Provision of General Maintenance at EUAA Premises in Italy (Buildings and containers). Lot 1 in Northern and Central Italy. Lot 2 - South of Italy

The European Union Agency for Asylum (EUAA) has published an open tender (EUAA/MLA/2026/OP/0010, TED ref. 82/2026 291530-2026) to award two single-award framework contracts for preventive, corrective and emergency maintenance of buildings and containers in Northern/Central Italy (Lot 1) and Southern Italy (Lot 2). The total estimated ceiling is €2,050,000 (Lot 1: €800,000; Lot 2: €1,250,000) with a maximum contract duration of 48 months and award on the best price-quality ratio (quality 60% / price 40%). Tenderers must meet selection requirements including minimum average turnover (Lot 1: > €200,000; Lot 2: > €315,000), at least three similar contracts in the last three years meeting lot thresholds, provision of specified key personnel, insurance and compliance with Italian health and safety rules. Submissions must be made electronically via the EU Funding & Tenders Portal eSubmission using the published SSF templates by 15 June 2026 at 12:00 Europe/Malta and all procurement documents are available on the portal.

Opportunity snapshot

What it funds

Open tender to award two single framework contracts for preventive, corrective and emergency maintenance of buildings and modular units (containers) used by the European Union Agency for Asylum (EUAA) in Italy. Work covers HVAC, electrical, plumbing, fire safety, security systems, civil repairs, testing/certification and container handling.

Lots:Lot 1: Northern & Central Italy. Lot 2: Southern Italy.

1. 1Lot 1 estimated value: €800,000 (maximum contract ceiling) — maximum duration 48 months
2. 2Lot 2 estimated value: €1,250,000 (maximum contract ceiling) — maximum duration 48 months
3. 3Total estimated value across lots: €2,050,000

Who can apply

Economic operators established in the EU (and eligible third countries where applicable). Single bidders or joint tenders accepted; subcontracting allowed but identified subcontractors above 20% must be declared. Tenderers must meet exclusion and selection criteria (financial turnover and technical references) and must not be subject to EU restrictive measures.

Key selection minimums (high level):Lot 1: average annual turnover last 2 years > €200,000; Lot 2: average annual turnover last 2 years > €315,000. Experience: at least 3 similar contracts in the last 3 years (value thresholds per lot). Required technical staff profiles (site manager, senior/junior technicians, H&S engineer, etc.).

How to apply

Electronic submission via the EU Funding & Tenders Portal eSubmission only. Tender documents (Invitation to tender, Tender specifications Part 1 & Part 2, Financial offer forms SSF7, standard submission forms SSF1–SSF8, draft contract and annexes) are published on the portal. EU Login (with PIC) required for submission. F&T Portal Invitation to Tender & Documents ¹

1. 1Register organisation and obtain PIC in Participant Register
2. 2Prepare administrative forms (SSF1–SSF6), technical tender (SSF8) and financial offer (SSF7 Excel)
3. 3Upload complete submission on eSubmission before deadline

Award and contract details

Open procedure; award by best price-quality ratio (quality 60% / price 40%). Framework agreements are single-award per lot (one contractor per lot). Services ordered by specific contracts / order forms under the FWC. Contract duration: up to 48 months per lot (initial period and possible automatic renewals as specified in contract).

Important practical points:Tenderers must submit required evidence for exclusion and selection criteria (financial statements, references, CVs), sign and date financial offer forms, and comply with technical spec schedules and H&S requirements. Travel and subsistence rules, timesheet and reporting templates, and financial offer instructions are in the financial model and Technical Specifications.

1. 1Prepare Financial Offer using SSF7 Excel (net prices, excl. VAT)
2. 2Only yellow fields in financial spreadsheet to be filled
3. 3Financial evaluation uses total price for evaluation stated in SSF7

Submission is electronic only; do not send tenders by post or email. Ensure timely EU Login two-factor authentication is in place before submission. For document downloads and the full file list use the portal link above.

Footnotes

1. 1Procurement documents, templates (SSF forms) and draft contracts are published on the Funding & Tenders Portal under call EUAA/MLA/2026/OP/0010. Tenderers must use the published financial offer template (SSF7) and technical forms (SSF8) supplied there.

Summary

The European Union Agency for Asylum (EUAA) has published an open tender (procedure identifier EUAA/MLA/2026/OP/0010, TED ref. 82/2026 291530-2026) to conclude two single framework contracts for preventive, corrective and emergency maintenance services covering core mechanical and electrical systems and building fabric at EUAA premises in Italy. The procurement is divided into two lots: Lot 1 Northern and Central Italy and Lot 2 Southern Italy. The objective is to prevent downtime, ensure operational continuity and maintain safe and suitable working environments for office buildings and modular units (containers). Submissions are electronic via the EU Funding & Tenders Portal. The contracting authority is the European Union Agency for Asylum (EUAA). The tender documents, technical specifications, financial offer templates and draft contracts were published and form part of the procurement documents ¹.

