Provision of Preventive and Corrective Maintenance for the EUAA Premises in Greece (Building and containers)

The European Union Agency for Asylum (EUAA) has published an open procurement for a single framework contract to provide preventive and corrective maintenance of premises and containers covering building fabric and core mechanical and electrical systems in Greece. The framework is for up to 48 months with an estimated total value of €2,800,000 and award weighting of quality 60 and price 40. Submissions must be made electronically via the EU Funding and Tenders Portal with key deadlines listed as 1 January 2026 and 11 September 2026. The procurement documents include a noted discrepancy where Part 2 lists Cyprus locations, so bidders must verify the correct service locations in the official tender dossier before submitting.

Tender at a glance

Key facts

Call identifier EUAA/MLA/2026/OP/0018. Contracting authority:European Union Agency for Asylum (EUAA). Purpose: framework contract for preventive and corrective maintenance of buildings, core mechanical and electrical systems and containers used by EUAA in Greece.

Estimated value:Estimated overall contract amount €2 800 000 for the full duration of the framework. ¹

1. 1Who may apply: economic operators/suppliers of facility maintenance services that meet the administrative and technical selection criteria set in the procurement documents (see tender dossier).
2. 2Contract duration and form: initial 12 months framework contract, renewable up to 3 times (total planned period 48 months).

Documents available:invitation, administrative and technical specifications, draft framework contract, financial offer form and annexes (map of containers, service acceptance and timesheet templates). Tender is open; consult the portal for full tender dossier and submission instructions Tender details. ¹

Footnotes

1. 1Source: EU Funding & Tenders Portal tender notice EUAA/MLA/2026/OP/0018, tender details and procurement documents available at the portal link above.

Basic Opportunity Details

Procurement identity and purpose

Title:Provision of Preventive and Corrective Maintenance for the EUAA Premises in Greece (Building and containers). Contracting authority: European Union Agency for Asylum (EUAA). Call identifier: EUAA/MLA/2026/OP/0018. Procurement type: services (framework contract). Main CPV codes: 50700000 and 50800000 (maintenance and repair services; building maintenance). Objective: to achieve and maintain through this framework contract a consistent, responsive and professional level of preventive and corrective maintenance to core mechanical and electrical business-critical systems and building fabric for EUAA premises and containers in Greece, preventing downtime and ensuring a comfortable and safe environment for users of the premises and containers.

Estimated contract value and duration:Estimated overall contract amount: €2,800,000. Planned contract period: 48 months in total. Framework contract initial duration: 12 months, renewable up to 3 times (i.e., up to 4 periods total) as per draft framework contract in the procurement documents ¹.

Key dates and submission method:Publication date: 16 July 2026. Deadline for submission (closing date): 11 September 2026 at 15:00:59 (CEST/CET depending on portal timezone listing). Open tender (tender opening) event: 14 September 2026 at 11:00 (local time indicated). Additional information request period end: 2 September 2026. Submission method: mandatory electronic submission via the Funding & Tenders Portal (eSubmission).

Eligibility, scope and applicant requirements

Eligible applicant types

Eligible applicant types:economic operators able to deliver building and facility maintenance services. Typical eligible applicants include maintenance companies, facilities management firms, contractors specialized in HVAC, electrical and mechanical systems, installation and repair firms, and other commercial service providers. The procurement documents include standard submission forms, financial proposal templates and administrative specifications which set out selection and exclusion criteria. The procurement metadata flags 'SME suitable indicator: false', indicating the tender is not specifically restricted to SMEs and may target larger undertakings as well.

Consortium requirement:Consortium arrangement: The published metadata does not explicitly mandate a consortium; the procedure follows standard EU procurement rules. Tenderers may typically apply as single economic operators or as consortia/joint ventures if permitted by the tender’s administrative specifications. Tenderers must consult Part 1 Administrative specifications and the Standard Submission Forms (SSF) to confirm allowed legal participation forms and the required documentation for consortiums or subcontracting.

Beneficiary geographic scope:Geographic eligibility: This is a procurement by the EUAA for services in Greece. The contracting authority is a European Union agency and the services are to be provided in Greece (premises and containers located in Greece). Therefore eligible economic operators established in the EU (including Member States) and entities eligible under EU procurement rules for EU agency procurement are expected to be eligible. The procurement documents should be consulted for precise nationality/establishment and selection criteria.

Target sector and technical scope:Target sector: facilities management and building services. Technical coverage: preventive and corrective maintenance of buildings and containers, including mechanical systems (e.g., HVAC, pumps, ventilation), electrical systems (power distribution, lighting, emergency systems), business-critical mechanical and electrical systems, fabric and structural maintenance, and associated service reporting and timesheet management. Suppliers must be able to maintain business-critical systems to prevent downtime and ensure safe, comfortable conditions for users.

