Provision of Sanitary ware and floor and wall tiles for all EUAA premises in Malta. Lot 1: Provision of sanitary ware for the EUAA premises in Malta L...

The European Union Agency for Asylum (EUAA) is procuring supply, installation and maintenance of sanitary ware (Lot 1) and floor and wall tiles (Lot 2) for its premises in Malta through two independently awarded framework contracts. The estimated total value is €600,000 (Lot 1: €235,000; Lot 2: €365,000) and each framework contract has a maximum duration of 48 months. The award criterion is lowest price and submissions must be made electronically via the EU Funding & Tenders Portal eSubmission with required Standard Submission Forms and supporting documentation. Key dates include publication on 04 May 2026, deadline for questions 29 May 2026, optional site visit 20 May 2026, and tender submission deadline 08 June 2026 at 12:00 Europe/Malta time.

What is funded

Scope at a glance

Open procedure to supply, deliver, install and maintain sanitary ware and floor and wall tiles for all EUAA premises in Malta. Work includes supply of items, installation services, preventive and corrective maintenance, emergency call-outs and disposal of debris where applicable.

Structure and duration:Two lots (Lot 1 sanitary ware, Lot 2 floor and wall tiles). Framework contract, maximum duration 48 months. Award method: lowest price ¹

1. 1Lot 1: supply, installation and maintenance of sanitary ware (toilets, basins, mixers, sinks, showers, accessories).
2. 2Lot 2: supply, installation and maintenance of floor and wall tiles and related materials and works (tiles, adhesives, mortars, preparation, carting away of debris).
3. 3Maintenance and call-out services included (response times and scheduling detailed in tender specifications).

Who can apply

Eligibility highlights

Open to companies and consortia able to deliver supplies and services in Malta. Joint tenders and subcontracting are allowed (identified subcontractors above 20% must be declared). Tenderers must have legal and regulatory capacity, required economic/financial standing and proven technical experience (see tender for minimum turnover and past contract requirements).

Admin and system requirements:Electronic submission only via the EU Funding & Tenders Portal eSubmission; EU Login (PIC) required and 2FA from mid-2026. Tender documents and standard submission forms must be completed and signed as specified ¹.

1. 1Selection checks: non-exclusion, proof of turnover and relevant references (details in Technical and Administrative Specifications).
2. 2Technical staff: contract manager and site manager required; CVs must be provided.
3. 3Evidence of ability to deliver in Malta and to meet warranty and environmental / waste management requirements.

Deadlines & process

Key dates

Deadline for receipt of tenders:08/06/2026 12:00 (Europe/Malta). Public opening: 09/06/2026 11:00 (Europe/Malta). TED publication date: 04/05/2026. (An earlier metadata timestamp appears in the source but the official tender notice lists the 08 June 2026 submission date.) ¹

How award is made:Each lot evaluated independently. Award is by lowest price subject to compliance with mandatory technical requirements and selection criteria.

Practical notes

Deliveries and work are to be performed at EUAA locations in Malta (Headquarters in Valletta and Trident offices). Contractors must provide equipment, materials and qualified personnel, and must follow EUAA site and security rules. See Annexes for templates (Acceptance Report, Timesheets) and SSF forms.

1. 1Submission method: electronic only via eSubmission; do not send email or paper tenders.
2. 2Framework contract with ordering by Order Forms. No minimum guaranteed consumption.
3. 3Prices quoted must be net of VAT and inclusive of delivery, installation, packaging and site cleaning; VAT exemption rules for EU institutions apply.

Footnotes

1. 1Full procurement documents, lot specifications, SSF forms, templates and practical submission guidance are published on the EU Funding & Tenders Portal: EU Funding & Tenders Portal.

Title and Reference

Provision of Sanitary ware and floor and wall tiles for all EUAA premises in Malta, Procedure identifier EUAA/MLA/2026/OP/0003, TED reference 85/2026 303855-2026.

Basic procurement facts

Procurement type:Open procedure, electronic submission required via the EU Funding & Tenders Portal eSubmission. Award method: lowest price. Resulting contract form: single framework contract per lot, framework agreement without reopening of competition, maximum duration 48 months. Publication / TED date: 04/05/2026. Public opening: 09/06/2026 11:00 Europe/Malta. Deadline for receipt of tenders: 08/06/2026 12:00 Europe/Malta.

Lots and estimated values

The procedure is divided into two independent lots. Lot 1:Provision of sanitary ware for the EUAA premises in Malta. Estimated value for Lot 1: €235,000. Nature of contract for Lot 1: supplies, award by lowest price, framework agreement, maximum contract duration 48 months. Lot 2: Provision of floor and wall tiles for the EUAA premises in Malta. Estimated value for Lot 2: €365,000. Nature of contract for Lot 2: supplies, award by lowest price, framework agreement, maximum contract duration 48 months. Estimated total value for the procurement: €600,000.

