Building maintenance of the premises of the European Union in Bratislava, Slovakia

The European Parliament Directorate-General for Infrastructure and Logistics has issued an open procurement (EP-INLO/LUX/2026/OP/0004) for maintenance services at the House of Europe in Bratislava, Slovakia, comprising two independent lots covering technical installations and building elements (Lot 1) and security equipment (Lot 2) for a maximum duration of 72 months with an estimated total value of approximately €757,000 excluding VAT. Lot 1 is evaluated on a best price-quality ratio (70% price, 30% quality with environmental and ISO certifications) and Lot 2 will be awarded on the lowest price, and tenderers may bid for one or both lots. Key deadlines include an optional site visit on 24 March 2026 and electronic tender submission via the EU Funding & Tenders Portal by 22 April 2026 at 16:30 CEST, with questions due by 30 March 2026. Participation is open to entities established in EU Member States and eligible third countries subject to standard exclusion, selection and restrictive-measures requirements specified in the tender documents.

Opportunity type

Call for tenders — EP-INLO/LUX/2026/OP/0004

Scope:framework maintenance contracts for the EU premises House of Europe (approx. 2,700 m2) in Bratislava. Two independent lots: Lot 1 covers technical installations and building elements; Lot 2 covers security equipment (CCTV, access control, X-ray screening, turnstiles, PA/AMOK systems, fire extinguishers, etc.).

Who can apply:Open to all natural or legal persons and public entities established in EU Member States and to entities from third countries party to relevant public procurement agreements; groups and subcontracting allowed subject to contract rules.

1. 1Maximum contract duration: 72 months (6 years).
2. 2Submission method: electronic via eSubmission on the Funding & Tenders Portal.
3. 3Lot 1 award: best price-quality ratio; Lot 2 award: lowest price.

Eligibility and selection:applicants must meet exclusion, legal, financial and technical capacity requirements set in the tender documents (minimum turnover and reference projects differ by lot). Manufacturer authorisations are required for certain security equipment (e.g. Rapiscan X-ray).

Estimated contract value:Total estimated value approx. €757,000 for the full duration: Lot 1 ≈ €589,000; Lot 2 ≈ €168,000.

1. 1Optional site visit: 24/03/2026 (registration required).
2. 2Deadline for receipt of tenders: 22/04/2026 16:30 Europe/Luxembourg (CEST).
3. 3Deadline for questions (Q&A): 30/03/2026 23:59 Europe/Luxembourg.
4. 4Public opening of tenders: 23/04/2026 10:00 Europe/Luxembourg.
5. 5Contract signature expected: July 2026 (probable).

How to apply:submit a complete tender via the Funding & Tenders Portal eSubmission system before the deadline; all documents, technical specifications, tender forms and templates are published on the tender page Tender details and documents. ¹

Footnotes

1. 1Full procurement documents, Annexes, price schedules and Q&A are available on the Funding & Tenders Opportunities portal tender page linked above.

The European Parliament, Directorate-General for Infrastructure and Logistics (INLO), invites economic operators to submit tenders for a 72‑month building maintenance service contract for the EU premises in Bratislava, Slovakia. The procedure is an open procedure conducted via eSubmission. The tender is divided into two independent lots: Lot 1 covers technical installations and building elements, and Lot 2 covers security equipment. Tenderers may apply for one or both lots.

Official sources and documents:Opportunity page and eSubmission: EU Funding & Tenders Portal opportunity page; Contract notice in TED: TED Notice 164901-2026. Key procurement documents include Administrative Specifications Part 1 Invitation letter, Part 2 Conditions for submitting a tender (corrigendum), Part 3 Specifications, Lot 1 Technical Specifications, Lot 2 Technical Specifications, Financial offer forms for each lot, and Tender Forms.

Scope, lots and technical content

Lot 1: Maintenance contract for Technical installations and building elements

Estimated value:€589,000 for 6 years. Award method: best price-quality ratio with a 70% price and 30% quality weighting. Nature of contract: services. Maximum duration: 72 months. Main CPV: 50000000 Repair and maintenance services; Additional CPV: 50700000 Repair and maintenance services of building installations.

Technical scope and tasks (Lot 1):Covers preventive, predictive and corrective maintenance for the full spectrum of technical systems and building elements of the House of Europe, Hurbanovo námestie 6, 811 03 Bratislava (approx. €2,700 M²; under major renovation, handover anticipated 1 January 2027). Systems include HVAC heating and cooling, ventilation, electrical installations, water and drainage networks, sanitary fittings, elevators including alarm call connections, safety-security elements, domotics/BMS, and other technical installations. Architectural and structural components include automatic doors and partitions, doors and windows including locks/hinges, carpets/blinds/furniture, walls/floors/glazing/terraces/roofs/flagpoles, waterproofing and other building elements. The contractor must also implement and operate a CAFM system; provide commissioning assistance during late-2026; and fulfil reporting, inspections, testing and compliance obligations. Exclusions: telephone, IT network, TV, satellite TV, audio-visual equipment, and some safety/security elements unless explicitly listed in Annex I_Inventory.

Key operational requirements (Lot 1):Maintenance planning: Deliver a maintenance plan within 15 working days of contract start; joint initial inspection within 1 month; annual inspections thereafter. Response times: Priority 1 urgent interventions for emergencies with immediate contact and shortest possible delay; Priority 2 corrective; Priority 3 predictive/improvement and some PPM items. Building Help Desk (EP BHD) processes must be used. CAFM must support planning, tickets, meter readings, third-party works registers, spares, data backup and full data handover at end of contract. Extensive quarterly and annual reporting is mandatory, alongside service, inspection and exit reports. Environmental requirements include eco-friendly replacements (e.g., highest energy label equipment), EU Ecolabel paints, FSC/PEFC wood, waterless urinals, refillable extinguishers, with alignment to EP’s EMAS programme. Accessibility, BIM/EPIQR data support, legal compliance, and audits are required. A Technical Maintenance Manager (TMM) must be designated, conduct quarterly on-site checks, and serve as the primary liaison. Personnel identification, safety, hazardous substances handling and waste management compliance are required. A storage area will be provided. Work hours typically 8:00–19:00 on working days.

