Services de maintenance d’équipements pour structures de restauration de collectivités

Open European Commission tender EC-OIB/2026/OP/0005 for preventive and corrective maintenance of catering, kitchen, cafeteria and laundry equipment across institutional sites in Brussels, split into two lots covering Commission/Joint Services/European Schools (Lot 1) and European Parliament sites (Lot 2). The procedure is an open call to establish a framework agreement (initial 24 months, renewable up to 48 months) awarded on the lowest price and submitted electronically via the EU Funding & Tenders Portal with deadline 22/09/2026 15:00 Europe/Brussels. Tenderers must meet exclusion, legal, financial and technical selection criteria including minimum turnover and references, certified refrigeration and electromechanical staff, VCA/HACCP safety evidence, and deliver a GMAO and 24/7 refrigeration support.

Ce que finance / couvre

Contrat-cadre de prestations de maintenance préventive et curative (interventions, pièces, gestion de parc, GMAO, collecte et valorisation des déchets) sur équipements de restauration, cuisine, cafétéria et laverie pour sites institutionnels à Bruxelles (Commission, Parlement, services conjoints, écoles, etc.). Le marché est structuré en lots institutionnels distincts.

Qui peut soumissionner

Entreprises de maintenance d’équipements de restauration et frigorifiques (fournisseurs de services techniques, frigoristes, équipes de maintenance multi‑compétences). Les soumissionnaires doivent démontrer capacités légales, économique, financière et technique (CVs, références, enregistrements frigoristes, certifications sécurité/hygiène, GMAO, etc.).

Principaux éléments contractuels

Procédure ouverte pour un accord‑cadre sans réouverture de la concurrence ; nature:services ; mode d’attribution : prix le plus bas. Fourniture via contrats spécifiques / bons de commande sur la durée du cadre.

Durée et forme du marché:Contrat‑cadre jusqu’à 48 mois (durée initiale 24 mois + possibilités de renouvellement). Accord‑cadre avec marchés spécifiques / bons de commande ¹.

1. 1Nature: maintenance préventive et curative, pièces détachées, GMAO, interventions de garde 24/7, évacuation/valorisation déchets frigorifiques
2. 2Type de prestataires: entreprises techniques, frigoristes certifiés, équipes multi‑sites
3. 3Exigences clés: enregistrement entreprise frigorifique, preuves d’expérience (marchés similaires, minimum de références et chiffres d’affaires), profils techniques (dispatcher, responsable technique, frigoristes habilités, techniciens électromécaniciens), certifications sécurité/hygiène (HACCP, VCA ou équivalent)

Le dossier de marché (lettre d'invitation, cahier des charges, annexes par lot, bordereaux financiers) précise les listes d'exploitations, le périmètre équipements et les critères de sélection/qualification. Les environnements contiennent équipements spécifiques (fours, chambres froides, lave‑vaisselle, convoyeurs, fontaines à eau) et des exigences réglementaires (F‑Gas, RGIE, hygiène, gestion déchets).

Soumettre une offre:Inscription nécessaire au Participant Register (PIC) et soumission via e‑Submission du portail Funding & Tenders. Toutes les pièces justificatives relatives aux critères de sélection doivent être incluses dans l’offre ¹.

• Ne pas oublier : déclaration d’honneur relative aux critères d’exclusion
• Preuves financières : bilans (3 derniers exercices) ou autres garanties si nécessaire
• Preuves techniques : CVs, attestations d’exécution d’au moins 5 marchés pertinents
• Exigences spécifiques par lot (ex. effectifs frigoristes BA4/BA5, habilitations électriques, VCA/HACCP)

Critères de facturation et rémunération:forfaits journaliers pour pièces consommables < €150 HTVA, prise en charge des pièces > €150 HTVA sur validation; facturation électronique possible; pénalités contractuelles détaillées pour retards et non‑conformités.

