Delegation of the European Union to Armenia

Invitation to Tender - Housekeeping & Manpower for Building Maintenance

€15.000 - €60.000

Dear Sir/Madam,


Subject:    -     Invitation to Tender: Delind/Adm/ HK-BM/2016/,

Housekeeping & Building Maintenance services for the Delegation of the European Union to India


  1. The European Union Delegation to India is planning to award the contract referred to

above. The procurement documents consist in this invitation letter, the tender specifications

with their annexes and the draft contract.


  1. If you are interested in this contract, you should submit a tender in one of the official

languages of the European Union for both the lots or any one.


  1. You must submit your tender exclusively on paper, in one original and two copies. The

tender must be placed inside two closed envelopes addressed as indicated below. The inner

envelope should be marked as follows: "CALL FOR TENDERS – NOT TO BE OPENED BY

THE INTERNAL MAIL DEPARTMENT". The inner envelope must also contain two closed

envelopes, one containing the technical tender and the other the financial tender. Each of

these envelopes must clearly indicate the content ("Technical" and "Financial"). The time

limit for submission of the tender is 28 November 2016.


You must use one of the means of submission listed below. Receipt is understood as the time at which the tenderer hands over the tender to the post office or courier service or at the reception of the Delegation.

Means of submission

Time limit


Address for delivery





[Invitation to Tender: Delind/Adm/ HK-BM/2016/]

EU Delegation to India

For the attention of the Head of Delegation

5/5 Shanti Niketan, New Delhi -110021



Deposit slip of courier service


[Invitation to Tender: Delind/Adm/ HK-BM/2016/]

EU Delegation to India

For the attention of the Head of Delegation

5/5 Shanti Niketan, New Delhi -110021


Hand delivery can be received from 08.30 to 17.00 Monday to Fridays. The service is closed on Saturdays, Sundays and official holidays of the contracting authority.

  1. Tenders must be:
    • perfectly legible so that there can be no doubt as to words and figures;
    • drawn up using the model reply forms in the tender specifications, where applicable.
  2. The period of validity of the tender, during which tenderers may not modify the terms of their tenders in any respect, is 6 (six) months from the date indicated in point 3.
  3. Submission of a tender implies acceptance of all the terms and conditions set out in the procurement documents and, where appropriate, waiver of the tenderer's own general or specific terms and conditions. The submitted tender is binding on the tenderer to whom the contract is awarded for the duration of the contract.
  4. All costs incurred for the preparation and submission of tenders are to be borne by the tenderers and will not be reimbursed.
  5. Contacts between the contracting authority and candidates or tenderers are prohibited throughout the procedure save in exceptional circumstances and under the following conditions only:

Before the date of receipt indicated in point 3:

Upon request, the contracting authority may provide additional information solely for the purpose of clarifying the procurement documents.

Any request for additional information must be made in writing only to .

The contracting authority is not bound to reply to requests for additional information received less than six working days before the date of receipt of tenders indicated in point 3.

The contracting authority may, on its own initiative, inform interested parties of any error, inaccuracy, omission or any other type of clerical error in the text of the procurement documents.

After the opening of tenders:

If obvious clerical errors in the tender need to be corrected or confirmation of a specific or technical element is necessary, the contracting authority will contact the tenderer provided this does not lead to substantial changes to the terms of the submitted tender.

The contracting authority may negotiate with tenderers the tenders they have submitted, in order to adapt them to the procurement documents and in order to find the most economically advantageous tender. The minimum requirements defined in the procurement documents are not subject to negotiation. During negotiations equal treatment of all tenderers will be ensured. The contracting authority reserves the right not to negotiate and to award the contract on the basis of the tenders initially received.

  1. An on-site visit is planned on 23 November 2016 at the following address: 5/5 Shanti Niketan, New Delhi -110021. Each tenderer shall send an email at at the latest 5 calendar days prior to the visit to know the time that is allocated to each of them.
  2. This invitation to tender is in no way binding on the contracting authority. The contracting authority's contractual obligation commences only upon signature of the contract with the successful tenderer.
  3. Up to the point of signature, the contracting authority may cancel the procurement procedure without the tenderers being entitled to claim any compensation. This decision must be substantiated and the tenderers notified.
  4. Once the contracting authority has opened the tender, it becomes its property and it shall be treated confidentially.
  5. You will be informed of the outcome of this procurement procedure by e-mail only. It is your responsibility to provide a valid e-mail address together with your contact details in your tender and to check this e-mail address regularly.
  6. If processing your reply to the invitation to tender involves the recording and processing of personal data (such as your name, address and CV), such data will be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, your replies to the questions and any personal data requested are required to evaluate your tender in accordance with the specifications of the invitation to tender and will be processed solely for that purpose by Head of EU Delegation to India. Details concerning the processing of your personal data are available on the privacy statement at


  1. Your personal data may be registered in the Early Detection and Exclusion System (EDES) if you are in one of the situations mentioned in Article 106 of the Financial Regulation. For more information, see the Privacy Statement on



Tomasz Kozlowski                                                                                 




- Tender specifications;

- Model Contract – Framework contract, specific contract, order form

Housekeeping Services

Deadline to express your interest (inscription): 
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