Example of a document (Services)

Title of the document:
D-Munich: public invitation to tender relating to the conversion of
patent bibliographic data

Publication date:
20050219
Number of document:
34307-2005
Official Journal number:
36/2005
Document received by EUR-OP:
20050215
Document dispatch to EUR-OP:
20050215
Deadline for specifications:
20050307
Deletion date:
20050331
Type of document:
3 . . . Invitation to tender
Nature of contract:
4 . . . Service contract
Type of procedure:
1 . . . Open procedure
Regulation of procurement:
3 . . . Community institutions
Type of awarding authority:
5 . . . EC institutions
Type of bid required:
3 . . . Global or partial tender
Awarding criteria:
8 . . . Not defined
CPV2003 Product code:
72310000 . . . Data-processing services.
72311100 . . . Data conversion services.
74113100 . . . Documentation services.

Country code:
DE
Original language:
EN
Name of awarding authority:
THE EUROPEAN PATENT ORGANISATION (EPO)
Text:
Publication notice No 2004/0770/Tp
1. Awarding authority: The European Patent Organisation (EPO), through
the European Patent Office: Headquarters, Erhardtstraße 27, D-80331
Munich, Postal address: EPO, D-80298 Munich.
The European Patent Organisation is an inter-governmental organization
set up pursuant to the European Patent Convention which entered into
force in 1977. At present, it has 30 member States (Austria, Belgium,
Bulgaria, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France,
Germany, Greece, Hungary, Iceland, Ireland, Italy, Liechtenstein,
Lithuania, Luxembourg, Monaco, the Netherlands, Poland, Portugal,
Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the
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 6 000 staff at EPO headquarters in Munich, a branch at The
Hague/Rijswijk (NL) and sub-offices in Berlin and Vienna.
2. Award procedure: International open invitation to tender with
discretionary award of contract.
3. Description of the contract: (a) Purpose of the contract: The
conversion of patent bibliographic data to the EPO standard format. The
EPO receives bibliographic data from over 70 different patent granting
authorities in many different formats and on many different media. This
input data is to be converted to the standard EPO format (based on WIPO
ST.36 XML) and delivered electronically to the EPO.
(b) Division into lots:
Lot 1: The conversion of post-publication patent bibliographic data to
the EPO standard format as described in 3a) above.
Lot 2: The conversion of pre-publication patent bibliographic data to the
EPO standard format as described in 3a) above. Since the data in lot 2 is
highly confidential, a detailed security plan will be part of the
contract.
Bids may be for lot 1 only or for both lots 1 and 2. Bids for lot 2 only
will not be considered. The EPO reserves the right to award the lots to
different bidders.
(c) Any deposits and guarantees required: Not applicable.
(d) Main terms concerning payment: Payment will be made on a monthly
basis for all separately delivered batches of patent bibliographic data
that have been accepted during that period. Separate payments for
adapting to format changes will be made following acceptance of the
change.
(e) Qualifications required by law: Not applicable.
4. Place and period of performance: (a) Place at which the contract is
to be performed: The services may be performed at a site chosen by the
contractor providing that it meets the security requirements specified in
the procurement documents.
For lot 2, the site must be situated within a member state of the EPO.
(b) Duration of contract or time-limit for delivery or completion of
service/work: The term of the contract will be 3 years. There will be
possibility of extension(s) at the EPO's discretion for further periods
of 1 year each.
5. Variants: Proposals for variants which fail to meet any minimum
requirements laid down in the procurement documents or 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 the department from which the procurement documents and
clarification of the procurement documents may be requested:
European Patent Office, Procurement Department, Att.: Mr. M.K.R. Körner,
Patentlaan 2, NL-2288 EE Rijswijk. Postal address: PO Box 5818, NL-2280
HV Rijswijk. Fax No: +31 70 340 3977.
Procurement documents will be forwarded upon written or faxed request.
(b) Final date for receipt by the EPO of requests for the procurement
documents: Monday, 7.3.2005, 12.00 (CET).
(c) Final date for receipt by the EPO of requests for clarification:
Monday, 14.3.2005, 12.00 (CET).
Questions must be submitted by letter or fax.
(d) Final date for receipt of bids/number of copies to be sent: Thursday,
31.3.2005, 12.00 (CET).
Two copies, in addition to the original bid to be marked as such.
(e) Address to which the requests for clarification and bids must be
sent: As in point 6(a).
(f) Language or languages in which requests for clarification and bids
must be drawn up: English, French or German. The procurement documents
will be available in the English language only.
7. Legal form of the grouping in the event of a joint bid: If several
bidders submit a joint bid, one must be designated as prime contractor
responsible for performance of all the obligations under the contract.
8. Information and evidence concerning the bidder's financial and
economic standing and technical and professional competence: Customer and
bank references as specified in the general conditions of tender shall be
submitted as part of the bid. It is preferred that the value of the bid
does not represent more than 25 % (twenty-five percent) of the bidder's
annual turnover, as evidenced in their audited annual accounts.
9. Period during which the bidder is bound by his bid: Six months
following the final date for receipt of bids indicated in point 6(d).
10. Criteria for award of contract: The contract will be awarded to the
bidder whose bid is to be preferred having regard to the bidder's ability
to meet the EPO's needs and requirements, to be measured primarily by the
bidder's experience with projects of a similar nature, its responses to
the questions in the procurement documents, and economic advantage. Due
account will be taken of compliance with the provisions of the
procurement documents, with particular regard being given to the
methodology and quality-control procedures that will ensure that the EPO
timelines and format requirements are met, as well as estimated
timeframes for dealing with format changes.
11. Other information: Contract award is expected to take place in May
2005, with work starting as soon as possible afterwards.

