Provision of Optical Character Recognition (OCR) processing and conversion of scanned images and PDF documents to coded data and data extraction

The European Patent Office (EPO) receives daily a large amount of confidential new patent applications, forms, free text letters as well as patent and non-patent literature containing plain text, tables, chemical and mathematical formulae as well as drawings relating to the patent grant process in various formats. These documents need …

CPV: 72312200 Optical character recognition services
Deadline:
Jan. 9, 2025, noon
Deadline type:
Submitting a bid
Place of execution:
Provision of Optical Character Recognition (OCR) processing and conversion of scanned images and PDF documents to coded data and data extraction
Awarding body:
European Patent Organisation
Award number:
EPO-2024-0018

1. Buyer

1.1 Buyer

Official name : European Patent Organisation
Legal type of the buyer : International organisation
Activity of the contracting authority : Economic affairs

2. Procedure

2.1 Procedure

Title : Provision of Optical Character Recognition (OCR) processing and conversion of scanned images and PDF documents to coded data and data extraction
Description : The European Patent Office (EPO) receives daily a large amount of confidential new patent applications, forms, free text letters as well as patent and non-patent literature containing plain text, tables, chemical and mathematical formulae as well as drawings relating to the patent grant process in various formats. These documents need to be OCR-converted into XML-structured data where formulae, drawings and many tables can be captured as images. The requested Services cover XML-conversion, extraction of citations and XML mark-up in line with the EPO’s capturing guidelines. On average the Services relate to 2 million pages per month spread over 3 Lots. Service descriptions and volumes are subject to change. All data shall be kept and services shall be performed within the territory of one of the EPC Member States. The Services shall be performed at Contractor’s premises.
Procedure identifier : 186902d8-4c65-4ad2-aa66-86f7727fcfd1
Internal identifier : EPO-2024-0018
Type of procedure : Open
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72312200 Optical character recognition services

2.1.2 Place of performance

Postal address : Bob-van-Benthem-Platz 1
Town : Munich
Postcode : 80469
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany

2.1.4 General information

Additional information : Only electronic bids may be submitted. Please note that a qualified electronic signature is required as specified on EPO's website: https://www.epo.org/about-us/tenders/signatures.html Final date to download the Procurement Documents: 08.01.2025 23:30 Final date for receipt by the EPO of requests for clarification: 21.10.2024 12:00 Questions must be submitted via the Bidding Cockpit.
Legal basis :
Directive 2014/24/EU

2.1.5 Terms of procurement

Terms of submission :
Maximum number of lots for which one tenderer can submit tenders : 3
Terms of contract :
Maximum number of lots for which contracts can be awarded to one tenderer : 3

2.1.6 Grounds for exclusion

Analogous situation like bankruptcy under national law : See Article 2 of EPO´s General Conditions of Tender for exclusion grounds

5. Lot

5.1 Lot technical ID : LOT-0001

Title : Lot 1 - Early OCR - Optical Character Recognition concerning patent documents requiring digitisation of text
Description : Early OCR - Optical Character Recognition concerning patent documents requiring digitisation of text
Internal identifier : LOT-0001

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72312200 Optical character recognition services
Options :
Description of the options : The start-up phase must be performed within six months from contract signature. The production phase will start on the Commencement Date i.e. after the EPO’s acceptance of the Contractor’s fulfilment of the start-up phase. The operational phase will be for three years from the Commencement Date with three optional extensions of one year each at the EPO’s discretion.

5.1.2 Place of performance

Postal address : Bob-van-Benthem-Platz 1
Town : Munich
Postcode : 80469
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany
Additional information :

5.1.3 Estimated duration

Duration : 36 Month

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Not required
Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
Additional information : Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed. Questions submitted after the deadline for receipt of requests for clarification will not be answered. After expiry of the deadline, the questions submitted by others and the corresponding clarifications will be available in the BIDDING COCKPIT. A framework agreement will be awarded to one contractor per lot. Bidders may submit a bid for one or more lots. The three lots will be evaluated separately. 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. Online meetings for the clarification of bids, if required, are planned to take place in week 4, 2025.

