Public procurement notice: Contract Notice
Published: 2016-10-15
Buyer: The European Patent Office
Country: DE
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 35120000: Surveillance and security systems
Submission deadline: 2016-11-01
Award criteria: The most economic tender
EU fund: ESF

Technical requirements: DE-München: Udskiftning og/eller opgradering af de nuværende adgangskontrolsystemer i Den Europæiske Patentmyndigheds kontorer i München, Haag, Berlin og Wien
Replacement and/or upgrading of the current Access Control Systems (ACS) in the EPO offices in Munich, The Hague, Berlin and Vienna.
The EPO has decided to replace the current legacy badge technology (Nedap XS and Mifare classic) with the modern and secure Mifare DESfire EV2 technology. As a result of this the installed access control systems have to be migrated/updated in order to be able to accept the new badge technology. A gradual card migration is foreseen based upon dual reader technology. Delivery of cards and card management software is out of scope for this procedure.
Furthermore bidders should deliver service for the duration of the contract. The EPO wants to have a standard organisation-wide agreement with prices set beforehand.
The EPO will evaluate the benefits of a potential consolidation into 1 system, delivered and maintained by 1 supplier.
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.
• How will the supplier help the EPO to reach the Physical Security Systems Project (PSSP) project goals, e.g. using standard products, having the same level of support EPO office-wide?
• How will the supplier help the EPO to reduce the cost of ownership of the access control systems year by year instead of having traditional year-over-year cost increase?
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 5 000 000 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 and manufacture their ACS solution 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 1 or more of the following countries; the Netherlands, Belgium, Luxembourg, Germany, Switzerland, 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.