Maintenance Fund and €250 Clause (Lot 1):Basic Price includes all PPM costs and replacement parts up to €250 per item (material only). A Maintenance Fund covers predictive/improvement and corrective works requiring parts above €250 per item or when components reach end of life with justified evidence. The financial offer template indicates a fixed annual estimation for the Maintenance Fund (EP example shows an annual estimation placeholder; the sheet includes a reference of €30,000 for the fund line as a template item), with detailed quotation and prior EP approval except for urgent interventions. Repairs must be preferred over replacements where cost-effective; new equipment must be documented and integrated in CAFM; environmental disposal rules apply.

Quality evaluation (Lot 1):Price: 70 points using Np = (Pmin/Po) x 70. Quality: up to 30 points based on certifications valid at submission and maintained throughout the contract: EMAS (8 or 4 points depending on validity period), ISO 9000 series or equivalent (5), ISO 14000 series or equivalent (6), ISO 50000 series or equivalent (6), ISO 45000 series or equivalent (5).

Lot 2: Maintenance contract for Security equipment

Estimated value:€168,000 for 6 years. Award method: lowest price. Nature of contract: services. Contract form: framework agreement without reopening of competition. Maximum duration: 72 months. Main CPV: 50000000 Repair and maintenance services; Additional CPV: 50700000 Repair and maintenance services of building installations.

Technical scope and tasks (Lot 2):Omnium maintenance of technical security systems and equipment, including: Video Surveillance Systems (VSS/CCTV); Intrusion Detection Systems (IDS); Access Control Systems and credential management; interphones/videophones linked to guardroom; public address/AMOK/voice alerting; fire extinguishers; secure cabinets and key safes; security turnstile; UPS for security systems; document trays and related hardware/software including security management platforms. Security scanning equipment for persons, mail and luggage (e.g., X-ray machines) is under supplier warranty until end of 2028; preventive and corrective maintenance during warranty is covered by the supplier, but the contractor must respect warranty conditions and competencies. The contractor must ensure compliance with relevant European, national and local norms and, where applicable, requirements of the Slovak Nuclear Regulatory Authority regarding radiation protection for X-ray related work.

Operational requirements and response times (Lot 2):Annual PPM plan due within 30 calendar days of contract start; joint initial inspection within 1 month; annual follow-up inspections. Defined response and restoration times: Priority 1 emergencies require response within 4 hours, provisional restoration within 4 hours after arrival, definitive restoration within 24 hours after provisional (subject to supply lead times evidenced). Priority 2: response within 12 hours, provisional restoration within 24 hours after arrival, definitive within 7 calendar days after provisional. Priority 3: response within 48 hours, provisional restoration within 14 calendar days after arrival, definitive within 30 calendar days after provisional. Service reports are due within 10 working days after each intervention; bi-annual summary reports are required. A permanent contact must be available by email and phone. Penalties for non-compliance apply per the framework contract Article I.9.

Warranty and manufacturer authorization (Lot 2):The contractor must be qualified and, where required, manufacturer-authorized to perform maintenance on equipment under warranty without voiding coverage. Interventions must strictly follow manufacturer specifications; original or fully compliant spare parts must be used. Improper interventions that cause loss of warranty are the contractor’s responsibility.

Who can apply and participation conditions

Eligible Applicant Types:Eligible applicants include any natural or legal person and public entities that can lawfully provide the relevant services and meet capacity requirements, in line with EU public procurement access rules. Typical eligible types include SMEs, large enterprises, facility management firms, building services companies, mechanical/electrical (M&E) maintenance providers, security systems integrators and maintenance companies, elevator maintenance operators, specialized radiation protection service providers, and consortia of such entities. Subcontracting is permitted.

Geographic eligibility and access to the procedure:Participation is open on equal terms to entities established in EU Member States and entities from third countries that have concluded a specific public-procurement agreement with the EU granting access to this contract under the terms of that agreement. Tenderers must indicate their country of establishment and provide acceptable proof.

Restrictive measures and sanctions compliance:Economic operators must comply with EU restrictive measures, including those under Council Regulation 833/2014 as amended (Articles €5K, 5aa, 5l). Contracts cannot be awarded to Russian nationals or entities established in Russia, or to entities owned over 50% by, or acting at the direction of, such persons or listed entities, including where subcontractors or suppliers above 10% of contract value are concerned, unless an applicable exception applies. A mandatory declaration on honour and supporting evidence may be required.

Selection, exclusion and award criteria

Exclusion criteria:Standard EU exclusion criteria apply under the Financial Regulation (Articles 138–143), including bankruptcy/insolvency, tax/social breaches, grave professional misconduct, fraud and corruption, criminal organization, money laundering/terrorist financing, child labour/trafficking, significant deficiencies in prior EU contracts, irregularities, creation of entities to circumvent obligations, resisting audits, and other grounds. Evidence may be requested within 8 calendar days during evaluation. Declarations on honour (Form 2) are required from all tenderers and from each consortium member and certain subcontractors.

