Compliance requirements
The bidder must declare whether it or any member of its administrative, management or supervisory bodies, or any person authorised to represent, make decisions for or control it, has a relevant conviction within the past five years or remains subject to an exclusion period. The grounds include participation in a criminal organisation, fraud, terrorism-related offences, money laundering or terrorist financing, child labour or human trafficking, corruption, and enabling the unlawful employment of foreign nationals. Where permitted, the bidder may provide evidence of measures taken to restore its reliability.
The bidder must also declare whether it has unpaid taxes or social security contributions; breached environmental, social or labour obligations; entered bankruptcy, insolvency, liquidation or a similar situation; made an arrangement with creditors; had its business suspended or assets placed under administration; committed serious professional misconduct; entered into agreements distorting competition; has an unmitigable conflict of interest; participated in preparing this procurement in a way that creates an unremediable competitive advantage; or had a previous contract terminated early or been subject to damages or comparable sanctions for serious or persistent breach. The bidder must further declare whether it has supplied false or misleading information, withheld required information or documents, or improperly sought confidential information or influence over the procurement decision.
National grounds also cover convictions for tax offences, breaches relating to the unlawful employment of foreign nationals, and international sanctions. The bidder must not be a person with whom awarding the contract would breach an international or Estonian government sanction. The notice sets the tax-debt threshold at EUR 0, subject to the stated national rules under which a tax debt below EUR 100 or a rescheduled debt does not result in issuance of a tax-debt certificate. Where applicable, the bidder may provide evidence of remedial measures; the notice describes this possibility for procurements above the international threshold or where the tender documents allow it.
Qualification criteria and exclusion grounds
The bidder’s total revenue for its most recently completed financial year must be at least EUR 150,000, based on the annual report. The bidder must maintain valid liability insurance covering at least EUR 100,000 throughout the contract period. Compliance is confirmed in the ESPD; at the contracting authority’s request, the successful bidder must submit a copy of the insurance policy or an insurer’s confirmation before contract signature.
The bidder must demonstrate that, during the 36 months preceding the start of the procurement, it has provided or is providing indoor cleaning services at a minimum of two comparable sites. The sites must have a combined cleaning area of at least 3,000 m², and the service must have been provided for at least 12 consecutive months within the reference period. The ESPD must include a list of contracts with the contracting parties’ names and contact details, site addresses and contract periods; contracts awarded through public procurement must also include the procurement reference number.
A site visit is a prerequisite for submitting a bid. Visits take place on 21 October 2026: Narva mnt 81 at 10:00, Toompea 8 at 11:00, Spordi tn 13 at 12:15, and Plangu tn 4 and 5 at 13:00. The request to visit must be sent through the procurement register’s communication channel, and the bidder’s representative must show identification.
The bid must comply with the tender documents and include the total price for 32 months in the register’s price form, as well as a separate Annex 3 form showing the total service price and fixed prices for additional services. Conditional bids are not permitted. The bidder must confirm that it holds the registrations and qualifications required for service delivery and provide supporting explanations or documents at the contracting authority’s request. A joint bid must include the partners’ authorisation document. The bid must identify any information claimed as a trade secret and explain that classification, or state that it contains no trade secrets.
Before the service begins, the bidder must train the staff who will provide the service on environmental impacts, including correct dilution and dosing of cleaning products, wastewater disposal and separate waste collection. After the training, evidence must be provided identifying its date, trainer, participants and topics. The bidder must provide a list of hand soaps and evidence of compliance: an EU ecolabel is acceptable, or, where no ecolabel is held, an audit by a conformity assessment body or independent auditor demonstrating compliance with the ecolabel criteria. A list of the tissue products to be supplied during the contract must be accompanied by evidence of compliance with the EN ISO 14024 Type I ecolabel or an equivalent European standard. Where a product has no ecolabel, an audit by a conformity assessment body or independent auditor is required.
The bidder must provide the names and personal identification numbers or dates of birth of persons authorised to represent, make decisions for or control the company who are not shown in the commercial register or an equivalent extract, or confirm that there are no such persons. The bidder must also confirm that it will not engage, for more than 10% of the contract value, subcontractors or suppliers covered by the specified Russia-related restriction, and will not use a subcontractor that must be replaced on exclusion grounds. Equivalent products and evidence are acceptable if equivalence is explained and substantiated. The bidder must also confirm that the offered goods are not subject to international sanctions and do not originate from sanctioned regions.