Maintenance full omnium des équipements d´accès sécurisés unipersonnels sur le site du Parlement européen à Luxembourg

Appel d'offres EP-SAFE/2025/OP/0009 du Parlement européen pour un contrat-cadre de maintenance full omnium (niveau Afnor 4) des équipements d'accès sécurisés unipersonnels (Type II) sur le site de Luxembourg, durée initiale 1 an renouvelable jusqu'à 5 fois (max 6 ans). Prestations: maintenance préventive, corrective et évolutive, gestion de stocks pièces, interventions d'urgence avec délais contractuels et pénalités, et obligations environnementales (EMAS) et de protection des données (RGPD). Sélection ouverte aux opérateurs établis dans l'UE et pays tiers admissibles, critères de sélection financiers et techniques minimaux (chiffre d'affaires, expérience, équipe qualifiée) et critère d'attribution: prix le plus bas parmi offres conformes. Soumission électronique obligatoire via le Funding & Tenders Portal (PIC requis); documents et annexes (notamment bordereau de prix Annexe IX et déclaration sur l'honneur Annexe III) disponibles en français, allemand et anglais; date limite 22/04/2026 16:00 Europe/Bruxelles.

What it funds

Full omnium (all‑inclusive) maintenance, corrective, preventive and evolutive (software updates and security patches) of unipersonal secure access equipment (turnstiles, security portals, single‑person airlocks and related peripherals) installed at the European Parliament site in Luxembourg.

Contract form and award:Open public procurement (EP‑SAFE/2025/OP/0009). Framework agreement (without reopening of competition), awarded on the lowest price criterion; implementation by specific contracts/purchase orders.

Who can apply

Economic operators established in EU Member States and third countries with procurement access agreements. SMEs and groups of economic operators may apply; subcontracting is permitted subject to approval. Tenderers must be registered in the Participant Register (PIC) and submit via the EU Funding & Tenders Portal eSubmission system.

1. 1Lead contracting authority: European Parliament, DG SAFE (Security and Safety)
2. 2Main CPV: 50610000 — Repair and maintenance services of security equipment
3. 3Submission method: Electronic (eSubmission on the Funding & Tenders Portal)

Duration:Framework contract initial term one year, renewable up to five times — maximum total duration 72 months (6 years).

The contractor must provide a full omnium service including supply and management of spare parts stock, certified workmanship to manufacturer/installer requirements, rapid response and restoration times and regular reporting (CMMS).

Key dates

A site visit is scheduled (optional) and documents including tender specifications, technical annexes and a price schedule are available on the Funding & Tenders Portal F&T Portal. ¹

Price and invoicing

The contract requires a monthly all‑inclusive fixed price for Type II full omnium maintenance (price schedule/Annex IX). Additional services or equipment not in the price schedule are ordered separately by purchase order and billed on acceptance. Invoicing is electronic (PEPPOL or Funding & Tenders Portal) unless exceptional conditions apply.

Selection and award highlights

1. 1Award method: lowest price among compliant tenders
2. 2Minimum technical requirements include at least five years’ relevant experience, a specialised team of minimum five technicians and required language skills (English/French level B2)
3. 3Financial selection thresholds include minimum annual turnover levels (see tender specifications)

Submission is only through eSubmission. Tenderers must complete required declarations (exclusion and selection), deliver the completed price schedule (Annex IX) and the declaration on honour (Annex III).

Footnotes

1. 1Tender documents, specifications and annexes are available on the Funding & Tenders Portal at the procedure page Funding & Tenders Portal — EP-SAFE/2025/OP/0009.

