Published notice: International open invitation to tender no. 1565 (D - Munich)

The electronic distribution of patent publications and patent information 

  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 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:

      The electronic distribution of patent publications and patent information, including:

      • certain internet hosting services required by the EPO for the electronic distribution of published European Patent documents via the internet
      • certain internet hosting services required by the EPO for the electronic distribution of other patent information via the internet
      • certain services relating to the distribution of patent publications and patent information on physical media
      • certain services including operation, maintenance and adaptation of the patent information distribution platforms
      • certain services including consulting, testing of patent information processing and distribution platforms
      • certain services including consulting, and testing for patent information products and services

    2. Division into lots:

      Lot 1 European Publication Server
      Lot 2 Bulk Data distribution services
      Lot 3 Patent Information Services for Experts
      Lot 4 Distribution by optical disc and on-line using MIMOSA technology
      Lot 5 Services and consulting for testing support for patent information products and services
      Lot 6 Services and consulting for improvements to patent information products and services
      Lot 7 Services and consulting relating to linked data publication standards for patent information products and services
      Lot 8 General Production Requirements

      The Lots may be awarded either jointly or separately, except for Lot 8 which may not be bid for alone. All bids for Lots 1, 2, 3, or 4 must include a bid for Lot 8

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment will be made in arrears within 30 days of receipt of an invoice in the correct form. The EPO may withhold payment of the amount due to it in respect of liquidated damages or claims for defects.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      The basic services shall be performed at the Contractor's premises unless specifically commissioned by the EPO for performance at alternate locations

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

      The contract will commence upon signature of a respective agreement by both parties. It will have a duration of one year. The EPO may extend the contract up to four times, each time for a period of one year.

  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. 1565
      Erhardtstraße 27
      80469 Munich
      Germany

      Fax No. 0049-(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:

      3 April 2013, 12.00 hrs (CET)

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

      17 April 2013, 12:00hrs (CET)
      Questions must be submitted by letter, fax or e-mail.

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

      3 May 2013, 12.00 hrs (CET)
      the bid must be provided in its original only as well as in electronic form (DVD / CD-ROM)

    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 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 (as provided for in Annex 1 of the General Conditions of Tender - Part 1 of the Procurement Documents).

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

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

  10. Criteria for the award of contract:

    Price 40%

    Overall Impression of bid 21,40 %

    Staff / Organisation / Infrastructure /Technical Merit 38,60%

  11. Other information:

    Contract award is expected to take place in 2nd half of 2013.

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