Maintenance of Technical Installations and Engineering Services Delegation of the European Union to Japan

The Delegation of the European Union to Japan has published a call for tenders (EEAS/DELJPNT/2026/RP/0066) for a framework contract to provide maintenance of technical installations and engineering services at Europa House in Tokyo, with an estimated overall value of 686,000,000 JPY and a duration of 48 months. The procurement follows a two-stage procedure; requests to participate (Step I) must be submitted electronically via the EU Funding & Tenders Portal with a Step I deadline of 3 August 2026 at 15:00:59 JST. Award will be based on quality (60%) and price (40%), and applicants must demonstrate technical competence in building maintenance including HVAC, electrical, plumbing and regulatory compliance. For enquiries and tender documents consult the EU Funding & Tenders Portal or contact the EEAS Delegation to Japan procurement team at delegation-japan-admin-tender@eeas.europa.eu.

What is funded

Scope summary

Provision of maintenance and engineering services for technical installations at the EU Delegation in Tokyo (Europa House). The contract is structured as a services framework (lot LOT-0001) covering building technical systems and related engineering support.

Estimated contract value:Approximately 686,000,000 JPY for the framework agreement covering a 48-month planned period ¹.

1. 1Who can apply: competent economic operators/suppliers able to deliver technical installation maintenance and engineering services per the procurement documents (requirements and selection criteria detailed in tender dossier).
2. 2Submission method: electronic submission via the EU Funding & Tenders Portal (esubmission).
3. 3Key deadline: Request to participate / submission deadline 3 August 2026, 15:00 JST.

Procurement reference EEAS/DELJPNT/2026/RP/0066. Tender documents published on the Funding & Tenders Portal include Invitation to submit a request to participate, Tender Specifications and Draft Framework Contract; consult the portal for full procurement dossier and submission instructions Funding & Tenders Portal ¹.

Footnotes

1. 1Tender dossier and all related documents published 1 July 2026 on the Funding & Tenders Portal (see Invitation to submit the request to participate, Tender Specification Part I, Draft FWC and Request to participate form).

Basic Opportunity Information

Tender identity and scope

Opportunity Title:Maintenance of Technical Installations and Engineering Services Delegation of the European Union to Japan. Call Identifier: EEAS/DELJPNT/2026/RP/0066. Contracting authority: European External Action Service (EEAS), Delegation of the European Union to Japan (Europa House).

Procurement type and main classification:Procurement nature: services (contract for maintenance and engineering). Main CPV codes: 50000000 (Maintenance and repair services) and 50700000 (Installation services).

Estimated contract value and duration:Estimated overall contract amount: 686,000,000 JPY (total estimated value). Planned contract period: 48 months (four years).

Place of performance and timezone:Place of performance: Delegation of the European Union to Japan (Europa House), Tokyo, Japan. Official timezone for the procedure: Asia/Tokyo.

Deadlines, procedure and submission

Two-stage procurement procedure (requests to participate then final tender). Key deadline for submission of requests to participate / end of participation request reception period: 3 August 2026 at 15:00:59 Japan time (which is 15:00:59+09:00). A Two Stage Deadline Date is recorded as 3 August 2026. Submission method: electronic submission required via the EU Funding & Tenders Portal (ESUBMISSION).

Documents published and templates available:The portal lists procurement documents and application templates for Step I (requests to participate). Published Step I documents include: Invitation to submit the request to participate (PDF), Tender Specification Part I - Step I (PDF), Draft Framework Contract - Step I (PDF), Request to participate form - Step I (DOCX), Declaration on honour - Step I (DOCX). These documents are published on 1 July 2026 and have a consider-changed-until date of 15 July 2026.

Selection and award

Awarding criteria and weighting are shown in the procurement data:quality criteria weight 60 and price criteria weight 40. The tender documentation instructs bidders to consult the procurement documents for the detailed description of quality subcriteria and other evaluation rules. The procurement will use a framework-agreement contracting system type (fa-wo-rc) as indicated in the tender metadata.

Appeals and post-award:Appeal receiver party is identified in the tender metadata. The contract envisages electronic ordering and electronic payment in post-award processing. Further appeals and contractual remedies are handled according to the contracting authority terms described in the tender documents.

