Published notice: Open invitation to tender no. 2569 (D - Munich)

Renewal of the 24 upwards and downwards escalators (including handrails and lighting) in the central area of the European Patent Office's Isar building in Munich, without any change to their original visual appearance and causing as little disruption to ongoing day-to-day operations in the building as possible.

  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, 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. (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:

      Renewal of the 24 upwards and downwards escalators (including handrails and lighting) in the central area of the European Patent Office's Isar building in Munich, without any change to their original visual appearance and causing as little disruption to ongoing day-to-day operations in the building as possible.

      Designed by architects Gerkan, Marg and Partners (gmp) and completed four years later in 1980, the Isar building stands on a site measuring approx. 30 000 m2 and currently accommodates around 900 staff.

      In terms of design, it is imperative for the client that works done on the Isar building, an 11 storey office building with two floors below ground, maintain its original visual appearance and unique architectural language.

      The 24 central escalators have reached the end of their service life. As they are an important design feature, it is planned to have them renewed without changing their existing visual appearance.

      Careful logistics planning is also required, because on-site storage space is limited. The escalators must be removed and delivered "just in time". Appropriate logistical measures are required to ensure that the works can be performed in a manner compatible with smooth operation of the building. Consequently, the escalator works must be completed as quickly as possible, to minimise restrictions on movement in the building. They should be done during the summer holidays (mid-July to late August 2018), as that is when building use is lowest. Minimising the duration of escalator blockages for users will contribute greatly to the success of the works.

      Bidders are asked to submit a binding bid for maintenance of the escalators. However, the maintenance work will be commissioned separately, at the latest by completion of the renewal work in summer 2018.
    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment in instalments followed by a final invoice as per Part B of German construction contract procedures ("VOB/B")

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

    1. Place at which the contract is to be performed:

      European Patent Office's 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 successful bidder should start on the working drawings as soon as the contract is signed; on-site work is planned for summer 2018.

  5. 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. 2569
      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:

      15 September 2017, 12.00 hrs (CET)

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

      13 October 2017, 12.00 hrs (CET)
      Questions must be submitted by letter, fax or email.

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

      27 October 2017, 12.00 hrs (CET)

      Only the original bid, together with an electronic copy on a data carrier, should be submitted.

    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 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 minimum criteria stated under point 10(a) below 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:

    Six months following the final date for receipt of bids indicated in point 6(d) above. In the case of bids for maintenance – which are optional – 12 months. The maintenance contract may be awarded separately.

  10. Criteria for the award of contract:

    The client is seeking an expert, efficient and reliable bidder who fulfils various minimum criteria. Selection will be made on the basis of the bid and professional suitability.
    1. Minimum criteria:

      • References from similar projects
      • Local infrastructure/availability at short notice/proximity
      • Proof of many years' experience on the German market (proven knowledge of applicable standards and building regulations)
      • Management speaks German (contact for planning office/EPO)
      • Attendance at a viewing of the EPO premises.
    2. Evaluation criteria:

      Bid/price (max. 40%):
      • Bid for renewal of escalators (including handrails and lighting)
      • Bid for maintenance
      • Hourly rates
      Expertise (max. 60%):
      • Project team (qualifications of proposed managers/installers)
      • At least three (3) references from comparable projects, preferably in the Greater Munich area
      • Proposed product
      • Staff resources
      • Technical resources
      • Number of other sets of escalators under maintenance contracts
      • Guarantee of quality (e.g. ISO 9001 certification).
  11. Other information:

    Viewings of the EPO's Isar building at Bob-van-Benthem-Platz 1, Munich, will take place from 26 to 28 September 2017. Each viewing will last about two hours. The EPO will provide those wishing to attend with more detailed information (time, place, etc.) in good time.

    Bidders must have attended a viewing in order to be able to submit a valid bid.

    The EPO reserves the right to hold technical negotiations (with all or individual bidders) before awarding the contract.

    Contract award is expected to take place in January 2018.

    NUTS code: DE212
    CPV codes: 42416400 9, 42417300 

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