Provision of Cleaning and Pest Control Services for EUAA Premises in Malta

This is a procurement opportunity issued by the European Union Agency for Asylum (EUAA) for the provision of cleaning and pest control services at its premises in Malta. The tender is identified by the procurement ID EUAA/MLA/2025/OP/0030, with an estimated total contract value of €4,500,000 EUR. The type of contract is a framework agreement for service procurement, with a duration of 48 months, split into an initial 12-month period and up to three possible 12-month renewals. The tender submission deadline is on February 2, 2026, at 12:00 UTC, while the public opening of submitted tenders is scheduled for February 3, 2026, at 11:00 UTC. Interested candidates must submit their tenders electronically via the eSubmission system, and a valid Participant Identification Code (PIC) is required for participation. The selection criteria will focus on quality (60%) and price (40%), ensuring an evaluation based on the best price-quality ratio. The awarded contractor is expected to deliver high-quality cleaning and pest control services across various EUAA locations, including headquarters and Trident Park, adapting to the operational requirements of the EUAA. This procurement is not suited for Small and Medium Enterprises (SMEs) due to the size and complexity of the contract. Eligible applicants include larger service providers or facilities management firms capable of handling significant operational demands. The application process is an open call, allowing eligible contractors from any location to apply, though services must be carried out in Malta. No co-funding is required from applicants; the entire contract will be funded by EU resources. The tender documentation and other requisite information can be accessed via the EU Funding & Tenders Portal. There is a deadline for questions on January 23, 2026, after which the contracting authority will not address additional queries. Overall, this tender represents a substantial opportunity for qualified contractors to partner with the EUAA, maintaining operational standards for institutional cleaning and pest management services over the specified term.

This is an invitation to tender for the provision of cleaning and pest control services for the EUAA premises in Malta. The tender is identified as EUAA/MLA/2025/OP/0030 with TED reference 245/2025 848398-2025. The European Union Agency for Asylum is the lead contracting authority. The estimated total value of the tender is €4,500,000.

The procedure type is an open procedure, and the submission method is electronic. The contract is for services, with a maximum duration of 48 months. The award method is based on the best price-quality ratio. The framework agreement is a framework agreement without reopening of competition.

Key milestones include a TED publication date of 19/12/2025, a public opening date and time of 03/02/2026 at 11:00 Europe/Malta, and a deadline for receipt of tenders on 02/02/2026 at 12:00 Europe/Malta. The contracting authority is not bound to reply to questions submitted after 23/01/2026 at 07:00 Europe/Malta.

The scope of the call for tender is to award a framework contract to a contractor responsible for delivering high-quality cleaning and pest control services, while ensuring service continuity across EUAA premises located in Malta, including the EUAA HQ and Trident Park, as well as any additional premises where the EUAA may conduct its activities in Malta. The selected contractor will be expected to maintain consistent standards and adapt to the specific operational needs. The main classification (CPV) code is 90910000 - Cleaning services.

The following documents are available for download:

1. Invitation to tender Invitation letter, published on 19/12/2025, Version 1, no translations available.

2. Tender specifications Part 1 Administrative specifications, published on 19/12/2025, Version 1, no translations available.

3. Draft Framework contract Draft contract, published on 19/12/2025, Version 1, no translations available.

4. Annex 2 Model for timesheets, published on 19/12/2025, Version 1, no translations available.

5. Annex 1 Public Holidays EUAA 2026, published on 19/12/2025, Version 1, no translations available.

6. Standard Submission forms, published on 19/12/2025, Version 1, no translations available.

7. Annex 3 On Site Inspection Checklist, published on 19/12/2025, Version 1, no translations available.

8. Tender specifications Part 2 Technical Specifications, published on 19/12/2025, Version 1, no translations available.

9. Financial tender form SSF 7 Financial offer form, published on 19/12/2025, Version 1, no translations available.

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

Some frequently asked questions (FAQ) and their answers are provided:

1. 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 on the Internet browser. Published on 13/02/2025 21:52.

2. 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.

3. 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.

4. Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate. Published on 17/10/2024 21:40.

5. Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 21:36.

6. How should I name attachments in eSubmision? Follow the System Requirements. See the following conditions: The attachment name must be logical and describe the content of the attachment. Published on 03/10/2024 17:39.

7. Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 17:37.

8. I received an invitation from the F&T Portal but cannot view the procurement documents. Select an organisation. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action”. Published on 03/10/2024 17:37.

9. 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. Published on 03/10/2024 17:36.

10. 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.

11. 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.

12. 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. Published on 23/04/2024 18:14.

13. 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.

14. 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.

15. Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 23/02/2024 00:58.

16. 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.

17. 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.

18. 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.

19. 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.

20. 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 opportunity is for companies specializing in cleaning and pest control services to provide these services to the EUAA premises in Malta. The EUAA is seeking a reliable contractor to ensure high-quality service and maintain consistent standards across its facilities. The tender process is an open procedure, meaning any eligible company can apply, and the selection will be based on the best price-quality ratio. The contract is a framework agreement, which means that the selected contractor will be the primary provider for these services for a period of 48 months. Interested companies must submit their tenders electronically by the specified deadline, following the guidelines and requirements outlined in the tender documents. A Participant Identification Code (PIC) is mandatory for participation.

Eligible Applicant Types:The eligible applicant types are contractors. The call for tender seeks a contractor responsible for delivering cleaning and pest control services.

Funding Type:The funding type is procurement, specifically a framework 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). Therefore, either a single applicant or a consortium is acceptable.

Beneficiary Scope (Geographic Eligibility):The services are for EUAA premises located in Malta. While not explicitly stated, it is implied that applicants should be able to operate in Malta.

Target Sector:The target sector is cleaning and pest control services.

Mentioned Countries:Malta.

Project Stage:The project stage is operational, requiring a contractor to deliver ongoing services.

Funding Amount:The estimated total value is €4,500,000.

Application Type:The application type is an open call for tenders.

Nature of Support:Beneficiaries will receive money in exchange for services rendered under the framework contract.

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

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 issued by the European Union Agency for Asylum (EUAA) for the provision of cleaning and pest control services for its premises in Malta. The EUAA is seeking a contractor to deliver high-quality services and ensure service continuity across its locations, including the EUAA HQ, Trident Park, and any additional premises in Malta. The procedure is an open call, and submissions must be made electronically. The estimated total value of the framework contract is €4,500,000, with a maximum contract duration of 48 months. The award method will be based on the best price-quality ratio. The deadline for receipt of tenders is February 2, 2026, at 12:00 Europe/Malta time. Tenderers must register for a PIC (Personal Identification Code) to participate, and submissions must adhere to the technical requirements of the eSubmission system, including file size limits (under 50 MB) and naming conventions. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of information. The contracting authority is not bound to reply to questions submitted after January 23, 2026, at 07:00 Europe/Malta time.