DRAFT: May 9, 1995
Memorandum of Understanding
between
<Institution>
and
U.S. CMS Collaboration
Project Management
at Fermilab
<date signed>
1. Introduction
This Memorandum of Understanding describes the collaboration by members of <Institution> in the Compact Muon Solenoid (CMS) Detector Project in the United States. The purpose of this collaboration is the design, fabrication, operation and scientific exploitation of the CMS Detector . The detector is described in the CMS Technical Proposal, December 15, 1994, and subsequent technical documents elaborating that design. The contribution of the U.S. CMS Collaboration to the CMS Detector Project is described in the US CMS Letter of Intent, September 2, 1994, in the Memorandum of Understanding executed between CMS and U.S. CMS Project Management at Fermilab, <date>, and [other documents to be referenced here].
It is understood that successful collaboration in construction and operation of the CMS detector rests on implementation of a clear management plan for CMS. In the U.S., the U.S. CMS Project Management Plan, <date2> (plus amendments as needed) is the basis for meeting this requirement and is accepted as part of this memorandum. The U.S. CMS project management infrastructure (U.S. CMS Project Office) resides at Fermilab, and the responsibility for U.S. CMS project management resides in the U.S. CMS Spokesperson, acting with the advice and consent of the U.S. CMS Management Board.
The role of Fermilab as host institution and seat of the U.S. CMS project management infrastructure is separate and distinct from Fermilab as a U.S. CMS collaborating institution. The organization, leadership, operating procedures and present membership of the U.S. CMS Collaboration are described in the U.S. CMS Project Management Plan. The Plan will be updated as necessary and will constitute the main policy basis for managing the U.S. CMS detector efforts. [The complete U.S. CMS Project Management Plan will be provided prior to the start of the construction project.]
This Memorandum of Understanding describes the anticipated long-term contributions of <Institution> to the design, construction and operation of the CMS Detector. It is understood that the anticipated contributions of <Institution> may later be modified or that additional responsibilities may be added to those described here.
Periodic amendments to this Memorandum of Understanding will detail the contributions of <Institution> as the detector construction proceeds and will contain the specific activities, deliverables and funding required. The normal period of performance will be the U.S. fiscal year (October 1-September 30).
This Memorandum of Understanding is made between <Institution> and U.S. CMS Project Management at Fermilab. It does not constitute a legal contractual obligation on the part of either of the parties. It reflects an arrangement that is currently satisfactory to the parties involved. The parties agree to negotiate amendments to this memorandum as required to meet the evolving requirements of the CMS research and development and detector construction program.
2. Personnel
2.1 List of Scientific Personnel
Participating scientists committed to CMS over the full project period are expected to be:
Name CMS Fraction Other Research Commitments/Comments
* Time devoted to CMS over and above the indicated CMS research fraction is considered to be <Institution> service effort in support of CMS.
2.2 Collaboration Board Representative
<Name> is the present representative of <Institution> on the U.S. CMS Collaboration Board.
2.3 List of Technical Personnel
Participating technical staff members foreseen to participate over the full project period are:
Engineers
Designers
Technical Specialists
Programmers
Others
2.4 Other Key Personnel
The Environment, Safety and Health officer for <Institution> responsible for compliance with applicable ES&H policies associated with CMS participation by this institution is currently <name> of <Institution>. The Quality Assurance officer for <Institution> responsible for QA compliance of tasks performed by this institution is currently <name> of <Institution>.
3. Design, Fabrication and Installation Responsibilities
3.1 Design and Fabrication Responsibilities - Construction Period
3.1.1 Description of Items Provided.
WBS # Description
3.1.2 Deliverables
3.1.3 Transportation
Unless specifically indicated otherwise here, items produced by <Institution> for use in the CMS detector or subsystems shall be transported by the providing institution to the agreed upon point of delivery . <Institution> shall be responsible for safe transport of all items to these delivery points.
3.1.4 Installation and Commissioning
<Institution> will participate in the installation and commissioning of their contributed items as listed:
<Item 1>
<Item 2>...
3.2. Coordination and Reporting
The U.S. CMS Coordinator for the <subsystem> subsystem is <name1>. The institution contact person for <subsystem> activities at <Institution> is <name2>. The task managers for <subsystem> activities carried out at <Institution> are as follows:
[Repeat as necessary for other subsystems in which <Institution> is participating.]
The progress of the design, fabrication, and testing of these components will be reported by the above-named task managers on a quarterly basis, by WBS element, to the U.S. CMS Subsystem Coordinator, who in turn will report subsystem progress to the U.S. CMS Spokesperson. All status reports will be assembled and made public to the US CMS collaboration.
Technical reporting to CMS project management will be coordinated by the U.S. CMS Subsystem Coordinator.
3.3. Collaboration with Other Groups and Institutions
Design, construction and installation related to the <subsystem> subsystem will be carried out in close communication and collaboration with other groups working on this and related subsystems.
WBS / Task Collab. Responsibility with <Institution>
Group
[Repeat as necessary for other subsystems in which <Institution> is participating.]
4. Contribution of Effort, Services and Equipment
4.1. Effort
Subject to adequate funding by DOE or NSF, <Institution> will provide support for the scientific and technical personnel as indicated in section 2.
4.2. Services
The services of the <Institution> Purchasing, Expediting, and Receiving Departments and the Administration Staff will be available to the CMS project to the degree required to carry out the fabrication responsibilities of <Institution>.
