Published notice: Open invitation to tender no. 2576 (D - Munich)

Provision for the Logistic Centre, internal messenger, mailroom, goods entrance, transport, supply store and general 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, Republic of 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.

  2. Award procedure:

    Open invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      provision for the Logistic Centre, internal messenger, mailroom, goods entrance, transport, , supply store and general support services

    2. Division into lots:

      Not applicable

    3. Any deposits and guarantees required:

      Not applicable

    4. Main terms concerning payment:

      Within 30 days of receipt of the correct invoice

    5. Qualifications required by law:

      The Contractor's staff working in the mailroom, transport and at the goods entrance shall be in possession of all the appropriate licenses and permits which are required for fulfilling this contract, e.g. the operation of the x-ray scanning equipment

  4. Place and period of performance:

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

      European Patent Office
      Branch Office, Munich

      • Isar, Bob-van-Benthem Platz 1,80469 Munich
      • PH phases 1-6, Bayerstrasse 34, 80335 Munich
      • PH phase 7, Bayerstrasse 115,80335 Munich
      • PH phase 8, Grasserstrasse 9, 80335 Munich
    2. Duration of contract

      The contract shall have a basic term of 5 (five) years fix-term starting 01 April 2019.

  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
      PD48 Central Procurement
      Tender No. 2576
      Patentlaan 2, NL-2288 EE Rijswijk (ZH), the Netherlands


      Procurement Documents will be forwarded upon email request and will be despatched by email.

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

      19 April 2018, 12.00 hrs (C.E.T)

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

      14 May 2018, 12.00 hrs (C.E.T)

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

      30 May 2018, 12.00 hrs (C.E.T)

      Bids must be submitted in original and a copy on an electronic data medium (CD-ROM, USB stick),

      In case of discrepancies between the original (paper copy) and electronic copy of the bid, the original (paper copy) prevails.

    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 E-Mail. Bids submitted by fax or E-Mail will be excluded.

    6. Language in which the request for participation, for clarification and Bids must be drawn up:

      English; the Procurement Documents will be available in English and German.

  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 selection questionnaire and any additional questionnaire(s) included in the Procurement Documents.

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

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

  10. Criteria for selection of the Bidder:

    The bidder shall meet requirements concerning general and administrative aspects, economic and financial capacity and technical and professional capacity (selection criteria), the main elements of which are the following:

    1. The bidder must be in possession of a quality certificate based on the NEN-EN and/or ISO 9001-2015 "Quality Management Systems - Requirements", which relates to the nature of the work. This certificate must be issued by a certification institute accredited for that purpose by a national accreditation institute (in the Germany: Deutsche Akkreditierungsstelle GmbH") or is third party certified by any other quality management system
    2. The bidder declares that the company is not bankrupt or being wound up, have ceased or suspended business activities, is being administered by courts or have entered into arrangements with creditors or analogous situations.
    3. Confirmation that bidder will deliver the services as stated in the Technical Conditions (Part 1 of the tender documents)
    4. Are ALL of your organisation's directors, partners or associates free of conviction of a criminal offence relevant to the business or profession?
    5. Please confirm that the bidder has fully complied with its obligation to pay wage tax and social security contributions, Please provide proof thereof relating to the last 4 quarters.
    6. The bidder declares that it hasn't been convicted of an offence concerning their professional conduct by a judgement that has the force of ‘res judicata'
    7. The bidder declares and shall demonstrate that its company is insured for the companies activities, both for public and professional liability;
    8. The bidder declares to have the required resources available for performing the works in a given period
    9. It is highly desirable that the bidder is in possession of a valid ISO 14001 – certificate
      This certificate must be issued by a certification institute accredited for that purpose by a national accreditation institute
    10. The bidder must check and if possible optimise all current working processes making use of all possible organisation synergies.
    11. The bidder declares that it will provide to the EPO a customised Quality Management Manual to be compiled for the entire range of services to be rendered.
    12. The bidder declares that staff on-site for the services is in possession of a certificate of good conduct.
    13. The bidder declares that its staff have to wear uniform working clothes
    14. The bidder declares to take part in a monthly meeting between the Contractor and the Client

  11. Criteria for the award of contract:

    The contract shall be awarded (award criteria) to the bidder whose bid is to be preferred having regard to the bidder's ability to meet the requirements of the EPO to be measured by:

    • Financial aspects: 60%
    • Technical and organisational features 30%
    • Bid clarification 10%

  12. Other information:

    Contract award is expected to take place in 4th Quarter 2018 with expected start of the requested services 1 April 2019.

    Individual site visits will be organised on 24 April 2018 at the EPO premises in Munich.

    Companies who file a valid bid will be invited for Bid Presentation on 4 and 5 June 2018 at the EPO premises in Munich

    The EPO reserves the right not to award the contract

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