Key deadlines and events:TED publication date: 28/04/2026. Deadline for receipt of tenders: 15/06/2026 12:00 Europe/Malta. Public opening session: 16/06/2026 11:00 Europe/Malta. Contract maximum duration (each lot): 48 months. Submission and procedural Q&A cut-off: Contracting authority is not bound to reply to questions submitted after 05/06/2026 23:59 Europe/Malta.

What the contract covers (scope, deliverables and locations)

The contract is for framework provision of preventive maintenance, corrective repairs and emergency call-outs for: HVAC, electrical distribution and fixed wiring, plumbing and drainage, mechanical systems, fire safety systems and firefighting equipment, security systems, building fabric and civil works (minor repairs), testing and certification, health and safety services, and special container services (dismantling, transport, disposal, relocation and reassembly). Services will be required at EUAA premises in Italy: Lot 1 sites include the EUAA office in Rome (via della Cordonata 7) and operational sites in northern and central regions (e.g., two locations in Udine). Lot 2 covers southern Italy sites (Taranto, Bari, Reggio Calabria, Roccella Ionica, Trapani, Pantelleria, Lampedusa and other southern regions and islands).

Procurement structure and award

The procedure is an open procurement to award two single framework contracts (one per lot). Each framework contract is non-exclusive and is a single-contractor framework (one contractor will be awarded each lot). The award method is the most economically advantageous tender on the basis of the best price-quality ratio with weighting Quality 60% and Price 40%.

Evaluation/award criteria (high level):Quality (60%): organisation and methodology for service delivery (30 points), organisation and deployment of personnel (30 points), quality assurance and monitoring (30 points), reporting and communication (10 points). Price (40%): to be submitted on the financial offer form (SSF7 in Excel) and used for evaluation. Tenders scoring less than 50% overall will be excluded.

Documents available and how to apply

All procurement documents (Invitation to tender, Part 1 administrative specifications, Part 2 technical specifications, Annexes, draft contract and standard submission forms including SSF7 Financial Offer and SSF8 Technical Offer) are published on the EU Funding & Tenders Portal opportunity page. Electronic submission via the Portal eSubmission system (EU Login required) is mandatory. The contracting authority provides standard submission forms (SSF1 to SSF8) and specific financial offer spreadsheets for each lot.

1. 1Primary submission method: electronic via the EU Funding & Tenders Portal eSubmission (EU Login required).
2. 2Tender language: any official EU language (English documents constitute the sole authentic text).
3. 3Mandatory documents at submission: identification forms, declaration on honour (SSF6), technical tender (SSF8), financial tender (SSF7), CVs for listed personnel, economic/financial evidence and project references as specified in Annex 1 of the administrative specifications.

Financial overview

Eligible applicant types

The procurement allows participation by:sole companies (private or public), joint tenders (groups of economic operators), subcontractors and entities on whose capacities the tenderer relies. Legal entities and natural persons established in the scope of the EU Treaties and, where applicable, in third countries that are authorised under procurement access rules may apply. The Tender Specifications provide rules on joint tenders, subcontracting identification and commitment letters (SSF2, SSF3, SSF4, SSF5).

Categorisation answers (detailed)