Application process and documents

Submission type and stages

Application type:open tender published on the EU Funding & Tenders Portal. Submission is via eSubmission through the Funding & Tenders Portal. The procurement procedure appears to be a single-stage open tender process with electronic submission of full tenders by the stated deadline. There is an indicated tender opening event after the submission deadline. Tenderers must respect timelines for seeking clarifications; the additional information request period closes on 2 September 2026.

Number of application stages:Application and selection stages: 1 primary submission stage (electronic tender submission) with subsequent administrative and technical evaluation by the contracting authority. The procedure includes tender opening and evaluation, possible clarifications, selection award decision and signature of the framework contract. The metadata lists a tender validity period of 9 months and standard award criteria (quality 60 weight, price 40 weight).

Required submission templates and documents:The procurement package includes multiple documents that tenderers must use or consult. Key provided documents (filenames and purpose): Part_1_Administrative_specifications_V1.pdf (administrative/tender specifications); Part_2_Technical_specifications_V1.pdf (technical requirements); Draft_FWC_EUAA_MLA_2026_OP_0018_V1.pdf (draft framework contract); SSF7_Financial_Proposal_Form_V1.xlsx (financial offer form); Standard_Submission_Forms_V1.docx (declarations, selection and exclusion forms); Annex_II_Specification_of_the_Services_V1.pdf; Annex_I_Map_of_Containers_in_Greece_V1.pdf (geographical locations); Annex_III_EUAA_Public_Holidays_Greece_V1.pdf; Annex_IV_Model_for_Timesheets_V1.xlsx; Annex_V_Service_Acceptance_Report_Form_V1.xlsx. Tenderers must complete the Standard Submission Forms and the financial proposal template and follow the administrative specifications for required supporting evidence, certificates and declarations ¹.

Evaluation, award criteria and contract model

Awarding criteria:The procurement metadata shows awarding criteria split between quality and price. The subordinate awarding criteria list indicates quality carries a 60 weight and price a 40 weight. Tenderers must consult the procurement documents for the detailed sub-criteria, scoring methodology and minimum thresholds for quality. Payment and order execution will use electronic ordering and electronic payment according to the lot tendering terms. The appeal receiver is specified in the procurement metadata.

Contract form and execution:Contract type: framework agreement (fa-wo-rc indicated: framework-agreement). The draft framework contract is published with the tender documents. The contract execution is planned over 48 months in total with an initial 12-month period and up to three renewals. The framework will be executed for services across the defined lots and locations in Greece.

Commercial and financial details

Funding type and nature of support

Funding type:procurement/service contract (purchase of services). Nature of support: monetary service contract payments to the successful contractor for delivering preventive and corrective maintenance services. This is not a grant, loan or subsidy; it is a contract for services with payments against delivered services and acceptance reports.

Estimated funding amount per procurement:Estimated overall contract amount: €2,800,000 (as stated in the procurement metadata). Tenderers should plan bids in line with this estimated total value and the financial proposal template SSF7 provided.

Co-funding requirement:No co-funding by the tenderer is indicated or required. This is a straight procurement for services where the contracting authority pays for services delivered. Tenderers should check the draft contract for invoicing, payment terms and any requirements relating to guarantees or performance securities.

Operational, technical and legal specifics

Technical scope and service acceptance:The technical specifications and Annex V Service Acceptance Report Form define the detailed scope, service levels, response times, preventive maintenance schedules and acceptance procedures. Annex IV provides a model for timesheets to document personnel time on tasks. Annex I maps the containers in Greece where maintenance services are required, providing the geographic footprint of the contract. Tenderers must ensure technical capability to maintain mechanical and electrical systems and building fabric across multiple sites in Greece and to comply with public holiday constraints (Annex III).

Project stage and expected maturity:Expected maturity: operational/implementation stage. The contract is for ongoing preventive and corrective maintenance of already operational premises and containers; bidders must demonstrate operational capacity, staffing, technical competence and proven track record in maintenance services.

Practical considerations for tenderers

1. 1Review Part 1 Administrative specifications and Part 2 Technical specifications in full before preparing the submission.
2. 2Use the provided Standard Submission Forms and the SSF7 Financial Proposal Form to prepare declarations and the financial offer.
3. 3Consult Annex I for the map of containers in Greece to assess geographic coverage, travel and mobilization costs.
4. 4Prepare evidence of technical capacity, CVs of key personnel, certificates of previous relevant contracts, insurance and financial statements as required in the administrative specifications.
5. 5Observe the deadlines: submission by 11 September 2026 15:00:59 via eSubmission; clarifications must be sought before 2 September 2026.
6. 6Note award weighting: quality 60 and price 40 — structure the technical proposal to meet quality sub-criteria and provide a competitive price.
7. 7Check the draft framework contract for terms, liabilities, performance guarantees, invoicing and acceptance procedures.
8. 8Prepare to use Annex IV timesheet model and Annex V Service Acceptance Report Form for operational reporting and invoicing.

