Facility Management Related Services

This is a call for tenders issued by the European Border and Coast Guard Agency (Frontex) for the provision of facility management related services. The aim is to establish a framework agreement with a reliable service provider capable of supporting Frontex's operational goals. The estimated total value of the contract is €2,900,000 with a maximum duration of 48 months. The procurement follows an open procedure and is accessible for submission until September 16, 2025.

Eligible applicants are expected to be large enterprises or specialized service providers experienced in facility management, as the opportunity is withheld from SMEs. The contract is for services rather than funding and will be managed by the Frontex Corporate Services Unit, which oversees the agency's facilities.

Submissions must be completed electronically via the EU's Funding and Tenders Portal. Key criteria for evaluation will focus on technical quality and price, with a split favoring technical capabilities. Following the closing of submissions, Frontex is not obligated to respond to inquiries made after September 8, 2025.

Comprehensive documentation explaining tender specifications, terms of reference, and contract templates is available for download. The submissions require all participants to have a Participant Identification Code (PIC), as the electronic submission system ensures confidentiality and integrity of the information shared.

Overall, this procurement presents a significant opportunity for qualified facility management service providers to engage in a long-term service contract with Frontex, aimed at ensuring the operation and functionality of the agency's facilities across various locations.

This is a call for tenders for Facility Management Related Services with procedure identifier FRONTEX/2025/OP/0013. The TED reference is 155/2025 532302-2025. The submission method is electronic and the call is currently open for submission.

The description of the procurement procedure is as follows: This procurement procedure aims to conclude a Framework Contract (FWC) for the provision of Facility Management related services. Similar services are already being provided. Frontex is looking for a reliable, experienced service provider that can support Frontex with the tasks described under Scope of service (Point 3 of attached Terms of Reference). The Contractor to be selected for this FWC shall provide general Facility Management related support to Frontex. The Frontex Corporate Services Unit, which is in charge of the Agency’s facilities, will manage the service contract. Facility Management related services support to Frontex should be provided to ensure functionality of Frontex facilities by integrating people, place, process and technology, and by that aims to contribute to and enable the achievement of Frontex’ goals.

The procedure type is an open procedure. The estimated total value is 2,900,000 EUR. The TED publication date is 14/08/2025. The lead contracting authority is the European Border and Coast Guard Agency (FRONTEX). The main classification (CPV) code is 50000000 - Repair and maintenance services. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. It is a framework agreement without reopening of competition.

Key milestones include:
TED publication date: 14/08/2025
Date and time of public opening: 17/09/2025 11:00 Europe/Warsaw
Deadline for receipt of tenders: 16/09/2025 16:00 Europe/Warsaw
Contracting authority is not bound to reply to questions submitted after: 08/09/2025 06:00 Europe/Warsaw

The following documents are available for download:
EN Invitation letter, published on 14/08/2025, Version 1, no translations available.
EN Annex I Tender specifications, published on 14/08/2025, Version 1, no translations available.
EN Annex II Terms of Reference, published on 14/08/2025, Version 1, no translations available.
EN Annex III Draft FWC (Draft contract), published on 14/08/2025, Version 1, no translations available.
EN Annex IV Financial Proposal template (Financial offer form), published on 14/08/2025, Version 1, no translations available.
EN Annex V Declaration on honour (tender), published on 14/08/2025, Version 1, no translations available.
EN Annex VI Tender Submission Form (Other invitation to tender document), published on 14/08/2025, Version 1, no translations available.
EN Annex VII Power of Attorney, Commitment Letters (Other invitation to tender document), published on 14/08/2025, Version 1, no translations available.
EN Annex VIII CV - Personnel Submission Form (Other invitation to tender document), published on 14/08/2025, Version 1, no translations available.
EN Appendix 2 Cost proposal template (Other invitation to tender document), published on 14/08/2025, Version 1, no translations available.

Submissions must be sent exclusively via electronic submission.

There are some frequently asked questions (FAQ) related to 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.
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? Depending on the type or step of procedure, you can find the submissions in one of these sections: In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate in restricted calls, and requests for services.
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.
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 it 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. This is not blocking for you: you can submit.
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 your submission.

In summary, this is a call for tenders by Frontex for facility management related services. They are looking for an experienced provider to support their facilities by integrating people, place, process, and technology. The contract is a framework agreement with a maximum duration of 48 months and an estimated value of 2.9 million EUR. The deadline for submitting tenders is September 16, 2025. All submissions must be done electronically, and potential tenderers must have a PIC (Participant Identification Code). The award will be based on the best price-quality ratio. Several documents are available to download, including the invitation letter, tender specifications, terms of reference, draft contract, and financial proposal template. The eSubmission system supports multiple languages and encrypts uploaded documents.

Eligible Applicant Types: The content does not explicitly specify the eligible applicant types. However, given that it is a call for tenders for facility management services, it is likely that eligible applicants include companies or organizations with experience in providing facility management services. This could include SMEs, large enterprises, or other types of service providers.

Funding Type: Procurement. This is a call for tenders, which indicates a procurement procedure where the contracting authority (FRONTEX) is seeking to purchase services.

Consortium Requirement: The content does not explicitly state whether a consortium is required or if a single applicant is sufficient. It is possible that both single applicants and consortia are eligible, but this would need to be confirmed in the tender specifications.

Beneficiary Scope (Geographic Eligibility): The content does not explicitly specify geographic eligibility. Given that it is an EU tender, it is likely that applicants from the EU and potentially EEA countries are eligible. The specific eligibility criteria would be detailed in the tender documents.

Target Sector: Facility Management. The call for tenders is specifically for "Facility Management related services."

Mentioned Countries: No specific countries are mentioned, but the European Border and Coast Guard Agency (FRONTEX) is the lead contracting authority, implying a focus on the EU. Warsaw, Poland is mentioned as the location for the date and time of the public opening.

Project Stage: The project is at the service provision stage. Frontex is seeking a contractor to provide ongoing facility management services.

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

Application Type: Open call. The procedure type is described as an "Open procedure."

Nature of Support: Non-monetary services. The selected contractor will receive a service contract to provide facility management services in exchange for payment.

Application Stages: The number of application stages is not explicitly stated, but it would typically 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 content.

Co-funding Requirement: The content does not explicitly mention a co-funding requirement.

Summary:

This is a call for tenders issued by the European Border and Coast Guard Agency (FRONTEX) for the provision of facility management related services. The aim is to establish a framework agreement with a reliable and experienced service provider who can support Frontex in ensuring the functionality of its facilities. The estimated total value of the contract is 2,900,000 EUR, and the maximum contract duration is 48 months. The procedure is an open call, meaning any interested and qualified service provider can submit a tender. The award method is based on the best price-quality ratio. The deadline for receipt of tenders is September 16, 2025. The selected contractor will provide general facility management support to Frontex, integrating people, place, process, and technology to contribute to the achievement of Frontex's goals. The Frontex Corporate Services Unit will manage the service contract. Interested parties should access the submission portal to submit their tenders electronically and review all tender documents, including the invitation letter, tender specifications, terms of reference, draft contract, financial proposal template, declaration on honor, tender submission form, power of attorney, commitment letters, CV personnel submission form, and cost proposal template. A Participant Identification Code (PIC) is mandatory for participation. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of information.