Claim Management related to the Design, engineering and construction of a new office accommodation on the EPO's premises in The Hague (Rijswijk), the Netherlands
The European Patent Organisation (EPO) through the European Patent Office: Headquarters, Erhardtstrasse 27, 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. 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, Republic of 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).
Open invitation to tender with discretionary award of a Claim Management contract .
Claim Management related to the Design, engineering and construction of a new office accommodation on the EPO's premises in The Hague (Rijswijk), the Netherlands. The new office accommodation is to replace one of the EPO's existing office buildings and, in addition to house staff currently accommodated in leased buildings in the vicinity of the EPO premises in Rijswijk.
The new office building will contain mainly offices (approx. 1.750 workplaces), meeting and training rooms, catering facilities (complement to the existing facilities) and ancillary rooms. As a reference, the overall extent of the building is expected to be approx. 80.000 sq.m. Gross Floor Area (GFA).
The new building and its construction will be organised in such a way that no decant accommodation shall be needed during the realisation period: the complete site and existing buildings shall remain fully operational during the entire process. The existing Main building shall be demolished only after relocating staff into the new office building.
Under the realm of the Design and Construct contract the following tasks are to be performed:
A Contract Manager has been installed to monitor and control the execution of the Design and Construct Contract in order to enable the EPO to:
The Consultancy Services and Deliverables under this Agreement depend on the performance of the Design and Construct Contractor, the Contract Management Contractor and other involved parties. The Consultant has thus to be aware of the full scope of claim management services needed. The EPO expects the Consultant to create a pro-active claim management strategy based on the Design and Construct Contract and the Contract Management Contract to avoid disputes in advance respectively advice and support the EPO to solve any disputes with one of the involved parties before it affects the relationship between the various parties. The Consultant shall perform random checks of the Design and Construct Contractor's quality management system, the Acknowledgement Procedure and the Construction Work Test Plan procedure and the related Monitoring and Controlling activities of the Contract Manager.
Payments will be made following the progress of the works.
The Contractor must be eligible for permits issued by the local authorities in order to carry out the works.
European Patent Office
Branch office in The Hague
NL-2288 EE Rijswijk (ZH)
Based on the current provisional time schedule, the Claim Management Contract is expected to be awarded in November 2013 with a duration until end of 2018.
Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed.
European Patent Office
Central Procurement PD48
Tender no. 1660
Patentlaan 2, NL-2288 EE Rijswijk (ZH) , the Netherlands
Procurement Documents will be forwarded upon written request, sent by E-mail or letter.
30.08.2013, 12.00 hrs (CET)
20.09.2013, 12.00 hrs (CET)
Questions must be submitted by letter or E-mail
04.10.2013, 12.00 hrs (CET)
Bids shall be submitted in one original with and one copy in electronic form (searchable PDF is required).
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.
The Procurement Documents will be available in English only.
The EPO intends to conclude only one contract with one Contractor being one legal entity having a seat in one of the EPO member states.
If several bidders submit a joint bid, one must be designated as Main Contractor responsible for performance of all the obligations under the contract. Members of that group shall be jointly and severally liable.
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 Annex 1 to the general Conditions of tender and any additional questionnaire8s) included in the Procurement Documents.
Six months as from the final date of receipt indicated in point 6(d)
The minimum requirements for the Consultant are the following:
The contract shall be awarded to the bidder whose bid is to be preferred having regard to the bidder's ability to meet the requirements of the EPO to be measured by:
20% weighting: price based on the estimate for one year;
15% weighting: An overview of the bidder's experience with projects of similar size and nature successfully completed over the past 10 years;
25% weighting: The composition of the bidder's proposed project team, their qualifications, education level and demonstrable experience with regard to comparable projects,;
30% weighting: A description of the detailed approach regarding the Claim Management Strategy the bidder would use, including template documents where appropriate and a flow chart indicating the various steps and use of the template documents.
10% weighting: A description of the detailed approach the bidder would take with regards to the Random Checks of the performance of the CM Contractor, including template documents, where appropriate, and a flow chart indicating the various steps and use of the template documents.
Further details of the award criteria will be given in the procurement documents.
Based on a shortlist of maximum 5 bidders - to be established by the EPO after the final date of receipt of the bids - the bidders' proposed project teams will during a 1,5 hour session at the EPO's premises in Rijswijk, the Netherlands get the opportunity to:
Based on the outcome of the presentation the evaluation of these bids will be adopted accordingly.
Part of the assessment will be a presentation on 15 and 16 October 2013 by a limited number of bidders as described under Point 10. The organisation of this presentation will be left to the discretion of the bidder. The EPO will not reimburse any cost incurred by the bidder for providing the presentation.
Contract award is expected to take place in November 2013.
(CPV code : 74000000-9)