Consultancy services to improve the efficiency and effectiveness of the EFSA facility management processes

The European Food Safety Authority (EFSA) has announced a call for tenders identified as EFSA/2024/OP/0012 to establish a four-year consultancy framework contract aimed at enhancing the efficiency and effectiveness of its facility management processes. The key objectives are to support areas such as eco-management, occupational health and safety, emergency preparedness, and business continuity. The total estimated contract value is €2.9 million, with a duration of 48 months including an initial period of 12 months that can be renewed three times.

This procurement opportunity is classified as a service contract and is open for electronic submissions from interested consultancy providers. The deadline for submission of tenders is set for June 18, 2025, at 14:30 CEST, with a public opening scheduled for June 19, 2025, at the same time. The award of the contract will be based on the best price-quality ratio.

The tender is open to both individual applicants and consortia, accommodating joint tenders. The selection criteria encompass the suitability to undertake the professional activity, economic and financial standing, as well as technical and professional ability, with specific requirements including a minimum workforce of 13 individuals—11 fitting the required profiles and 2 for administrative and management roles. The capacity of subcontractors may also be considered in meeting these criteria.

Although no specific geographic eligibility is mentioned, it is inferred that the tender is open to entities within EU member states and potentially the EEA, aligning with the EFSA's operational framework. The application process will involve technical evaluations weighted at 60% and financial evaluations at 40%.

Interested parties are urged to review detailed procurement documents, which include invitations, tender specifications, financial offer forms, and other related materials to fully understand requirements and evaluation criteria. The documentation specifies that a consolidated evaluation will be permitted in joint tenders, allowing the combined workforce of consortium members to satisfy workforce requirements.

Overall, the EFSA is seeking experienced consultancy firms with proven capabilities in facility management processes, looking to foster operational excellence within the agency through this framework contract.

The European Food Safety Authority (EFSA) has published a call for tenders, EFSA/2024/OP/0012, for consultancy services to improve the efficiency and effectiveness of the EFSA facility management processes. The procedure identifier is EFSA/2024/OP/0012. The TED reference is 83/2025 276304-2025.

The submission method is electronic and the call is currently open for submission. The procedure type is an open procedure.

The aim of this procedure is to establish a four-year cascade framework contract with a consultancy provider. The consultancy will help EFSA ensure that its premises remain efficient and meet both current and future needs. This includes support for EFSA's eco-management system, occupational health and safety, emergency preparedness, and business continuity, among other things.

The estimated total value of the contract is 2,900,000 EUR. The maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. It is a framework agreement without reopening of competition.

The TED publication date was 29/04/2025. The date and time of the public opening is 19/06/2025 at 14:30 Europe/Rome. The deadline for receipt of tenders is 18/06/2025 at 14:30 Europe/Rome. The contracting authority is not bound to reply to questions submitted after 10/06/2025 at 05:00 Europe/Rome.

The main classification (CPV) code is 79993100 - Facilities management services. The nature of the contract is for services.

The selection criteria include: Suitability to pursue the professional activity, Economic and financial standing, and Technical and professional ability. Further details on these criteria can be found in the procurement documents.

The following documents are available for download:

ENOC Invitation to tender_EFSA_2024_OP_0012 Invitation letter, published on 29/04/2025, Version 1. No translations available.
ENTender specs - Open call_EFSA_2024_OP_0012 Tender specifications, published on 29/04/2025, Version 1. No translations available.
ENAnnex 1 - Financial Offer Financial offer form, published on 29/04/2025, Version 1. No translations available.
ENAnnex 2_Draft FWC Service Contract_EFSA_2024_OP_0012 Draft contract, published on 29/04/2025, Version 1. No translations available.
ENAnnex 3_Timesheet for use by Contractors staff Other invitation to tender document, published on 29/04/2025, Version 1. No translations available.
ENAnnex 4 - Declaration on confidentiality and data protection-service contract Other invitation to tender document, published on 29/04/2025, Version 1. No translations available.
ITAnnex 5_VARIS 2024 Other invitation to tender document, published on 29/04/2025, Version 1. No translations available.
ENAnnex 6 EN_HSE and Security Policy Other invitation to tender document, published on 29/04/2025, Version 1. No translations available.

Submissions must be sent exclusively via electronic submission.

