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Geographically-limited open invitation to tender No. 1360 (D - Munich)

Consultancy Services in regard to further development of the EPO internet website and intranet in 2008-2011.

1. Awarding Authority:

   The European Patent Organisation (EPO) through the European Patent Office: Headquarters, Erhardtstrasse 27, D-80469 Munich, Postal address: EPO, D-80298 Munich.
   The European Patent Organisation is an intergovernmental organisation set up pursuant to the European Patent Convention which entered into force in 1977. At present it has 34 Member States (Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and United Kingdom). The executive body of the EPO is the European Patent Office which is charged with the searching and examination of European patent applications and the granting of European patents. It employs approximately 6700 staff at EPO headquarters in Munich, a branch at The Hague/Rijswijk (NL) and sub-offices in Berlin and Vienna.

2. Award procedure:

   Geographically limited open invitation to tender with discretionary award of contract.

3. Description of the contract:

   1. Purpose of the contract:

      Consultancy Services in regard to further development of the EPO internet website and intranet in 2008-2011.

   2. Division into lots:

      not applicable

   3. Any deposits and guarantees required:

      not applicable

   4. Main terms concerning payment:

      within 30 days of acceptance of the Consultancy Services rendered and having received the respective invoice in the correct form.

   5. Qualifications required by law:

      not applicable

4. Place and period of performance:

   1. Place at which the contract is to be performed:

      Deliverables are to be presented at the EPO's Headquarters in Munich.

      Occasionally and upon the EPO's express request, trips to the EPO's branches or sub-offices may be required.
      
      The Contractor is expected to have a (sub-) office/agency in or close to Munich, Germany or Vienna, Austria and to participate in frequent working-level meetings at the EPO premises respectively in Munich or Vienna.

   2. Duration of contract or time limit for delivery or completion of services/work:

      It is intended to conclude a framework agreement which allows the EPO to commission the Consultancy Services from 2008 - 2011.

5. Request for the Procurement Documents and receipt of bids:

   1. Name and address of department from which the Procurement Documents and clarification of the Procurement Documents may be requested:

      European Patent Office,
      Procurement Department (4.4.4)
      Tender No. 1360
      Erhardtstrasse 27,
      D-80469 Munich

      Postal address: EPO, D-80298 Munich,

      Fax No. +49-(0)89-2399-4497
      mntenderclarifications@epo.org

      Procurement Documents will be forwarded upon written, faxed or e-mailed request.

   2. Final date for receipt by the EPO of requests for the Procurement Documents:

      23 May 2008, 12.00 hrs (CET)

   3. Final date for receipt by the EPO of requests for clarification:

      30 May 2008, 12.00 hrs (CET)
      The requests for clarification shall be forwarded in writing or by fax.

   4. Final date for receipt of bids/number of copies to be sent:

      13 June 2008, 12.hrs (CET);
      2 (two) copies, in addition to the original bid to be marked as such.

   5. Address to which requests for clarification and bids must be sent:

      as in point 5(a).
      Please do not submit your bid via fax or e-mail. Bids submitted via fax or e-mail will be excluded.

   6. Language or languages in which requests for clarification and bids must be drawn up:

      Requests for clarification and bids shall be in English.
      The Procurement Documents will be available in English only.

6. Legal form of the grouping in the event of a joint bid:

   If several bidders submit a joint bid, one must be designated as prime contractor responsible for performance of all the obligations under the contract.

7. Information and evidence concerning the bidder's financial and economic standing and technical and professional competence:

   See Procurement Documents, especially Part 1 (General Conditions of Tender) Form A.

8. Period during which the bidder is bound by his bid:

   Six months following the final date for receipt of bids indicated in point 5(d).

9. Criteria for the award of contract:

   The contract will be awarded to a competent and reliable service provider. The offer must be complete. It must contain a signed and completed copy of Form A of the general conditions of tender, meaningful answers to all "M" questions contained in the questionnaire, which is part of the technical conditions, and a completed version of the table of quotation, also part of the technical conditions. Only bids with proven office infrastructure in Vienna or Munich will be taken into account. The following criteria are decisive for the award:

   • relevance of the office infrastructure,
   • reference projects,
   • quality of the bidder's approach/concept to the consultancy services,
   • presentation of the bid during a meeting in Munich,
   • quality of the proposed team,
   • overall cost level.

10. Other information:

    Contract award is expected to take place in July/August 2008.
    A presentation of short-listed bids is anticipated to take place at the European Patent Office in Munich, Erhardtstr. 27, D-80469 Munich on 30 June 2008. Travel costs incurred by bidders in connection with this presentation who do not have office infrastructure in Munich will be reimbursed with a lump sum of EUR 2000.