Footnotes

1. 1Fiche complète de la procédure et documents de marché disponibles sur le portail Funding & Tenders Fiche de l’appel EC-OIB/2026/OP/0005.

Services de maintenance d’équipements pour structures de restauration de collectivités (EC-OIB/2026/OP/0005)

Type of procedure:Open procedure (call for tenders), framework agreement (without reopening of competition). Lead contracting authority: Commission européenne, OIB - Office for Infrastructure and Logistics in Brussels. TED reference: 158/2026 570728-2026. CPV main classification: 50880000 - Repair and maintenance services of hotel and restaurant equipment.

Scope and objective:This procurement calls for preventive and corrective maintenance services for catering, kitchen, cafeteria and laundry equipment in collective catering structures and protocol sites. The tender is structured in two lots covering distinct institutional perimeters (Lot 1: Commission services, Joint Services and European Schools in Brussels; Lot 2: European Parliament sites in Brussels). Services include on-site preventive and corrective maintenance, spare parts supply and management, recovery and disposal/valorisation of waste (including refrigerants and hazardous waste) and provision of a computerized maintenance management system (GMAO) with a technician mobile application. The work is for multi-site institutional catering equipment (cafeterias, self-services, restaurants and some childcare kitchens) in the Brussels region.

1. 1Publication date (TED / F&T portal): 18/08/2026
2. 2Deadline for receipt of tenders (closing): 22/09/2026 15:00 Europe/Brussels
3. 3Date and time of public opening: 24/09/2026 10:30 Europe/Brussels
4. 4Maximum contract duration: 48 months (initial contract-cadre 24 months renewable twice)
5. 5Award method: lowest price
6. 6Submission method: Electronic via EU Funding & Tenders Portal (eSubmission) - EU Login required F&T Portal. ¹

Key administrative and commercial facts

Contract nature:services. Contracting authority: Commission européenne, OIB - Office for Infrastructure and Logistics in Brussels, acting as lead authority for an interinstitutional procurement (Commission, Joint Services, European Schools for Lot 1; Parliament for Lot 2). The contract will be implemented as a framework agreement without reopening of competition. Award criterion: price (100%). The contract is suitable for delivery by a commercial maintenance operator and may be executed by a single supplier or a group/consortium (rules on joint offers and powers of attorney apply).

Important dates and milestones

• TED / F&T publication date: 18/08/2026
• Deadline for questions to contracting authority (no obligation to answer questions submitted after): 14/09/2026 23:59 Europe/Brussels
• Tender submission deadline: 22/09/2026 15:00 Europe/Brussels (eSubmission)
• Public opening (virtual): 24/09/2026 10:30 Europe/Brussels
• Documents published (Annexes, draft contract, financial schedules): 18/08/2026

Eligible applicant types and legal/operational requirements

Eligible applicants:commercial maintenance companies (including SMEs), large enterprises, specialist maintenance firms, social economy operators where applicable, groupings/consortia of economic operators and subcontractors. Public bodies may not be excluded but must meet selection criteria. The tender documents require proof of legal registration, financial capacity, technical capacity, certificates and staff profiles (see Annex I - Check-list des documents).

Mandatory compliance and selection highlights:The tender requires: evidence of legal registration and, for refrigeration works, registration of the company and technicians in accordance with the Brussels regional regulations on refrigeration technicians; three years of audited accounts or equivalent evidence of financial capacity; minimum average specific annual turnover thresholds (Lot 1: €1,750,000; Lot 2: €1,600,000) or equivalent guarantees; minimum past performance references (at least five relevant contracts over the last three years totalling minimum amounts: Lot 1: €1,500,000; Lot 2: €1,400,000); CVs and certificates for key staff (dispatcher, technical manager, specialized refrigeration technicians with F‑Gas and electrical BA4/BA5 as required, electromechanics/convoyer specialists, technicians for water fountains, HACCP training, VCA or equivalent safety certification, prevention advisor affiliation). All supporting documents listed in the check-lists (Annexe I - Lot 1 and Lot 2) must be uploaded in eSubmission. The PIC is mandatory for organisational identification.

