Published notice: International open invitation to tender no. 2011/0554/Tp (NL - The Hague)

The provision of OCR Conversion and data extraction for documents with an input format (such as scanned image or PDF) into corresponding output documents (such as XML and PDF image with hidden text) 

  1. Awarding Authority:

    The European Patent Organisation (EPO) through the European Patent Office: Headquarters, Erhardtstrasse 27, 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, Republic of 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:

    International open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      The provision of OCR Conversion and data extraction for documents with an input format (such as scanned image or PDF) into corresponding output documents (such as XML and PDF image with hidden text).

    2. Division into lots:

      Lot 1: Bulk OCR of patent literature documents
      Lot 2: Bulk OCR of non-patent literature documents
      Bidders may make a bid for one lot, or for both lots.

    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:

      The work shall be performed at the contractor's premises.

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

      Delivery shall commence at the latest 3 months after contract signature. The contract will be concluded for an initial term of 2 years and with 3 optional extensions of 1 year each.

  5. Variants:

    Proposals for variants which fail to meet any minimum requirements laid down in the Procurement Documents and/or the effect of which would be to reduce significantly the rights and/or 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 (2011/0554/Tp)
      Patentlaan 2,
      2288 EE Rijswijk,
      The Netherlands

      P.O. Box 5818, 2280 HV Rijswijk, the Netherlands;
      email address:
      Procurement Documents will be forwarded upon written request. or request via email

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

      25.05.2012, 12.00 hrs (CET)

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

      18.06.2012, 12.00 hrs (CET)

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

      23.07.2012, 12.00 hrs (CET)
      Bids shall be submitted in one original and one copy in electronic form (searchable PDF is required).

    5. Address to which the requests for clarification and bids must be sent:

      As in point 6(a).

    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:

    Each bidder (natural or legal person) may submit only one bid, either independently or jointly with others. 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 references showing the bidder's experience with contracts of a similar size and nature.
    • Evidence of the bidder's Quality Management System (QMS) and of any certifications held by the bidder.
    • Information about the bidder's security plan concerning both data security and physical conditions of the bidder's premises.
    • Information about the bidder's annual turnover in OCR services during the last year.
    • Bank references.
  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 bidder whose bid is to be preferred having regard to the bidder's ability to meet the requirements of the EPO to be measured by:

    • The quality of the offered solution for the fulfilment of the EPO's administrative, technical and organisational requirements, including the bidder's organisation, understanding of the scope of work, technical methodology, approach, security management, and quality management (40% weighting)
    • The prices offered (60% weighting)

    Further details of the award criteria will be given in the procurement documents.

  11. Other information:

    Contract award is expected to take place in the third quarter of 2012.

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