This is a commented Technical Specification Example based on the official LHC Technical Specification template. It includes hints and guidelines on how to prepare a Technical Specification. 

The template is meant as a guide to the contents of a Technical Specification and as a reminder of the points to consider when preparing a Technical Specification. The chapters proposed in the template should be amended to suit individual cases. 

The following conventions are used in this example: 

  • All the text in black is the text found in the Word template.  This may need editing to obtain a complete Technical Specification. 
  • The text in red is an example of what has to be added to complete a Technical Specification. In the Word template these additions are indicated by XXXX.
  • The HELP are links to hints and guidelines to help the editor preparing the documents.
The example is made up of 3 parts: the commented Technical Specification, the help and guidelines, and some general recommendations. 
A more compact version is also available for printing.

GO TO the commented  Technical SpecificationGO TO the help and guidelinesGO TO the general recommendations
SEE other useful links





Group Code:                           LHC-MMS/98-198/G09/fs    HELP  
EDMS No.:                                123455           HELP
LHC Project document No.:  LHC-MBPA_CI-0091.00  HELP  

 
 
The Large Hadron Collider Project
IT-2538/LHC/LHC  HELP

 
 
 

Invitation to Tender

Technical Specification for the Supply of
Three Pole Measuring Machines
for the LHC Superconducting Dipole Magnet
 
 
 
 
 

Abstract HELP

This Technical Specification concerns the supply of  three machines to measure the equivalent elastic modulus of the layers and/or poles of the LHC superconducting dipole magnets.  This measuring machine has a maximum pressing force of 1.6 MN which is continuously controlled during both the loading and the unloading phases.  The rigidity of the machine must be such that its deformations under maximum load are negligible.

Deliveries are foreseen over six months from placement of the Contract.
 
 
 
 
 

December 2000     HELP


Table of Contents
1. INTRODUCTION

1.1 Introduction to CERN

1.2 Introduction to the LHC Project

1.3 Subject of this Technical Specification

2. SCOPE OF THE TENDER

2.1 Scope of the supply

2.2 Items not included in the supply

2.3 Items supplied by CERN

2.4 Long-term conditions

3. GENERAL CONDITIONS FOR TENDERING AND CONTRACTING

3.1 Tender procedure

3.1.1 Pre-tender discussions

3.1.2 Alternative solutions

3.1.3 Preliminary programme

3.1.4 Subcontractors

3.1.5 Technical Questionnaire

3.1.6 Presentation of tender

3.1.7 Country of origin

3.2 Contract execution

3.2.1 Responsibility for design, components and performance

3.2.2 Contract follow-up

3.2.3 Deviations from this Technical Specification

3.3 Factory access

4. TECHNICAL REQUIREMENTS

4.1 General description

4.1.1      The layer/pole measuring machine

4.2 Design criteria

4.3 Materials

4.4 Dimensions and tolerances

4.5 Performance

4.6  Safety

4.7 Operational conditions

4.8 Environmental conditions

4.9 Controls

4.10 Information and documentation management

4.10.1 Manufacturing drawings

4.10.2 Planning and scheduling

4.10.3 Quality control records

4.10.4 Data acquisition system and processing

5. APPLICABLE DOCUMENTS

5.1 Standards

5.1.1 CERN standards

5.1.2 International standards

5.1.3 National standards

5.2 Other References

5.2.1 On site work regulations

5.2.2 Other documents

6. QUALITY ASSURANCE PROVISIONS

7. TESTS

7.1 Tests to be carried out at the Contractor’s premises

7.2 Tests to be carried out at CERN

8. DELIVERY AND COMMISSIONING

8.1 Provisional delivery schedule

8.2 Packing and transport to CERN

8.3 Handling at CERN

8.3.1 CERN supplied items and services

8.3.2 Contractor’s installations at CERN

8.4 Commissioning

8.5 Acceptance and guarantee

8.6 Service

8.6.1 Maintenance

8.6.2 On-site service

8.6.3 Training

9. CONTACT PERSONS

ANNEX A: LIST OF DRAWINGS

ANNEX B: CD-Rom "CERN Official Documents"

List of Tables HELP

Table 1: LHC QAP topics and documents

List of Figures HELP

Figure 1: Typical stress-strain curve for superconducting layers.
 
