Provision of cleaning services for the premises of Europe House in Warsaw, Poland.

This is a public procurement tender by the European Commission Representation for a single-contractor framework contract to provide cleaning, maintenance and waste-management services at Europe House, Jasna 14/16a, Warsaw. The estimated framework ceiling is €450,000 and the maximum duration is up to 48 months (initial 12 months plus up to three 12-month renewals). Submission is electronic via the EU Funding & Tenders Portal eSubmission with deadline 14 December 2026 at 12:00 Europe/Warsaw and evaluation is based on the lowest price using the provided financial form. This is a paid service contract, not a grant, and bidders must satisfy the tender's exclusion and selection criteria and use the contracting authority's templates.

What it funds

Scope

Framework contract for recurring cleaning, maintenance, waste collection and occasional deep‑cleaning or disinfecting of Europe House (European Commission Representation, European Parliament Liaison Office and Europa Experience) at Jasna 14/16a, Warsaw.

Who can apply

Key administrative points

Submissions are electronic only via the EU Funding & Tenders Portal eSubmission system; EU Login/PIC is required. Tender documents and specifications published in English and Polish.

Price and invoicing

Financial offer must use the provided Annex 6 financial form; evaluation based on a one‑year reference price. Prices in euro, VAT shown separately. Monthly payments and final balance rules in contract.

How to apply

Prepare and submit an electronic tender via the Funding & Tenders Portal eSubmission. Include required administrative, selection and technical evidence listed in the tender specifications and Annex 1. Use the provided templates (declaration on honour, financial form, draft framework contract, etc.).

Footnotes

1. 1Procurement dossier and eSubmission access: Funding & Tenders Portal opportunities page for procedure EC-COMM/WAW/2026/OP/0442 (subscribe for updates) Funding & Tenders Portal.

Opportunity summary

Key dates and milestones

What is being procured

A single framework contract for the provision of comprehensive cleaning, maintenance and waste management services for the EU House located at Jasna 14/16a, 00-041 Warsaw, Poland. The scope includes daily, weekly, monthly and annual standard cleaning tasks across offices, meeting rooms, conference and public Europa Experience areas, toilets, kitchens, circulation areas and storerooms; supplies and consumables (cleaning products, paper, soap, bags, etc.); collection, transport, recycling and lawful disposal of waste; additional standard cleaning on request (out-of-hours, events, urgent requests) and non-standard services charged separately (dry cleaning of flags, shampooing carpets, wet cleaning of soft furniture, deep cleaning/ disinfecting). Details and minimum frequency of tasks and list of spaces are described in the Tender Specifications (Annex I).

Location, opening hours and volumes

Procedure and how to apply

Evaluation and award

Eligibility, consortium and subcontracting

Eligibility and selection requirements

Contract form, duration and framework rules

Price, payments and guarantees

Service management, reporting and quality

The contractor must appoint a Manager and Supervisor (with substitutes) to ensure contract management and day-to-day supervision. Minimum staffing levels, training and language requirements apply. The contractor must produce an Implementation Report within 30 working days of contract signature and Annual Reports thereafter (templates in Annex 8). Complaints handling, environmental reporting (products used, dilution, microfibre usage, waste management receipts), and cooperation on EMAS or other green initiatives are required. The contracting authority may carry out audits, on-the-spot checks and OLAF/EPPO investigations.

Security, data protection and confidentiality

Performance must comply with applicable security requirements; some projects may require security-vetted personnel or clearance. Processing of personal data is governed by Regulation (EU) 2018/1725 for the contracting authority, and contractors must implement technical and organisational measures and report data breaches in accordance with Article II.9. Contractual confidentiality obligations apply to both parties and third parties working for them (Article II.8).

Tender documentation and templates available

Eligible applicant types

Funding type and nature of support

Consortium requirement and applicant geography

Target sector and project stage

Funding amount and payment model

Application stages and success rates

Co-funding and financial obligations

Templates and application structure

Procurement compliance notes

Tenderers must ensure compliance with minimum requirements for performance, health & safety, environmental criteria (EU Ecolabel criteria for hard surface cleaners where applicable), staff training, insurance and evidence provision. The contracting authority reserves the right to request documentary evidence of declarations and selection criteria from the presumed winner and to perform checks, audits, on-the-spot inspections and involve OLAF or the EPPO in case of suspected fraud or irregularities.

Practical reminders for bidders

Register in the Participant Register and obtain a PIC; create EU Login; subscribe to the call on the Funding & Tenders Portal to receive updates; prepare and test eSubmission uploads early; use latest versions of supported browsers (Chrome or Firefox); ensure maximum 50 MB attachment size, max 200 files per submission; name attachments per system requirements; include completed Financial Offer Form (Annex 6) and Declaration on Honour; keep originals of signed documents available for the record-keeping period.

This summary is derived from the public procurement documents published on the Funding & Tenders Portal and TED. Full details, technical specifications, contractual draft and templates are available on the call page and must be consulted and followed word-for-word when preparing an offer. 1

Footnotes

1. 1Official notice and documents are published on the EU Funding & Tenders Portal opportunity page: ec.europa.eu

Executive summary

This is a public procurement tender, not a grant or subsidy. The European Commission Representation requires cleaning and maintenance services for the premises of Europe House in Warsaw, Poland. The successful contractor will be paid for delivering services under a procurement contract, and applicants should not expect grant funding, co-financing, or a fixed EU funding rate.

