Provision of server room works for the EUDA

This is a tender notification for server room works at the European Union Drugs Agency (EUDA) located in Lisbon, Portugal, identified as EUDA/2025/OP/0012. The estimated contract value is €260,000, with a maximum execution period of four months. The tender was published on November 26, 2025, and the deadline for submissions is January 9, 2026, at 16:00 UTC. Bids will be opened on January 12, 2026, at 15:00 UTC.

The contract is a public procurement, open to organizations capable of delivering server room construction and installation services. While the eligibility for small and medium-sized enterprises (SMEs) might be limited, they can still apply. The opportunity allows for individual submissions or joint tenders (consortia), as indicated by the documents that mention provisions for subcontractors and collaboration.

The expected work involves installation services as categorized under the main CPV code 42512000, which refers specifically to installation and assembly works related to server room infrastructure. The project will not support research or developmental tasks; it focuses solely on executing the construction specified in the tender.

Applicants must submit their proposals electronically through the Funding and Tenders Portal. A Personal Identification Code (PIC) is required for participation. The evaluation process involves the qualification and selection of bids based on technical capability, financial stability, quality, and pricing criteria. There is no co-funding requirement from the applicants; the contract is solely financed by EU funds.

Potential bidders are encouraged to download available documents, which include the invitation to tender, technical specifications, financial forms, and contracts for review before preparing their submissions. Important deadlines include the final date for inquiries by December 23, 2025, and guidelines for electronic submissions, including file requirements and system compatibility with browsers like Google Chrome and Mozilla Firefox.

The nature of this tender reflects standard EU procurement practices aimed at ensuring transparency and competitive pricing. There are no specific historical success rates mentioned, nor are there requirements for co-funding from successful applicants.

This is a call for tenders for the provision of server room works for the premises of the European Union Drugs Agency (EUDA) in Lisbon. The procedure identifier is EUDA/2025/OP/0012. The submission method is electronic and the procedure type is an open procedure. The estimated total value of the tender is 260,000 EUR. The TED publication date is 26/11/2025. The lead contracting authority is the European Union Drugs Agency. The main classification (CPV) code is 42512000, which refers to air-conditioning installations. The nature of the contract is supplies, and the maximum contract duration is 4 months. The award method is based on the best price-quality ratio. There is no framework agreement associated with this tender.

Key milestones include:
TED publication date: 26/11/2025
Date and time of public opening: 12/01/2026 15:00 Europe/Lisbon
Deadline for receipt of tenders: 09/01/2026 16:00 Europe/Lisbon
Deadline for submitting questions: 23/12/2025 08:00 Europe/Lisbon. The contracting authority is not bound to reply to questions submitted after this date.

The following documents are available for download:
Invitation to tender Invitation letter, published on 26/11/2025, Version 1, No translations available.
Tender Specifications, published on 26/11/2025, Version 1, No translations available.
Appendix 1 Technical specifications in Portuguese, published on 26/11/2025, Version 1, No translations available.
Appendix 2 Server room layout, published on 26/11/2025, Version 1, No translations available.
Appendix 3 Financial Proposal Financial offer form, published on 26/11/2025, Version 1, No translations available.
Appendix 4 Draft Contract, published on 26/11/2025, Version 1, No translations available.
Appendix 5 List of identified subcontractors, published on 26/11/2025, Version 1, No translations available.
Appendix 5.1 Letter of commitment by identified subcontractor, published on 26/11/2025, Version 1, No translations available.
Appendix 5.2 Letter of commitment by an entity on whose capacities is being relied, published on 26/11/2025, Version 1, No translations available.
Appendix 6 Tenderer s Checklist, published on 26/11/2025, Version 1, No translations available.

Submissions must be sent exclusively via electronic submission.

