Public procurement notice: Contract Notice
Published: 2016-10-15
Buyer: The European Patent Office, headquarters
Country: DE
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 72000000
Submission deadline: 2016-11-01
Award criteria: The most economic tender
EU fund: ESF

Technical requirements: DE-München: Erstatning og/eller opgradering af de nuværende kortsystemer (Card Management Software Systems, CMS) til Den Europæiske Patentorganisations kontorer i München, Haag, Berlin og Wien
Replacement and/or upgrading the current Card Management Software system (CMS) for the EPO offices in Munich, The Hague, Berlin and Vienna.
EPO has decided to replace the current legacy badge technology (Nedap XS and Mifare classic) with the modern and secure Mifare DESfire EV2 platform. As a result of this the current badge will be replaced with new badge technology. A gradual card migration is foreseen. Delivery of cards and card printers is out of scope for this procedure.
Furthermore bidders should deliver service and updates for the duration of the contract. The EPO wants to have a standard organisation-wide agreement on prices set beforehand.
After contract award, implementation is foreseen to take place in the spring/summer of 2017. The contract has an initial duration of 5 years with an option to extend the contract with 3 periods of 1 year each. The decision to extend the contract is at the discretion of the EPO.
After the negotiation the bidder is requested to submit a new bid, reflecting the outcome of the negotiations.
Negotiations are foreseen to be done in 2 rounds, after which the bidders are expected to confirm the results of the negotiations and submit a revised bid.
The awarding authority will have the right to reduce the number of bids during and after each of the negotiation rounds.
(a) 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:
For this project the EPO requires the bidders to have substantial size to service an organisation of the size of EPO. Therefore the bidders should have an annual revenue of minimum 3 000 000 EUR per year in the relevant area of expertise. The company should also be profitable for at least 2 out of the last 3 financial years. Externally audited annual reports should be added as proof.
Due to the nature of the contract to be awarded; technical complexity, special requirements and longevity bidder should have extensive experience in the field of access control systems. The EPO strives to award the contract to bidders who develop their CMS software themselves.
Due to the complexity of this project and the importance for the EPO, bidders should have sufficient experience in comparable projects. Therefore bidders should have at least 3 references of governmental or semi-governmental accounts in; the Netherlands, Belgium, Luxembourg, Germany, Switzerland or Austria. (Pan-)European governmental references will be awarded extra.
As the EPO strives for high-quality solutions and suppliers, ISO-9001 certification of the bidder is required. ISO-27001 certification is desired.
As the information gained in this project is confidential, the bidders should sign and attach the provided non-disclosure agreement.
If interested, send an E-mail as soon as possible to receive a list of required documents (e.g. non-disclosure agreement and a template) to fill in. The requested information needs to be submitted at the latest by the described deadline below.