Public procurement notice (summary)

Procurement type:Open procedure call for tenders issued by the European Parliament, Directorate-General for Security and Safety (SAFE). TED reference 44/2026 148904-2026. Publication date 04/03/2026. Procedure identifier EP-SAFE/2025/OP/0009. Purpose: framework contract for full omnium (all‑inclusive) maintenance of unipersonal secure access equipment on the European Parliament site in Luxembourg. Framework agreement maximum duration: 72 months (1 year initial + up to 5 renewals). Award method: lowest price. Nature of contract: services. Submission method: electronic via the EU Funding & Tenders Portal eSubmission system. Deadline for tenders: 22/04/2026 16:00 Europe/Brussels. Public opening: 23/04/2026 10:00 Europe/Brussels.

Key procurement details and scope

The contract seeks a single supplier or supplier group to carry out Type II full omnium maintenance (Afnor Level 4) for single‑person secure access equipment: shielded revolving doors, single‑person security portals (SAS), tripods, turnstiles, smart lanes and similar unipersonal access control installations and all peripheral components (control consoles, sensors, PLC, lighting, batteries). The service includes preventive (systematic and conditional), corrective and evolutive maintenance (official software updates, security patches, implementation of manufacturer‑issued fixes), spare parts stock management, emergency response, reporting and provision of documentation. The contract will be executed by specific contracts/purchase orders under the framework agreement. The contract documents (invitation, specifications, technical annexes, price schedule, draft framework contract, declaration forms) are published in French, German and English on the EU Funding & Tenders Portal.

Location / Site:European Parliament site, Luxembourg (Plateau du Kirchberg, Kirchberg, Luxembourg).

Duration and structure:Framework contract initial duration 1 year, renewable up to 5 times for the same period (maximum 6 years). Implementation through specific contracts/purchase orders.

Procurement documents and administrative requirements

All procurement documents (Invitation letter, Specifications, Annex I Special Administrative and Technical Specifications (CSATP), Technical specifications, Annex IX Price schedule, Annex III Declaration on honour, Draft framework contract and annexes, Environment policy, subcontractor declarations, group information sheet) are available on the Funding & Tenders Portal. Submissions must be made exclusively via eSubmission. A Participant Identification Code (PIC) is required. The contract is governed by the rules of the European Parliament; the French version prevails in case of divergence. The contract contains confidentiality, data protection and EMAS environmental policy obligations. Site visits: optional site visit scheduled on 25 March 2026 with registration; site access is controlled. Questions (Q&A) must be submitted via the Portal Questions & Answers tab; the contracting authority is not bound to reply to questions submitted after 14/04/2026 23:59 Europe/Brussels.

Selection, exclusion, eligibility and technical requirements

Mandatory submissions include the Declaration on honour concerning exclusion and selection criteria (Annex III / DUME may be used), documentation on legal, economic & financial capacity, technical & professional capacity evidence and the completed Annex IX price schedule. Exclusion criteria follow Articles 138–143 of the Financial Regulation (fraud, corruption, insolvency, serious professional misconduct, taxes/social security non‑payment, etc.). Selection minimum requirements (as stated in the specifications) include: minimum economic thresholds (annual total turnover minimum €250,000 for the last two financial years; minimum turnover in the relevant domain €150,000), minimum insurance, and technical requirements (at least 5 years’ experience in similar services; a specialised technician team of minimum five persons with the project manager having at least five years’ confirmed experience and other technicians minimum three years; language skills: staff working on site to have at least B2 level in English or French). The contract requires provision of an annual preventive maintenance plan within 30 calendar days after signature of a specific contract and routine reporting (intervention reports within 10 working days).

Award, price and invoicing

Award criterion:lowest price among compliant and admissible tenders. Tenderers must complete the conformity form (Annex VIII) and the price schedule (Annex IX) in full. Prices are quoted exclusive of VAT (European Parliament privilege). The contract provides for price revision annually from the second year based on the Harmonised Index of Consumer Prices (HICP) euro zone formula set out in the contract. Invoicing: electronic invoicing is required (PEPPOL or Funding & Tenders Portal) or advanced‑signature email in exceptional cases; paper invoices accepted only in exceptional cases. Payment terms: invoices processed and paid as per the contract; late payment interest applies at the ECB refinancing rate plus eight percentage points (see contract). The Contracting Authority may suspend payment pending checks if invoices are incomplete or require additional verification.

