Building maintenance contract of the premises of the European Union in Athens, Greece: Lot 1: Maintenance contract for Technical installations and bui...

The provided information outlines a call for tenders by the European Parliament for a building maintenance contract at EU premises in Athens, Greece, referenced as EP-INLO/LUX/2025/OP/0014. The contract is split into two lots: Lot 1, which focuses on maintenance for technical installations and building elements, has an estimated value of €430,200. Lot 2, which covers the maintenance of security equipment, is estimated at €151,200. The total value for both lots amounts to approximately €581,400. The tender follows an open procedure requiring electronic submission through the EU’s Funding and Tenders Portal. The maximum contract duration is set for 72 months, which includes an initial period of 12 months plus five possible renewals. The deadline for tender submissions is June 24, 2025, by 15:00 Europe/Luxembourg, and the public opening of tenders is scheduled for June 25, 2025, at 11:00 Europe/Luxembourg. Eligible applicants may include companies capable of providing the required building maintenance and security services. Although the tender does not emphasize small and medium-sized enterprises (SMEs), it does not restrict participation to larger firms either. The contract is geographically focused on Athens, but it is open to entities from EU/EEA member states, and potentially wider participation may be possible if applicants meet certain requirements. The primary evaluation criterion for the tender submission will be based on the lowest price compliant with technical specifications. The tender documents detail requirements for professional activity suitability, economic and financial standing, and technical ability. There are extensive FAQs addressing technical aspects of electronic submissions, including supported browser types, required file specifications, and answers to common queries regarding the tender. Additional revisions and corrigenda have been issued, notably for Lot 2, which affect estimated prices and deadline extensions. In summary, this tender represents a comprehensive opportunity for firms that meet the specified criteria to provide building maintenance services at EU facilities in Athens, with detailed guidelines and a structured submission process. Interested candidates should ensure compliance with the technical and operational requirements outlined in the tender documentation.

This is a call for tenders, reference number EP-INLO/LUX/2025/OP/0014, for a building maintenance contract of the premises of the European Union in Athens, Greece. The procedure is an open procedure and submissions must be electronic. The estimated total value of the contract is €581400. The TED publication date is 24/04/2025. The lead contracting authority is the European Parliament, INLO Directorate-General for Infrastructure and Logistics. The main classification (CPV) code is 50000000 Repair and maintenance services.

The contract is divided into two lots:

Lot 1:Maintenance contract for Technical installations and building elements. The nature of the contract is services. The maximum contract duration is 72 months. The award method is lowest price. The estimated value is €430200. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The additional classification (CPV) code is 50700000 Repair and maintenance services of building installations. Milestones include a TED publication date of 24/04/2025, a date and time of public opening of 25/06/2025 11:00 Europe/Luxembourg, and a deadline for receipt of tenders of 24/06/2025 15:00 Europe/Luxembourg. The contracting authority is not bound to reply to questions submitted after 04/06/2025 05:00 Europe/Luxembourg.

Lot 2:Maintenance contract for Security equipment. The nature of the contract is services. The maximum contract duration is 72 months. The award method is lowest price. The estimated value is €151200. The framework agreement is a framework agreement, without reopening of competition. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The main classification (CPV) code is 50000000 Repair and maintenance services. The additional classification (CPV) code is 50700000 Repair and maintenance services of building installations. Milestones include a TED publication date of 24/04/2025, a date and time of public opening of 25/06/2025 11:00 Europe/Luxembourg, and a deadline for receipt of tenders of 24/06/2025 15:00 Europe/Luxembourg. The contracting authority is not bound to reply to questions submitted after 04/06/2025 05:00 Europe/Luxembourg.

There are 11 documents available for download:

ENInvitation CORRIGENDUM 1Invitation letterPublished on 30/04/2025All lotsVersion 3 TranslationsEL

ENSpecifications CORRIGENDUM 1Tender specifications adm. partPublished on 21/05/2025All lotsVersion 2 No translations available

ENAnnex IV SpecificationsTender specifications adm. partPublished on 24/04/2025All lotsVersion 1 No translations available

ENConditions CORRIGENDUM 2Tender specifications adm. partPublished on 21/05/2025All lotsVersion 4 No translations available

ENTechnical specifications CORRIGENDUM 1Technical specificationsPublished on 21/05/2025All lotsVersion 2 No translations available

ENAnnexes Technical specifications LOT 1Technical specificationsPublished on 24/04/2025Lot 1Version 1 No translations available

ENAnnexes Technical specifications LOT 2 CORRIGENDUM 1Technical specificationsPublished on 21/05/2025Lot 2Version 2 No translations available

ENDraft contract LOT2Draft contractPublished on 29/04/2025Lot 2Version 2 TranslationsEL

ENOrder Form for FWCDraft contract annexPublished on 24/04/2025Lot 2Version 1 No translations available

ENSite visit reportInformation for candidates and tenderersPublished on 13/05/2025All lotsVersion 1 No translations available

Submissions must be sent exclusively at the address for submission given below.

There are several frequently asked questions (FAQ) and answers available. These cover topics such as:

How to proceed if the system is slow or doesn’t work while uploading/downloading documents. The recommendation is to use the latest versions of Google Chrome or Mozilla Firefox, clear the cache and cookies, and ensure internet browser is up to date.

Which Internet browsers does eSubmission support? The latest versions of Google Chrome or Mozilla Firefox are recommended.