 

Terms and Definitions    HELP


Term
Definition
CDD
 Cern Drawing Directory
EDMS
 Engineering Data Management System
QAP
 Quality Assurance Plan
 SPC
 Statistical Quality and Process Control
    1.        INTRODUCTION

    1.1     Introduction to CERN

            The European Organization for Nuclear Research (CERN) is an intergovernmental organization with 20 Member States*.  It has its seat in Geneva but straddles the Swiss-French border.  Its objective is to provide for collaboration among European States in the field of high energy particle physics research and to this end it designs, constructs and runs the necessary particle accelerators and the associated experimental areas..

            At present more than 5000 physicists from research institutes world-wide use the CERN installations for their experiments.

    1.2     Introduction to the LHC Project

           The Large Hadron Collider (LHC) is the next accelerator being constructed on the CERN site.  The LHC machine will mainly accelerate and collide 7 TeV proton beams but also heavier ions up to lead.  It will be installed in the existing 27 km circumference tunnel, about 100 m underground, that previously housed the Large Electron Positron Collider (LEP).  The LHC design is based on superconducting twin-aperture magnets which operate in a superfluid helium bath at 1.9 K.

    1.3    Subject of this Technical Specification     HELP

    2.    SCOPE OF THE TENDER

    2.1    Scope of the supply      HELP

    2.2    Items not included in the supply     HELP

    2.3    Items supplied by CERN

    2.4    Long-term conditions     HELP

    3.     GENERAL CONDITIONS FOR TENDERING AND CONTRACTING  HELP

            Please refer to the commercial documents for more complete information.

            Tenders will only be considered from firms having been selected as qualified bidders by CERN, as a result of the Market Survey ref. xxxx.  CERN reserves the right to disqualify any bidder whose reply to this Market Survey is found to have been incorrect.
     

    3.1    Tender procedure

    3.1.1    Pre-tender discussions - Bidders’ conference HELP

            The Bidder is strongly encouraged to contact CERN and discuss details of this Technical Specification before submitting a tender.  In particular, CERN wishes to ensure that no doubt exists as to the interpretation of this Technical Specification.

            All bidders will be invited to attend a bidders’ conference at CERN. One week’s advance notification of such a conference will be given by CERN. Bidders shall cover their own expenses incurred by attending this conference.

    3.1.2    Alternative solutions

            If the Bidder finds that any part of this Technical Specification is difficult, or costly to meet, he is free to propose an alternative solution, provided that the deviations from this Technical Specification, together with the reasons and advantages, are clearly indicated in the tender.  Such alternative solutions shall always be made in addition to a confirming bid, which must comply fully with this Technical Specification.

            CERN reserves the right to accept or reject the proposed alternative solutions without justification.

    3.1.3    Preliminary programme

            The Bidder shall propose a preliminary design and manufacturing schedule with the tender, based on the specified CERN provisional delivery schedule.

    3.1.4    Subcontractors

            The Bidder shall declare in his Tender any subcontractors whose services he intends to use in the event of a Contract.  Refer to the commercial documents for more details. If awarded the Contract, the Bidder shall restrict himself both to the subcontractors and the amount mentioned in the Tender.  If, for some reason, he wants to change any subcontractor, or the scope of subcontracted work, or the amount subcontracted, he must obtain CERN’s prior agreement in writing.

    3.1.5    Technical Questionnaire

            The Technical Questionnaire attached to this Technical Specification shall be completely filled in and returned with the Tender Form, otherwise the tender will not be considered as complete and will be discarded.

    3.1.6    Presentation of tender  HELP

            The Bidder may be required to make a formal presentation of his tender at CERN at his own expense.  He shall be ready to do so within a week of notification.

