Introduction of standardised processes in the EPO’s Buildings, Technical Installations and Property directorate (technical facility management)

Item Description:

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, Hellenic Republic, 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.)

Award procedure:

Competitive procedure with negotiation

Description of the contract:

1. Purpose of the contract:

   Introduction of standardised processes in the EPO’s Buildings, Technical Installations and Property directorate (technical facility management)

   The EPO seeks a strategic partner for support with the following core topics: project management, development and continuous amelioration of process models for maintenance of office buildings, operation and further development of currently employed software tools, IT-Service-Management as well as supplier steering models, development of an IOT platform, BI – Business Intelligence, Facility Services-Audits and further development of a maintenance strategy.

   The information systems currently in place are: CAFM System Archibus for maintenance processes, diverse SharePoint 2013 portals and a cloud application for supplier steering.

   The current effort estimation for these topics is approximately 1.500 man days over a duration of 5 (five) years. Furthermore, operation of diverse Cloud services is part of the tender.

Place and period of performance:

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

   • Bob-van-Benthem-Platz 1, D-80469 München
   • PschorrHöfe, Bayerstr. 34, D-80335 München
   • Patentlaan 2, NL-2288 EE Rijswijk

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

   The contract shall start in June 2019 and end in June 2023. Thus, the planned contract duration is 5 (five) years.

Details of the procedure:

1. The scope of negotiation:

   Negotiations will cover the following aspects of the tender:

   • How will the contractor support the EPO with the above-mentioned aims, e.g. the introduction of software modules? What staff is the contractor proposing and what are their qualifications?
   • Remuneration levels (daily rates per qualification type and ancillary costs)

   Following negotiations, bidders will bid asked to submit a new bid reflecting the outcome.

2. Information about successive stages of negotiation and reduction of number of bids:

   One or two rounds of negotiations are planned, after which bidders will be expected to submit confirmation of the outcome and a duly revised bid.
   The EPO will be allowed to reduce the number of bids during, and after, each round of negotiations.

3. Reservation of the possibility to award the contract without negotiation: yes

Requests to participate in the competitive procedure with negotiation

1. Final date for receipt of requests to participate in the competitive procedure with negotiation and any information and evidence required under point (d) below, which must accompany the request:

   20 March, 2019, 12.00 hrs CET

2. Name and address of department to which they must be sent:

   Europäisches Patentamt
   Zentrale Beschaffung
   E-Mail: mntenderclarifications@epo.org

3. Language(s) in which requests to participate and bids must be drawn up:

   German

4. Criteria for assessing bidders’ know-how, capacity and reliability to fulfil the contract:

   Bidder profile
   Due to the nature and technical complexity of the contract to be awarded, the special requirements and the planned usage period, bidder – in particular the proposed staff- should have extensive experience of the project and change management. Proven expertise in (technical) facility management, the structured development of KPIs and operation reporting is essential. Relevant experience of the software in use – SharePoint and Archibus (CAFM) – will be an advantage.

   References
   Owing to the complexity of this project and its importance for the EPO, the proposed staff should have sufficient experience of comparable projects. Bidders should therefore be able to provide references from at least three such projects.

   Local presence
   Bidders should have a branch, or be represented, in Munich. Travel within Munich will not be reimbursed. Travel to The Hague will be reimbursed on a flat-rate basis as it arises.

   Confidentiality
   As the information and knowledge gained from this project are confidential, bidders must sign the annexed non-disclosure agreement.

   General
   If interested, bidders should request the detailed tender documents (non-disclosure agreement, template, etc.) by email without delay by email.

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.

Period during which the bidder is bound by his initial/final bid:

Six months following the final date for receipt of bids as in point 6a.

Criteria for the award of contract:

• Technical evaluation (60 %)
• Financial evaluation (40 %)

Other information:

The following timetable applies to the procedure:

EPO publishes call for competition: 11 February 2019

Final date for receipt of requests to participate: 26 February 2019, 12.00 hrs CET

EPO sends invitations to participate and tender document to bidders: 26 February 2019

Final date for receipt of questions: 6 March 2019, 12.00 hrs CET

EPO answers questions received: 8 March 2019

Final date for receipt of bids: 20 March 2019, 12.00 hrs CET

Presentation of bids and first round of negotiations: 2 April 2019 (Munich)

Final date for receipt of revised bids after first round of negotiations: 10 April 2019, 12.00 hrs CET

Second round of negotiations (if required): 17 April 2019 (Munich)

Final date for receipt of revised bids after second round of negotiations: 25 April 2019, 12.00 hrs CET

EPO awards the contract: May 2019All face-to meetings/negotiations will take place at the EPO’s headquarters in Munich. Travel costs will not be reimbursed.