Performance, KPIs and penalties

The contract is performance‑based with measurable indicators and CMMS tracking. Key operational service levels and penalties (examples extracted from the specifications): response time to emergency call for Type II: max 8 working hours (penalty €500 per missed incident); provisional restoration time: max 12 working hours (penalty €500 per missed incident); full repair time (definitive restoration): max 4 working days (penalty €250 per working day of delay); reporting delays: intervention report >10 working days => penalty €100 per day; failure to submit annual maintenance plan within 30 days => penalty €100 per calendar day from day 31; procedural and quality breaches attract default penalties (€250 per breach) and severe breaches (affecting controls) attract €500 per breach. A catalogue of penalties for specified breaches is included in the CSATP (Annex I).

Insurance, liability and contractual risk

The Contractor must maintain adequate insurance covering professional risks and liabilities for the duration of the contract and provide evidence on request. The Contractor indemnifies the European Parliament against claims by third parties arising from performance of the contract. The Contractor remains fully responsible for acts and omissions of its personnel and its subcontractors. The contract contains obligations on safety, site security and access control; loss or damage to equipment belonging to the European Parliament must be repaired or replaced at the Contractor’s cost.

Data protection and confidentiality

Processing of personal data by the European Parliament is governed by Regulation (EU) 2018/1725. Where the Contractor processes personal data for the Parliament, the Contractor is a processor and must comply with 2018/1725 provisions and the detailed data protection clauses of the contract (security measures, notification of breaches within 48 hours, assistance to the controller, ability to audit, obligations on sub‑processors, data localisation/transfer rules, deletion/return of data, confidentiality). The contract also contains obligations on confidentiality and limits on the use or disclosure of confidential information. Camera images and voice recordings requiring consent must be addressed with appropriate releases and authorisations.

Subcontracting, consortia and legal form

Subcontracting is permitted subject to prior written approval in cases not already declared in the tender. Tenderers that bid as consortia must provide Annex V (group information) and specify roles and responsibilities for each member. The European Parliament may require a particular legal form for the winning consortium prior to signature. Joint and several liability of consortium members is required. The contract foresees the possibility of requiring a representative (mandatary) able to sign invoices on behalf of members.

Security restrictions and sanctions regimes

The procurement requires compliance with restrictive measures adopted under Article 29 TEU or Article 215 TFEU. Tenderers must confirm that they, their subcontractors and suppliers are not subject to sanctions related to Russia (Regulation (EU) No 833/2014) or other applicable restrictive measures; Annex VII (declaration on restrictive measures) is mandatory. Tenderers failing these tests will be rejected unless an applicable exemption applies.

Templates and mandatory forms (available in call documents)

The call publishes mandatory templates and annexes which must be completed and submitted via eSubmission: Invitation letter, Tender specifications (administrative part), Annex I Technical Specifications (CSATP), Annex III Declaration on honour (exclusion and selection), Annex IV Financial identification (supplier), Annex V Group information, Annex VI Subcontractor declaration, Annex VII Restrictive measures declaration, Annex VIII Compliance form, Annex IX Price schedule (Excel), Annex X PEPPOL/F&T registration guidelines, Annex XI Electronic invoicing form, Draft framework contract (model) and specific contract model and purchase order template. The Price Schedule (Annex IX) is mandatory and must be filled in; the Excel file contains the equipment lists (Type II) and required orange fields.