Selection criteria: legal, financial, technical capacity:Legal/regulatory capacity for both lots: Enrollment in a relevant professional or trade register or possession of a specific authorisation in the country of establishment; provide extracts or equivalent proof. Financial/economic capacity: Lot 1 minimum average annual turnover €106,000 over the last 3 closed financial years; valid civil or, where compulsory, professional liability insurance. Lot 2 minimum average annual turnover €50,000 over the last 3 closed financial years, including at least €15,000 per year in activities covered by the contract; valid civil/professional liability insurance. Evidence includes financial statements and turnover statements (Form 4). Technical/professional capacity: Lot 1 requires completion in the last 3 years of at least two multi-annual maintenance contracts each covering more than €1,000 M² of tertiary areas, with detailed references. Lot 2 requires at least 3 years’ experience in similar services and evidence of at least 2 similar contracts in scope/complexity in the last 3 years, each with annual invoicing of at least €15,000; plus manufacturer authorization to maintain Rapiscan X-ray equipment and technical/legal qualification in radiation protection. Capacity of other entities may be relied upon, with binding commitments; subcontractors above 20% share or relied-upon entities must submit equivalent evidence and declarations.

Award criteria:Lot 1: Best price-quality ratio. Price 70% using proportional scoring; Quality 30% based on EMAS and ISO certifications as specified. Lot 2: Lowest price, subject to acceptability and compliance.

Funding, contract size, duration and modalities

Funding Type and Nature of Support:Procurement of services. Beneficiaries receive monetary payments for services rendered under a service contract or framework contract. No grants, loans, equity or vouchers are involved.

Estimated contract value and lots:Total estimated value is indicated on the portal as €757,000, based on Lot €1 589,000 and Lot €2 168,000 for 6 years. The Part 3 Specifications document states a total of €799,000 with the same lot breakdown shown as €589,000 and €168,000, creating an internal discrepancy. The lot-level values align to €757,000 overall, which matches the portal notice. Tenderers should follow the official financial templates per lot and the portal’s values, and consult published corrigenda where applicable. ¹

Contract duration and form:Maximum duration: 72 months (6 years) for both lots. Performance starts upon contract signature. Lot 1 is a service contract with order forms for commissioning assistance; Lot 2 is a framework agreement without reopening of competition; services are executed via order forms.

Application timeline, method and stages

Key dates:TED publication: 10/03/2026. Optional site visit and information meeting: 24/03/2026 at 09:00 CET at Informačná kancelária, Európskeho parlamentu, Palisády 29, SK-811 06 Bratislava, followed by a short visit at Hurbanovo námestie 6 (building under major renovation). Deadline for questions: 30/03/2026 at 23:59 CEST; replies published by 01/04/2026 at 23:59 CEST in English. Deadline for receipt of tenders: 22/04/2026 at 16:30 CEST. Public opening of tenders: 23/04/2026 at 10:00 CEST in Luxembourg. Probable date of contract signature: July 2026.

Submission method and application type:Electronic submission only via eSubmission on the EU Funding & Tenders Portal. This is an open call, single stage. Tenders in any official EU language are accepted; working language is English and prevails in case of discrepancies; the contract is concluded in English. Tenders must be valid for 180 days from the submission deadline.

Consortium and subcontracting:Single tenderers and groups of economic operators are allowed. A consortium is not mandatory. Groups may be required to adopt a specific legal form before contract signature and must accept joint and several liability; designation of an authorised representative may be required. Subcontracting is permitted; subcontractors relied upon for capacity and any subcontractors exceeding 20% of the contract share must submit forms and evidence equivalent to the main tenderer. The EP may reject subcontractors not meeting exclusion/selection criteria.

What to submit: templates and structure

Core tender package for all lots:Tender Forms dossier: Form 1 Tenderer’s Undertaking; Form 2 Declaration on honour on exclusion and selection; Form 3 Declaration on restrictive measures (Russia-related); Form 4 Financial data sheet; Form 5 Financial Offer (separate Excel per lot); Form 6 Financial identification form; Form 7 Group information (if consortium); Form 8 Subcontractor declaration (if applicable); Form 9 Subcontractor undertaking (if applicable). Proofs for selection criteria per Administrative Specifications Part 3: legal/trade register extract or authorisation; financial statements for last 3 closed years; turnover statements; valid civil/professional liability insurance; and technical references as required by each lot.

Lot-specific components:Lot 1: Technical offer focused on quality award criteria with certificates attached and valid at submission (EMAS; ISO 9000/14000/50000/45000 or equivalents). Financial offer: complete the dedicated Excel price schedule including Basic Price for PPM items and CAFM, Maintenance Fund annual estimation, and Commissioning assistance monthly rate (max 6 months). Lot 2: Financial offer only (lowest price) using the Excel price schedule for annual Basic Price lines per system and unit prices for Other Works (hourly rates), which become contractual. Evidence of manufacturer authorization to work on Rapiscan X-ray equipment and relevant radiation protection qualification must be provided in technical capacity evidence.

Reports and plan templates referenced:Lot 1: Annex III.1 Quarterly Report template; Annex III.2 Annual Report template; Annex III.3 Exit Report template; Annex I_Inventory; Annex II_Application under corrective maintenance fund. Lot 2: Annex I_Inventory_Lot2; Annex II_Maintenance Schedule_Lot2; Annex III Bi-annual Report template; Annex IV Exit Report template.

Practical eSubmission and administrative details

• Registration: Each tenderer and each consortium member must have a PIC (Participant Identification Code) from the European Commission Participant Register.
• File limits and formats: Follow eSubmission system requirements. Maximum attachments per tender are typically limited and file size per document is commonly capped (e.g., 50 MB guidance).
• Tender validity: 180 days from the submission deadline.
• One tender per lot per tenderer; if multiple submitted, only the latest counts unless withdrawn before deadline.
• Opening session in Luxembourg; attendance requires advance notification and presenting the eSubmission receipt.
• Communication: Q&A only in writing via the portal; replies published in English on the same page.
• Language: Any official EU language for submission; English is the working and contractual language.

