Maintenance, gestion des installations techniques et helpdesk dans les immeubles du Comité des régions et du Comité économique et social européen à Bruxelles avec obligation de résultat

This document outlines a significant procurement contract opportunity issued by the Committee of the Regions of the European Union. The tender, referenced as CDR/2025/OP/0002, aims to secure maintenance, management of technical installations, and helpdesk services for the EU buildings located in Brussels, specifically for the Committee of the Regions and the European Economic and Social Committee.

Eligible applicants include all natural and legal persons, which suggests inclusivity for enterprises of various sizes, including startups, SMEs, large corporations, universities, research institutions, nonprofits, and governments, as long as they meet the criteria set forth in the tender documentation.

The funding type is structured as a procurement contract focused on service provision, with a total estimated value of €60,460,000 over a maximum duration of 120 months. The award method will be based on the lowest price offered by bidders. It is important to note that this opportunity appears to allow for both single applicants and consortia, as consortium members must provide a declaration of honor.

Geographic eligibility for participation is broad; it encompasses EU entities, EEA countries, EU candidate nations, and potentially others outside the EU, given the inclusive language in the tender documents. The primary target sectors include building maintenance, facility management, energy efficiency, HVAC systems, and various other technical installations and systems.

The project focuses on operational phases, prioritizing maintenance and management of existing facilities rather than research or development projects. Fund allocation is aimed at energy performance optimization, ensuring the facilities are compliant with hygiene, safety, and energy efficiency standards.

The tender application follows an open procedure with a submission deadline of June 4, 2025. Submission must be done electronically, and no questions will be entertained after May 23, 2025. The evaluation of tenders will assess professional capacity, economic and financial standings, and technical competence.

Overall, the goal is to find a capable service provider to ensure effective operational management, energy monitoring, and helpdesk support, aligning with EU sustainability objectives and compliance standards. The potential for large contracts means bid success rates may vary due to competition among capable firms.

This is a call for tenders, procedure identifier CDR/2025/OP/0002, for maintenance, management of technical installations, and helpdesk services in the buildings of the Committee of the Regions and the European Economic and Social Committee in Brussels, with an obligation of result. The submission method is electronic and is currently open for submission.

The object of the contract is the organization of operations for the operation, management, and conduct of the technical installations of the Committees' real estate holdings. Associated with these activities, as complementary activities, are the execution of specific works, the management and optimization of energy performance and the consumption of energy and consumables, as well as the establishment of an assistance center (Helpdesk).

The contract is divided into 4 domains:

DOMAIN I (maintenance and total guarantee): This includes the management and operation of all HVAC, hydro-sanitary, high-current, low-current, fire detection and protection, GTC (Gestion Technique Centralisee) and electromechanical installations, and the total guarantee.

DOMAIN II (specific works): This includes compliance with or improvement of hygiene, safety, and comfort conditions for personnel, bringing installations into compliance with legislative, normative, or regulatory changes, existing situations, changes in the allocation of premises, improving energy (energy/water) and environmental efficiency of buildings, and improving the reliability or lifespan of installations.

DOMAIN III (energy): This includes real-time monitoring of energy and water consumption of each meter, recording the history of consumption data necessary for long-term analysis, setting up automatic alerts to detect anomalies or overconsumption, detecting leaks or energy losses, detailed and personalized reports on energy use, comparing consumption between different periods or with other similar meters, efficiency recommendations to optimize energy use, setting up interfaces accessible to users of different technical levels, implementing compatibility between different types of meters and communication protocols, and integration with energy management systems and other digital services. The Skyspark system currently has 399 points. The meters included in Skyspark per building are as follows: BVS: Electricity 35, Gas 1, Water 2, Energy 5; JDE: Electricity 10, Gas 2, Water 7, Energy 5; REM: Electricity 1, Gas 1, Water 1, Energy 2; VMA: Electricity 6, Gas 1, Water 1, Energy 3; Total: Electricity 9, Gas 1, Water 1, Energy 5. Electricity meters under installation: 1 in BVS, 5 in JDE, 0 in REM, 0 in VMA. Gas meters under installation: 4 in VMA. Water meters under installation: 1 in BVS, 0 in JDE, 0 in REM, 0 in VMA.

DOMAIN IV (Helpdesk Facilities): This includes receiving DIHF (Demande d'Intervention Helpdesk Facilities) and opening and recording tickets, assigning actions to responsible services and managers, real-time monitoring of the status of each request, controlling communication between requesters and the responsible person in charge, managing priorities to handle critical incidents first, and setting up alerts and reminders to ensure deadlines are met.

The contract is of the type with obligations of result and minimum defined means suitable to guarantee the services indicated above.