1. 1Eligible Applicant Types: companies and legal entities (see details below) - SMEs, large enterprises, specialised installers/manufacturers, integrators, security‑system maintenance companies, consortia of operators; public bodies may participate where allowed. Individual natural persons are not the target (except where legally permitted and able to meet requirements).
2. 2Funding Type: procurement / service contract (framework agreement).
3. 3Consortium Requirement: framework awarded to single contractor or consortium; group offerings allowed; joint and several liability required for consortia; legal form may be required before signature.
4. 4Beneficiary Scope (Geographic Eligibility): EU (contracting authority is EU institution). Tenderers established in EU Member States and in third countries that have concluded public procurement agreements with the EU providing access are eligible; proof of establishment is required (state of establishment declaration).
5. 5Target Sector: security equipment maintenance, security systems and access control (ICT & physical security), building services & facility management.
6. 6Mentioned Countries: Luxembourg (site), EU (general); documents published in FR/DE/EN.
7. 7Project Stage: operation / maintenance (in‑service equipment) and ongoing lifecycle support including software updates, patches and minor upgrades.
8. 8Funding Amount: not specified in call notice; procurement priced by tenderers using provided price schedule (Annex IX). The contract value is determined by submitted tenders and specific orders; price must be expressed in EUR excluding VAT.
9. 9Application Type: open call / single submission deadline via eSubmission; electronic only.
10. 10Nature of Support: non‑equity commercial payment for services (money for services).
11. 11Application Stages: single‑stage tender submission; evaluation and clarification phase; selection and award; signature of framework contract and issuance of specific contracts/purchase orders.
12. 12Success Rates: not provided (public tender; success rate depends on competition).
13. 13Co‑funding Requirement: no co‑funding required; tenders are priced offers; all costs to be covered by the contractor within the lump sum monthly price and priced elements for additional orders.
14. 14Templates: full set of templates provided in the call documents (Annexes I–XI, draft contract, price schedule, declaration on honour, financial identification form, compliance form, subcontractor declaration, group information form, purchase order template).

Minimum content of a compliant tender (practical checklist)

Submit a complete eSubmission including:i) completed financial offer form (Annex IX Excel, all ORANGE cells), ii) Compliance Form (Annex VIII) fully completed, iii) Declaration on honour (Annex III) for exclusion & selection (or DUME), iv) evidence of legal and regulatory capacity (commercial register, licences), v) economic and financial documents (turnover statements, bank references or insurance, annual accounts for last 2 years), vi) technical and professional capacity evidence (CVs, team composition, list of at least 4 similar annual contracts in the last 5 years with minimum annual value €30,000 each, certificates), vii) annual maintenance plan (within 30 days after contract signature) and reporting templates, viii) draft scheduling and CMMS integration approach, ix) confirmation of compliance with restrictive measures (Annex VII) and x) signed draft framework contract acknowledgement. Fill language and signature fields, and provide translations where requested.

Administrative & legal considerations

Governing law:EU law supplemented by Luxembourg law as specified; competent court for disputes: Court of Justice of the European Union for interpretation issues (see contract). The contract contains strong provisions on exclusion (Financial Regulation Articles 138–143), fraud/corruption, early termination, sanctions and measures in case of failure, and audit rights (OLAF, EPPO, Court of Auditors). Data protection obligations under Regulation (EU) 2018/1725 apply when the contractor processes personal data on behalf of the European Parliament. Security vetting and site access procedures are mandatory for staff attending the Luxembourg site; details in the Invitation letter.

How to apply (practical steps)

• Register organisation on the EU Participant Register and obtain a PIC (use existing PIC if registered).
• Subscribe to the call on the Funding & Tenders Portal to receive updates.
• Download and thoroughly review all call documents (Invitation, Specifications, Annexes I–XI, Draft contract, Price schedule Excel).
• Prepare required forms: Annex III Declaration on honour (or DUME), Annex IX price schedule (complete all mandatory orange cells), Annex VIII Compliance form and any requested supporting documents.
• Prepare evidence for selection criteria: turnover and accounts, bank references/insurance, technical references for 4 comparable annual contracts, CVs and team composition, language certificates (B2 English or French for on‑site staff).
• Use eSubmission (Chrome/Firefox latest versions) to upload the full tender prior to the deadline (50 MB max per file; up to 200 files). Verify timestamps and obtain submission receipt.
• Monitor the portal for Q&A, clarifications and any addenda; questions must be submitted via the Portal Q&A tool before the cut‑off date.

