Cleaning services for EMSA and EUDA

This document outlines a public procurement tender opportunity for cleaning services on behalf of the European Maritime Safety Agency (EMSA) and the European Union Defence Agency (EUDA). The procedure identifier for this tender is EMSA/2025/OP/0033, with an estimated total contract value of €2,250,000. The tender was publicly published on October 28, 2025, and the deadline for tender submissions is December 2, 2025, at 16:00 Europe/Lisbon time. The public opening of tenders is scheduled for December 4, 2025, at 10:00 Europe/Lisbon time. The maximum duration of the contract is set at 48 months.

This tender is categorized as a service contract procurement, specifically aimed at providers of cleaning services, as indicated by the main classification code 90910000. It is important to note that this opportunity is not suitable for small and medium-sized enterprises (SMEs), suggesting that it is intended for larger, well-established companies capable of managing comprehensive facility services.

The submission process is entirely electronic, and applicants must submit their proposals via the designated eSubmission portal. A Personal Identification Code (PIC) is required for participation, irrespective of whether the applicant is tendering as a single entity or as part of a consortium.

Interested bidders are allowed to seek clarifications until November 21, 2025, and the contracting authority will not respond to inquiries submitted after this date. The evaluation of tenders will be based on a best price-quality ratio, with award criteria emphasizing equal importance on quality and price.

The tender documents available include the invitation letter, tender specifications, surface area descriptions, cleaning service schedules, financial proposal requirements, draft service contracts, and a checklist for bidders. All submissions must adhere to the electronic system requirements, including limitations on file types, sizes, and naming conventions.

Overall, this opportunity represents a significant contract for cleaning services at key EU agencies, driven by structured eligibility criteria and a formal procurement process designed to ensure transparency and competition in line with EU regulations.

This is an invitation to tender for cleaning services for the European Maritime Safety Agency (EMSA) and the European Union Aviation Safety Agency (EUDA). The procedure identifier is EMSA/2025/OP/0033. The submission method is electronic, and the call is open for submission. The estimated total value of the tender is 2,250,000 EUR. The TED publication date is 28/10/2025. The lead contracting authority is the European Maritime Safety Agency. The main classification (CPV) code is 90910000, which refers to cleaning services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method is based on the best price-quality ratio. This is not a framework agreement.

Key milestones include the TED publication date of 28/10/2025, the date and time of the public opening on 04/12/2025 at 10:00 Europe/Lisbon, and the deadline for receipt of tenders on 02/12/2025 at 16:00 Europe/Lisbon. The contracting authority is not bound to reply to questions submitted after 21/11/2025 at 08:00 Europe/Lisbon.

The following documents are available for download:

1. Invitation to tender Invitation letter, published on 28/10/2025, Version 1, No translations available.
2. Tender Specifications, published on 28/10/2025, Version 1, No translations available.
3. Appendix 1 - Surface area description, published on 28/10/2025, Version 1, No translations available.
4. Appendix 2 - Cleaning services schedules, published on 28/10/2025, Version 1, No translations available.
5. Appendix 3 Financial Proposal, published on 28/10/2025, Version 1, No translations available.
6. Appendix 4 Designated external glazed parts, published on 28/10/2025, Version 1, No translations available.
7. EUDA Draft Service Contract, published on 28/10/2025, Version 1, No translations available.
8. EMSA Draft Service Contract, published on 28/10/2025, Version 1, No translations available.
9. Tenderer Checklist, published on 28/10/2025, Version 1, No translations available.

Submissions must be sent exclusively via electronic submission.

Frequently Asked Questions (FAQ)

How to proceed if the system is slow or doesn’t work while uploading/downloading documents?
Use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies on the Internet browser.

Which Internet browsers does eSubmission support?
Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements.

Is it possible to view the details of the submission after the deadline?
No, the content of the submission is not accessible after submitting the tender 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 one of these sections: In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate, etc.

Which size should attachments have?
eSubmission accepts files that are less than 50 MB in size.

How should I name attachments in eSubmission?
Name the attachments for your tender draft following the System Requirements. Attachment names must adhere to specific conditions.

