Published notice: Call for competition tender no. 2599 (D - Munich)

Ergonomic 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 6700 staff at EPO headquarters in Munich, a branch at The Hague/Rijswijk (NL) and sub-offices in Berlin and Vienna.

  2. Award procedure:

    Competitive procedure with negotiation

  3. Description of the contract:

    1. Purpose of the contract:

      In the last 7 years ergonomics in the Office were supported by two external part-time ergonomist, one in The Hague, one in Munich. Besides giving professional advice to all internal stakeholders, they were also coordinating ergonomically trained internal staff (ErgoWucs) that have the task to advise their colleagues.

      The EPO is now seeking an ergonomics service that continues supporting management in maintaining and improving a high standard of ergonomics and advises and supports staff in making the best use of it. Muscular-skeletal disorders formed the largest diagnose group in staff seen by the occupational health in 2017.

      The service will be associated with the Health & Safety department, but has to actively cooperate with all relevant internal stakeholders such as the Patent Granting Process unit and the Corporate Services (Facility Management, IT).

    2. Division into lots:

      • Lot 1: Ergonomic Services in Munich
      • Lot 2: Ergonomic Services in The Hague

    3. Any deposits and guarantees required:

      Not applicable.

    4. Main terms concerning payment:

      Within 30 (thirty) calendar days of receipt of a correct invoice

    5. Qualifications required by law:

      Please see the Procurement Documents

  4. Place and period of performance:

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

      • Lot 1: European Patent Office, Munich, Germany
      • Lot 2: European Patent Office, The Hague/Rijswijk, Netherlands

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

      Contract duration will be 2 (two) years, with 3 optional extensions of 1 (one) year each at the EPO's discretion.

  5. Details of the procedure:

    1. The scope of negotiation:

      The ergonomic concept and the implementation of the ergonomic concept
      Price of the provided services, price of the concept

    2. Information about successive stages of negotiation and reduction of number of bids:

      Yes, 3 successive stages of negotiation with the possibility to reduce the number of bidders

    3. Reservation of the possibility to award the contract without negotiation:

      The contract can be awarded without negotiation or with less than 3 (three) negotiation rounds)

  6. Requests to participate in the competitive procedure with negotiation, language

    1. Final date for receipt of requests to participate in the competitive procedure with negotiation and any information and evidence required under point (d) below, which must accompany the request:

      25.06.2018 12:00 CEST

    2. Name and address of department to which they must be sent:

      European Patent Office
      Central Procurement
      Tender No. 2018/2599
      Bob-van-Benthem-Platz 1
      D-80469 Munich

      Please submit requests for clarification in writing, preferably by e-mail.

    3. Language(s) in which requests to participate and bids must be drawn up:


    4. 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.

  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. Period during which the bidder is bound by his initial/final bid:

  8. Period during which the bidder is bound by his initial/final bid:

    Six months following the final date for receipt of bids indicated in the invitation to submit a bid going to preselected bidders

  9. Criteria for the award of contract:

    • Financial criteria: 40%
    • Technical criteria: 60%

    For further information see Procurement Documents

  10. Other information:

    The tender will be conducted in two distinctive phases.

    1. Phase 1 – Preselection (open to all interested market parties)

      Interested market parties can request Procurement Documents by 26 June 2018 (see 6. (a)) and complete and submit preselection documentation by 09 July 2018. Based on the submitted references, the answers to the EPO’s questions, and the equipment and design proposals, the EPO shall proceed to inviting the approximately five most promising potential bidders for Phase 2.

    2. Phase 2 – Bids and presentation (open to approximately five preselected potential bidders)

      Based on the evaluation of the preselection documents, the negotiation rounds and the submitted bids, the EPO will proceed to assessment and invite the final contenders to present their bid.

      The bid attracting the highest cumulative assessment scores will be proposed for contract award around mid-December 2018. Entry into force of the Agreement is foreseen for approximately on 01. January 2019.

      Contrary to the filing of the preselection documents, the bids submitted by preselected bidders in the bidding phase may on no account be filed by e-mail as this is an exclusion ground. Paper bids submitted by postal or courier services need to also contain an electronic version on data carrier.

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