1. 1Eligible Applicant Types: SMEs and large companies, utilities, facilities management companies, building services providers, engineering firms, specialist electrical/HVAC/mechanical contractors, civil works and demolition companies, joint ventures/consortia, subcontractors, and public bodies (if legally allowed). The tender accepts sole applicants or joint tenders (groups). Tenderers may rely on subcontractors and on third parties’ capacities subject to documented commitments (SSF4/SSF5).
2. 2Funding Type: procurement / public tender leading to framework service contracts (not a grant or loan).
3. 3Consortium Requirement: not compulsory; both single applicants and joint tenders are permitted. If a joint tender is submitted a group leader must be appointed and all members are jointly and severally liable. See SSF2 (power of attorney).
4. 4Beneficiary Scope (Geographic Eligibility): providers established in EU Member States (or in countries covered by procurement access rules). Services will be performed in Italy (Northern/Central Italy for Lot 1, Southern Italy for Lot 2).
5. 5Target Sector: public facilities maintenance, buildings and modular unit (container) maintenance, HVAC and building services, mechanical/electrical maintenance, fire safety and security systems, civil works and logistics (transport and disposal of containers).
6. 6Mentioned Countries: Italy (specific regions and sites listed), contracting authority based in Malta (EUAA HQ), submission via EU Funding & Tenders Portal (EU).
7. 7Project Stage: operational / delivery and ongoing maintenance (mature operational services; readiness to deliver maintenance and emergency response).
8. 8Funding Amount: Lot 1 estimated at €800,000; Lot 2 estimated at €1,250,000; total estimated €2,050,000. Individual order values will be defined in specific contracts/order forms under the framework ceilings.
9. 9Application Type: open call for tenders with fixed deadline (15 June 2026 12:00 Europe/Malta) via eSubmission (Portal).
10. 10Nature of Support: contractual remuneration (monetary payments) for delivered services; framework contract with unit rates and schedule of prices (SSF7 financial form).
11. 11Application Stages: single-stage submission (tender submission), evaluation and award. There is a single main submission step but post-submission clarifications and requests for evidence may occur. In practice: 1 main submission + possible clarifications; award; signature; call-off orders. (Categorised as 1 stage for submission, plus evaluation step.)
12. 12Success Rates: not specified in documents. Procurement open procedure; success rates depend on competition. No explicit historical success rate provided.
13. 13Co-funding Requirement: none. The tender is fully paid by the contracting authority per the framework contract; no co-funding required from the tenderer.
14. 14Templates: Standard Submission Forms are supplied (SSF1 identification, SSF2 power of attorney for joint tenders, SSF3 subcontracting form, SSF4 subcontractor LOI, SSF5 commitment letter for entities relied upon, SSF6 declaration on honour, SSF7 Financial Offer form in Excel for each lot, SSF8 Technical Tender template). The financial forms are Excel files with yellow-fill fields for input and automated totals; the financial sheet instructs net prices in EUR excluding VAT and that quantities are indicative for 12 months for evaluation only. SSF7 includes hourly rates for profiles, quantities for man-hours, and per-container unit prices for dismantling, transport (per km), reassembly and disposal. The Tender Specifications Part 2 give required technical deliverables, service plans, timesheets templates (Annex IV), and acceptance/progress report template (Annex III).

Key applicant requirements and selection / exclusion highlights

Mandatory preconditions and selection requirements are set in Tender Specifications Part 1 and Part 2. Important elements include:

1. 1Registration in Participant Register and EU Login required for electronic submission (EU Login account with 2-factor authentication from 30 June 2026).
2. 2Mandatory submission of Declaration on Honour (SSF6) to demonstrate non-exclusion; supporting evidence may be requested.
3. 3Economic/financial capacity (selection F1): Lot 1 minimum average annual turnover over last two years > €200,000; Lot 2 > €315,000 (consolidated assessment across involved entities allowed).
4. 4Technical capacity (selection T1): Experience requirement of at least three similar projects in last 3 years of specified minimum values (Lot 1: each contract >= €70,000; Lot 2: each contract >= €110,000). Consolidated assessment allowed.
5. 5Staffing (selection T2): access to required personnel profiles including Contract Manager, Site Manager/Foreman, Senior/Junior Electrical, Mechanical and Civil technicians, Site Engineer and Health & Safety Engineer and CVs. Language requirements (English B1/B2 depending on role).
6. 6Evidence and supporting documents: profit & loss accounts or bank statements, project references, CVs, legal/regulatory documents, SSF forms, signed financial offer SSF7 (QES or handwritten signature allowed).
7. 7Subcontracting: identified subcontractors (those >20% share or relied upon for selection criteria) must be named and provide commitment letters (SSF4). Entities relied upon (SSF5) must produce commitment letters and evidence.
8. 8Compliance with EU restrictive measures and exclusion grounds is mandatory (see Article 138 of the Financial Regulation).

Operational and contract delivery notes

The framework contract will be a single-contractor framework without reopening of competition. The contracting authority issues order forms (specific contracts) for each requirement. Unit rates in SSF7 are all-inclusive except for travel and subsistence where expressly allowed and reimbursed per rules in Technical Specifications. Minimum charge rules apply (e.g., minimum two man-hours per intervention for buildings). Response times, emergency call-out definitions and acceptance procedures are defined in the Technical Specifications and Annex II (Specifications of the services). The contractor must assign a Site Manager/Foreman and a Contract Manager; the Site Manager is expected on-site in Rome for Lot 1 and Bari for Lot 2 as primary locations and to provide presence at operational sites as required.

