Servicios de gestión de almacenes, inventario continuo, mudanzas e inventario general

The European Union Intellectual Property Office (EUIPO) has published tender EUIPO/2025/OP/0033 for Lot 1 covering warehouse management, continuous inventory control and removals at its Alicante headquarters with publication in the OJEU on 24 April 2026 and electronic submission mandatory via the EU Funding & Tenders Portal eSubmission system. The framework contract has an initial duration of one year, renewable up to three times (maximum four years), an estimated Lot 1 value of €1,476,000 and may result in up to three cascading awardees per lot. Bidders must meet exclusion, economic, financial and technical selection criteria including minimum experience, professional liability insurance of €500,000, specified personnel profiles and IT/equipment requirements, and submit technical and financial proposals for evaluation on a best price-quality ratio basis (50% technical / 50% price). Key dates include a mandatory site visit on 14 May 2026 and the tender submission deadline on 5 June 2026 at 13:00 Madrid time.

Resumen

Qué es

Licitación de la EUIPO para contratar servicios de gestión de almacenes, inventario continuo, mudanzas en sus edificios y la realización del inventario general anual del material inventariado.

Qué financia:Servicios externos (contrato marco) para: gestión operativa de almacenes y control de stock; inventario continuo y semestral; mudanzas internas y a domicilios de teletrabajadores; y un inventario general anual del material IT y FM ¹.

1. 1Contrato en 2 lotes: Lote 1 gestión de almacenes, inventario continuo y mudanzas; Lote 2 inventario general anual
2. 2Duración máxima del contrato marco: hasta 48 meses (1 año inicial + prórrogas)
3. 3Método de adjudicación: mejor relación calidad-precio (50 % precio / 50 % calidad)

Quién puede presentarse

Empresas y agrupaciones (consorcios) establecidas en el ámbito de aplicación de los Tratados y, cuando proceda, entidades de terceros países con acuerdos aplicables. Se permite subcontratación; en ofertas conjuntas cada miembro responde solidariamente.

Requisitos y proceso clave

Procedimiento abierto electrónico; envío exclusivo por eSubmission (EU Login). Presentar declaración por honor, pruebas de capacidad económica y técnica, seguros y certificaciones solicitadas. Se evaluará la propuesta técnica (máx. 100 puntos) y la propuesta financiera.

Documentación principal:Pliegos, anexos técnicos (metodología, especificaciones, ANS) y modelos de contrato están publicados en el portal del F&T F&T Portal - licitación EUIPO ¹.

1. 1Sistemas: acceso a IWMS/SAP para registros y etiquetas
2. 2Medios mínimos exigidos: dispositivos móviles, impresora de etiquetas, equipos logísticos según pliego
3. 3Equipo mínimo humano: coordinador, jefe de equipo, personal operativo y administrativo (ver especificaciones)

Footnotes

1. 1Toda la documentación contractual y técnica (invitación a licitar, anexos I a IV, modelos de contrato y formularios) está disponible en el portal Funding & Tenders: Funding & Tenders Portal (documentos de la licitación).

Resumen de la oportunidad

La Oficina de Propiedad Intelectual de la Unión Europea (EUIPO) convoca un procedimiento abierto para contratar servicios profesionales de gestión de almacenes, inventario continuo, mudanzas e inventario general del material inventariado de la Oficina. El procedimiento se divide en 2 lotes: Lote 1 Servicios de gestión de almacenes, inventario continuo y mudanzas; Lote 2 Servicios de inventario general. El proceso es por medios electrónicos a través del portal Funding & Tenders Portal y eSubmission. Publicado en TED con referencia 281036-2026, fecha de publicación 24/04/2026, con fecha límite de recepción de ofertas 05/06/2026 13:00 (hora de Madrid).

Comprador (contratante):European Union Intellectual Property Office (EUIPO). Sede principal en Avenida de Europa, 4, 03008 Alicante, España.

Procedimiento y modalidad contractual:Procedimiento abierto con adjudicación mediante mejor relación calidad-precio. Contrato marco en cascada con máximo 3 adjudicatarios por lote, sin reabrir la competencia. Duración marco inicial 1 año con hasta 3 renovaciones anuales; duración máxima 4 años.

