Published notice: Open invitation to tender no. 2607 (D - Munich)

External services in the field of branding, design and lithography

  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 7000 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:

      External services in the field of branding, design and lithography.

    2. Division into lots:

      Lot 1: Design

      • Visual identity guidelines, concept and design of a wide variety of external publications as well as creative themes for campaigns. The selected agency will act as the lead design agency of the EPO.


      Lot 2: Brand consultancy

      • Analysis of the brand to enrich and sharpen its positioning and profile. Development of an approach to monitor the brand on a regular basis.


      Lot 3: Lithography and digital printing of small volumes

      • This includes all pre-print services such as creation of printing files, retouching of images, proofing, ensuring a high quality implementation of photos and images in final printouts. This lot also includes digital printing of small batches.
    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

      Not applicable.

  4. Place and period of performance:

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

      European Patent Office’s Headquarter in Munich.
      (NUTS-Code DE212 M DE212 München, Kreisfreie Stadt)

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

      Five years.

  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 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
      PD48 Central Procurement
      Tender No. 2607
      80298 Munich - Germany

      E-mail: mntenderclarifications@epo.org

      Procurement Documents will be forwarded upon written or e-mail request.

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

      20 February 2018, 12.00 hrs (CET)

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

      07 March 2018, 12.00 hrs (CET)
      Questions must be submitted by e-mail.

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

      10 April 2018, 14.00 hrs (CEST)
      Bids must be submitted in signed paper original plus an electronic version of all documents on a data-carrier.

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

      As in point 6(a).
      Please submit requests for qualification in writing, preferably by e-mail.
      Please submit bids by post only and not by e-mail. Bids submitted by or e-mail will be excluded.

    6. Language or languages in which requests for clarification and bids must be drawn up:

      English. The Procurement Documents will be available in English 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 that is 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 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.

  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:

    • Financial criteria: 40%
    • Quality criteria / Technical criteria: 50%
    • Bid presentation: 10%

    For further information see Procurement Documents.

  11. Other information:

    Bid presentations with key personnel of around 5 (five) short-listed bidders are expected to take place in calendar weeks 17 and 18 (23.04.2018-04.05.2018) in Munich.

    Respective costs incurred by the bidders relating to such a presentation will not be reimbursed.

    Contract award is expected to take place in the second half of June 2018.

    NUTS-Code DE212 M DE212 München, Kreisfreie Stadt)

    CPV Codes: 79000000-4; 79413000-2; 79416000-3; 79810000-5; 79811000-2; 79821000-5; 79822400-6; 79822500-7

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