Published notice: Open invitation to tender no. 2619 (NL - The Hague)

Delivery, installation and maintenance of Audio and Video equipment in the new office building NewMain at the premises of the European Patent Office in Rijswijk, The Netherlands.

  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:

      Delivery, installation and maintenance of Audio and Video equipment in the new office building NewMain at the premises of the European Patent Office in Rijswijk, The Netherlands.

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      Upon request of the EPO, a bank guarantee equal to 5% of the contract sum shall be issued. The bank guarantee shall expire at the end of the liability period.

    4. Main terms concerning payment:

      Payments shall be made in instalments, following completion and acceptance of the deliveries and works. Payments to maintenance shall be made in instalments per 6 months for the items concerned, related to that period.

    5. Qualifications required by law:

      Bidders shall be knowledgeable with regard to the relevant Dutch regulations and safety procedures, including guidelines for building and electrical materials. In the case permits need to be issued to the EPO, the Bidder shall be able to procure any necessary permits on behalf of the EPO

  4. Place and period of performance:

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

      European Patent Office
      Branch office in Rijswijk,
      Patentlaan 2,
      NL- 2288 EE Rijswijk, The Netherlands

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

      12 months from signature of contract by both parties for the delivery and installation of Audio and Video equipment and for the maintenance of Audio and Video until 31 December 2019

  5. Variants:

    are allowed in addition to a complete filled-in Offer Form as requested.

  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. 2619
      Patentlaan 2,
      NL- 2288 EE Rijswijk, The Netherlands

      Postal address:
      P.O. Box 5818,
      NL- 2280 HV Rijswijk, The Netherlands


      Procurement Documents will be forwarded upon written or E-Mail request after the deadline for receipt by the EPO of requests for the Procurement Documents

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

      Tuesday, 20 March 2018, 12.00 hrs (CET)

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

      Monday, 09 April 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:

      Wednesday, 25 April 2018, 12.00 hrs (CET)
      Bids must be submitted in original.

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

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

  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, in order for the EPO to have a single point of contact, 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:

    The period is six months according to the EPO's General Conditions of Tender: here, refer to the six-month period or to a different one as appropriate. Indicate that the period starts as from the final date for receipt of bids.

  10. Selection criteria for 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. Technical and professional capacity,

      1. Bidder must be in possession of a Quality Management Systems (e.g , NEN-EN and/or ISO 9001-2008 or alike), which relates to the nature of the work. This certificate must be issued by a certification institute accredited for that purpose by a (inter)national accreditation institute (in the Netherlands: the Dutch Accreditation Council/"Raad voor Accreditatie") or is third party certified by any other quality management system
      2. Bidders shall confirm that the Device Software/Firmware will be upgradable (to Technical Conditions, Part 1 of the Procurement Documents)
      3. Bidder shall confirm the service as a hole shall comply with the EPO Security Policy (see Appendix 7 of the Technical Conditions)
      4. Bidder confirms to be a member of any professional associations or guarantee schemes relating to Audio Visual Engineering, programming and installation. Bidder confirms that bidder is capable of and will deliver, install and maintain the Audio and Video equipment in office building NewMain as stated in the Technical Conditions (Part 1 of the tender documents).
      5. Bidder confirms to (must) deliver the solution for the EPO’s TEST-Environment (including licences and equipment that will remain for test-purposes of the initial delivery and the following deliveries for adaptive, preventive and corrective maintenance). This delivery for the test environment must be used by the EPO for acceptance, testing before the delivered solution or any future change will be finally accepted and used in production. The EPO will test the delivery with the focus on IT-Operations, Service, Performance and Information Security. During this test, it will verify, among other things, whether the requirements set out have been met. The Bidder shall integrate the solution to the EPO acceptance test infrastructure ready for the acceptance test execution. This will only be relevant for the equipment which is connected to EPO LAN Network.
      6. Bidder confirms that bidder is capable of and will deliver, install and maintain the Audio and Video equipment in office building New Main as stated in the Technical Conditions (Part 1 of the tender documents)
      7. Bidder confirms that bidder's staff are proficient in written and speak in at least one of the EPO's official languages (French, English and German).

      b) Economic and Financial capacity,

      1. 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.
      2. Relating to the value (amount) of the bid filled to this Tender, Bidder declares and shall demonstrate that he (or the holding he belongs to) achieved a turnover on delivery, installation and maintenance of Audio and Video equipment shall not be more than 30% of the annual turnover (excluding VAT) per year during the last three financial years
      3. Bidder declares and shall demonstrate that his company is insured for its activities, both for public and professional liability.

      c) Legal Requirements and regulatory capacity,

      1. Bidder declares registered with the relevant tax authorities.
      2. Confirmation 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.
      3. Bidder declares that ALL of your organisation's directors, partners or associates should be free of conviction of a criminal offence relevant to the business or profession?
      4. 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'
      5. Bidder confirms to be able to produce certificates drawn up by independent bodies attesting that bidder complies with the required environmental management systems or standards?

      Fulfilment to the requirements shall not be part of the award procedure, by means, shall not be awarded with scoring points or percentages.

      No fulfilment to the requirements could be a knock out criteria and could lead to exclusion of your bid upon further discretion of the EPO.

  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: 40%
    • Technical and organisational merits 60%
    • Q-A1 references of the company and particular expertise in performing installation and maintenance of Audio and Video equipment, and what makes your company stand out as possible contractor
    • Q-A2 references with comparable, very similar works.
    • Q-A3 Plan of Approach, consists of a. Appraisal Network AV system High level design, b. Appraisal AV installations High level design, c. Project team, d. Cooperation with other relevant contractors (Electrical and IT related installation suppliers/contractors)
    • Q-A4 maintenance plan
    • Q-A5 High level Network design
    • Q-A6 details the requirements of any virtual servers required for the provision of their management, archiving and recording servers.
  12. Other information:

    Contract award is expected to take place during Q2-2018.

    EPO’s procurement procedures are governed solely by EPO’s own procurement rules.

    A bidders' information meeting will be held in the European Patent Office in Rijswijk.

    The date and time will be announced in the letter of invitation to tender as part of the Procurement Documents.

    CPV code(s): 32340000-8

    NUTS-Code: NL332 Agglomeratie 's-Gravenhage (The Hague)

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