Published notice: Open invitation to tender no. 2186 (NL - The Hague)

Provision by the Contractor(s) to the EPO of User eXperience Design Services and/or User eXperience Evaluation Services

  • 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:

      Provision by the Contractor(s) to the EPO of:

      • User eXperience Design Services
      • User eXperience Evaluation Services
    2. Division into lots:

      Lot 1: User eXperience Design Services (including the documentation and maintenance of a UX pattern library)

      Lot 2: User eXperience Evaluation Services

      A Bidder may bid for one, or both of the above mentioned Lots. The EPO reserves the right to to make a partial award of only one Lot, in this respect as per Article 9.2 of the General Conditions of Tender. Such partial award shall have no influence on the remaining part of bidders’ bids.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment will be made within 30 (thirty) calendar days following full delivery and performance 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:

      At the at the Contractor’s premises and /or at the EPO premises (Office in Rijswijk, Netherlands, and / or at the EPO Office in Munich, Germany).

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

      The contract will have a duration of 3 years. The EPO may extend it at its discretion once by a further period of 2 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
      Ana Richart de la Torre / Clarice Bokma
      Central Procurement 4.8 (2186),
      Patentlaan 2,
      2288 EE Rijswijk,
      The Netherlands


      The Procurement Documents may be requested by letter or e-mail.

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

      19-07-2017, 12.00 hrs (CET)

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

      01-09-2017, 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:

      27-09-2017, 12.00 hrs (CET)
      The bid must be submitted in 2 copies (including the original paper copy, to be marked as such). The bid shall also be submitted on a USB stick / CD (except the Offer Forms only to be provided as part of the original paper copy) in either searchable PDF or/ Microsoft Office Word/Excel formats.

    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:

      The Procurement Documents will be available in English.

  • 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 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 contract will be awarded to the bidder whose bid is the most economically advantageous bid having regard to the bidder's ability to meet the EPO's needs and requirements to be measured by:

    • price (weighting 40%)
    • technical aspects (weighting 60%)
  • 11. Other information:

    Bidders might be invited for a bid presentation to take place in Rijswijk and / or Munich in case technical clarifications are needed.

    The date, place and time will be communicated in due time. Respective costs incurred by the bidders relating to such a presentation will not be reimbursed.

    Contract award is expected to take place in the 4th quarter of 2017.

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