The procedure type is an open procedure. The estimated total value is 60,460,000 EUR. The TED publication date is 07/04/2025. The lead contracting authority is the Committee of the Regions of the European Union. The main classification (CPV) code is 50700000 - Repair and maintenance services of building installations. The nature of the contract is for services. The maximum contract duration is 120 months. The award method is the lowest price. It is a framework agreement without reopening of competition.

The selection criteria include: Suitability to pursue the professional activity, Economic and financial standing, and Technical and professional ability. Details can be found in the market documents.

Key milestones include: TED publication date: 07/04/2025, Date and time of public opening: 06/06/2025 14:30 Europe/Brussels, Deadline for receipt of tenders: 04/06/2025 17:00 Europe/Brussels. The contracting authority is not bound to reply to questions submitted after 23/05/2025 05:00 Europe/Brussels.

The following documents are available for download: Invitation to tender, Tender specifications (Cahier des charges), Annex I - List of documents to be attached to the offer, Annex II - Model of cover letter, Annex III - Model of power of attorney agreement, Annex IV - Model of commitment letter from the identified subcontractor, Annex V - Model of declaration on honor, Annex VI - Model of selection criteria evaluation form, Annex VII - Model of certificate of good contract execution, and Annex VIII - Financial offer form. All documents are published on 07/04/2025, Version 1, and no translations are available.

Submissions must be sent exclusively at the address for submission given. The submission method is electronic.

Some questions and answers related to the tender include: Analyses of bacteriological and dust in ventilation ducts are currently carried out by a service provider with an approved laboratory, authorized to carry out this type of control in accordance with regulatory requirements. The annual "Drinking Water Analysis" is indeed a potability analysis, including physico-chemical and bacteriological parameters, in accordance with the regulations in force. The types of UPS installed in the buildings have already been communicated. The number of lightning rod conductors to be checked per building is: JDE: 21, REM: 3, VMA: 9. The minimum required presence for the multi-technical maintenance team is a main team of 7 technicians on HB schedule, present from 8 am to 4:30 pm. The deadline for submitting offers will be extended by one week for operational reasons, with the new deadline set for 04/06/2025 at 17:00. The contracting authority has decided to revert to the internal formula for price revision. The last paragraph of article I.14 "Fixed compensation" of the draft contract will be replaced. The counters included in Skyspark per building are detailed above. 399 points are currently included in Skyspark. The provisions stipulated in point 3.2.2 of the specifications (selection criterion F2) and in article II.6.3 of the draft contract apply concerning liability for losses/damages caused to the contracting authority. Maintenance of GTC/Active Glazing equipment can be carried out by the CONTRACTOR if it has the capabilities or by a company specialized in the field. The text of the draft framework contract does not contain references to indirect or consequential damages concerning the contractor. Articles II.6.3 and I.14 concern two responsibilities, which relate to different aspects. Bacteriological analyses of the washing trays of the following AHUs must be carried out: JDE building: GP01, GP02, GP03, GP04, GP14, GP15, GP21, GP22, GP23, GP24, GP51A, GP52A, GP53. Article II.16.1 of the general conditions of the draft framework contract does not define precise criteria for evaluating the reduction in value and the associated price reduction. Progress reports on major projects are indeed carried out on a monthly basis for eligible projects (amount greater than 50,000 EUR excl. VAT and duration greater than 3 months). Article II.15.1 has been repealed and replaced by article I.14. The fixed compensation, which the contracting authority may decide to impose, will only be applied after the contractor has been duly informed and requested to remedy the breach of contract. The complete answer regarding equipment identified as belonging to the VMA building in Annex 6.01 - Inventory of installations_V1 will be provided in a separate document, in a non-publishable format, by answering directly to this question in PPMT. The results of water analyses (chemical and bacteriological) from the latest campaigns will be published soon in annex documents, one for each building. The quantities of UPS batteries for the B100 and BVS buildings, as well as their types, will be provided in a separate document, in a non-publishable format, by answering directly to this question in PPMT. The dates of the last replacements of the following parts on each of the UPSs: Batteries, will be provided in a separate document, in a non-publishable format, by answering directly to this question in PPMT. Hydraulic, aerolic, sanitary, electrical and fire protection principle diagrams will only be consultable on specific request during the visits organized on site. The motorized nacelle is exclusively handled and maintained by the CONTRACTOR. The legal recovery day of a technician, who provides an exceptional service, cannot be counted as a day of presence on site. The use and maintenance of existing equipment using R410A are not prohibited. The Committees have developed a strategy to modernize their real estate. A renovation plan is being developed, considering the renovation of the BVS and REM buildings. In principle, no sensitive premises require prior written authorization to access them. The intervention time of first priority requests (P1) applies to situations of high criticality, being easily achievable in all common situations (in HB regime). All corrective actions, including measuring the performance of a data cable, are covered by the total warranty. No preventive maintenance range is planned for communication network equipment (DATA). Not all technical rooms have sufficient network coverage (4G or Wifi) for the use of a synchronized GMAO application. The fixed compensation, which the contracting authority may decide to impose, will only be applied after the contractor has been duly informed and requested to remedy the breach of contract. Each member of the group and each identified subcontractor must provide a declaration on honor using the declaration model in Annex V. The minimum presence required in relation to the permanent team is specified in chapter 4.3 of the technical specifications for each operating regime. The cost generated by the requests and the follow-up of the security clearances must be included in the initial price of the offer. The technical specifications have been revised to also include any equivalent diploma recognized by the national education system. The number of points to be included by the BMS control software will be provided in a separate document, in a non-publishable format, by answering directly to this question in PPMT. It is not possible to apply coordination fees to catalog prices. Anomalies detected by the BMS software are indeed the responsibility of the future contractor and must be taken care of by the latter. Participation in this call for tenders is open, on equal terms, to all natural and legal persons falling within the scope of the treaties and to all natural and legal persons established in a third country which has concluded with the Union a specific agreement in the field of public procurement, under the conditions provided for in that agreement.

