ECMWF/ITT/2025/383 Provision of Soft Facilities Management Services, Italy

This Invitation to Tender (ITT) has been prepared by the European Centre for Medium-Range Weather Forecasts, for the purposes of shortlisting suppliers for provision of Soft Facilities Management Services at ECMWF’s site at Bologna, Italy for an initial period of three years with the possibility of two extensions, each for …

CPV: 79993100 Storitve upravljanja obratnih sredstev
Rok:
16. junij 2025. 15:00
Vrsta roka:
Oddaja ponudbe
Kraj izvršitve:
ECMWF/ITT/2025/383 Provision of Soft Facilities Management Services, Italy
Organ za podeljevanje:
European Centre for Medium-Range Weather Forecasts (ECMWF)
Številka dodelitve:
ECMWF/ITT/2025/383

1. Buyer

1.1 Buyer

Official name : European Centre for Medium-Range Weather Forecasts (ECMWF)
Legal type of the buyer : International organisation
Activity of the contracting authority : Environmental protection

2. Procedure

2.1 Procedure

Title : ECMWF/ITT/2025/383 Provision of Soft Facilities Management Services, Italy
Description : This Invitation to Tender (ITT) has been prepared by the European Centre for Medium-Range Weather Forecasts, for the purposes of shortlisting suppliers for provision of Soft Facilities Management Services at ECMWF’s site at Bologna, Italy for an initial period of three years with the possibility of two extensions, each for one year. ITT is split into two Lots: • Lot 1: Cleaning services / Waste management / Pest control • Lot 2: Security services Tenderers may bid for one or both Lots. The tender process will be split into two stages: 1. Pre-qualification Questionnaire (PQQ) – The main objectives of this stage would be to understand supplier capabilities, experience and financial standing in order to shortlist suppliers for the Invitation to Tender (ITT). 2. Invitation to Tender (ITT) – Suppliers shortlisted following the PQQ will receive an Invitation to Tender (ITT).
Procedure identifier : f23cc3bd-e1ba-45db-8b10-1683f6bd6633
Internal identifier : ECMWF/ITT/2025/383
Type of procedure : Open
The procedure is accelerated : no
Justification for the accelerated procedure :
Main features of the procedure :

2.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 79993100 Facilities management services

2.1.2 Place of performance

Postal address : Tecnopolo di Bologna, V. Stalingrado, 84/3
Town : Bologna
Postcode : 40128
Country subdivision (NUTS) : Bologna ( ITH55 )
Country : Italy

2.1.4 General information

Additional information : Procedure to be applied: The procurement will be conducted in accordance with ECMWF's procedures as set out in Invitation to Tender documents, which are available on ECMWF's eProcurement Portal ( https://procurement.ecmwf.int/) and no other procedures will apply. In submitting this notice ECMWF does not waive the privileges and immunities granted to it by virtue of its status as an intergovernmental organisation or submit itself to any jurisdiction. Tenders must be submitted using ECMWF's eProcurement Portal. Hard copy (paper) submissions will not be accepted.
Legal basis :
Directive 2014/24/EU

2.1.5 Terms of procurement

Terms of submission :
Maximum number of lots for which one tenderer can submit tenders : 2
Terms of contract :
Maximum number of lots for which contracts can be awarded to one tenderer : 2

5. Lot

5.1 Lot technical ID : LOT-0001

Title : ECMWF/ITT/2025/383 Lot 1: Cleaning services/Waste management/Pest control
Description : Lot 1: Cleaning services / Waste management / Pest control
Internal identifier : ECMWF/ITT/2025/383 Lot 1

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 79993100 Facilities management services
Options :
Description of the options : Possibility of 2 extensions, each for 1 year. See ITT documents

5.1.2 Place of performance

Postal address : Tecnopolo di Bologna, V. Stalingrado, 84/3
Town : Bologna
Postcode : 40128
Country subdivision (NUTS) : Bologna ( ITH55 )
Country : Italy
Additional information :

5.1.3 Estimated duration

Start date : 01/01/2026
Duration : 36 Month

5.1.4 Renewal

Maximum renewals : 2

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Tender requirement
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes

5.1.10 Award criteria

Criterion :
Type : Quality
Name :
Description : Legal and financial status
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 20
Criterion :
Type : Quality
Name :
Description : Track record, including references
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40
Criterion :
Type : Quality
Name :
Description : Responses to Pre-Qualification and Capability questionnaire
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Access to certain procurement documents is restricted
Justification for restricting access to certain procurement documents : Tools, devices, or file formats not generally available
Deadline for requesting additional information : 03/06/2025 23:59 +01:00
Information about restricted documents is available at : https://www.ecmwf.int/en/about/suppliers
Ad hoc communication channel :
Name : Please refer to Volume I of the ITT documents for a complete description of the communication and tender submission procedure. Tenderers must register their organsiation on the ECMWF's eProcurement Portal to be able to access the ITT documents and to be able to submit a response to the ITT. Registration is free and the process is managed by the portal provider.

