Published notice: Open invitation to tender no. 2534 (NL - The Hague)

Replacement and upgrading of the main chillers and chiller control cabinet on the roof of the EPO Shell Building at the EPO premises in Rijswijk, The Netherlands.

  1. Awarding Authority:

    The European Patent Organisation (EPO) acting through the European Patent Office: Headquarters, Bob-van-Benthem-Platz 1, 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 38 Member States (Albania, Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, Finland, Former Yugoslav Republic of Macedonia, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Norway, Poland, Portugal, Romania, San Marino, Republic of Serbia, 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:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      Replacement and upgrading of the main chillers and chiller control cabinet on the roof of the EPO Shell Building at the EPO premises in Rijswijk, The Netherlands.

    2. Division into lots:

      Not applicable

    3. Any deposits and guarantees required:

      Not applicable

    4. Main terms concerning payment:

      within 30 (thirty) days of acceptance of the equipment.

    5. Qualifications required by law:

      In the case permits need to be issued to the EPO, the Contractor shall be able to procure any necessary permits on behalf of the EPO

  4. Place and period of performance:

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

      European Patent Office
      Branch at The Hague
      Patentlaan 2
      NL-2288 EE Rijswijk (ZH)

      (NUTS-code NL332)(b)

    2. Duration of contract

      6 months from 01 November 2017

  5. Variants:

    Not applicable

  6. Requests 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
      Central Procurement PD4.8
      Tender No. 2534
      Patentlaan 2, NL-2288 EE Rijswijk (ZH), the Netherlands


      Procurement Documents will be forwarded upon email request and will be despatched by email.

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

      15 September 2017, 12.00 hrs (C.E.T)

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

      22 September 2017, 12.00 hrs (C.E.T)

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

      10 October 2017, 12.00 hrs (C.E.T)
      Bids must be submitted in original and a copy on an electronic data medium
      (CD-ROM, USB stick).

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

      As in point 6(a)
      Please submit bids by post only and not by fax or E-Mail. Bids submitted by fax or E-Mail will be excluded.

    6. Language in which the request for participation, for clarification and Bids must be drawn up:

      English; the Procurement Documents will be available in English only.

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

    If several bidders submit a joint bid, they must be jointly and severally liable for the performance of the obligations under the contract. A declaration to this effect, duly signed by all members of the grouping and appointing a representative that is authorised to act on behalf of all members, must be submitted with the bid.

  8. Criteria for assessing bidders' know-how, capacity and reliability to fulfil the contract:

    Bids from bidders who do not fulfil the selection criteria stated in the Procurement Documents and/or whose circumstances are such as seriously to call into question their financial and professional reliability (see Article 2 of the General Conditions of Tender, available under will not be considered for contract award.

    Bidders' know-how, capacity and reliability to fulfil the contract will be assessed on basis of the information and evidence submitted in reply to the selection questionnaire and any additional questionnaire(s) included in the Procurement Documents.

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

    6 months following the final date for receipt of bids indicated in point 6(d).

  10. Criteria for selection of the Bidder:

    The bidder shall meet requirements concerning general and administrative aspects, economic and financial capacity and technical and professional capacity (selection criteria), the main elements of which are the following:

    1. The bidder must be in possession of a quality certificate based on the NEN-EN and/or ISO 9001-2008 "Quality Management Systems - Requirements", which relates to the nature of the work. This certificate must be issued by a certification institute accredited for that purpose by a national accreditation institute (in the Netherlands: the Dutch Accreditation Council/"Raad voor Accreditatie") or is third party certified by any other quality management system.
    2. Does your company have the required qualified (VCA) resources available for performing the works in the given period?
    3. The bidder declares that the company is not bankrupt or being wound up, have ceased or suspended business activities, is being administered by courts or have entered into arrangements with creditors or analogous situations.
    4. Confirmation that bidder will deliver the services as stated in the Technical Conditions (Part 1 of the tender documents.
    5. Are ALL of your organisation's directors, partners or associates free of conviction of a criminal offence relevant to the business or profession?
    6. Please confirm that the bidder has fully complied with its obligation to pay wage tax and social security contributions, Please provide proof thereof relating to the last 4 quarters.
    7. The bidder declares that it hasn't been convicted of an offence concerning their professional conduct by a judgement that has the force of ‘res judicata'.
    8. The bidder declares and shall demonstrate that its company insured for the companies activities, both for public and professional liability;
  11. Criteria for the award of contract:

    The contract shall be awarded (award criteria) to the bidder whose bid is to be preferred having regard to the bidder's ability to meet the requirements of the EPO to be measured by:

    • Financial aspects: 80%
    • Technical and organisational features 20%
  12. Other information:

    Contract award is expected to take place in November 2017 with expected start of the delivery and installation works on 1 February 2018. The period between award and start of the delivery of services will constitute a production phase.

    A site visit will be organised on 20 September 2017.

    The EPO reserves the right not to award the contract.

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