    3.1.7    Country of origin

            Please refer to the commercial documents for specific conditions concerning the country of origin of the equipment or services to be supplied.

    3.2    Contract execution

    3.2.1    Responsibility for design, components and performance HELP

            The Contractor shall be responsible for the correct performance of all items supplied, irrespective of whether they have been chosen by the Contractor or suggested by CERN.  CERN's approval of the design and component choice does not release the Contractor from his responsibilities in this respect.

            CERN assumes responsibility for the performance of items and sub-systems supplied by CERN.

    3.2.2    Contract follow-up

    3.2.2.1    Contract engineer

            The Contractor shall assign an engineer to be responsible for the technical execution of the Contract and its follow-up throughout the duration of the Contract.

    3.2.2.2    Progress report

            The Contractor shall supply, within one month of notification of the Contract, a written programme detailing the manufacturing and testing schedules.  The programme shall include preliminary dates for inspections and tests.
    A written progress report shall be sent to CERN every two months until completion of the Contract.

    3.2.2.3    Design approval and production   HELP

            The detailed design shall be submitted to CERN for approval within xxxx months after notification of the contract. CERN will give its approval or refusal, in writing, within four weeks.  Component ordering and equipment manufacture shall not start without CERN’s written prior agreement.

            The series production shall be preceded by the production of two pre-series units or xxxx prototypes. Production of the series must not start before CERN has given its formal approval of the pre-series or prototypes in writing.

            Once the pre-series has been accepted CERN will give its written approval for the pre-series to be included in the main series.

    3.2.3  Deviations from this Technical Specification

            If, after the Contract is placed, the Contractor discovers that he has misinterpreted this Technical Specification, this will not be accepted as an excuse for deviation from it and the Contractor shall deliver equipment in conformity with this Technical Specification at no extra cost.

             During execution of the Contract, all deviations proposed by the Contractor from this Technical Specification, the Tender, or any other subsequent contractual agreement, shall be submitted to CERN in writing.  CERN reserves the right to reject or accept such proposals without justification.

            CERN reserves the right to modify this Technical Specification during execution of the Contract.  The consequences of such modifications shall be mutually agreed between CERN and the Contractor.
     

    3.3    Factory access

            CERN and its representatives shall have free access during normal working hours to the manufacturing or assembly sites, including any subcontractor’s premises, during the Contract period.  The place of manufacture, as stated in the Tender, may only be changed after written approval by CERN.

    4.        TECHNICAL REQUIREMENTS       HELP

    4.1       General description

             The superconducting pole of the LHC dipole is composed of an inner and outer superconducting layer (drawings LHCMBPAA0003, LHCMBPAA0004, LHCMBPAB0003, LHCMBPAB0004) which have a length of about 15 m. The layers are constituted of a nearly flat cables, electrically insulated with polyimide tapes, having the same width (15.1 mm) but different mid-thicknesses (1.9 mm and 1.48 mm for the inner and outer layer respectively) that are wound on a winding mandrel. After winding, the layer is heated at temperatures close to 190 °C in a precise curing mold to trigger the bonding of the layer's turns. After baking, the layer is removed from the curing mold and has the behavior of a compact but not rigid compound which can be lifted and handled, always with care, for the subsequent dipole manufacturing operations.

    HELP TO INSERT FIGURES
    Figure 1: Typical stress-strain curve for superconducting layers.

            In a superconducting magnet,...........

            This machine is a frame-like type (see drawings LHCMB_TM0001 and LHCMB_TM0002) and it is composed of two separate units: the measuring straight part unit which measures the layer/pole straight part and..........

      HELP TO INSERT TABLES




    4.2       Design criteria

    4.3       Materials

    4.4       Dimensions and tolerances

    4.5       Performance

    4.6       Safety

    4.7       Operational conditions

    4.8       Environmental conditions

    4.9       Controls

    4.10    Information and documentation management      HELP

    4.10.1 Manufacturing  drawings

            Manufacturing drawings prepared by the Contractor for the execution of the Contract shall comply with the procedure defined in Chapter 8 of the LHC QAP document No LHC-PM-QA-306.00, "Drawing Process-External Drawings".

