Fornitura a noleggio di distributori d'acqua potabile per il sito del CCR di Ispra, compresa installazione, manutenzione e controlli periodici della q...

The European Commission Joint Research Centre (JRC) at Ispra, Italy, has published an open procurement (EC-JRC/IPR/2025/OP/5342) for the rental supply, installation, maintenance and water-quality testing of drinking water dispensers across the JRC Ispra site. The contract is a single-supplier framework agreement of up to 48 months with a maximum ceiling of €500,000 and no obligation to order the full amount. Tenders must be submitted electronically via the EU Funding & Tenders Portal eSubmission system by 9 April 2026 at 16:00 Europe/Rome, award will be based solely on the lowest compliant price and bidders must meet specified technical, financial and insurance requirements. The scope includes delivery and commissioning within three months of order, quarterly preventive maintenance, emergency response within two working days, accredited laboratory testing at least quarterly, and end-of-lease removal and disposal.

Title and reference

EC-JRC/IPR/2025/OP/5342 — JRC Ispra

Fornitura a noleggio di distributori d'acqua potabile per il sito del CCR di Ispra, compresa installazione, manutenzione ordinaria e straordinaria, piano di autocontrollo e prelievi/analisi periodiche della qualità dell'acqua erogata.

Who is procuring:Commissione europea — Joint Research Centre (JRC), Infrastructure Ispra.

What the contract covers:Framework agreement (single contractor) for rental and supply of new water dispensers (floor and countertop types), installation and connection, routine and emergency maintenance, periodic microbiological/chemical testing, stock and replacement of CO2 cylinders for sparkling water, removal at end of hire; includes plan of autocontrol and disposal of waste.

1. 1Estimated total (maximum) value: €500,000 (framework ceiling).
2. 2Contract duration: up to 48 months (framework period).
3. 3Procedure: Open procedure; award by lowest price; framework agreement without reopening of competition.
4. 4Main CPV: 42968100 — Drinks dispensers.
5. 5Place of performance: JRC site, Ispra (Via E. Fermi 2749), Italy.

Who can apply / key administrative points

Participation is open to economic operators (natural or legal persons) eligible under EU public procurement rules; registration in the EU Participant Register and possession of a PIC is required to submit in eSubmission. Offers in any official EU language are accepted; the contracting authority provides documents in Italian (official tender language indicated).

Selection & compliance:Tender documents include exclusion and selection self‑declaration, financial offer template, technical specifications, draft contract and security/health & safety annexes; bidders must demonstrate technical experience (at least two similar contracts in the last 3 years), financial capacity and meet minimum technical requirements (filtration, UV or equivalent, refrigeration, counters, etc.). ¹

Deadlines and procedure milestones

How to submit

Submissions must be made electronically via the EU Funding & Tenders Portal eSubmission application. Only submissions via the portal are accepted; see eSubmission system requirements and the Invitation to Tender for required forms and upload structure.

Practical notes

1. 1Site visit: a non‑mandatory on‑site visit is indicated in the Invitation to Tender (date in documents).
2. 2Tender documents: Invitation to Tender, administrative and technical specifications, draft contract, financial offer form and DUVRI (safety risk assessment) are published on the Portal.
3. 3Award method: lowest price — ensure financial offer matches framework scenario and does not exceed the maximum framework ceiling.

Procurement documents, clarifications and Q&A are published on the EU Funding & Tenders Portal opportunity page and on TED (Tenders Electronic Daily). ¹

Footnotes

1. 1Tender dossier, documents and submission are available on the Funding & Tenders Portal opportunity page (EC-JRC/IPR/2025/OP/5342) and TED reference 47/2026 162955-2026. See Invitation to tender and Technical Specifications for full requirements.

This open procedure by the European Commission’s Joint Research Centre (JRC) seeks a single contractor to rent, install, maintain, and periodically test potable water dispensers at the JRC Ispra site (Italy). The procurement is a single-lot framework agreement without reopening of competition, awarded on lowest price, with a maximum ceiling of €500,000 over up to 48 months. The scope includes initial supply and commissioning of new dispensers, full-scope preventive and corrective maintenance, an autocontrol plan with regular water quality analyses, waste management, and end-of-rental dismantling and removal. Offers must be submitted electronically via the EU Funding & Tenders Portal (eSubmission).

