Tips for bidding at CERN

1. Basis for the award of contracts:

a) Supply contracts: usually awarded on a lowest cost compliant bid basis (cost is the only factor for adjudication).
b) Service contracts: usually awarded on a best value for money basis (cost and quality factors considered).

2. Contract details:

a) You will receive payment within one month of receipt of the invoice if all goods/services are delivered and accepted.
b) English is a working language at CERN. All tender documents are available in English.

3. Country of origin:

a) Supplies = the country(ies) of manufacture or
last major transformation (including sub-assemblies and components)
b) Services = the country(ies) in which the contractor is established

4. You may bid in your preferred currency. It’s recommended that you bid in the currency where most of the costs are incurred.

5. CERN requires the use of bank guarantees, but they are seldom called upon and only exist as a backstop/last resort.

6. Consortia are usually allowed (companies involved should complete a technical questionnaire together) and indeed are encouraged where a single firm might not be able to fulfill all aspects of the specification. Consortia may be formed with companies outside the UK.

7. The deadlines for Price Enquiries (DOs) and Invitations to Tender (ITs) are fixed and must be adhered to. Market Surveys (MSs) remain open until the corresponding IT is released; submissions are nearly always accepted prior to this point, even if the “official” deadline has passed.

1. If you’re not sure, ask the UK ILO team and/or CERN.

a) Don’t make assumptions beyond what CERN has specified.
b) Speak to CERN technical/procurement contacts directly where appropriate.

2. Ensure you complete all sections of the documentation, including references.

a) For Market Surveys, if you can’t quite meet all the criteria, it may still be worth submitting a response but justify any sections where you aren’t able to meet the exact specifications. Please contact us if you’re unsure.
b) The UK ILO team are available to review and comment on the qualification questionnaire before you submit it to CERN.

3. Be prepared to make a very competitive bid. Be ruthless in your costings and only bid for what CERN have asked for. Any extras should be submitted as options or an alternate bid. (see table).

a) Building a relationship with CERN and engaging actively with procurement activities increases the chance of being considered for future opportunities.
b) There is kudos associated with being a CERN supplier.
c) It can sometimes take a few attempts before the ideal winning margins can be found. Don’t be too disheartened if you don’t win first time around; it’s a marathon, not a sprint! The UK ILO team can help with this process by providing feedback on bids.

4. Regularly check the contact details (including email addresses) for your company in CERN’s database (and STFC’s) and inform us of any changes.

5. If you do not wish to bid for a contract, please formally decline the tender using the “submit response” option. This demonstrates to CERN a willingness to engage in the process and is preferable to not replying.

6. CERN’s standard T&Cs are available on their website.

Price thresholds for CERN procurement activities.