Published notice : Open invitation to tender no. 1578 (NL - The Hague)

The provision of deep-indexing of patent documents and technical/scientific literature in the EPO internal ALLOYS and SADIQ databases 

  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, 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, 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 numbers of member states and staff may change).

  2. Award procedure:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      The provision of deep-indexing of patent documents and technical/scientific literature in the EPO internal ALLOYS and SADIQ databases. The ALLOYS database relates to the composition of metal alloys, layered products with metal layers and powder metallurgy. The SADIQ database relates to the composition of glasses, glass-ceramics and enamels.

      The documents to be deep-indexed will mainly be in one of the official languages of the EPO, i.e. English, French or German. Exceptionally, they may be in other languages, including in particular Dutch, Japanese, Korean or Chinese. The Contractor shall be able to perform the deep-indexing to the same quality disregarding the language of the documents to be deep-indexed.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.  

    4. Main terms concerning payment:

      The price for a batch of deep-indexed documents will become payable upon the successful acceptance of such batch by the EPO.
      The EPO will settle the invoice of the contractor within 30 (thirty) days of receipt of the 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:

      At Contractor's premises.

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

      The contract will be concluded for an initial term of 2 (two) years and may be extended at the sole discretion of the EPO for consecutive periods of 1 (one) year each up to a total maximum duration of 5 (five) years.

  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 The Hague 4.8 (1578)
      Patentlaan 2,
      2288 EE Rijswijk,
      The Netherlands.

      PO Box 5818, 2280 HV Rijswijk, the Netherlands;
      email address:

      Procurement Documents must be requested in writing (by letter or email ).

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

      6 September 2013, 12.00 hrs (CET)

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

      20 September 2013 12.00 hrs (CET)
      Questions must be submitted by letter or email.

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

      15 October 2013 12.00 hrs (CET)
      Bids shall be submitted in one original (to be marked as such) with price information and two copies without price information

    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 neither by fax, nor by E-Mail. 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, 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. Information and evidence concerning the bidder's financial and economic standing and technical and professional competence:

    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 questionnaire in Annex 1 to the General Conditions of Tender and any additional questionnaire(s) included in 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 award criteria and their relative weightings are as follows:
    Technical aspects:    40%
    Financial aspects:    60%

    The evaluation of the technical aspects will be based on the bidders' responses to the Technical Conditions through their answers to the questionnaire "Award criteria".

  11. Other information:

    Contract award is expected to take place in the fourth quarter of 2013.

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