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Published notice: International open invitation to tender no. 1338 (D - Munich)

Consultancy services relating to management / cost accounting and budget / cost accounting.

1. Awarding Authority:

   The European Patent Organisation (EPO) through the European Patent Office: Headquarters, Erhardtstrasse 27, 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 34 Member States (Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Norway, 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 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:

   International open invitation to tender with discretionary award of contract.
   

3. Description of the contract:

   1. Purpose of the contract:

      Consultancy services relating to management / cost accounting and budget / cost accounting.

   2. Division into lots:

      Lot 1: Support (mainly) by junior consultants who shall deliver certain reports and other deliverables relating to management or cost accounting.

      Lot 2: Support (mainly) by senior consultants concerning the production of deliverables relating to budget and cost accounting management issues.

      The lots may be awarded independently with lot 2 possibly being awarded to more than one contractor.

   3. Any deposits and guarantees required:

      not applicable

   4. Main terms concerning payment:

      30 days after delivery and receipt of an invoice in the correct form. Payment shall be considered as made in time if EPO's payment order reaches its bank within this period.

   5. Qualifications required by law:

      not applicable

4. Place and period of performance:

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

      The Consultancy Services will mostly be performed at the EPO headquarters in Munich; however, it may involve visits to The Hague, Vienna an Berlin.

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

      The Office intends to conclude 1-year work and service contracts with the possibility of an extension up to 5 years.

5. Variants:

   In order for your bid to be considered, you must submit a main offer. Proposals for variants may be offered separately, if applicable.

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
      Procurement department (4.4.4)
      Tender No.: 1338
      Erhardtstrasse 27
      D-80469 Munich
      Postal address: EPO, D-80298 Munich
      Fax: +49-89-2399-4497
      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:

      5 March 2008, 12.00 hrs (CET)

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

      12 March 2008, 12.00 hrs (CET)
      Questions must be submitted by letter, fax or e-mail.

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

      31 March 2008, 12.00 hrs (CET)
      two copies, in addition to the original bid to be marked as such and electronic form (CD or CD-Rom). The electronic version should preferably be in PDF format; if not, word-processed documents must be submitted in RTF format.
      Bids must be submitted by letter, not by fax or e mail.

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

      As in point 6(a).

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

      English
      The Procurement Documents will be available in English.

7. Legal form of the grouping 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 the obligations under the contract.

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

   See procurement documents, Part I (please fill in and sign Form A of the General Conditions of Tender and submit it together with your bid).

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:

    The bid will only be considered if it is complete; it must contain a completed and signed copy of Form A of the General Conditions of Tender (Part I of the procurement documents), meaningful answers to all questions contained in annex 1 of the Technical Conditions of Contract (Part IV of the procurement documents) and a completed version of the table of quotation (Annex 1 of the Technical Conditions of Contract). The award criteria are amongst others (the order does not suggest the weighting factors):

    • references
    • quality of the bid (approach; realistic time estimates regarding lot 1, qualification of core team (including language ability, proof of service continuity, bids that are clearly tailored to the needs described in the procurement documents will receive a higher quality grading)
    • price (daily rates, adequate balancing of Junior/Senior staff regarding lot 1, discounts regarding lot 2 or discounts offered if lot 1 and lot 2 are awarded will be considered).

11. Other information:

    It is intended to award the contract in April 2008.
    Before the EPO decides on the award of the contract it may request the short listed bidders to present their bids and their team to the EPO at the EPO's headquarters in Munich. Such presentations are intended to take place in March 2008. In this case the EPO may neither reimburse travel nor other costs incurred by the bidders.