How to prepare a competitive submission

1. 1Use the provided SSF8 structure to cover all award criteria: describe methodology, preventive and corrective maintenance approach, emergency call-out management, staffing plans and quality assurance systems.
2. 2Use SSF7 Excel exactly as provided; fill only yellow fields and sign the form (QES preferred). Ensure totals in the eSubmission field for total amount match the uploaded SSF7.
3. 3Provide full evidence for selection criteria with requested templates and references; include three contract references meeting size and scope thresholds.
4. 4Identify any subcontractors above 20% or relied upon for selection criteria and supply SSF3 and SSF4 as required.
5. 5Ensure Declaration on Honour (SSF6) is completed and signed by authorised representative and that evidence for non-exclusion is available on request.
6. 6Prepare CVs for personnel in European format and be ready for interviews or approval of key personnel (Site Manager, Contract Manager) by the EUAA.
7. 7Follow eSubmission technical requirements and system limits (file sizes, number of attachments, supported browsers) and submit well in advance of the deadline.

The official opportunity page and all procurement documents must be consulted to prepare a compliant offer. The Portal contains the Invitation to Tender, Part 1 and Part 2 Tender Specifications, draft contracts, SSF7 and SSF8 templates and all annexes Link to F&T opportunity ¹.

Concluding summary

This procurement is an open tender launched by the EUAA to award two separate single framework contracts (Lot 1 northern/central Italy; Lot 2 southern Italy) for preventive, corrective and emergency maintenance of buildings and modular units (containers). The framework contracts are each for up to 48 months and contain order-by-order call-offs (specific contracts/order forms). Tenderers must submit a single complete electronic submission for each lot they bid on, using the provided standard forms (SSF1-SSF8) and the SSF7 financial Excel spreadsheet. Award is based on the best price-quality ratio (Quality 60% / Price 40%). Essential requirements include proven experience in similar maintenance contracts, required turnover thresholds, availability of specified personnel and compliance with exclusion and selection criteria. The contracting authority publishes all contract documents on the EU Funding & Tenders Portal; interested economic operators must register in the Participant Register and submit tenders through eSubmission. The procurement is suitable for facilities management companies, electrical and mechanical contractors, civil repair specialists and integrated maintenance providers prepared to provide preventive, corrective and emergency interventions across multiple Italian sites and to meet the administrative, technical and health & safety requirements set out in the tender documents.

Footnotes

1. 1Primary opportunity page, full tender documents (Invitation to tender, Part 1 - administrative specifications, Part 2 - technical specifications, draft contracts, SSF7 financial forms and SSF8 technical tender template) and downloadable Excel financial offer templates are available on the EU Funding & Tenders Portal at the opportunity page: ec.europa.eu

Opportunity Overview

The European Union Agency for Asylum (EUAA) is seeking qualified contractors to provide preventive, corrective, and emergency maintenance services for its premises in Italy. This is an open tender procedure divided into two separate framework contracts covering Northern/Central Italy (Lot 1) and Southern Italy (Lot 2). The tender was published on 28 April 2026 with a submission deadline of 15 June 2026 at 12:00 Malta time.

Tender Reference and Key Dates

Procedure Identifier:EUAA/MLA/2026/OP/0010. TED Reference: 82/2026 291530-2026. Publication Date: 28 April 2026. Tender Submission Deadline: 15 June 2026 at 12:00 Europe/Malta time. Public Opening Date: 16 June 2026 at 11:00 Europe/Malta time. Deadline for Questions: 05 June 2026 at 23:59 Europe/Malta time.

Funding and Contract Value

Total Estimated Value:€2,050,000 for both lots combined. Lot 1 (Northern and Central Italy): €800,000. Lot 2 (Southern Italy): €1,250,000. These are maximum amounts and tenders exceeding the estimated value will be rejected. The contracting authority does not guarantee any minimum volume of services under the framework contracts.

Contract Duration and Type

Contract Type:Single framework contract per lot without reopening of competition. Maximum Duration: 48 months from contract entry into force. Estimated Start Date: Q3 2026. Award Method: Best price-quality ratio (60 percent quality, 40 percent price). Within three years of framework contract signature, the EUAA may use negotiated procedures to procure additional similar services up to a maximum of 50 percent of the initial framework contract ceiling for each lot.

Scope of Services

The contractor must provide comprehensive maintenance services covering heating, ventilation, air conditioning systems, electrical installations, water supply and sewage systems, building fabric, fire safety systems, security systems, data network cabling, and other facilities maintenance. Services include preventive maintenance, corrective maintenance, emergency call-outs, assessment reports, testing and certification, and documentation. The contractor must maintain a permanent on-site Site Manager (two days per week, full-time) at the Rome premises for Lot 1 and Bari premises for Lot 2.

