25.CSD-INF.OP.209 - Service Framework Contract for the provision of “Preventive & Corrective Maintenance Services and Other Specific Works, Services a...

The European Defence Agency (EDA) is issuing a call for tenders designated as EDA/2025/OP/0017, primarily for a Service Framework Contract focused on providing Preventive and Corrective Maintenance Services and related works for its building facilities located in Brussels, Belgium. The two specific addresses are Rue des Drapiers 17-23, the current headquarters, and Rue d’Arlon 75-77, the future headquarters.

The total estimated value of the contract is €1,300,000, and it has a maximum duration of 24 months. The tendering process is classified as an open procedure, meaning that any qualified economic entity can participate. This opportunity, however, is not considered suitable for small and medium-sized enterprises (SMEs). A Personal Identification Code (PIC) is required for involvement, which can be obtained by both individual applicants and consortia.

The nature of this procurement is based on service delivery rather than grants, emphasizing the EDA's need for continuous operational support rather than project funding. Submissions must be filed electronically, and the deadline is set for January 13, 2026, at 17:00 Brussels time, with public opening on January 14, 2026.

Eligibility to participate in the procurement is presumed to extend EU-wide; however, the geographic scope for service provision is specifically limited to Belgium. The award will consider both quality (60%) and price (40%) in its evaluation criteria, with quality being prioritized.

The application process involves several stages: submission of bids, evaluation against established criteria, and formal contract award. The contracting authority does not guarantee responses to inquiries submitted after January 5, 2026.

This contract is aimed at experience and capability in the building maintenance sector, with a focus on delivering top-quality services within strict operational and geographic confines. Considerations include the document management system, which allows for the submission of a limited number of files, ensuring proper processing and confidentiality of proposals. The tender highlights the important role that established service providers will play in maintaining the EDA's facilities during the contract period.

The European Defence Agency (EDA) is launching a call for tenders with procedure identifier EDA/2025/OP/0017. The call is for a Service Framework Contract for the provision of Preventive & Corrective Maintenance Services and Other Specific Works, Services and Supplies related to the EDA Building Facilities. This includes the current EDA headquarters located at Rue des Drapiers 17-23 in Brussels, Belgium, and the future EDA headquarters located at Rue d’Arlon 75-77 in Brussels, Belgium.
 
The procedure type is an open procedure, and submissions must be sent electronically. The estimated total value of the contract is 1,300,000 EUR. The TED publication date is 02/12/2025. The lead contracting authority is the European Defence Agency. The main classification (CPV) code is 50700000, which refers to repair and maintenance services of building installations. The nature of the contract is for services, and the maximum contract duration is 24 months. The award method is based on the best price-quality ratio. The framework agreement is a framework agreement without reopening of competition.
 
Key milestones include the TED publication date on 02/12/2025, the date and time of the public opening on 14/01/2026 at 11:00 Europe/Brussels, and the deadline for receipt of tenders on 13/01/2026 at 17:00 Europe/Brussels. The contracting authority is not bound to reply to questions submitted after 05/01/2026 at 07:00 Europe/Brussels.
 
The available documents include:
 
Invitation Letter 25.CSD-INF.OP.209, published on 02/12/2025, Version 1, in English.
Tender Specifications - 25.CSD-INF.OP.209, published on 02/12/2025, Version 1, in English.
Annex 4.6 MODEL FINANCIAL OFFER, published on 02/12/2025, Version 1, in English.
Annex 4.7 Framework Contract for Services - 25.CSD-INF.OP.209, published on 02/12/2025, Version 1, in English.
Annexes 4.1 - 4.5 to Tenders Specifications, published on 02/12/2025, Version 1, in English.
Annex 4.9 Bordereau des Equipements, published on 02/12/2025, Version 1, in French.
Annex 4.8 Security Information Sheet (SIS) 25.CSD-INF.OP.209, published on 02/12/2025, Version 1, in English.
 
