Supply of Indoor Office Plants

The European Medicines Agency (EMA) is planning a procurement contract for the supply, installation, and maintenance of indoor office plants and related services over a four-year period. This opportunity, identified as EMA/2026/MVP/0002-EXA, is not a grant but rather a negotiated procurement procedure with a maximum indicative budget of EUR 139,999. The first-year value is estimated at approximately EUR 30,000.

Eligible applicants are economic operators with legal authorization to perform the contract under national law, a minimum average annual turnover of EUR 35,000 for each of the last two financial years, and at least three years of documented experience in providing indoor plants for offices. Each applicant must also include at least one qualified horticulturist or plant care specialist on their staff.

The EMA intends to award a multiple framework contract to a maximum of two suppliers, meaning each interested applicant must apply independently. The procurement procedure is open to EU member states and likely EEA/EFTA countries, although this should be confirmed in the detailed tender documents.

The scope of services includes selecting suitable plant types, installation, ongoing maintenance, guaranteed replacements, and consultancy services, along with an optional weekly supply of bouquet flowers. The contractors will be required to propose a plant system suitable for the environmental conditions at the EMA’s office locations.

The application process starts with an expression of interest, which must be submitted electronically by December 17, 2025. The tentative launch date for the negotiated procedure is January 9, 2026. As this is a pre-announcement, it is important for potential bidders to prepare accordingly, ensuring they meet all set eligibility criteria and can provide the necessary documentation once the formal tender proceedings are initiated.

This is a pre-information notice, announcing the European Medicines Agency's (EMA) intention to publish a future negotiated low or middle value procedure. This is not a call for tenders.

The procedure identifier is EMA/2026/MVP/0002-EXA.

The European Medicines Agency (EMA) plans to initiate a procurement procedure for the provision of indoor office plants, maintenance, and associated ancillary services for a maximum period of 48 months. The Agency aims to conclude a multiple framework contract with a maximum of two suppliers in priority order.

The scope of the contract includes a comprehensive service over a four-year lease period. This encompasses:
1. Supply and leasing of plants and planters.
2. Implementation of the proposed plant system across designated office locations.
3. Installation and removal of plants and planters.
4. Ongoing maintenance.
5. Guaranteed replacements.
6. Consultancy services.
7. Regular reporting.

The Agency has identified the main locations and quantities of planned plants and planters across its office building, primarily within common office areas. This information will be provided in the invitation to tender documentation.

The contractor will be responsible for proposing the most suitable type of plants, planters, and plant system (soil-based, semi-hydroponic, or hydroponic), based on the environmental conditions of each installation site. The Agency will organize a site visit for tenderers to assess these conditions. The proposed system must ensure the aesthetic quality, health, and longevity of the plants throughout the contract duration.

The Agency is also seeking an option for weekly supply of bouquet flowers for the office reception or any other designated locations.

The contractor must be able to offer a lease agreement tailored to the identified locations. The proposal submitted for the lease of these plants will form the basis for financial evaluation (costing sheet). Tenderers are encouraged to submit their current catalogue of plants, planters, and associated ancillary services, or a list of lease rates for the supply and maintenance of plants and planters other than those specified in the main offer, which may be considered in the future for additional office locations.

A negotiated tender with a maximum indicative budget of EUR 139,999 is planned to be launched in January 2026, and the contract awarded will be for four years (1+1+1+1). The estimated value of the tender procedure is expected to be evenly distributed over the four-year period, with annual indexation. The first-year value is projected to be approximately EUR 30,000.

Interested economic operators should comply with the following criteria:
1. All tenderers must have authorization to perform the contract under national law.
2. The average annual turnover of the tenderer must be a minimum of EUR 35,000 for each of the last two financial years.
3. All tenderers must not be subject to conflicting interests that may negatively affect the contract performance.
4. Professional experience: At least 3 years of documented experience in the provision and maintenance of indoor plants for offices of similar size.
5. Personnel qualifications: Staff assigned to the contract must include at least one qualified horticulturist or plant care specialist.

The procedure type is a planned negotiated procedure for a middle/low value contract. The lead contracting authority is the European Medicines Agency (EMA). The main classification (CPV) code is 03451000 - Plants. The nature of the contract is supplies. The maximum contract duration is 48 months. The framework agreement is a framework agreement without reopening of competition.