Core Facts and Timeline

Scope of Work and Technical Requirements

The contractor will provide the rental, installation, commissioning, maintenance, and quality control of potable water dispensers across the JRC Ispra campus. The initial call-off will approximately replace the current fleet, followed by possible renewals, additions, moves, or removals during the framework life. The service is turnkey, including routine and corrective maintenance, on-site interventions within defined SLAs, an autocontrol plan with laboratory testing, documentation, and end-of-rental de-installations.

Indicative initial fleet and dispenser types:Type A: floor-standing units dispensing ambient, chilled still, and chilled sparkling water (approx. 22 units). Type B: countertop units dispensing ambient, chilled still, and chilled sparkling water (approx. 7 units). Type C: floor-standing units dispensing ambient water only (approx. 8 units). Exact quantities/types will be specified in the first order under the framework.

Minimum technical requirements (all as binding and to be maintained throughout contract):Filtration: particulate and activated carbon (Types A, B, C). Bactericidal protection: UV lamp or equivalent (A, B, C). Connections: standard to JRC networks and power (e.g., 220 V Schuko plug, 1/2" ball valve) (A, B, C). Refrigeration: ice-bank or equivalent (A, B). Chilled water flow: minimum nominal 100 l/h at ≤ 6°C (A, B). Metering: integrated water counter on every unit (A, B, C). Automatic purge capability (A, B). Touchless actuation for dispensing on Type B (no-touch buttons) (B). Anti-flood safety valve for continuous-flow detection on all types (A, B, C). Adequate vertical clearance in dispensing bay to accommodate bottles/jugs (A, B, C). CO2 cylinders: Type A must house cylinder internally; for Type B cylinders are external and supplier must provide spares for changeovers by the administration (A, B).

Operations and performance obligations:Installation: first delivery and commissioning within 3 months of the first order, preceded by a joint survey; all delivered units must be new and compliant with applicable EU/Italian norms. Preventive maintenance: at least quarterly, including cleaning, sanitisation, filter changes, UV lamp checks, and analytical controls (as per the autocontrol plan). Corrective maintenance: respond within 2 working days from fault notification; if out-of-service exceeds 5 days, inform JRC of defect details and expected restoration timeline. Moves and removals: up to 4 moves and 4 temporary removals per year at JRC’s request, at contractor’s cost; reinstallation requires maintenance and analysis akin to a first installation. Waste: full responsibility for waste handling and disposal from installation, maintenance, and dismantling, with evidence of compliant disposal upon request. Spares/CO2 logistics: ensure continuity of service and avoid service disruption during CO2 cylinder replacements. Water consumption logging: monthly meter readings per unit to be communicated to JRC.

Autocontrol plan and water quality analyses:Within 15 days of contract start, submit an autocontrol plan tailored to site usage patterns (from 500 to >5,000 l/unit/month), building types (canteens, daycare, offices), and user base. Water sampling per unit: at installation; minimum 4 times/year during operation; after corrective actions (only for parameters previously non-conformant). Accredited laboratory (UNI EN ISO/IEC 17025) analyses must include at least: E. coli, Enterococci, Total Coliforms, Salmonella, Pseudomonas aeruginosa, colony counts 22°C and 37°C, Legionella, lead, and all parameters required by applicable law (e.g., D.Lgs. 18/2023 and D.Lgs. 102/2025 and subsequent amendments). Immediate notification is required for values near limits or with potential health risk, together with proposed mitigation actions; out-of-spec units must be put out of service until compliant results are confirmed.

Commercial, Legal and Contractual Framework

Contract form and value:Single-supplier framework agreement without reopening of competition; call-offs via contracts or order forms. Ceiling: €500,000 for the entire framework term. No commitment to order the ceiling amount. Price revision permitted from year 2 based on HICP (Euro area) using the formula in the draft contract.

