Published notice: Open invitation to tender no. 2557 (D - Munich)

CAD/CAE support services

  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 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 may change.)

  2. Award procedure:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      CAD/CAE support services
      The contract is worth approx. EUR 500 000.

    2. Division into lots:


    3. Any deposits and guarantees required:


    4. Main terms concerning payment:

      Within 30 days of receipt of a correct invoice.

    5. Qualifications required by law:


  4. Place and period of performance:

    1. Place: The following European Patent Office buildings in Munich:

      • PschorrHöfe, Bayerstrasse 34, 80335 Munich
      • Phase 7, Bayerstrasse 115, 80335 Munich
      • Phase 8, Grasserstrasse 9, 80339 Munich
      • Isar, Bob-van-Benthem-Platz 1, 80469 Munich
    2. Duration of contract or time limit for delivery or completion of services/work:

      • The contract will begin on 1 April 2018.
      • The contract will end on 31 March 2023.

  5. Proposals for variants:

    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
      Central Procurement
      Tender No. 2557
      Bob-van-Benthem-Platz 1
      D-80469 Munich

      Fax: 089 2399-4145


      The Procurement Documents may be requested by letter, fax or email.

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

      19 January 2018, 12.00 hrs (CET)

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

      26 January 2018, 12.00 hrs (CET)
      Requests for clarification must be submitted by letter, fax or email.

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

      9 February 2018, 12.00 hrs (CET)
      Only the original bid should be submitted (no copies).

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

      As in point 6 a).
      Please submit bids by post only, and not by fax or email. Bids submitted by fax or email will not be considered.

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

      The Procurement Documents will be available in German 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 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 at will not be considered for contract award.

    Bidders' know-how, capacity and reliability to fulfil the contract will be assessed on the 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 from receipt of the bid.

  10. Criteria for the award of contract:

    • How many staff does your company have? How many will you deploy to the EPO?
    • Please state the length of your company's experience to date with Archibus (see point 4.9 of the specification).
    • Please state the length of your company's experience to date with SharePoint (see point 4.10 of the specification).
    • Please state the length of your company's experience to date with AutoCAD (see points 4.1 to 4.7 of the specification). Please provide a sample schematic drawing/overview of a technical system.
    • Please supply a list of reference properties where you already provide these services.
    • How do you respond to a high volume of work? How do you organise your operations in cases of staff leave or illness?
    • Using an organisational chart, please describe your company's distribution of tasks and your service provision concept for the EPO.
    • Price

    The ratio of price to technical criteria is 40:60.

  11. Other information:

    Contract award is currently expected to take place in the first quarter of 2018. The contract is expected to begin on 1 April 2018.

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