Maintenance contract for the technical installations

The European Commission Joint Research Centre (JRC) has published an open tender (Call ID EC-JRC/GEE/2026/OP/3214) for a framework contract to provide preventive and corrective maintenance and small adaptations of technical installations at the JRC Geel site. The estimated overall contract value is €15,000,000 for an initial 12-month term renewable up to five times for a total duration of 72 months. Scope includes maintenance of electrical installations, HVAC systems, sewer infrastructure, matrix systems and KNX inventories, supply of specified materials, and compliance with JRC safety and protection requirements. Tenders must be submitted electronically via the EU Funding & Tenders Portal by 16:00:59 Brussels time on 9 September 2026 and award will be based primarily on price subject to compliance with tender specifications.

What it funds

Scope

A framework service contract for preventive and corrective maintenance, plus small modifications, of technical installations at JRC facilities to meet scientific unit needs.

Estimated contract value:Up to €15,000,000 (estimated overall contract amount) ¹.

1. 1Who can apply: companies and consortia able to deliver technical maintenance services (see tender documents for exact selection criteria).
2. 2Contracting authority: European Commission, DG JRC Joint Research Centre (lead).
3. 3Contract type and duration: framework contract; initial 12 months, renewable up to 5 times (planned total up to 72 months).
4. 4Procedure: open eSubmission via the Funding & Tenders Portal; awarding criterion primarily price.
5. 5Lot structure: single lot (LOT-0001).

Submission method required:eSubmission through the EU Funding & Tenders Portal. Tender and technical specification documents, draft contract and financial offer form published with the call.

Footnotes

1. 1Full tender dossier and submission portal: Opportunity details.

Brief description

This is an open procurement (tender) published by the European Commission, DG JRC - Joint Research Centre, for a maintenance contract covering technical installations. Covered work includes preventive and corrective maintenance and small modifications required to adapt installations to the needs of scientific units. The contract is structured as a framework contract for services with an initial duration and multiple renewals; budgetary information and full technical and contractual requirements are available in the procurement documents. The tender is managed and submitted through the Funding & Tenders Portal. Tender Notice and documents ¹

Key administrative facts

Call identifier:EC-JRC/GEE/2026/OP/3214. Main CPV: 50700000 (Maintenance and repair services). Contracting authority: European Commission, DG JRC - Joint Research Centre. Submission method: electronic submission via the Funding & Tenders Portal (eSubmission). Estimated overall contract value: €15 000 000. Procedure type: open tender leading to a framework contract (framework agreement).

Deadlines:Tender submission deadline (closing date): 9 September 2026, 16:00:59 Europe/Brussels. Open tender event (information/opening): 11 September 2026 at 10:00 (CEST). Additional information request period ends 1 September 2026. Consideration period for document changes: documents published 2 July 2026 and may be considered changed until 16 July 2026.

What is requested (scope of contract)

The contractor will provide preventive and corrective maintenance of technical installations located at JRC sites (JRC GEEL site information and inventories are provided in the technical annexes). The service includes periodic maintenance visits, emergency corrective interventions, small on-site modifications and adaptations requested by the scientific units, and supply of routine consumables and spare parts where specified in the model order forms. The contract is a services contract under a framework arrangement enabling recurring orders during the term.

Documents available (selected list)

The procurement publication includes a comprehensive set of attachments:invitation to tender, tender specifications (administrative and technical), draft framework contract and annexes, model order form, financial offer form (xlsx), declaration on honour (tenders), lists for subcontractors and commitment letters, and numerous technical annexes (service list, inventories, site plans, product information, checklists and procedures, KNX inventories, sewer and matrix annexes, list of filters, building works). All documents were published 2 July 2026 and appear as current versions in the portal.

