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Published notice : Open invitation to tender no. 1585 (NL - The Hague)

Pre-classification: provide a remotely hosted web service for automatic pre-classification of patent applications
Re-classification: provide an interface to a remotely hosted web service for automatic re-classification of published patent documents

  1. Awarding authority:

    The European Patent Organisation (EPO), through the European Patent Office: Headquarters, Bob-van-Benthem-Platz 1, D-80469 Munich
    The European Patent Organisation is an intergovernmental organisation set up pursuant to the European Patent Convention which entered into force in 1977. It now 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 number of member states and staff members is subject to change.)

  2. Award procedure:

    Open invitation to tender with discretionary award of contract

  3. Description of the contract:

    1. Purpose of the contract:

      Pre-classification: provide a remotely hosted web service for automatic pre-classification of patent applications.
      Re-classification: provide an interface to a remotely hosted web service for automatic re-classification of published patent documents.

    2. Division into lots:

      Lot 1: provision of a remotely hosted system for the Pre-classification of patent applications.
      Lot 2: provision of a remotely hosted system for the Re-classification of patent documents.

    3. Deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Quarterly in arrears, within 30 days of acceptance of invoice.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

    1. Place:

      The Contractor's premises for both lots.

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

      The contract is to run for three years with two possible extensions of one year each, at the EPO's discretion.

  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 may be requested:

      European Patent Office
      Central Procurement 4.8 (1585),
      Patentlaan 2,
      2288 EE Rijswijk,
      The Netherlands

      E-mail: dhtenderclarifications@epo.org

      The Procurement Documents may be requested by letter or e-mail.

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

      10 January 2014, 12.00 hrs (CET)

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

      24 January 2014, 12.00 hrs (CET)
      queries must be submitted by letter or e-mail.

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

      27 February 2014, 12.00 hrs (CET)
      Bids shall be submitted in one original and one copy with price information and one copy in electronic form without price information (searchable PDF is required)

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

      As in point 6(a).
      Please submit bids by post only and not by fax or 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 consortium 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:

    Client and bank references.

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

    Six months as from the final date for receipt of bids as per point 6(d) above.

  10. Criteria for the award of contract:

    The award criteria and their relative weightings for each Lot are as follows:

    Technical aspects: 60%
    Financial aspects: 40%

    Technical Evaluation:
    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". Please note that results of the pre-classification test for Lot 1 and of re-classification test for Lot 2 will feature prominently in the assessment of the technical aspects.

    Presentation:
    The EPO reserves the right to establish a short-list of no more than 5 bidders per lot whose bids appear the most advantageous. Short-listed bidders would be invited to present their tests-results and to answer questions of understanding at the EPO's Branch in Rijswijk.

  11. Other information:

    The bidder may submit a bid for either or both lots.
    The contract is expected to be awarded in the first quarter of 2014.

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