Award and duration:Open procedure, award on lowest total price (Price 100%). Maximum duration: 48 months from framework signature. Deliveries under call-offs must occur within the specified timelines; late delivery triggers penalties.

Penalties and SLAs:Late delivery of dispensers versus order deadline: €50/day per dispenser, capped at €1,500 per dispenser; delivery means fully installed and ready for use. Late corrective intervention beyond 2 working days from fault report: €50/day, capped at €1,500 per dispenser. Additional liquidated damages under the general conditions may also apply (e.g., delay penalties calculated per II.14).

Insurance, safety, and compliance:Mandatory RCT insurance: minimum €1,000,000 per occurrence and per person, to be presented within 15 working days from framework start and maintained throughout. Contractor must comply with JRC safety rules, the DUVRI (Documento Unico di Valutazione dei Rischi da Interferenza) and site access/security prescriptions. All costs for compliance (e.g., background checks, clearances, safety training) rest with the contractor. Environmental considerations and EMAS good practices must be applied as relevant. VAT exemptions apply to the European Commission under Protocols; invoicing must follow the JRC instructions and use eInvoicing or the specified channels.

Legal access and participation rules:Participation is open on equal terms to natural and legal persons within the scope of the EU Treaties and to those established in third countries with specific access arrangements to EU procurement. WTO GPA applies; participation is open to entities from GPA parties under the agreement conditions. Exclusion grounds and EU restrictive measures screening apply to tenderers, members of joint tenders, identified subcontractors, and relied-on entities.

Selection and Compliance Criteria

Exclusion/self-declaration:A signed Declaration on Honour (Autocertificazione) must be submitted with the offer, covering exclusion grounds, selection compliance, restrictive measures, conflicts of interest, and debt to the EU. Documentary evidence will be requested from the intended awardee before award.

Economic and financial capacity (F1):Average annual turnover over the last three closed financial years must exceed €125,000. Evidence: profit and loss accounts for the relevant years for all economic operators contributing on a consolidated basis; if unavailable, appropriate bank statements. The most recent year must have closed within the last 18 months.

Technical and professional capacity (T1):At least two contracts similar in object and complexity to this tender, completed within the three years preceding the tender deadline, in the field of supply with installation and maintenance of potable water dispensers for publicly accessible environments (e.g., hospitality, mass catering, hospitals). Provide a list with start/end dates, total amount, subject, role, and billed amount; the JRC may request paid invoices, client attestations, and may contact clients.

Administrative/eligibility compliance:Professional registration appropriate to the activity is required for the entity performing the contract. Joint tenders are allowed; members are jointly and severally liable and must appoint a lead partner with a power of attorney (Accordo/procura). Identified subcontractors exceeding 20% of the contract or providing relied-upon capacities must be declared with commitment letters and may be subject to exclusion and capacity checks. Variants are not permitted.

How to Apply and Mandatory Templates

Submission is exclusively electronic via eSubmission on the EU Funding & Tenders Portal. Each organisation must be registered in the Participant Register and use its 9-digit PIC. Offers may be withdrawn and resubmitted before the deadline. Only the last submitted version before the deadline will be evaluated. Public opening will be virtual; up to two representatives per offer may attend upon prior request.

Documents to upload (as per Annex 1 of the Administrative Specifications):Identification data, Declaration on Honour (Annex 2), proof of signing authority, for joint tenders the Accordo/procura (Annex 3), list of identified subcontractors (Annex 4) and their commitment letters (Annex 5.1) and/or relied-upon entities (Annex 5.2), and—upon request—documentary proofs for exclusion and selection criteria. Technical and financial offers must be in separate sections of eSubmission.

Technical offer structure (per Technical Specifications, Section 4):Detailed description of all three dispenser types offered with evidence of meeting all minimum requirements; completed and signed Annex 7 (Dichiarazione conformità requisiti minimi); user and maintenance manuals (or online references). Also include an outline of the autocontrol plan approach to be finalised within 15 days of contract start.