Geographic Coverage

Lot 1 covers EUAA premises in Northern and Central Italy including the Rome office building (approximately 1,072 square meters) and two locations in Udine with 16 modular units total, plus any future EUAA premises in the regions of Trentino Alto Adige, Friuli Venezia Giulia, Veneto, Lombardy, Valle d'Aosta, Piedmont, Liguria, Emilia Romagna, Tuscany, Marche, Umbria, Lazio, Abruzzo, Molise, and Sardegna. Lot 2 covers Southern Italy including operational premises in Taranto (21 units), Bari (7 units), Reggio Calabria (3 units), Roccella Ionica (10 units), Trapani (2 units), Pantelleria (7 units), and Lampedusa (6 units), plus any future EUAA premises in Puglia, Campania, Basilicata, Calabria, Sicily, and all southern Italian islands.

Eligibility and Access to Procurement

This is an open procedure available to any interested economic operator. Participation is open on equal terms to all natural and legal persons coming within the scope of EU Treaties, as well as international organisations. It is also open to natural and legal persons established in third countries with special procurement agreements with the European Union. Participation is NOT open to entities established in countries that have ratified the WTO Agreement on Government Procurement. All involved entities must not be subject to EU restrictive measures and must have access to procurement as defined in the tender documents.

Selection Criteria - Economic and Financial Capacity

Lot 1:Minimum average yearly turnover of the last two financial years must exceed €200,000. Lot 2: Minimum average yearly turnover of the last two financial years must exceed €315,000. Evidence required: Copy of profit and loss accounts for the last two years for which accounts have been closed, or appropriate statements from banks. The most recent year must have been closed within the last 18 months. This criterion applies to the tenderer as a whole with consolidated assessment of combined capacities of all involved entities. If applying for multiple lots, minimum turnover requirements apply cumulatively.

Selection Criteria - Technical and Professional Capacity

Lot 1:Minimum of 3 similar contracts completed in the last 3 years with minimum value of €70,000 each for provision of preventive and corrective maintenance of premises, buildings, or containers in Northern and Central Italy. Lot 2: Minimum of 3 similar contracts completed in the last 3 years with minimum value of €110,000 each for provision of preventive and corrective maintenance of premises, buildings, or containers in South Italy. Evidence: List of contracts with start/end dates, total amounts, scope, role, and amount invoiced. The contracting authority reserves the right to request reference statements from clients and to contact them directly.

Personnel Requirements (all lots):Tenderer must have access to personnel covering at least the following profiles: 1 Contract Manager, 1 Site Manager/Foreman, 1 Senior Electrical Technician, 1 Junior Electrical Technician, 1 Senior Civil Works Technician, 1 Junior Civil Works Technician, 1 Senior Mechanical Technician, 1 Junior Mechanical Technician, 1 Site Engineer, and 1 Health and Safety Engineer. With exception of Contract Manager and Site Manager, one person may cover multiple profiles if minimum requirements for each are fulfilled. Evidence: CVs preferably in European Format demonstrating required qualifications and experience.

Key Personnel Requirements

Contract Manager:Minimum 2 years professional experience managing similar contracts/maintenance projects, knowledge of spoken and written English (B2 Level minimum). Site Manager/Foreman: High school diploma or equivalent, minimum 5 years experience in preventive and corrective maintenance of buildings/containers/plants, IT basic skills, good English knowledge (B1 Level minimum). Senior Technicians: High school diploma or equivalent, for electrical technicians A&B electrical license or equivalent, minimum 5 years experience in preventive and corrective maintenance. Junior Technicians: High school diploma or equivalent, minimum 3 years experience in preventive and corrective maintenance. Site Engineer: University degree in engineering, minimum 5 years experience as engineer preferably in electrical, mechanical engineering or civil works, IT basic skills, English knowledge (B2 Level minimum).

Award Criteria and Evaluation

Tenders will be evaluated using the best price-quality ratio method with the following weighting: Quality 60 percent, Price 40 percent. Quality evaluation criteria include: Organisation and methodology for service delivery (maximum 30 points), Organisation and deployment of personnel (maximum 30 points), Quality assurance and monitoring of services (maximum 30 points), and Reporting and communication with EUAA (maximum 10 points). Tenders scoring less than 50 percent of overall quality points will be excluded from further assessment. The tender ranked first after applying the evaluation formula will be awarded the contract.