Original text:
Publication notice No 2004/0770/Tp
1. Awarding authority: The European Patent Organisation (EPO), through
the European Patent Office: Headquarters, Erhardtstraße 27, D-80331
Munich, Postal address: EPO, D-80298 Munich.
The European Patent Organisation is an inter-governmental organization
set up pursuant to the European Patent Convention which entered into
force in 1977. At present, it has 30 member States (Austria, Belgium,
Bulgaria, Cyprus, the Czech Republic, Denmark, Estonia, Finland, France,
Germany, Greece, Hungary, Iceland, Ireland, Italy, Liechtenstein,
Lithuania, Luxembourg, Monaco, the Netherlands, Poland, Portugal,
Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the
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 6 000 staff at EPO headquarters in Munich, a branch at The
Hague/Rijswijk (NL) and sub-offices in Berlin and Vienna.
2. Award procedure: International open invitation to tender with
discretionary award of contract.
3. Description of the contract: (a) Purpose of the contract: The
conversion of patent bibliographic data to the EPO standard format. The
EPO receives bibliographic data from over 70 different patent granting
authorities in many different formats and on many different media. This
input data is to be converted to the standard EPO format (based on WIPO
ST.36 XML) and delivered electronically to the EPO.
(b) Division into lots:
Lot 1: The conversion of post-publication patent bibliographic data to
the EPO standard format as described in 3a) above.
Lot 2: The conversion of pre-publication patent bibliographic data to the
EPO standard format as described in 3a) above. Since the data in lot 2 is
highly confidential, a detailed security plan will be part of the
contract.
Bids may be for lot 1 only or for both lots 1 and 2. Bids for lot 2 only
will not be considered. The EPO reserves the right to award the lots to
different bidders.
(c) Any deposits and guarantees required: Not applicable.
(d) Main terms concerning payment: Payment will be made on a monthly
basis for all separately delivered batches of patent bibliographic data
that have been accepted during that period. Separate payments for
adapting to format changes will be made following acceptance of the
change.
(e) Qualifications required by law: Not applicable.
4. Place and period of performance: (a) Place at which the contract is
to be performed: The services may be performed at a site chosen by the
contractor providing that it meets the security requirements specified in
the procurement documents.
For lot 2, the site must be situated within a member state of the EPO.
(b) Duration of contract or time-limit for delivery or completion of
service/work: The term of the contract will be 3 years. There will be
possibility of extension(s) at the EPO's discretion for further periods
of 1 year each.
5. Variants: Proposals for variants which fail to meet any minimum
requirements laid down in the procurement documents or 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 the department from which the procurement documents and
clarification of the procurement documents may be requested:
European Patent Office, Procurement Department, Att.: Mr. M.K.R. Körner,
Patentlaan 2, NL-2288 EE Rijswijk. Postal address: PO Box 5818, NL-2280
HV Rijswijk. Fax No: +31 70 340 3977.
Procurement documents will be forwarded upon written or faxed request.
(b) Final date for receipt by the EPO of requests for the procurement
documents: Monday, 7.3.2005, 12.00 (CET).
(c) Final date for receipt by the EPO of requests for clarification:
Monday, 14.3.2005, 12.00 (CET).
Questions must be submitted by letter or fax.
(d) Final date for receipt of bids/number of copies to be sent: Thursday,
31.3.2005, 12.00 (CET).
Two copies, in addition to the original bid to be marked as such.
(e) Address to which the requests for clarification and bids must be
sent: As in point 6(a).
(f) Language or languages in which requests for clarification and bids
must be drawn up: English, French or German. The procurement documents
will be available in the English language only.
7. Legal form of the grouping in the event of a joint bid: If several
bidders submit a joint bid, one must be designated as prime contractor
responsible for performance of all the obligations under the contract.
8. Information and evidence concerning the bidder's financial and
economic standing and technical and professional competence: Customer and
bank references as specified in the general conditions of tender shall be
submitted as part of the bid. It is preferred that the value of the bid
does not represent more than 25 % (twenty-five percent) of the bidder's
annual turnover, as evidenced in their audited annual accounts.
9. Period during which the bidder is bound by his bid: Six months
following the final date for receipt of bids indicated in point 6(d).
10. Criteria for award of contract: The contract will be awarded to the
bidder whose bid is to be preferred having regard to the bidder's ability
to meet the EPO's needs and requirements, to be measured primarily by the
bidder's experience with projects of a similar nature, its responses to
the questions in the procurement documents, and economic advantage. Due
account will be taken of compliance with the provisions of the
procurement documents, with particular regard being given to the
methodology and quality-control procedures that will ensure that the EPO
timelines and format requirements are met, as well as estimated
timeframes for dealing with format changes.
11. Other information: Contract award is expected to take place in May
2005, with work starting as soon as possible afterwards.

Town:
MUNICH