    4.10.2    Planning and scheduling

            Planning and scheduling activities shall be performed according to the procedure defined in the LHC QAP document No LHC-PM-QA-301.01, "Planning and Scheduling Requirements for Institutes, Contractors and Suppliers".

    4.10.3    Quality control records

           All specified tests and measurements carried out during all stages of production, from raw material procurement up to delivery and installation, must be recorded in specific files, collected in the MTF (Manufacturing and Test Folder), according to the procedure defined in the LHC QAP document No LHC-PM-QA-309.00, "Fabrication and Inspection of Purchased Equipment".
     

       
    5.     APPLICABLE DOCUMENTS         HELP

            Please refer to the cover letter or Instructions to Bidders for the complete list of enclosed documents which form part of this Invitation to Tender.

            Please note that the quality assurance documents, CERN standards and Purchasing documents referred to in this Technical Specification are on the enclosed CD-Rom entitled "CERN Official Documents".

    5.1    Standards

            The following additional standards are applicable for the execution of the Contract.

    5.1.1   CERN standards
            CERN Safety Code D2                         Safety code for industrial pressure vessels and pressurised pipe lines
            CERN Safety Instructions IS 23            Criteria for the selection of electrical cables and equipment with respect to
                                                                         fire and  radiation resistance
    5.1.2    International standards
            European Union Directive 89/392/CEE (June 14.1989)

    5.1.3    National Standards
            CODAP 80                                         Construction des appareils de pression non sousmis à l'action de la flamme

    5.2    Other references   HELP

    5.2.1 On-site work regulations

             If work is to be carried out on the CERN site, attention is drawn to the fact that CERN has specific rules concerning safety regulations applicable to works of Contractors at CERN, access to and activities on the CERN site, occupational health and safety on the Organization's site and special health and safety matters.

    5.2.2 Other documents 6. QUALITY ASSURANCE PROVISIONS  HELP

            The Contractor must plan, establish, implement and adhere to a documented quality assurance program that fulfils all the requirements described in this Technical Specification and drawn up according to the Quality Assurance Plan for the LHC Project.

            Please note that the quality assurance documents, CERN standards and Purchasing documents referred to in this Technical Specification are on the enclosed CD-Rom entitled "CERN Official Documents".

            The list of relevant topics covered by the LHC Quality Assurance Plan, together with the corresponding documents, is given in Table 1 below.

    Table 1: LHC QAP topics and documents
       
      Topic
      Document Title
      Doc. Number
      Policy and Organisation
      Quality Assurance Policy and Organisation LHC-PM-QA-100.00
      Glossary, Acronyms, Abbreviations  LHC-PM-QA-203.00
       Planning
      Planning and Scheduling Requirements for Institutes, Contractors and Suppliers LHC-PM-QA-301.01
      Design
      Quality Assurance Categories LHC-PM-QA-201.00
       
      Design Process and Control LHC-PM-QA-307.00
      Drawing Management and Control LHC-PM-QA-305.00
        Drawing Process-External Drawings LHC-PM-QA-306.00
      Change Control
      Configuration Management - Change Process And Control  LHC-PM-QA-304.00
      Manufacturing  and Inspection
      Manufacturing and Inspection of Equipment LHC-PM-QA-309.00
        Handling of Non-conforming Equipment LHC-PM-QA-310.00
      LHC Part Identification LHC-PM-QA-206.00
    7.     TESTS  HELP

    7.1    Tests to be carried out at the Contractor's  premises  HELP

            CERN reserves the right to be present, or to be represented by an organization of its choice, to witness any tests carried out at the Contractor's or his subcontractors' premises.  The Contractor shall give at least 10 working days notice of the proposed date of any such tests.

    7.2    Tests to be carried out at CERN      HELP

    8.        DELIVERY AND COMMISSIONING

    8.1        Provisional delivery schedule     HELP

            The Gantt Chart below shows the ...........

