324391-2015: Germany-Munich: Professional and expert support in Graphic Design


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 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 7 000 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:

International Open Invitation to tender with discretionary award of contract.

 3.Description of the contract:

(a) Purpose of the contract:

Professional and expert support in Graphic Design

(b) Division into lots:

3 lots are foreseen:

• Lot1: Infographics / Tables / Diagrams & reports

• Lot2: Training and Educational Materials

• Lot3: Event-Related Materials / Image / Brochures

(c) Any deposits and guarantees required:

Not applicable.

(d) Main terms concerning payment:

Payment will be made in arrears within 30 days of receipt of an invoice in the correct form. The EPO may withhold payment of the amount due to it in respect of liquidated damages or claims for defects.

(e) Qualifications required by law:

Not applicable

 4.Place and period of performance:

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

All orders must be able to be executed both independently outside the EPO and, if necessary, internally in the awarding authority’s department (Bob-Van-Benthem Platz 1, 80469 Munich)

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

The framework contracts are scheduled to begin in December 2015, and to run for 12 months. Further 12-month extensions may be agreed, with the term extending to 60 months (5 years) in total.


Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed.

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

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

European Patent Office

Central Procurement Munich (AS-1926)

Attn.PT1 (4.8.1),

Bob-van-Benthem-Platz 1, (former Erhardstrasse 27)

80469 Munich


Fax No. +49 89 2399 4497

E-mail mntenderclarifications@epo.org

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

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

16.10.2015 (12:00), CET.

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

23.10.2015 (12:00), CET

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

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

6.11.2015 (12:00), CET.

The procurement documents will be available in English only. Bids must be drawn up in any of the official languages of the European Patent Office (English, French or German).

(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 fax or E-Mail.

Bids submitted by fax or E-Mail will be excluded.
 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 from the final date for receipt of bids as indicated in point 6(d).

 10.Criteria for the award of contract:

The award criteria and their relative weightings are as follows:

Technical aspects: 60 %

Financial aspects: 40 %

 11.Other information:

Short listed bidders may be invited to present their bids at EPO premises in Munich.

If this session is confirmed it will take place in calendar week 46/2015. The Invitations will be sent shortly after the first bid evaluation. Costs for the presentation will not be reimbursed. The award of contract is planned for December 2015.


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