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Address for submission : https://procurement.ecmwf.int/
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Allowed
Variants : Not allowed
Deadline for receipt of tenders : 16/06/2025 15:00 +01:00
Deadline until which the tender must remain valid : 9 Month
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Information about review deadlines : Please refer to ECMWF's Procurement Debriefing and Review Procedure published at the ECMWF Suppliers webpage ( https://www.ecmwf.int/en/about/suppliers).
Organisation providing additional information about the procurement procedure : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Organisation providing offline access to the procurement documents : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Organisation receiving requests to participate : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Organisation processing tenders : European Centre for Medium-Range Weather Forecasts (ECMWF) -

5.1 Lot technical ID : LOT-0002

Title : ECMWF/ITT/2025/383 Lot 2: Security services
Description : Lot 2: Security services
Internal identifier : ECMWF/ITT/2025/383 Lot 2

5.1.1 Purpose

Main nature of the contract : Services
Main classification ( cpv ): 79993100 Facilities management services
Options :
Description of the options : Possibility of 2 extensions, each for 1 year. See ITT documents

5.1.2 Place of performance

Postal address : Tecnopolo di Bologna, V. Stalingrado, 84/3
Town : Bologna
Postcode : 40128
Country subdivision (NUTS) : Bologna ( ITH55 )
Country : Italy
Additional information :

5.1.3 Estimated duration

Start date : 01/01/2026
Duration : 36 Month

5.1.4 Renewal

Maximum renewals : 2

5.1.6 General information

Reserved participation : Participation is not reserved.
The names and professional qualifications of the staff assigned to perform the contract must be given : Tender requirement
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA) : no
This procurement is also suitable for small and medium-sized enterprises (SMEs) : yes

5.1.10 Award criteria

Criterion :
Type : Quality
Name :
Description : Legal and financial status
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 20
Criterion :
Type : Quality
Name :
Description : Track record, including references
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40
Criterion :
Type : Quality
Name :
Description : Responses to Pre-Qualification and Capability questionnaire
Category of award threshold criterion : Weight (percentage, exact)
Award criterion number : 40
Description of the method to be used if weighting cannot be expressed by criteria :
Justification for not indicating the weighting of the award criteria :

5.1.11 Procurement documents

Access to certain procurement documents is restricted
Justification for restricting access to certain procurement documents : Tools, devices, or file formats not generally available
Deadline for requesting additional information : 03/06/2025 23:59 +01:00
Information about restricted documents is available at : https://www.ecmwf.int/en/about/suppliers
Ad hoc communication channel :
Name : Please refer to Volume I of the ITT documents for a complete description of the communication and tender submission procedure. Tenderers must register their organsiation on the ECMWF's eProcurement Portal to be able to access the ITT documents and to be able to submit a response to the ITT. Registration is free and the process is managed by the portal provider.

5.1.12 Terms of procurement

Terms of submission :
Electronic submission : Required
Address for submission : https://procurement.ecmwf.int/
Languages in which tenders or requests to participate may be submitted : English
Electronic catalogue : Allowed
Variants : Not allowed
Deadline for receipt of tenders : 16/06/2025 15:00 +01:00
Deadline until which the tender must remain valid : 9 Month
Terms of contract :
The execution of the contract must be performed within the framework of sheltered employment programmes : No
Electronic invoicing : Allowed
Electronic ordering will be used : yes
Electronic payment will be used : yes

5.1.15 Techniques

Framework agreement :
No framework agreement
Information about the dynamic purchasing system :
No dynamic purchase system

5.1.16 Further information, mediation and review

Review organisation : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Information about review deadlines : Please refer to ECMWF's Procurement Debriefing and Review Procedure published at the ECMWF Suppliers webpage ( https://www.ecmwf.int/en/about/suppliers).
Organisation providing additional information about the procurement procedure : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Organisation providing offline access to the procurement documents : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Organisation receiving requests to participate : European Centre for Medium-Range Weather Forecasts (ECMWF) -
Organisation processing tenders : European Centre for Medium-Range Weather Forecasts (ECMWF) -

8. Organisations

8.1 ORG-0001

Official name : European Centre for Medium-Range Weather Forecasts (ECMWF)
Registration number : n/a
Postal address : Tecnopolo di Bologna Via Stalingrado 84/3
Town : Bologna
Postcode : 40128
Country subdivision (NUTS) : Bologna ( ITH55 )
Country : Italy
Contact point : Procurement at ECMWF
Telephone : +3905104224100
Internet address : https://www.ecmwf.int
Information exchange endpoint (URL) : https://procurement.ecmwf.int
Roles of this organisation :
Buyer
Organisation providing additional information about the procurement procedure
Organisation providing offline access to the procurement documents
Organisation receiving requests to participate
Organisation processing tenders
Review organisation

8.1 ORG-0000

Official name : Publications Office of the European Union
Registration number : PUBL
Town : Luxembourg
Postcode : 2417
Country subdivision (NUTS) : Luxembourg ( LU000 )
Country : Luxembourg
Telephone : +352 29291
Internet address : https://op.europa.eu
Roles of this organisation :
TED eSender
Notice information
Notice identifier/version : b169046a-8bf9-4613-acc8-8c7d589a161e - 01
Form type : Competition
Notice type : Contract or concession notice – standard regime
Notice dispatch date : 20/05/2025 14:41 +00:00
Languages in which this notice is officially available : English
Notice publication number : 00330945-2025
OJ S issue number : 98/2025
Publication date : 22/05/2025