Public procurement notice: Contract Notice
Published: 2017-01-27
Buyer: The European Patent Office (EPO)
Country: DE
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 48000000 | 48612000: Database-management system | 72000000
Submission deadline: 2017-03-08
Award criteria: The most economic tender

Technical requirements: DE-München: Indførelse af standardiserede processer i Den Europæiske Patentorganisations direktorat for bygninger, tekniske installationer og ejendomme (teknisk facilitetsforvaltning)
Introduction of standardised processes in the EPO's Buildings, Technical Installations and Property directorate (technical facility management).
Required: project management; change management; support with setting up a technical facility management service provider; system adaptation; system launch (to include mobile input devices); data collection; and developing and implementing an automated reporting system based on key performance indicators (KPIs). The workload is currently estimated at some 700 man-days over a period of 3 years, the bulk falling in 2017 (420 man-days). The services will be required immediately after the contract is awarded in April 2017.
Various Archibus CAFM system modules (version 23.1) will need to be introduced based on modelled core maintenance and project management processes. MS SharePoint 2013, already in use, will need to be extended. KPIs will need to be developed and implemented in a suitable system (Archibus or BI).
Following the award of the contract, service provision is planned for spring 2017 onwards until the end of 2019. The planned contract duration is 3 years, which may be extended at the EPO's discretion.
• How will the contractor support the EPO with the abovementioned aims, e.g. the introduction of software modules? What staff is the contractor proposing and what are their qualifications?
1 or 2 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.
(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:
Due to the nature and technical complexity of the contract to be awarded, the special requirements and the planned usage period, bidders – in particular the proposed staff – should have extensive experience of project and change management. Proven expertise in (technical) facility management, the structured development of KPIs and operational reporting is essential. Relevant experience of the software in use – SharePoint and Archibus (CAFM) – will be an advantage.
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 3 such projects.
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.
As the information and knowledge gained from this project are confidential, bidders must sign the annexed non-disclosure agreement.
If interested, bidders should request the list of documents to be completed (non-disclosure agreement, template, etc.) by e-mail without delay (see 6(b)). The required information must be submitted by e-mail (see 6(b)) by the deadline in point 6(a) at the latest.
If several bidders submit a joint bid, they will be jointly and severally liable for fulfilling their 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.
Upon submission of a revised bid, the original bid becomes invalid and the revised bid is valid for a new 6-month period.