Categorization and structured extraction

Eligible Applicant Types:SME, large enterprise, facility management provider, mechanical/electrical maintenance company, elevator maintenance operator, security systems integrator and maintenance company, radiation protection and X-ray equipment service provider, consortium of economic operators, public entities legally allowed to provide such services. NGOs or universities are not targeted unless they operate as qualified maintenance providers meeting all professional, financial and technical criteria.

Funding Type:Procurement of services under a public service contract and, for Lot 2, a framework agreement without reopening of competition.

Consortium Requirement:Consortium optional. Single tenderers or groups of economic operators may apply. Joint and several liability applies for groups; an authorised representative may be contractually required.

Beneficiary Scope (Geographic Eligibility):EU Member States and eligible third countries that have concluded relevant public-procurement agreements with the EU granting access to this contract on the agreement’s terms.

Target Sector:Buildings and construction maintenance; facilities management; MEP systems; energy and environmental performance; security systems and cybersecurity-relevant hardware platforms; elevators; BMS/domotics; compliance and safety; radiation protection for X-ray screening devices.

Mentioned Countries:Slovakia; Luxembourg; Russia (in the context of EU restrictive measures and ineligibility).

Project Stage:Service delivery and operation. The contract concerns ongoing preventive, predictive, corrective maintenance, commissioning assistance and operational compliance; not research or development.

Funding Amount:Indicative scale: Lot €1 589,000 for 6 years; Lot €2 168,000 for 6 years. Portal total estimate €757,000; Part 3 Specifications mentions €799,000 total while listing the same lot figures, suggesting a typographical inconsistency; the portal and lot-level figures support €757,000 overall. ¹

Application Type:Open call, single-stage, electronic submission via eSubmission on the EU Funding & Tenders Portal.

Nature of Support:Money. Payments against deliverables and services under the service contract or framework agreement terms.

Application Stages:One stage: submission and evaluation in an open procedure, followed by award and contract signature after standstill period.

Success Rates:Not specified in the procurement documents or portal notice.

Co-funding Requirement:No co-funding. This is a paid service contract; tenderers quote prices and are paid for services rendered. Tender preparation and participation costs are not reimbursed.

Administrative and compliance highlights

• Tender validity: 180 days from deadline.
• Variants: Not permitted.
• Prices: All-inclusive, in EUR, exclusive of VAT (EP is exempt per privileges and immunities). Currency risk borne by tenderer if not in eurozone.
• Insurance: Civil/professional liability insurance required as per lot.
• Data protection: Personal data processed under Regulation (EU) 2018/1725.
• Standstill and notification: Rejection reasons and means of appeal provided; standstill of 10 days for electronic notifications before signature; possible suspension for further examination.
• Audits and inspections: EP/EC may conduct audits; full cooperation and documentation access mandatory.
• Penalties: Applicable especially under Lot 2 framework for delays, non-performance, and non-conformity.

Facility context and operations

The House of Europe is co-owned by the European Parliament and European Commission Representation. The Europa Experience visitor centre (approx. €650 M²) spans ground floor and basement 1 with cinema and multimedia installations, separate public entrance, and extended opening hours for Europa Experience under Lot 2. The building has multiple floors and rooftops, with major renovation ongoing; commissioning expected in H2 2026; handover to EP anticipated 1 January 2027. Commissioning assistance under Lot 1 begins upon contract entry into force, up to 6 months maximum, and ceases at handover when standard maintenance starts.

How to prepare your tender: recommended structure

1. 1Register and obtain a PIC for each participating legal entity; ensure eSubmission access.
2. 2Download and review all procurement documents, including administrative specifications, technical specifications per lot, and financial offer forms.
3. 3For all lots: Complete Tender Forms 1–4 and 5 (Excel), 6 (bank identification), and, where applicable, 7–9 for groups and subcontracting; sign the Declaration on honour and the Russia-related measures declaration.
4. 4Legal capacity: Provide extract of professional/trade register or authorisation.
5. 5Financial capacity: Provide financial statements for last 3 closed years and turnover statements per lot requirements; provide valid civil/professional liability insurance evidence.
6. 6Technical capacity: Provide references and evidence matching lot requirements. For Lot 1, include two multi-annual maintenance contracts on tertiary buildings >€1,000 M² with detailed data. For Lot 2, include at least two similar contracts with annual invoicing ≥ €15,000, and certificates of authorisation for Rapiscan X-ray equipment plus radiation protection qualifications.
7. 7Lot 1 quality documentation: Attach valid EMAS and/or ISO certificates (9000/14000/50000/45000 or equivalents) to maximize quality scoring and confirm commitment to maintain them through the contract.
8. 8Financial offer: Fill in the correct Excel per lot. Lot 1 includes Basic Price lines for PPM and CAFM, Maintenance Fund estimation, and Commissioning assistance monthly price. Lot 2 includes annual Basic Price lines per system and unit prices for Other Works hourly rates.
9. 9Language and formatting: Prepare documents in an official EU language; English preferred/prevails. Respect file size/type limits and naming rules in eSubmission.
10. 10Submit electronically before the deadline; consider system contingency time; optionally attend public opening.

Summary explanation of the opportunity

This opportunity is a six-year EU service procurement to operate and maintain the EU’s House of Europe building in Bratislava. It is split into two independent lots. Lot 1 covers full technical and architectural maintenance of the building, including HVAC, electrical, water, drainage, elevators, domotics/BMS, and building fabric. It requires a robust maintenance approach combining preventive, predictive and corrective actions, a CAFM platform, environmental stewardship aligned with EMAS, comprehensive reporting, and commissioning assistance during the 2026 handover phase. Quality scoring in Lot 1 rewards EMAS and key ISO certifications, with price carrying the largest weight. Lot 2 covers security systems maintenance under a framework agreement, including CCTV, IDS, access control, intercoms, public address/AMOK, fire extinguishers, key safes, turnstiles and related UPS and software/platforms, with strict response and restoration time commitments and penalty provisions. Maintenance of X-ray scanners remains with the supplier during warranty; the contractor must be manufacturer-authorised and compliant with radiation protection requirements for related interventions. Both lots require strong legal, financial and technical capacity, with Lot 2 specifically demanding manufacturer authorization for Rapiscan equipment and radiation protection competence. The call is open to EU-based providers and eligible third-country operators under applicable procurement agreements, with exclusion and restrictive-measures compliance strictly enforced. Submissions are fully electronic through the EU Funding & Tenders Portal. For experienced facilities management, MEP and security integrator companies, including SMEs and larger firms, this tender offers a defined multi-year workload at a predictable scale, with clear performance metrics, environmental obligations, and structured deliverables in a modernized flagship EU premises in Slovakia.