Geographic eligibility and locations

Beneficiary scope and locations:The procurement is targeted at suppliers able to operate in the Brussels-Capital Region and surrounding area. The contract covers multiple buildings and sites listed in Annex II.1 (examples: Rue de la Loi, Berlaymont, Montoyer, Madou, Parliament buildings including Spinelli, Antall, and other Parliament sites). The lead authority is based in Belgium, and many operational and regulatory requirements reference Belgian law (e.g., registration of refrigeration companies under Brussels regional rules).

Target sector and project stage

Target sector:building services and maintenance for institutional catering infrastructure (facility management, kitchen equipment, refrigeration systems, laundries, conveyors, hélix descenders, water fountains, specialty coffee machines, wash systems). Project stage: operational service delivery and long-term maintenance (ongoing operation, preventive maintenance, corrective maintenance, spare parts management, asset end-of-life removal and environmental valorisation).

Procurement model, funding and award

This is a procurement (tender) following an open procedure. Financial mechanism:public procurement service contract (framework agreement). Award method: lowest price. The framework allows specific contracts to be placed against the framework for the sites and services described. Estimated total value: not explicitly stated in the call notice (documents list an Estimated total value field but no figure published).

Nature of the contract and payments:The contract is for services (maintenance). Payments are operated under public procurement payment rules and VAT rules applicable to contracts with the Commission. Invoices are submitted electronically and paymen ts are processed within the limits set by the contract (30 days for approval and payment of accepted invoices, subject to suspension for checks).

Consortium requirement & subcontracting

The procedure accepts offers submitted by a single legal entity or by a group/consortium (joint tender). In the case of a joint offer without a separate legal entity, a power of attorney and joint & several liability agreement appointing a lead partner (chef de file) must be provided. Subcontracting is permitted; subcontractors with roles greater or equal to thresholds must be declared and documented; the contracting authority reserves the right to require the same selection documents for key subcontractors.

Application method and stages

Application type:Open call for tenders with electronic submission via the EU Funding & Tenders Portal (eSubmission). Applicants must have an EU Login and Participant Identification Code (PIC). Submission is a single-stage tender submission to the portal. After submission the authority performs evaluation, may request clarifications and then awards the framework agreement and specific contracts. The tender includes a public opening event (virtual).

1. 1Application portal: EU Funding & Tenders Portal (eSubmission) - EU Login and PIC mandatory F&T Portal. ¹
2. 2Submission format: electronic attachments (<= 50 MB per file; up to 200 attachments; follow eSubmission System Requirements)
3. 3Language(s): Documents published in French; offers may be submitted in any official EU language (check call for requested language rules)
4. 4Questions Q&A: via portal 'Questions and answers' tab; authority not bound to reply to questions submitted after the stated cut-off (14/09/2026 23:59 Europe/Brussels)

Templates & application structure (what to prepare)

The tender provides a comprehensive set of annexes and templates that must be used or completed and uploaded with the bid. Key documents published on 18/08/2026 include: Invitation letter; Annexe I (Check-list documents) for Lot 1 and Lot 2; Annexe II (Clauses administratives et techniques) for Lot 1 and Lot 2 which specify technical, safety, GMAO and reporting requirements; Annexe II.1 (Indicative address lists for sites per lot); Annexe II.2 (Indicative list of equipment types); Annexe III (Financial offer forms) for Lot 1 and Lot 2; Annexe IV (draft contract and appendices).

Application file structure (minimum, as per Annex I check-lists):Identification of tenderer and legal documents; Declaration on honour (exclusion criteria) using published model; Evidence of registration as refrigeration technical company (Brussels regional registration if performing refrigeration works); Financial statements or statements for last three years, turnover confirmation against specified minima; List of relevant contracts (5+ contracts over last 3 years with amounts and references); CVs and certificates for required profiles (dispatcher, technical manager, refrigeration technicians with certificates and BA4/BA5 as specified, electromechanical and conveyor specialists, water fountain technicians with training in water hygiene, HACCP evidence); VCA or equivalent safety certification; proof of prevention advisor or affiliation to prevention service; completed financial offer form (Annexe III); joint offer agreement (if applicable); subcontractor declarations and letters of intent (if applicable).

