Provision of Document Processing and Data Handling Services (EPO-2018-0020)

Tender number: EPO-2018-0020
Section I: Contracting authority
I.1) Name and addresses Official name: European Patent Organisation

Postal address: Patentlaan 2
Postal code / Town: 2288 EE Rijswijk
Country: Netherlands
NUTS code: NL332
Contact person: Central Procurement
Telephone: +31 70340-2040
E-mail: dhtenderclarifications@epo.org
Internet address(es) Main address: (URL) http://www.epo.org/tenders
Address of the buyer profile: (URL) http://www.epo.org/tenders
I.2) Joint procurement  
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at: (URL) http://www.epo.org/tenders
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: (URL) https://www.epo.org/NetServer/
I.4) Type of the contracting authority European institution/agency or international organisation
I.5) Main activity Other activity: Patents
Section II: Object
II.1) Scope of the procurement  
II.1.1) Title: Provision of Document Processing and Data Handling Services
Reference number: EPO-2018-0020
II.1.2) Main CPV code: 79500000-9
II.1.3) Type of contract Services
II.1.4) Short description: Provision of document processing and data handling services, digitization of incoming paper documents, paper file related services and preparatory work for formalities officers, including related deliverables.
II.1.5) Estimated total value  
II.1.6) Information about lots This contract is divided into lots: Yes
Tenders may be submitted for: all lots

The contracting authority reserves the right to award contracts combining the following lots or groups of lots: One contract per lot shall be awarded, possibly to two different bidders, provided that sufficient bidders are eligible for the award of an Agreement. The two lots shall be evaluated separately.
II.2) Description  
II.2.1) Title: Lot 1- Services at EPO Munich, Germany
Los-Nr: 1
II.2.2) Additional CPV code(s) Main CPV code: 79500000-9
II.2.3) Place of performance  
NUTS code: DE212
Main site or place of performance: The services for Lot 1 shall be performed at the EPO premises in Munich, Germany.
II.2.4) Description of the procurement Service Group 1 (Digitisation of incoming paper documents):

Preparatory work on paper documents, i.e. date stamping, determination of status of document, assignment of document codes, indexing and scanning of documents, dispatch of scanned documents to storage and fax related activities.

Service Group 3 (Paper-file related internal tasks):

Tasks consist amongst others of creation of print jobs, initial paper file constitution, destruction of files, updating of existing paper files, maintenance of the central file store and Sequence Listing checks of printed files.
II.2.5) Award criteria Criteria below
Quality criterion
Name: Technical aspects, Weighting: 60.00


Price
Weighting: 40.00
II.2.6) Estimated value  
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system Duration in months: 36


This contract is subject to renewal: Yes
The contract will be concluded for a term of 3 (three) years, with three (3) possible extensions of 1 (one) year each, at the EPO’s discretion. There will be a transition period of 2 months after contract signature.
II.2.10) Information about variants Variants will be accepted: Yes
II.2.11) Information about options: Options: No
II.2.12) Information about electronic catalogues  
II.2.13) Information about European Union funds The procurement is related to a project and/or programme financed by European Union funds: No
II.2.14) Additional information: Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed.
II.2) Description  
II.2.1) Title: Lot 2 - Services at EPO The Hague, the Netherlands
Los-Nr: 2
II.2.2) Additional CPV code(s) Main CPV code: 79500000-9
II.2.3) Place of performance  
NUTS code: NL332
Main site or place of performance: The services for Lot 2 shall be performed mainly at the EPO premises in (Rijswijk) The Hague, the Netherlands.
II.2.4) Description of the procurement Service Group 2 (Digitisation of incoming paper documents):

Preparatory work on paper documents, i.e. date stamping, determination of status of document, assignment of document codes, indexing and scanning of documents, dispatch of scanned documents to storage, fax related activities and preparation of magazines.

Service Group 4 (Paper-file related internal tasks):

Tasks consist amongst others of creation of print jobs, initial paper file constitution, destruction of files, updating of existing paper files, maintenance of the central file store and Sequence Listing checks of printed files.

