Published notice: Open invitation to tender no. 1630

1. Awarding Authority:

The European Patent Organisation (EPO) through the European Patent Office: Headquarters, Bob-van-Benthem-Platz 1, 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 contract:

(a) Purpose of the contract:

Frame work contract for removal, supply and fitting of new safety and security installations on an on-call basis at the European Patent Office in Rijswijk, The Netherlands

(b) Divisions into Lots:

Not applicable.

(c) Any deposits and guarantees required:

Upon request of the EPO, a bank guarantee equal to 5% of the contract sum shall be issued. The bank guarantee shall expire at the end of the liability period of the last performed work.

(d) Main terms concerning payment:

Payments shall be made in instalments, following completion and acceptance of works.

(e) Qualifications required by law:.

Bidders shall be knowledgeable with regard to the relevant Dutch regulations and safety procedures, including guidelines for building and electrical materials issued by Vereniging van certificatie-instellingen in de bouw in Nederland ("VECIBIN").

4.  Place and period of performance:

(a) Place at which the services are to be provided:

EPO's Branch Office in Rijswijk

(b) Duration of contract:

24 (twenty four) months following signature of both parties. At the exclusive option of the EPO, this period may be extended by no more than 3 (three) further periods of 12 (twelve) months each.

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:

(a) Name and address of department from which the Procurement Documents and clarifications of the Procurement Documents may be requested:

European Patent Office
Central Procurement PD4.8
Tender No. 1630
Patentlaan 2, NL-2288 EE  Rijswijk (ZH), the Netherlands

Procurement Documents (available in English only) will be forwarded upon email request, sent by E-mail or letter.

(b) Final date for receipt by the EPO of requests for the Procurement Documents:

25 July 2014, 12.00 hrs (CET)

(c) Final Date for receipt by the EPO of requests for clarification:

4 September 2014, 12.00 hrs (CET)

(d) Final Date for receipt of bids/number of copies to be sent:

26 September 2014, 12.00 hrs (CET)

(e) Address to which the requests for clarification and bids must be sent:

The hardcopy of the Bid which will be marked and considered as the original Bid shall be sent to:

European Patent Office
Central Procurement PD4.8
Tender No. 1630
Patentlaan 2, NL-2288 EE  Rijswijk (ZH), the Netherlands

(f) Language(s) in which requests for clarification and bids must be drawn up:

English; the Procurement Documents will be available in English only.

Bids shall be submitted in English

7. Legal form of the grouping in the event of a joint bid:

Where several bidders submit a joint proposal, each of them will be jointly and severally liable under the contract (see Article 5 of the General Conditions of Contract). Joint bidders' attention should be drawn to this fact by requesting them to submit with their bid a corresponding declaration signed by all joint bidders, in which they appoint a representative that is authorised to act on behalf of all of them in order for the EPO to have a single point of contact.

8. Information and evidence concerning the bidder's financial and economic standing and technical and professional competence:

See Procurement Documents.

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

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

10. Criteria for award of contract:

The contract shall be awarded to the bidder whose bid is to be preferred having regard to the bidder's ability to meet the EPO's need and requirements, to be measured by:

40%: price in relation to the offered contractor works;

30%: the bidder's experience with framework projects of similar size and nature successfully completed over the past 10 years, assessed on the basis of the following:

  • two relevant reference projects where the bidder was responsible for removal, supply and fitting of new safety and security installations on an on-call basis and within a framework contract;
  • one relevant reference project to be selected at the discretion of the bidder.

30%: the composition of the bidder's proposed project team, their qualifications, education level, language skills, access to professional training and demonstrated experience with regard to comparable projects (in terms of nature and size) .

11. Other information

A site visit will be organised as part of the tender.

Contract award is expected to take place in 1st Quarter 2015.

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