization

In-KindContribution

7 Members:- China- European Union- India- Japan - Korea- Russia- United States

Management Advisory Committee (MAC)

Scientific &Technical Advisory Committee

(STAC)

IO-DomesticAgencies

Contractors

IO-CT

In-CashContribution


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In-Kind Procurement Value / Sharing per DA

As of today, 83% of the Procurement are In-kind contributions from DAs


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• China: magnet conductor, correction coils, feeders and supports, blankets, remote handling transfer casks, gas injection system, electrical switchgear, part of diagnostics.

• India: vessel ferromagnetic inserts, 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.

In-Kind Contributions Sharing


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• 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.

In-Kind Contributions Sharing


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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…


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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.


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Table of Contents:



3. Overall Schedule


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• 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.

IO-CT Procurement Procedures Principles


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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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• 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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• Tenderers Conference– Some weeks after the Call for Tender package is launched, IO-CT may 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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• Communication − Communication with the IO is not authorized during the procurement process, except

with the Procurement Officer in charge.

• Clarifications− 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.

Exchanges During the Process


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• 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.

Assessment of the Offers


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AW

AR

D

IO sends a Prequalification

Package to each company on the

list

IO prequalifies companies on the list

Prequalification

1.5 month

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.

IO sends the Instructions to

Tenderers to qualified companies

IO assesses the offers and awards the

contract

Tender

3 to 4 months

Clarifications, Tenderer’s technical offers presentations.

Evaluation Committee: Experts, Tenderers' conference, answers to clarifications.

Call for Nomination (CFN)

IO sends the summary of the

Technical Specifications to

DAs

Each DA sends a table with interested

companies to the IO

1 month

Publicity on the IO Web Site and DAs’ Sites

Sourcing

Summary of the IO-CT Procurement Process


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Table of Contents:



3. Overall Schedule


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Call for Nomination 30 June 2015

Information day 16th of July 2015

Due date for nominations 30 July 2015

Issue Pre-qualification package Tentative date: early August 2015

Deadline for receipt of pre-qualification: Tentative date: mid September 2015

Issue Call for Tender Tentative date: early October 2015

Deadline for receipt of Tenders Tentative date: mid November 2015

Contract Signature Tentative date: mid February 2016

Supply of Electricity to the ITER site

3. Overall Schedule

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Table of Contents:



3. Overall Schedule


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− Consortium will be possible only in the following case:− 1 co-contractor for the supply of the electricity− 1 co-contractor for the Balance Responsible Entity (“gestionnaire d’équilibre”)

− No sub-contracting will be allowed


Supply of Electricity to the ITER site

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Selection criteria will be detailed at pre-qualification stage. Besides the candidates’ Financial and Economic capacity, the Pre-selection will be based on the following:

− During the preceding 5 years they have successful experience in supplying electricity to other projects of similar size, type and complexity. (The experience shall be attributed to the Organisation that is applying. Where a company claims to have the required experience, it shall be in its current entity.)

− During the preceding 5 years they have successful experience in acting as a Balance Responsible Entity to other projects of similar size, type and complexity. (The experience shall be attributed to the Organisation that is applying. Where a company claims to have the required experience, it shall be in its current entity.)

− Demonstrated commitment to cooperative contracting relationship.

− ITER approved QA Program or an ISO 9001.

4. Contract Award and Contracting RulesSupply of Electricity to the ITER site

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• 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

Other Information

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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

mailto:[email protected]

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Thank You for Your Attention

Documents

Page 1 Electrical Supply Contract Information Day – 16 th July 2015 © 2015, ITER Organization IDM UID: iTER_D_R6QAFK Page 1 Tender Processes and Rules