Published notice: Open invitation to tender no. 2079 (NL - The Hague)

The scope of this procurement procedure is the purchase, delivery and installation of new furniture and related services for the collaborative, conference and meeting areas in the New Main building in The Hague according to the requirements specified hereafter.

  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.

  2. Award procedure:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      • The scope of this procurement procedure is the purchase, delivery and installation of new furniture and related services for the collaborative, conference and meeting areas in the New Main building in The Hague according to the requirements specified hereafter.
      • Lot 1 The supply and fitting out of the collaborative areas in the New Main building with representative furniture in line with the architect's style and finish of the new building;
      • Lot 2 The supply and fitting out of meeting rooms and video conferencing rooms in the New Main building with representative tables in line with the architect's style and finish of the new building.
      • The framework contract(s) shall have a duration of 5 (five) years whereof the majority of the furniture shall be delivered & installed most likely within 3 months after handover of the new building to the EPO which is presently foreseen 2nd Quarter of 2018.
      • The furniture contract(s) should foresee flexibility in the production and the delivery time of the furniture because the final handover date of the New Main Building still needs to be confirmed by the EPO.
    2. Division into lots:

      • Lot 1: Furniture for collaborative areas;
      • Lot 2: Meeting room & Video Conferencing tables;
    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Purchase: within 30 (thirty) days of acceptance of the equipment.

    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,
      Patentlaan 2,
      2288 EE Rijswijk (Z.H.),
      The Netherlands.

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

      A framework contract for five (5) years whereof the majority of the furniture shall be delivered & installed most likely within 3 months after handover of the new building to the EPO which is presently foreseen 2nd quarter of 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 PD 4.8
      Tender No. 2079
      Patentlaan 2, NL-2288 EE Rijswijk (ZH), 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:

      24 July 2017, 12.00 hours (C.E.T.)

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

      18 August 2017, 12.00 hours (C.E.T.)
      Questions must be submitted by letter or E-Mail.

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

      19 September 2017, 12.00 hours (C.E.T.)
      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:

      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:

    Twelve (12) months following the final date for receipt of bids indicated in point 6(d).

  10. Selection criteria for the Bidder:

    The selection criteria for the Bidder are the following:

    • The contract sum shall not exceed 50% of the bidder's annual turnover of the previous 3 years for the respective lots. In the event of a joint bid or the use of a sub-contractor by the bidder the answer to the present question may take the turnover of that other entity into account.
    • The bidder has relevant experience with at least 3 similar projects in the past 5 years in the respective lots. Please provide evidence of at least 3 similar projects including a short description of
      Name of the company concerned;
      Execution date and value of the project;
      A short description of the delivered (furniture) items.
    • The bidder shall prove to have sufficient staff with experience & knowledge to cope with such a project. Staff will possess all relevant certificates.
    • The bidder is able to deliver all requested items for a sampling phase on a short notice
      (i.e. at the latest 3 weeks after the request).
    • The bidder shall deliver:
      Pictures of the suggested furniture;
      Samples of all relevant material (e.g. upholstery, fabric, table tops)
  11. Criteria for the award of contract:

    The contract shall be awarded (award criteria) 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:

    • Technical: 70% (e.g. Quality, Design, Production & Delivery plan)
    • Price: 30%
  12. Other information:

    Contract award is expected to take place in the 1st quarter of 2018.

    After the pre-selection a sampling will be part of the procedure. In this 2nd phase a maximum of 5 bidders per lot shall be selected on the sole discretion of the EPO.

    One or both lots may be awarded to one bidder.

Quick Navigation