Maintenance contract for technical installations and building elements of the European Union premises in Copenhagen, Denmark

The European Parliament, through its Directorate-General for Infrastructure and Logistics (INLO), has issued a call for tenders, identified as procedure EP-INLO/LUX/2025/OP/0021. This opportunity is for a maintenance contract focused on technical installations and building elements at EU premises located in Copenhagen, Denmark. The estimated total value of the contract is €835,800, and it has a maximum duration of 72 months, with the possibility of renewal.

Eligible applicants include large enterprises or specialized maintenance service providers, as the opportunity is not targeted at small and medium-sized enterprises, indicated by the "smeSuitableIndicator": false. The project is geographically open to entities from EU member states, although it specifies Denmark as the contract location. The primary sector addressed is building maintenance services, specifically related to repair and maintenance.

The application process is classified as an open call, requiring electronic submission. The deadline for receipt of tenders is set for July 9, 2025, at 16:30 Europe/Luxembourg time. The evaluation of submissions will be based on quality and price, with a weighting of 30% for quality and 70% for pricing. The contracting authority is not obligated to respond to queries submitted after June 19, 2025.

Applicants must possess a Personal Identification Code (PIC) to participate in the tender, and submissions have specific requirements, including electronic format and adherence to file size limits. Documents related to the tender, including conditions for submission, technical specifications, and a draft contract, are available for download.

This procurement contract emphasizes compliance with EU public procurement directives, requiring careful consideration of the provided technical specifications and documentation requirements. The successful contractor will be responsible for the ongoing maintenance of various elements within the EU premises over the specified contract duration.

The European Parliament, INLO Directorate-General for Infrastructure and Logistics is launching a call for tenders, procedure identifier EP-INLO/LUX/2025/OP/0021. The TED reference is 106/2025 358991-2025. This is an open procedure for a service contract. The tender is for a maintenance contract for technical installations and building elements of the European Union premises in Copenhagen, Denmark. The estimated total value of the contract is 835800 EUR. The maximum contract duration is 72 months. The award method will be based on the best price-quality ratio. It is not a framework agreement.

The TED publication date is 04/06/2025. The date and time of the public opening is 10/07/2025 at 15:00 Europe/Luxembourg time. The deadline for receipt of tenders is 09/07/2025 at 16:30 Europe/Luxembourg time. The contracting authority is not bound to reply to questions submitted after 19/06/2025 05:00 Europe/Luxembourg time. Submissions must be sent exclusively via electronic submission.

The main classification (CPV) code is 50000000 - Repair and maintenance services.

The following documents are available for download:

1. Conditions for submitting a tender Information for candidates and tenderers Published on 04/06/2025 Version 1 Translations available in DA (Danish).
2. Specifications Annex IV (Fin. Ident. Form) Tender specifications adm. part Published on 04/06/2025 Version 1 No translations available.
3. Specifications Tender specifications adm. part Published on 04/06/2025 Version 1 Translations available in DA (Danish).
4. Price schedule (financial offer) Financial offer form Published on 04/06/2025 Version 1 No translations available.
5. Technical specifications Technical specifications Published on 04/06/2025 Version 1 No translations available.
6. Technical specifications Annexes Technical specifications Published on 04/06/2025 Version 1 No translations available.
7. Draft contract Draft contract Published on 04/06/2025 Version 1 Translations available in DA (Danish).
8. Invitation Invitation letter Published on 04/06/2025 Version 1 Translations available in DA (Danish).

