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Published notice: International open invitation to tender no. 1288 (D - Munich)

Providing catering services

1. Awarding authority:

   European Patent Organisation (EPO), through the European Patent Office: Headquarters, Erhardtstrasse 27, D-80469 Munich, Postal address: European Patent Office, 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. It now has 32 member states (Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Ellas, Estonia, Finland, France, Germany, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Poland, Portugal, Romania, 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 is subject to change.)

2. Award procedure:

   Restricted invitation to tender with a published notice and discretionary award of contract.
   (The final list of bidders for the restricted invitation to tender will be chosen by the EPO via a pre-selection procedure.)
   

3. Description of the contract:

   1. Purpose of the contract:

      Providing catering services at two EPO sites in Munich (Phases 7 and 8, hereinafter referred to as P7 and P8).
      The catering services will be based on a lease agreement covering the following:
      • Service areas:
        
        • Two staff restaurants (P7 + P8)
        • One cafeteria (P7)
        • Two kiosks (P7 + P8)
        • Skybar (P7)
        • One café bar (P8)
        • Conference services (P7 + P8)
        • Event services (P7 + P8)
        • Vending machines (P7 + P8) Option
      • Price calculation:
        All selling prices, e.g. for lunches, snacks and conference services, will be based on pre-fixed price agreements (mark-up pricing).
        The mark-up/supply chain risk will be borne by the contractor.
      • Staff:
        The contractor will employ staff on his own account. The EPO will receive a staff listing.
      • Expendables:
        The contractor will supply the necessary expendables on a full costing basis.
      • Technical equipment:
        All technical equipment and canteen sundries will be supplied by the EPO. The catering facilities will be to the highest technical standard.
      • Electricity - Water - Waste water:
        The cost of electricity, water and waste water will be borne by the EPO.

   2. Division into lots:

      The two sites will be tendered out in a single lot. Only bidders who can tender for the complete lot will be considered.

   3. Deposits and guarantees required:

      Evidence

      • of a two to three-month advance financing capability, e.g. in the form of a bank guarantee
      • of a liability insurance policy, the amount of cover being set out in the conditions of tender.

      Both of the above do not have to be produced until the contract is concluded.

   4. Main terms concerning payment:

      Not applicable

   5. Qualifications required by law:

      Not applicable

4. Place and period of performance:

   1. Place:

      • P7; Bayerstrasse 115; 80339 Munich (max. 350 staff)
      • P8; Grasserstrasse 9; 80339 Munich (max. 750 staff)

   2. Period:

      The contractual relationship is scheduled to begin on 1 February 2008 in P7 and on 1 April 2008 in P8. The contract may only be terminated if either party gives six-months' notice to the end of the month, but not before 31 December 2009. After that date, the contract will continue for an indefinite period and may be terminated at six-months' notice to the end of the month.

5. Variants:

   Not permitted

6. Request to take part in the tender procedure

   1. Name and address of department for requesting participation documents and additional information (requests for clarification)

      European Patent Office
      Central Procurement (Dept. 4.4.4)
      Invitation to tender No. 1288
      Erhardtstr. 27
      80469 Munich
      
      Fax: 0049 - (0)89 - 2399 4497
      
      e-mail: mntenderclarifications@epo.org
      
      The participation documents may be requested by post, fax or e-mail.
      Requests for clarification may be submitted by post, fax or e-mail.
      Requests to participate must be submitted by post. Requests to participate submitted by fax or e-mail will be excluded.

   2. Deadline for receiving requests for participation documents:

      03. August 2007; 12:00 hrs (CET)

   3. Deadline for receiving requests for clarification of the participation documents:

      10. August 2007; 12.00 hrs (CET)

   4. Deadline for receiving requests to participate:

      17. August 2007; 12.00 hrs (CET)

   5. Language in which the request to participate and requests for clarification of the participation documents must be written:

      German; the participation documents will only be available in German.

   6. Information and evidence concerning the bidder's financial and economic standing and technical and professional competence (to be submitted together with the request to participate):

      See participation documents

   7. Criteria for the selection of participants:

      See the "list of criteria" in the conditions of tender.
      

7. Tender documents and bids:

   1. Participation in the tender procedure; despatch of conditions of tender:

      The conditions of tender will only be sent to the participants selected by the EPO. This is scheduled for the end of August 2007.

   2. Language in which bids and requests for clarification of the conditions of tender must be written:

      German; the conditions of tender will only be available in German.

   3. Deadline for receiving requests for clarification of the conditions of tender:

      This is scheduled for the middle of September 2007; the exact date will be communicated to the selected participants together with the conditions of tender.

   4. Deadline for submission of bids:

      This is scheduled for the end of September 2007; the exact date will be communicated to the selected participants together with the conditions of tender.

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

      As in point 6(a)
      Requests for clarification may be submitted by post, fax or e-mail.
      Bids must be submitted by post. Bids submitted by fax or e-mail will be excluded.

8. Criteria for the award of contract
   

   The contract will be awarded on the basis inter alia of the following criteria:

   • High quality purchasing and production
   • High standards and freshness of produce
   • Nutritional, modern catering
   • Compliance with EPO catering policy

   The order of the award criteria does not indicate the weighting given to each of them.

9. Legal form of consortium in the event of a joint bid:

   Joint bids are permissible. The EPO intends to conclude the contract with a single bidder.

10. Period during which the bidder is bound by his bid:

    The period during which the bidder is bound by his bid is six months from the deadline for submitting bids given in point 7(d) and/or the conditions of tender.

11. Other information:

    The contract award is expected to take place in December 2007.

    Viewings of the premises concerned will be arranged for the selected participants.

    During the evaluation of the bids received, clarification talks and visits to references may take place.
    Any costs incurred by the bidders in this connection will not be reimbursed by the EPO.