Footnotes

1. 1Portal listing shows Estimated total value €757,000 (Lot 1: 589,000; Lot 2: 168,000). Part 3 Specifications text also cites a total of €799,000 while reiterating Lot 1 at 589,000 and Lot 2 at 168,000, suggesting an internal inconsistency. See portal page Opportunity page and Administrative Specifications Part 3 Specifications.

Opportunity Overview

The European Parliament, through its Directorate-General for Infrastructure and Logistics, is issuing an open tender for building maintenance services at the House of Europe premises in Bratislava, Slovakia. This is a framework contract tender divided into two independent lots that may be awarded to different contractors. The contract covers a six-year period with an estimated total value of €757,000 excluding VAT. The procedure identifier is EP-INLO/LUX/2026/OP/0004, and the TED reference is 48/2026 164901-2026.

Key Deadlines

Lot Details and Funding Amounts

The tender comprises two separate lots. Tenderers may submit proposals for one or both lots. The lots are independent and may be awarded to different contractors.

Lot 1: Maintenance contract for Technical installations and building elements:Estimated value: €589,000 for six years. This lot covers planned preventive maintenance, predictive and improvement maintenance, and corrective maintenance of all technical installations including heating and cooling systems, ventilation, electrical installations, water and drainage networks, sanitary fittings, elevators, and building components such as doors, windows, walls, floors, roofs, and glazing. The award method is best price-quality ratio, with weighting of 70 percent price and 30 percent quality based on environmental and quality certifications. Services include computer-aided facilities management, commissioning assistance during building renovation, and operational support.

Lot 2: Maintenance contract for Security equipment:Estimated value: €168,000 for six years. This lot covers maintenance of video surveillance systems, intrusion detection systems, access control systems, fire extinguishers, secure cabinets, interphones and videophones, security scanning equipment including X-ray machines, security turnstiles, and AMOK/public address systems. The award method is lowest price. A framework agreement without reopening of competition is envisaged.

Subject Matter and Location

The House of Europe is located at Hurbanovo námestie 6, SK-811 03 Bratislava, Slovakia, with a total area of approximately 2,700 square meters. The building consists of six floors, two basements, and facilities for the ground floor mezzanine, rooftop spaces, and the Europa Experience exhibition center occupying approximately 650 square meters. The building is currently undergoing major renovation and is expected to be handed over to the European Parliament on 1 January 2027. Co-ownership involves the European Parliament and the European Commission Representation, who are the sole occupants. The premises are used for offices, meeting rooms, exhibition spaces, information areas, visitor centers, conference facilities, and technical rooms.

Eligibility and Participation

Participation is open on equal terms to all natural or legal persons and public entities established in an EU Member State. Participation is also open to natural and legal persons from third countries that have concluded specific public procurement agreements with the European Union granting them access to this contract on the terms laid down by such agreements. Tenderers must indicate the country in which they are established and provide evidence normally acceptable under that country's national law.

All tenderers and group members must comply with restrictive measures adopted under Article 21 TEU or Article 215 TFEU. Russian nationals and entities, as well as those with Russian ownership exceeding 50 percent or acting under Russian direction, are excluded unless an exception applies. Engagement with entities listed in Annex XIX of Regulation 833/2014 is prohibited except where authorized by competent authorities. Tenderers must provide a declaration on honor confirming compliance with these restrictive measures ¹.

Selection Criteria and Capacity Requirements

Legal and Regulatory Capacity

Tenderers must be enrolled in a relevant professional or trade register or have specific authorization in their country of establishment to perform the contract. In case of groups or consortia, each member must furnish proof of authorization as required for the main tenderer. Required documentation includes an extract from the professional or trade register or an equivalent document acceptable to the European Parliament, or proof of specific authorization.

Financial and Economic Capacity

Tenderers must demonstrate sufficient economic and financial resources to perform the contract in compliance with contractual provisions. The European Parliament will assess financial capacity based on minimum thresholds and insurance requirements specific to each lot. Supporting documentation must include financial statements or extracts from the last three financial years where accounts have been closed before the publication of the contract notice, a statement of overall turnover for the same period, and proof of valid liability insurance.

Tenderers may rely on the capacity of other entities regardless of legal relationships, or on the capacity of subcontractors, provided they demonstrate that resources will be available. In such cases, undertakings from supporting entities must be provided, and the European Parliament may require joint and several liability.

Technical and Professional Capacity

Tenderers must possess sufficient technical and professional capacity commensurate with the contract value and scale. Capacity assessment for Lot 1 requires completion of at least two multiannual maintenance contracts for tertiary areas exceeding 1,000 square meters each, executed in the last three years prior to contract notice publication. Tenderers must provide detailed descriptions including services provided, execution period, areas, budget, and verified client contact details.

For Lot 2, tenderers must demonstrate at least three years of experience in providing similar services. They must present at least two similar contracts executed in the last three years preceding the submission deadline, with an annual invoiced amount of minimum €15,000 each. For each reference, tenderers must provide contract description with client name and contact details, explanation of similarity in scope and complexity, start and end dates, annual and total invoiced amounts, and their role. Tenderers must also provide certificate(s) of authorization to work on Rapiscan X-ray equipment and demonstrate technical and legal qualification in radiation protection as required by local and national regulations.