Eligibility, applicants and consortium rules

Eligible applicant types are not exhaustively enumerated in the scraped metadata; however, standard EU external action tenders for services of this type typically accept economic operators established in eligible countries. The metadata does not restrict to SMEs; SME suitability indicator is false, meaning the lot is not reserved for SMEs. The contracting documents will specify nationality/establishment rules and exclusion/selection grounds within the Request to participate form and Declaration on honour templates.

Likely eligible applicant types (based on tender nature):Based on the nature of the contract (building and technical installations maintenance, engineering services), typical eligible applicant types include: commercial companies (SMEs and large enterprises) providing facilities maintenance, building services and engineering contractors; specialist maintenance and MEP (mechanical, electrical, plumbing) subcontractors; consortia or joint ventures combining different technical competencies; and potentially foreign economic operators established in Japan or in eligible EU/partner countries subject to the tender rules in the procurement documents.

Consortium requirement:the procedure does not strictly require consortia only; the procurement uses a framework agreement approach and participation can be either by a single economic operator or by a consortium/consortium-type grouping if allowed under the selection criteria and the Request to participate form. The tender documents include selection criteria and may allow tenderers to rely on capacities of third parties or subcontractors as described in the selection forms.

Geographic scope and target sector

Beneficiary / performer geographic eligibility:performance in Japan (Delegation in Tokyo). The contracting authority is an EU body (EEAS). The procurement is EU-funded and administered by the Delegation of the EU to Japan; therefore eligible tenderers will be defined by the procurement documents (commonly: operators established in EU Member States, EEA, candidate countries and third countries specified in the procurement notice). The scraped record explicitly references Japan and the EU Delegation; bidders should consult the tender documents for the complete list of eligible nationalities.

Target sector:Sector: buildings and construction services, technical installations maintenance, facilities management, engineering services (including mechanical, electrical, plumbing, HVAC, and related maintenance and repair services).

Project maturity and type of support

Project stage:operational delivery / long-term service contract implementation (implementation and maintenance). This is not a research or innovation grant; it is a procurement for the delivery of services over a four-year period.

Funding type and nature of support:Primary financial mechanism: procurement (service contract) resulting in payment for delivered services. Nature of support: monetary payments under contract (service contract). Co-funding requirement: not applicable (the contracting authority pays the contractor under the contract); the tender metadata does not indicate any bidder co-funding requirement.

Application process and stages

Application type:open call via tender notice on the EU Funding & Tenders Portal using an electronic submission process. The procurement uses a two-stage process: Step I is the Request to participate (selection stage) and Step II will be the invitation to submit tenders by those selected in Step I. The two-stage schedule is explicitly set with Step I documents published on 1 July 2026 and a Two Stage Deadline Date of 3 August 2026.

1. 1Stage 1: Request to participate - submit the Request to participate form (Step I). Documentation includes the Request to participate form and Declaration on honour.
2. 2Stage 2: Invitation to tender - selected candidates from Stage 1 will be invited to submit full technical and financial offers per the Tender Specifications and Draft Framework Contract.

Application templates and structure (available Step I files):Available templates and procurement files for Step I (published 1 July 2026): 1. Invitation to submit the request to participate - Step I (PDF); 2. Tender Specification Part I - Step I (PDF) [contains technical and selection requirements for Step I]; 3. Draft Framework Contract - Step I (PDF); 4. Request to participate form - Step I (DOCX) [this is the formal selection application form]; 5. Declaration on honour - Step I (DOCX) [to be completed as part of the selection stage]. Bidders must use the Request to participate form and the Declaration on honour templates when submitting Step I.

Evaluation, success rates and other administrative details

Evaluation framework:awarding criteria include quality (weighted 60) and price (weighted 40). The tender specification Part I and the draft contract detail the full evaluation methodology, required documentation, technical capacities, and exclusion/selection grounds. Success rates: not specified in the tender metadata; procurement success rates depend on number of bidders and the contracting authority's shortlist; no historical success rate is provided in the published documents.

Submission portal and links:Primary publication and submission is handled through the EU Funding & Tenders Portal. Full tender details and documents are available at the tender details page on the Portal Tender details ¹.

