Maintenance security installations

The EU tender opportunity identified as EC-JRC/PTT/2025/RP/1798 is seeking a service provider for the maintenance of security installations at the Joint Research Centre (JRC) in Petten, Netherlands. The primary focus is on the maintenance of integrated video-surveillance and access control systems, which must be compatible with the JRC Management Platform.

Eligible applicants are not limited to SMEs, as the tender specifically indicates a focus on larger entities with relevant experience. This service contract is classified as a procurement contract, implying that funding is structured around payment for services rendered rather than as a grant or subsidy. The estimated total value of the contract is €1,250,000, and the contract duration is capped at 48 months.

Participation is open to EU and EEA registered entities, although specific geographic restrictions are not detailed. The application process will follow a restricted procedure, which includes a pre-selection phase where requests to participate must be submitted electronically by September 4, 2025, at 16:00 CEST.

The contract will be awarded based on the lowest price offered. The electronic submissions need to comply with detailed technical specifications and are subject to strict security measures, including the need for a Participant Identification Code (PIC), which is mandatory for participation either as a sole provider or in a consortium.

The key elements of the tender include compliance with EU procurement regulations, the requirement for bidders to submit various documents, including administrative and technical specifications, a financial offer form, and confidentiality agreements. The contract is structured to be renewable up to three times, and the absence of co-funding obligations simplifies the financial process for participants, as contractors will receive full payment for the services provided.

Overall, this tender represents an opportunity for experienced contractors in the field of security systems maintenance to engage with a significant EU entity, with competitive award criteria and no pre-requisite co-funding conditions.

This is a call for tenders with the procedure identifier EC-JRC/PTT/2025/RP/1798. It is an open for submission, electronic submission method. The TED reference is 126/2025 436519-2025. The call is for a service contract for the maintenance of the security installations of the JRC Petten. This includes installations of video-surveillance system and access control system. The new contract should cover all security installations interconnected and integrated into the JRC Management Platform. The procedure type is restricted. The estimated total value is 1250000 EUR. The TED publication date is 04/07/2025. The lead contracting authority is the European Commission, DG JRC Joint Research Centre. The main classification (CPV) code is 50600000 Repair and maintenance services of security and defence materials. The nature of the contract is services. The maximum contract duration is 48 months. The award method is lowest price. It is not a framework agreement. The deadline for receipt of requests to participate is 04/09/2025 16:00 Europe/Amsterdam.

The following documents are available for download:
1. Invitation to submit request to participate 1798 Maintenance security installations, published on 04/07/2025, Version 1, no translations available.
2. Declaration of confidentiality, published on 04/07/2025, Version 1, no translations available.
3. Annex I Tender specifications Administrative specificationa 1798 Maintenance security installations ver 2, published on 04/07/2025, Version 1, no translations available.
4. Annex I Tender specification Technical specifications 1798 Maintenance security installations, published on 04/07/2025, Version 1, no translations available.
5. Appendix 2 Security requirements, published on 04/07/2025, Version 1, no translations available.
6. Annex III Safety Regulations Third Parties, published on 04/07/2025, Version 1, no translations available.
7. Annex V Model order frm, published on 04/07/2025, Version 1, no translations available.
8. Annex IV Certificate of acceptance, published on 04/07/2025, Version 1, no translations available.
9. Direct Service Contract 1798 Maintenance of security installations, published on 04/07/2025, Version 1, no translations available.
10. Annex 6 Price list 1798 Maintenance security installations, published on 04/07/2025, Version 1, no translations available.

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

Some frequently asked questions (FAQ) are answered:
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. Clear the cache and cookies on the Internet browser.
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.
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.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Depending on the type or step of procedure, you can find the submissions in one of these sections: In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to.
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size.
How should I name attachments in eSubmision? Name the attachments for your tender draft following the System Requirements.
Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission.
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.
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).
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.
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.
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.
How do I register my organisation and get a Participant Identification Code (PIC)? First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.
What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.
How many languages does the system support? The system is multilingual and supports all 24 official EU languages.
Which is the character set encoding in the system? The character set encoding is UTF-8.
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.
Which file types does the system support? The supported file types depend on the type of submission you want to make.
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.
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.
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.

In summary, this EU call for tenders, identified as EC-JRC/PTT/2025/RP/1798, seeks a service provider for the maintenance of security installations at the JRC Petten site. The contract, valued at an estimated 1,250,000 EUR, will run for a maximum of 48 months and will be awarded based on the lowest price. The security installations include video surveillance and access control systems, all of which must be integrated into the JRC Management Platform. This is a restricted procedure, meaning there's a pre-selection phase. Interested parties must submit their requests to participate electronically by September 4, 2025, at 16:00 Central European Time. The tender documents, including administrative and technical specifications, draft contract annexes, and a financial offer form, are available for download. The eSubmission system supports various file types up to 50 MB each, with a maximum of 200 files per submission, and uses encryption to protect the confidentiality of the submitted information. A Participant Identification Code (PIC) is mandatory for participation.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that companies or organizations with experience in security system maintenance, repair, and related services are eligible. This could include SMEs, large enterprises, or specialized service providers.

Funding Type: The funding type is a service contract.

Consortium Requirement: The text mentions that 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). This suggests that both single applicants and consortia are eligible to apply.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender, it is likely open to entities within the EU and potentially the EEA or countries with specific agreements with the EU.

Target Sector: The target sector is security, specifically the maintenance of security installations, video-surveillance systems, and access control systems.

Mentioned Countries: The Netherlands is implicitly mentioned as the JRC Petten is located there. The call is published by the European Commission, so EU is also relevant.

Project Stage: The project stage is maintenance and repair services, indicating a need for entities capable of providing ongoing operational support rather than research, development, or demonstration.

Funding Amount: The estimated total value of the contract is 1,250,000 EUR.

Application Type: The application type is an open call for tenders, specifically a restricted procedure.

Nature of Support: The beneficiaries will receive money in exchange for services rendered under the service contract.

Application Stages: The procedure type is "Restricted procedure" which implies at least two stages: a request to participate and then a full tender submission for those selected.

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

Co-funding Requirement: Co-funding is not mentioned, so it is likely not required.

Summary:

This is a call for tenders (EC-JRC/PTT/2025/RP/1798) issued by the European Commission, DG JRC - Joint Research Centre, for a service contract involving the maintenance of security installations at the JRC Petten site in the Netherlands. The contract includes the maintenance of video-surveillance systems and access control systems, with a focus on integrating these systems into the JRC Management Platform. The procedure type is a restricted procedure, meaning there will be an initial selection phase based on requests to participate, followed by a full tender submission from the shortlisted candidates. The estimated total value of the contract is 1,250,000 EUR, and the maximum contract duration is 48 months. The award method will be based on the lowest price. Submissions must be electronic, and the deadline for receipt of requests to participate is 04/09/2025 at 16:00 Europe/Amsterdam time. A Participant Identification Code (PIC) is mandatory for participation, whether as a single tenderer or as part of a consortium. The tender documents include an invitation to submit a request to participate, tender specifications (administrative and technical), draft contract annexes related to security requirements and safety regulations, a model order form, a certificate of acceptance, a draft service contract, and a financial offer form. The eSubmission system supports various file types and has specific requirements for attachment names and sizes (files less than 50 MB). The system supports all 24 official EU languages and uses encryption to ensure data integrity and confidentiality.