Office furniture maintenance, spare parts, warranty and ad-hoc purchases

This tender (EMA/2026/OP/0015) is a framework contract for supply, installation, maintenance and warranty of office furniture, decorative lighting, accessories, spare parts and ad-hoc purchases and services. The contracting authority is the European Medicines Agency (EMA) in Amsterdam with an estimated total value of €1,232,000 and a planned duration of up to 48 months (initial 12 months renewable). Key supplier requirements include a minimum two-year warranty, onsite technical support, response to mechanical failures within seven working days and removal within twenty working days when onsite repair is impossible. Submission is electronic via the EU Funding & Tenders Portal (eSubmission) with a deadline of 8 September 2026 at 16:00:59 CEST.

Tender summary

What is funded

Supply and maintenance services for office furniture, decorative lighting and accessories, spare parts, warranty management, ergonomic equipment and ad-hoc services and purchases under a framework contract for the European Medicines Agency (EMA).

Estimated contract value:€1,232,000 (estimated overall contract amount) ¹

1. 1Who can apply: commercial suppliers and service providers of office furniture, spare parts, maintenance and related services (see procurement documents for detailed selection criteria).
2. 2Contracting authority: European Medicines Agency (EMA), Amsterdam, the Netherlands.
3. 3Procedure: open competitive tender with framework agreement and possible renewals; electronic submission via the Funding & Tenders Portal.

Application requires submission of the tender dossier and supporting annexes (technical specifications, costing sheet, declarations, draft contract and KPIs) available in the procurement documents. Access the notice and documents via the portal Tender details. ¹

Footnotes

1. 1Estimated overall contract amount as published in the tender metadata; consult the procurement documents for breakdowns and lot-specific values.

Summary

The European Medicines Agency (EMA) has published a competitive tender (call identifier EMA/2026/OP/0015) for the provision of office furniture, decorative lighting and accessories maintenance, spare parts, warranty services and ad-hoc purchases. The scope includes maintenance and repair services, supply of spare parts, warranty obligations for supplied items, provision of ergonomic equipment and related ad-hoc services. The procurement is organised as a framework agreement (initial 12 months, renewable up to three times) with a planned total duration up to 48 months and an estimated overall contract value of €1,232,000. The single lot is LOT-0001. Submission is by electronic means via the EU Funding & Tenders Portal (eSubmission).

Key administrative facts

Lead contracting authority:European Medicines Agency (EMA). Procurement type: supplies. Procurement contracting system: framework agreement. CPV main classification: 39130000 (office furniture), with additional CPV codes 39157000 and 50000000. Estimated overall contract amount: €1,232,000. Tender validity period: 6 months. Tender submission deadline / closing date: 8 September 2026 at 16:00:59 (CEST/Europe/Amsterdam timezone). Open tender event (bid opening): 9 September 2026 10:00 (CEST).

Procurement documents and support:All procurement documents (invitation to tender, technical specifications, draft contract, annexes including warranty, KPI list, list of existing furniture, health and safety rules, costing sheet, declaration templates and subcontractor rules) are published on the Funding & Tenders Portal and linked from the tender notice. Tenderers must consult the procurement documents for detailed requirements and submission templates ¹.

Detailed scope and technical coverage

The contract covers the following activities and items:maintenance of office furniture, decorative lighting and accessories; supply of spare parts; warranty provision for furniture and supplier warranties; ad-hoc purchases of furniture, lighting, accessories and ergonomic equipment; onsite and offsite repair services; coordination of replacements; and other ad-hoc services related to office furniture assets. Minimum technical requirements, KPIs and a photo library of existing EMA furniture are provided in the technical annexes to assist tenderers in preparing offers.

Who can apply (eligible applicant types)

Eligible applicants are organisations able to provide supplies and services of the type procured. Typical eligible applicant types include: SMEs and large enterprises (furniture suppliers and maintenance service providers), specialised contractors for repair and warranty services, authorised furniture distributors, and consortia or economic operators using subcontractors where allowed. Public bodies are not precluded if they meet the selection criteria, but individual natural persons are not the intended suppliers for this contract. The procurement documents include tenderer qualification requirements and declarations (Annex III Declaration on Honour, Annex V Power of Attorney) which set out specific eligibility and evidence to provide.