For Lot 2 equipment under manufacturer warranty, tenderers must demonstrate appropriate technical competence and manufacturer authorization or certification. They must comply strictly with all manufacturer guidelines and use original or equivalent spare parts that comply with manufacturer requirements. Any intervention breaching manufacturer requirements that results in warranty loss becomes the tenderer's responsibility ².

Award Criteria and Evaluation Method

Lot 1: Best Price-Quality Ratio

Lot 1 will be awarded based on best price-quality ratio using the following weighted criteria: Price accounts for 70 percent of the evaluation score, calculated using the formula Np = (Pmin/Po) X 70, where Pmin is the lowest price and Po is the price being evaluated. The highest-scoring tender receives maximum points, with other tenders awarded points proportionally to their divergence from the lowest price.

Quality comprises 30 percent of evaluation and is based on proposed additional quality elements, particularly company certifications in environment, health, and safety. Quality score is calculated as Nq = Nq1 + Nq2 + Nq3 + Nq4 + Nq5, where individual components are awarded as follows:

All certificates must be valid at submission date. The awarded contractor must maintain all certifications throughout the contract period through re-certification. The final score is Nf = Np + Nq (maximum 100 points). The tender obtaining the highest final score is ranked first, provided it is acceptable to the European Parliament.

Lot 2: Lowest Price

Lot 2 will be awarded to the tender offering the lowest price, provided that it is acceptable to the European Parliament. No quality or other evaluation criteria apply.

Exclusion Criteria

The European Parliament will reject tenders from natural or legal persons in any of the exclusion situations specified in Articles 138 to 143 of Regulation (EU, Euratom) 2024/2509. These include but are not limited to bankruptcy or insolvency, breach of tax or social security payment obligations, grave professional misconduct, fraud, corruption, criminal offenses including money laundering and terrorist financing, significant deficiencies in performance of prior EU-funded contracts, irregularities, creation of entities to circumvent legal obligations, and resistance to investigation or audit by EU authorities ³.

Exclusion also applies where members of administrative, management or supervisory bodies, persons with representation or control powers, beneficial owners, or persons assuming unlimited liability for entity debts are in exclusion situations. Tenderers must declare their exclusion status using the Declaration on honor form and provide documentary evidence upon request within eight calendar days. Failure to provide valid evidence within the deadline results in tender rejection unless material impossibility can be justified.

Submission Requirements and Procedures

All tenders must be submitted exclusively via the electronic eSubmission system available on the EU Funding and Tenders Portal at the opportunity webpage. Tenders submitted by other means, including email or postal mail, will be disregarded. Tenderers must register in the European Commission's Participant Register and obtain a Participant Identification Code (PIC). Registration is free and does not constitute a commitment to submit a tender. Subscription to the call for tenders at the portal allows tenderers to receive email notifications when new information or documents are published.

Submission method:Electronic submission via eSubmission. Supported browsers: Latest versions of Google Chrome or Mozilla Firefox. Maximum file size for attachments: Less than 50 MB per file. Maximum number of attachments per submission: 200 files. File formats and system requirements are available on the portal homepage. Tenderers are strongly advised to familiarize themselves with the eSubmission system and system requirements well in advance of the deadline.

Tenders may only be submitted in one of the 24 official languages of the European Union. However, all contract documents are originally in English, which is designated as the working language for this procedure. In case of discrepancies between English and translated documents, the English version prevails. The contract will be concluded in English. All reports and communications must be submitted in English, except for the emergency maintenance binder which may be in Slovak.

Tenderers must submit the following documents and information:Tender Forms (Form 1 - Tenderer's Undertaking), Declaration on honor concerning exclusion and selection criteria (Form 2), Declaration on Russian restrictive measures compliance (Form 3), Financial data sheet (Form 4) with three years of financial statements, Financial Offer in Excel format (Form 5) for each lot being bid, Declaration of honor regarding the tenderer's status as SME if applicable, Proof of all selection criteria including references, certificates, and capacity documentation, Technical specifications response (for Lot 1 only), and in case of groups or subcontracting, Form 7 (group information), Form 8 (subcontractor declaration), and Form 9 (subcontractor undertaking).

After submission but before the deadline, tenderers may withdraw or replace their tender. A withdrawal receipt will be provided by eSubmission as proof. No more than one tender per lot can be considered per tenderer. If multiple tenders are submitted for the same lot, only the latest will be considered. Earlier tenders cannot be used to complement, clarify, or correct the latest submission. All costs incurred in preparing and submitting tenders are borne by tenderers and will not be reimbursed.

Contract Performance and Key Obligations

Lot 1: Technical Installations and Building Elements

The contractor must ensure optimal performance, continuity of service, durability of building elements, security, health and safety of building users, and good aesthetic condition. Services include planned preventive maintenance, predictive and improvement maintenance, corrective maintenance, urgent interventions, and computer-aided facilities management. Monthly commissioning assistance will be required during building renovation until 1 January 2027.

The contractor must designate a Technical Maintenance Manager as the European Parliament's contact person within 15 working days of contract start. The TMM shall supervise work performance and inspect the building at least quarterly with minimum three weeks advance notice. In the event of TMM unavailability, immediate replacement is required with notification to the European Parliament within 15 days.

The contractor must submit a Maintenance Plan within 15 working days of contract entry into force for European Parliament approval. A Joint Initial Inspection must occur within one month of signature, with inspection report due within 30 days. The contractor must provide quarterly reports within 30 days of quarter end and annual reports within 60 days of contract year end, including detailed technical condition analysis and maintenance plan updates. An Exit Report must be provided at least 30 days before contract expiry, with a draft version six months in advance.

