Published notice: Open invitation to tender no. 1757 (NL - The Hague)

The provision of an “API Management Service” including an off-the-shelf solution and the installation and maintenance of such a solution on the EPO’s premises 

  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:

      The provision of an “API Management Service” including an off-the-shelf solution and the installation and maintenance of such a solution on the EPO’s premises (for the following instances: test, integration and production in The Hague and disaster/recovery in Munich) together with such training and consultancy as will allow the EPO to manage the platform in line with the functional and availability demands as described in the Procurement Documents.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Invoices relating to one-off payments are to be paid by the EPO within 30 days of acceptance.
      Invoices relating to recurring maintenance fees are to be paid monthly in advance.

    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:

      Installation of the software on test and operational systems at The Hague/Rijswijk shall be implemented within 4 (four) weeks after contract signature.
      Duration of the contract (right of use of the software) is 2 (two) years (with the right for the EPO to terminate after the first six months) + 2 (two) possible extensions of 1 (one) year each, at the EPO's sole discretion.

  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 1757)
      Patentlaan 2, 2288 EE Rijswijk , the Netherlands
      P.O. Box 5818 , 2280 HV Rijswijk , the Netherlands


      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:

      04 September 2014, 12.00 hrs (CET)

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

      25 September 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 October 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 by fax or E-Mail will be excluded.

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

      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 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: 60%
    Financial aspects: 40%
    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 fourth quarter of 2014.

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