                                                                                                             HELP TO INSERT MS PROJECT VIEWS




    8.2        Packing and transport to CERN     HELP

            The Contractor is responsible for the packing and, where included, the transport to CERN.  He shall ensure that the equipment is delivered to CERN without damage and any possible deterioration in performance due to transport conditions.

    8.3        Handling at CERN        HELP

    8.3.1    CERN supplied items and services

    8.3.2    Contractor’s installations at CERN    HELP

            Please refer to section 5.2.1.

    8.4        Commissioning

    8.5        Acceptance and guarantee

            Provisional acceptance will be given by CERN only after all items have been delivered in accordance with the conditions of the contract including documentation referred to in this Technical Specification, all tests specified have been successfully completed and all test or other certificates have been supplied to CERN.

            The guarantee period is defined in the commercial documents.

    8.6        Service     HELP

    8.6.1    Maintenance

    The Contractor shall agree to perform all repairs and/or design changes necessary to restore machine operation...........

    8.6.2    On site service

    8.6.3    Training
            The Contractor must include in the supply the appropriate training of staff designated by CERN - up to 4 people - during a one week period. The training must be organized immediately after provisional acceptance............

    9. CERN CONTACT PERSONS

         Persons to be contacted for technical matters:

            Persons to be contacted for commercial matters:


    Annex A: List of Drawings    HELP

     
    Drawing Number
    Rev. 
    Title
    LHCMBPAA0003
     AA
    COLLARED COILS ASSEMBLY - COIL INNER LAYER
    LHCMBPAA0004
     AB
    COLLARED COILS ASSEMBLY - COIL OUTER LAYER
    LHCMBPAA0005   COLLARED COILS ASSEMBLY - COIL ASSEMBLY

    Annex B: CD-ROM "CERN Official Documents"    HELP




    Help and Instructions to Use the Template

    See the description of the styles and toolbar used in the template

     

    Group Code    BACK
    Insert the division or group document number according to the rules of  your division/group. It should at least be filled in with the division and group in the form LHC-MMS.   The initials of the author should also be added after the Group Code to enable easy identification.  For example:     LHC-MMS/98-198/G09/fs.  It is updated using the macro Update Doc Numbers on the LHC Tech Spec Toolbar.

     

    EDMS No    BACK
    A magic number for the EDMS system. It is filled by the Specification Committee secretariat. For details see "Three easy steps for the submission of ...". It is updated using the macro Update Doc Numbers on the LHC Tech Spec Toolbar.

     

    LHC Project document No  BACK
    This document number has the following structure:

    It should be completed in the following way:

    It is updated using the macro Update Doc Numbers on the LHC Tech Spec Toolbar.

     

    IT Number       BACK
    The IT number has the following structure:

    It is given by the SPL Division when the Invitation to Tender is registered with them.
    If the technical specification is used for a price inquiry, IT is replaced by DO in the number (DO-0000/LHC/LHC).
    It is updated using the macro Update Doc Numbers on the LHC Tech Spec Toolbar.




     

    Abstract       BACK
    The abstract should mention the planned delivery schedule defined as a number of months or years counted from the notification of the Contract.
    Give some idea of the total number or tonnage or size or magnitude.




     

    Date     BACK
    Replace the month and year on the template by the current month and year.
    It is updated using the macro Update Doc Numbers on the LHC Tech Spec Toolbar.




     

    List of tables and list of figures   BACK
    Use the macro Insert List of Figures on the LHC Tech Spec Toolbar to insert a list of figures if there are figures in your specification.
    These lists are updated automatically by the macro Update Doc Numbers.




     

    Terms and definitions     BACK
    This table lists the definitions necessary for the understanding of certain terms used in the Technical Specification.
    It should be completed with the abbreviations, acronyms etc. that are used in the specification. Delete the terms that are included in the template if they do not apply.