All maintenance work must comply with applicable European, national, and local regulations and manufacturer manuals. The contractor must maintain and update the emergency maintenance binder kept at premises reception. Waste management, hazardous substance handling, and environmental compliance are the contractor's responsibility. The Basic Price covers all planned preventive maintenance and parts up to €250 per item. The Maintenance Fund covers replacement parts and corrective maintenance above €250, estimated at €30,000 annually. Additional commissioning assistance is billed monthly.

Lot 2: Security Equipment Maintenance

The contractor must ensure optimal security system performance, continuity of service, and continuous improvement of maintenance methods. Services include planned preventive maintenance, predictive and improvement maintenance, corrective maintenance, and urgent interventions for all security systems. The contractor must prepare an annual preventive maintenance plan within 30 calendar days of contract start and update it as new equipment is installed.

Response and rectification times are defined by priority level. Priority 1 (emergencies) requires 4-hour response and 4-hour on-site fault rectification, with definitive restoration within 24 hours. Priority 2 (planned maintenance with missed daily/weekly deadlines) requires 12-hour response and 24-hour on-site rectification, with definitive restoration within 7 calendar days. Priority 3 (planned maintenance with missed monthly or rarer deadlines) requires 48-hour response and 14-day on-site rectification, with definitive restoration within 30 calendar days. Provisional restoration means system put back into service with key functions restored; definitive restoration requires all original functions and performance fully restored.

The contractor must appoint a Technical Maintenance Manager and permanent contact person reachable at all times by email and telephone. At least quarterly inspections are required with minimum one month advance notice. Service reports must be submitted within 10 working days of intervention completion. Bi-annual reports must be provided 30 calendar days after each six-month period. Joint Initial Inspection must occur within one month of contract start, with pre-existing issues documented. Exit Report must be provided at least 30 calendar days before contract expiry.

The Basic Price covers all planned preventive maintenance as specified in maintenance schedules. Other Works (modifications, replacements, repairs not specified in the tender) are priced hourly at rates specified in the contractor's financial offer. Penalties apply for delay in response times, failure to submit required reports, lack of TMM availability, manifest negligence, non-performance, or non-conformity with contractual obligations. These penalties are cumulative and do not exempt the contractor from other contractual obligations or compensation of actual losses.

Payment Terms and Financial Provisions

All prices must be submitted in EUR excluding VAT. The European Parliament is exempt from VAT. Prices must be all-inclusive and expressed in EUR for all tenderers, including those from countries outside the eurozone. Tenderers outside the eurozone assume all risks and benefits from exchange rate fluctuations. Separate prices must be submitted for each lot.

For Lot 1:The contractor shall indicate annual prices in the financial offer for each planned preventive maintenance task and Computer-Aided Facilities Management system use. The Basic Price includes all planned preventive maintenance labor, materials, equipment for parts under €250, reports, administrative expenses, and mobilization/demobilization costs. The Maintenance Fund is a fixed annual estimated amount (€30,000 baseline) for predictive/improvement and corrective maintenance with parts exceeding €250 and labor. Commissioning Assistance is billed monthly (maximum 6 months) at the rate specified in the financial offer. Prices are revised according to contract terms.

For Lot 2:The contractor shall indicate annual prices for the Basic Price covering all planned preventive maintenance. Hourly rates for Other Works are specified in a separate section of the financial offer and apply to any additional work ordered. These hourly rates are contractual prices and will be used for all Other Works. Estimated quantities provided in the financial offer are for tender evaluation only; actual quantities may vary.

Price revisions may be applied according to contract terms. Tenders must remain valid for 180 days from the submission deadline. The European Parliament is not obligated to award the contract and may cancel the procurement procedure at any time without compensation to tenderers.

Site Visit and Clarifications

An optional information meeting is scheduled for 24 March 2026 at 09:00 CET at the European Parliament Information Office, Palisady 29, SK-811 06 Bratislava. A short visit to the building premises at Hurbanovo namestie 6, SK-811 03 Bratislava will be offered following the meeting. This building is currently undergoing major renovation. Economic operators wishing to attend must provide full names, dates of birth, nationalities, and ID or passport numbers of their representatives at least three working days in advance to inlo.lux.ao@europarl.europa.eu. The working language for the site visit is English. Travel expenses are borne by economic operators and will not be reimbursed.

Tenderers may submit written questions to obtain additional information regarding the tender documents solely for clarification purposes. Questions must be submitted in writing via the portal's Questions and Answers section by 30 March 2026 at 23:59 CEST. The European Parliament will not respond to oral questions, late questions, incorrectly worded questions, or questions submitted after the deadline. Replies will be published in English only on the same portal section and communicated to all tenderers on identical terms.

Tender Opening and Award Process

Tenders will be opened on 23 April 2026 at 10:00 CEST at the European Parliament seat located at Plateau de Kirchberg, L-2929 Luxembourg. Tenderers wishing to attend must submit full names, dates of birth, nationalities, and ID or passport numbers of their representatives at least two working days in advance to inlo.lux.ao@europarl.europa.eu. Representatives must present the eSubmission submission receipt and sign an attendance sheet. Attendance is optional.

After tender opening, unsuccessful tenderers will be notified simultaneously by electronic means that their tender was not accepted, with reasons for rejection and possible appeal means. Simultaneously, the European Parliament will communicate its award decision to the successful tenderer, noting this does not constitute an obligation. The contract may not be signed until 15 calendar days (if rejection notification was sent by post) or 10 calendar days (if sent by electronic means) after simultaneous notification of rejection and award decisions have elapsed. Documentary evidence concerning exclusion and selection criteria must be submitted by the successful applicant before the award decision becomes final. Written acceptance notification will enable the selected tenderer to sign the contract once the waiting period expires.