FAQ information includes:
How to proceed if the system is slow or doesn’t work while uploading/downloading documents: Use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies.
Which Internet browsers does eSubmission support: Use the latest versions of Google Chrome or Mozilla Firefox. Refer to the System Requirements link for the most up-to-date technical recommendations.
Is it possible to view the details of the submission after the deadline: No, the content of the submission is not accessible after the deadline due to system encryption.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal: Submissions can be found in ‘My Submission(s)’.
Which size should attachments have: Attachments must be less than 50 MB in size.
How should I name attachments in eSubmission: Follow the System Requirements for attachment naming.
Can I submit a video in eSubmission? Which formats are supported: Check the System Requirements of eSubmission.
I received an invitation from the F&T Portal but cannot view the procurement documents: Select an organisation in the F&T Portal under “My Invitations”.
Do I need to validate my PIC in order to submit a tender in eSubmission: A Personal Identification Code (PIC) is mandatory for participation as a sole candidate/tenderer or as a member of a group (consortium).
I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do: Ensure the file follows the technical requirements of the system.
How many attachments can I upload per submission: The system allows a maximum of 200 files per tender.
Why do tenderers need a PIC: A PIC is mandatory to submit a tender or a request to participate.
How do I register my organisation and get a Participant Identification Code (PIC): Check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.
How many languages does the system support: The system supports all 24 official EU languages.
Which is the character set encoding in the system: The character set encoding is UTF-8.
Does the system use encryption to ensure the integrity and the confidentiality of the information: Yes, the system encrypts all uploaded documents using an asymmetric key.
Which file types does the system support: The supported file types depend on the type of submission. The allowed file types are specified within the system requirements.
Can I view and edit my draft submission: Yes, until the submission deadline.
In the submission report, under the name of our entity, "Legal form: UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission: No, it is just a display issue.
I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent: No, this is an auto-generated notification.

In summary, this is an invitation to tender for companies to bid on a project involving server room works at the European Union Drugs Agency (EUDA) in Lisbon. The EUDA is seeking a contractor to provide supplies and potentially install air-conditioning and related infrastructure for their server room. The tender is an open procedure, meaning any qualified company can submit a bid. The estimated value of the project is 260,000 EUR, and the contract is expected to last for a maximum of four months. The selection of the winning bid will be based on a combination of price and quality. Interested companies must submit their tenders electronically by January 9, 2026. The tender documents, including technical specifications, financial proposal forms, and a draft contract, are available for download. A PIC (Participant Identification Code) is mandatory for participation. The eSubmission system supports various file types and encrypts uploaded documents for security.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that eligible applicants include companies, firms, and other organizations capable of providing server room works. Subcontractors are also mentioned, suggesting that both individual entities and consortia may be eligible.

Funding Type: The funding type is procurement, specifically a service contract for the provision of server room works.

Consortium Requirement: The tender documents mention subcontractors and letters of commitment, suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender by the European Union Drugs Agency (EUDA), it is likely open to entities within the EU and possibly the EEA.

Target Sector: The target sector is infrastructure and construction, specifically related to server rooms and air-conditioning installations.

Mentioned Countries: Portugal is mentioned because the server room is located in Lisbon and Appendix 1 contains technical specifications in Portuguese.

Project Stage: The project is at the implementation stage, requiring the provision of server room works.

Funding Amount: The estimated total value of the tender is 260,000 EUR.

Application Type: The application type is an open call for tenders, with electronic submission.

Nature of Support: Beneficiaries will receive money in exchange for providing the contracted services (server room works).

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

Success Rates: The success rates are not mentioned.

Co-funding Requirement: Co-funding requirements are not mentioned.

Summary:

This is an invitation to tender (EUDA/2025/OP/0012) published by the European Union Drugs Agency (EUDA) for the provision of server room works at its premises in Lisbon. The procedure is an open procedure with electronic submission. The estimated total value of the contract is 260,000 EUR, and the maximum contract duration is four months. The award method is based on the best price-quality ratio. The TED publication date was 26/11/2025, and the deadline for receipt of tenders is 09/01/2026 at 16:00 Europe/Lisbon. The contracting authority is not bound to reply to questions submitted after 23/12/2025 at 08:00 Europe/Lisbon. The tender documents include an invitation letter, tender specifications, technical specifications in Portuguese, server room layout, financial proposal form, draft contract, list of identified subcontractors, letters of commitment by subcontractors and entities, and a tenderer's checklist. Tenderers must submit their proposals electronically. The eSubmission system supports various file types and has specific requirements for attachment names and sizes (less than 50 MB). The system is multilingual, supporting all 24 official EU languages, and uses encryption to ensure the integrity and confidentiality of the information. A Personal Identification Code (PIC) is mandatory for participation. The system supports Google Chrome and Mozilla Firefox.