A question was raised regarding the workforce requirements. The tender requires a statement indicating the total workforce available for EFSA, which must not be less than 13 individuals (11 matching the required profiles, plus 2 involved in administrative and management tasks). The question was whether this number should include only the tenderer’s employees (or subcontractors' employees), or if it can also include external professionals who work on a stable and ongoing basis with the tenderer and subcontractors as part of the team.

The selection criteria regarding the technical and professional capacity, including selection criteria 2.4.B.1, will be evaluated on a consolidated basis. In the case of a joint tender, the capacity of the employees employed by members of the joint tender can be considered to meet the selection criteria. The capacity of subcontractors can also be considered to meet the selection criteria. For more details, including the definition of joint tenders and subcontractors, and what should be excluded as a definition of subcontractor, refer to the EFSA Guidance for tenderers available in the General Guidance on EFSA procurements (pages 9-11).

In summary, EFSA is seeking a consultancy provider to enter into a four-year framework contract to improve the efficiency and effectiveness of its facility management processes. This includes a broad range of services related to the management, maintenance, and improvement of EFSA's premises, encompassing areas such as eco-management, health and safety, and business continuity. The tender is open to all eligible consultancy providers who can demonstrate the required technical, professional, economic, and financial capacity. Tenderers must submit their proposals electronically by the specified deadline, and the contract will be awarded based on the best price-quality ratio. The selected provider will be expected to provide a workforce of at least 13 individuals to support EFSA's facility management needs. Joint tenders and the use of subcontractors are permitted, subject to the conditions outlined in the tender documents and the EFSA Guidance for Tenderers.

Eligible Applicant Types: The opportunity is open to consultancy providers. The documentation mentions "joint tenders" and "subcontractors," suggesting that consortia and entities using subcontractors are eligible. The eligibility criteria are further detailed in the procurement documents, which should be consulted for a comprehensive understanding.

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

Consortium Requirement: Both single applicants and consortia (joint tenders) are eligible. The selection criteria allow for the consolidated evaluation of the capacity of employees from members of a joint tender.

Beneficiary Scope (Geographic Eligibility): The provided text does not explicitly state geographic eligibility. However, given that the contracting authority is the European Food Safety Authority (EFSA), it is highly likely that the opportunity is open to entities within the EU and potentially the EEA. The specific eligibility criteria should be confirmed within the procurement documents.

Target Sector: The target sector is facilities management and consultancy services. Specifically, the tender focuses on improving the efficiency and effectiveness of EFSA's facility management processes. This includes support for EFSA's eco-management system, occupational health and safety, emergency preparedness, and business continuity.

Mentioned Countries: No specific countries are mentioned. The European Food Safety Authority (EFSA) is the lead contracting authority, suggesting a focus on the European Union. Italy is mentioned in the context of the time zone for the public opening and deadline (Europe/Rome).

Project Stage: The project stage is for established consultancy providers who can deliver services to improve existing facility management processes. It is not for early-stage research or development but rather for the implementation and optimization of existing systems.

Funding Amount: The estimated total value of the framework contract is 2,900,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: The beneficiaries will receive service contracts in exchange for providing consultancy services. This is a monetary exchange for services rendered.

Application Stages: The number of application stages is not explicitly stated, but it is likely a multi-stage process involving submission of a tender, evaluation of selection criteria (suitability, economic and financial standing, technical and professional ability), and potentially further negotiation or clarification.

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 (EFSA/2024/OP/0012) issued by the European Food Safety Authority (EFSA) to establish a four-year cascade framework contract with a consultancy provider. The aim is to improve the efficiency and effectiveness of EFSA's facility management processes, including support for eco-management, occupational health and safety, emergency preparedness, and business continuity. The estimated total value of the contract is 2,900,000 EUR.

The procedure is an open procedure, meaning any interested and eligible consultancy provider can submit a tender. Submissions must be electronic. The deadline for receipt of tenders is 18/06/2025 at 14:30 Europe/Rome. The public opening of the tenders will be on 19/06/2025 at 14:30 Europe/Rome. The award method is based on the best price-quality ratio.

Both single applicants and consortia (joint tenders) are eligible. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The tender requires a statement indicating the total workforce available for EFSA, which must not be less than 13 individuals (11 matching the required profiles, plus 2 involved in administrative and management tasks). The capacity of subcontractors can be considered to meet selection criteria.

Interested parties should consult the procurement documents for detailed information on the requirements, selection criteria, and submission process. The documents include the invitation letter, tender specifications, financial offer form, draft service contract, timesheet template, confidentiality and data protection declaration, VARIS 2024 document, and HSE and Security Policy.