Valor estimado:Valor estimado total €1 644 000 (Lote 1: €1 476 000; Lote 2: €168 000). Estos importes son estimaciones y no compromisos de volumen.

Fechas clave y canal de presentación

Presentación obligatoriamente electrónica a través de eSubmission (Funding & Tenders Portal). Fecha límite de recepción de ofertas: 05/06/2026 13:00 Europe/Madrid. Sesión pública de apertura virtual: 08/06/2026 11:00 Europe/Madrid. Plazo y guía técnica de eSubmission y requisitos del sistema están publicados en el portal y deben consultarse con antelación ¹.

Enlaces:Portal de la convocatoria y documentos asociados disponibles en Funding & Tenders Portal F&T Tender Details.

Alcance y requisitos operativos

Lote 1:Servicios integrales de gestión de almacenes, inventario continuo y mudanzas para los edificios de EUIPO en Alicante, incluyendo recepción, etiquetado, control de stocks, preparación de entregas internas, traslados intrabuilding, montaje e instalación de puestos de trabajo, mudanzas grandes y mudanzas especiales internacionales, suministros de cajas de mudanzas, gestión documental y 2 inventarios semestrales de almacén. Lote 2: Inventario general anual de todos los artículos inventariados de la Oficina (Material IT y Material FM), verificación física en sede y verificación remota de artículos fuera de la sede (oficinas alquiladas, domicilios de teletrabajadores, delegaciones).

El Pliego y Anexos especifican requisitos técnicos precisos:organigrama mínimo contractual, perfil del personal (coordinador, jefes de equipo, operarios, soporte administrativo), medios logísticos mínimos (transpaletas, carros, furgón), medios informáticos mínimos (smartphones/tabletas Android con app IWMS, lectores 2D, impresora de etiquetas tipo ZEBRA ZD420 y consumibles), y procedimientos IWMS/SAP para sincronización de lecturas y actualización de UTs (ubicaciones técnicas).

Criterios de selección y adjudicación

Requisitos de exclusión y selección conforme al Pliego:declaración por el honor, certificados de antecedentes penales, certificados de pagos a la seguridad social e impuestos, seguro de responsabilidad civil profesional (mínimo €500 000), volumen de negocio medio y experiencia mínima en contratos similares. Evaluación técnica (calidad) y financiera (precio). Ponderación: 50 % calidad / 50 % precio. Se solicitarán pruebas documentales en eSubmission tal y como indica el Anexo IV del Pliego.

Requisitos técnicos y resultados esperados (Lote 2 - inventario general)

El servicio anual de inventario general (Lote 2) requiere:extracción previa por EUIPO de la 'foto' del inventario (IWMS/SAP), verificación física con dispositivos móviles, reetiquetado de artículos con etiquetas de poliéster y resina de transferencia térmica, tratamiento de incidencias primarias y secundarias, cruce de listas y conciliación, búsqueda de no localizados, generación y entrega de listados finales de localizados/no localizados/incidencias, y un informe final entregado en plazo máximo de 2 días hábiles desde la conclusión de la fase de verificación. El resultado final deberá superar un umbral de calidad establecido: porcentaje de artículos no localizados ≤ 3% y exactitud del muestreo auditado ≥ 96,5% conforme al ANS (Service Level Agreement) incluido en el Pliego.

Metodología y fases orientativas:Las fases definidas en los Anexos incluyen: T1 formación y pruebas; T2 verificación física in situ y remota; T3 búsquedas y resolución de incidencias; T4 certificación y auditoría del resultado. El Contratista debe proponer un plan de ejecución detallado con recursos humanos y medios.

Condiciones contractuales relevantes

Tipo de contrato:contrato marco, sin reabrir la competencia. Adjudicación máxima a 3 contratistas por lote. Duración: marco 1 año renovable hasta 3 veces. Adquisiciones posteriores: posibilidad de contratar servicios adicionales hasta 50% del límite del contrato marco con procedimiento negociado. Idiomas: documentos publicados en español; ofertas pueden presentarse en cualquiera de las 24 lenguas oficiales de la UE. Moneda: euros. Precios sin IVA (EUIPO exenta de IVA).