Financial offer (use the official Excel template):Annex 6 (Modulo di offerta finanziaria) must be used. It includes a 48-month framework scenario and itemised monthly rental unit prices and other relevant items. The total amount in the Excel field K12 must match the “Total amount” encoded in eSubmission. Offers exceeding the framework’s maximum ceiling will be rejected. Prices must be in EUR and net of VAT/taxes/duties.

Key documents and where to find them:Invitation to tender, Administrative Specifications (Parte I), Technical Specifications (Parte II), Annex 7 Minimum Requirements, Annex 6 Financial Offer form, Autocertificazione (Declaration on Honour), Draft Framework Contract and its annexes including Security Requirements Appendix and DUVRI, as well as the potable water analysis report for the site. Access via the EU F&T Portal downloads on the opportunity page.

Evaluation and Award

Evaluation sequence covers:access rules and restrictive measures, administrative conformity, exclusion verification, selection criteria (economic/financial and technical/professional), compliance with minimum technical requirements, and award based on the lowest total price. Abnormally low bids may be investigated under the Financial Regulation. The awardee must pass final documentary checks; failure to provide evidence may lead to rejection.

Practical Site and Safety Information

The JRC Ispra site operates under Italian law for health and safety; the DUVRI sets out interference risks and control measures. The contractor’s personnel must follow JRC access protocols, safety briefings, and building-specific rules. Where applicable, specific provisions exist for asbestos/FAV awareness, radioprotection zones, and emergency procedures. Moves or work near special areas require prior coordination and, where needed, additional analyses or re-sanitisations.

Answers to Categorisation Questions

Eligible Applicant Types:Commercial suppliers of water dispensing equipment and related maintenance services are eligible, including SMEs and large enterprises. Joint tenders are allowed. While economic operators may be natural or legal persons under EU procurement rules, the requirement for professional registration means entities such as companies and registered businesses are the primary target. Public-private partnerships and consortia may also bid as groupings. Subcontractors and capacity-providing entities are permitted with commitments.

Funding Type:Public procurement contract (framework agreement for supplies with related services). This is not a grant; the contractor will be paid for services rendered and supplies provided.

Consortium Requirement:Single contractor framework; however, bids can be submitted either by a single operator or as a joint tender (consortium/raggruppamento). Members in joint tenders are jointly and severally liable and must appoint a lead partner through a power of attorney.

Beneficiary Scope (Geographic Eligibility):Open to economic operators within the scope of the EU Treaties; also open under the WTO Government Procurement Agreement (GPA) to entities established in GPA countries, and to third countries with specific procurement access arrangements with the EU, subject to the conditions in those agreements.

Target Sector:Facilities services and equipment; water supply/distribution equipment; environment and health compliance; public site operations. CPV 42968100 – Drinks dispensers. Relevant cross-cutting areas include environmental management, occupational health and safety, and laboratory analysis services for potable water.

Mentioned Countries:Italy (site location: Ispra, Province of Varese). The procurement access rules reference EU-wide participation and GPA countries.

Project Stage:Delivery and operation stage. This is a service/supply framework for immediate deployment, ongoing maintenance, and compliance testing, not research or development.

Funding Amount:Framework ceiling of €500,000 for up to 48 months. No guarantee that the full ceiling will be ordered. Potential negotiated repeat services up to 50% of the ceiling may be possible within three years per the Financial Regulation, at market-consistent prices.

Application Type:Open call for tenders with electronic submission via eSubmission on the EU Funding & Tenders Portal. One-stage submission; public opening after the deadline.

Nature of Support:Monetary payment for services and supplies delivered under call-offs. No co-financing; contractor invoices the contracting authority per accepted deliverables and terms.

Application Stages:Single-stage tender submission and evaluation sequence: administrative check, exclusion/selection verification, technical minimum compliance, financial evaluation (price only). Public opening session follows the deadline.

Success Rates:Not published. Award is to the compliant offer with the lowest total price.

Co-funding Requirement:None. This is a procurement; the contracting authority pays for the contracted supplies/services. The contractor bears costs of tendering, insurance, safety compliance, and any penalties for non-performance.