Eligible Applicant Types (detailed)

Eligible applicants:legal persons and public entities established in EU Member States and third countries that have relevant public procurement access agreements with the EU. Typical applicant profiles: security equipment manufacturers and installers, specialised maintenance service companies, systems integrators, facility management companies, SMEs and large enterprises, consortia of economic operators (joint bids). Tenderers must be able to provide the required technical and financial evidence (see selection criteria). Individuals as sole tenderers are not the typical target and would only be considered where national law allows and the tenderer meets all selection criteria.

Summary and explanation

This is a European Parliament procurement (EP-SAFE/2025/OP/0009) to establish a framework agreement for comprehensive (full omnium) maintenance of single‑person secure access equipment at the Parliament’s Luxembourg site. The contract is service‑based, awarded to the lowest compliant price, and is structured as a framework agreement with specific contracts and purchase orders used to call off services. Tenderers must submit a full electronic tender via the EU Funding & Tenders Portal eSubmission, using the official templates (especially Annex IX Price Schedule and Annex III Declaration on honour). The contract imposes clear service levels (response times, temporary restoration, final repair) and a detailed set of mandatory documents, technical qualifications and financial thresholds. It includes stringent compliance requirements: exclusion criteria under the Financial Regulation, compliance with EU restrictive measures, data protection obligations (Regulation 2018/1725), environmental commitments (EMAS policy), and security/clearance procedures for on‑site personnel. The procurement documents (specifications, draft contract, annexes) set out precise reporting, CMMS usage, stock management and warranty conditions. Tenderers should carefully follow the submission checklist, ensure contractual compliance with penalties and delivery schedules, and prepare their offers to match all administrative, technical and financial selection criteria.

Source and official call documents are available on the Funding & Tenders Portal opportunity page (see call identifier EP-SAFE/2025/OP/0009) Tender documents and call details ¹

Footnotes

1. 1Full procurement file and official documents (Invitation, Specifications, Annexes, Draft contract and price schedule) are published on the EU Funding & Tenders Portal opportunity page for EP-SAFE/2025/OP/0009.

Cette procédure ouverte d'appel d'offres (EP-SAFE/2025/OP/0009) vise à conclure un contrat-cadre pour la maintenance complète (full omnium, niveau Afnor 4) des équipements d'accès sécurisés unipersonnels (Type II) installés dans les bâtiments du Parlement européen à Luxembourg. Il s'agit d'une relance suite aux échecs des procédures précédentes EP-SAFE/OP/2024/0001/Lot3 et EP-SAFE/2024/OP/0007.

Objet et Portée du Marché

Le marché porte sur la maintenance préventive (conditionnelle ou systématique), corrective et évolutive (mises à jour logicielles) de tous les équipements Type II, incluant tourniquets blindés (ex. Tonali Revolving 1800/2300), SAS unipersonnels (ex. Tonali Cometa Tonda), portillons (ex. Automatic Systems SmartLane 902/912/933), et tout équipement similaire. Le périmètre inclut les modules annexes (consoles, capteurs, PLC, etc.). Le personnel interne du Parlement assure la maintenance de niveau 1 (Afnor), tandis que le titulaire gère le niveau 4.

Équipements Listés (Bordereau de Prix):Tonali Revolving 1800 (6 unités, 2019-2020), Tonali Revolving 2300 (2), Tonali Cometa Tonda light K SAS 1800 (7), Automatic Systems SmartLane 912 (4), SmartLane 902 (1), SmartLane (3, garantie jusqu'en 09/2025), AccessLane 933 (4).

