Published notice: Open invitation to tender no. 2143 (NL - The Hague)

Provision of consultancy and managed services to the EPO in the area of IT

  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 (framework agreements).

  3. Description of the contract

    1. Purpose of the contract:

      Provision of consultancy and managed services to the EPO in the area of IT.

    2. Division into lots:

      Lot 1: Strategic and General Consultancy.
      Lot 2: Technical Consultancy.
      Lot 3: Enterprise Architecture.
      Lot 4: Solution Architecture.
      Lot 5: Operational Services.
      Lot 6: IT Service Management.

      The EPO uses the SFIA Reference Framework Version 5 to define the level of skill and experience required to perform specific consulting requirements.

      Bidders may submit offers for one or any number of Lots.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Within 30 (thirty) days of acceptance of deliverables, if any, and receipt of the invoice in the correct form.

    5. Qualifications required by law

      Not applicable

  4. Place and period of performance:

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

      The Contractor’s site and the EPO’s sites in Rijswijk (NL), Munich (DE), Berlin (DE) and Vienna (AT).

      Notice – Open tender No. 2143 Page 2 of 3

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

      The contract will have a duration of approximately sixty months ending 30 September 2022.

  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
      PD48 Central Procurement
      Tender No. 2143
      Patentlaan 2, NL-2288 EE Rijswijk (ZH),
      the Netherlands

      Email: 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:

      29.06.2017, 12.00 hrs (CET)

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

      14.07.2017, 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:

      22.08.2017, 12.00 hrs (CET)
      The bid shall be submitted in one original with price information (the offer form) and one copy, to be filed on data carrier, in searchable PDF format without price information.

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

      As in point 6(a).
      submit requests for clarification in writing, preferably by e-mail.
      submit bids by post only and not by e-mail. Bids submitted by 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:

    A framework agreement will be awarded to the bidders whose bids are the most economically advantageous.

    The award criteria and their relative weightings are as follows for all lots:

    Technical aspects: between 50% and 70%, varies by lot as laid down in the Procurement Documents.

    The Technical evaluation will be based on the bidders' responses to the Technical Conditions through their answers to the questionnaires well as the bidders' response to the sample Requests for Offer included in the Procurement Documents.

    Financial aspects: between 30% and 50%, varies by lot as laid down in the Procurement documents.

    Financial aspects include the (maximum) hourly rates offered, possible discounts and the fixed prices offered in response to the sample Requests for Offer included in the Procurement Documents.

    For further information see Procurement Documents.

  11. Other information:

    Please note that this is a tender for framework agreements with several contractors.

    The EPO intends to conclude framework agreements with 9 contractors for Lot 1 (Strategic and General Consultancy), with 6 contractors for Lot 2 (Technical Consultancy), with 3 contractors for Lot 3 (Enterprise Architecture), with 6 contractors for Lot 4 (Solution Architecture) and with 5 contractors for Lot 5 (Operational Services) and with 5 contractors for Lot 6 (IT Service Management), provided that sufficient bidders are eligible for the award of a framework agreement.

    Bidders may submit offers for one or any number of Lots.

    Contract award is expected to take place in the 3rd quarter 2017.

    NUTS-Code: NL332 Greater The Hague area

    CPV Codes: 72260000 5 Services related to software

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