Templates: Application Forms and Structure:Use official templates provided on the opportunity page. Key forms and their purpose: 1) Autocertificazione (Declaration on Honour): covers exclusion, selection, restrictive measures, conflicts of interest, and EU debt. 2) Annex 6 Financial Offer (Excel): enter unit prices and 48-month scenario; ensure the total matches eSubmission. 3) Annex 7 Minimum Requirements (PDF form): tick/confirm compliance for types A, B, C against every minimum requirement. 4) Accordo/procura (Annex 3): mandatory for joint tenders to designate the lead. 5) Annex 4 List of Identified Subcontractors; Annex 5.1/5.2 Commitment Letters for subcontractors and relied-upon entities. 6) Technical Offer dossier: detailed model descriptions, manuals, and evidence of compliance to all minima. 7) Supporting corporate documents: proof of signatory authority; professional/business registration; and, if requested, turnover statements and references for similar contracts. Submit via eSubmission in the designated sections: Parties/Identification and Offer Data (Technical and Financial).

Document Access and Useful Links

• Tender opportunity page and document downloads: EU F&T Portal Opportunity
• Declaration on Honour template (Autocertificazione): Download DOCX
• Financial Offer template (Annex 6): Download XLSX
• Invitation to Tender (procedural rules, submission, opening): Download PDF
• Administrative Specifications – Parte I: Download PDF
• Technical Specifications – Parte II: Download PDF
• Annex 7 Minimum Requirements form: Download PDF
• Draft Framework Contract & annexes (incl. Security Appendix and DUVRI): Draft Contract
• DUVRI (interference risk assessment): available in the downloadable ZIP package on the portal.

Summary and Explanation

This tender is a turnkey, multi-year facilities and compliance service for the JRC Ispra site to ensure safe, continuous, and regulation-compliant drinking water dispensing across the campus. The contractor must supply new floor-standing and countertop dispensers tailored to three standard types and meet stringent minimum technical features such as dual filtration, bactericidal UV, anti-flood protection, touchless operation where specified, and 100 l/h chilled capacity for relevant types. Beyond hardware, the contractor must implement a robust operations regime: quarterly preventive maintenance with sanitation and filter/UV checks, a 2-working-day corrective response SLA, and a comprehensive autocontrol plan with accredited lab analyses at installation and at least quarterly thereafter. Out-of-spec results trigger immediate unit shutdown and remediation followed by retesting. The logistics scope includes on-time installation within three months of order, site moves and temporary removals at the contractor’s cost, monthly meter readings, CO2 logistics management without service interruption, responsible waste handling and disposal, and strict adherence to JRC safety, security, and DUVRI obligations. The evaluation is straightforward—strict pass/fail minima and selection checks; the compliant offer with the lowest total price wins. With a framework ceiling of €500,000 and up to four years’ duration, this is well-suited to experienced suppliers of water dispensers and related maintenance services, especially SMEs and larger operators with proven public-access deployments and the capacity to manage laboratory water quality controls and site safety compliance. Offers must be submitted electronically via the EU Funding & Tenders Portal using the official templates and the prescribed technical and financial forms.

Opportunity Overview

The European Commission, Joint Research Centre (JRC) at the Ispra site in Italy is seeking qualified suppliers for the rental supply, installation, and maintenance of drinking water dispensers. This is an open public procurement procedure published on the EU Funding and Tenders Portal on 9 March 2026, with a submission deadline of 9 April 2026 at 16:00 Central European Time. The contract is structured as a framework agreement with a single selected contractor over a maximum duration of 48 months.

Procedure Identifier:EC-JRC/IPR/2025/OP/5342

Contracting Authority:European Commission, Joint Research Centre (JRC), Operations and Support Management, Infrastructure Ispra, Via Enrico Fermi 2749, 21027 Ispra (VA), Italy

Funding and Contract Value

Total Estimated Contract Value:€500,000.00 maximum over the full duration of 48 months. This represents the upper ceiling for all purchases and does not oblige the Commission to spend the entire amount. The actual spending will depend on the purchase orders issued during contract execution.