Submission Requirements

Tenders must be submitted exclusively via the electronic submission system (eSubmission) available on the Funding and Tenders Portal. Tenderers must register in the Participant Register to obtain a Participant Identification Code (PIC). All documents must be submitted in one of the official EU languages. Tenders must include: Identification of the tenderer, Declaration on Honour on exclusion and selection criteria, Evidence of legal and regulatory capacity, Evidence of economic and financial capacity, Evidence of technical and professional capacity, Technical tender (using SSF 8 form), and Financial tender (using SSF 7 form with Excel calculations). Maximum file size per attachment is 50 MB. Maximum 200 documents can be uploaded per tender.

Financial Offer Structure

Financial offers must be submitted using the SSF 7 Financial Proposal form with attached Excel table. All prices must be quoted in EUR, net of VAT, and all-inclusive covering all services listed in Technical Specifications. Prices are not conditional and must be directly applicable. The financial offer must include hourly rates for various service categories: Senior Technician and Junior Technician for HVAC, Electrical, Plumbing and Mechanical systems (preventive/corrective maintenance during normal hours, outside normal hours, and emergency callouts), Senior and Junior Technicians for Civil Works (preventive/corrective maintenance during normal hours, outside normal hours, and emergency callouts), Site Manager/Foreman (normal hours, outside normal hours, emergency callouts), Site Engineer (normal hours), Health and Safety Engineer, Senior Engineer or Specialized Contractor for testing and certification, and container-related services (disposal, transport, dismantling, re-assembly per container or per km).

Travel and Subsistence Reimbursement

Travel costs are reimbursed based on flat rates depending on total trip distance:0-100 km €0, 101-500 km €330, 501-1,500 km €600, 1,501-2,000 km €660, 2,001-3,000 km €770, 3,001-4,000 km €990, 4,001-5,000 km €1,200, over 5,000 km €1,650. Accommodation expenses within Italy are reimbursed at €178 per overnight stay. Daily subsistence allowance within Italy is €116 per person per day. Travel and subsistence costs are not included in hourly unit prices and are reimbursed separately upon documentary evidence.

Minimum Intervention Requirements

For Lot 1 (building):Minimum intervention to be charged is 2 man-hours per intervention per profile, regardless of shorter duration or number of systems inspected. EUAA reserves right to request single technician where sufficient. Hourly rates apply to each technician involved. Additional time beyond minimum is calculated pro-rata to nearest half hour. For Lot 1 and Lot 2 (camps): Same minimum intervention rule applies. For call-outs, materials required for repairs are ordered and quoted separately.

Service Delivery Hours and Response Times

Normal working hours:Monday to Friday, 08:00-18:00 unless otherwise agreed. Services may be required outside normal hours including weekends and public holidays when necessary to avoid disruption. Emergency call-outs must be available 24/7 with response times defined per system in Technical Specifications Annex II. Contractor must provide single telephone number for call-out requests available during and outside office hours with calls diverted to duty person mobile outside office hours. No limit on number of assistance requests. Response time refers to time between EUAA request and technician arrival. Repair time refers to time required to repair after arrival. Only minor repairs completed during call-outs; major repairs require separate service plan.

Warranty and Guarantees

Minimum 2-year guarantee applies for all materials, spare parts, replacement parts, and labour services, even after contract expiration. Contractor provides technical support during 2 years covering replacement of defective parts, labour, and visiting costs. Additional years of guarantee considered as advantage and positively evaluated. Contractor responsible for making good any defect or damage appearing during warranty period resulting from defective materials, faulty workmanship, or contractor acts/omissions. Contractor must repair defects at own cost as soon as practicable without reimbursement entitlement. If contractor disregards obligations, EUAA may perform necessary services at contractor expense.

Insurance Requirements

Contractor must obtain at own expense an insurance/public liability policy covering execution period, adequate for scope of services performed, including cross-liability cover for any claim type, with EUAA appearing as co-insured. Insurance must be in place at minimum when first order form is signed. EUAA has right to request proof of insurance policy before order form signature. Contractor assumes full liability for any damage or injury caused by contractor, persons, or objects under its control including staff and subcontractors.

Health and Safety Obligations

All workmanship must comply with relevant EU, Occupational Safety and Health and Environment (OHSE), ISO, and Italian Local Standards and Regulations. Contractor must comply with statutory requirements for labour safety, fire safety, structural safety, electrical safety, and environmental protection. Contractor must provide all necessary safety measures for employee and site protection. Personal Protective Equipment (PPE) required including general PPE and specialized items such as harnesses and appropriate ladders/scaffolding. Contractor must deploy only adequately qualified staff and comply with Italian legislation on tax, labour, social security, and health and safety. EUAA reserves right to terminate contract if contractor fails to comply with health and safety requirements. Contractor must appoint Health and Safety Engineer if required by Italian Law with proper qualifications and minimum 5 years professional experience.