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In summary, this tender is for the comprehensive maintenance, technical management, and helpdesk services for the Committee of the Regions and the European Economic and Social Committee buildings in Brussels. It covers a wide range of technical areas, including HVAC, electrical systems, fire safety, energy management, and a helpdesk facility. The tender is divided into four domains, each focusing on a specific aspect of building management. The contracting authority seeks a provider capable of ensuring the efficient operation, safety, and sustainability of its buildings, with a strong emphasis on energy performance and regulatory compliance. The deadline for submissions is June 4, 2025.

Eligible Applicant Types: The call is open to all natural and legal persons. This suggests that startups, SMEs, large enterprises, universities, research institutes, nonprofits, governments, individuals, and other types of organizations are eligible, provided they meet the criteria outlined in the tender documents.

Funding Type: The primary financial mechanism is a service contract awarded through a procurement process. The award method is based on the lowest price. It is a framework agreement without reopening of competition.

Consortium Requirement: The opportunity appears to be open to both single applicants and consortia. The documentation mentions that each member of a group (consortium) must provide a declaration on honour.

Beneficiary Scope (Geographic Eligibility): The call is open to all natural and legal persons, suggesting a broad geographic eligibility, potentially including EU, EEA, EU candidate countries, international, and EU third countries. Chapter 2.2 of the cahier des charges specifies that participation is open to all physical and moral persons.

Target Sector: The program targets the following sectors: building maintenance, facility management, energy efficiency, helpdesk services, HVAC, hydro-sanitary systems, electrical systems (strong and weak current), fire detection and protection, building automation (GTC), electromechanical systems, energy monitoring, water management, and data cabling.

Mentioned Countries: Belgium is mentioned as the country where the markets of maintenance are usually based on the SOPA index.

Project Stage: The project stage is focused on the operation, management, and maintenance of existing facilities, including specific works, energy performance optimization, and the implementation of a helpdesk. This suggests a focus on the operational and maintenance phases rather than research or development.

Funding Amount: The estimated total value of the contract is 60,460,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: Beneficiaries will receive money in exchange for services rendered, as this is a service contract.

Application Stages: The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender, followed by an evaluation process based on suitability, economic and financial standing, and technical and professional ability.

Success Rates: The success rates are not mentioned in the provided text.

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

Summary:

This is a call for tenders, reference number CDR/2025/OP/0002, issued by the Committee of the Regions of the European Union. The purpose of this tender is to secure a contract for the maintenance, technical facility management, and helpdesk services for the buildings of the Committee of the Regions and the European Economic and Social Committee in Brussels. The contract is divided into four domains: maintenance and total guarantee of technical installations (HVAC, hydro-sanitary, electrical, fire protection, GTC, electromechanical), specific works to improve hygiene, safety, comfort, and energy efficiency, energy management including real-time monitoring and optimization, and helpdesk facilities for managing requests and incidents. The procedure is an open call, and submissions must be electronic. The estimated total value of the contract is 60,460,000 EUR, with a maximum contract duration of 120 months. The award method is based on the lowest price. The deadline for receipt of tenders is June 4, 2025, at 17:00 Brussels time. The contracting authority will not reply to questions submitted after May 23, 2025. The tender documents, including the invitation letter, tender specifications, and annexes, are available for download. The tender is open to all natural and legal persons who can demonstrate the required professional, economic, financial, and technical capabilities. The successful tenderer will be responsible for ensuring the proper operation, management, and maintenance of the facilities, as well as optimizing energy performance and providing a reliable helpdesk service. The contract is of a type with obligations of result and minimum defined means suitable to guarantee the indicated services.