Published notice: Open invitation to tender no. 2185 (NL - The Hague)

Following the implementation of a transition and transformation phase, during which the Contractor assumes responsibility for all services, the Contractor shall provide Service Desk Services, End User and Distributed Computing Services and Advanced Support Services to the EPO (approx. 9000 end-users).

  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:

      Following the implementation of a transition and transformation phase, during which the Contractor assumes responsibility for all services, the Contractor shall provide the following services to the EPO (approx. 9000 end-users):

      1. Service Desk Services;

      2. End User and Distributed Computing Services (hardware as a service), including remote and onsite support to end-users, dispatching and monitoring break/fix repairs of end user workstation hardware, performing IMACD Services for end-user hardware and software, distribution of in-scope software, tools and images;

      3. Advanced Support Services, which are services provided to a small group of named persons within the EPO (optional).

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Within 30 (thirty) days of acceptance of deliverables, if any, respectively of the provision of monthly services 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 and Munich, DE, Berlin, DE, Brussels, BE and Vienna, AU.

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

      The duration of contract will be 4 years. The EPO may request optional extensions of up to an additional 8 years.

  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.2185)
      Patentlaan 2, NL-2288 EE Rijswijk (ZH), the Netherlands


      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:

      18.09.2017, 12.00 hrs (CET)

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

      09.10.2017, 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:

      06.11.2017, 12.00 hrs (CET)
      Bids must be submitted in a double sealed envelope. They must be submitted in 2 copies: the original paper copy, to be marked as such with separate price information (offer form) and one copy, to be filed on data carrier, e.g. USB-stick 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 requests for clarification in writing, preferably by e-mail.
      Please submit bids by post only and not by e-mail. Bids submitted by 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.

    If a bidder wants to rely on the capacities of other entities, such as subcontractors, it shall provide evidence that it will have at its disposal such capacities, e.g. by providing a commitment by those entities to that effect, and shall show that such entities fulfil the relevant selection criteria and that there are no grounds for exclusion.

  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 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:

    • Technical aspects: 60 %
    • Financial aspects: 40%

  11. Other information:

    The Procurement Documents consist of a non-confidential part and a confidential part. The non-confidential part of the Procurement Documents will be sent to all potential bidders requesting the Procurement Documents within the deadline stated in point 6 (b) of this notice. If based on a review of the non-confidential parts, a potential bidder wishes to obtain the confidential part, it shall sign the Confidentiality Agreement included in the Procurement Documents in accordance with the instructions given there. The confidential parts of the Procurement Documents will only be sent to those bidders, who have duly signed the Confidentiality Agreement in accordance with those instructions

    The three bidders that appear to have submitted the most advantageous bids will be invited to present their technical bid and to answer questions of understanding. The bid presentations are planned to take place in week 47 of 2017 at the EPO’s branch in Rijswijk.

    Respective costs incurred by the bidders relating to such a presentation will not be reimbursed.

    Further details will be provided to the relevant bidders in due course.
    Award of the contract is expected to take place in the 1st quarter of 2018.

    NUTS-Code: NL332 Greater The Hague area

    CPV Codes:
    30230000-0 Computer related equipment
    50300000-8 Repair, maintenance and associated services to personal computers.
    72253000-3 Helpdesk and Support Services
    72100000-6 Hardware Consultancy Services
    72200000-7 Software Programming and Consultancy
    72500000-0 Computer Related Services

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