Documentation and Reporting

Contractor must submit Service Plan for Preventive Maintenance upon delivery of initial assessment. Service Plan for Corrective Maintenance must be provided if applicable. Maintenance/repair procedures, sample certificates, maintenance register/database samples, health and safety method statements, and risk assessments must be submitted at least 24 hours before services and approved by EUAA before commencement. Progress reports submitted upon EUAA request providing status updates on service delivery. Emergency call-out reports submitted following each emergency intervention. All communications conducted preferably in English. Contractor must maintain database of maintenance records updated upon completion of each preventive or corrective maintenance. As-fitted drawings for new systems/installations submitted in .dwg, .pdf format and hardcopies (A0 size) in Italian or English upon request.

Spare Parts and Materials

Spare parts required for maintenance must be provided by contractor and charged to EUAA. Contractor must agree quantity and quality with EUAA and submit quotation. Spare parts and consumables must be original factory certified or equivalent fully compatible parts. Equivalent parts must match quality level of factory certified parts and not affect residual equipment warranty. Replacement parts must match existing equipment in dimension, finish, colour, and design. Spare parts must be accompanied by delivery note signed by EUAA representative. Prices must be comparable to prevailing market prices. EUAA reserves right to request evidence of market prices and refuse quotations deemed unreasonable. Contractor must provide supporting documentation such as supplier quotations or catalogues demonstrating spare parts prices.

Container Disposal and Relocation Services

Disposal of containers may be requested by EUAA at its discretion. Services include disconnection, dismantling, removal, and transportation for disposal. Containers must be dismantled and removed within maximum 30 days from order form signature unless otherwise agreed. Disposal is sole contractor responsibility. All-inclusive cost per unit must be provided in quotation and approved by EUAA. Relocation services may be requested for transfer of containers from one location to another within Italy. Offer must provide all-inclusive fee per unit (km) for transfer including all furniture and appliances, plus fees for disconnection, dismantling, removal, re-assembly, and re-installation. Contractor fully responsible for de-installation, transfer, loading/unloading, lifting, assembly, furnishing, and handling at destination including all necessary equipment and tools.

Environmental and Waste Management

Contractor responsible for disposing of waste generated during contract implementation. Rates include site cleaning and surroundings. Waste must be disposed at appropriate bins/containers. Contractor may use EUAA bins if prior agreement reached, respecting recycling scheme in place. Site must be left clean and tidy during and after services. EUAA reserves right to appoint third-party contractor to clear site if contractor fails, with costs borne by contractor. Contractor must ensure waste generated during maintenance handled, transported, and disposed in accordance with applicable environmental legislation. Contractor must ensure compliance with legislation on management of dangerous materials and products including safety data sheets and storage. Contractor must pursue substitution policy replacing dangerous materials with less dangerous products.

Ordering and Payment Procedures

EUAA orders services by sending contractor order form specifying requested services, timeframe/deadlines, and location by email. Contractor must within maximum 4 working days either send back signed order form or explain why cannot accept. Order forms may contain contingency amounts for services/supplies unknown at signature time. EUAA may establish alternative ordering arrangements where operational needs require. After services performed, contractor may issue invoice for completed service per framework contract Articles I.6.2 and I.6.3. Any parts of systems, installations, or equipment damaged during maintenance or call-outs must be repaired, replaced, or restored to original condition at no cost to EUAA. Unit prices in SSF7 are all-inclusive covering all costs except travel and subsistence costs reimbursed separately.

Submission Method and Technical Requirements

Electronic submission exclusively via eSubmission system. Tenders submitted any other way will be disregarded. Supported browsers: latest versions of Google Chrome or Mozilla Firefox. File types, sizes, and system requirements available at eSubmission system requirements link. Maximum file size per attachment: 50 MB. Maximum documents per tender: 200 files. Documents must be signed by hand or with qualified electronic signature (QES) as defined in eIDAS Regulation. QES strongly encouraged. Hand-signed originals not required to be submitted but tenderer must keep for 5 years from procedure outcome notification or contract payment balance.

Tender Validity and Modifications

Validity period of tender indicated in contract notice during which tenderers may not modify tender terms. After submission but before deadline, tenderer may definitively withdraw tender or replace with new one. No more than one tender per lot considered per tenderer. If same tenderer submits multiple tenders per lot, only latest will be considered. Tenderer may not refer to earlier submitted tenders to complement, clarify, or correct latest tender. All costs for tender preparation, submission, and opening session attendance borne by tenderers and not reimbursed.