Risks, success rates and other remarks

Success rates:not published. As with any public procurement, the selection depends on compliance with formal requirements, the quality of the technical offer, and competitive pricing. Potential tenderers should ensure full compliance with exclusion and selection criteria to avoid disqualification.

Cooperation and subcontracting:Subcontracting: The administrative specifications and standard forms will set out rules for subcontracting, percentage thresholds, and the obligation to identify subcontractors in the tender. Tenderers intending to subcontract parts of the service must follow the contractual rules and provide required evidence for subcontractors where requested.

Mentioned countries and geographic references

Explicitly mentioned country:Greece. Regionally this is an EU agency procurement with services to be delivered within Greece; the contracting authority is an EU Agency (EUAA).

Templates and application form structure

Templates provided in the tender documents:Standard Submission Forms (Standard_Submission_Forms_V1.docx) which include declarations on honour, selection and exclusion criteria; SSF7 Financial Proposal Form (SSF7_Financial_Proposal_Form_V1.xlsx) for pricing; Annex IV timesheet model (Annex_IV_Model_for_Timesheets_V1.xlsx); Annex V service acceptance report form (Annex_V_Service_Acceptance_Report_Form_V1.xlsx). The administrative part (Part 1) specifies exactly which forms to complete and where to attach supporting documents. Tenderers must follow the folder/filename and form structure when submitting via the Funding & Tenders Portal to avoid rejection.

Final summary

This procurement is an open, electronic tender launched by the European Union Agency for Asylum (EUAA) to establish a framework contract for preventive and corrective maintenance of EUAA premises and containers in Greece. It targets professional maintenance and facilities management contractors capable of delivering mechanical, electrical and building fabric maintenance across multiple sites. The estimated total value of the framework is €2.8 million over the planned duration. Tenderers must submit a single electronic tender by 11 September 2026 using the Funding & Tenders Portal, complete the published Standard Submission Forms and financial template, and comply with the administrative and technical specifications. Award will be based on quality (60) and price (40) criteria. The draft framework contract and full set of procurement annexes (technical specs, maps of containers, models for timesheets and service acceptance) are published and must be consulted in detail when preparing the offer. Potential bidders should plan for operational readiness, geographic coverage across Greece and compliance with the contract terms and reporting requirements ¹.

Footnotes

1. 1Full procurement documentation, templates and the draft framework contract are available on the EU Funding & Tenders Portal tender details page: ec.europa.eu (see attached Part 1 Administrative specifications, Part 2 Technical specifications, Draft FWC, SSF7 Financial Proposal Form, and Annexes).

Opportunity Overview

This is an open procurement procedure for a single framework contract to provide preventive and corrective maintenance for the EUAA premises in Greece, covering building fabric and core mechanical and electrical business-critical systems to prevent downtime and ensure a safe environment [[3]]. The contract aims to maintain a consistent, responsive, and professional level of maintenance for core systems and building fabric [[3]].

Contract Duration:The framework contract will be concluded for at most 48 months [[3]].

Key Deadlines

1. 1First Deadline: January 1, 2026 at 13:00 UTC
2. 2Second Deadline: September 11, 2026 at 15:00 UTC

Scope of Services

Services include preventive and corrective maintenance for building fabric and core mechanical and electrical business-critical systems at EUAA premises and containers in Greece [[3]]. The objective is to prevent downtime and ensure a comfortable and safe environment for users [[3]].

Note on Location Discrepancy:While the opportunity title specifies Greece, the available tender specifications document (Part 2) explicitly lists premises in Cyprus, including the EUAA Head Office in Nicosia and the Pournara Camp [[1]]. Applicants must verify the correct location via the official portal or contact EUAA directly before submitting [[3]].

Eligibility and Applicant Requirements

This is an open procurement procedure, meaning any qualified legal entity can apply, subject to the technical and administrative criteria defined in the tender specifications [[3]]. Potential tenderers must be able to demonstrate capacity to deliver maintenance services for mechanical and electrical systems and building fabric [[3]].

Site Visit Requirement:Participation in site visits may be required; representatives must provide full name, date of birth, nationality, and ID/passport number to contracts@euaa.europa.eu to attend [[5]].

Contact Information

Application Process

Applications must be submitted electronically via the EU Funding & Tenders Portal using the official invitation to tender e-submission template [[5]]. The procedure is an open procurement procedure to conclude a single framework contract [[3]].

Official Portal Link:Apply through the official tender details page EUAA Tender Portal.

Footnotes

1. 1The discrepancy between the title (Greece) and the specifications document (Cyprus) requires immediate verification with the contracting authority to avoid submission errors.