Información práctica para licitadores

Inscripción previa en el Participant Register y obtención de PIC necesario para eSubmission. Para presentar oferta se debe usar eSubmission en el portal F&T; no se aceptan envíos por correo ni por email. Se recomienda familiarizarse con la guía de eSubmission y los requisitos técnicos (tipos de ficheros, tamaño adjuntos, número máximo de ficheros). El acuse de recibo electrónico emitido por eSubmission constituye la prueba de presentación y hora oficial. La Oficina no responderá preguntas ni solicitará documentación complementaria recibida fuera de los plazos indicados.

1. 1Plazo de presentación: 05/06/2026 13:00 (Europe/Madrid).
2. 2Documentación obligatoria: declaración por el honor, formulario de entidad jurídica y financiera, certificados de seguro, propuestas técnica y financiera y anexos requeridos (consulte Anexo IV).
3. 3Herramientas informáticas mínimas: dispositivos móviles Android con app IWMS, lectores 2D, impresora de etiquetas (ZEBRA ZD420 o similar) y consumibles.
4. 4Requisitos de personal: coordinador, jefe de equipo, operarios y soporte administrativo con niveles de idiomas y experiencia indicados en el Anexo II.

Evaluación del riesgo y penalizaciones

El Pliego incluye un ANS (Acuerdo de Nivel de Servicio) con indicadores medibles y penalizaciones por incumplimiento. Para el inventario general (Lote 2) las penalizaciones están vinculadas a: retraso en entrega del informe final, exactitud del resultado (muestreo auditado) y retrasos en el plazo total de ejecución T2+T3. Las deducciones se aplican a la factura anual del servicio y están descritas en el Anexo II.2 del Pliego.

Preguntas y soporte

Preguntas y solicitudes de aclaración se realizan a través del apartado Questions and Answers del portal F&T. La Oficina no está obligada a contestar preguntas recibidas menos de seis días hábiles antes de la fecha límite de presentación de ofertas.

Resumen: Respuestas estructuradas

A continuación se presentan las respuestas estructuradas solicitadas para categorizar la oportunidad basada en el contenido del Pliego y documentos asociados.

Eligible Applicant Types:SME, grande empresa, empresas de servicios logísticos, empresas de mudanzas, empresas de gestión de almacenes, empresas de inventarios, empresas de logística interna, proveedores de servicios IT de campo, subcontratistas, agrupaciones/consortia, entidades con capacidad para subcontratar. Se permiten licitadores únicos y ofertas conjuntas; la subcontratación está permitida y regulada en el Pliego.

Funding Type:Se trata de un procedimiento de contratación pública. Mecanismo financiero: contrato de servicios / contrato marco (procurement).

Consortium Requirement:No obligatorio. Se permiten ofertas de un único licitador o de consorcios/ofertas conjuntas. En caso de oferta conjunta se solicita acuerdo de poderes Modelo A o B y responsabilidad solidaria entre los miembros.

Beneficiary Scope (Geographic Eligibility):Entidad adjudicadora localizada en España. Acceso abierto a personas físicas y jurídicas dentro ámbito de aplicación de los Tratados de la UE y también a establecimientos en terceros países con acuerdos aplicables. Ejecución principal en España (Alicante) y servicios remotos a otros edificios/oficinas y domicilios dentro de la UE y otros países según necesidades.

Target Sector:Servicios logísticos y de facility management: gestión de almacenes, inventario y mudanzas; sectores: logística, facility services, ICT (por gestión de activos IT), office services.

Mentioned Countries:España (Alicante) sede principal; se mencionan también ubicaciones en España, Bélgica (Bruselas) y Luxemburgo. Cobertura internacional ocasional para mudanzas especiales a/desde cualquier punto del mundo.

Project Stage:Servicios operativos y recurrentes: ejecución/operación y mantenimiento. Etapa esperada: operación y mantenimiento / prestación de servicios continuados y ciclos anuales de inventario.

Funding Amount:Valor estimado total €1 644 000; Lote 1 estimado €1 476 000; Lote 2 estimado €168 000 (estimaciones publicadas en TED).

Application Type:Open call for tenders. Presentación electrónica obligatoria a través de eSubmission en el Funding & Tenders Portal.