Evaluation Process and Timeline

Evaluation includes:verification of access to procurement, administrative compliance verification, verification of non-exclusion based on exclusion criteria, selection of tenderers based on selection criteria, evaluation of tenders for compliance and award criteria, verification of non-subjection to EU restrictive measures. Contracting authority evaluates elements in order deemed most appropriate. If evaluation demonstrates grounds for rejection, tender rejected without further full evaluation. Rejected tenderers informed of rejection ground without feedback on non-assessed content. Ranked tenderers have access to information on successful tenderer advantages and total financial offer if requested in writing after procedure result notification. Only tenderers with no rejection grounds can be awarded contract.

Joint Tenders and Subcontracting

Joint tenders permitted where group of economic operators submit together. All group members assume joint and several liability for contract performance. Group must appoint group leader as single contact point. All members must sign Agreement/Power of Attorney using SSF 2 model. Joint tender must clearly indicate role and tasks of each member. If successful, EUAA signs contract with group leader authorized by other members. Changes in group composition during procedure lead to rejection except for merger/takeover or exclusion situations meeting specified conditions. Subcontracting permitted with contractor retaining full liability. Identified subcontractors (those on whose capacity tenderer relies for selection criteria or with individual share above 20 percent) must provide commitment letter using SSF 4 model. Changes to identified subcontractors require prior written EUAA approval subject to verification conditions.

Data Protection and Confidentiality

Personal data processing subject to Regulation (EU) 2018/1725 on data protection by Union institutions. EUAA acts as data controller. Personal data processed solely for evaluation purposes under call for tenders. Privacy statement available at EUAA website. Tenderers may exercise rights under Regulation (EU) 2018/1725 by contacting tenders@euaa.europa.eu. Tenderer personal data may be registered in Early Detection and Exclusion System (EDES) if in situations mentioned in Article 138 of Financial Regulation. Once EUAA opens tender, it becomes EUAA property treated confidentially. After award decision signature, non-rejected tenderers requesting in writing notified of awarded tenderer name, successful tender characteristics and relative advantages, and total financial offer amount. EUAA may withhold confidential information where disclosure would prejudice legitimate commercial interests or distort fair competition.

Contact and Communication

Contacts between EUAA and tenderers prohibited throughout procedure except in exceptional circumstances. During submission phase, EUAA may provide additional information solely for clarifying procurement documents upon written request through F&T Portal Questions and Answers section. EUAA not bound to reply to requests received less than 6 working days before submission deadline. EUAA may inform interested parties of errors, inaccuracies, omissions, or clerical errors in procurement documents. All additional information published on F&T Portal link. Tenderers responsible for checking updates and modifications during submission period. Tenders opened in virtual opening session on date/time indicated in contract notice. Maximum 2 representatives per tender may attend. Tenderers may request attendance by emailing tenders@euaa.europa.eu at least 3 hours before scheduled opening with representative names, email addresses, tenderer name, and eSubmission submission receipt.

Key Advantages for Applicants

This framework contract offers significant opportunities for maintenance service providers with established experience in building and container maintenance. The 48-month duration provides long-term revenue stability. The two-lot structure allows contractors to focus on specific geographic regions. The estimated total value of €2,050,000 represents substantial contract value. The best price-quality ratio evaluation method rewards both competitive pricing and service quality. Additional years of warranty beyond the minimum 2 years are positively evaluated. The framework structure allows for flexible ordering based on EUAA operational needs. Travel and subsistence costs are reimbursed separately from service rates, reducing financial burden on contractors.

Important Considerations for Applicants

Applicants must demonstrate minimum turnover requirements (€200,000 for Lot 1, €315,000 for Lot 2) for last two financial years. Minimum 3 similar contracts completed in last 3 years required (€70,000 minimum each for Lot 1, €110,000 for Lot 2). Permanent on-site Site Manager required (2 days per week full-time). Comprehensive personnel team with specific qualifications mandatory. 24/7 emergency response capability essential. Compliance with Italian health and safety legislation required. Insurance policy with EUAA as co-insured mandatory. All documentation in English required. Minimum 2-hour intervention charges apply even for shorter work. No minimum volume guaranteed under framework contract. EUAA may terminate contract with one month notice if performance unsatisfactory.

Additional Resources and Support

All tender documents available on Funding and Tenders Portal at Tender Details. eSubmission Quick Guide available at eSubmission Guide. System requirements at System Requirements. EU Login account creation at EU Login. Participant Register at Participant Register. eSubmission Helpdesk available for technical support. Questions submitted through F&T Portal Questions and Answers section. Official contact: tenders@euaa.europa.eu.