Who should apply and eligible applicants

Eligible applicant types:This is a public procurement open to economic operators. Suitable applicants include SMEs, large enterprises, manufacturers and distributors of sanitary ware, tile suppliers, installation and maintenance contractors, construction companies, building and fit-out contractors, engineering/installation service providers, subcontractors and joint-venture/consortium bids. Research organisations, universities, NGOs or individuals are not the target unless operating as commercial economic operators providing the supplies/services listed. Subcontracting and joint tenders are permitted under the rules in the tender documents.

Geographic eligibility:Participation is open to natural and legal persons within the scope of the EU Treaties and to international organisations. Tender documents note participation is also open to entities established in third countries if procurement-access agreements apply. Tenderers must confirm country(ies) of establishment and comply with access rules and any restrictive measures checks.

What is being procured

Overall objective:supply, delivery and installation of sanitary ware and supply, delivery and installation of floor and wall tiles for EUAA premises in Malta, plus preventive and corrective maintenance, emergency call-outs, spare parts, carting away of debris (Lot 2), and related installation services. The contract includes framework ordering via order forms, catalogue management and optional supplementary items as described in the procurement documents.

Key technical deliverables (high level)

1. 1Lot 1 Deliverable 1: Supply and installation of sanitary ware and accessories. Items listed include compact toilets, wall-hung toilets, toilet seats (including reduced mobility variants), flushing systems and frames, wash basins (wall-mounted and self-standing), wash basin mixers, syphons, kitchen sinks and mixers, shower thermostatic units, toilet accessories (brush holders, robe hooks, dispensers).
2. 2Lot 2 Deliverable 2: Supply and installation of floor and wall tiles. Product categories include polished porcelain floor tiles, porcelain mosaic wall tiles, ceramic skirting, porcelain floor and wall tiles in several sizes and formats, adhesives and mortars, aggregates, sand, blocks and cement used in tile installation and preparation.
3. 3Deliverable 3 (both lots): Installation services for items above including associated consumables and fixtures, removal/dismantling of redundant equipment and disposal where required.
4. 4Deliverable 4 (both lots): Preventive and corrective maintenance services including emergency call-outs, spare parts supply and on-site repair within defined response times, maintenance schedules agreed with EUAA.
5. 5Deliverable 5 (Lot 2): Carting away and disposal of debris and cleaning of site during and after works.

Product and service specifications:detailed technical specifications, minimum dimensions, materials, certifications and standards required are provided in Tender Specifications Part 2: Technical Specifications. Tenderers must supply catalogues, technical data sheets and NET prices in EUR as part of the technical offer; catalogue entries become part of the contract.

Commercial and contract rules

Contract form and award:one framework contract per lot. Framework contracts do not oblige the EUAA to order a minimum quantity. Orders are placed via order forms/specific contracts governed by the FWC terms. Award criterion: lowest price. The contracting authority may request supplementary supplies not initially included (Article 1.2 of Annex I to the Financial Regulation) if similar to the scope and necessary for ordered supplies.

Price and payments:Estimated total procurement value €600,000. Lot €1 235,000. Lot €2 365,000. Tenderers must submit financial offers using the standard SSF7 financial offer template (Excel). Prices quoted in SSF7 must be NET of VAT (VAT excluded) and include all duties, customs, delivery, installation, packaging, insurance, labour and overheads. VAT is not payable by the EUAA under its privileges and immunities but tenderers must follow national tax formalities where relevant. Price revision clause applies as set out in the draft contract and uses HICP Euro Area index; fixed in year one, revision requests notified annually.

Procurement process and submission

Submission method:electronic via eSubmission on the EU Funding & Tenders Portal. EU Login account is required; two-factor authentication will be required from 30 June 2026. Tenderers must register organisations in the Participant Register and use PIC. Tenders can be single or joint submissions; subcontracting allowed and identified subcontractors above 20% or relied-on subcontractors must be declared. Required standard forms: SSF1 Identification, SSF2 Power of Attorney (joint tenders), SSF3 Subcontracting list, SSF4 Subcontractor commitment, SSF5 Commitment letter (entities relied upon), SSF6 Declaration on Honour for exclusion/selection, SSF7 Financial offer (Excel), SSF8 Technical tender compliance checklist. Supporting documents include tender specifications Part 1 and Part 2, draft framework contract, annexes (Acceptance Report, Timesheet), SSF7 Excel price catalogue and detailed technical sheets/catalogue for offered items.

1. 1Mandatory electronic submission of all tender documents in eSubmission by the deadline specified in the call.
2. 2Separate technical and financial tenders are required for each lot if bidding for more than one lot.
3. 3Evidence of non-exclusion and selection criteria may be requested from presumed successful tenderers prior to award.
4. 4Public Q&A facility available on the Portal until the cut-off date; contracting authority may refuse to reply to questions submitted less than six working days before deadline.

