Prestations de gestion de documents et d’archives et les services associés

The European Commission, specifically the Office for Infrastructure and Logistics in Brussels (OIB), has released a call for tenders, identified as EC-OIB/2024/OP/0071, for document and archive management services. This tender aims to ensure the continuity of such services within EU institutions. The total estimated value of the contract is €25 million for a maximum duration of 48 months. The contract will utilize a framework agreement, and selection will primarily be based on the lowest price offered.

Eligible applicants are likely to be commercial entities that can provide the necessary services, with a particular focus away from small and medium-sized enterprises (SMEs). The geographic eligibility encompasses entities within EU member states and possibly EEA countries, reflecting the EU funding structure. The targeted sector for this tender is classified under CPV code 92512000, which pertains to archive services.

Interested parties must submit their proposals electronically by June 18, 2025, with submissions conducted through the Funding and Tenders Portal. Each applicant is required to have a Personal Identification Code (PIC) to participate, and detailed documentation regarding eligibility, technical specifications, and financial offer forms has been provided. The contracting authority will not respond to queries submitted after June 10, 2025.

As this process is competitive, applicants need to demonstrate their suitability, economic and financial standing, as well as technical and professional capabilities. The process has defined key milestones, including a public opening of tenders on June 19, 2025.

The tender has a significant focus on compliance with EU archival standards and is expected to draw applications from larger organizations or consortia capable of managing extensive administrative responsibilities effectively. The complete suite of documents related to the tender has been made available in both French and English, ensuring a broad understanding of requirements and formatting for potential bidders.

The European Commission, specifically the Office for Infrastructure and Logistics in Brussels (OIB), has issued a call for tenders EC-OIB/2024/OP/0071 for document and archive management services and associated services. This is an open procedure with an estimated total value of 25,000,000 EUR. The contract is interinstitutional and focuses on ensuring the continuity of archival services. The maximum contract duration is 48 months. The award method will be based on the lowest price. A framework agreement will be used, without reopening of competition.

The TED reference for this tender is 71/2025 234504-2025. There are change notices, with TED references 80/2025 00263819-2025, dated 24/04/2025.

The main classification (CPV) code is 92512000, which corresponds to archive services. The nature of the contract is for services.

The selection criteria include: Suitability to pursue the professional activity, Economic and financial standing, and Technical and professional ability. Specific details for each of these criteria can be found in the market documents.

Key milestones include: TED publication date: 10/04/2025, Date and time of public opening: 19/06/2025 14:30 Europe/Brussels, Deadline for receipt of tenders: 18/06/2025 12:00 Europe/Brussels. The contracting authority is not bound to reply to questions submitted after 10/06/2025 05:00 Europe/Brussels.

Submissions must be sent exclusively via electronic submission at the address provided.

Several documents are available for download, including:

FR Invitation à soumissionner Invitation letter, published on 10/04/2025, Version 1, No translations available.
FR Annexe 2 Spec.Tech Technical specifications, published on 10/04/2025, Version 1, No translations available.
FR Annexe 3 Bordereau financier Financial offer form, published on 10/04/2025, Version 1, No translations available.
FR Annexe 4.1 Projet contrat cadre Draft contract, published on 10/04/2025, Version 1, No translations available.
FR Annex 4.2 Appendix 2 CC fr Tender specifications, published on 10/04/2025, Version 1, No translations available.
EN Annexe 4.2 Appendix 2 CC en Tender specifications, published on 10/04/2025, Version 1, No translations available.
FR Annexe 4.3 Appendix 3 CC fr Tender specifications, published on 10/04/2025, Version 1, No translations available.
FR Questions-Réponses Série 1 FR Published Q&A (tender period), published on 16/05/2025, Version 1, Translations EN.
FR Questions-Réponses Série 2 FR Published Q&A (tender period), published on 27/05/2025, Version 1, No translations available.
EN Questions-Réponses Série 2-EN Published Q&A (tender period), published on 27/05/2025, Version 1, No translations available.

Several questions and answers have been published:

Question 65452: a. Can the same person cover several profiles? b. Are the EUR 100 000 per reference cumulative over 3 years or per year? c. Gi...
Answer: a. No, the same person cannot cover more than one profile. In other words, for each profile, a different person and therefore a different CV must be presented. b. [Incomplete] Published on 26/05/2025 21:01

Question 65274: 1) Une même personne peut-elle couvrir plusieurs profils ? 2) Les 100 000 euros par référence sont-ils cumulables sur 3 ans ou p...
Answer: a. Non, une même personne ne peut pas couvrir plusieurs profils. Autrement dit, pour chaque profil, une personne et donc un CV différent doit être présenté. b. Le point 1.4 de l’ann... Published on 22/05/2025 21:57

Question 64847: Lorsque deux CV sont soumis dans les trois jours ouvrables requis, et que le pouvoir adjudicateur estime qu'ils ne correspondent...
Answer: See Questions/Réponses Série 1 https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/docs/969d4ffd-8a6b-4600-ba66-bb36d6245eac-CN/Questi... Published on 19/05/2025 17:30

Question 64846: Pouvez-vous nous indiquer les pondérations de chacun des critères de conformités qui seront appliqués pour évaluer la qualité de...
Answer: See Questions/Réponses Série 1 https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/docs/969d4ffd-8a6b-4600-ba66-bb36d6245eac-CN/Questi... Published on 19/05/2025 17:25

