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Published notice: International open invitation to tender no. 2007/0864/Tp (NL - The Hague)

Provision of maintenance of technical installations of the European Patent Office at The Hague premises, the Netherlands

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:

      Provision of maintenance of technical installations of the European Patent Office at The Hague premises, the Netherlands

   2. Division into lots: Not applicable.

   3. Any deposits and guarantees required:

      A bank guarantee equal to 5% of the contract value over its fixed term plus 45% calculated over the wage component of the contract sum for one year shall be required. The bank guarantee shall expire at the end of the liability period.

   4. Main terms concerning payment:

      Payments will be made in instalments following completion and acceptance of works.

   5. Qualifications required by law:

      The contractor must be eligible for permits issued by the local authorities in order to carry out the works. In the case permits need to be issued to the EPO, the contractor shall be able to procure any such necessary permits on behalf of the EPO.

4. Place and period of performance

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

      European Patent Office
      Branch office in The Hague (NUTS-code NL332)
      Patentlaan 2
      NL-2288 EE Rijswijk (ZH).

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

      The contract shall begin following the signature of the Agreement by both parties and shall have a fixed term until 31 January 2011. The EPO has an exclusive option to extend the contract by periods of 12 (twelve) months for maximum of 3 (three) times.

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 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
      Attn. Mr M.K.R. Körner (# 864/07/Tp)
      Patentlaan 2, NL-2288 EE Rijswijk (ZH)
      P.O. Box 5818, NL-2280 HV Rijswijk (ZH)
      Fax No. +31 70 3403977.

      Procurement Documents will be forwarded upon written or faxed request. 

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

      14 April 2008, 12.00 hrs (CET).

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

      Questions must be submitted by letter or fax no later than 29 April 2008,

      17.00 hrs

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

      10 June 2008, 12.00 hrs (CET).

      Two copies, in addition to the original bid to be marked as such.

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

      See point 6(a).

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

      English, French or German.

      The Procurement Documents will only 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

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

   9 (nine) months following the final date for receipt of bids indicated in point 6(d).

10. Criteria for the award of contract

    The contract shall be awarded to the bidder whose bid is to be preferred having regard to the bidder's:

    • proposed project team e.g. the deployment of subcontractors;
    • experience with similar projects;
    • references of previous contracts awarded in the field of Maintenance of Technical Installations,
    • compliance with the provisions of the Procurement Documents;
    • organizational ability;
    • presentation of the bid;
    • price in relation to the offered Works;
    • proven experience with International Organisations.

    Additionally, the following conditions apply:

    • the bidder shall have a fully equipped and permanently occupied office in the Netherlands;
    • the value of the bid, based on a 24 (twenty-four) months contract, shall not exceed 20% of the bidder's turnover of the previous year, as evidenced in the bidder's audited annual accounts.
    • In case bids prices deviate more than 10% from the average bid, the bid will be excluded. The average bid price will be calculated by adding all bids prices and dividing this sum by the number of bids received.

11. Other information

    Contract award is expected to take place in February 2009.

    A site visit will be organised on 28 April 2008 from 09.30 hrs to 17.00 hrs (CET).