     

    Subject of this Technical Specification BACK
    Write a brief overview of all relevant points and explain how the object of this Technical Specification is related to the LHC Machine.
    Forms of expression such as the following shall be used:
    - specifies ... (the dimensions of..., a method of..., the characteristics of...) “
    - establishes ... ( a system for ..., general principles for ...) “
    - gives guidelines for ...”

    You may wish to refer to a site drawing.  Follow the instructions below.

    Map of CERN site:
       To insert this map in a Word document do the following:




     

    Scope of the supply BACK
    The scope shall define without ambiguity the subject and the aspect(s) covered by the technical specification, thereby indicating the limits of applicability. It shall not contain requirements.
    The scope shall be succinct so that it can be used as a summary for bibliographic purposes.
    The scope shall be worded as a series of statements of fact:

    Statements of applicability of the Technical Specification shall be introduced by the following wordings:
    “ This Technical Specification is applicable to ...”

    You may need to refer to:





     

    Items not included in the supplyBACK
    List all items supplied by CERN or by another institutes or supplier.




     

    Long-term conditions  BACK
    Occasionally you may wish to ask firms to keep tooling or manufacturing resources for xx years after last delivery.
     




     

    GENERAL CONDITIONS FOR TENDERING AND CONTRACTING    BACK
    Have a look at the "Abstract of the purchasing procedures" maintained by SPL




     

    Pre-tender discussions (or Bidders’ conference)     BACK
    If there is not going to be a Bidders' Conference use the text in black (the one in the Word template). It there is going to be a Bidders' Conference, replace the text in black by the text in red in this example.



    Presentation of Tender    BACK
    In many cases this will not be required or a visit to the Bidder's premises will be preferable.


    Responsibility for design, components and performance     BACK
    Include the following paragraph if your specification contains any parameters and/or dimensions that may change and are indicated in tables and drawings by the letters T.B.C. (To Be Confirmed).

    CERN reserves the right to make minor modifications to this Technical Specification before placing the Contract. Parameters and/or dimensions, which may change slightly, are clearly indicated in the tables and in the attached drawings by the letters T.B.C. (To Be Confirmed) just beside their actual nominal value.  Unless clearly stated by the Bidder in the tender document together with a justification, these minor changes shall not affect the contractual price that shall remain fixed.




     

    Design approval and production BACK
    Remove the second paragraph if there is no pre-series or prototype production.  Edit as necessary.  You may wish to refer to a "production readiness review".
    Include the following sentence if applicable:
    Once the pre-series has been accepted CERN will give its written approval for the pre-series to be included in the main series.



     

    TECHNICAL REQUIREMENTS  BACK
    This chapter should contain:

    A clear distinction should be made between requirements, statements and recommendations.
    Contractual requirements concerning claims, guarantees , covering of expenses, etc. should not be included.

        The section titles should be edited as necessary.

        The structure of the chapter may be adapted to suit the particular requirements. However all the complete technical requirements part should remain under chapter 4 to maintain the structure of chapters identical in all specifications.

         Remember, in general, the firm "shall" , but CERN "will".  Try to avoid "should".




     

    How to insert a figure     BACK
    A short description of the procedure to insert illustrations is given below:.
    Inserting an illustration from a graphic application running on PC's (CorelDraw, designer, PaintShop...)
    1)    In the graphic application, select and copy the image (crtl-c)
    2)    In Word, place the cursor where the illustration should go, then Edit - Paste special - Picture, de-select Float over text, OK
    Inserting an illustration from a file accessible from the PC
    1)    In Word, place the cursor where the illustration should go, then Insert - Picture - From file, select the file - Insert
    Inserting an illustration which is part of an engineering drawing in CDD
    1)    See Saving part of a drawing into a new file  to prepare the file
    2)    In Word, place the cursor where the illustration should go, then Insert - Picture - From file, select the file - Insert

    Use the macro Insert Figure Caption to add a caption below the figure

    Do not forget to insert a List of Figures after the List of Tables. See how it is done.


    How to insert an Excel table    BACK
    1)     In Excel, select and copy the cells (crtl-c)
    2)    In Word, place the cursor where the table should go, then Edit - Paste special - Picture, de-select Float over text, OK

    Use the macro Insert Table Caption to add a caption above the table.