Evaluation and award

Evaluation is performed per lot. Award criterion is lowest price. Tenders must comply with mandatory technical minimum requirements; non-compliant tenders will be rejected. Selection checks include exclusion criteria (Declaration on Honour SSF6) and selection criteria on legal, economic, financial and technical capacity. Lot-specific minimum selection requirements: Lot 1 minimum average annual turnover €80,000 (last 3 years) and at least two similar contracts completed in the last 3 years with min value €50,000 each. Lot 2 minimum average annual turnover €150,000 (last 3 years) and at least two similar contracts completed in the last 3 years with min value €80,000 each. Additional technical resource requirements include named Contract Manager and Site Manager profiles with minimum experience and English language level B2.

Operational and performance rules

Delivery terms:DDP Malta to specified EUAA reception points; contractor must notify delivery date at least 3 working days in advance. Delivery notes must include FWC reference and list of items. Acceptance: EUAA will verify and co-sign Acceptance Report (Annex B) within 10 working days. Timesheets required for all maintenance/call-out services and must be signed by EUAA representative (Annex C timesheet and minimum intervention one man-hour rule). Call-outs: standard response time for emergency call-outs during normal office hours is maximum 4 hours from alert; preventive maintenance at least annually or as agreed. Warranty: minimum 2-year guarantee on parts and labour unless longer period required by specs.

Procurement obligations and compliance:Tenderers must demonstrate compliance with environmental, social and labour law obligations applicable under Union and national law and relevant international conventions; data protection obligations must be respected for personal data processing related to contract execution.

Administrative and contractual documents and templates

Required templates and documents available on the F&T Portal and included in the procurement documentation: Invitation to tender, Tender Specifications Part 1 (Administrative) and Part 2 (Technical), Draft Framework Contract (FWC conditions), Annexes A (EUAA public holidays) B (Acceptance Report template) C (Time sheet template), Standard Submission Forms SSF1-SSF8, SSF7 Financial Offer Excel (separate per lot), Draft Framework Contract Annex III model order form, Draft Acceptance Report and Timesheet templates. Tenderers must complete SSF7 Excel with unit prices and net totals and upload it in eSubmission. The Technical Offer must include the catalogue or online catalogue (PDF or link) with item descriptions, technical data and NET prices in EUR.

• SSF1 Identification of the tenderer and Legal Entity Form
• SSF2 Power of Attorney for joint tenders
• SSF3 Subcontracting list
• SSF4 Subcontractor commitment letter
• SSF5 Commitment letter for entities whose capacity is relied upon
• SSF6 Declaration on Honour (exclusion and selection)
• SSF7 Financial Offer (Excel) per lot
• SSF8 Technical tender compliance checklist

Evaluation stages and practical process

The tender process is effectively single-stage electronic submission. The sequence:registration (Participant Register/PIC), prepare and submit eSubmission (identification, technical tender, financial tender), optional Q&A during the publication period via the Portal, public opening session (virtual) where received tenders and total prices are announced, evaluation of exclusion/selection and conformity, request for documentary evidence if required, award decision, signature of framework contract and subsequent order forms/specific contracts. Tenderers may be contacted to provide missing clarifications or documentation; such clarifications shall not materially change the tenders. The contracting authority may cancel the procurement at any time prior to contract signature.

Other practical obligations and rules

Security and access:contractor personnel working on-site must have required qualifications, comply with Maltese health and safety rules and EUAA building rules, wear identification badges, and may be required to supply criminal record checks before access. Waste management and carting away of debris: contractor responsible for removal and proper disposal; hazardous waste removed in compliance with Maltese environmental regulations. Packaging: environmentally friendly packaging encouraged and return policy for damaged goods required. Catalogue updates: contractor may update catalogue up to four times per year; online catalogue may be used when prices equal or below initial catalogue.

Success and assessment parameters

Award method and competitive nature:award to lowest price among compliant tenders. Consequently, competitiveness depends on offering the lowest acceptable evaluated net price and compliance with technical minimums and administrative requirements. Quality and compliance failures will cause rejection regardless of price. No published success rate is available; market competition expected among local and regional suppliers and installers.

Co-funding requirement:No co-funding from the contractor is required. The contract is a supply/framework procurement paid by the contracting authority under the terms of the framework contract and subsequent specific contracts.

Key risks for bidders

1. 1Price submission must be inclusive of all expected costs except VAT; under-pricing risk is bidder’s responsibility.
2. 2Tenderers must ensure readiness to meet quick delivery deadlines and emergency call-out response times.
3. 3Subcontracting above thresholds requires prior declaration and commitments; improper use of subcontracting can lead to rejection.
4. 4Failure to provide requested evidence of non-exclusion or selection criteria may lead to rejection during the verification stage.