Nature of Support:Contratación de servicios mediante pago (dinero). No es subvención; prestación de servicios contratados por la EUIPO.

Application Stages:Único procedimiento de licitación con elaboración de oferta técnica y financiera y evaluación en fases administrativas, de exclusión, selección y adjudicación técnica y financiera. Admisible etapa negociada para servicios adicionales en el marco de la cláusula del 50% dentro de 3 años.

Success Rates:No publicadas. El procedimiento seleccionará hasta 3 adjudicatarios por lote; por tanto la probabilidad dependerá del nº de ofertas recibidas. El Pliego aclara criterios de exclusión y selección y que solo las ofertas que superen los umbrales técnicos serán consideradas para adjudicación.

Co-funding Requirement:No se exige cofinanciación; contratación pública con presupuesto de la EUIPO. Los precios se presentan sin IVA.

Templates y estructura de la oferta

El Pliego incorpora obligatoriamente el uso de formularios y plantillas de la EUIPO:Anexo IV Formularios: Formulario de presentación estándar, formulario de entidad jurídica y financiera, declaración por el honor, formulario de subcontratación, modelo de contrato marco y modelos de contrato específico y hoja de encargo. La oferta técnica (máx. 75 páginas para Lote 2) debe cubrir la metodología, plan de ejecución, recursos humanos y medios, plan de calidad y ANS propuesto. La oferta financiera debe cumplimentar la plantilla indicada en Anexo IV. Se exige PIC para eSubmission y EU Login para presentar la oferta.

1. 1Estructura mínima de la oferta: formulario de presentación (Anexo IV), propuesta técnica, propuesta financiera, documentación de selección y exclusión según Anexo I.
2. 2Propuesta técnica: plan de ejecución, organización, perfiles y CV, equipamiento y herramientas, plan de contingencia y control de calidad, cumplimiento ANS.
3. 3Propuesta financiera: plantilla de precios, detalle de precios unitarios y descuentos, recargos aplicables a mudanzas especiales, precio fijo mensual para servicios ordinarios (Lote 1).

Recomendaciones operativas clave:registrar con antelación el PIC del organismo licitador; revisar requisitos técnicos de eSubmission (formato y tamaño de anexos); preparar certificaciones y comprobantes fiscales y de seguridad social; preparar prueba de seguro; planificar medios logísticos y plantilla para cubrir horas y turnos en periodos nocturnos si la Oficina lo indica; prever alternativos para 2FA en EU Login para acceso a eSubmission ¹.

Footnotes

1. 1Guías de eSubmission, requisitos técnicos para archivos y navegación, y procedimiento de 2FA (EU Login) están disponibles en el portal F&T y en la página de soporte técnico. Consulte las guías y también la sección sobre 2-step verification en el portal antes de presentar la oferta.

Opportunity Overview

This is a European Union procurement tender issued by the European Union Intellectual Property Office (EUIPO) for warehouse management, continuous inventory control, and removal services at its headquarters in Alicante, Spain. The tender is divided into two separate lots that can be bid on independently or together. Lot 1 covers warehouse management, continuous inventory, and removals services. Lot 2 covers general inventory services. This analysis focuses on Lot 1.

Tender Reference and Publication Details:Procedure identifier: EUIPO/2025/OP/0033. TED reference: 80/2026 281036-2026. Publication date: 24 April 2026. The tender was published in the Official Journal of the European Union and is available on the EU Funding and Tenders Portal.

Contracting Authority

The European Union Intellectual Property Office (EUIPO) is a decentralized agency of the European Union responsible for managing EU trademarks, designs, and geographical indications. EUIPO is headquartered in Alicante, Spain, at Avenida de Europa 4, 03008 Alicante. The office manages the registration and protection of intellectual property rights across the EU and collaborates with national and regional intellectual property offices.

Tender Scope and Services

Lot 1 encompasses comprehensive warehouse management, continuous inventory control, and removal services for EUIPO's facilities in Alicante. The services include physical and administrative reception of goods, labeling of inventoried items, storage management, stock control, item delivery and relocation within buildings, setup and ergonomics of workstations, recovery of items for storage, documentation management, and semi-annual physical inventory verification. Extraordinary services include large-scale removals exceeding 10 moves per day, mass transfers to teleworkers exceeding 6 transfers per day, and special removals to or from any point worldwide on an exceptional basis.