Contract Duration:Initial period of 48 months from the date of entry into force. No renewal clause is applicable. The contract may be terminated earlier if the Commission no longer requires new supplies.

Award Method:Lowest price is the sole award criterion. The contract will be awarded to the tenderer offering the lowest compliant bid that meets all technical and administrative requirements specified in the tender documents.

Scope of Work and Deliverables

The contractor must provide a complete rental service for drinking water dispensers across multiple buildings at the JRC Ispra site. The service encompasses equipment supply, installation, routine and emergency maintenance, water quality monitoring, and final removal and disposal. The estimated initial fleet consists of 37 dispensers of three different types, though the actual number may vary based on the Commission's operational needs.

Equipment Types:

• Type A: Floor-standing dispensers (approximately 22 units) providing room temperature, chilled, and sparkling water with internal CO2 cylinder accommodation
• Type B: Counter-top dispensers (approximately 7 units) providing room temperature, chilled, and sparkling water with external CO2 cylinder installation and touchless activation
• Type C: Floor-standing dispensers (approximately 8 units) providing room temperature water only

Service Components:

• Rental supply of new dispensers meeting specified technical requirements
• Installation with standard hydraulic and electrical connections at Commission-designated locations
• Quarterly minimum maintenance including cleaning, filter replacement, UV lamp verification, and sanitation
• Emergency maintenance with response within 2 working days after fault notification
• Water quality testing with minimum 4 analyses per year per dispenser using accredited laboratories
• Removal and return of equipment at lease expiration without additional cost

All rental charges are inclusive of maintenance, testing, and servicing. The contractor bears all costs for waste management and environmental compliance throughout the contract duration.

Who Can Apply: Eligibility Criteria

General Eligibility

This is an open procedure. Any natural or legal person within the EU or from third countries with bilateral agreements with the EU may apply. There are no restrictions on legal form. Applicants must register in the EU Participant Register and obtain a Participant Identification Code (PIC) before submission.

Exclusion Criteria:

Applicants must not be subject to EU restrictive measures or appear in the Union Early Detection and Exclusion system. The tenderer must demonstrate non-bankruptcy status, absence of serious professional misconduct, non-involvement in fraud or corruption, compliance with tax obligations, and no significant failures in contract execution.

Selection Criteria

Economic and Financial Capacity:

The minimum threshold is average annual turnover of €125,000.00 over the last three financial years. Proof is required in the form of audited accounts or bank certificates. Applicants may rely on the financial capacity of subcontractors or other entities if necessary, provided they submit commitment letters.

Technical and Professional Capacity:

Applicants must demonstrate prior experience with at least two similar contracts completed within the three years preceding the deadline. Similar contracts are defined as supply, installation, and maintenance of drinking water dispensers for public facilities, restaurants, hospitals, or collective catering environments. Evidence must include contract dates, values, client references, and the applicant's role with supporting customer declarations.

Insurance:

A civil liability insurance policy must be presented within 15 working days of contract signature. The policy must cover third-party liability for injuries and property damage caused by contractor employees with a minimum single limit of €1,000,000.00 per claim and per person without exclusions limiting the stated coverage.

Technical Requirements

All dispensers must be new equipment manufactured in compliance with applicable Italian and European technical standards. The following minimum specifications apply across all equipment types.

• Particulate and activated carbon filtration on all models
• UV bacterial immunity through ultraviolet lamps or equivalent technology
• Standard connections for water, drain, and 220V electrical supply (Schuko-type outlet, half-inch ball valve)
• Ice-bank refrigeration system for Types A and B with minimum flow rate of 100 liters per hour at temperature below 6 degrees Celsius
• Liter counters on all units for consumption monitoring
• Automatic purge capability on Types A and B
• Touchless activation system on Type B dispensers
• Anti-flooding safety valve with continuous flow detection
• Minimum clearance height to accommodate refillable bottles and carafes

Water Quality Compliance

The contractor must execute a comprehensive self-control plan including water quality testing, maintenance scheduling, and sanitation procedures. Testing is mandatory at initial installation and minimum quarterly, with additional testing following maintenance or during site closure periods exceeding 5 days. All testing must be performed by laboratories accredited under ISO/IEC 17025 standard and must include analysis of E. coli, enterococci, total coliforms, salmonella, Pseudomonas aeruginosa, colony counts at 22 and 37 degrees Celsius, legionella, and lead levels. Results must be provided to the Commission immediately, with non-conformity triggering rapid remediation and re-testing.

