Published notice: Restricted invitation to tender no. 2690 with preceding prequalification procedure (D - Munich)

Provision of Asset Manager Services for Investment Funds Management

  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:

    Restricted invitation to tender with discretionary award of contract.

  3. Description of the contract:

    1. Purpose of the contract:

      Provision of Asset Manager Services for Investment Funds Management

    2. Division into lots:

      Not applicable.

    3. Any deposits and guarantees required:

      “will be defined in tender documents”

    4. Main terms concerning payment:

      Within 30 days of completion and acceptance.
      Recurring charges: monthly in arrears

    5. Qualifications required by law:

      As applicable for provision of professional financial services (see also pre-selection criteria under point 11).

  4. Place and period of performance:

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

      Delivery at your premises, with occasional meetings at one of the EPO sites.

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

      The contract shall have a three-year-duration from contract signature.

  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. Pre-selection and Tender Procedure:

    1. Final date for reply to Pre-Selection Questions (see point 11 of this Published Notice):

      28 February 2018, 14.00 hrs (CET)

      Interested parties may show their interest in participating in this tender procedure by replying to the Pre-Selection Questions as described under point 11 (Other Information) to the e-mail address listed under point 6e of this Published Notice.

      Please follow the instructions on the questionnaire carefully, complete and sign the resulting document and send it to the EPO:

      Scan the completed and signed questionnaire and relevant information. Send the documents to the postal address and the scan to the e-mail address listed under point 6e of this Published Notice by the date stated above

      As clarification of answers to the Pre-Selection Questions might be required, the EPO would appreciate it, if interested parties submit their questions to the Pre-Selection Questions by latest 21.02.2018; 12:00 (CET) in order to maintain subsequent timelines.

    2. Dispatch of Procurement Documents:

      The Procurement Documents will only be made available to up to 15 potential bidders. The eligible participants will be selected based on an initial evaluation of the responses to the questionnaires. This pre-selection will be measured based on:

      • Criteria under point 11: 50%
      • Other information detailed in the questionnaire: 50%

      The distribution of the Procurement Documents to the selected participants is provisionally scheduled for 01.03.2018.

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

      • Provisionally scheduled for 09.03.18. The exact date will be communicated to the eligible participants with the dispatch of the Procurement Documents.
      • Questions must be submitted by letter or E-Mail.
    4. Final date for receipt of bids / number of copies to be sent:

      • Provisionally scheduled for 22.03.18. Exact date will be communicated to the eligible participants with the dispatch of the Procurement Documents.
      • Bids shall be submitted in one original with price information (offer form and any supporting documents) and one copy, to be filed on data carrier, without price information as searchable PDF.
    5. Address to which the requests for clarification, pre-selection answers and bids must be sent:

      European Patent Office
      (2690 Selection)
      Central Procurement
      Bob-van-Benthum-Platz 1
      80469 München


      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, pre-selection answers and bids must be drawn up:

      The Questionnaire & Procurement Documents will be available in English 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 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 Point 11 of this Published Notice 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:

    Six months following the final date for receipt of bids which will be indicated with the dispatch of the Procurement Documents.

  10. Criteria for the award of contract:

    The contract shall be awarded (award criteria) to up to three bidders 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: 30%
    • Technical aspects: 70%

  11. Other information:

    If interested in participating in this tender, parties shall send their reply to the questions below in a table format, including requested evidence to the e-mail address mentioned under point 6e of this Published Notice within the notice mentioned under point 6a:

    Pre-Selection Questions

    Economic and Financial Capacity of the bidder

    1. Please confirm that you have at least a track record of 5 years in Multi-Asset-Strategies.
    2. Please confirm that your company is not bankrupt or being wound up, has ceased or suspended business activities, is being administered by courts or has entered into arrangements with creditors or analogous situations.
    3. Please confirm that the EPO may run a solvency check on your company via an external source.
    4. Please supply details and the name(s) of the representative(s) authorised to sign on behalf of your company, together with a recent excerpt from the commercial or similar register for your company (where so needed supplemented by additional information). In case the register does not specify this concretely, please arrange for a power of attorney.

    Technical and Professional Capacity of the bidder:

    1. Please confirm that you have the ability to actively manage the majority of asset classes within a Multi-Asset-Strategy.
    2. Please confirm that you can implement your Multi-Asset-Strategy with a German KVG as a sub-segment of a Master-KVG, i.e. as a segregated account.
    3. Please confirm that you have the ability to implement a mandate with access to a broad range of economic return drivers (at least Global Equity, Global Bonds, Global Credit). Please confirm that you can gain market exposure in Multi-Asset-Strategies primarily through non-derivative (cash) instruments.
    4. Please provide a minimum of three references/ written customer testimonials from previous customers to whom the bidder has provided similar services within Europe.

      The following structure should be used:
      • General info:
        Organisation name/ Country locations/ Business sector;
      • Details:
        Service descriptions and main technical details of the service provided / Service period

      Please observe Points 6(b) and 6(c) of this Published Notice for the follow up to the above.

      Contract award is expected to take place in June 2018.

Quick Navigation