F-SE-25-03 Provision of cleaning services for European Union Agency for Fundamental Rights

The European Union Agency for Fundamental Rights (FRA) is issuing an open call for tenders for cleaning services with an identifier FRA/2025/OP/0002. The estimated total contract value is 700,000 EUR, covering a maximum duration of 48 months. This procurement seeks to outsource services, including general cleaning and preparation of meeting rooms, necessitated by the absence of in-house staff.

Eligible applicants include any EU-based companies that provide cleaning services, and there is no explicit restriction favoring SMEs. It is a procurement contract, meaning the awarding will be based on the services rendered. The selection criteria will consider both the suitability and economic capabilities of the applicants, specifically focusing on a best price-quality ratio for evaluation purposes.

Tenders must be submitted electronically by 16 June 2025 at 17:00 Europe/Vienna time, with a public opening set for the following day. Contractors are required to register for a Personal Identification Code (PIC), essential for participation. Submissions can contain a maximum of 200 files, with each file not exceeding 50 MB. The eSubmission system supports all 24 EU languages and ensures confidentiality through encryption.

No co-funding is required, and the tender process is expected to have one evaluation stage for the submissions. Estimated yearly funding amounts to approximately 145,833 EUR, placing it in the contract value range of 200,000 EUR to 1,000,000 EUR. Interested parties can access the detailed tender documents, technical specifications, and contract drafts, which were published on 8 May 2025.

The European Union Agency for Fundamental Rights (FRA) is launching an open call for tenders, procedure identifier FRA/2025/OP/0002, for the provision of cleaning services. The TED reference for this tender is 89/2025 296913-2025. The estimated total value of the contract is 700,000 EUR.

The scope of the services includes all aspects of cleaning services, including the preparation of meeting rooms and window cleaning (upon request). The FRA requires these services to be outsourced due to the absence of in-house cleaning services. The nature of the contract is for services, with a maximum contract duration of 48 months. The award method will be based on the best price-quality ratio. The framework agreement is a framework agreement without reopening of competition.

The lead contracting authority is the European Union Agency for Fundamental Rights. The main classification (CPV) code is 90910000 Cleaning services.

The TED publication date is 08/05/2025. The date and time of the public opening are 17/06/2025 at 10:00 Europe/Vienna time. The deadline for receipt of tenders is 16/06/2025 at 17:00 Europe/Vienna time. The contracting authority is not bound to reply to questions submitted after 05/06/2025 at 05:00 Europe/Vienna time.

Submissions must be sent exclusively via electronic submission.

Selection criteria include:
Suitability to pursue the professional activity consult the procurement documents.
Economic and financial standing consult the procurement documents.
Technical and professional ability consult the procurement documents.

The available documents are:
ENEN-Invitation to tender FRA2025OP0002 Cleaning services for FRAInvitation letter, published on 08/05/2025, Version 1, No translations available.
ENF-SE-25-T03 Annex A Part I Administrative specificationsTender specifications adm. part, published on 08/05/2025, Version 1, No translations available.
ENF-SE-25-T03 Annex A Part II Technical specificationsTechnical specifications, published on 08/05/2025, Version 1, No translations available.
ENF-SE-25-T03 Annex B draft Service FWCDraft contract, published on 08/05/2025, Version 1, No translations available.
ENFinancial Offer FormFinancial offer form, published on 08/05/2025, Version 1, No translations available.
ENF-SE-25-T03 Annex C Standard Submission FormOther invitation to tender document, published on 08/05/2025, Version 1, No translations available.
ENsite visit minutes Cleaning services for FRA FRA2025OP0002Site visit minutes, published on 27/05/2025, Version 1, No translations available.

