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Published notice: Open invitation to tender no. 1726 (D - Munich)

Conversion of filestores into offices in an existing office building constructed between approximately 1990 and 1998 near Munich's city centre 

  1. Awarding authority:

    The European Patent Organisation (EPO), acting through the European Patent Office, with headquarters at 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 6 700 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 may change.)

  2. Award procedure:

    Restricted invitation to tender with discretionary award of contract

  3. Description of the contract:

    1. Purpose of the contract:

      Conversion of filestores into offices in an existing office building constructed between approximately 1990 and 1998 near Munich's city centre

      • Supply and fitting of plasterboard drywalls as office partitions and ceiling cavity barriers
      • Renovation of built-in cupboards
      • Construction of door openings in existing F90 prefabricated plasterboard wall panels as corridor partition walls containing old artificial mineral fibres (AMF) classified category 2 according to the German Gefahrstoffverordnung (GefStoffV; directive on dangerous substances)
      • Supply and fitting of new door elements in the prefabricated plasterboard wall panels as corridor walls (fire-resistance class T0 and T30 for doors)
      • Removal and disposal of old carpeting and supply and laying of new carpeting
      • Painting of interiors (first and subsequent coats)
      • Dismantling, renovation and re-installation of cooled ceilings, consisting of modular grid (unit width approx. 1.3 m) with metal panels and cooling elements made of copper piping
      • Splitting of the filestore's cooled ceiling system into multiple independently controlled sections in accordance with the new office layout plans
      • Supply and fitting of new control groups for the cooled ceilings for temperature regulation room by room
      • Linking of the new control groups to the existing cooling water system
      • Electrical work for interior lighting and control of sun blinds, cooled ceilings, etc.
      • Dismantling/demolition and disposal of existing prefabricated plasterboard wall panels with old AMF (category 2)
      • Ancillary measures.

      The project mainly covers interior work (dry construction, painting, laying floor coverings, carpentry, constructing internal doors), work on cooled ceilings, including insulation, partitioning and temperature regulation, and electrical work.

      The works described above mainly concern the conversion of 42-45 filestores into 120-150 individual offices over a period of 14-16 weeks. Execution is scheduled to run from week 26 to week 41/2014, at a rate of seven filestores converted into 21-24 offices every two weeks, i.e. seven filestores will be cleared and released for conversion every fortnight.

      As the office building will remain open for business throughout the project, the works will be performed entirely outside the EPO's normal working hours (Monday to Friday from 06.00 hrs to 18.00 hrs) and on weekends.

    2. Division into lots:

      Not applicable

    3. Any deposits and guarantees required:

      Performance and defects liability bonds

    4. Main terms concerning payment:

      Within 30 days of receipt of a correct invoice

    5. Qualifications required by law

      Certificate of technical expert knowledge and certificates of competence for handling old AMF (category 2) (e.g. certificate of technical expert knowledge according to TRGS 521 )

  4. Place of performance and period for provision of services:

    1. Place:

      Phases I-VI of the European Patent Office's PschorrHöfe building,
      Bayerstrasse 34,
      80335 Munich, Germany
    2. Term of contract or time limit for performance:

      Work must start by week 21 at the latest.
      Duration of the contract is a maximum of one year.

  5. Variants:


  6. Requests to participate in the tender procedure, and language of bids:

    1. Final date for receipt of requests to participate in the tender procedure and any information and evidence required under point (d) below which must accompany the request:

      18.03.2014, 12.00 hrs (CET)

    2. Name and address of department to which requests to participate must be sent:

      European Patent Office
      Central Procurement (4.8.2)
      Tender No. 1726
      Bob-van-Benthem-Platz 1
      D 80469 Munich

      Fax: 046 (0)89 2399-4145

    3. Language in which requests to participate and bids must be drawn up:


    4. Criteria for assessing bidders' know-how, capacity and reliability:

      The following information at least is a prerequisite for participation in the selection procedure and must be provided separately for each bidder in a bidding consortium, and for each subcontractor if a bidder is using subcontractors for significant parts of the works.
      • Bidder: company name, headquarters, address, contact person, founding date
      • Main fields of activity
      • Subsidiaries
      • Name and qualifications of those who will actually perform the works, e.g. project manager, site manager, where applicable, service provider staff (including CVs for project and site managers)
      • On-site availability of service providers (service providers and staff must be able to reach the site within 1.5 hours); where applicable, description of measures to guarantee availability
      • Bidder's total turnover for the last three years
      • Bidder's turnover for the last three years in the division covering the services to be provided or similar performance indicators
      • Number of staff in the division covering the services to be provided, i.e. managerial staff, project managers, skilled workers, etc. (where applicable with qualifications)
      • Declaration that a maximum of one subcontractor will be deployed per works area, and that the subcontractors will sign a contractual agreement not to subcontract the work further
      • References
        For at least three comparable projects in the relevant area of work,
        including one for a conversion/renovation project conducted without affecting normal business operations and one for dismantling old AMF (category 2);
        each reference should specify a contact person, and include details on the project scope and type.
  7. Legal form of consortium 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. Period during which bidders are bound by bid:

    Six months from receipt of bid (not receipt of request to participate).

  9. Criteria:

    1. Criteria for the selection of participants:

      • Bidder's main area of activity, where applicable the company structure, extent to which services will be performed in-house or by the bidder's staff
      • Planned consortium partners and main co-contractors, including skills and qualifications
      • Planned supplementary commissions, subcontractors, including skills and qualifications
      • Qualifications of managerial staff, project managers, site managers involved in the project
      • Staff (number of managerial staff, site managers and staff responsible for works over the last three years, including their qualifications).
      • Record of company performance (turnover, references re the works to be performed)
      • Certificates of technical expert knowledge (where applicable, for carrying out construction projects or handling hazardous substances)
    2. Criteria for the award of contract:

      • Site visit (inspection during the bid processing phase of the rooms to be renovated, see point 10)
      • Availability (proximity, branch in Munich or surrounding area and/or guarantee that the bidder's service providers are able to reach the site within 1.5 hours, where applicable measures to guarantee availability in the event of contract award)
      • Project organisation (planned timeline indicating key milestones in the project) and
      • Personnel deployment (planned on-site deployment of personnel, with breakdown according to function and/or qualification)
      • Bid
      • Price

      More detailed information will be provided in the Procurement Documents, which will be made available to the selected bidders.

  10. Other information:

    It is currently planned to
    (a) inform the selected bidders how to proceed in March 2014.
    (b) award the contract in May 2014.
    The selected bidders will have an opportunity to inspect the EPO premises in Munich on 25 March 2014. This inspection will last about two hours. The EPO will provide those selected with precise information on the time and place, etc. of the viewing.

    NUTS code: DE212

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