5.1.9 Selection criteria

Criterion :
Type : Suitability to pursue the professional activity
Criterion :
Type : Economic and financial standing
Description : See procurement documents
Criterion :
Type : Technical and professional ability
Description : See procurement documents

5.1.10 Award criteria

Criterion :
Type : Quality
Name :
Description : Technical conditions
Weight (percentage, exact) : 60
Criterion :
Type : Price
Name : Price
Description : Price
Weight (percentage, exact) : 40
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Access to certain procurement documents is restricted
Information about restricted documents is available at : https://www.epo.org/NetServer/

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Allowed
Address for submission : https://www.epo.org/NetServer/
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Not allowed
Variants : Allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of tenders : 09/01/2025 12:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : no
Electronic payment will be used : no
Information about review deadlines : Please note that EPO's procurement procedures are governed solely by EPO's own procurement rules. The relevant rules are described in the EPO's General Conditions of Tender, which are available at the EPO's website https://www.epo.org/about-us/tenders/general-conditions.html.

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system
Electronic auction : no

5.1.16 Further information, mediation and review

Review organisation : See General Conditions of Tender
Organisation providing additional information about the procurement procedure : European Patent Organisation
Organisation providing more information on the review procedures : Procurement and Vendor Management

5.1 Lot technical ID : LOT-0002

Title : Lot 2 - Citation Extraction
Description : Citation extraction covering digitised patent documents requiring citation extraction.
Internal identifier : LOT-0002

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72312200 Optical character recognition services
Options :
Description of the options : The start-up phase must be performed within six months from contract signature. The production phase will start on the Commencement Date i.e. after the EPO’s acceptance of the Contractor’s fulfilment of the start-up phase. The operational phase will be for three years from the Commencement Date with three optional extensions of one year each at the EPO’s discretion.

5.1.2 Place of performance

Postal address : Bob-van-Benthem-Platz 1
Town : Munich
Postcode : 80469
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany
Additional information :

5.1.3 Estimated duration

Duration : 36 Month

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Not required
Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
Additional information : Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed. Questions submitted after the deadline for receipt of requests for clarification will not be answered. After expiry of the deadline, the questions submitted by others and the corresponding clarifications will be available in the BIDDING COCKPIT. A framework agreement will be awarded to one contractor per lot. Bidders may submit a bid for one or more lots. The three lots will be evaluated separately. 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. Online meetings for the clarification of bids, if required, are planned to take place in week 4, 2025.

5.1.9 Selection criteria

Criterion :
Type : Suitability to pursue the professional activity
Criterion :
Type : Economic and financial standing
Description : See procurement documents
Criterion :
Type : Technical and professional ability
Description : See procurement documents

5.1.10 Award criteria

Criterion :
Type : Quality
Name :
Description : Technical Conditions
Weight (percentage, exact) : 60
Criterion :
Type : Price
Name : Price
Description : Price
Weight (percentage, exact) : 40
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Access to certain procurement documents is restricted
Information about restricted documents is available at : https://www.epo.org/NetServer/

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Allowed
Address for submission : https://www.epo.org/NetServer/
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Not allowed
Variants : Allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of tenders : 09/01/2025 12:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : no
Electronic payment will be used : no
Information about review deadlines : Please note that EPO's procurement procedures are governed solely by EPO's own procurement rules. The relevant rules are described in the EPO's General Conditions of Tender, which are available at the EPO's website https://www.epo.org/about-us/tenders/general-conditions.html.

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system
Electronic auction : no

5.1.16 Further information, mediation and review

Review organisation : See General Conditions of Tender
Organisation providing additional information about the procurement procedure : European Patent Organisation
Organisation providing more information on the review procedures : Procurement and Vendor Management

5.1 Lot technical ID : LOT-0003

Title : Lot 3 - Forms OCR
Description : Optical Character Recognition concerning images and/or PDFs of forms related to the patent grant procedure requiring the localisation, extraction and mark-up of information in such forms.
Internal identifier : LOT-0003

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 72312200 Optical character recognition services
Options :
Description of the options : The start-up phase must be performed within six months from contract signature. The production phase will start on the Commencement Date i.e. after the EPO’s acceptance of the Contractor’s fulfilment of the start-up phase. The operational phase will be for three years from the Commencement Date with three optional extensions of one year each at the EPO’s discretion.

