Maintenance of Audiovisual & IT systems and equipment in Brussels and Strasbourg

This opportunity is a call for tenders from the European Parliament for the maintenance of audiovisual and IT systems and equipment located in Brussels and Strasbourg. The procurement contract, referenced as EP-COMM/2025/RP/0024, is valued at €30 million and is designed for operational services. The maximum duration of the contract is five years, and it follows a restricted procedure involving multiple application stages.

Eligible applicants include large enterprises and SMEs, with an allowance for consortium submissions. The expected services involve on-site audiovisual and IT personnel, preventive and corrective maintenance, follow-up of service level agreements with equipment manufacturers, project assistance, repairs, and monitoring consumables for uninterrupted service.

The deadline for submission of requests to participate is set for October 20, 2025, at 16:00 Europe/Brussels time. The award will be determined based on the best price-quality ratio, and the contract is framed as a traditional service procurement rather than a funding opportunity. All submissions must be made electronically, requiring a Personal Identification Code (PIC) for participation.

The invitation to manifest interest and the accompanying tender documents include various specifications and requirements related to technical execution, financial offers, declarations, and the engagement of subcontractors. The submissions are limited to 200 files with a maximum attachment size of 50 MB each.

Given the institutional nature of the project, it primarily targets firms experienced in managing complex audiovisual and IT infrastructure in EU parliamentary contexts. Overall, this tender represents a significant procurement opportunity for qualified service providers.

This is a call for tenders, reference number EP-COMM/2025/RP/0024, for the maintenance of Audiovisual & IT systems and equipment in Brussels and Strasbourg. The TED reference is 176/2025 602051-2025. The European Parliament, Directorate-General for Communication (COMM), is the lead contracting authority. The procedure type is a restricted procedure.

The estimated total value of the tender is 30,000,000 EUR. The TED publication date is 15/09/2025, and the deadline for receipt of requests to participate is 20/10/2025 at 16:00 Europe/Brussels time. The maximum contract duration is 60 months. The award method is the best price-quality ratio, and it is a framework agreement without reopening of competition.

The services required consist of:
the provision of onsite Audiovisual & IT personnel;
the preventive, corrective and perfective maintenance of the audiovisual and IT systems;
the conclusion and follow-up of SLA agreements with third party manufacturers for systems installed and used by the EP;
project assistance;
repairs and replacements of defective parts;
the monitoring and timely replenishment of consumables to ensure uninterrupted service.

Submissions must be sent exclusively at the address for submission given on the website, and the submission method is electronic.

The main classification (CPV) code is 50000000 - Repair and maintenance services. The nature of the contract is services.

The following documents are available for download:
EN01. Invitation to manifest an interest in the call for tender_PHASE 1 Invitation to submit a request to participate, published on 15/09/2025, Version 1, No translations available.
EN03. Tender Specifications Tender specifications (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN04. Price schedule Financial offer form (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN05. Annex I - Technical_Specifications_Technical specifications (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN06. Annex II - EP environmental policy Tender specifications - adm.part (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN07. Annex III - Declaration on the tenderer s honour Tender specifications - adm.part (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN08. Annex IVa - Financial identification form Tender specifications - adm.part (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN09. Annex IVb - EP Instructions FIF v2025 Tender specifications - adm.part (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN10. Annex V - Information sheet concerning groups of economic operators Tender specifications - adm.part (requests to participate), published on 15/09/2025, Version 1, No translations available.
EN11. Annex VI - Declaration concerning subcontractors Tender specifications - adm.part (requests to participate), published on 15/09/2025, Version 1, No translations available.

There are also frequently asked questions (FAQ) available:
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. Published on 13/02/2025 21:52.
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 21:52.
Is it possible to view the details of the submission after the deadline? No, the content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. Published on 13/02/2025 21:50.
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. Published on 17/10/2024 21:40.
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 21:36.
How should I name attachments in eSubmision? Name the attachments for your tender draft following the System Requirements. Published on 03/10/2024 17:39.
Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 17:37.
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”. Published on 03/10/2024 17:37.
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). Published on 03/10/2024 17:36.
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. Published on 03/10/2024 17:36.
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. Published on 03/10/2024 17:35.
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 18:14.
How do I register my organisation and get a Participant Identification Code (PIC)? Check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register. Published on 23/04/2024 17:07.
How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 20:56.
Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 23/02/2024 00:58.
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 23/02/2024 00:57.
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 22/02/2024 00:55.
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 22:32.
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 23:07.
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. Published on 03/08/2021 23:05.

