Published Notice: Restricted invitation to tender with preceding prequalification procedure No: 2500

Provision of security services for the EPO Buildings in Munich, Germany.

  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, Republic of 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 a Security Services contract preceded by an international open prequalification procedure.
    Resulting from the prequalification procedure, preselected Parties will be invited to participate in the tender.

  3. Description of the contract:

    1. Purpose of the contract:

      Provision of security services for the EPO Buildings in Munich, Germany.

    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:

      The Contractor must be eligible for permits issued by the local authorities in order to carry out the services.

  4. Place of performance and period for provision of services:

    1. Place where the contract is to be performed:

      European Patent Office in Munich with the following addresses:

      • Wings 1-4, Bayerstr. 34, 80335 Munich
      • Wings 5-6, Grasserstr.2, 80335 Munich
      • Wing 7, Bayerstr. 115, 80335 Munich
      • Wing 8, Grasserstr. 9, 80339 Munich
      • Bob-van-Benthem-Platz 1, 80469 Munich

      (NUTS-Code DE212)

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

      2 (two) years from 1st August 2018 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 to take part in the Pre-qualification and the Tender Procedure:

    1. Name and address of department for requesting the Pre-selection Questionnaire and additional information (requests for clarification):

      European Patent Office
      PD48 Central Procurement
      Tender No. 2500
      Bob-van-Benthem-Platz 1
      80469 Munich
      Germany

      E-mail: mntenderclarifications@epo.org

      Upon request the Pre-selection Questionnaire will be made available by email.

    2. Final date for receipt by the EPO of requests for the Pre-selection Questionnaire:

      22 September 2017, 12.00 hrs (CET)

    3. Final date for receipt by the EPO for requests for clarification of the Pre-selection Questionnaire:

      29 September 2017, 12.00 hrs (CET)
      Questions and answers shall be communicated through mntenderclarifications@epo.org

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

      06 October 2017, 12.00 hrs (CET)
      Applications must be submitted as follows:

      1. The Application must consist of the completed dated and signed Pre-selection questionnaire
      2. The Application must contain a short explanation of your company’s capability to fulfil the requirements of the EPO
      3. Digitally via mntenderclarifications@epo.org
      4. In hardcopy version, completed dated and signed in a sealed envelope to the address mentioned in point 6e)
    5. Address to which Applications have to be sent:

      The digital version of the Application shall be provided through mntenderclarifications@epo.org.
      The hardcopy of the Application which will be marked and considered as the original Application shall be sent to:

      European Patent Office
      PD48 Central Procurement
      Tender No. 2500
      Bob-van-Benthem-Platz 1
      80469 Munich
      Germany

    6. Language in which the request for participation, for clarification and Applications must be drawn up:

      German; the Pre-selection Questionnaire will be available in German only.
      Applications shall be submitted in German.

    7. Information and evidence concerning the Applicant's financial and economic standing and technical and professional competence:

      See Pre-selection Questionnaire.

    8. Criteria for prequalification:

      See Pre-selection Questionnaire.
      Based on the assessment, the Applications will be ranked and up to the sole discretion of the EPO, a maximum of 5 shortlisted Applicants will be invited to participate in the tender.

  7. Tender documents and bids to pre-selected Applicants:

    1. Participation in the tender procedure; dispatch of Procurement Documents:

      Based on a shortlist of maximum 5 Applicants are eligible for the Invitation to Tender. The Procurement Documents will only be made available to the Applicants invited by the EPO. Invitation to Tender is scheduled for October 2017.

    2. Language in which bids and requests for clarification of the Procurements Documents must be drawn up:

      German; the Procurement Documents will be available in German only.
      Bids and requests for clarification shall be submitted in German.

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

      This is provisionally scheduled for the 31 October 2017. The exact date will be communicated to the participating Bidders together with the Procurement Documents.

    4. Final date for receipt of bids:

      This is provisionally scheduled for 21 November 2017. The exact date will be communicated to the participating Bidders together with the Procurement Documents.

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

      • Bids shall be submitted by regular mail to the address mentioned under 6(e)
      • Bids submitted by fax or e-mail will be excluded.
  8. 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 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.

  9. 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.

  10. 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).

  11. Selection criteria for the Bidder:

    The selection criteria for the Bidder will include:

    1. Annual turnover of the bidder shall not be below EUR 10 Mio during the last full three years;
    2. Minimum of 5 years of proven operating experience in Munich (within the area covered by Munich’s public transport network);
    3. The Munich operations base disposes of a minimum of 300 security staff employed by the company
    4. Ability to provide 3 relevant references from previous customers to whom you have provided security services in Munich for a protracted period (e.g. copies of contracts or written testimonials);
    5. Ability to provide an additional reference from within Bavaria on the protracted provision of security services similar in scope to the EPO (between 80 and 100 deployed staff);
    6. Ability to deploy security staff with a professional working proficiency of at least German and English in writing and speaking for interactions with designated EPO staff and or other parties;
    7. Demonstrate 24/7 availability of security staff to perform security services ;
    8. The bidder is solvent and there are no criminal prosecution is pending against the managing director or partner which is connected with the company's business.
  12. Criteria for the award of contract:

    The contract shall be awarded (award criteria) to the bidder whose bid is to be preferred having regard to the bidder's ability to meet the requirements of the EPO to be measured by:

    • Financial aspects: 40%
    • Technical and organisational features 60%
  13. Other information:

    Contract award is expected to take place in the 2nd quarter of 2018 with expected start of the security services on 1 August 2018.

    A site visit will be organised for pre-selected Applicants on 17 October 2017.

    NUTS-Code: DE212
    CPV Code: 74610000-8 (Security services)

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