Published notice: Open invitation to tender no. 2502 (D - Munich)

Work on the heating and cooling systems

  1. Awarding authority:

    The European Patent Organisation (EPO), acting through the European Patent Office, with headquarters at 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, Czech Republic, Denmark, Estonia, Finland, Former Yugoslav Republic of Macedonia, France, Germany, Hellenic Republic, 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). Its executive body is the European Patent Office, which is responsible for carrying out searches and examinations of European patent applications and for granting 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. (The number of member states and staff may change.)

  2. Award procedure:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:


      Work on the heating and cooling systems, primarily concerning:

      • Replacement of pumps (heating and cooling)
      • Hydraulic separator (cooling)
      • HVAC heat exchangers

      The contract is worth approx. EUR 1.5 million.

    2. Division into lots:

      n/a

    3. Any deposits and guarantees required:

      n/a

    4. Main terms concerning payment:

      Within 30 days of receipt of a correct invoice.

    5. Qualifications required by law:

      n/a

  4. Place and period of performance:

    1. Place:

      The following European Patent Office building in Munich:
      Isar building Bob-van-Benthem-Platz 1, D-80469 Munich

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

    • The contractor must begin the work within one month of signing the contract at the latest.
    • Work to be carried out from: November 2017
    • Work to be completed by: April 2019
  5. Proposals for variants:

    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
      Tender No. 2502
      Bob-van-Benthem-Platz 1
      D 80469 Munich

      Fax: 089 2399-4145
      Email: mntenderclarifications@epo.org

      The Procurement Documents may be requested by letter, fax or email.

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

      23 June 2017, 12.00 hrs noon (CET)

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

      30 June 2017, 12.00 hrs noon (CET)
      Questions must be submitted by letter, fax or email.

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

      14 July 2017, 12.00 hrs noon (CET)
      Only the original bid should be submitted (no copies).

    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 email. Bids submitted by fax or email will not be considered.

    6. Language or languages in which requests for 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, 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 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 at www.epo.org) will not be considered for contract award.

    Bidders' know-how, capacity and reliability to fulfil the contract will be assessed on the 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:

    Nine months from receipt of the bid.

  10. Criteria for the award of contract:

    • References
    • Schedule
    • General company structure (capacity)
    • Subcontractors
    • Price
    • The ratio of price to technical criteria is 70:30.
  11. Other information:

    Contract award is currently expected to take place in early October 2017.

    Bidders will have an opportunity to inspect the European Patent Office premises in Munich on 28 June 2017.

    This will last about one and a half hours. The exact time, location, etc. will be communicated in due course.

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