Published notice: International open invitation to tender no. 1562 (D - Munich)

Framework Contract with regard to planning, organising and running the ceremony of the European Inventor Award 

  1. Awarding Authority:

    The European Patent Organisation (EPO) through the European Patent Office: Headquarters, Erhardtstraße 27, 80469 Munich, Germany.
    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, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, 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, 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 with regard to planning, organising and running the ceremony of the European Inventor Award.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      See Procurement Documents.

    4. Main terms concerning payment:

      Invoices will be paid when the work has been done, i.e after the successful completion of the event. However, a payment plan may be arranged, subject to the agreement of the parties, in view of the costs (hire of premises, artists' fees, catering, etc.) which the bidder will probably have to bear in advance.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      In 2013: Amsterdam, The Netherlands, subsequent events to be defined.

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

      The EPO intends to conclude a framework contract with a fixed initial term of one year and the possibility of extension, at the EPO's discretion, for each of the four subsequent years up to 2017.
      Preferably the Contractor is expected to have a (sub-) office/agency in or close to Munich, Germany

  5. Variants:

    Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed.

  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. 1562
      Erhardtstraße 27
      80469 Munich
      Germany

      Fax No. +49-(0)89-2399-4145
      e-mail: 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:

      05.10.2012, 12.00 hrs (CET)

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

      19.10.2012, 12.00 hrs (CET)
      Questions must be submitted by E-Mail, letter or fax.

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

      02.11.2012, 12.00 hrs (CET)
      Bids may be submitted in its original only

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

      As in point 6(a).
      Bids must be submitted by post or courier. Bids submitted by fax or e-mail will be excluded.

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

      English.
      The Procurement Documents will be available only 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:

    Customer and bank references
    References in the field of professional live communication, in view of the high calibre of the guests and the requirements of an evening reception and ceremony event on the level indicated.

  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: (please note that criteria are not mentioned in order of importance)

    • Competence
    • References
    • Approach
    • Presence in Munich
    • Price

  11. Other information:

    Contract award is expected to take place in December 2012.
    The EPO reserves the right to invite short-listed bidders to a presentation of their bids at the EPO premises during calendar week 47 or 48 in Munich. Costs incurred by the bidders relating to such presentations cannot be reimbursed.

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