Published notice: Open invitation to tender no. 2013 (NL - The Hague)

The provision of Wide Area Network services to several EPO locations in multiple countries 

  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 Wide Area Network services to several EPO locations in multiple countries.

    2. Division into lots:

      • Lot 1: Provision of WAN circuits between Rijswijk Main and Munich Isar buildings and the sub-offices in Berlin, Vienna and Brussels. (Carrier A)
      • Lot 2: Provision of WAN circuits between Rijswijk Shell and Munich BT7 buildings and the sub-offices in Berlin, Vienna and Brussels. (Carrier B)
    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Installation will be paid within 30 days of official Acceptance, Wide Area Network services and support will be paid monthly in arrears.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      Delivery at the five locations of the EPO (Munich, The Hague/Rijswijk, Berlin, Vienna, Brussels).

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

      Duration of contract is three years from the start of operational use. The circuits will be ordered from contract start and are to be delivered for testing by 1 May 2018. Operational use is foreseen to start on 1 June 2018.

  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 2013)
      Patentlaan 2, 2288 EE Rijswijk , the Netherlands
      P.O. Box 5818 , 2280 HV Rijswijk , the Netherlands

      e-mail: dhtenderclarifications@epo.org

      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:

      21 December 2017, 12.00 hrs (CET)

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

      18 January 2018, 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:

      6 February 2018, 12.00 hrs (CET)

      The bid shall be submitted in one original with price information (offer form and any supporting documents), and one copy, to be filed on data carrier, without price information as searchable PDF.

    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:

      English.
      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 www.epo.org) 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: 40%
    • Financial aspects: 60%

    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 first quarter of 2018.
    To sustain the redundancy, each company awarded the contract will be expected to give the EPO insight into the actual path of the end-to-end connections ordered and will cooperate with the EPO to reduce or remove any deficiencies.

    Bidders may propose to supply either the services described as ‘Carrier A’ (Lot 1) or those described as ‘Carrier B’ (Lot 2), or both lots provided that the services will be supplied through distinct carriers.

    In case that a bidder proposes to supply both lots, the EPO reserves the right to only award a single lot and the choice for the lot concerned will be at the discretion of the EPO.

    If the bidder operates as a broker/reseller of data communication connections it is not allowed to engage the same subcontractor(s) for both the services described as ‘Carrier A’ and those described as ‘Carrier B’. In that case the bidder should engage different subcontractors for the services described as ‘Carrier A’ and described as ‘Carrier B’.

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