Technical deliverables and operational requirements

The technical annexes (Annexe II Lot 1 and Lot 2) detail a broad set of requirements including: preventive maintenance schedules by equipment type, curative maintenance response and resolution times tied to Severity 1–4 classification, mandatory on-call 24/7 reachable refrigeration technician with F‑Gas certificate, minimum dedicated staffing levels, mandatory GMAO (computerised maintenance management system) with web interface and technician mobile app, stock and tooling obligations, reporting (daily technicians’ hours, weekly parts ordered, monthly preventive reports, quarterly meetings, annual report), environmental and refrigerant handling obligations (registers, recovery, transport and documentation), waste traceability and valorisation for end-of-life catering equipment, safety and personnel requirements (HACCP training for staff entering food zones), and contractual sanctions/penalties for non-performance.

1. 1GMAO: Supplier must deliver a web-based CMMS within 3 months of contract signature, hosted inside EU, bilingual (FR/EN), with data export and user access for procuring entity; mobile app capable of offline operation for technicians.
2. 2Staffing: minimum profiles and numbers listed in the specification (dispatcher, technical manager, refrigeration technicians with BA4/BA5 electrical authorisations as specified, electromechanical technicians, fountain technicians with specific certificates).
3. 3Parts & consumables: pricing rules (for items ≤ €150 HT a daily flat-rate per technician may apply; items > €150 HT require prior approval and will be invoiced at recommended retail price; items > €2,000 HT require a detailed quote).
4. 4Reporting and sanctions: monthly and annual reporting obligations and a list of fixed contractual penalties for missed deadlines, missing reports, failure to provide GMAO, failure to deliver parts within declared windows, incorrect reporting, safety breaches, etc.

Project stage and expected maturity

This opportunity is for operational service delivery and sustained maintenance and asset management. The procuring entity expects fully operational service providers with proven multi-site maintenance experience, established supply chains for spare parts and consumables, certified refrigeration engineers, and proven capability to deliver a GMAO, field mobility and reporting capabilities at contract start.

Funding amount and co-funding

Estimated total contract value is not published in the call notice. The tender documents include indicative volumes in the financial schedule (Annexe III) to help tenderers price their offers; these are indicative and the contracting authority will not guarantee minimum purchase volumes. No co-funding by the supplier is required; the contract is a paid services procurement where the contracting authority pays for services and approved spare parts under the pricing rules.

Application stages and evaluation

Application stages:single-stage tender submission (1). The authority will first verify exclusion and selection criteria (completeness, legal, financial and technical capacity) then evaluate tenders on the basis of price and compliance with the technical specification. Clarifications may be requested during evaluation. After evaluation, award of the framework agreement(s) will follow and specific contracts may be signed against the awarded framework agreement. There is a public opening event and a formal notification process for award.

Success rates:The call does not disclose historical success rates. Framework agreements in public procurement are competitive; only a limited number of suppliers will typically be awarded. Because award is by lowest price, competitive pricing and strict compliance with technical and selection criteria are critical.

Success and co-funding risks

There is no co-funding requirement for the tenderer. Risk factors for bidders include:failure to provide the required registrations/certificates (refrigeration registration, BA4/BA5 electrical authorisations where required), inadequate financial capacity or negative financial history, insufficient relevant references (minimum numbers and amounts), inability to deliver the GMAO within the 3 month deadline, insufficient staffing profiles, non-compliance with environmental and waste-traceability obligations, inability to provide documented evidence of VCA or equivalent safety management, failure to sign the required joint-offer agreements where relevant, and late or non-compliant electronic submission.

