Published notice: Open invitation to tender no. 2603 (D - Munich)

Planning work concerning the EPO office buildings in Munich, specifically project planning for technical equipment: CPV: 71240000-2, 71321000-4, 71356000-8

  1. Awarding Authority:

    The European Patent Organisation (EPO), acting through the European Patent Office, with headquarters at 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, 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). Its executive body is the European Patent Office, which is responsible for carrying out searches and examinations of European patent applications and for granting 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:

      Planning work concerning the EPO office buildings in Munich, specifically project planning for technical equipment:
      CPV: 71240000-2, 71321000-4, 71356000-8

    2. Division into lots:

      • Lot 1: Facility Groups 1, 2 and 3 (sewage, water or gas facilities, heat supply facilities, ventilation systems) to HOAI appendix 15.2 project list of the technical equipment
      • Lot 2: Facility Groups 4, 5 and optional 8 (power installations, telecommunications or information technology facilities, building automation) to HOAI appendix 15.2 project list of the technical equipment
    3. Any deposits and guarantees required:

      Not applicable

    4. Main terms concerning payment:

      Within 30 days of receipt of a verifiable invoice

    5. Qualifications required by law:

      Not applicable

  4. Place of performance and period for provision of services:

    1. Place where the contract is to be performed:

      Buildings of the European Patent Office in Munich, NUTS DE212

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

      Fixed five year term from signature of contract.

  5. 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 2603)
      Bob-van Benthem-Platz 1
      80469 Munich


      The Procurement Documents may be requested by letter or email.

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

      20th December 2017, 12.00 Hrs (CET)

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

      17th January 2018, 12.00 hrs (CET)
      Questions must be submitted by letter, fax or email

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

      13th February 2018, 12.00 hrs (CET)
      Bids must be submitted as a signed hard copy, together with an electronic copy on a data carrier.

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

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

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

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

  10. Selection criteria for the Bidders:

    • Professional indemnity insurance covering up to EUR 2m for personal injury and EUR 500 000 for other damage
    • Office located within 100 km of Munich city centre
    • Fluent business German
  11. Criteria for the award of contract:

    The overall assessment of bids will be weighted as follows:

    • 45% price (fee, lump sum for project familiarisation, hourly rates)
    • 45% quality (capacity, expertise and references)
    • 10% offer for both lots
  12. Other information:

    The award of contract is currently planned for spring 2018.

    Site visits of the European Patent Office´s premises Munich will take place in week 2 of 2018.

    In order to avoid interfaces the European Patent Organisation is prioritising bidders which are able to offer for both lots. If a bidder is qualified only for one lot, it is possible for him to contract a working community with another engeneering office or a constellation of one main with a sub contractor.

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