Published notice: International open invitation to tender no. 2012/0595/Tp (NL - The Hague)

All consultancy services related to Contract Management for monitoring and controlling a Design and Construct Contract for a new office building in Rijswijk, the Netherlands 

  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 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 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:

      All consultancy services related to Contract Management for monitoring and controlling a Design and Construct Contract for a new office building in Rijswijk, the Netherlands. The new office building is to replace one of the EPO's existing office buildings and, in addition to house staff currently accommodated in leased buildings in the vicinity of the EPO premises in Rijswijk.

      The new office building will contain mainly offices (approx. 1.750 workplaces), meeting and training rooms, catering facilities (complement to the existing facilities) and ancillary rooms. As a reference, the overall extent of the building is expected to be approx. 70.000 sq.m. Gross Floor Area (GFA).

      The new building and its construction shall be organised in such a way that no decant accommodation shall be needed during the realisation period: the site and existing buildings shall remain fully operational during the entire process. The existing Main building shall be demolished only after relocating staff into the new office building.

      The contractor in charge of the Design and Construct Contract has to perform the following global tasks:

      • the architectural design of the new office building and its' surroundings
      • the technical design and engineering of the new office building
      • the construction of the new office building
      • the demolition of the existing Main building (approx. 60.000 sq.m. GFA)
      • the completion of the site including landscaping (according to the design and comprising the footprint of the demolished building)
      • quality and safety assurance

      The contract method applied is the 'system oriented contract management' which requires from the contractor of the Design and Construct Contract Project and Quality Management according to a fully operational and certified quality management system.

      The Contract Management aims to support the EPO on a day to day basis to ensure a proper performance of the Contractor in charge of the Design and Construct Contract and to enable the EPO to react and decide on deviations from the Design and Construct Contract in due time. This results in at least the following activities:

      • Communication with the EPO and the Contractor in charge of Design and Construct Contract
      • Project and Quality Management: inter alia Contract Management Plan
      • Project Control: Risk, Planning, Financial and Variation (Change) Management
      • Project Support: Quality, Health & Safety, Organisational and Information Management
      • Environment Management
      • Technical Management: Design, Construct, Maintenance and Demolition

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment will be made in instalments according to an agreed payment scheme following the progress of the works.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      European Patent Office
      Branch Office in Rijswijk
      Patentlaan 2
      NL-2288 EE Rijswijk (ZH)

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

      Based on the current provisional time schedule, the Contract Management Contract is expected to be awarded in April 2013. Currently the following indicative milestones apply:

      • April 2013 award of Consortium Design and Construct and Contract Management
      • June 2017 delivery of the new building
      • June 2018 completion of the project


      In advance of the award of the Contract Management Contract the final Contract Management Plan is expected to be commissioned in January 2013

  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 (Log No 2012/0595/Tp)
      Patentlaan 2,
      NL- 2288 EE Rijswijk, the Netherlands
      e-mail: dhtenderclarifications@epo.org

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

      30 November 2012, 12.00 hrs (CET)

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

      12 December 2012, 12.00 hrs (CET)

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

      9 January 2013, 12.00 hrs (CET)

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

      The bid shall be sent to:

      European Patent Office
      Central Procurement D4.8.2 (Log No 2012/0595/Tp)
      Patentlaan 2,
      NL- 2288 EE Rijswijk (ZH)

    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. Bids shall be submitted in English.

  7. Legal form of the grouping in the event of a joint offer:

    If several bidders submit a joint bid, one must be designated as prime contractor responsible for the performance of all obligations under the contract.

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

    See Procurement Documents: information as in Annex 1 of the General Conditions of Tender
    (Part I of the Procurement Documents). Customer and bank references.

  9. Period during which the bidder is bound by his offer:

    Six months as from the final date of receipt of the bids indicated in point 6(d).

  10. Criteria for the award of contract:

    The minimum requirements for the Consultant are the following:

    1. proven experience in contract management of a Design and Construct contract of comparable size, importance and complexity;
    2. proven (in-house) resources to perform the contract management services described in this tender;
    3. proven experience in the Dutch market;
    4. fluent English (written and spoken) of all team members;
    5. certification of ISO 9001;
    6. nominated project manager and deputy of project manager with a proven experience of a minimum of 5 years in the requested area;
    7. completed bid form;
    8. provisional Contract Management Plan;
    9. no potential conflict of interest.

    If one of the listed minimum criterias are not fulfilled the EPO reserves the right to exclude the bid without any further evaluation.
    The contract shall be awarded to the bidder whose bid is to be preferred having regards to the bidder's ability to meet the EPO's needs and requirements, to be measured primarily by:

    • 20%: price in relation to the offered consultancy services;
    • 20%: the bidder's experience with projects of similar size and nature successfully completed over the past 10 years, assessed on the basis of the following:
      1. one reference project where the bidder was responsible for the contract management of a Design and Construct contract in cooperation with a client (e.g. public body), including the elaboration of a Contract Management Plan Client (including Audits);
      2. one reference project which resulted in the successful fulfilment of its Design and Construct contract;
      3. one reference project where the bidder was responsible for monitoring and controlling the technical specifications for the construction of a new office building, including the Program of Requirements, Quality Requirements and description of the entire realisation process (engineering, construction, hand-over, etc.);
      4. one reference project to be selected at the discretion of the bidder;
    • 20%: the composition of the bidder's proposed project team, their qualifications, education level and demonstrated experience with regard to comparable projects (in terms of nature and size), including:
      1. experience to monitor and control a Design and Construct contract in cooperation with a client (e.g. public body);
      2. experience to monitor both Program of Requirements and Quality Requirements for representative office buildings;
      3. experience to monitor requirements for the entire realisation process (engineering, construction, hand-over, etc.);
      4. indication how knowledge of the Dutch building regulations will be integrated in the bidder's team;
    • 40%: the provisional Contract Management Plan in accordance with the provisional time schedule: description of what, why, where, who and how the bidder will organise each of the requested activities during:
      1. the period of elaborating a Contract Management Plan EPO with onus on the envisaged services/deliverables,
      2. the period until the hand-over of the Design & Construct contract works, including the extended warranty and maintenance arrangements;

    Due account will be taken of compliance with the Procurement Documents.

  11. Other information:

    Part of the assessment will be a presentation on 29 and 30 January 2013 by a limited number of bidders. Based on a short-list of maximum 3 bidders - to be established by the EPO after the final date of receipt of the bids indicated in point 6(d) - the bidders' proposed project teams will have the opportunity to:

    1. present their company and provide evidence of successful completion of projects of similar size and nature over the past 10 years;
    2. present the project team and their individual experience with similar processes;
    3. present the provisional Contract Management Plan;
    4. explain how the various activities will be handled within the bidders’ organisation;

    to the EPO during a 1,5 hour session at the EPO's premises in Rijswijk, the Netherlands. The organisation of this presentation will be left to the discretion of the bidder. The EPO will not reimburse any cost incurred by the bidder for providing the presentation.

    Contract award is expected to take place in April 2013.

    The EPO reserves the right not to award a contract.

    (CPV code : 74000000-9)

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