Estimated Contract Value:Lot 1 estimated value: €1,476,000 over the contract period. Lot 2 estimated value: €168,000. Total estimated value for both lots: €1,644,000. These are estimates only and do not represent guaranteed spending levels.

Contract Duration and Renewal

The contract framework has an initial duration of one year from the date of signature by both parties. It is automatically renewable up to three additional times, each for one year, under the same conditions, unless either party provides written notice of non-renewal at least three months before expiration. The total contract duration cannot exceed four years. Within three years of framework contract signature, the contracting authority may acquire additional services up to a maximum of 50 percent of the initial framework contract value through negotiated procedures.

Key Deadlines

All times are in Madrid time (GMT+1). Tenders received after the submission deadline will be rejected. The contracting authority is not obligated to respond to questions submitted fewer than six working days before the submission deadline.

Eligibility and Participation

Participation is open on equal terms to all natural and legal persons within the scope of the EU Treaties and to all natural and legal persons established in third countries that have special agreements with the Union in the field of public procurement, if applicable to EUIPO. Economic operators may submit offers as sole bidders or as joint offers in consortia. Subcontracting is permitted. Joint offers must designate one member as the lead contact responsible for administrative and financial aspects. All consortium members assume joint and several liability for contract performance.

Exclusion Criteria:Bidders and their members must not be subject to EU restrictive measures adopted under Article 29 of the Treaty on European Union or Article 215 of the Treaty on the Functioning of the European Union. Bidders must provide a signed declaration confirming they are not in any exclusion situation as defined in Article 138 of the EU Financial Regulation. All subcontractors identified as performing more than 10 percent of contract value must also provide exclusion declarations.

Selection Criteria

Bidders must demonstrate economic, financial, technical, and professional capacity to execute the contract. Economic and financial capacity is assessed through professional liability insurance with minimum coverage of €500,000, average turnover of the last three financial years exceeding €600,000, and availability of necessary equipment. Technical and professional capacity requires ISO 9001 or equivalent quality certification, EMAS or ISO 14001 environmental certification or corporate environmental policy, and qualified personnel meeting specified profiles.

Minimum Experience Requirements:Bidders must demonstrate at least three similar contracts completed in the last three years prior to the submission deadline. At least one contract must include inventory services in office buildings exceeding 1,500 square meters or with more than 200 employees, valued at minimum €150,000. At least one contract must include warehouse management services in similar office settings for minimum €150,000. At least one contract must include removal services valued at minimum €20,000. A single contract may combine different service types if minimum amounts are met for each.

Personnel Requirements

Lot 1 requires a permanent team with the following minimum structure:one coordinator, one warehouse management team of two field operatives capable of administrative tasks, and one removals team of four field operatives including one team leader providing administrative support. The coordinator must have secondary education, minimum five years similar experience, advanced MS Office skills, knowledge of IWMS and e-ticketing systems, Spanish language at C1 level and English at B1 level, driver's license category B1, and 50-hour minimum occupational health and safety training. Warehouse operatives require secondary education, three years minimum experience, intermediate MS Office skills, Spanish C1 and English A2, and similar training. Removals team members require secondary education, two to three years experience depending on role, and equivalent qualifications.

Minimum Staffing Requirement:The minimum permanent team composition is contractually binding. Any changes to the organizational structure require prior written approval from EUIPO. When replacing personnel, minimum overlap periods are required: 10 working days for the coordinator and removals team leader without additional cost, and three working days for operatives without additional cost.

Equipment and Resources

The contractor must provide all material, logistical, and IT resources necessary for service execution. Material resources include transport equipment such as platform trolleys, electric and manual pallet jacks, variable geometry pallet jacks, work trolleys, rolling frames, cage trolleys, wooden step ladders, and storage equipment. Tools must include power drills with force regulators, drill bits, Allen key sets, screwdriver sets, hacksaws with metal blades, metal files, hot glue guns, socket sets, fixed wrenches, cutting tools, pliers, and metal drill bits. One van not exceeding four years old must be provided, compliant with European vehicle homologation standards and current insurance and roadworthiness requirements.