Can I submit a video in eSubmission? 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.
Invited candidates can only see the procurement documents after having selected an organisation. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action” column.

Do I need to validate my PIC in order to submit a tender in eSubmission?
The 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).

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

How many attachments can I upload per submission?
The maximum number of documents the system will allow you to upload per tender is 200 files.

Why do tenderers need a PIC?
It is mandatory to register for a PIC if you intend to submit a tender or a request to participate.

How do I register my organisation and get a Participant Identification Code (PIC)?
First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.

How many languages does the system support?
The system is multilingual and 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, using an asymmetric key as an encryption mechanism.

Which file types does the system support?
The supported file types depend on the type of submission you want to make. The allowed file types are specified within the system requirements linked to the procedure in question.

Can I view and edit my draft submission?
Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted.

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 and is not blocking for submission.

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 sent when the time limit of receipt defined for the call for tenders has been reached. Until then, you had the possibility of withdrawing the submission.

In summary, this is a call for tenders for cleaning services for EMSA and EUDA, with an estimated value of 2,250,000 EUR. The tender is an open procedure, meaning any eligible organization can apply. The contract will be awarded based on the best price-quality ratio, and the maximum duration is 48 months. The submission must be done electronically, and all relevant documents, including the invitation letter, tender specifications, surface area description, cleaning schedules, financial proposal, draft contracts, and a tenderer checklist, are available for download. A PIC is mandatory for participation. The eSubmission system supports multiple languages and encrypts uploaded documents. Potential tenderers should pay close attention to the deadlines for submitting questions and the tender itself, as well as the technical requirements for electronic submissions, including file size and naming conventions.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that companies or organizations providing cleaning services are eligible. This could include SMEs, large enterprises, or specialized cleaning service providers.

Funding Type: This is a procurement opportunity, specifically a service contract.

Consortium Requirement: The content does not explicitly state whether a single applicant or a consortium is required. However, the FAQ mentions that a Personal Identification Code (PIC) is mandatory to participate as a sole candidate/tenderer or as a member of a group (consortium), suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly mentioned. Given that it is an EU tender, it is highly likely that companies registered in the EU and potentially EEA countries are eligible. Further details would be needed to confirm eligibility for non-EU entities.

Target Sector: The target sector is cleaning services. The CPV code provided (90910000) confirms this.

Mentioned Countries: No specific countries are mentioned. The contracting authorities are the European Maritime Safety Agency (EMSA) and EUDA.

Project Stage: The project stage is for the provision of operational services, specifically cleaning services.

Funding Amount: The estimated total value of the tender is 2,250,000 EUR.

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

Nature of Support: Beneficiaries will receive money in exchange for providing cleaning services.

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

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

Co-funding Requirement: The need for co-funding is not mentioned.

Summary:

This is an invitation to tender for cleaning services for the European Maritime Safety Agency (EMSA) and the European Union Agency for Defence (EUDA). The procedure identifier is EMSA/2025/OP/0033. The estimated total value of the contract is 2,250,000 EUR. The tender was published on October 28, 2025, and the deadline for submitting tenders is December 2, 2025, at 16:00 Europe/Lisbon time. The public opening of the tenders will be on December 4, 2025, at 10:00 Europe/Lisbon time. The contracting authority will not reply to questions submitted after November 21, 2025, at 08:00 Europe/Lisbon time. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The submission method is electronic. Tenderers must submit their proposals electronically through the designated eSubmission portal. A Personal Identification Code (PIC) is mandatory for participation, whether as a single tenderer or as part of a consortium. The tender documents include an invitation letter, tender specifications, appendices detailing surface areas, cleaning schedules, financial proposal requirements, designated glazed parts, and draft service contracts for both EUDA and EMSA, as well as a tenderer checklist. The eSubmission system supports various file types and has a maximum attachment size of 50 MB per file, with a limit of 200 files per submission. The system supports all 24 official EU languages and uses UTF-8 character encoding. The system encrypts all uploaded documents to ensure integrity and confidentiality. Tenderers can view and edit their draft submissions until the deadline. The tender is an open procedure, meaning any interested and eligible economic operator can submit a tender.