    Note: Following the ISO/IEC Directives  figure captions are placed below figures, and table captions are placed above tables.


     


    How to insert a MS Project Gantt Chart  BACK

    1)    In Microsoft Project, display the Gantt Chart view. Use the scroll bars at the bottom of the sheet and graph areas to adjust the view.
    2)    Select the information you want to copy.
    3)    Click the Copy Picture button  on the Standard toolbar.
    4)    In the Copy Picture dialog box, click to select the For Screen option. Click OK.
    5)    In Word, place the cursor where the Gantt Chart should go, then Edit - Paste special - Picture, de-select Float over text, OK



     


     

    Information and documentation management BACK
    This paragraph should contain the list of all documents and data that the contractor will have to supply during the execution of the contract.




     

    APPLICABLE DOCUMENTSBACK
    Applicable documents are grouped in CERN Standards, International Standards and National Standards. Documents that do not belong to one of these categories, such as Codes of Practice, should be listed under 5.2 Other Documents.

    You will need to provide copies of any documents that are not included on the CD-Rom "CERN Official Documents", or are not widely distributed international standards.


    Other referencesBACK
    If the contract does not require work on the CERN site, the section On site work regulations should be removed. The section Other documents can be used to list documents that do not fit in the Standards category. It should be removed if it is not used. If both On site work regulations and Other documents are not used, the whole section Other references should be removed.




     

    QUALITY  ASSURANCE PROVISIONS       BACK

    The list of documents found in the template is typical for a tender involving engineering design as well as manufacturing and testing of material and/or equipment. Depending on the scope of the tender, the Project Engineer in charge of the Technical Specification has to decide which QA documents are applicable to his specific case and edit the table accordingly.

    Guidelines for the selection of QA documents:

    In cases where the contractor is not required to carry out detailed engineering design, the following QA documents should be removed from the table:
    Quality Assurance Categories LHC-PM-QA-201.00
    Design Process and Control LHC-PM-QA-307.00
    Drawing Management and Control  LHC-PM-QA-305.00
    Configuration Management - Change Process And Control LHC-PM-QA-304.00
    The QA document Drawing Process-External Drawings LHC-PM-QA-306.00 is applicable in all cases where the contractor is required to supply manufacturing drawings based on a CERN or Institute design. It should be removed from the table in cases where the tender does not involve the supply of any drawings.

    To remove a row in the table, select the row and use Edit - Cut to delete it.

    The full set of  LHC QAP documents can be seen here.

    If you have have specific quality assurance requirements, you should add a section 6.1 Specific quality assurance requirements where they are described. An example is shown here:

    6.1 Specific quality assurance requirements
    The Contractor's quality assurance programme shall use SPC methods and shall be implemented and maintained from the beginning of production. Prior to the contract being signed, the Contractor shall furthermore submit to CERN, for its approval, a detailed description of the test procedures and the model test certificates which he proposes to use. He shall submit the model test certificates for the strands and the proposed strand map at least two weeks prior to the commencement of the manufacturing of Cable 2. The Contractor shall document all chemical, metallurgical, electrical, mechanical, dimensional and surface measurements and shall keep the full documentation and samples at his facilities until 2008.
     




     

    TESTS        BACK


    For both the tests at the Contractor and the tests at CERN, points 7.1 and 7.2, the test methods and sampling methods (if applicable) should be described.

    TEST METHODS

    SAMPLING
    This should specify  the conditions and methods of sampling, as well as the method for the preservation of the sample(s). This element generally appears in a table with the test methods.



    Tests to be carried out at the Contractor's premises        BACK
    Checklist:




     

    Tests to be carried out at CERNBACK
    Checklist:



     

    Provisional delivery schedule BACK
    Outline the delivery schedule in weeks/months from the placement of the contract. Dates are given in the commercial papers.