Templates and mandatory forms (overview / structure)

Key template documents published with the call:Invitation to tender (Lettre invitation à soumissionner), Annex I check-lists for Lot 1 and Lot 2 (document checklist), Annex II Clauses administratives et techniques (Lot 1 and Lot 2) including II.1 list of sites and II.2 list of equipment types, Annex III financial offer forms for Lot 1 and Lot 2 (Excel), Annex IV draft contract and appendices, and various technical annexes (lists of addresses, equipment lists). Tenderers must complete the check-lists and financial schedules and upload them to eSubmission in the prescribed fields. Joint-offer agreement template and sub-contracting templates are included.

1. 1Annex I - Check-list des documents (Lot 1 and Lot 2): document-by-document upload checklist (identification, declarations of honour, financial statements, turnover declaration, references, CVs & certificates for required profiles, VCA certificate or equivalent, subcontractor letters of intent, mandates for joint offers).
2. 2Annex II - Clauses administratives et techniques (Lot 1 and Lot 2): full technical spec, preventive maintenance frequencies, staffing levels, GMAO requirements, reporting, environmental & refrigerant handling rules, penalties table.
3. 3Annex II.1 - Liste indicative adresses exploitations: site lists per lot to be serviced.
4. 4Annex II.2 - Liste type équipements: indicative inventory and typical equipment types per site.
5. 5Annex III - Bordereau de soumission financier (Lot 1 and Lot 2): financial offer form (Excel) with sections for labour, parts, travel, GMAO fee, day rates, flat-rate rules for small parts (<= €150 HT) and pricing rules for expensive parts (> €150 HT, > €2,000 HT).
6. 6Annex IV - Draft contract and appendices: framework agreement contract text to be signed, model for specific contracts and appendices on security.

When preparing a bid, ensure exact compliance with the statutory documents required in Annex I (signed declaration on honour with published model, company registration proof, refrigeration company registration where applicable, certified CVs for the named staff profiles, proof of VCA or equivalent and insurance).

Other important operational obligations

Safety and security:the tender requires safety management and evidence (VCA or equivalent), compliance with Belgian law on workplace safety and prevention, and availability of prevention advisor/affiliation to an external prevention service. Security checks for staff and access cards may be required (background checks) for personnel accessing Commission sites in Belgium. Environmental obligations: refrigerant handling, registers of refrigerant-containing equipment, recovery and transport of hazardous waste, annual reporting on valorisation of end-of-life equipment and proof of disposal/valorisation.

How to apply (practical checklist):1. Register organisation in the EU Participant Register and obtain a PIC (if not already registered); 2. Create EU Login account; 3. Subscribe to call on Funding & Tenders Portal and download all annexes (Annex I - III, draft contract); 4. Prepare documents per Annex I check-list, completed financial forms (Annex III), CVs and technical evidence, certifications (refrigeration, safety, HACCP), proof of turnover and audited accounts or equivalent guarantees; 5. Complete eSubmission offer package, name files per eSubmission requirements and upload before the deadline; 6. Monitor portal Q&A and respond to any clarifications requested during evaluation.

Success factors for bidders

1. 1Strict compliance with Annex I check-list and required certificates (refrigeration registration, BA4/BA5 where required, VCA or equivalent, HACCP evidence).
2. 2Accurate and complete financial offer in Annex III matching eSubmission totals (authority will rely on the Annex III totals if discrepancy).
3. 3Demonstrable multi-site maintenance experience with references matching the minimum requirements (number of contracts and cumulative values).
4. 4Readiness to deliver the GMAO and technician mobile app within three months and to host data within the EU.
5. 5Competitive pricing aligned to the award criterion (lowest price) while meeting all technical obligations and guarantees.

