Published notice: Open invitation to tender no. 2538 (D - Munich)

Framework agreement for the purchase of approx. 140 desks for home working per annum.

  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). 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.
  2. Award procedure:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      Framework agreement for the purchase of approx. 140 desks for home working per annum.
    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Within 30 days of receipt of a 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:

      PschorrHöfe, 80335 Munich, Germany
      The Hague branch, 2288EE Rijswijk, Netherlands 
      Berlin sub-office, 10969 Berlin, Germany
      Vienna sub-office, 1030 Vienna, Austria

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

      The contract will initially run for a year, with four possible extensions of one year each. The contract is expected to begin in Q1 2018.

  5. Variants:

    Proposals for variants 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. 2538
      Bob-van-Benthem-Platz 1
      D-80469 Munich

      Fax: 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:

      29 August 2017, 12.00 hrs (CET)

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

      31 August 2017, 23.00 hrs (CET)

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

      13 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 clarification and bids must be drawn up:

      English, German.

  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:

    Bids from bidders who do not fulfil the selection criteria stated in point 10(a) 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 will not be considered for contract award.

  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:

    1. Exclusion criteria:

      At least three references

      Annual turnover at least twice the annual value of the contract

    2. Assessment criteria:

      Technical criteria (60% in total)

      • Quality, stability and ergonomics:
      • Safety (knock-out criterion)
      • Environmental criteria (knock-out criteria): compliance with applicable regulations, environment-friendly production, take-back guarantee from manufacturer
      • Look: no lateral supports (knock-out criterion), high-quality design

      Price (40%)

  11. Specimens:

    Within fifteen working days of being requested by the EPO to provide a specimen, shortlisted bidders must make one desk as offered available free of charge and assemble it at the PschorrHöfe offices, Bayerstrasse 34, 80335 Munich. The costs they thus incur will not be reimbursed

    The specimen must be accompanied by:

    Assembly plan and replacement parts list

    Instructions for use (also in electronic form)

    “Geprüfte Sicherheit” (safety check) accreditation of all components

    Certificates in respect of hazardous substances 

    The exact dates and times for delivery and assembly must be agreed in advance following a specific request from the EPO to do so.

    Bidders failing to supply specimen furniture in due time will be excluded from consideration.

    It must be possible for the specimen furniture to remain with the EPO for up to 12 weeks, free of charge. This must be at no cost to the EPO.

    Once notified that the specimen furniture is no longer required, bidders must dismantle and remove it within ten working days. This must be at no cost to the EPO.

  12. Other information:

    CPV: 39134100-1; 39121100-7; 39121100-6; 39121200-8

    NUTS codes: DE212, NL332, DE3, DE30, AT13, AT130

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