1. 10. Invitation_to_tender_V1.pdf (Invitation to tender)
2. 21.1. TENDER_SPECIFICATIONS_V1.pdf (Tender specifications - administrative and selection/evaluation rules)
3. 31. fwc-service_V1.pdf (Draft framework contract)
4. 41.1.6. Financial offer form_V1.xlsx (Financial offer template)
5. 51.1.2 declaration-of-honour-tenders Oct 2025 EN_V1.docx (Declaration on honour)
6. 61.1.4 List identified subcontractors_V1.docx (Subcontractor list)
7. 71.1.5.1 Commitment letter identified subcontractor_V1.docx (Commitment letter template)
8. 81.1.5.2 Commitment letter entity capacities relied_V1.pdf (Capacity letters)
9. 91.2. Technical specifications_V1.pdf (Main technical specifications)
10. 101.2.1. Techical specifications - Annex 1A- service list_V1.pdf (Service list annex)
11. 111.2.2. Annex €1B - JRC-GEEL Site Plan and building overview_V1.pdf (Site plan)
12. 121.2.3.* Techical specifications Annex 1C* (Inventory, Matrix, Sewer annexes)
13. 131.2.4. Annex 1D - list of procedures checklists, forms_V1.pdf
14. 141.2.5. Annex 1E - List of Filters_V1.pdf
15. 151.2.6. Annex 1F - product information Optimus_V1.pdf
16. 161.2.7. Annex 1G - building works_V1.pdf
17. 171.2.8. Annex 1H - KNX Inventory_V1.pdf
18. 181.3. Model Order Form FWC_V1.pdf
19. 191.4. Public Holidays 2026_V1.pdf
20. 201.5. Contract - Annex V - Instructions for staff external companies_V1.pdf
21. 211.5.Addendum -Requirements for Protection_V1.pdf

Eligibility and applicant requirements

Formal eligibility and selection criteria are defined in the tender specifications (administrative part) and require submission of specific procurement documents, financial offer, declaration on honour, proof of technical and professional capacity and, where relevant, commitment letters for subcontractors or relied-on entities. The tender includes templates for power of attorney, commitment letters and lists of identified subcontractors. The tendering rules allow reliance on capacities of other entities; therefore bidders can be single economic operators or consortia (or single tenderers relying on subcontractors/entities) provided that supporting commitment letters and required evidence are submitted.

1. 1Eligible applicant types (typical and expected): established companies and service providers providing maintenance services for technical installations; SMEs and large enterprises; specialised subcontractors; consortia or joint ventures are possible subject to tender rules; public bodies and research organisations only if legally and contractually eligible as economic operators as defined in procurement documents.
2. 2Mandatory administrative submissions: signed declaration on honour; financial offer form (provided xlsx); power of attorney where signatory is not statutory representative; list of identified subcontractors and commitment letters if reliance on third parties; evidence of technical capacity as requested in technical specs.
3. 3Language and eSubmission: documents must be provided in English and submitted electronically via the Funding & Tenders Portal.

Categorisation answers (detailed)

Eligible Applicant Types:Primary eligible applicants are commercial service providers specialised in maintenance and repair services for technical installations, including maintenance companies, engineering firms, HVAC/MEP contractors, electrical and instrumentation specialists, building services contractors. Both SMEs and large enterprises are explicitly relevant. The procurement documentation supports use of subcontractors and reliance on capacities of other legal entities via commitment letters; therefore consortia, joint ventures or single firms with subcontractors are acceptable models. Research institutes and universities could bid only if they operate as economic operators providing such maintenance services and meet selection criteria. Public entities may participate if procurement rules allow, but the documents target market service providers.

Funding Type:This is a public procurement contract (tender) for services, resulting in a framework contract. The primary financial mechanism is a services procurement (contract for services) leading to paid orders under a framework agreement (i.e., payment for delivered services, not a grant or loan).

Consortium Requirement:The call does not require a mandatory multi-party consortium. The tender accepts single economic operators and allows use of subcontractors and reliance on capacities of other entities. Documents include a List of identified subcontractors and Commitment letter templates, showing that bidders may submit as single entities or as consortia/joint ventures where appropriate and must provide supporting commitment letters and proofs of capacity when relying on others.

Beneficiary Scope (Geographic Eligibility):The contracting authority is the European Commission JRC (an EU institution). The tender is published on the EU Funding & Tenders Portal and follows EU procurement rules. Bidders from EU Member States and other countries eligible under the EU procurement rules (including EEA and third countries that meet the conditions in the tender documents) can participate as specified in the tender specifications. The JRC site referred to is the JRC GEEL site (Petten/Geel region information included in annexes) ¹.

Target Sector:Sector targeted: Facilities management and building technical services; maintenance and repair services; mechanical, electrical, instrumentation and control systems (including KNX and other building automation systems referenced in annexes). The work serves scientific facilities and laboratories, so bidders must be experienced in servicing installations in scientific/research infrastructures.

Mentioned Countries:Explicitly mentioned organisation and site information relate to the Joint Research Centre and its GEEL site (JRC GEEL - Belgium / Netherlands JRC sites context appears in publications). The contracting authority is the European Commission (EU). The procurement documents reference JRC sites and site plans (JRC-GEEL).