Upon written request, unsuccessful tenderers not in exclusion situations and with compliant tenders may obtain additional information about rejection grounds. Only tenderers with admissible tenders may obtain information about characteristics and relative advantages of the winning tender and the winning contractor's name. Some information may be withheld if disclosure would hinder legal application, contradict public interest, harm legitimate business interests, or distort fair competition.

After results notification and before contract signing, the European Parliament may suspend signing for additional examination if justified by requests or comments from unsuccessful tenderers or other relevant information received within 10 calendar days of simultaneous notification. All tenderers must be informed of suspension within three working days. Following additional examination, the European Parliament may confirm, modify, or cancel its award decision, communicating reasons in writing to all tenderers.

Important Additional Information for Applicants

Groups of economic operators may submit joint tenders. The group must provide legal documentation proving its status, which may include an entity with legal personality recognized by the Member State, an entity without legal personality offering sufficient contractual protection, or a power of attorney from all partners confirming cooperation. Joint and several liability must be ensured. Each group member must submit all required selection and exclusion criteria documentation.

Subcontracting is permitted. If subcontractors are used, the tenderer must identify them and provide their financial, economic, technical, and professional capacity documentation. Subcontractors on whom the tenderer relies for required capacities, and other subcontractors with market share exceeding 20 percent, must submit evidence of non-exclusion and capacity in the same manner as the main tenderer. The European Parliament may reject subcontractors not meeting criteria and may require authorization before accepting subsequent subcontracting not provided in the original tender.

All participating entities, including consortium members and subcontractors, must comply with the European Parliament's environmental policy and apply the EMAS environmental management system in accordance with Regulation (EC) No 1221/2009. The successful tenderer will be required to ensure that staff working on the contract are aware of EMAS implementation. Professional training on environmental, safety, and technical compliance may be required.

Tenderers must undertake to observe a policy promoting equality and diversity in contract performance by applying non-discrimination and equality principles. This includes promoting equality between men and women, employment and integration of disabled persons, and removal of recruitment obstacles and discrimination based on sex, race, ethnic origin, religion, disability, age, or sexual orientation.

In case of equipment replacement, preference should be given to environmentally friendly products with high energy efficiency ratings. All paints must comply with EU Ecolabel criteria. Wood products should be FSC or PEFC certified. Toilets and urinals should be waterless, and fire extinguishers should be refillable. If the building is included under EMAS or similar audit schemes, the contractor must provide assistance.

Building Information Modelling (BIM) protocols must be respected if a BIM model exists. The contractor must maintain the model and support the European Parliament with Energy Performance, Indoor environmental Quality and Retrofit (EPIQR) analysis. Building Management System monitoring and maintenance applies where applicable. All maintenance personnel must wear identification badges and are subject to immediate replacement at the European Parliament's discretion without cost justification.

The contractor shall provide guarantee periods of at least two years for new equipment and parts, and six months for repairs and other operations. Warranty extensions from local regulations apply. All guarantee-related correction costs including disassembly, assembly, supply, installation, transportation, and labor are the contractor's responsibility. Guarantee periods must be integrated into the CAFM system.

Small and medium-sized enterprises (SMEs) must declare their SME status using Form 2. SMEs are defined as enterprises employing fewer than 250 persons with annual turnover not exceeding €50 million or annual balance sheet total not exceeding €43 million. Personal data processing for tender evaluation and contract performance is governed by Regulation (EU) No 2018/1725. Tenderers may request details of their personal data and rectify inaccurate information through the Directorate General for Infrastructure and Logistics. Recourse to the European Data Protection Supervisor is available at any time ⁴.

Additional contact information:For Building Help Desk requests and problems, email bhd@ext.europarl.europa.eu or call 85600 from EP internal lines or +32 284 40 00 from external lines. For tender procedure inquiries and site visit registration, contact inlo.lux.ao@europarl.europa.eu. For technical eSubmission issues, contact the eSubmission Helpdesk details provided in the eSubmission Quick Guide.

Regulation 833/2014 as amended by Regulation 2022/576 prohibits award to Russian nationals, Russian-established entities, entities over 50 percent Russian-owned, entities acting under Russian direction, and entities listed in Annex XIX regarding substantial economic relationships with Russia or the Russian state unless authorized exceptions apply. All subcontractors and suppliers above 10 percent contract value must comply. These restrictions are mandatory compliance requirements.

Lot 2 contractors must ensure interventions on warranty equipment do not void, limit, or affect manufacturer warranties. Breach of manufacturer requirements resulting in warranty loss is the contractor's sole responsibility. The contractor must use original or equivalent spare parts complying with manufacturer specifications and follow all technical guidelines. Equipment damage from contractor non-compliance while under warranty becomes the contractor's financial responsibility without prejudice to contractual penalties.

Exclusion grounds include bankruptcy or insolvency; breach of tax or social security payment obligations; grave professional misconduct including misrepresentation, competition distortion, intellectual property violation, unduly influencing decisions, seeking confidential information, and incitement to discrimination or violence; fraud or corruption; criminal organization involvement; money laundering or terrorist financing; child labor or human trafficking; significant performance deficiencies in prior EU-funded contracts leading to early termination or penalties; irregularities; entity creation to circumvent legal obligations; and resistance to investigation or audit. Exclusions apply to administrative, management, supervisory members and beneficial owners. Some situations may be remedied through documented corrective measures assessed by external auditors or competent authorities.

Personal data processing during tender evaluation and contract performance follows Regulation (EU) No 2018/1725 on data protection. Data is processed solely by the Directorate General for Infrastructure and Logistics for tender evaluation and contract administration purposes. Tenderers have rights to information about their personal data, correction of inaccurate data, and have recourse to the European Data Protection Supervisor at any time regarding processing concerns. Data retention policies and specific processing purposes are available from the Directorate General upon request.