IT Equipment Requirements:Each permanent operative must have one Android smartphone version 13 or higher with minimum 4GB RAM, Wi-Fi 802.11ac capability, and 5GHz band operation. Two wireless barcode readers compatible with smartphones are required. Two label printers for inventory tags, model ZEBRA ZD420 or similar, with consumables including polyester white gloss labels and thermal transfer ink are mandatory. One A4 scanner and Windows user accounts for EUIPO IT environment access are required. EUIPO provides PCs, system licenses, IT training, and consumable materials for workstation ergonomics.

Evaluation Criteria and Award Method

The contract will be awarded using the best price-quality ratio method. Technical evaluation is weighted at 50 percent and price evaluation at 50 percent. Technical proposals must not exceed 100 pages in Arial font size 11. Proposals must address five main technical criteria: service execution plan with up to 43 points, knowledge transfer plan with up to 21 points, internal quality control plan with up to 20 points, service continuity plan with up to 10 points, and environmental sustainability action plan with up to 6 points. Proposals scoring below 50 percent of total technical points will not be considered for award.

Financial Evaluation:Bidders must submit fixed monthly prices for ordinary tasks and itemized prices for extraordinary services. All prices must be expressed in euros without VAT, as EUIPO is exempt from VAT under EU protocols. Abnormally low offers may be rejected if they fall below 20 percent of the mathematical average of corresponding elements in other offers. The contracting authority reserves the right to request detailed cost breakdowns and market comparisons for suspicious offers.

Contract Award and Execution

Up to three framework contracts will be awarded to the bidders with the highest combined scores, provided they meet all minimum requirements and are not in exclusion situations. The contracts will operate on a cascading basis, with the first-ranked contractor receiving service requests first, followed by the second and third-ranked contractors if the first cannot fulfill requirements. The framework contract is multiple, meaning EUIPO is not obligated to award any specific services to any contractor, and no exclusive rights are granted.

Service Level Agreements and Penalties:The contractor must comply with detailed Service Level Agreements (SLA) covering warehouse condition, item delivery accuracy, location and labeling verification, stock control, workstation setup quality, extraordinary service availability, and customer satisfaction. Penalties range from 0.25 percent to 25 percent of monthly invoicing depending on the nature and severity of non-compliance. Monthly penalties cannot exceed 10 percent of total monthly invoicing. Material losses in warehouses result in 1 percent monthly penalties plus residual value charges calculated using a depreciation formula based on asset type and age.

Submission Requirements

All offers must be submitted exclusively through the eSubmission electronic system available on the EU Funding and Tenders Portal. Offers submitted by email, post, or other means will not be considered. Each bidder must register in the European Commission Participant Register to obtain a nine-digit Participant Identification Code (PIC) required for eSubmission access. Bidders must confirm receipt of submission and provide all required documentation at the time of submission. Offers remain valid for at least nine months from the submission date.

Required Documentation:Bidders must submit a technical proposal, financial proposal, signed declaration of honor regarding exclusion and selection criteria, proof of legal registration, financial identification form, evidence of professional liability insurance, copies of financial statements for the last three years, equipment descriptions, list of similar completed contracts with client references and contact details, declaration of qualified personnel availability, quality and environmental certifications, and commitment letters from subcontractors if applicable. Joint offers require a written agreement designating the lead member and describing each member's role.

Site Visit and Questions

A mandatory site visit to EUIPO facilities in Alicante is scheduled for 14 May 2026 at 11:00 (GMT+1). Maximum two representatives per bidder may attend. Bidders must provide full names and identification or passport numbers at least two working days in advance to procurement@euipo.europa.eu. Representatives must sign an attendance sheet. No questions may be asked during the visit; all inquiries must be submitted through the portal's Questions and Answers section. The contracting authority is not obligated to answer questions received fewer than six working days before the submission deadline.

Facilities and Operating Environment

EUIPO operates three main buildings in Alicante:AA1 with 44,500 square meters constructed in 2000 with capacity for 850 workers, AA2 with 37,500 square meters constructed in 2015 with capacity for 650 workers, and AA3 with 14,000 square meters constructed in 2017 with capacity for 150 workers. Total constructed area is 96,000 square meters across a 59,000 square meter campus. The contractor must manage eight warehouse locations totaling approximately 1,627 square meters, storing IT equipment, furniture, and consumables. EUIPO also maintains offices in Brussels and Luxembourg requiring occasional service support.