In summary, this tender is an invitation for companies to bid on a contract to provide maintenance services for audiovisual and IT equipment for the European Parliament in Brussels and Strasbourg. The contract is substantial, with an estimated value of 30 million EUR over a period of 5 years. The European Parliament is looking for a provider who can offer on-site personnel, preventive and corrective maintenance, SLA management, project assistance, repairs, and consumable replenishment. The tender process is a restricted procedure, meaning that only pre-selected candidates will be invited to submit a full proposal. The deadline for submitting a request to participate is October 20, 2025. The award will be based on the best price-quality ratio.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the documentation, it is implied that economic operators, either as single entities or groups (consortia), including potential subcontractors, are eligible to apply. The tender specifications include an information sheet concerning groups of economic operators and a declaration concerning subcontractors, suggesting that various types of organizations capable of providing the required services can apply. 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).

Funding Type: This is a procurement opportunity, specifically a call for tenders. The nature of the contract is for services.

Consortium Requirement: Both single applicants and consortia (groups of economic operators) are eligible to apply. The documentation includes specific annexes and information sheets for groups of economic operators and subcontractors.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender and the services are to be performed in Brussels and Strasbourg, it is likely that entities from the EU and potentially EEA countries are eligible.

Target Sector: The target sector is the maintenance of Audiovisual and IT systems and equipment. This includes the provision of onsite personnel, preventive and corrective maintenance, SLA agreements, project assistance, repairs, replacements, and monitoring of consumables.

Mentioned Countries: Belgium (Brussels) and France (Strasbourg) are explicitly mentioned as the locations where the services are to be performed.

Project Stage: The project stage is operational. The tender is for the maintenance of existing Audiovisual and IT systems and equipment, implying that the systems are already in place and require ongoing service.

Funding Amount: The estimated total value of this tender is 30,000,000 EUR.

Application Type: This is an open call for tenders with a restricted procedure. The submission method is electronic. The call is open for submission.

Nature of Support: Beneficiaries will receive money in exchange for services rendered. The contract is for the provision of maintenance services, and the selected tenderer will be compensated for these services.

Application Stages: The application process appears to be multi-staged, as indicated by the "PHASE 1" designation in the document "Invitation to manifest an interest in the call for tender." The procedure type is a restricted procedure, which typically involves an initial selection phase followed by a full proposal submission for those shortlisted.

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

Co-funding Requirement: There is no mention of a co-funding requirement in the provided text.

Summary:

This is a call for tenders issued by the European Parliament, COMM Directorate-General for Communication, for the maintenance of Audiovisual and IT systems and equipment in Brussels and Strasbourg. The procedure identifier is EP-COMM/2025/RP/0024. The estimated total value of the tender is 30,000,000 EUR, and the maximum contract duration is 60 months. The tender is a restricted procedure, meaning it involves multiple phases, starting with an invitation to manifest interest. The deadline for receipt of requests to participate is 20/10/2025 at 16:00 Europe/Brussels time.

The services required include the provision of onsite Audiovisual and IT personnel, preventive, corrective, and perfective maintenance of systems, conclusion and follow-up of SLA agreements, project assistance, repairs and replacements of defective parts, and monitoring and replenishment of consumables. The award method is based on the best price-quality ratio, and the contract will be a framework agreement without reopening of competition.

Submissions must be electronic, and tenderers must have a Personal Identification Code (PIC). The system supports 24 official EU languages and uses encryption to ensure the integrity and confidentiality of information. The maximum size for attachments is 50 MB, and there is a limit of 200 files per submission. The eSubmission system supports the latest versions of Google Chrome and Mozilla Firefox.

The tender documents include an invitation to manifest interest, tender specifications, a price schedule, technical specifications, information on EP environmental policy, declarations on honor, financial identification forms, information sheets for groups of economic operators, and declarations concerning subcontractors.