Mentioned countries and locations

Explicitly mentioned countries:Malta (EUAA seat and contract performance), Greece, Italy, Cyprus and Spain (public holidays annexes referenced for staff in operational offices). Region: EU; participation rules reference EU/EEA/third-country access conditions.

Templates and application structure guidance

Application must follow the eSubmission structure. Mandatory uploaded documents and where to put them are listed in Tender Specifications Part 1 and Annex 1. Financial offer must be submitted using SSF7 Excel per lot and the total tender amount encoded in the eSubmission 'Total amount' field. Technical offer must include SSF8 Technical Compliance List, product catalogue (PDF or online link), product technical sheets, CVs for Contract Manager and Site Manager (European format recommended), and supporting references for required similar contracts. Joint tenders must upload SSF2 agreement/power of attorney signed by all group members. Identified subcontractors should be listed in SSF3 and provide SSF4 commitment letters. Entities on whose capacity the tenderer relies must provide SSF5 commitment letters.

• Where to upload: eSubmission Identification tab for SSF1 and legal forms; eSubmission Tender Data → Technical Tender for SSF8 and Technical documents; eSubmission Tender Data → Financial Tender for SSF7.
• Names and signatures: documents should be signed by authorised legal representatives. Qualified electronic signature recommended; hand-signed originals must be retained and provided on request.
• Participant Register PIC is mandatory and must be provided during submission.

Deadlines and timelines

Key dates from the procurement record include TED publication 04/05/2026, deadline for receipt of tenders 08/06/2026 12:00 Europe/Malta, public opening 09/06/2026 11:00 Europe/Malta and intended contract commencement Q4 2026. The portal displays any updates; tenderers should subscribe to the call for notifications.

Summary and explanation

This is an open EU procurement run by the European Union Agency for Asylum (EUAA) to establish framework contracts, one per lot, for the supply, installation and maintenance of sanitary ware (Lot 1) and floor and wall tiles (Lot 2) across EUAA premises in Malta. The procurement is divided into two independent lots; tenderers may bid for one or both lots but must submit separate technical and financial offers for each lot. The award criterion is lowest price among tenders that meet all mandatory technical requirements and pass exclusion and selection checks. Estimated total framework value is €600,000 with Lot 1 estimated at €235,000 and Lot 2 at €365,000. Submissions are electronic only through the EU Funding & Tenders Portal eSubmission; a PIC and EU Login account are required. The tender package contains the full technical specifications, administrative rules, standard submission forms SSF1-SSF8, draft framework contract, acceptance and timesheet templates, and financial offer template in Excel. Tenderers must ensure full compliance with the Technical Specifications, complete the SSF7 financial template, declare non-exclusion (SSF6) and provide supporting documents when requested. Maintenance and emergency call-out services, spare parts supply and debris carting are part of the scope. Contract duration is up to 48 months, with ordering via order forms. The contracting authority reserves the right to request supplementary supplies similar in nature to those in the contract if necessary.

Opportunity Overview

The European Union Agency for Asylum (EUAA) is issuing a call for tenders to procure sanitary ware and floor and wall tiles for all EUAA premises located in Malta. This is an open procurement procedure resulting in the award of framework contracts. The procedure is divided into two independent lots that may be bid on separately or together. ¹

Procedure Reference:EUAA/MLA/2026/OP/0003

TED Reference:85/2026 303855-2026

Lot Structure and Scope

The procurement is structured into two separate lots, each with independent evaluation and award:

• Lot 1: Provision of sanitary ware for the EUAA premises in Malta
• Lot 2: Provision of floor and wall tiles for the EUAA premises in Malta

Tenderers may submit bids for one or both lots. Each lot will be assessed independently. Tenders covering only part of a lot or conditional on the award of other lots are not permitted.

Deliverables and Scope of Work

Lot 1: Sanitary Ware

Lot 1 encompasses the supply, installation and maintenance of sanitary ware items including compact toilets, wall-hung toilets, toilet seats and covers, flushing systems, wash basins, basin mixers, syphons, kitchen sinks, kitchen mixers, shower faucets, and bathroom accessories such as toilet brush holders, robe hooks and toilet paper dispensers. The contractor must provide preventive and corrective maintenance, emergency call-outs and spare parts replacement throughout the contract duration.

Lot 2: Floor and Wall Tiles

Lot 2 covers the supply, installation and maintenance of floor and wall tiles including polished porcelain floor tiles, porcelain wall mosaic tiles, ceramic skirting, and associated materials such as cement mortars, adhesives, plasters, aggregates, sand, blocks and cement. The contractor must also provide installation services, maintenance services including preventive and corrective maintenance, emergency call-outs, and debris removal services.