Key Dates and Deadlines

Submission and Procurement Process

Submission Method:

All submissions must be made exclusively through the eSubmission electronic system accessed via the EU Funding and Tenders Portal. Paper, email, or courier submissions will not be accepted. Applicants must have registered a Participant Identification Code and must ensure all documents are submitted before the official deadline. Submissions may be modified or withdrawn before the deadline but only one final submission per tenderer will be evaluated.

Required Documentation:

• Declaration of honour certifying exclusion criteria compliance for all consortium members
• Statement confirming selection criteria satisfaction including economic, financial, technical, and professional capacity
• Technical proposal describing the three dispenser models offered with detailed specifications confirming compliance with all minimum requirements
• Financial offer using the provided template showing unit prices for rental, maintenance, and services across the 48-month framework
• Evidence of professional liability insurance coverage
• Bank details for payment
• Any letters of commitment from subcontractors or entities whose capacity is relied upon for selection criteria

Language:

Bids may be submitted in any official EU language, though the procurement documents are available only in Italian. The Commission will communicate in Italian with the successful tenderer. English or Italian are recommended to avoid misunderstandings.

Payment Terms and Financial Conditions

Payment Schedule:

• Intermediate payment: three months of rental supply cost upon acceptance of installed equipment
• Final payment: upon removal and return of all equipment at contract end or lease termination
• Payment term: 30 days from invoice receipt
• Currency: EUR only

VAT and Tax Treatment:

The European Commission is exempt from VAT under Protocol 7 of the Treaty on the Functioning of the European Union. Invoices must be issued without VAT with appropriate exemption notation. For local acquisitions in Italy, the exemption applies only above €300.00 threshold. For activities performed in Italy, the exemption statement must reference Italian Law 906 of 1 August 1960, Annex F, Articles 5, 6, and 7.

Late Payment Interest:

If payment is delayed beyond the 30-day term, the contractor is entitled to interest at the European Central Bank main refinancing rate plus 8 percentage points from the day following the due date. Interest claims below €200.00 must be requested within 2 months of late payment.

Contractor Obligations and Responsibilities

The contractor assumes comprehensive responsibility for service delivery and assumes all operational risks. Key obligations include maintaining equipment in full working condition, ensuring water quality compliance, protecting the Commission from third-party claims, and cooperating fully with Commission audits and inspections.

Performance Standards:

• Deliver equipment within 3 months of first purchase order
• Respond to maintenance calls within 2 working days of notification
• Maintain quarterly inspection and testing schedules
• Ensure water quality compliance with Italian Decree 23 February 2023 n.18 implementing EU Drinking Water Directive 2020/2184
• Report immediately any suspected asbestos, artificial mineral fibers, or other contamination on site
• Provide monthly reporting of dispensed volumes and quarterly quality testing results
• Remove and properly dispose of all equipment and waste at contract termination

Penalties for Non-Performance:

Late delivery of equipment incurs €50.00 per day delay up to maximum €1,500.00. Failure to respond to maintenance requests within 2 working days incurs €50.00 per additional day up to maximum €1,500.00. Non-conformity in water quality testing triggers mandatory corrective action and potential contract termination.

Insurance and Liability:

The contractor bears all risks associated with contract execution. Contractor liability is limited to three times the annual value of each individual contract, except in cases of gross negligence, intentional misconduct, or when damage involves injury to persons or infringement of intellectual property rights, in which case full liability applies.

Special Conditions and Important Considerations

Site Access and Security:

The JRC Ispra site is a Commission facility subject to specific entry and operating procedures. Contractor personnel must follow all site security and health and safety regulations. Access may require background checks and security clearances. Work is restricted to Monday through Thursday, 08:00 to 18:00, and Friday 08:00 to 17:00, except holidays as defined in the official JRC calendar.