5.1.2 Place of performance

Postal address : Bob-van-Benthem-Platz 1
Town : Munich
Postcode : 80469
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany
Additional information :

5.1.3 Estimated duration

Duration : 36 Month

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Not required
Procurement Project not financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
Additional information : Proposals for variants, the effect of which would be to reduce significantly the rights and safeguards of the EPO, are not allowed. Questions submitted after the deadline for receipt of requests for clarification will not be answered. After expiry of the deadline, the questions submitted by others and the corresponding clarifications will be available in the BIDDING COCKPIT. A framework agreement will be awarded to one contractor per lot. Bidders may submit a bid for one or more lots. The three lots will be evaluated separately. 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. Online meetings for the clarification of bids, if required, are planned to take place in week 4, 2025.

5.1.9 Selection criteria

Criterion :
Type : Suitability to pursue the professional activity
Criterion :
Type : Economic and financial standing
Description : See procurement documents
Criterion :
Type : Technical and professional ability
Description : See procurement documents

5.1.10 Award criteria

Criterion :
Type : Quality
Name :
Description : Technical conditions
Weight (percentage, exact) : 60
Criterion :
Type : Price
Name : Price
Description : Price
Weight (percentage, exact) : 40
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Access to certain procurement documents is restricted
Information about restricted documents is available at : https://www.epo.org/NetServer/

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Allowed
Address for submission : https://www.epo.org/NetServer/
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Not allowed
Variants : Allowed
Tenderers may submit more than one tender : Not allowed
Deadline for receipt of tenders : 09/01/2025 12:00 +01:00
Deadline until which the tender must remain valid : 6 Month
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : no
Electronic payment will be used : no
Information about review deadlines : Please note that EPO's procurement procedures are governed solely by EPO's own procurement rules. The relevant rules are described in the EPO's General Conditions of Tender, which are available at the EPO's website https://www.epo.org/about-us/tenders/general-conditions.html.

5.1.15 Techniques

Framework agreement :
Framework agreement, without reopening of competition
Maximum number of participants : 1
Information about the dynamic purchasing system :
No dynamic purchase system
Electronic auction : no

5.1.16 Further information, mediation and review

Review organisation : See General Conditions of Tender
Organisation providing additional information about the procurement procedure : European Patent Organisation
Organisation providing more information on the review procedures : Procurement and Vendor Management

8. Organisations

8.1 ORG-7001

Official name : European Patent Organisation
Registration number : -
Postal address : Patentlaan 2
Town : Rijswijk
Postcode : 2288 EE
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany
Contact point : Procurement and Vendor Management
Telephone : +31 70340-2040
Internet address : http://www.epo.org/tenders
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure

8.1 ORG-7004

Official name : See General Conditions of Tender
Registration number : --
Postal address : not applicable
Town : not applicable
Postcode : --
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany
Telephone : +49 892399-0
Roles of this organisation :
Review organisation

8.1 ORG-7005

Official name : Procurement and Vendor Management
Registration number : ---
Postal address : European Patent Office
Town : Munich
Postcode : 80298
Country subdivision (NUTS) : München, Kreisfreie Stadt ( DE212 )
Country : Germany
Telephone : +49 892399-0
Roles of this organisation :
Organisation providing more information on the review procedures

11. Notice information

11.1 Notice information

Notice identifier/version : 05f31184-0cf1-4187-a3e4-44f96e110705 - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 09/09/2024 18:28 +02:00
Languages in which this notice is officially available : English German, French

11.2 Publication information

Notice publication number : 00544518-2024
OJ S issue number : 177/2024
Publication date : 11/09/2024