The metadata identifies a tender deadline of 14 December 2026 at 12:00:59 UTC. It also lists 1 January 2026 at 11:00:59 UTC, which may represent an earlier procedural date or the opening of the availability period. The official Funding and Tenders Portal notice and its procurement documents should be treated as controlling if dates differ.1

Opportunity profile

Key dates

Date or item

Information

Tender deadline

14 December 2026 at 12:00:59 UTC, as supplied in the opportunity metadata

Additional listed date

1 January 2026 at 11:00:59 UTC, as supplied in the opportunity metadata. Its procedural meaning is not clear from the available search material.

Submission channel

The EU Funding and Tenders Portal, using the electronic submission function associated with the notice. Late submissions are normally inadmissible, so applicants should allow time for registration, document upload, validation, and electronic submission.

Contract duration

The current notice duration was not visible in the available search extract. A related external record reports 48 months and possible renewal, but this should be verified against the current contract notice and draft contract.

Funding and financial terms

This opportunity does not provide an EU grant amount. The contractor is remunerated under the resulting service contract, normally against accepted services and in accordance with the pricing and payment terms in the procurement documents.

The available external record reports an approximate contract value of €290,000 for a related or earlier procurement. The current notice should be checked for whether its value is estimated or maximum, whether it includes renewals, whether taxes are included, whether prices must be fixed, and whether the contract is based on unit prices, a global price, or a framework arrangement.2

No EU co-financing rate, eligible-cost model, advance payment rate, grant budget, or beneficiary payment schedule has been identified. Tenderers should instead prepare a complete commercial price covering labour, supervision, social charges, insurance, equipment, cleaning products, transport, replacement staff, waste handling, taxes, and any other costs required by the specifications.

Who can apply

The likely target applicants are cleaning companies and other economic operators legally able to provide professional cleaning and maintenance services in Poland. Applicants should be able to demonstrate appropriate technical capacity, operational resources, financial standing, regulatory compliance, and experience with comparable commercial or institutional premises.

Potential applicants include:

Eligibility is not established solely by being a Polish company. EU procurement procedures can permit participation by economic operators from eligible countries, subject to the specific notice, exclusion rules, sanctions and restrictive measures, professional requirements, and evidence requested by the contracting authority.

Expected requirements

The final requirements must be confirmed in the procurement specifications and tender forms. Applicants should expect the following categories of information to be relevant:

Operational matters applicants should clarify

Evaluation and award considerations

The exact award method and weighting were not available in the search extract. For this type of service tender, applicants should expect the authority to assess compliance with mandatory requirements first, followed by price and one or more quality or technical criteria. Possible quality considerations include methodology, staffing plan, supervision, service continuity, equipment and products, environmental performance, health and safety, and response arrangements. These are indicative categories, not confirmed award criteria for this notice.

A tender can be rejected for failing a mandatory requirement even if its price is attractive. Bidders should therefore complete every form, provide evidence in the requested format, address every technical requirement, and ensure that the financial offer is consistent with the proposed staffing and service methodology.

Practical application checklist

Risk assessment

The principal commercial risk is underpricing a labour-intensive service contract. Warsaw staffing costs, statutory employment charges, inflation, consumables, equipment replacement, supervision, and cover for absences should be modelled over the complete possible contract period, including renewals if permitted.

The principal compliance risks are missing a mandatory document, misunderstanding the service scope, failing to meet access or security conditions, relying on unapproved subcontractors, or submitting after the deadline. The tender documents should also be checked for minimum wage obligations, collective labour requirements, environmental standards, and contractual deductions for service failures.

The external record describing a 48 month single-operator framework and approximately €290,000 should be used only as market and historical context unless the current official notice confirms that it concerns the same procurement. The current opportunity may have different value, duration, structure, or award conditions.2

Official source and verification

The authoritative source for the current opportunity is the European Commission Funding and Tenders Portal notice: Official tender notice. Applicants should rely on the documents downloadable from that notice for the legally binding scope, eligibility, deadlines, contract value, duration, submission procedure, and award criteria.1

Overall assessment

This is a relevant opportunity for professional cleaning and facilities-services providers with the capacity to operate reliably at a European Commission institutional premises in Warsaw. It is most suitable for bidders that can demonstrate stable staffing, documented quality control, secure-site compliance, adequate insurance and financial resilience, and a realistic multi-year operating price. The opportunity should be treated as a service procurement with contractual revenue, not as grant funding.

Footnotes

1. 1Official Funding and Tenders Portal opportunity supplied in the metadata: Provision of cleaning services for Europe House Warsaw. The available search extract did not expose the full notice documents, so the portal documents remain the controlling source for current terms.
2. 2External procurement record: DevelopmentAid procurement record. It reports reference COMM/WAW/2022/OP/0472, a single-operator framework agreement, 48 months, possible renewal, and a contract value of €290,000. These details are presented as historical or related context and are not confirmed as binding terms of the current notice.