Published notice: Restricted invitation to tender no. 2688 (NL - The Hague)

The provision of Wide Area Network services between EPO-offices (locations in multiple countries) and Luxembourg.

  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 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 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:

      The provision of Wide Area Network services between EPO-offices (locations in multiple countries) and Luxembourg.

    2. Division into lots:

      • Lot 1: Provision of WAN circuits between three EPO-offices (Rijswijk Shell, Munich BT7 buildings and the sub-office in Berlin) and Luxembourg: Carrier A;
      • Lot 2: Provision of WAN circuits between three EPO-offices (Rijswijk Main, Munich Isar buildings and the sub-office in Vienna) and Luxembourg: Carrier B;
    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Installation will be paid within 30 days of acceptance by the EPO, Wide Area Network services and support will be paid 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:

      Four locations of the EPO (Munich, The Hague/Rijswijk, Berlin, Vienna) and Luxembourg.

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

      The contract shall have five years duration from acceptance.

  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 to participate in the tender procedure, and language of bids:

    1. Final date for receipt of requests to participate in the tender procedure and any information and evidence required under point (d) below, which must accompany the request:

      16.05. 2018, 12.00 hrs (CET)

      As clarification of answers to the questionnaires may be needed, the EPO would appreciate if interested parties submit their replies as early as possible in order to keep the subsequent timelines.

    2. Name and address of the department to which they must be sent:

      Requests to participate are to be sent by email and the original by post to

      European Patent Office
      Central Procurement the Hague 4.8 (2688)
      Patentlaan 2, 2288 EE Rijswijk, the Netherlands
      P.O. Box 5818, 2280 HV Rijswijk, the Netherlands

      E-mail: dhtenderclarifications@epo.org

    3. Language(s) in which requests to participate and bids must be drawn up:

      English. The Procurement Documents will be available in English only.

    4. Criteria for assessing requesters' know-how, capacity and reliability to fulfil the contract:

      Requesters' capacity and reliability to fulfil the contract will be assessed on basis of the information and evidence submitted in reply to the questionnaires to which there is a link under point 6 (a)

      Interested parties who do not fulfil the selection criteria 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 invited to participate in the tender. 

  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. 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.

  9. Criteria for the award of contract:

    The award criteria and their relative weightings are as follows:

    • Technical aspects: 40%
    • Financial aspects: 60%

    The evaluation of the technical aspects will be based on the bidders' responses the questionnaire "Award criteria" included in the Procurement Documents.

  10. Other information:

    Contract award is expected to take place in the third quarter of 2018.

    To sustain the redundancy, each company awarded the contract will be expected to give the EPO insight into the actual path of the end-to-end connections ordered and will cooperate with the EPO to reduce or remove any deficiencies.

    Bidders may propose to supply either the services described as 'Carrier A' (Lot 1) or those described as 'Carrier B' (Lot 2), or both lots provided that the services will be supplied through distinct carriers.

    In case that a bidder proposes to supply both lots, the EPO reserves the right to only award a single lot and the choice for the lot concerned will be at the discretion of the EPO.

    If the bidder operates as a broker/reseller of data communication connections it is not allowed to engage the same subcontractor(s) for both the services described as 'Carrier A' and those described as 'Carrier B'. In that case the bidder should engage different subcontractors for the services described as 'Carrier A' and described as 'Carrier B'.

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