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Published notice: Open invitation to tender no. 1689 (D - Munich)

Conclusion of an agreement relating to the provision of auditing services as assistance to the Board of Auditors (Board) of the European Patent Organisation 

  1. Awarding Authority:

    The European Patent Organisation (EPO) through the European Patent Office: Headquarters, in D-80469 Munich, Bob-van-Benthem-Platz 1, 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:

      Conclusion of an agreement relating to the provision of auditing services as assistance to the Board of Auditors (Board) of the European Patent Organisation

    2. Division into lots:

      Lot 1: Business administration
      Lot 2: IT
      Lot 3: Buildings
      Lot 4: Long term financial management

      The lots can be awarded separately or jointly to one single contractor. The EPO encourages joint bids. Subcontracting one or more lots is possible. For further details, please refer to the Procurement Documents.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment shall be affected within 30 days of receipt of an invoice in the correct form. Payment shall be considered to be made on time if the EPO's payment order reaches its bank within this period.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      mainly at the EPO's premises in Munich or at the Contractor's premises, partly at the EPO's branch office in Rijswijk, its sub-offices in Vienna and Berlin

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

      The contract term shall be three years, which may be extended for two periods of one year each.

  5. Variants:

    Not permitted.

  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 (D 4.8.2)
      Tender No.: 1689
      Bob-van-Benthem-Platz 1
      80469 Munich

      Fax No.: 0049-(0)89-2399-4145

      Procurement Documents will be forwarded upon written, faxed or e-mailed request.

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

      28.February 2014, 12.00 hrs (CET)

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

      06.March 2014, 12.00 hrs (CET)
      Questions must be submitted by letter, fax or E-Mail.

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

      25.March 2014 12.00 hrs (CET)
      two copies, including 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).
      Bids must be submitted in writing by either mail or courier. Bids must not be submitted by fax or e-mail.

    6. Language or languages in which requests for clarification and bids must be drawn up:

      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, one must be designated as prime contractor responsible for performance of all the obligations under the contract.

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

    Customer and bank references as set out in Form 1 "Questionnaire” to the General Conditions of Tender (Part I of 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 criteria in focus for the award of contract are:

    • general criteria concerning the bid firm 20%
    • specific criteria concerning the audit team 41%
    • price 30%
    • joint bids 9%

    Audit firms or experts who work or have worked on behalf of the Board shall not be employed by the Office during their period of engagement or for two years thereafter. Audit firms or experts who work or have worked for the Office shall not work for the Board in the same or related areas during their period of engagement by the Office or for two years thereafter. (Art. 75 paragraph 3 Financial Regulations).

  11. Other information:

    Contract award is expected to take place May 2014.

    The EPO reserves the right to invite short-listed bidders to a presentation of their bids. Costs incurred by the bidders relating to such presentations cannot be reimbursed.

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