Service Group 5 (Preparatory work for Formalities Officers):

Tasks consist amongst others of creation of preparatory work for formalities officers like address matching DPCT, address matching SPQR, EP consistency checks, binding and sending certified copies.
II.2.5) Award criteria Criteria below
Quality criterion
Name: Technical aspects, Weighting: 60.00


Price
Weighting: 40.00
II.2.6) Estimated value  
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system Duration in months: 36


This contract is subject to renewal: Yes
The contract will be concluded for a term of 3 (three) years, with three (3) possible extensions of 1 (one) year each, at the EPO’s discretion. There will be a transition period of 2 months after contract signature.
II.2.10) Information about variants Variants will be accepted: Yes
II.2.11) Information about options: Options: No
II.2.12) Information about electronic catalogues  
II.2.13) Information about European Union funds The procurement is related to a project and/or programme financed by European Union funds: No
II.2.14) Additional information: Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation  
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers  
III.1.2) Economic and financial standing List and brief description of selection criteria: See procurement documents
Minimum level(s) of standards possibly required:
III.1.3) Technical and professional ability List and brief description of selection criteria: See procurement documents
Minimum level(s) of standards possibly required:
III.1.5) Information about reserved contracts  
III.2) Conditions related to the contract  
III.2.1) Information about a particular profession (only for service contracts)  
III.2.2) Contract performance conditions: 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 authorised to act on behalf of all members, must be submitted with the bid.
III.2.3) Information about staff responsible for the performance of the contract Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description  
IV.1.1) Type of procedure Open tender
IV.1.3) Information about a framework agreement or a dynamic purchasing system  
IV.1.6) Information about electronic auction  
IV.1.8) Information about the Government Procurement Agreement (GPA) The procurement is covered by the Government Procurement Agreement: No
IV.2) Administrative information  
IV.2.1)Previous publication concerning this procedure  
IV.2.2) Time limit for receipt of tenders or requests to participate Date and local time: 07.05.2019 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted EN,
IV.2.6) Minimum time frame during which the tenderer must maintain the tender Tender must be valid until: 07.11.2019
IV.2.7) Conditions for opening of tenders Day: 07.05.2019, Local time: 13:30
Persons authorised to be present at the opening of tenders: No
Section VI: Complementary information
VI.1) Information about recurrence This is a recurrent procurement: No
VI.2) Information about electronic workflows Electronic invoicing will be accepted
VI.3) Additional information Only electronic bids may be submitted. Please note that a qualified electronic signature is required as specified on EPO's website: http://www.epo.org/about-us/tenders/signatures.html

Final date to download the Procurement Documents:
06.05.2019 23:30

Final date for receipt by the EPO of requests for clarification:
08.04.2019 12:00
Questions must be submitted via the Bidding Cockpit.

Please note that questions submitted after the deadline for receipt of requests for clarification will not be answered. Downloading the Procurement Documents after this date does not extend the deadline. However, after expiry of the deadline you may request to receive the list of questions submitted by others and the corresponding clarifications using the messaging functionality in the Bidding Cockpit.
VI.4) Procedures for review  
VI.4.1) Review body Official name: See General Conditions of Tender
Postal address: not applicable
Postal code / Town: not applicable
Country: Netherlands



Internet address: (URL) http://www.epo.org/about-us/tenders/general-conditions
VI.4.2) Body responsible for mediation procedures Official name: not applicable
Postal address: not applicable
Postal code / Town: not applicable
Country: Netherlands
VI.4.3) Review procedure Precise information on deadline(s) for review procedures: Volumes mentioned in the Procurement Documents are indicative and may change during the contract period.
Please note that EPO's procurement procedures are governed solely by EPO's own procurement rules. The relevant rules are described in the EPO's General Conditions of Tender, which are available at the EPO's website http://www.epo.org/about-us/tenders/general-conditions.
VI.4.4) Service from which information about the review procedure may be obtained
Official name: Central Procurement
Postal address: European Patent Office
Postal code / Town: 80298 Munich

Country: Germany
VI.5) Date of dispatch of this notice: 11.03.2019


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