VIDEO/AUDIO/MAINTENANCE/SERVICES AND SMALL ACQUISITIONS FOR MEETING ROOMS

The European Food Safety Authority (EFSA) has announced a call for tenders, referenced as EFSA/2025/OP/0022, for a framework agreement aimed at providing video, audio, maintenance services, and small acquisitions for meeting rooms. This opportunity is classified under procurement for services, specifically focusing on IT solutions related to meeting room infrastructure.

The estimated total value of this tender is €3,000,000, and it is structured as a single-source framework agreement without reopening for competition. The maximum duration of the contract is 72 months, consisting of an initial term of 12 months with the possibility of five renewable periods. This contract is not a grant but rather involves direct compensation to contractors for services rendered.

Eligible applicants include large service providers, IT companies, and potentially some SMEs, with a noted indication that smaller firms are not the primary target. There are no geographic restrictions explicitly stated, suggesting that entities from EU and EEA countries are likely eligible to apply. The contract is expected to cover various IT-related services, encompassing the provision of hardware, software, ongoing maintenance, installations, professional services, and other necessary support for meeting rooms.

The application process is an open call, requiring electronic submission via the EU Funding and Tenders Portal. Interested parties must submit their proposals by December 18, 2025, at 14:30 CET. The evaluation criteria will prioritize quality at 70% and price at 30%. A Personal Identification Code (PIC) is required whether applying as an individual or as a consortium member.

Essential components of the procurement documents include invitations to tender, specifications, financial offer forms, draft service contracts, and other relevant annexes. There is no specific success rate data provided for applicants, nor is there a co-funding requirement.

The nature of this procurement highlights the need for service providers that can demonstrate technical proficiency and experience in managing comparable contracts, reflecting a strong emphasis on both quality and cost-efficiency in the selection process. Submissions must adhere to specific technical requirements as outlined in the tender documents, and the use of secure methods of communication and data handling is emphasized throughout the application process, ensuring confidentiality and integrity of submitted proposals.

The European Food Safety Authority (EFSA) has published a call for tenders, EFSA/2025/OP/0022, for VIDEO/AUDIO/MAINTENANCE/SERVICES AND SMALL ACQUISITIONS FOR MEETING ROOMS. The TED reference for this tender is 2025/S 216-742680.

The procedure type is an open procedure, and submissions must be electronic. The tender aims to establish a single, efficient channel for acquiring and managing IT solutions for meeting rooms. This includes hardware and software, professional services such as setup and training, maintenance for both new and existing systems, add-ons and upgrades, and streamlined contract administration. The goal is to ensure access to best-of-breed systems in a dynamic market.

The estimated total value of the tender is 3,000,000 EUR. The nature of the contract is for services, with a maximum contract duration of 72 months. The award method will be based on the best price-quality ratio. A framework agreement, without reopening of competition, will be used.

Key milestones include a TED publication date of 10/11/2025. The date and time of the public opening is 19/12/2025 at 14:30 Europe/Rome. The deadline for receipt of tenders is 18/12/2025 at 14:30 Europe/Rome. The contracting authority is not bound to reply to questions submitted after 10/12/2025 at 07:00 Europe/Rome.

The main classification (CPV) code is 50312600 - Maintenance and repair of information technology equipment.

The following documents are available for download:

1. ENOC Invitation to tender Meeting rooms maintenance (2) (1) Invitation letter, published on 10/11/2025, Version 1. No translations available.
2. ENTender specs - Open call Mtg rooms maintainace (3) Tender specifications, published on 10/11/2025, Version 1. No translations available.
3. ENAnnex 1 Financial Offer Final (1) Financial offer form, published on 10/11/2025, Version 1. No translations available.
4. ENEN FWC Service Contract June 25 Draft contract, published on 10/11/2025, Version 1. No translations available.
5. ENANNEX 6 – SECURITY AT WORK Other invitation to tender document, published on 10/11/2025, Version 1. No translations available.
6. ENANNEX 7 - EFSA CALENDAR OF PUBLIC HOLIDAYS 2026 Other invitation to tender document, published on 10/11/2025, Version 1. No translations available.
7. ENANNEX 8 - MANUFACTURERS LIST Other invitation to tender document, published on 10/11/2025, Version 1. No translations available.
8. ENANNEX 9 - SERVICE LEVEL MATRIX Other invitation to tender document, published on 10/11/2025, Version 1. No translations available.
9. ENANNEX 11 – TIMESHEET FORM Other invitation to tender document, published on 10/11/2025, Version 1. No translations available.

Submissions must be sent exclusively via electronic submission.

Some frequently asked questions (FAQ) and their answers are available:

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 on the Internet browser.

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Is it possible to view the details of the submission after the deadline? No, the content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. Thus, the system will not allow decryption after the upload.