Question 64844: Pouvez-vous nous indiquer les critères de conformités qui seront appliqués pour évaluer la qualité de l'offre technique?
Answer: See Questions/Réponses Série 1 https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/docs/969d4ffd-8a6b-4600-ba66-bb36d6245eac-CN/Questi... Published on 19/05/2025 17:23

Question 64842: 1- Pouvez-vous confirmer que le Conseil européen fait bien parti de la liste des pouvoirs adjudicateurs? 2- Le Conseil de l'Unio...
Answer: See Questions/Réponses Série 1 https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/docs/969d4ffd-8a6b-4600-ba66-bb36d6245eac-CN/Questi... Published on 19/05/2025 17:18

Question 64841: 1- Pouvez-vous confirmer que le Conseil européen fait bien parti de la liste des pouvoirs adjudicateurs? 2- Le Conseil de l'Unio...
Answer: See Questions/Réponses Série 1 https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/docs/969d4ffd-8a6b-4600-ba66-bb36d6245eac-CN/Questi... Published on 19/05/2025 17:14

Question 64840: 1- Pouvez-vous confirmer que le Conseil européen fait bien parti de la liste des pouvoirs adjudicateurs? 2- Le Conseil de l'Unio...
Answer: See Questions/Réponses Série 1 https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/docs/969d4ffd-8a6b-4600-ba66-bb36d6245eac-CN/Questi... Published on 19/05/2025 17:14

Regarding the eSubmission system, several FAQs are 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 20:52

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 20:52

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 20:50

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 ... Published on 17/10/2024 20:40

Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 20:36

How should I name attachments in eSubmision? Follow the System Requirements. See the following conditions: The ... Published on 03/10/2024 16:39

Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 16:37

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 16:37

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 16:36

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. A) For procurement procedures: B) For req... Published on 03/10/2024 16:36

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 16:35

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 17:14

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 16:07

What is the validity period of a PIC? A PIC is unique and its validity is not limited in time. Published on 22/04/2024 22:55

How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 19:56

Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 22/02/2024 23:58

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 22/02/2024 23:57

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 21/02/2024 23:55

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 21:32

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 22:07

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 22:05

In summary, this is a call for tenders by the European Commission for document and archive management services. The goal is to ensure the continuation of these essential services across EU institutions. The tender is open to any organization that meets the specified suitability, financial, and technical criteria. The selection will be based on the lowest price offered. The tender process is managed electronically, and interested parties must register for a PIC (Personal Identification Code) to participate. The deadline for submitting tenders is June 18, 2025. The documentation includes technical specifications, financial offer forms, and draft contract details, primarily in French, with some documents available in English. Potential tenderers should carefully review all documents and FAQs to ensure compliance with the submission requirements.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to service providers, companies, and organizations with the professional, economic, financial, and technical capabilities to deliver archive and document management services.

Funding Type: Procurement. This is a call for tenders, indicating a procurement process where the contracting authority (European Commission, OIB) seeks to purchase services.

Consortium Requirement: The content does not explicitly state whether a single applicant or a consortium is required. However, the FAQ section addresses scenarios where multiple CVs are submitted, suggesting that consortia are permissible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly mentioned, but given that it is an EU funding opportunity, it is likely open to entities within the EU and potentially EEA countries.

Target Sector: This program targets the archive services sector, specifically document and archive management.

Mentioned Countries: No specific countries are mentioned, but the opportunity is from the European Commission, implying that it is relevant to the EU.

Project Stage: The project stage is for the continuity of existing services, suggesting an operational or service delivery stage.

Funding Amount: The estimated total value of the tender is 25,000,000 EUR.

Application Type: Open call for tenders.

Nature of Support: Beneficiaries will receive money in exchange for services rendered.

Application Stages: The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender, followed by evaluation and selection.

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

Co-funding Requirement: The co-funding requirement is not mentioned in the provided text.

Summary:

This is a call for tenders (EC-OIB/2024/OP/0071) issued by the European Commission, specifically the Office for Infrastructure and Logistics in Brussels (OIB). The purpose of this tender is to ensure the continuity of archive and document management services. This is an interinstitutional contract. The estimated total value of the contract is 25,000,000 EUR, and the maximum contract duration is 48 months. The award method will be based on the lowest price. The procedure type is an open procedure, and submissions must be electronic. The TED publication date was 10/04/2025, and the deadline for receipt of tenders is 18/06/2025 at 12:00 Europe/Brussels time. The contracting authority will not reply to questions submitted after 10/06/2025 at 05:00 Europe/Brussels time. The call for tenders is related to archive services, classified under CPV code 92512000. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. The eSubmission system supports multiple languages, including all 24 official EU languages, and uses UTF-8 character set encoding. The system encrypts all uploaded documents. Attachments must be less than 50 MB in size, and the maximum number of documents allowed per tender is 200. A Personal Identification Code (PIC) is mandatory for participation. The supported file types depend on the type of submission and are specified in the system requirements. The tender documents include an invitation letter, technical specifications, a financial offer form, a draft contract, and tender specifications in both French and English. Questions and Answers from potential tenderers are published in two series, with some translations available in English. The tender is for a framework agreement without reopening of competition.