Project Stage:Operational / service delivery stage: the contract covers ongoing maintenance operations, corrective interventions and minor adaptations to existing technical installations. This is not a research or development contract; it is an operational maintenance contract for installed systems.

Funding Amount:Estimated overall contract amount (procurement estimate): €15 000 000 for the planned duration (the procurement notice shows an estimated overall contract amount of €15 000 000). The planned contract period is up to 72 months under the framework (initial 12 months plus up to 5 renewals as explained in the draft contract).

Application Type:Open competitive tender via an open call published on the Funding & Tenders Portal. Submission method is eSubmission (electronic submission) through the Funding & Tenders Portal (Funding and Tenders eForms and eSubmission tools).

Nature of Support:Monetary: successful bidder(s) will receive payments under a services contract (orders placed under the framework contract). Non-monetary contractual obligations also apply (e.g., performance, delivery of maintenance services, staff instructions, protection requirements).

Application Stages:The procurement process is an open single-stage submission of tender documents by the closing date, followed by evaluation and award. Key procedural milestones visible in the notice: publication (2 July 2026), period for questions/additional information (ends 1 September 2026), submission deadline (9 September 2026), open tender event (11 September 2026) and award. The process therefore follows a primary single submission stage plus evaluation and award (essentially 1 submission stage and the subsequent evaluation/award stage).

Success Rates:No explicit success rate is provided in the procurement documents. As a competitive public procurement, success depends on bid compliance with administrative, technical and financial criteria and on the bid offering the best value according to awarding criteria (the published awarding criterion shows price weighted at 100, see tendering terms). Specific success rates cannot be determined from the available information.

Co-funding Requirement:No co-funding or matching contribution by bidders is required. This is a procurement for purchased services where the contracting authority pays for services delivered under the framework contract; the tender does not involve grants requiring beneficiary co-financing.

Evaluation and awarding

Awarding criteria:the tender documents indicate awarding based principally on price. The tender administrative specifications and technical specifications set minimum qualifications, compliance and technical evaluation rules. Bidders should carefully follow the evaluation instructions and submission checklists in the administrative annexes to ensure that all required certificates, declarations and templates are included. The draft framework contract contains conditions on contract execution, renewals (initial 12 months, renewable 5 times), order placement procedures (model order form), instructions for external company staff, and protection/ security requirements.

1. 1Awarding criterion indicated: price (100) — see procurement project tendering terms and awarding criteria in procurement documents.
2. 2Mandatory checks: administrative compliance, eligibility, capacity evidence and financial offer completeness.
3. 3Post-award: framework contract signature and then individual orders based on model order form; electronic orders and payments supported by the authority.

Templates and application structure

The procurement package provides explicit templates and forms that must be completed and submitted. Bidders should download and use the provided native-format templates where supplied (e.g., financial offer xlsx, power of attorney docx, declaration docx). Key templates and their purpose are listed below.

1. 1Financial offer form (1.1.6. Financial offer form_V1.xlsx) — mandatory pricing submission template. Complete each required price cell and include all requested breakdowns.
2. 2Declaration on honour (1.1.2 declaration-of-honour-tenders) — legal attestation on exclusion and selection grounds; must be signed.
3. 3Power of attorney (1.1.3 Power of attorney_V1.docx) — when the signatory is not the legal representative.
4. 4List identified subcontractors (1.1.4 List identified subcontractors_V1.docx) — list and details of subcontractors if any.
5. 5Commitment letters (1.1.5.* Commitment letter templates) — used to demonstrate reliance on capacities of third parties or subcontractors; must be completed and signed by the relevant third party.
6. 6Draft framework contract (1. fwc-service_V1.pdf) — contains contractual clauses, renewal provisions, model order form cross-references and contractual annexes. Bidders must indicate acceptance of contract terms or state reservations as allowed by the procedure.
7. 7Model Order Form (1.3. Model Order Form FWC_V1.pdf) — shows how specific orders under the framework will be placed and invoiced.
8. 8Technical specifications annexes (1.2.*) — provide the service list, inventories, site plans, product info, procedures and checklist templates; technical compliance evidence must reference these annexes.

Practical advice for applicants

Read the invitation to tender and the administrative tender specifications first to verify formal eligibility and document checklist. Prepare the financial offer strictly using the provided xlsx template and ensure it aligns with the service list in the technical annex. Where the bid relies on subcontractors or other entities, include the list of subcontractors and complete commitment letters. Ensure all declarations are signed and that the power of attorney is provided for signatories who are not statutory representatives. Submit only through the Funding & Tenders Portal eSubmission tool before the stated deadline. Questions must be sent before the end of the request-for-information period (deadline 1 September 2026).