Durée et Structure

Contrat-cadre initial d'un an, renouvelable 5 fois (durée max. 6 ans). Exécuté via contrats spécifiques/bons de commande. Justification: spécialisation limitée des prestataires locaux, alignement avec Bruxelles/Strasbourg (fin 2028), continuité de service, économies d'échelle.

Éligibilité et Critères de Sélection

Ouverte à tous États membres UE et pays tiers avec accords marchés publics. Exclusion obligatoire (art. 138 Règlement financier): faillite, non-paiement impôts/cotisations, faute grave, fraude, etc. ¹ Déclaration sur l'honneur (Annexe III) requise.

Capacité Juridique/Réglementaire

Inscription registre professionnel/commercial ou autorisation spécifique.

Capacité Économique/Financière

• Chiffre d'affaires global: min. €250 000/an (2 exercices)
• Chiffre d'affaires domaine: min. €150 000/an
• États financiers (2 exercices), assurances risques professionnels

Capacité Technique/Professionnelle

• Expérience: 5 ans minimum en services similaires
• Équipe: min. 5 techniciens (chef projet: 5 ans exp.; autres: 3 ans min.) en maintenance/installation accès sécurisés
• Langues: FR/EN niveau B2 CECR pour tout personnel sur site
• Références: 4 contrats annuels similaires (min. €30 000/an chacun, 5 dernières années)
• Normes qualité: document détaillé

Groupements autorisés (responsabilité solidaire). Sous-traitance possible (max. 30% sans vérif. critères; déclaration Annexe VI). PME: déclaration Annexe III.

Critères d'Attribution et Prix

Prix le plus bas (lowest price) parmi offres conformes (Formulaire Conformité Annexe VIII + Bordereau Prix Annexe IX complets). Prix forfaitaire mensuel HTVA, révisable annuellement (IPCH zone euro). TVA exonérée (Protocole Privilèges/Immunités UE).

Prestations Complémentaires:Réparations dommages non couverts, recyclage certifié, certifications ad hoc. Devis sous 5 jours ouvrables; pénalités €100/jour retard.

Calendrier et Procédure

1. 1Publication TED: 04/03/2026
2. 2Questions jusqu'au: 14/04/2026 23:59
3. 3Visite site facultative: 25/03/2026 10h30 (Konrad Adenauer, Kirchberg)
4. 4Soumission électronique via eSubmission (Funding&Tenders Portal): jusqu'au 22/04/2026 16:00 (Bruxelles)
5. 5Ouverture publique: 23/04/2026 10:00 (virtuelle)

Soumission exclusive via portail (PIC obligatoire). Documents:15 annexes (invitation, cahier charges, specs techniques, déclaration honneur, etc.). Q&A publique disponible.

Obligations Clés et Pénalités

Obligation de résultat:disponibilité parfaite, stocks suffisants (Coûts à charge contractant). Interventions: 8h réponse, 12h service provisoire, 4j définitif (ouvrables). Reporting: 10j/rapport. Pénalités cumulatives (250-€500/manquement + retard/jour). Environnement: conformité EMAS. Confidentialité stricte.

Paiement et Facturation

Forfaitaire mensuel HTVA (révisable IPCH). Facturation électronique (PEPPOL/F&T Portal/email signé). Délai paiement: 30j calendrier post-Attestation Facturation (10j max). Garantie 24 mois.

Autres Conditions

• Mesures restrictives UE (Russie/Ukraine): interdiction sous-traitants/entités russes (Annexe VII)
• Personnel: agrément préalable, FR/EN B2, pas intérim sans autorisation
• GMAO Parlement pour suivi
• Fin contrat: état lieux, restitution docs/équipements, assistance successeur

Portail principal:EU Funding & Tenders Portal. Documents téléchargeables (15 items, FR/DE/EN). Questions via Q&A (login requis).

Footnotes

1. 1Critères exclusion détaillés Annexe III (déclaration honneur). Preuves sur demande (casier judiciaire, certificats impôts, etc.).