4.3. Facilities and Equipment
The following <Institution> facilities and equipment will be made available to the CMS project to the degree necessary to carry out the design and fabrication responsibilities of the group:
4.4. Operating Costs
<Institution>, subject to adequate funding from DOE or NSF, will support the normal research operating expenses (such as physicists' salaries, travel expenses, miscellaneous supplies, administrative support, etc.) of the <Institution> group working on the CMS project. These normal operating expenses are not considered as part of the CMS detector cost estimate.
5. Costs and Funding
5.1. Tasks and Costs
<Institution> will carry out the following list of detector design, procurement, fabrication and installation tasks:
WBS Task Cost. Est.
(K $)
Total:
Note: These costs do not include funds to be spent for procurement of <item>.
The U.S. CMS Project Office at Fermilab will procure the following items.
WBS Item Cost. Est.
(K $)
Total:
5.2. Expected Sources of Funding
Total equipment funds required from DOE or NSF is approximately <$x,xxxK>.
6. Administration
6.l. Method of Funding Transfers and Purchasing
The expenditures by <Institution> are to be covered by funds provided by DOE or NSF, upon the allocation decision of the U.S. CMS Spokesperson with the advice and consent of the U.S. CMS Management Board. Purchases may be made in any of several ways:
a) Purchase Orders written by <Institution> against funds provided directly to <Institution> by DOE or NSF.
b) Purchase Orders written by <Institution> against a Memorandum Purchase Order to <Institution> from the U.S. CMS Project Office at Fermilab.
c) Purchase Orders written by the U.S. CMS Project Office at Fermilab to <Institution> to cover specific equipment items agreed upon in this document.
d) Purchase Orders written by the U.S. CMS Project Office at Fermilab to specific vendors, requesting the material to be delivered to <Institution>.
e) Purchase Orders written by the U.S. CMS Project Office at Fermilab to cover fabrication work described in this document while specifying technical direction of the work by <Institution>.
Funds to cover work described in this document may be provided directly to <Institution> by DOE or NSF, or by Memorandum Purchase Order from the U.S. CMS Project Office at Fermilab. <Institution> may also choose to use Fermilab purchasing services as in c), d) and e) above. The choice of funding method shall be at the option of <Institution>, provided the arrangement is satisfactory to the funding authority.
Expenditures at <Institution> covered by purchase orders written by the U.S. CMS Project Office at Fermilab to <Institution> will be reimbursed on a quarterly basis. Reimbursement will be based upon an invoice of actual costs incurred and submitted to the U.S. CMS Project Office at Fermilab by <Institution>.
6.2. Procurement Authorization
Item purchases exceeding the delegated limit (currently <$xxK>) must be authorized by the U.S. CMS Subsystem Coordinator. Major procurements (currently <$xxK>) must in addition have the written authorization of the U.S. CMS Spokesperson. Items purchased as CMS Common Fund items must be explicitly authorized by the US CMS Spokesperson and approved by the CMS Finance Board Chair, regardless of the cost.
6.3. Reporting to U.S. CMS Project Management
<Institution> will report all CMS related expenditures and labor charges together with associated technical progress in each item of work by Work Breakdown Structure (WBS) category (level <n>) on a quarterly basis through the appropriate U.S. Subsystem Coordinator(s) to the U.S. CMS Spokesperson. Cost reporting will apply to U.S. CMS Project funds related to detector fabrication. Other, non-DOE and non-NSF costs will be reported in a manner that is agreed to by the Subsystem Coordinator, the U.S. Spokesperson and <Institution>.
Technical progress will be reported by WBS element to the Subsystem Coordinator and the Spokesperson on a quarterly basis and will cover all activities covered in this Memorandum of Understanding regardless of the specific nature of the funding support. All status reports will be assembled and made public to the US CMS collaboration.
6.4. Overhead Charges
There will be no overhead charges on funds channeled through the U.S. CMS Project Office at Fermilab and spent by <Institution> for the fabrication or purchase of equipment described in this Memorandum.
6.5. Component Ownership
All equipment items bought or fabricated using DOE or NSF funds will be properly marked as the property of DOE or NSF. Any other equipment furnished by <Institution> as part of the detector will remain <Institution> property. In either case, the equipment will remain part of the CMS detector until it is dismantled or the detector element in question is replaced.
7. General Considerations
7.1. Safety and Engineering Practices
The experimenters from <Institution> agree to familiarize themselves with DOE safety policies and to adhere to them. All detector components must be designed, fabricated, installed and operated in conformity with DOE and CERN safety policies and practices as well as DOE and CERN engineering standards. All engineering, design, quality assurance, safety, and other activities shall be in compliance with ISO standards. All major components will undergo appropriate design, safety, and engineering reviews.
7.2. Operations
<Institution> agrees to maintain, to the best of their ability, equipment provided for the CMS detector as long as <Institution> is a member of the CMS collaboration.
8. Schedules and Milestones
<Institution> will make every effort to carry out their institutional responsibilities consistent with the schedule for the fabrication of the CMS detector. These schedules may have to be changed as the project progresses. Changes that affect <Institution> will be noted in Amendments to this Memorandum.
8.1. Design, Fabrication and Installation Milestones
The key milestones relevant to <Institution> are listed here:
Key Milestones Baseline Current
Date Date
9. Makers and Concurrence
The following persons concur in the terms of this Memorandum of Understanding. These terms will be updated as appropriate in Amendments to this Memorandum.
Makers of this Memorandum
________________________________ ________________________________
<Name> date Administrative Officer date
U.S. CMS Spokesperson <title>
<Institution>
________________________________ ________________________________
<Name> date Institution Representative date
U.S. Subsystem Coordinator <Name>
<Subsystem> Subsystem <Institution>
Concurrence
________________________________ ________________________________
<Name> date <Name> date
Director CMS Technical Representative
Fermilab