Published Notice: Restricted Invitation to Tender No. 2202 (NL - The Hague)

Lease, Maintenance and Operation of Coffee Machines at the EPO’s Premises in Rijswijk, The Netherlands

  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:

    Restricted invitation to tender with discretionary award of contract
  3. Description of the contract:

    1. Purpose of the contract:

      The lease, maintenance and operation of coffee machines at the EPO’s premises in Rijswijk
    2.  Division into lots:

      Not applicable.
    3. Any deposits and guarantees required:

      Not applicable.
    4. Main terms concerning payment:

      Within 30 (thirty) days of receipt of the correct invoice.
    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’s branch in Rijswijk, Zuid-Holland, (NUTS-Code NL332 Agglomeratie ‘s- Gravenhage)
    2. Duration of contract or time limit for delivery or completion of services/work:

      36 (thirty-six) months from entry into force of the contract, with the EPO’s exclusive option to extend the contract by 3 (three) further periods of 12 (twelve) months each.
  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 preselection documents:

    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. 2202)
      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:

      18 August 2017, 12.00 hrs (CET)
    3. Final date for receipt by the EPO of requests for clarification regarding the preselection phase:

      28 August 2017, 12.00 hrs (CET)
      Please submit requests for clarification in writing, preferably by e-mail.
    4. Final date for receipt of preselection documents:

      20 September 2017, 12.00 hrs (CET)
    5. Address to which the requests for clarification and preselection documents must be sent:

      As in point 6(a).
      Preselection documents may be submitted either by post or by e-mail.
    6. Language in which requests for clarification and preselection documents must be drawn up:

      English. The Procurement Documents will be available in English only.
    Dates relevant to the preselected bidders in the bidding phase and the shortlisted finalists for functional testing and sampling phase will be communicated in the invitations to these respective phases. The information provided under point 10 is indicative and subject to review.
  7. 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.
  8. Period during which the bidder is bound by his bid:

    Nine months following the final date for receipt of bids indicated in the invitation to submit a bid going to preselected bidders.
  9. Criteria for the award of contract:

    Sampling phase 50%
    Price 20%
    Cup 5%
    Rear wall design 5%
    Customer satisfaction 5%
    Quality of service and
    maintenance 5%
    Hygiene and cleanliness 5%
    Implementation 5%
    For further information see Procurement Documents.
  10. Other information:

    The tender will be conducted in three distinctive phases.
    1. Phase 1 – Preselection

      (open to all interested market parties)
      Interested market parties can request Procurement Documents by 18 August 2017 (see 6. (b)) and complete and submit preselection documentation by 20 September 2017 (see 6. (d)). Based on the submitted references, the answers to the EPO’s questions, and the equipment and design proposals, the EPO shall proceed to inviting the approximately five most promising potential bidders for Phase 2.
    2. Phase 2 – Clarification round and bids (open to approximately five preselected potential bidders)

      The EPO will then visit the premises of the preselected bidders in the period 4 to 6 October 2017 to get a real-life impression of the proposed equipment and to already clarify issues the EPO encountered in the preselection documentation. The bidders will likewise have a second opportunity for requesting clarifications by 10 October 2017, after which bids shall be submitted no later than 26 October 2017, 12.00 hrs. Based on the evaluation of the preselection documents, the clarifications received during the visits to the bidders’ companies and the submitted bids, the EPO will proceed to assessment and invite the final three contenders to provide fully functional equipment-set-ups for testing and sampling purposed.
    3. Phase 3 – Functional testing, tasting and contract award (open to the three companies shortlisted on the basis of the highest scoring bids during initial assessment)

      In the 2nd half of November 2017 the EPO’s Technical Services and a sampling committee will test the machine functionalities of beverage preparation, noise levels, working interface with the cashless payment system and taste of the hot drinks, as well as cups and condiments. The scores and impressions gathered during testing and tasting will supplement the earlier assessment and the bid attracting the highest cumulative assessment scores will be proposed for contract award around mid-January 2018. Entry into force of the Agreement is foreseen for approximately Q3 2018.

    Dates given for Phases 2 and 3 are indicative and subject to review closer to the time.

    Contrary to the filing of the preselection documents, the bids submitted by preselected bidders in the bidding phase may on no account be filed by e-mail as this is an exclusion ground. Paper bids submitted by postal or courier services need to also contain an electronic version on data carrier.

    NUTS-Code:
    NL332 Agglomeratie 's-Gravenhage

    CPV Codes:
    42210000-1 - Food, beverage and tobacco-processing machinery
    03131100-9 - Coffee beans
    15861000-1 – Coffee

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