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Published notice: International open invitation to tender no. 1342 (D - Munich)

Framework contract relating to the construction of exhibition stands for the EPO's presentation at trade fairs mainly in EPO member states.

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 (the number of Member States and staff members indicated may change).
   

2. Award procedure:

   International open invitation to tender with discretionary award of contract.
   

3. Description of the contract:

   1. Purpose of the contract:

      Framework contract relating to the construction of exhibition stands for the EPO's presentation at trade fairs mainly in EPO member states.

   2. Division into lots:

      Not applicable.

   3. Any deposits and guarantees required:

      Not applicable.

   4. Main terms concerning payment:

      Within 30 days after successful completion of the respective trade fair and receipt of an 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:

      The works and services under the framework agreement will have to be rendered at the Contractor's premises, at the sites of the respective trade fairs throughout Europe and in close cooperation with the responsible department within the EPO which is based in Vienna.

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

      The period for the commissioning of work and services under the framework contract begins upon signature of the agreement, and ends on 30 June 2009. The contractual period shall extend automatically for another year, but not more often than 4 times, if it is not terminated by one of the Parties with a notice period of 3 (three) months before its expiration on 30 June of each year.

5. Variants:

   Proposals for variants may be submitted. However, the bidders shall also submit a main offer.

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
      Procurement department (4.4.4)
      Tender No.: 1342
      Erhardtstrasse 27
      D-80469 Munich

      Postal address: EPO, D-80298 Munich

      Fax: +49-89-2399-4497
      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:

      14 March 2008, 12.00 hrs (CET)

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

      26 March 2008, 12.00 hrs (CET)
      Questions must be submitted by letter, fax or e-mail.

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

      7 April 2008, 12.00 hrs (CET)
      one copy, in addition to the original bid to be marked as such.
      bids must be submitted by letter, not by fax or e mail.

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

      As in point 6(a).

   6. Language or languages in which requests 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, one must be designated as prime contractor responsible for performance of all the obligations under the contract.

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

   Customer and bank references, for details please see Form A of the General Conditions of Tender as well as a specific questionnaire which are both part of the Procurement Documents.

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

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

10. Criteria for the award of contract:

    The bid will only be considered if it is complete; it must contain a completed and signed copy of Form A of the General Conditions of Tender (Part I of the Procurement Documents), meaningful answers to all questions contained in the questionnaire annexed to the Technical Conditions of Contract (Part IV of the Procurement Documents) and a completed version of the financial quotation form (annexed to the questionnaire). The award criteria are amongst others (the order does not suggest the weighting factors):

    • quality of work/services being judged by
      • convincing organisation of work and services under the framework agreement (as detailed by the bidder in its answers to the EPO's questionnaire - the evaluation will also be influenced by the EPO's impression gained during site visits at short-listed bidder's premises),
      • convincing approach/concept to stand building and design (as detailed by the bidder in its answers to the EPO's questionnaire),
    • references,
    • overall cost level.

11. Other information:

    Contract award is expected to take place in May/June 2008.
    Short-listed bidders will be asked to receive a delegation from the EPO on their premises/site(s) in order for the EPO to get a better picture of the work/services and their quality. Such visits are planned to take place in April/May 2008.