Common Deliverables

Both lots require the contractor to provide installation services with all necessary materials including sealants, screws, nuts and bolts. The contractor must also provide maintenance services including preventive maintenance performed at least annually or as required by the EUAA, corrective maintenance to address failures, and emergency call-outs with response times of maximum 4 hours during working hours. ²

Financial Information

Total Estimated Budget:€600,000 (excluding VAT) for both lots combined

Lot 1 Estimated Value:€235,000 (excluding VAT)

Lot 2 Estimated Value:€365,000 (excluding VAT)

The estimated values are indicative only. The framework contract ceiling for each lot shall not be exceeded. There is no commitment on the contracting authority to order any specific quantities. The actual volumes will depend on the quantities ordered through specific contracts during the contract implementation period.

Contract Duration and Type

This procurement will result in the conclusion of a single framework contract for each lot. The framework contract establishes a mechanism for future repetitive purchases by the EUAA. The signature of a framework contract does not impose an obligation on the EUAA to conclude specific contracts with the contractor.

Contract Duration:48 months for both Lot 1 and Lot 2, with an intended start date in Q4 2026

Award Method:Lowest price for both lots

Key Deadlines

Tenders received after the submission deadline will be rejected. The submission receipt provided by the eSubmission system with the official date and time of receipt constitutes proof of compliance with the time-limit. ³

Submission Requirements and Procedures

Submission Method

Tenders must be submitted exclusively via the electronic submission system (eSubmission) available through the EU Funding and Tenders Portal. Tenders submitted by any other means such as email or letter will be disregarded. Access to eSubmission requires an EU Login account.

Registration Requirements

Each economic operator must be registered in the European Commission's Participant Register to obtain a Participant Identification Code (PIC), a 9-digit unique identifier. Economic operators already registered must reuse their existing PIC. Registration is free of charge and can be completed at the Participant Register portal.

Tender Validity

Tenderers may not modify the terms of their tenders during the validity period. Before the deadline for receipt of tenders, a tenderer may withdraw its tender or replace it with a new one. Only one tender per lot per tenderer will be considered. If the same tenderer submits more than one tender per lot, only the latest tender will be considered.

Tender Content

Tenders must include all information and documents required by the contracting authority as set out in the procurement documents. Tenderers must submit a technical offer and a financial offer using the Standard Submission Forms (SSF). The financial offer form (SSF 7) includes a list of minimum required supplies and services with estimated quantities for evaluation purposes only.

Tenderers must provide a description of items and/or a catalogue in PDF format, electronic format, or an online catalogue accessible via website, preferably in English. The catalogue must include all items listed in the technical specifications with full descriptions, technical characteristics, high-quality colour pictures and net prices in EUR.

Eligibility and Selection Criteria

Who Can Apply

This is an open procedure. Any interested economic operator may submit a tender, including natural persons, legal persons, and international organisations. Participation is open on equal terms to all natural and legal persons coming within the scope of the EU Treaties, as well as to international organisations. Participation is also open to natural and legal persons established in third countries that have a special agreement with the European Union in the field of public procurement.

Tenderers must ensure that no involved entities nor any subcontractors are subject to EU restrictive measures consisting of a prohibition to make available or transfer funds or economic resources or to provide financing or financial assistance, or of an asset freeze. The prohibition applies throughout the whole performance of the contract.

Exclusion Criteria

Tenderers and all involved entities must not be in any of the exclusion situations listed in the procurement documents. These typically include situations related to criminal convictions, professional misconduct, conflicts of interest, and non-compliance with tax or social security obligations.

Selection Criteria

Tenderers must meet the following selection criteria:

• Legal and regulatory capacity: Tenderers must be legally capable of entering into contracts and not be in an exclusion situation
• Economic and financial capacity: Tenderers must demonstrate sufficient economic and financial standing to perform the contract
• Technical and professional capacity: Tenderers must possess the necessary technical skills, qualifications and experience to perform the contract

Technical and Professional Capacity Requirements

Tenderers must demonstrate relevant experience in providing sanitary ware and/or floor and wall tiles supply, installation and maintenance services. The contractor must appoint a Contract Manager and a Site Manager, each with at least one year of experience managing similar contracts and minimum B2 level (Common European Framework of Reference for Languages) of spoken and written English. The contractor must employ qualified, specialised staff who are trustworthy and meet all requirements of Maltese law.

The contractor and all subcontractors must be certified by national authorities to work on the particular systems installed on the premises to ensure that no service is carried out which may compromise system warranties or undermine system installation. Proof of such certification must be submitted to the EUAA prior to commencing services when necessary and requested.