Milestones:
Start date for expression of interest: 2025-11-28 Europe/Brussels
Deadline for expression of interest: 18/12/2025 06:59 Europe/Amsterdam
Indicative date of launch of the negotiated procedure: 2026-01-09 Europe/Amsterdam

Submissions must be sent exclusively at the address for submission given below. The method of expression of interest is electronic.

An FAQ clarifies that references featuring ‘ExA’ are not calls for tenders but publications announcing the contracting authority’s intent to launch a low or middle negotiated procedure in the future.

In summary, the European Medicines Agency (EMA) is planning a procurement procedure for indoor office plants, maintenance, and related services. The contract will be a four-year framework agreement with a maximum of two suppliers. The selected contractor will be responsible for supplying, installing, and maintaining indoor plants, as well as providing consultancy and reporting services. The indicative budget is EUR 139,999, and the procedure is expected to launch in January 2026. Companies interested in this opportunity should express their interest electronically before the deadline in December 2025 and ensure they meet the specified eligibility criteria, including having relevant experience and qualified personnel. This announcement serves as an early notice to allow potential bidders to prepare for the upcoming tender.

Eligible Applicant Types: The eligible applicant types are economic operators, which must have authorization to perform the contract under national law. They must also have an average annual turnover of a minimum of 35,000 EUR for each of the last two financial years and must not be subject to conflicting interests. Furthermore, they need to have at least 3 years of documented experience in the provision and maintenance of indoor plants for offices of similar size and their staff must include at least one qualified horticulturist or plant care specialist.

Funding Type: This is a procurement procedure, specifically a planned negotiated procedure for a middle/low value contract. The nature of the contract is for supplies and associated services.

Consortium Requirement: The text does not explicitly state whether a consortium is required or not, but it mentions that the European Medicines Agency wishes to conclude a multiple framework contract with a maximum of two suppliers in priority order, suggesting that single applicants are eligible.

Beneficiary Scope (Geographic Eligibility): The text mentions that tenderers must have authorization to perform the contract under national law, suggesting that eligibility is tied to national laws, implying that any country with applicable national law is eligible. The European Medicines Agency is the lead contracting authority.

Target Sector: The target sector is related to the supply, leasing, and maintenance of indoor office plants and associated ancillary services, including consultancy and reporting. The Common Procurement Vocabulary (CPV) code is 03451000, which corresponds to plants.

Mentioned Countries: No specific countries are mentioned, but the European Medicines Agency is the lead contracting authority, suggesting a focus on the EU.

Project Stage: The project is at the stage where the European Medicines Agency is planning to initiate a procurement procedure. The selected contractor will be responsible for the implementation of the proposed plant system across designated office locations, installation and removal of plants and planters, ongoing maintenance, guaranteed replacements, consultancy services, and regular reporting, suggesting a stage of implementation and service provision.

Funding Amount: The maximum indicative budget is EUR 139,999. The estimated value is expected to be evenly distributed over the four-year contract period, with the first-year value projected to be approximately EUR 30,000.

Application Type: The application type is a planned negotiated procedure, which will be launched in the future. The method of expression of interest is electronic.

Nature of Support: The beneficiaries will receive money in exchange for providing indoor office plants, maintenance, and associated services.

Application Stages: The opportunity is described as a planned negotiated procedure, and the announcement is for the intent to launch this procedure. The application stages are not fully detailed in the provided text, but it involves at least an expression of interest.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: The text does not explicitly mention a co-funding requirement.

Summary:

This is a pre-announcement for a planned negotiated procurement procedure by the European Medicines Agency (EMA). The EMA intends to contract with one or two suppliers for the provision of indoor office plants, maintenance, and related services for a period of four years. The maximum budget for the contract is EUR 139,999, with approximately EUR 30,000 allocated for the first year. The contract will involve the supply and leasing of plants and planters, installation, maintenance, replacements, consultancy, and reporting. The selected contractor will propose suitable plant systems based on the environmental conditions of the EMA's office locations. An optional weekly supply of bouquet flowers is also being considered. Interested economic operators must meet specific criteria, including authorization to perform the contract under national law, a minimum average annual turnover of EUR 35,000 for the last two financial years, no conflicting interests, at least three years of experience in providing indoor plants for offices of similar size, and the inclusion of a qualified horticulturist or plant care specialist on their staff. The expression of interest can be submitted electronically, with a deadline of December 18, 2025. The indicative date for the launch of the negotiated procedure is January 9, 2026. This announcement is not a call for tenders, but rather a notification of the EMA's intention to launch a future procurement procedure.