Additional procurement metadata

Explicitly mentioned countries and zones

Countries explicitly mentioned in the tender metadata:Japan (place of performance). The contracting authority is an EU body (European Union / EEAS). The procurement is EU-funded. Tenderers should consult the tender documents for the full list of eligible countries and any territorial restrictions.

Questions of funding classification and co-funding

Funding type classification:procurement / service contract (monetary payments for contractual service delivery). Co-funding: no bidder financial co-funding is indicated; the successful contractor receives monetary payments from the contracting authority for the provision of services under the contract. Any required guarantees, performance bonds or advance payment rules will be specified in the draft contract and tender specifications.

Who should consider applying

Companies and consortia with proven experience in building technical installations, multitechnical maintenance (HVAC, electrical, plumbing, fire safety systems), facilities management and engineering services in commercial/residential/institutional buildings. Operators with established capacity to perform in Japan and with the ability to comply with EU Delegation security, administrative and contractual requirements should consult and respond to the Step I Request to participate.

Summary and recommended next steps

This procurement is a two-stage, EU Delegation-managed framework agreement for maintenance of technical installations and engineering services at Europa House in Tokyo, estimated at €686 millionJPY for a four-year period. Interested economic operators should download and carefully complete the Step I Request to participate form and Declaration on honour (both published 1 July 2026), respect the ESUBMISSION rules and the 3 August 2026 15:00:59 JST deadline, and prepare to demonstrate technical capacity and compliance with selection criteria. The award will be based on a quality/price balance (60/40). For all legal, selection and submission requirements, bidders must consult the tender specification Part I and the draft framework contract available via the Funding & Tenders Portal ¹.

Footnotes

1. 1Tender details and procurement documents are available on the EU Funding & Tenders Portal Tender details page: ec.europa.eu

Opportunity Overview

The Delegation of the European Union to Japan has launched a call for tender for the maintenance of technical installations and engineering services at Europa House, the official delegation premises in Tokyo ¹.

This is a framework contract (FWC) for services, with an estimated overall contract amount of 686,000,000 JPY (approximately €4.3 million) and a duration of 48 months ².

Key Contract Details

Who Should Apply

The tender is open to economic operators established in Japan or the EU with technical expertise in building maintenance, including HVAC, electrical systems, plumbing, and compliance with Japanese standards and regulations ³.

Applicants must demonstrate in-depth knowledge of building maintenance standards, safety regulations, and engineering services relevant to official delegation facilities.

Application Process & Deadlines

This tender follows a two-stage procedure:first, a request to participate (Step I), followed by submission of a full tender if invited ⁴.

1. 1Step I Deadline: 03 August 2026 at 15:00:59 (Asia/Tokyo time)
2. 2Request to participate form and declaration on honour must be submitted via the EU Funding & Tenders Portal
3. 3Full tender documents will be sent to selected candidates after Step I evaluation
4. 4Final tender submission deadline will be communicated separately

Required Documents for Step I:1. Invitation to submit a request to participate (Step I) ⁵ 2. Tender Specification Part I (Step I) ⁵ 3. Draft FWC (Step I) ⁵ 4. Request to participate form (Step I) ⁵ 5. Declaration on honour (Step I) ⁵

Award Criteria

The contract will be awarded based on quality (60%) and price (40%), as specified in the procurement documents ⁶.

Quality criteria include technical competence, maintenance methodology, response time, and compliance with safety and environmental standards.

Contact & Further Information

For inquiries, contact the EEAS Delegation to Japan procurement team at delegation-japan-admin-tender@eeas.europa.eu ³.

All official documents and submission portals are available at the EU Funding & Tenders Portal EU Funding Portal.

Footnotes

1. 1Official tender notice published by EEAS: EEAS Tender Notice
2. 2Estimated contract value and duration from procurement documents: EU Funding Portal
3. 3Technical expertise requirements and contact email: EEAS Ex-Ante Publication
4. 4Two-stage procedure details: GTAI Tender Summary
5. 5Required Step I documents listed in procurement package: EU Funding Portal Documents
6. 6Award criteria weights (60% quality, 40% price): Procurement Documents