Tender Evaluation and Award

Tenders will be evaluated based on the award criterion of lowest price. The contracting authority will verify that the tender is compliant with the procurement documents and meets all minimum requirements. Tenders will be opened in a virtual opening session on 09 June 2026 at 11:00 (Europe/Malta time). A maximum of two representatives per tender may attend the opening.

During the evaluation phase, the contracting authority may contact tenderers to provide missing information or clarify supporting documents. The contracting authority may also correct obvious clerical errors in the tender after confirmation by the tenderer. Such information, clarification or confirmation shall not substantially change the tender.

Tenderers will be notified of the outcome by email to the address provided in the eSubmission application. It is the tenderer's responsibility to provide a valid email address and check it regularly.

Pricing and Financial Terms

All prices must be quoted in EUR, exclusive of VAT but inclusive of customs import duty, levy and any other charges as applicable. The contractor must conform to local VAT legislation and regulations. The EUAA is exempt from import-export taxes under Article 3 and Article 4 of the Protocol on Privileges and Immunities of the European Union.

Prices quoted in the financial offer form are all-inclusive and must cover all supplies and services listed in the technical specifications, including the price of the supply or service, delivery cost to the location, installation, maintenance, assembling, packaging, equipment, cleaning of the site and surroundings, administrative and management costs and any other related costs. No extra costs shall be recognised by the EUAA.

For maintenance services and call-outs, the minimum intervention to be charged will be one man-hour (maximum two technicians), irrespective of the shorter duration of each specific intervention. Any additional time worked will be calculated on a pro-rata basis to the nearest half hour of the hourly rate indicated in the financial offer. One hour of work equals 60 minutes and one day of work equals 8 hours (with a maximum of 30 minutes lunch break excluded from the 8 hours).

Price revision is applicable according to Article I.5.2 of the draft contract. Prices of items in the catalogue provided with the tender may be updated up to four times per year, with the contractor giving immediate written notice to the EUAA. The EUAA shall accept or refuse updates within one calendar month. In case of refusal, the old catalogue applies.

Delivery and Performance Terms

Place of Delivery

All supplies and services must be delivered to the EUAA premises in Malta, specifically:

• EUAA Headquarters: Block A, B and C, Winemakers Wharf, Grand Harbour, Valletta, MRS 1917, Malta
• EUAA Trident: Office No. 3 (levels 1, 2, 3 and 4) and Office No. 2 (Level 1), Notabile Gardens, Mdina Road, Zone 2, Central Business District, Birkirkara CBD 2010, Malta
• Any other premises in the Maltese Islands that might be annexed in the future

Delivery Terms and Timeline

The contractor shall deliver any supplies or services under the framework contract within a maximum time limit of 12 weeks from the signature of the order form by both parties, unless a different date is specified in the order form or justified exceptional circumstances exist such as force majeure disrupting the supply chain. The contractor must notify the contracting authority of the exact delivery date at least 3 working days in advance.

Deliveries shall be made directly to the agreed EUAA reception points in Malta and/or any location requested by the EUAA. Deliveries are not to be left on the ground floor but must be taken to the required floor and office. Supplies shall be delivered in accordance with Incoterms 2010 DDP (Delivery Duty Paid) on any working day during normal working hours (Monday to Friday from 08:00 to 17:00) following communication with the designated EUAA staff representative. Provision of supplies must be constant throughout the whole year except for public holidays and weekends.

Ordering Procedure

The EUAA will make requests via email prior to ordering items. The exact supplies or services, their quantity and exact size (if applicable) will be communicated to the contractor prior to issuing an Order Form. Within 3 working days of receiving an order form, the contractor must either send back the signed and dated order form by email or provide an explanation of why it cannot accept the order.

The contract foresees no commitment as to the exact quantities to be ordered by the contracting authority and no minimum value order can be expected or required by the contractor. Upon delivery of all supplies requested, the contractor must notify the EUAA and provide a signed Acceptance Report via email. The EUAA shall verify the delivery and send the co-signed Acceptance Report within a maximum of 10 working days following receipt, unless otherwise agreed.

Maintenance and Call-Out Services

Preventive maintenance shall be performed upon the EUAA's request at least once per year or more frequently if required by the EUAA, manufacturer instructions or applicable local legislation. The timing and schedule shall be agreed with the EUAA starting from the date following signature of the Order Form.

Corrective maintenance is planned maintenance performed to correct a weakness or failure of a system or equipment. After detection, corrective maintenance must be performed and shall consist of repair and/or replacement of faulty components and verification of the repair action.

Emergency call-outs shall be performed from Monday to Friday during working hours from 07:00 to 17:00, within a maximum response time of 4 hours from being alerted of the need, unless otherwise agreed with the EUAA. After the call-out intervention, the contractor must draw up and send to the EUAA a call-out report. In case damages are not minor or could not be repaired within the predetermined 4-hour time limit, the contractor must inform the EUAA without delay.