Funding type and contract model

This opportunity is a public procurement tender (framework contract) and not a grant. The primary financial mechanism is a supply/service contract awarded after competitive tender. The contract will be remunerated according to the financial offer and costing sheet provided by tenderers (Annex II Costing Sheet). The framework is concluded for an initial period of 12 months and is renewable up to three times within the total planned period (up to 48 months).

Consortium requirement and subcontracting

A single tenderer may submit an offer; the procurement documents permit the use of subcontractors and provide an Annex VI - Subcontractors template. There is no mandatory multi-party consortium requirement. Tenderers planning to rely on subcontractors must declare them and comply with the subcontracting rules stated in the tender documents and draft contract.

Geographic eligibility and beneficiary scope

The contracting authority is an EU agency (EMA) based in Amsterdam, the Netherlands. The tender is published on the EU Funding & Tenders Portal and follows EU procurement procedures; eligible economic operators are those legally established and able to perform contracts under EU procurement rules. The documentation does not restrict participation to a restricted list of countries; therefore operators from EU Member States and other countries eligible under the portal and procurement rules may apply. Tenderers should consult the procurement documents for specific nationality or establishment requirements.

Target sectors

Primary sectors targeted by this procurement:office furniture and fixtures (manufacturing and supply), furniture maintenance services, facility services, ergonomic equipment suppliers, lighting suppliers, and spare parts distribution. The CPV codes indicate a focus on office furniture and related supplies and services.

Project maturity and expected deliverables

This is an operational supply and services contract. Expected maturity:operational delivery, maintenance and service implementation. Deliverables include maintenance and repair interventions, spare parts deliveries, warranty services, ad-hoc supply orders fulfilled, KPI reporting as per Annex XI, and compliance with health and safety requirements (Annex VIII).

Funding amount and financial details

Estimated total procedure value and estimated overall contract amount:€1,232,000. Tenderers must complete the provided costing sheet (Annex II) to submit their financial offers. Award weighting between quality and price is indicated in the tendering data: scoring split 60 weight points for quality and 40 weight points for price, subject to details in the procurement documents.

Application and submission

Submission method:eSubmission via the EU Funding & Tenders Portal (Funding and Tenders Portal eForms extension). The submission method code is ESUBMISSION and submission is required electronically. Relevant access tools and the tender details page are available on the Portal. The deadline is 8 September 2026, 16:00:59 (CEST). Tender opening is scheduled for 9 September 2026, 10:00 (CEST).

Application type:Open competitive tender published on the EU Funding & Tenders Portal (not invitation-only). Interested suppliers must submit through the portal within the call deadline.

Nature of support

Successful bidders will receive monetary payment under contract terms in exchange for supplies and services. The opportunity is contractual procurement (money in return for services/products) rather than grant funding or non-monetary support.

Application stages and evaluation / award process

Application stages:1) Electronic submission of tender dossier by the deadline; 2) Opening event and evaluation by EMA against selection and award criteria; 3) Possible clarifications or request for additional information during evaluation; 4) Award decision and contract signature; 5) Contract execution and KPI monitoring. Practically this equates to a multi-stage administrative and technical evaluation process, typically represented as 3 main steps (submission, evaluation, award) with post-award execution and potential renewals.

Award criteria:Quality (60 weight) and Price (40 weight) as stated in the tendering terms. Specific award sub-criteria and scoring rules are documented in the tender specifications and must be followed by tenderers.

Success rates

No historical success-rate statistics are provided in the procurement notice. As a single framework contract per lot is typically awarded, the success rate for an individual bidder depends on the number of competing bids; this information is not supplied and must be inferred from competition levels in similar EU agency tenders.

Co-funding requirement

No co-funding from the tenderer is required in the sense of grants. Tenderers must propose prices to cover the services and supply obligations. There is no requirement for external co-financing; contractual performance security or guarantees may be specified in the draft contract and procurement documents.

Templates and required documents (application form structure)

The procurement dossier provides standard templates and annexes that tenderers must complete and return. Key templates and annexes published are: Invitation to tender (Annex I - Tenderer information sheet), Annex II - Costing Sheet (financial offer form, Excel), Annex III - Declaration on Honour (tender), Annex IV - Minimum technical requirements, Annex V - Power of Attorney, Annex VI - Subcontractors, Annex VII - Draft contract, Annex VIII - Contractor Health and Safety Guidelines and House Rules, Annex IX - Declaration on health and safety, Annex X - List of existing furniture (Excel), Annex XI - List of key performance indicators (Excel), Annex XII - Furniture supplier warranty, Annex XIII - Standard Contractual Clauses for Data Protection, Annex XIV - EMA Furniture Photo Library. Tenderers must populate the costing sheet, submit declarations (honour, health and safety), provide technical responses demonstrating compliance with minimum technical requirements, and complete any requested forms on subcontracting and powers of attorney.