Concluding summary

This procurement is a standard institutional public tender from the European Commission (OIB) for comprehensive preventive and curative maintenance of catering, kitchen, cafeteria and laundry equipment for multiple public catering sites in the Brussels region (Commission, Joint Services, European Schools and Parliament). It is structured as a framework agreement (two lots), awarded on the basis of lowest price, and requires strong technical, safety and financial capacity (including refrigeration registrations, qualified refrigeration technicians and GMAO delivery). Tenderers must submit complete electronic bids via the Funding & Tenders Portal using the official templates and must comply with the detailed administrative and technical clauses in Annex II. The procurement emphasises technical quality, regulatory compliance (F‑Gas, RGIE, HACCP), environmental handling of refrigerants and waste, robust GMAO and thorough reporting. Follow the Annex I check-lists and Annex III financial templates carefully, and ensure timely electronic submission through eSubmission. ¹

Footnotes

1. 1Portal link and application guidance: EU Funding & Tenders Portal - Opportunities, tender details and eSubmission system: Funding & Tenders Portal.

Services de maintenance d’équipements pour structures de restauration de collectivités is an open European Commission procurement under procedure EC-OIB/2026/OP/0005 for preventive and corrective maintenance of catering, kitchen, cafeteria and laundry equipment used in collective and protocol catering facilities. The tender is split into two lots for Brussels sites of the Commission, the joint services of the European Economic and Social Committee and the Committee of the Regions, the European Schools, and the European Parliament. [1]

Core procurement facts

The portal data indicate that the operative tender deadline is 22 September 2026 at 15:00 Brussels time, so any earlier scraped deadline should be treated as inconsistent with the authoritative notice. [1]

Who can apply

Any economic operator able to meet the exclusion, legal, financial and technical selection criteria may submit a tender, either alone or as part of a consortium. Subcontracting is allowed, but subcontractors linked to material parts of the work must be identified and may have to provide their own evidence of eligibility. EU Login and a Participant Identification Code are required for electronic submission, and only one offer per lot per tenderer is considered. [1]

What the contract covers

The contract covers preventive and corrective maintenance of equipment for collective catering, including kitchen, cafeteria and laundry installations. The invitation letter describes the market as interinstitutional and notes that Lot 1 covers the Commission, the European Economic and Social Committee and the Committee of the Regions, together with the European Schools in Brussels, while Lot 2 covers the European Parliament in Brussels. [1]

Eligibility and selection requirements

Key documents and compliance points

• Signed declaration on honour on exclusion grounds for each bidder and, where applicable, for each consortium member and subcontractor
• Proof that the bidder is registered as a refrigeration company under the Brussels Capital Region decree of 22 March 2012, and the same for any subcontractor performing refrigeration work
• Financial statements for the last 3 years or equivalent proof, showing a positive annual result before tax or alternative evidence of financial capacity
• List of major comparable contracts with certificates of good execution and contact details for the recipients
• Curriculum vitae and professional certificates for the required dispatcher, technical manager and specialist technicians
• Proof of VCA certification or equivalent
• Proof of Belgian wellbeing at work compliance through an internal prevention adviser or external prevention service
• Completed financial offer form and, where relevant, consortium mandate and subcontractor commitment letters

Commercial and contractual features applicants should note

The framework agreement is initially concluded for 24 months and can be renewed twice, bringing the maximum duration to 48 months. The invitation also states that within three years after signature the contracting authority may use a negotiated procedure for up to 50 percent of the initial contract value to buy repeat similar services, subject to the financial rules cited in the invitation. [1]

This is a procurement contract rather than a grant, so no EU funding rate applies. Payment will follow the prices submitted in the financial offer and the detailed price structure in the tender documents, which include labour, spare parts and consumables components. [1]

Practical assessment

This opportunity suits established maintenance contractors with strong multi-site service capacity, a proven refrigeration and electromechanical team, strong regulatory compliance and enough turnover and references to meet relatively demanding selection thresholds. The portal metadata marks the opportunity as not specially suitable for small and medium sized enterprises, so smaller operators are likely to need a consortium or subcontracting strategy if they want to compete. [1]