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Published notice: International open invitation to tender no. 1291 (D - Munich)

Providing the EPO with insurance-brokerage

1. Awarding authority:

   European Patent Organisation (EPO), acting through the European Patent Office with its headquarters in D-80469 Munich, Erhardtstrasse 27; 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. It now has 32 member states (Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, 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:

   International open invitation to tender with discretionary award of contract.

3. Description of the contract:

   1. Purpose:

      Providing the EPO with the following insurance-brokerage services:

      • determining the cover needed
      • expert assistance in preparing and evaluating international tenders to secure cost-effective insurance contracts for the EPO
      • administering, processing and updating the EPO's insurance cover.

   2. Division into lots:

      Not applicable

   3. Deposits and guarantees required:

      Not applicable

   4. Main terms concerning payment:

      Commission on the insurance contracts signed.

   5. Qualifications required by law:

      Proof of registration with the competent authority under Article 7 of EU directive 2002/92/EC.

4. Place and period of performance:

   1. Place:

      European Patent Office
      Erhardtstrasse 27
      80469 Munich
      Germany

   2. Period:

      The contract will begin on 01.09.2007 and end on 31.12.2008. It will then be extended by one year, automatically and up to four times, unless one of the parties terminates it in writing no later than three months before it is due to expire. It will thus end, without needing to be terminated, on 31 December 2012 at the latest.

5. Variants:

   Not permitted

6. Requests for the Procurement Documents and receipt of bids:

   1. Name and address of department from which the Procurement Documents and clarifications of them may be requested:

      European Patent Office
      Central Procurement Department
      Tender No. 1291
      Erhardtstrasse 27
      D-80469 Munich
      Postal address: EPO, D-80298 Munich
      Fax: +49-89-2399-4497
      e-mail: mntenderclarifications@epo.org
      The Procurement Documents may be requested by letter, fax or e mail.

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

      13.08.2007, 12.00 hrs (CET)

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

      20.08.2007, 12.00 hrs (CET)

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

      31.08.2007, 12.00 hrs (CET)

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

      As in point 6(a)
      The bid must be filed in writing, in original form and by post; bids submitted by fax or e mail will be eliminated.

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

      Queries and bids may be drawn up in English or German. The Procurement Documents are available in English and German.

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

   If several bidders submit a joint bid, one must be designated as prime contractor responsible for performance of all obligations under the contract.

8. Information and evidence concerning the bidder's financial and economic standing and technical and professional competence:

   See Procurement Documents

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

   Six months as of final date for submitting bids

10. Criteria for the award of contract:

    The contract will be awarded on a discretionary basis. In taking its decision, the EPO will apply various criteria on the basis of the requirements set out in the Procurement Documents, the information given by bidders, and references taken up. In particular, the broker must

    • operate or work with offices in Germany, the Netherlands and Austria
    • provide proof of registration with the competent authority under Article 7 of EU directive 2002/92/EC
    • have proven experience of conducting international insurance tenders.

11. Other information:

    The contract is expected to be awarded by September 2007.
    The EPO may request shortlisted bidders to present their bid at its headquarters in Munich. It will not reimburse any costs they thus incur.