FAQ regarding the eSubmission system:
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. Published on 13/02/2025 20:52.
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. Published on 13/02/2025 20:52.
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. Published on 13/02/2025 20:50.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to. Published on 17/10/2024 20:40.
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 20:36.
How should I name attachments in eSubmision? Follow the System Requirements. Published on 03/10/2024 16:39.
Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 16:37.
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”. Click on “Select Organisation” from the “Action”. Published on 03/10/2024 16:37.
Do I need to validate my PIC in order to submit a tender in eSubmission? The Personal Identification Code (PIC) is mandatory. Published on 03/10/2024 16:36.
I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? Make sure it follows the technical requirements of the system. Published on 03/10/2024 16:36.
How many attachments can I upload per submission? The maximum number of documents is 200 files. Published on 03/10/2024 16:35.
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. Published on 23/04/2024 17:14.
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 under 'How to Participate' > Participant Register. Published on 23/04/2024 16:07.
What is the validity period of a PIC? A PIC is unique and its validity is not limited in time. Published on 22/04/2024 22:55.
How many languages does the system support? The system supports all 24 official EU languages. Published on 01/04/2024 19:56.
Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 22/02/2024 23:58.
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. Published on 22/02/2024 23:57.
Which file types does the system support? The supported file types depend on the type of submission you want to make. Published on 21/02/2024 23:55.
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. Published on 24/03/2023 21:32.
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. This is not blocking for you: you can submit. Published on 03/08/2021 22:07.
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. Published on 03/08/2021 22:05.

In summary, this is a call for tenders by the European Union Agency for Fundamental Rights (FRA) to outsource its cleaning services. The tender is open to any company that can provide these services, including general cleaning, meeting room preparation, and window cleaning. The contract is for a maximum of 48 months and is valued at an estimated 700,000 EUR. The selection will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by 16/06/2025 at 17:00 Europe/Vienna time. The tender documents provide detailed administrative and technical specifications, as well as a draft contract and a standard submission form. A PIC (Personal Identification Code) is mandatory for participation. The eSubmission system supports various file types and encrypts all uploaded documents.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to companies or organizations that provide cleaning services. This could include SMEs, large enterprises, or other types of service providers with the relevant professional, economic, and technical capabilities.

Funding Type: The funding type is procurement, specifically a service contract. The European Union Agency for Fundamental Rights (FRA) is procuring cleaning services.

Consortium Requirement: The opportunity is open to both single applicants and consortia. The FAQ section mentions that a Personal Identification Code (PIC) is mandatory whether participating as a sole candidate/tenderer or as a member of a group (consortium).

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but since it is an EU tender by the European Union Agency for Fundamental Rights, it is likely open to companies registered in the EU and possibly EEA countries.

Target Sector: The target sector is cleaning services. The call specifically mentions "all aspects of cleaning services including preparation of meeting rooms and windows cleaning (upon request) for the FRA."

Mentioned Countries: No specific countries are mentioned, but the European Union is implied as the relevant region due to the contracting authority being the European Union Agency for Fundamental Rights.

Project Stage: The project stage is service delivery. The tender is for the provision of ongoing cleaning services, not for research, development, or demonstration of a new technology or service.

Funding Amount: The estimated total value of the contract is 700,000 EUR.

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

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

Application Stages: The number of application stages is not explicitly mentioned, but it can be inferred that there are multiple stages, including submission of the tender, evaluation of the tender based on selection criteria (suitability to pursue the professional activity, economic and financial standing, and technical and professional ability), and contract award.

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

Co-funding Requirement: There is no mention of a co-funding requirement.

Summary:

This is an invitation to tender issued by the European Union Agency for Fundamental Rights (FRA) for the provision of cleaning services. The FRA is seeking to outsource its cleaning services, which include general cleaning and preparation of meeting rooms, as it does not have in-house cleaning staff. The procedure is an open call for tenders, meaning any eligible organization can apply. The estimated total value of the contract is 700,000 EUR, and the maximum contract duration is 48 months. The award will be based on the best price-quality ratio. Tenderers must submit their proposals electronically by 16/06/2025 at 17:00 Europe/Vienna. The public opening of the tenders will be on 17/06/2025 at 10:00 Europe/Vienna. The contracting authority will not reply to questions submitted after 05/06/2025 05:00 Europe/Vienna.

To participate, tenderers must register for a Personal Identification Code (PIC). Submissions must be sent electronically, and the system supports various file types, with a maximum size of 50 MB per attachment and a maximum of 200 files per submission. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information. Tenderers can view and edit their draft submissions until the deadline. The tender documents, including the invitation letter, administrative and technical specifications, draft contract, financial offer form, and standard submission form, are available for download. A site visit was conducted, and the minutes are also available.