Published notice : Open invitation to tender no. 1662 (NL - The Hague)

Provision of data telecommunication services establishing a highly reliable and secure wide area network between the locations of the European Patent Office 

  1. Awarding Authority:

    The European Patent Organisation (EPO) acting 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 the contract:

    1. Purpose of the contract:

      Provision of data telecommunication services establishing a highly reliable and secure wide area network between the locations of the European Patent Office as referenced in Point 4 (a) below. The contract initially requires provision of Ethernet based and SDH based services and includes, amongst others, options for additional circuits between these EPO locations as well as capacity upgrades or downgrades. The EPO will award two contracts for the same services to two separate companies in order to acquire a high level of redundancy, a key element of the design of the total WAN (consisting of the totality of the services provided by the two companies to whom the contract will be awarded). To sustain the redundancy, each company awarded the contract will be expected to give the EPO insight into the actual path of the end-to-end connections ordered and will cooperate with the EPO to reduce or remove any deficiencies.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      At receipt of correct invoice, in arrears within 30 days.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      Headquarters as in 1,
      Branch office in Rijswijk,
      Sub-office in Vienna
      Sub-office in Berlin and
      Brussels’ Bureau

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

      Duration of the contract is three years from the start of operational use, with one possible extension of one year, at the EPO's discretion. The circuits which will be ordered from contract start are to be delivered for testing by 1 May 2014. Operational use is foreseen to start on 1 June 2014.

  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 4.8 (1662),
      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:

      07 January 2014, 12.00 hrs (CET)

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

      14 January 2014, 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:

      28 January 2014, 12.00 hrs (CET)
      Bids must be submitted in original.

    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 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. 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 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 contract shall be awarded to the two bidders (see remark below) whose bid is to be preferred having regard to the bidder's ability to meet the EPO's needs and requirements to be measured by:

    • the economic advantage for the EPO (70% prices offered)
    • the bidder's experience with similar services (10%)
    • the bidder's technical and organisational capabilities to implement and operate the requested services in accordance with the requirements, in particular regarding redundancy and maintaining availability (10%)
    • the bidder's ability to show a strong market presence with WAN services in the countries concerned (including customer references) (10%).

    Due account will be taken of compliance with the provisions of the Procurement Documents.

    The above applies to the award of two individual contracts as explained in Point 3 (a) above.

  11. Other information:

    Contract award is expected to take place in the first quarter 2014.

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