1. 1Prepare and complete Annex II Costing Sheet with itemised pricing for maintenance, spare parts, warranty services and ad-hoc purchases.
2. 2Complete Annex III Declaration on Honour and Annex IX Declaration on health and safety.
3. 3Provide technical response aligned with Annex IV Minimum technical requirements and supporting evidence (CVs, technical datasheets, warranties).
4. 4List and justify subcontractors using Annex VI Subcontractors and provide any required supporting documents.
5. 5Confirm acceptance of the draft contract (Annex VII) and warranty templates (Annex XII) or provide deviations where permitted.
6. 6Upload all required documents via the Funding & Tenders Portal eSubmission prior to the deadline.

Explicitly mentioned countries and locations

The contracting authority is the European Medicines Agency located in Amsterdam, the Netherlands. The tender is published on the EU Funding & Tenders Portal and follows EU procurement frameworks; no additional list of countries is specified in the summary notice. Therefore the explicit country mentioned is the Netherlands, and the geographic scope is EU-level procurement under EU rules.

Risks, requirements and compliance highlights

Tenderers must comply with health and safety rules (Annex VIII), data protection clauses (Annex XIII), minimum technical requirements (Annex IV), and provide supplier warranties (Annex XII). Electronic ordering and payment are expected (post-award process indicates electronic order and payment usage). Tenderers should review the draft contract for liability, performance security and timelines. The tender validity period is 6 months from submission.

Practical guidance for applicants

1) Download and read all annexes and the draft contract carefully (technical specs, KPIs, warranty templates). 2) Use the Annex II costing sheet and provide a complete, compliant financial offer. 3) Demonstrate compliance with minimum technical requirements and provide evidence (technical datasheets, warranty statements, references). 4) Ensure declarations and powers of attorney are correctly signed and submitted. 5) If using subcontractors, declare them in Annex VI and include required evidence. 6) Submit the complete tender electronically before the deadline and keep evidence of submission. For clarifications, use the additional information request period which ends 31 August 2026 as indicated in the procurement data.

This tender is a standard EU agency procurement for facilities-related supplies and services and follows the EU Funding & Tenders Portal eSubmission process. The award will be made on the basis of quality and price criteria; tenderers must prepare compliant technical and financial bids following the templates and annexes provided. See the procurement documents for full legal, technical and commercial terms ¹.

Footnotes

1. 1Tender documents and annexes are published on the EU Funding & Tenders Portal tender details page: ec.europa.eu and related links. Consult the Invitation to Tender and Annexes (I-XIV) for mandatory templates and full requirements.

This is a framework contract tender for office furniture maintenance, spare parts, warranty support, and ad hoc purchases and services for the EEA.[1]

What the opportunity covers

The tender specifications describe a scope that includes replacing and disposing of obsolete furniture, supplying new furniture and accessories for an activity based working environment, and providing consultancy design services.[1] Purchase and maintenance of existing furniture and accessories are also included, together with repair services that are reimbursed separately on an hourly basis and only when the warranty period has expired.[1]

Key supplier requirements

1. 1Deliver and install furniture and accessories at the EEA premises at Kongens Nytorv No 6 and 8, 1050 Copenhagen K, Denmark.[1]
2. 2Provide a minimum warranty and technical support period of at least two years, covering replacement of defective parts, labour, and travel costs.[1]
3. 3Send experienced personnel or technicians to repair or replace mechanical failures within seven working days from notification.[1]
4. 4Remove items that cannot be repaired on site within twenty working days.[1]
5. 5Include adequate mechanical spare parts with office furniture at a quantity of at least 10 percent of the ordered quantity, and provide multilingual manuals for extendable, modular, or mechanically functioning equipment.[1]

Commercial terms and deadlines

Who can apply

The retrieved tender material points to experienced economic operators able to supply office furniture, maintain and repair existing items, and provide on site technical support and consultancy design services.[1] The excerpt retrieved here does not show any further eligibility limits, consortium rules, or financial thresholds, so applicants should verify the full notice before submitting.