Preventive and corrective maintenance shall be performed according to the following schedule: normal working hours from Monday to Friday between 07:00 and 17:00 (except for EUAA public holidays); outside normal working hours Monday to Friday from 06:00 to 07:00 and/or 17:00 to 19:00, which includes delivery of services during weekends (Saturday and Sunday) and EUAA public holidays from 06:00 to 19:00.

Warranty and Quality Assurance

A minimum 2-year guarantee applies to all materials, spare parts, replacement parts and services (labour) carried out. The contractor provides technical support during these 2 years, covering at its own expense replacement of defective parts, labour and visiting costs to EUAA premises.

The contractor shall be responsible for making good any defect in or damage to any part of the services, deliveries or supplies which may appear or occur during the warranty period and which results from the use of defective materials or parts, faulty workmanship, services or design of the contractor, or from any act or omission of the contractor during the defects liability period. The contractor shall repair any defect or damage at its own cost as soon as practicable and shall not be entitled to reimbursement of costs.

Quality of products and reliability of services must remain consistent throughout the contract duration. The EUAA requires an automatic return policy to be applied to all goods that are damaged during delivery or not supplied to the quality or exact type ordered. The automatic return policy procedure shall remain valid during the entire duration of the framework contract.

The EUAA gives particular importance to the purchase of environmentally friendly items. Any packaging shall be adapted to the size of the delivered supply and be as environmentally friendly as possible such as the use of biodegradable packing materials, recyclable materials and corrugated cardboard products.

Additional Requirements and Obligations

The contractor must comply with all applicable rules and regulations in force in Malta, including health and safety measures. The contractor must avoid disruption to day-to-day operations at the EUAA premises as much as possible. The contractor is responsible for the safety of its staff and must ensure that all staff working on its behalf, including subcontractors, possess the necessary skills, qualifications and experience to perform all tasks properly.

The contractor must provide all required material, tools, instruments and equipment required to complete required supplies and services to the EUAA's satisfaction. The contractor must take all necessary steps to prevent damage to buildings or installations and report to the contract manager without delay any irregularities detected that might be hazardous to persons, premises or property. Any parts of systems and installations, parts of the EUAA premises or equipment damaged during maintenance or call-outs shall be repaired, replaced or restored to its original condition at no cost for the EUAA.

The contractor's staff are required to follow EUAA security instructions and always wear the badge in a visible place. The EUAA reserves the right to require the contractor to withdraw and replace immediately a member of its staff without having to state its reasons and without consequence to itself. The contractor must use English as the working language in communication with the EUAA and accept all tasks ordered that are compatible with the contract.

The contractor must not start work on any tasks without a prior order form that has been duly and correctly signed by the EUAA representative. The contractor must comply with Maltese health and safety legislation, follow all other instructions issued by the EUAA and internal rules, particularly regarding access to buildings. The contractor must observe discretion and confidentiality with regard to its assignments and submit all documents and supporting materials relating to contract execution on request by the EUAA representative.

Waste Management and Environmental Responsibility

The contractor is responsible for disposing of the waste it generates during contract implementation. Hazardous waste must be removed at the contractor's expense in accordance with current environmental legislation and all relevant certificates must be submitted to the contracting authority. The contractor must dispose of waste at appropriate bins or containers. It may be agreed by the EUAA that the contractor may use the bins provided at the EUAA premises, in which case the contractor shall respect the recycling scheme in place.

The contractor is responsible to dispose of waste generated during the implementation of the contract, including cleaning of the site and surroundings and carting away of debris as required. The contractor must ensure that the site is always left clean and tidy, both during and after services are carried out. Failing to do this, the EUAA reserves the right to appoint a third-party contractor to clean the site of any debris and waste material, and any costs incurred by the contracting authority in this respect shall be charged to the contractor.

Data Protection and Confidentiality

If processing a reply to the invitation to tender involves the recording and processing of personal data such as name, address and CV, such data will be processed pursuant to Regulation (EU) 2018/1725 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies. Unless indicated otherwise, any personal data will be processed solely for evaluation purposes under the call for tenders by the EUAA acting as data controller. ⁴

The tenderer's personal data may be registered in the Early Detection and Exclusion System (EDES) if the tenderer is in one of the situations mentioned in Article 138 of the Financial Regulation. Tenderers may exercise their rights under Regulation (EU) 2018/1725 by contacting the data controller at tenders@euaa.europa.eu by explicitly specifying their request.

Joint Tenders and Subcontracting

Economic operators can submit a tender either as a sole economic operator or as a group of economic operators (joint tender). In either case, subcontracting is permitted. Tenders must be drawn and submitted in complete independence and autonomously from other tenders.

A natural or legal person cannot participate at the same time and for the same lot within the same procedure either as member of two or more groups of economic operators or as a sole tenderer and member of another group. In such case, all tenders in which that person has participated will be rejected.