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Depending on the type or step of procedure, you can find the submissions in one of these sections: In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate.

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How should I name attachments in eSubmission? In eSubmission, you must name the attachments for your tender draft following the System Requirements. With regards to all attachment names, please see the following conditions: The.

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. Invited candidates can only see the procurement documents after having selected an organisation. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action”.

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I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? When uploading a file in eSubmission, you must first make sure it follows the technical requirements of the system, which are as shown below. A) For procurement procedures: B) For req.

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Why do tenderers need a PIC? It is mandatory to register for a PIC if you intend to submit a tender or a request to participate. Only one PIC per organisation must be used. Therefore, if your organisation already.

How do I register my organisation and get a Participant Identification Code (PIC)? First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register. If your organisation is a bigger.

How many languages does the system support? The system is multilingual and 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 as an encryption mechanism.

Which file types does the system support? The supported file types depend on the type of submission you want to make. The allowed file types are specified within the system requirements linked to the procedure in question. M.

Can I view and edit my draft submission? Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted.

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. This is not blocking for you: you can submit.

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 sent when the time limit of receipt defined for the call for tenders has been reached. Until then, you had the possibility of withdrawing.

In summary, this is a call for tenders by the European Food Safety Authority (EFSA) to establish a framework agreement for the provision of IT solutions, maintenance, and related services for meeting rooms. The goal is to create a streamlined and efficient system for acquiring and managing these solutions. The tender is open to any organization that can provide the required services, and the selection will be based on the best price-quality ratio. The tender documents provide detailed specifications and requirements, and potential bidders are encouraged to review them carefully before submitting a proposal. The deadline for submitting tenders is December 18, 2025. A Participant Identification Code (PIC) is mandatory for participation. The eSubmission system supports various file types, with a maximum size of 50 MB per file and a limit of 200 files per submission. The system also supports all 24 official EU languages and uses encryption to ensure the confidentiality of the information.

Eligible Applicant Types: The eligible applicant types are not explicitly stated in the provided text. However, given the nature of the tender, it is likely that eligible applicants include companies, service providers, and other organizations capable of providing IT solutions, maintenance, and related services. This could include SMEs, large enterprises, and potentially specialized consulting firms.

Funding Type: The funding type is procurement, specifically a service contract. The European Food Safety Authority (EFSA) is seeking to procure services related to IT solutions for meeting rooms.

Consortium Requirement: The text does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, the FAQ section mentions that a Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium), suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. Given that it is an EU tender, it is highly likely that entities from EU member states are eligible. It is possible that entities from EEA countries or other countries with specific agreements with the EU may also be eligible, but this is not confirmed in the provided text.

Target Sector: The target sector is ICT (Information and Communication Technology) and related services, specifically focusing on IT solutions for meeting rooms. This includes hardware, software, professional services (setup, training), maintenance, add-ons, and upgrades.

Mentioned Countries: No specific countries are mentioned. However, Europe/Rome is mentioned in the context of the date and time of the public opening and the deadline for receipt of tenders.

Project Stage: The project stage is focused on the implementation and maintenance of existing solutions. The tender seeks to establish a channel for acquiring, managing, and maintaining IT solutions for meeting rooms, indicating a need for established services and solutions rather than early-stage research or development.

Funding Amount: The estimated total value of the tender is 3,000,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: The beneficiaries will receive money in exchange for providing services. This is a service contract where the selected tenderer will be paid for the provision of IT solutions and maintenance services for meeting rooms.

Application Stages: The number of application stages is not explicitly detailed in the provided text. However, as an open procedure, it would typically involve at least one stage of submission and evaluation.

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

Co-funding Requirement: The co-funding requirement is not mentioned in the provided text.

Summary:

This is an open call for tenders issued by the European Food Safety Authority (EFSA) with the procedure identifier EFSA/2025/OP/0022. The tender seeks to establish a framework agreement for providing a single, efficient channel to acquire and manage IT solutions for meeting rooms. This includes hardware, software, professional services such as setup and training, maintenance of both new and existing systems, add-ons, upgrades, and streamlined contract administration. The estimated total value of the tender is 3,000,000 EUR, and the maximum contract duration is 72 months. The award method is based on the best price-quality ratio. The TED publication date is 10/11/2025, and the deadline for receipt of tenders is 18/12/2025 at 14:30 Europe/Rome. The contracting authority is not bound to reply to questions submitted after 10/12/2025 at 07:00 Europe/Rome. Submissions must be sent electronically. The tender documents include an invitation letter, tender specifications, a financial offer form, a draft service contract, and several annexes related to security, holidays, manufacturers list, service level matrix, and a timesheet form. A Personal Identification Code (PIC) is mandatory for participation, whether as a sole candidate or as part of a consortium. The eSubmission system supports various file types, with attachments limited to 50 MB in size and a maximum of 200 files per submission. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.