Submissions must be sent exclusively via electronic submission.
 
Regarding the eSubmission system, it supports the latest versions of Google Chrome or Mozilla Firefox. The system is multilingual and supports all 24 official EU languages, with a character set encoding of UTF-8. The system encrypts all uploaded documents using an asymmetric key as an encryption mechanism to ensure integrity and confidentiality. The maximum number of documents allowed per tender is 200 files, and attachments should be less than 50 MB in size. The Personal Identification Code (PIC) is mandatory for participation. Until the submission deadline, draft submissions can be edited, viewed, and deleted.
 
In summary, this tender is an invitation by the European Defence Agency for companies to bid on a framework contract to provide preventive and corrective maintenance services, along with other related works, services, and supplies, for the EDA's current and future headquarters buildings in Brussels. The contract has an estimated total value of 1.3 million EUR and a maximum duration of 24 months. The tendering process is electronic, and the deadline for submitting tenders is January 13, 2026. Tenderers will need to register for a PIC and adhere to specific technical requirements for submitting their proposals through the eSubmission system. The award will be based on the best price-quality ratio.

Eligible Applicant Types: The eligible applicant types are not explicitly stated but can be inferred to be organizations capable of providing preventive and corrective maintenance services, along with other related works, services, and supplies for building facilities. This would likely include companies, service providers, and possibly consortia with relevant expertise.

Funding Type: Procurement. This is indicated by the terms "Call for tenders," "Tender Specifications," "Framework Contract," and "Financial Offer." The contracting authority is procuring services.

Consortium Requirement: The text mentions that a Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). Therefore, either a single applicant or a consortium is acceptable.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but since the contracting authority is the European Defence Agency and the services are for buildings in Brussels, Belgium, it can be inferred that the geographic scope is at least EU, and potentially EEA or wider, depending on the specific requirements outlined in the tender documents.

Target Sector: The target sector is building maintenance and repair services. Specifically, it includes preventive and corrective maintenance services, along with other specific works, services, and supplies related to building facilities. The CPV code provided (50700000) confirms this, as it refers to repair and maintenance services of building installations.

Mentioned Countries: Belgium is explicitly mentioned as the location of the buildings for which maintenance services are required.

Project Stage: The project stage is operational. The tender is for the provision of maintenance services for existing and future building facilities, indicating that the buildings are either already in use or nearing completion.

Funding Amount: The estimated total value of the framework contract is 1,300,000 EUR.

Application Type: Open call. The procedure type is explicitly stated as an "Open procedure."

Nature of Support: Money. The selected tenderer will receive payments for the services provided under the framework contract.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there is at least one stage involving the submission of a tender, evaluation, and award. The specific details would be outlined in the tender specifications.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: The text does not explicitly mention a co-funding requirement.

Summary:

This is a call for tenders issued by the European Defence Agency (EDA) for a service framework contract. The contract is for the provision of preventive and corrective maintenance services, along with other specific works, services, and supplies related to the EDA building facilities in Brussels, Belgium. This includes the current headquarters at Rue des Drapiers and the future headquarters at Rue d’Arlon. The procedure type is an open procedure, meaning any eligible organization can submit a tender. The estimated total value of the contract is 1,300,000 EUR, and the maximum contract duration is 24 months. The award method will be based on the best price-quality ratio. Submissions must be sent electronically. The deadline for receipt of tenders is January 13, 2026, at 17:00 Brussels time. The contracting authority is not bound to reply to questions submitted after January 5, 2026, at 07:00 Brussels time. Tenderers must register for a Participant Identification Code (PIC) to participate, either as a single entity or as part of a consortium. The eSubmission system supports various file types and has specific requirements for attachment names and sizes (less than 50 MB per file, up to 200 files per submission). The system is multilingual and supports all 24 official EU languages. The system encrypts all uploaded documents to ensure integrity and confidentiality.