In a joint tender, all group members assume joint and several liability towards the EUAA for the performance of the contract as a whole. Group members must appoint from among themselves a group leader as a single point of contact authorised to act on their behalf. All group members must sign an Agreement or Power of Attorney. The joint tender must clearly indicate the role and tasks of each group member.

Subcontracting is permitted. Tenderers must indicate the proportion of the contract they intend to subcontract and identify subcontractors meeting certain conditions, including those on whose capacities the tenderer relies to fulfil selection criteria and those whose intended individual share of the contract is above 20 percent. Each such subcontractor must provide a commitment letter signed by its authorised representative.

Contact and Communication

Contacts between the contracting authority and tenderers are prohibited throughout the procedure save in exceptional circumstances. Upon request, the contracting authority may provide additional information solely for the purpose of clarifying the procurement documents. Any request for additional information must be made in writing only through the F&T Portal by clicking Create a question in the Questions and answers section.

The contracting authority is not bound to reply to requests for additional information received less than six working days before the time-limit for receipt of tenders. The contracting authority may, on its own initiative, inform interested parties of any error, inaccuracy, omission or any other type of clerical error in the text of the procurement documents. Any additional information will be published at the F&T Portal link. It is the economic operator's responsibility to check for updates and modifications during the submission period.

An on-site visit (not mandatory to attend) is planned to take place on 20 May 2026 at 12:30 at the EUAA premises (Block A, Winemakers Wharf, Grand Harbour, MRS 1917, Valletta, Malta). In order to attend the site visit, potential tenderers must communicate the full name, date of birth, nationality and ID or passport number of their representatives at least two working days in advance to tenders@euaa.europa.eu.

Portal and Submission Access

All procurement documents are available in the EU Funding and Tenders Portal at Link to Tender. Subscription to the call for tenders at this link allows interested economic operators to receive email notifications when new information or documents are published. Subscription is free of charge and does not involve any commitment to submit a tender.

For detailed instructions on how to submit a tender, consult the eSubmission Quick Guide available at the portal. The supported browsers, file types, size of attachments and other system requirements can be consulted in the system requirements documentation. In case of technical problems, contact the eSubmission Helpdesk as soon as possible.

Key Documents to Download

The following documents are available for download from the F&T Portal:

• Invitation to tender
• Tender Specifications Part 1: Administrative Specifications
• Tender Specifications Part 2: Technical Specifications
• Financial Offer Form (SSF 7) for Lot 1
• Financial Offer Form (SSF 7) for Lot 2
• Draft Framework Contract
• Annex A: Malta Public Holidays
• Annex B: Acceptance Report
• Annex C: Time Sheet
• Standard Submission Forms (SSF)

Important Notes for Applicants

Submission of a tender implies acceptance of all the terms and conditions set out in the procurement documents and, where appropriate, waiver of the tenderer's own general or specific terms and conditions. The submitted tender is binding on the tenderer to whom the contract is awarded for the duration of the contract.

The contracting authority is not bound to reply to the invitation to tender. The contracting authority's contractual obligation commences only when the contract with the successful tenderer is signed by both parties. Up to the point of signature of the contract, the contracting authority may cancel the procurement procedure without tenderers being entitled to claim any compensation. Any such decision must be substantiated and the tenderers notified.

All costs incurred for the preparation and submission of tenders as well as for attending the opening session are to be borne by the tenderers and will not be reimbursed. The quantities specified in the financial offer form are estimates only and not binding in any way on the contracting authority. They will be used merely for evaluation purposes and can be increased or decreased as the case may be at the discretion of the EUAA during contract implementation.

If a tenderer to whom the contract is awarded has established debt owed to the Union, the European Atomic Energy Community or an executive agency when the latter implements the Union budget, such debt may be offset against any payment due under the contract in line with Articles 101(1) and 102 of Regulation (EU, Euratom) 2024/2509.

Footnotes

1. 1The framework contract is a mechanism for future repetitive purchases. The signature of a framework contract does not impose an obligation on the EUAA to conclude specific contracts with the contractor. The framework contract will be concluded with one contractor per lot.
2. 2Emergency call-outs during working hours between 07:00 and 17:00 must be responded to within a maximum of 4 hours from being alerted. Call-outs outside normal working hours and on weekends and public holidays are also available from 06:00 to 19:00 but with different response time arrangements to be agreed with the EUAA.
3. 3It is critical to ensure tenders are submitted well before the deadline. Tenderers are invited to get familiar with the eSubmission system and system requirements, particularly the accepted file formats, well in advance to avoid technical issues. The system will not allow submission after the deadline.
4. 4Details concerning the processing of personal data are available in the privacy statement at Privacy Statement and at Data Protection Notice.