Summary and final explanation

This procurement is an open competitive tender by the European Commission JRC to award a framework contract for maintenance services of technical installations at JRC sites. The contract covers preventive and corrective maintenance, small adaptations and related service provision for scientific installations. The procurement package is comprehensive and includes administrative and technical tender specifications, draft contract and many technical annexes (service lists, inventories, site plans, checklists and product information). Bidders must submit an electronic tender via the Funding & Tenders Portal by 9 September 2026 and must use the provided templates (financial offer xlsx, declaration on honour, power of attorney, subcontractor lists, commitment letters). The estimated total contract value is €15 000 000 and the framework allows orders over a multi-year period (initial 12 months with renewals). The award will be primarily based on price subject to compliance with qualification and technical criteria. Potential bidders should carefully follow the administrative checklist, provide all required supporting documents, and ensure alignment of their offer with the detailed technical annexes and the draft framework contract to be eligible for award.

Footnotes

1. 1Full tender publication and documents are available on the EU Funding & Tenders Portal at the tender details page: ec.europa.eu

Opportunity Overview

This tender seeks a service provider for a framework contract to perform preventive and corrective maintenance on technical installations at the European Commission's Joint Research Centre (JRC) site in Geel, Belgium ¹. The contract also covers small modifications required to adapt installations to the evolving needs of scientific units ².

Estimated Contract Value:The estimated overall contract amount is €15,000,000, covering an initial 12-month period renewable up to five times for a total duration of 72 months ³.

Key Requirements and Scope

The scope includes maintenance of electrical installations, HVAC systems, sewer infrastructure, matrix systems, and KNX inventory, as detailed in the technical specifications annexes ⁴. Providers must also supply necessary materials and adhere to strict safety and protection requirements for external staff ⁵.

1. 1Preventive and corrective maintenance of technical installations
2. 2Small modifications to adapt to scientific unit needs
3. 3Supply of materials for electrical and HVAC maintenance
4. 4Adherence to BA5 certification for electrical operations
5. 5Compliance with JRC security and protection protocols

Who Should Apply

Qualified applicants include specialized maintenance companies with experience in electrical engineering, HVAC systems, and industrial site operations within the EU ⁶. Candidates must demonstrate the capacity to manage technical projects and hold relevant certifications, such as BA5 for electrical installation operations ⁷.

Submission Deadline:Tenders must be submitted electronically via the EU Funding & Tenders Portal by 16:00:59 on September 9, 2026 (Brussels time) ⁸.

Application Process and Documents

Applications are submitted exclusively through the EU Funding & Tenders Portal using the eSubmission method ⁹. Essential documents include the Invitation to Tender, Technical Specifications, Draft Framework Contract, Financial Offer Form, and various annexes detailing site plans and inventory lists ¹⁰.

Important Considerations

The contract is a Framework Agreement with a maximum duration of 72 months, renewable 5 times after an initial 12-month period ¹¹. Awarding criteria are based solely on price (100% weight) ¹². Applicants must ensure compliance with EU public procurement rules and JRC-specific security guidelines ¹³.

Footnotes

1. 1Official Tender Details: Maintenance Contract Tender
2. 2Tender Description: Technical installations require preventive/corrective maintenance and small modifications for scientific units ¹
3. 3Contract Value & Duration: €15,000,000 estimated; 72 months total (12 months initial + 5 renewals) ¹
4. 4Technical Scope: Includes electrical, HVAC, sewer, matrix, and KNX systems per Annexes 1A-1H ¹
5. 5Safety Requirements: Annex V (Instructions for staff) and Addendum (Protection Requirements) must be followed ¹
6. 6Applicant Profile: Companies with electrical engineering and HVAC expertise, similar to JRC Technical Officer requirements ²
7. 7Certification: BA5 certificate is a legal requirement for operating electrical installations at JRC Geel ²
8. 8Deadline: September 9, 2026, 16:00:59 Brussels time ¹
9. 9Submission Method: Required eSubmission via EU Funding & Tenders Portal ¹
10. 10Document List: Invitation letter, Technical Specs, Draft Contract, Financial Offer, Admin Specs, and Annexes ¹
11. 11Contract Extension: Initial 12 months renewable 5 times (total 72 months) ¹
12. 12Awarding Criterion: Price (100% weight) ¹
13. 13JRC Guidelines: Compliance with EU Code of Conduct for Data Centre Energy Efficiency and security protocols ¹⁴