Published notice: Open invitation to tender no. 2217 (D - Munich)

Provision of infrastructural facility management services - including reception/security, conference, cleaning, internal messenger and other services - for the boards of appeal of the European Patent Organisation at offices in Haar, near Munich. 

  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 6 700 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:

      Provision of infrastructural facility management services - including reception/security, conference, cleaning, internal messenger and other services - for the boards of appeal of the European Patent Organisation at offices in Haar, near Munich.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment of the Contractor's monthly invoice(s) for duly performed services will be made in arrears within 30 days of receipt of an 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:

      85540 Haar, Germany

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

      The contract will probably commence on 1 July 2017 for a fixed term of 24 (twenty-four) months. Thereafter, it will be automatically extended for a maximum of 6 (six) periods of 12 (twelve) months each, unless the EPO gives written notice of termination before the end of a contract period.

  5. Variants:

    Proposals for variants which would have the effect of significantly reducing 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 (Dept. 4.8.1)
      Tender No. 2217
      Bob-van-Benthem-Platz 1
      D-80469 Munich, Germany

      Fax No.: 089 2399-4145

      Procurement Documents will be forwarded upon email request and will be dispatched by email.

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

      25 April 2017, 12.00 hrs (CET)

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

      5 May 2017, 23.00 hrs (CET)

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

      26 May 2017, 12.00 hrs (CET)
      Bids must be submitted in one signed paper original and accompanied by an electronic version on a data medium on which the technical bid and all price information must be saved in separate folders.

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

      As in point 6(a)
      Requests for clarification must be submitted in writing, preferably by email.

      Please submit bids by post only and not by email. Bids submitted by email will be excluded.

    6. Language or languages in which requests for participation and clarification and bids must be drawn up:

      German. The Procurement Documents will be available in German only.

  7. Legal form of the grouping in the event of a joint bid:

    If several bidders submit a joint bid, one must be designated as prime contractor responsible for performance of all the obligations under the contract.

  8. Criteria for assessing bidders' know-how, capacity and reliability to fulfil the contract:

    Customer and bank references according to Annex A of the General Conditions of Tender (Part 1 of the Procurement Documents). References to prove professional competence in accordance with dedicated selection and award questionnaires that will form part of 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(s) whose bid(s) is/are to be preferred in view of their ability to meet the EPO's needs and requirements. These are to be measured by:

    • the bidder’s technical and organisational ability to implement and perform the requested services in accordance with the requirements (50% weighting). The focus will among other things be on the coherency of the concept, the level of in-house effort, past experience (including references), third-party certification, the answers to the questions in the questionnaires (which form annexes to the invitation to tender) and environmental aspects.
    • economic advantage of the bid (50% weighting).

  11. Other information:

    Contract award is expected to take place in July 2017. The EPO reserves the right to invite short-listed bidders to present their bids in Munich in early June 2017. Costs incurred by bidders in connection with such a presentation will not be reimbursed.

    CPV Codes:

    79710000-4, 42961100-1, 38580000-4, 79961340-3, 79715000-9 , 79992000-4, 64224000-2, 64122000-7, 64100000-7, 64120000-3, 90910000-9, 90910000-6, 90911200-8, 90911300-9, 90919100-3, 90919200-4, 98341130-5, 98341140-8.

    Nuts Codes:

    DE212 ; DE21H

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