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Published notice: Open invitation to tender no. 1672 (NL - The Hague)

Study of health and safety related services in the EPO, suggestion of changes where necessary, and (optional) support in the implementation phase of any suggested changes.

  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:

      Study of health and safety related services in the EPO, suggestion of changes where necessary, and (optional) support in the implementation phase of any suggested changes.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Invoices are to be paid by the EPO within 30 days of acceptance.

    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

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

      The consultancy work shall start immediately after contract signature. The final report shall be delivered electronically and in six paper versions.

      The implementation phase may start immediately following the approval of the final report and last until the end of 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 the Hague 4.8 (Tender 1672)
      Patentlaan 2, 2288 EE Rijswijk , the Netherlands
      P.O. Box 5818 , 2280 HV Rijswijk , the Netherlands

      e-mail: dhtenderclarifications@epo.org

      Procurement Documents will be forwarded upon written or E-Mail request.

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

      4 March 2014, 12.00 hrs (CET)

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

      - 18 March 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:

      - 1 April 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 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 or languages in which requests for clarification and bids must be drawn up:

      English.
      The Procurement Documents will be available in English.

  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 award criteria and their relative weightings are as follows:
    Technical aspects: 70%
    Financial aspects: 30%

    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 2014.

    Time Schedule:
    Kick-off meeting: within 2 weeks after contract signature
    Preliminary findings: 7 weeks after contract signature
    Final report: 2 weeks after submission of comments by the EPO on the preliminary findings

    Companies which provide medical support services to the EPO may not participate in this tender and the company which will be awarded the study may not participate directly or indirectly in the preparation of bids in response to invitations to tender issued by the EPO for medical support services.

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