Operating Hours and Service Coverage:EUIPO office hours are 8:00 to 19:00 Monday through Friday. Warehouse and inventory services must be covered 8:00 to 18:00 daily. Removals services must be covered 7:00 to 18:00 daily with minimum two persons present. The contract manager must be available 9:00 to 14:00 and 15:00 to 18:00. During summer July-August and Christmas periods, services must remain available for planned works and removals. Minimum staffing is required on EUIPO holidays that are not local Alicante holidays. Service must continue during vacations and medical absences through contractor-provided substitutions at no additional cost.

Applicable Regulations and Compliance

The contract is governed by EU Financial Regulation (EU, Euratom) 2024/2509 and Spanish law. The contractor must comply with all applicable EU and Spanish environmental, social, and labor legislation, including collective bargaining agreements and international environmental and labor conventions. Occupational health and safety coordination requirements under Spanish Royal Decree 171/2004 and Law 31/1995 apply. The contractor must implement security clearance procedures for personnel, provide occupational health and safety training, maintain professional liability insurance, and implement data protection measures compliant with EU Regulation 2018/1725.

Personnel Security and Access Requirements:All contractor personnel must undergo security vetting including confidentiality declarations, educational qualification verification, professional experience documentation, and criminal record clearance. Personnel must obtain individual access passes from EUIPO security services. Access to restricted areas requires special authorization. Personnel must comply with EUIPO security protocols, use designated elevators and restrooms, and follow emergency procedures. EUIPO may require personnel participation in emergency response teams and evacuation drills. Failure to return access cards or keys may result in €100 daily charges up to €1,000 maximum.

Insurance and Liability

The contractor bears full civil liability for all damages caused by the contractor or persons under the contractor's responsibility or control. The contractor must maintain professional liability insurance with minimum €500,000 coverage for merchandise handling, warehouse damage, and defective product liability. The contractor is responsible for all costs of damage repair and compensation. The contractor indemnifies EUIPO from liability for damages to third parties caused by contractor activities, except where damages result from EUIPO gross negligence or intentional misconduct. EUIPO declines responsibility for losses or theft in contractor-managed warehouse areas.

Key Considerations for Applicants

• Bidders must have proven experience with warehouse management, inventory control, and removal services in large office environments with complex IT and furniture assets
• The minimum permanent team structure is contractually binding and cannot be reduced without EUIPO approval
• All IT equipment must be provided by the contractor, including smartphones, barcode readers, label printers, and scanners compatible with EUIPO systems
• Service level agreements include strict performance metrics with financial penalties for non-compliance, including material loss liability
• The cascading award mechanism means contractors may not receive all requested services if higher-ranked contractors can fulfill them
• Subrogation of current contractor personnel is not required but should be considered in cost planning given current workforce information provided
• Environmental sustainability measures and process digitalization are evaluated technical criteria that can improve scoring
• The contractor must maintain continuous availability during summer and Christmas periods for planned organizational changes
• All personnel must pass security vetting and obtain individual access authorization before commencing work
• The contract framework allows for 50 percent additional services acquisition within three years through negotiated procedures

Contact Information and Resources

The tender is published on the EU Funding and Tenders Portal at EU Funding and Tenders Portal. Bidders must access the portal to download complete tender documents, submit questions, and submit offers through eSubmission. EUIPO contact for procurement matters is available at procurement@euipo.europa.eu. The contracting authority's general terms and conditions are available on the EUIPO website. All communications must reference the procedure identifier EUIPO/2025/OP/0033 and be submitted in Spanish or another official EU language.

This procurement represents a significant opportunity for logistics and facility management service providers with demonstrated expertise in complex warehouse operations, inventory management, and removal services in large institutional settings. The estimated contract value of €1,476,000 for Lot 1 over four years reflects the scope and complexity of EUIPO's warehouse and logistics requirements. Interested bidders should carefully review all technical specifications, service level agreements, and personnel requirements before preparing their offers.