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Published notice: International open invitation to tender no. 1521 (D - Munich)

Framework agreement relating to the inward transfer of pension rights 

  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 38 member states (Albania, Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Ellas, Estonia, Finland, France, Germany, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, former Yugoslav Republic of Macedonia, Malta, Monaco, Netherlands, Norway, Poland, Portugal, Romania, San Marino, 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 6 700 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 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 agreement relating to the inward transfer of pension rights.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      See Part 3 of the Procurement documents (Specific Conditions of Contract, Annex 1 - Fee Structure and Invoicing)

    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 be rendered at the Contractor's premises.

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

      The Contract shall be concluded for one year. At the EPO's sole discretion and without possibility for the Contractor to oppose it, the term of the Contract may be extended by one year but no more than four times. Where the EPO chooses to exercise this option, it shall give the Contractor at least six months prior written notice.

  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
      Central Procurement (4.8.2)
      Tender No.: 1521
      Erhardtstraße 27
      D-80469 Munich

      Fax: +49-89-2399-4145
      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:

      05.09.2012, 12.00 hrs (CET)

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

      19.09.2012, 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:

      04.10.2012, 12.00 hrs (CET)
      the bid must be provided in its original only
      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 only be available in English

  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:

    See Part I of the Procurement Documents (General Conditions of Tender, Annex 1)

  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 meaningful answers to Annex 1 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)
    The award criteria are amongst others: (the order does not suggest the weighting factors):

    • international company, with relevant work experience in various European countries
    • experience in HR management services at an international level
    • experience regarding pension schemes of international organisations (up to a maximum of five projects) Please provide details of the experience. The Contractor should name at least one person in the organisations referred to, with the name and contact details of the referee who is willing and able to provide information to the EPO
    • experience with projects of a similar nature (up to a maximum of 5 projects): please provide details of the experience. The Contractor should name at least one person in the companies/organisations referred to, with the name and contact details of the referee who is willing and able to provide information to the EPO
  11. Other information:

    Contract award is expected to take place in October/November 2012.
    The short listed bidders may be invited to present their bids. These presentations will be held at the premises of the EPO in Munich. Travel and accommodation costs will not be reimbursed by the EPO.

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