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 on the Internet browser. 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? The content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. Thus, the system will not allow decryption after the upload. Published on 13/02/2025 20:50.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate in restricted procedures, and requests for expression of interest. Published on 17/10/2024 20:40.
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Any larger sizes will not be accepted by the system. Published on 17/10/2024 20:36.
How should I name attachments in eSubmission? Name the attachments for the tender draft following the System Requirements. See the following conditions: The name must be indicative of the content, and the file extension must respect the technical constraints. Published on 03/10/2024 16:39.
Can I submit a video in eSubmission? 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. 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. 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 to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). For subcontractors PIC is not 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. A) For procurement procedures: file size must be less than 50MB, and the maximum number of attachments is 200. B) For request to participate: file size must be less than 50MB, and the maximum number of attachments is 50. Published on 03/10/2024 16:36.
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. Check the eSubmission System Requirements in the documentation. 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. Only one PIC per organisation must be used. Published on 23/04/2024 17:14.
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. If your organisation is a bigger structure, check if a department or branch has already been registered. 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 is multilingual and 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. The allowed file types are specified within the system requirements linked to the procedure in question. 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 your submission. Published on 03/08/2021 22:05.

In summary, this is a call for tenders by the European Parliament for a maintenance contract covering technical installations and building elements at the EU's Copenhagen premises. The contract is valued at approximately 835,800 EUR and has a maximum duration of 72 months. The selection will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by 09/07/2025. A Participant Identification Code (PIC) is mandatory for participation. The eSubmission system supports all 24 official EU languages and uses encryption to ensure data integrity and confidentiality. The tender documents, including technical specifications, draft contract, and financial offer form, are available for download. Potential tenderers should carefully review these documents and adhere to the specified submission guidelines and deadlines.

Eligible Applicant Types: The provided text does not explicitly state the eligible applicant types. However, given that it is a call for tenders for a maintenance contract, it is likely that eligible applicants include companies, firms, or other legal entities capable of providing repair and maintenance services. This could include SMEs, large enterprises, or specialized service providers.

Funding Type: The funding type is procurement, specifically a service contract. The European Parliament is procuring maintenance services for its premises.

Consortium Requirement: The text does not explicitly state whether a single applicant or a consortium is required. However, the FAQ section mentions that a 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). This suggests that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The call for tenders is for the maintenance of EU premises in Copenhagen, Denmark. While the text doesn't explicitly limit the geographic eligibility of the applicants, it is implied that applicants should be able to provide services in Copenhagen, Denmark. Therefore, it is likely that applicants from the EU, and possibly EEA countries, are eligible.

Target Sector: The target sector is repair and maintenance services, specifically for technical installations and building elements. This falls under the broader category of buildings and construction, and industrial processes/components.

Mentioned Countries: Denmark, Luxembourg

Project Stage: The project stage is operational. The call is for a maintenance contract, implying that the buildings and technical installations already exist and require ongoing maintenance.

Funding Amount: The estimated total value of the contract is 835,800 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 services rendered, specifically the provision of maintenance services as per the contract.

Application Stages: The text does not explicitly detail the number of stages. However, based on the documentation provided (Conditions for submitting a tender, Specifications, Technical specifications, Draft contract, etc.), it can be inferred that there are multiple stages, including:
1. Review of the tender documents and preparation of the tender.
2. Electronic submission of the tender.
3. Evaluation of the tenders based on selection criteria and the best price-quality ratio.
4. Contract award and signature.

Success Rates: The text does not provide information on success rates.

Co-funding Requirement: The text does not explicitly state whether co-funding is required. Given that it is a procurement contract, co-funding is unlikely.

Summary: This is a call for tenders issued by the European Parliament, specifically the Directorate-General for Infrastructure and Logistics (INLO), for a maintenance contract for the technical installations and building elements of the European Union premises in Copenhagen, Denmark. The procedure identifier is EP-INLO/LUX/2025/OP/0021. The estimated total value of the contract is 835,800 EUR, and the maximum contract duration is 72 months. The award method is based on the best price-quality ratio. The deadline for receipt of tenders is 09/07/2025 at 16:30 Europe/Luxembourg time. Submissions must be sent electronically. The call is open to companies or consortia capable of providing the required maintenance services. The selected tenderer will be responsible for the repair and maintenance of various technical installations and building elements within the EU premises in Copenhagen. The tender documents, including the conditions for submitting a tender, technical specifications, price schedule, and draft contract, are available for download. A Personal Identification Code (PIC) is mandatory for participation. The eSubmission system supports various file types and has a maximum attachment size of 50 MB per file and a limit 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.