Published notice: International open invitation to tender no. 1590 (NL - The Hague)

Provision of cleaning work at the EPO's premises in Rijswijk, the Netherlands (presently 5 different buildings) 

  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, the 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 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:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      Provision of cleaning work at the EPO's premises in Rijswijk, the Netherlands (presently 5 different buildings)

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Within 30 days after acceptance of work and receipt of a correct invoice

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      The European Patent Office in Rijswijk (the Netherlands).

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

      Duration of the contract is 1 (one) year with 4 (four) possible extensions of 1 (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 of the Procurement Documents may be requested:

      European Patent Office.
      Central Procurement The Hague 4.8.2 (1590)
      Patentlaan 2, 2288 EE Rijswijk, the Netherlands
      e-mail: dhtenderclarifications@epo.org

      Procurement Documents will be forwarded upon written request, sent by E-mail or letter.

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

      22 March 2013, 12:00 hrs (CET)

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

      3 April 2013, 12:00 hrs (CET)
      Questions must be submitted by letter or E-Mail.

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

      25 April 2013 12:00 hrs (CET)
      Two copies (including one on DVD or an equivalent device), in addition to the original bid to be marked as such.

    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 not by fax or E-Mail. Bids submitted by fax or E-Mail will be excluded.

    6. Language 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. Criteria for assessing bidders' know-how, capacity and reliability to fulfil the contract:

    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 www.epo.org) 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 to the additional questionnaire "Selection criteria" 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: 60%

    Financial aspects: 40%

    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 second quarter of 2013.

    The envisaged commencing date is 1 November 2013.

    The EPO will provide the occasion for a site visit at the European Patent Office in Rijswijk, the Netherlands on 26 March at 10:00 hrs (CET).

    It is strongly advised to attend the site visit.

    Please register for the site visit per Email or letter at the address provided under 6 (a) above not later than 25 March 2013 at 12:00 hrs (CET).

    Within your request please provide the names and position of the persons participating in the site visit.

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