Published notice: Open invitation to tender no. 2085 (NL - The Hague)

Provision by the Contractor to the EPO of IT Security & System Quality Assessment Services - upon commissioning by the EPO.

  1. Awarding Authority:

    The European Patent Organisation (EPO) acting through the European Patent Office: Headquarters, Bob-van-Benthem-Platz 1, 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 38 Member States (Albania, Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, Finland, Former Yugoslav Republic of Macedonia, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Monaco, Netherlands, Norway, Poland, Portugal, Romania, San Marino, Serbia, 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:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      Provision by the Contractor to the EPO of IT Security & System Quality Assessment Services - upon commissioning by the EPO.

      This Open invitation to tender will result in a guaranteed total contract volume of:

      • 1600 working days for Lot 1 - Security Analysis and Audit
      • the equivalent of 1200 working days for Lot 2 - Software Security, Privacy and System quality
      • 1650 working days for Lot 3 - Penetration Testing and Vulnerability Assessment

      The total contract value may add up to a maximum of EUR 10,5 Mio considering all 3 lots combined. These figures are indicative and not binding to the EPO.

    2. Division into lots: Not applicable.

      3 Lots (three):

      Lot 1: Security Analysis and Audit
      Services for analysis, audit activities and drafting of documentation concerning:

      • Security strategy
      • Security policies
      • Security risk management
      • Security audit
      • Security technology study.

      Lot 2: Software Security, Privacy and System quality
      Supporting the solution delivery process of new systems and existing systems already running in the production environment and for the delivery independent security assessment, in particular:

      • White Box testing Security strategies
      • Secure System Development Life Cycle implementation
      • Secure System Development Life Cycle Support.

      Lot 3: Penetration Testing and Vulnerability Assessment
      Support services in order to assess the risks of systems during their development lifecycle or for critical existing systems in order to assess, whenever required, the existing security posture of the organisation.

      The main category of activities includes:

      • Penetration Testing
      • Vulnerability Assessment.

      Bidders may submit offers for one or any number of Lots. It is planned to award one contract per lot and the contracts can be awarded to the same Contractor.

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Payment will be made within 30 (thirty) calendar days following acceptance of delivered work and receipt of the invoice in the correct form.

    5. Qualifications required by law:

      Not applicable.

  4. Place and period of performance:

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

      European Patent Office’s branch in Rijswijk, South-Holland, (NUTS-Code NL332 Greater The Hague area)

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

      5 (five) years from entry into force of the contract with the EPO.

  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
      Jean-Philippe Goepfert
      PD48 Central Procurement
      Tender No.2085
      Patentlaan 2,
      2288 EE Rijswijk, The Netherlands


      Procurement Documents will be forwarded upon written or E-Mail request.

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

      25 May 2018, 12.00 hrs (CET)

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

      11 June 2018, 12.00 hrs (CET)
      Questions must be submitted by letter or E-Mail.

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

      03 July 2018, 12.00 hrs (CET)
      Bids must be submitted in signed paper original plus an electronic version of all documents on a data-carrier.

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

      As in point 6(a).

      • Please submit requests for clarification in writing, preferably by e-mail.
      • Please submit bids by post only and not by E-Mail. Bids submitted by fax or E-Mail will be excluded.
    6. Language or languages in which requests for clarification and bids must be drawn up:

      English. The Procurement Documents will be available in English only.

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

    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 that is authorised to act on behalf of all members, must be submitted with the bid.

  8. Criteria for assessing bidders' know-how, capacity and reliability to fulfil the contract:

    Bids from bidders who do not fulfil the selection criteria stated in the Procurement Documents and/or whose circumstances are such as seriously to call into question their financial and professional reliability (see Article 2 of the General Conditions of Tender, available under will not be considered for contract award.

    Bidders' know-how, capacity and reliability to fulfil the contract will be assessed on basis of the information and evidence submitted in reply to the questionnaire in Annex 1 to the General Conditions of Tender and any additional questionnaire(s) included in the Procurement Documents.

  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 contract will be awarded to the bidder whose bid is the most economically advantageous bid having regard to the bidder's ability to meet the EPO's needs and requirements to be measured by:

    • Financial criteria: 40%
      The EPO will assess both the offered prices for the “Task Daily Rate (Lot 1 and 3) respectively “Task Rates” (Lot 2) and the “Sample Scenarios”.
    • Technical criteria: 60%
  11. Other information:

    Contract award is expected to take place in September 2018.

    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

Quick Navigation