Occupational Health and Safety:

The contractor must comply with Italian occupational safety law (Decree 81/2008). A Unified Risk Assessment Document (DUVRI) has been prepared identifying potential hazards and required protective measures. The contractor must sign a joint site survey protocol before commencing work and implement all agreed safety measures at contractor expense with no reimbursement from the Commission.

Environmental Compliance:

The contractor must manage all waste generated during installation, maintenance, and removal according to Italian environmental regulations and Commission sustainability policies. Contractor must provide documentation of proper waste disposal upon request.

Damage and Loss:

The contractor is responsible for any damage or loss of dispensers during the rental period except where damage is attributable to verified actions of Commission staff or uncontrollable events such as fire within the facility. In such cases, the Commission reimburses the documented replacement cost provided in the contractor's financial offer.

Data Protection and Confidentiality:

The contractor must comply with EU Regulation 2018/1725 regarding personal data protection and maintain strict confidentiality of all non-public information accessed during contract execution. The contractor may not disclose information to third parties without written Commission authorization.

Dispute Resolution and Applicable Law

This procurement is governed by EU law supplemented where necessary by Italian law. The exclusive jurisdiction for disputes is the Court of Varese in Italy. No alternative dispute resolution mechanisms are provided. The contractor waives any claim to apply its own general terms and conditions; the Commission standard conditions govern exclusively.

Contract Execution and Framework Agreement Mechanics

Upon award, the successful tenderer enters into a framework agreement establishing pricing and service terms for up to 48 months. The framework agreement does not guarantee specific order volumes. The Commission will issue specific purchase orders (purchase agreements) on an as-needed basis, with the first order typically covering approximately 37 dispensers and initial installation. The contractor must respond to each purchase request within specified timeframes and sign individual purchase agreements.

Pricing Adjustment:

Prices remain fixed during the first year of the framework agreement. Starting from the second year anniversary, either party may request price revision based on the Harmonised Index of Consumer Prices (HICP) for the Euro zone, according to a specified formula allowing adjustment upward or downward. Price revision requests must be submitted at least 3 months before the anniversary date.

Contact Information and Further Information

All information regarding this procurement is available on the EU Funding and Tenders Portal at the published tender notice. Questions must be submitted through the portal's Q&A system rather than through direct contact with the Commission.

Buyer Contact:European Commission, Joint Research Centre, JRC.R Infrastructure Ispra, Via Enrico Fermi 2749, 21027 Ispra (VA), Italy

Submission Portal:EU Funding and Tenders Portal eSubmission system

Key Recommendations for Applicants

• Register your organization in the EU Participant Register and obtain a Participant Identification Code well in advance of the submission deadline to avoid delays
• Carefully review all tender documents including the technical specifications, standard contract terms, and the DUVRI site safety document before bid preparation
• Ensure all financial and technical documentation is comprehensive and credible; the Commission will verify claims through third parties
• Price your bid competitively as only the lowest-priced compliant bid will be selected
• Consider attending the optional site visit on 27 March to understand facility layout, water systems, and operational constraints
• Submit all documentation well before the 9 April 16:00 deadline to allow time for system processing and to avoid technical issues
• Use the recommended Italian or English language for clarity in contract performance
• Plan for immediate mobilization capability as the first purchase order requires delivery within 3 months
• Ensure compliance with Italian occupational safety law and prepare to sign the site safety protocol before work commencement

Footnotes

1. 1The framework agreement structure means the contractor must be prepared to respond to multiple purchase orders over the 48-month term. Estimated initial volume is approximately 37 dispensers, but actual volumes may vary based on operational changes at the facility.
2. 2Water quality testing requirements reflect the strictest EU drinking water standards, with mandatory analysis of microbial contaminants and chemical parameters. Any non-conformity requires immediate remediation and may trigger contract penalties.
3. 3The €500,000 total contract value ceiling includes all costs: equipment rental, installation, maintenance, testing, waste disposal, and administrative overhead. This is the absolute maximum spend across the full 48-month period.