     

    Packing and transport to CERN     BACK
    Handling at CERN
    Specify all particular requirements and special conditions regarding packing, maximum acceleration during transport and so on.

    Clarify CERN supplied items and services.

    Specify delivery to CERN, exact details concerning Meyrin or Prévessin will be included in the commercial documents.




    Service   BACK
    Clarify what is required under service. e.g.




     

    Annexes   BACK
    Annexes where the content of the annex is part of the specification document, such as a list of drawings or a short text, should be separated by a page break.
    Annexes that are references to separate documents may be listed on the same page.

    Annex A: List of drawings
    You may wish to send drawings on a CD-Rom.  In that case the CD-Rom will contain:
    1) copies of the drawings in HPGL format (exactly what is stored in CDD and printed on paper copies)
    2) a copy of the viewer on the CD so that the recipient sees exactly what we see and print.
    The recipient of the CD must be told that in case of doubt he should refer to the paper copy (telling him it is the responsibility of the CERN engineer or designer.

    It is recommended that the drawings are listed with their revision index to prevent confusion about which revision of the drawings is applicable.

    A list of drawings, including drawing number, revision index and title can be prepared automatically from CDD. See Preparing a list of drawings
     


    Annex B: CD-Rom   BACK
    The full list of contents of the CD-Rom "CERN Official Documents" can be found here.
     





    General Recommendations

    General BACK TO TOP
    Terminology
    The term Bidder is used to address the firm in the first part of the specification dealing with the tender (until the end of section3.1.7), and the term Contractor is used in the second part (from section 3.2 till the end) dealing with the contract execution. Use of any other term, such as supplier or manufacturer should be avoided.

    In general, the firm "shall" , but CERN "will".  Try to avoid "should".

    Since the Technical Specification is mainly an engineering document, it is preferable to be consistent throughout and use the abbreviations for units in the text, e.g. 27 km tunnel, and not to intermittently, e.g. in the Abstract and description, put 27 kilometres, although this is perfectly correct English.

    Use of capital letters
    In both headings and text, capital letters are used for names of persons, organisations, documents, but not events, e.g. bidders' conference.
    Main headings (heading 1) are written completely with capitals. In all other headings (heading 2 to  4) only the first letter is capital.

    Glossary of standard terms (please follow convention for use of capitals)

    commercial documents (not tender documents)
    Tender Form or Price Enquiry Form
    Instructions to Bidders
    list of firms
    cover letter
    Contract (>750 kCHF)
    Order (<750 kCHF)
    Conforming Bid
    technical documents
    Market Survey
    Technical Description
    Qualification Criteria
    Technical Questionnaire
    Invitation to Tender (refers to the complete set of all documents sent to firms)
    Technical Specification
    Price Enquiry
    Tender

    The following words take a capital in certain cases, i.e. bidder (for the Bidder use capital B, for a
    bidder or bidders in general use lower case b).
    bidder
    contractor (not supplier or manufacturer)
    firm
    consortium (applied to any bidder who is a combination or joint venture of two or more firms
    acting as partners, but not sub-contractors)

    The main object of the specification should not have capitals in the text, but can be defined with a
    capital e.g. the instrumentation wires, hereafter referred to as the "Wires".

    For bullet lists there are two formats:

         and
     
    Some things to remember to do when the Specification is ready:          BACK TO TOP Hints on the use of Word:

    Useful links   BACK TO TOP

    (Use the browser's Back button to come back here after visiting a link)

    Three easy steps for the submission of  LHC Market Surveys and Calls for Tender    (html)
    Styles to be used for the LHC Technical Specification     (html)
    Digest of ISO/IEC Directives Part3 "Rules for the structure and drafting of International Standards"   (pdf)
    Abstract of the purchasing procedures    (html)
    List and Summaries of TIS Safety Documents” TIS/DI 97-46     (html)
    LHC Quality Assurance Plan documents    (html)
    Preparing a list of drawings    (html)
    Saving part of a drawing into a new file    (html)
    CERN Official Documents CD-ROM


    E. Bryant & M. Mottier        2001-04-25