Published notice: Open invitation to tender no. 2235 (D - Munich)

Framework contract for cleaning and other services in the EPO buildings in Munich. Cleaning areas approx. 300.000 m², glass surfaces approx. 90.000 m².

  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:

      Framework contract for cleaning and other services in the EPO buildings in Munich. Cleaning areas approx. 300.000 m², glass surfaces approx. 90.000 m².

    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:

      • Isar, Bob-van-Benthem Platz 1, 80469 Munich
      • PH phases 1-6, Bayerstrasse 34, 80335 Munich
      • PH phase 7, Bayerstrasse 115, 80335 Munich
      • PH phase 8, Grasserstrasse 9, 80335 Munich

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

      The contract will probably commence on 1 July 2018 for a fixed term of 24 (twenty-four) months. Thereafter, it will be automatically extended for a maximum of 4 (four) 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 Nb. 2235
      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:

      25th August 2017, 12.00 hrs (CET)

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

      12th September 2017, 23.00 hrs (CET)

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

      10th October 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:

    Nine months following the final date for receipt of bids indicated in point 6(d).

  10. Criteria for the award of contract:

    1. Selection criteria

      • experience with similar projects
      • contracts for the maintenance cleaning staff must provide at least four hours work per day
      • an hourly rate for glass and maintenance cleaning compliant with minimum-wage agreements and posted-worker legislation
      • annual turnover of at least 10m EUR at the Headquarters and 3m EUR at the supervising branch office for the last 3 years
      • in case of emergency, contractor's staff must be able to reach the EPO's premises (as in point 4(a) above) within one hour
    2. Award criteria:

      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 organizational ability to implement and perform the requested services in accordance with the requirements (60% 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 (40% weighting)
  11. Other information:

    Contract award is expected to take place in May 2018. The EPO reserves the right to invite short-listed bidders to present their bids in Munich in September 2017. Costs incurred by bidders in connection with such a presentation will not be reimbursed.

    Bidders will have an opportunity to view the premises on the 5ft and 6th September 2017. We recommend that you register for the viewing at the same time as you request the Procurement Documents.

    CPV Codes:
    90911200-8, 90911300-9,

    Nuts Codes:
    DE212 ;

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