181379-2015: Germany-Munich: Outsourcing of Events Logistics


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OPEN INVITATION TO TENDER No. 1838 – Outsourcing of Events Logistics

 1.Awarding Authority:

The European Patent Organisation (EPO), acting through the European Patent Office: Headquarters, Bob-van-Benthem-Platz 1, 80469 Munich, Germany, Postal address: EPO, 80298 Munich, Germany.
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 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 members indicated may change).

 2.Award procedure:

Open invitation to tender with discretionary award of contract.

 3.Description of the contract:

(a) Purpose of the contract:

Outsourcing of Events Logistics:

The EPO organises a number of annual events with external stakeholders, comprising local organisation (by the contractor) and individual event content definition (by the EPO).

(b) Division into lots:

Not applicable.

(c) Any deposits and guarantees required:

Not applicable.

(d) Main terms concerning payment:

Within 30 days of receipt of a correct invoice

(e) Qualifications required by law:
Not applicable.

 4.Place and period of performance:

(a) Place(s) at which the contract is to be performed:

Headquarters as in 1,

Branch office in Rijswijk NL,

Sub-office in Vienna AT, and

Sub-office in Berlin DE and

Sub-office in Brussels BE

plus multiple international event locations

(b) Duration of contract or time limit for delivery or completion of services/work:

Duration is 1 year (fixed), with 4 optional extensions of 1 year each.


Not permitted.

 6.Requests for the Procurement Documents and receipt of bids:

(a) Name and address of department from which the Procurement Documents and clarification of the Procurement Documents may be requested:

European Patent Office

Central Procurement (Dept. 4.8.1)

Tender No.1838

Bob-van-Benthem-Platz 1,

80469 Munich


E-Mail: mntenderclarifications@epo.org

Procurement Documents will be forwarded upon written, or E-Mail request.

(b) Final date for receipt by the EPO of requests for the Procurement Documents:

– 11.6.2015 (12:00), CET

(c) Final date for receipt by the EPO of requests for clarification:

– 18.6.2015 (12:00), CET

– Questions must be submitted by letter, or E-Mail.

(d) Final date for receipt of bids/number of copies to be sent:

– 2.7.2015 (12:00), CET

– Bids must be submitted in original.

(e) 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 E-Mail. Bids submitted by E-Mail will be excluded.

(f) Language or languages in which requests for clarification and bids must be drawn up:

English. The Procurement Documents will be available 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, 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 www.epo.org) 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:

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

 10.Criteria for the award of contract:

a) Selection Criteria

• proven ability to deliver the requested services, e.g. to process annual number of events: between 200-250 total (see No. 11)

b) Award Criteria

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: approx. 40 %

• Technical and Organisational Features: approx. 53 %

• References: approx. 4 %

• Overall Impression of Bid: approx. 3 %

(for further details please see the procurement documents)

 11.Other information:

Event content definition (by the EPO): objectives, programme, selection of experts, participants, conditions for participation, location and timescales;

Logistical organisation (by the contractor): venues, catering, technical equipment, hotel and flight bookings, remote and on-the-spot management of participants, contracting experts, translation, DSA / fee payments, etc. The majority of events are located in member states of the EPO (as in 1.), the minority of events are held worldwide.

Estimated annual number of events: between 200-250 total, with a varying number of participants between less than 10 and more than 200.

Contract award is expected to take place in the third quarter of 2015.

Following initial assessment of all bids received, selected bidders will have the opportunity to present their bids at the EPO Munich Headquarters (as in 1.) on 15.7.2015. Each presentation will last approximately 1 hour. The EPO will provide those selected with more detailed information following submission of bids.

CPV-Codes: 79952000, 79956000


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