Published notice: Restricted invitation to tender no. 2635 with preceding prequalification procedure (NL - The Hague)

Provision of Project Management and Technical Expertise for Data Centre Externalisation exercise

  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 6700 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 members indicated may change).

  2. Award procedure:

    Restricted invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      Provision of Project Management and Technical Expertise for Data Centre Externalisation exercise

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Within 30 days of completion and acceptance.
      Recurring charges: monthly in arrears

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      Delivery at EPO The Hague/Rijswijk.

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

      The contract shall have a two-year-duration from contract signature.

  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. Pre-selection and Tender Procedure:

    1. Final date for reply to Pre-Selection Questions (see point 11 of this Published Notice) and submit the signed Confidentiality Agreement:

      17 November 2017, 12.00 hrs (CET)
      Interested parties may show their interest in participating in this tender procedure by replying to the Pre-Selection Questions as described under point 11 (Other Information) to the e-mail address listed under point 6f of this Published Notice.

      Additionally, interested parties shall download the Confidentiality Agreement available under

      follow the instructions on the coversheet, complete and sign in two copies the resulting document and send it to the EPO in two ways: (1) scan the completed and signed Confidentiality Agreement and email this scan to the e-mail address listed under point 6f of this Published Notice by the date stated above and (2) send two signed originals to the EPO postal address listed under point 6f of this Published Notice, with dispatch to the postal or courier service at the latest by the date stated above. The EPO would expect the two originals to arrive at the EPO no later than by the third working day after the date stated above.

      As clarification of answers to the Pre-Selection Questions may be needed, the EPO would appreciate if interested parties submit their reply to the Pre-Selection Questions as early as possible in order to keep the subsequent timelines.

    2. Signature of Confidentiality Agreement by the EPO:

      Based on the assessment of the above pre-selection questions, the eligible participants will receive one copy of the Confidentiality Agreement signed on behalf of the EPO.

    3. Dispatch of Procurement Documents:

      The Procurement Documents will only be made available to the eligible participants who have signed the Confidentiality Agreement. Distribution of the Procurement Documents is scheduled for end of November.

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

      • Provisionally scheduled for beginning of December 2017. Exact date will be communicated to the eligible participants with the dispatch of the Procurement Documents.
      • Questions must be submitted by letter or E-Mail.
    5. Final date for receipt of bids/number of copies to be sent:

      • Provisionally scheduled for mid/end of December 207. Exact date will be communicated to the eligible participants with the dispatch of the Procurement Documents.
      • Bids shall be submitted in one original with price information (offer form and any supporting documents) and one copy, to be filed on data carrier, without price information as searchable PDF.
    6. Address to which the requests for clarification and bids must be sent:

      European Patent Office
      Central Procurement the Hague 4.8 (2635-I.Teneva)
      Patentlaan 2, 2288 EE Rijswijk,
      the Netherlands


      European Patent Office
      P.O. Box 5818, 2280 HV Rijswijk,
      the Netherlands


      Please submit bids by post only and not by fax or E-Mail. Bids submitted by fax or E-Mail will be excluded.

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

      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 Point 11 of this Published Notice 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 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 which will be indicated with the dispatch of the Procurement Documents.

  10. 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 aspects: 60%
  11. Other information:

    If interested in participating in this tender, parties shall send their reply to the questions below in a table format, including requested evidence, as well as the Confidentiality Agreement to the e-mail address mentioned under point 6f of this Published Notice within the notice mentioned under point 6a:

    Pre-Selection Questions

    Economic and Financial Capacity of the bidder

    1. Please confirm that the statutory seat of your company (legal entity) is in a Contracting State to the European Patent Convention, as specified in Point 1 of this Published Notice. Please provide evidence.
    2. Please confirm that your company is not bankrupt or being wound up, has ceased or suspended business activities, is being administered by courts or has entered into arrangements with creditors or analogous situations.
    3. Please confirm that the EPO may run a solvency check on your company via an external source (i.e. Dun & Bradstreet).
    4. Please supply details and the name(s) of the representative(s) authorised to sign a Non-Disclosure Agreement on behalf of your company, together with a recent excerpt from the commercial or similar register for your company (where so needed supplemented by additional information). In case the register does not specify this concretely, please arrange for a power of attorney.

    Technical and Professional Capacity of the bidder:

    1. Please confirm and provide evidence that your company has at least 5 years’ experience in providing Project Management Support for Data Centre Migration project to organisations in Europe of a similar size as the EPO?
    2. Please provide a minimum of three references/ written customer testimonials from previous customers to whom the bidder has provided the above services across multiple locations within at least Europe. The following Structure should be used:

    • General info: Organisation name/ Country locations/ Business sector/ Agreement to a reference visit (for a least one reference);
    • Details: Service descriptions and main technical details of the service solution/ Scale of implementation (number of users& locations, complexity of migrated services& applications)/ Service period
    • Main contact details: Name/Function/Contact details

    Contract award is expected to take place in January 2018.

    Please observe Points 6(b) and 6(c) of this Published Notice for the follow up to the above.

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