Is it possible to view the details of the submission after the deadline? No, the content is not accessible as the system encrypts all attachments upon upload.

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in ‘My Submission(s)’.

Which size should attachments have? Attachments should be less than 50 MB.

How should I name attachments in eSubmision? Follow the System Requirements for attachment names.

Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission.

I received an invitation from the F&T Portal but cannot view the procurement documents. Select an organisation in the F&T Portal, “My Invitations”.

Do I need to validate my PIC in order to submit a tender in eSubmission? Yes, a Personal Identification Code (PIC) is mandatory.

I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? Ensure the file follows the technical requirements of the system.

How many attachments can I upload per submission? The maximum is 200 files.

Why do tenderers need a PIC? It is mandatory to register for a PIC to submit a tender.

How do I register my organisation and get a Participant Identification Code (PIC)? Check if the organisation is already registered using the Search PIC tool.

What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.

How many languages does the system support? The system supports all 24 official EU languages.

Which is the character set encoding in the system? The character set encoding is UTF-8.

Does the system use encryption to ensure the integrity and the confidentiality of the information? Yes, the system encrypts all uploaded documents.

Which file types does the system support? The supported file types depend on the type of submission.

Can I view and edit my draft submission? Yes, until the deadline.

In the submission report, under the name of our entity, "Legal form:UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission? No, it is just a display issue.

I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent? No, this is an auto-generated notification.

There are also specific questions and answers related to the tender:

Question:Kindly confirm that Europa Experience building is not included in the services required for LOT 1, as per on site discussions. Answer: Europa Experience building is not included in the services required for Lot 1. The maintenance of this building is taken in charge via the rental contract.

Question:We would like to know the names of the security companies, including contact email and telephone number, that have installed the. Answer for Lot 2: The technical documents for Lot 2 have been revised. The technical aspects concerning Europa Experience items for Lot 2 have been revised.

Question:Please indicate the brand of the UPS located in the Europa Experience building. Could you please send us a list of the equipment. Answer for Lot 1: As indicated in Technical specifications, Lot 1, Chapter 4.3, the Maintenance fund is used to cover works that are related to Predictive and improvement maintenance.

The estimated price for Lot 2 was revised and the procedure deadlines extended (questions, submission of tenders). Please consult the revised documents for Lot 2.

In summary, this is a European Union call for tenders for building maintenance services at the EU premises in Athens, Greece. The tender is divided into two lots: one for technical installations and building elements, and another for security equipment. The estimated total value is €581400, and the maximum contract duration is 72 months. The tendering process is electronic, and the deadline for submissions is 24/06/2025. Interested parties should carefully review the tender documents and FAQs, and ensure they meet the eligibility criteria and technical requirements. The Europa Experience building is not included in the services required for Lot 1. Technical documents for Lot 2 have been revised.

Eligible Applicant Types:The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that eligible applicants include companies, firms, or other legal entities capable of providing building maintenance and security services. This would likely include SMEs and large enterprises with relevant experience.

Funding Type:The funding type is procurement, specifically a service contract.

Consortium Requirement:The opportunity does not explicitly state whether a single applicant or a consortium is required. It is possible that either a single applicant or a consortium of applicants may apply.

Beneficiary Scope (Geographic Eligibility):The building maintenance contract is for premises in Athens, Greece. While the specific geographic eligibility for applicants isn't stated, it is implied that applicants from the EU are eligible, and potentially those from outside the EU if they meet the necessary requirements and can provide services in Greece.

Target Sector:The target sector is building maintenance, specifically including technical installations, building elements, and security equipment. This falls under the broader category of services, repair, and maintenance.

Mentioned Countries:Greece, Luxembourg.

Project Stage:The project is at the implementation stage, requiring established service providers to deliver maintenance services.

Funding Amount:The estimated total value for both lots is €581,400. Lot 1 has an estimated value of €430,200, and Lot 2 has an estimated value of €151,200.

Application Type:The application type is an open call for tenders, with electronic submission.

Nature of Support:Beneficiaries will receive money in exchange for services rendered, according to the terms of the service contract.

Application Stages:The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender, followed by evaluation and award.

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

Co-funding Requirement:Co-funding requirements are not mentioned in the provided text.

Summary:

This is a call for tenders by the European Parliament, INLO Directorate-General for Infrastructure and Logistics, for a building maintenance contract of the premises of the European Union in Athens, Greece. The tender is divided into two lots: Lot 1 for the maintenance of technical installations and building elements, with an estimated value of €430,200, and Lot 2 for the maintenance of security equipment, with an estimated value of €151,200. The total estimated value for both lots is €581,400. The procedure is an open procedure, and submissions must be made electronically. The maximum contract duration is 72 months. The deadline for receipt of tenders is 24/06/2025 at 15:00 Europe/Luxembourg. The contracting authority is not bound to reply to questions submitted after 04/06/2025 at 05:00 Europe/Luxembourg. The TED publication date is 24/04/2025, and the date and time of public opening is 25/06/2025 at 11:00 Europe/Luxembourg. Several corrigenda and revisions have been issued, particularly for Lot 2, including revisions to the estimated price and extensions to the procedure deadlines. A site visit report is available for candidates and tenderers. Tenderers must have a Personal Identification Code (PIC) to participate. The eSubmission system supports various file types and has specific requirements for attachment sizes and naming conventions. The system also supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.