Archiving and related services

The European Border and Coast Guard Agency Frontex is procuring archiving and related services under tender reference FRONTEX/2026/OP/0023 for a framework service contract covering inventory, appraisal, description, digitisation and disposition of physical archives. The estimated total value is €760,000 excluding VAT and the framework may run up to 48 months with an expected signature in September 2026. The deadline for submission via the EU Funding and Tenders Portal eSubmission is 15 June 2026 at 16:00 Warsaw time and a non compulsory site visit is scheduled for 26 May 2026. Eligible bidders must demonstrate relevant archiving experience including at least three similar projects, provide a dedicated team meeting specified profiles, possess or have access to an image scanner for long term preservation, and comply with data protection and confidentiality requirements.

Archiving and related services (FRONTEX/2026/OP/0023)

What it funds

Framework contract for provision of archiving and related services to Frontex:consultancy, analysis and operational tasks for handling intermediate and historical physical archives (inventory, appraisal, filing, description, digitisation, disposition, packaging and logistics).

Estimated value:Maximum estimated contract ceiling €760,000 (excl. VAT) for up to 48 months (24 months initial + up to two 12-month extensions).

Who can apply

Open to natural or legal persons and consortia established under the EU Treaties and in third countries with procurement access; subcontracting and reliance on other entities allowed (must meet exclusion and selection criteria).

Key practical facts

1. 1Procedure type: open procedure resulting in a framework service contract (framework agreement, without reopening of competition).
2. 2Award method: best price-quality ratio (technical 60% / price 40%).
3. 3Main CPV: 92512000 Archive services.
4. 4Contract start (expected): September 2026; maximum duration 48 months.
5. 5Submission method: electronic via EU Funding & Tenders Portal eSubmission (EU Login required).

Eligibility & selection highlights

Tenderers must satisfy exclusion rules and provide legal, financial and technical evidence. Minimum technical requirements include experience in archiving (at least 3 similar projects in last 3 years), availability of a dedicated team (expert consultant, project manager, archivist, assistant archivist) and possession/access to imaging/scanning equipment for digitisation.

What to submit

1. 1Technical proposal (methodology, team CVs, quality control, data protection documentation).
2. 2Financial proposal using Annex IV template (prices in EUR, net).
3. 3Supporting documents: Declaration on honour (Annex V), Tender Submission Form (Annex VI), PoA/commitment letters for consortia/subcontractors, evidence for selection criteria and data protection materials (DPA template in annexes).

All procurement documents and annexes (ToR, draft contract, acceptance form, DPA, metadata templates, financial template) are published on the Funding & Tenders Portal.

Where to apply:Submit electronically via the EU Funding & Tenders Portal eSubmission. Full dossier and updates: F&T Portal opportunity page.

Contact and practical note

General enquiries and site‑visit registration:tender@frontex.europa.eu. Note EU Login (and 2‑factor authentication after 30 June 2026) is required for subscription, questions and electronic submission.

Core facts and procurement structure

Procurement type:Open procedure published on the EU Funding & Tenders Portal and TED. Lead contracting authority: European Border and Coast Guard Agency (FRONTEX), Warsaw, Poland. Procedure identifier: FRONTEX/2026/OP/0023 (TED reference 298638-2026). Main CPV: 92512000 Archive services. Nature of contract: services. Form: framework contract (framework agreement without reopening of competition). Maximum contractual duration: up to 48 months (initial 24 months with two optional 12-month extensions). Award method: best price-quality ratio (60% technical / 40% financial). Estimated total (maximum) value over the FWC: €760,000 (exclusive of VAT).

Important dates

TED publication date / F&T publication:30/04/2026. Deadline for receipt of tenders: 15/06/2026 at 16:00 Europe/Warsaw. Date and time of public opening (virtual): 16/06/2026 at 10:00 Europe/Warsaw. Cut-off for contracting authority reply to questions: 05/06/2026 23:59 Europe/Warsaw. Site visit (non-compulsory) postponed to 26/05/2026 at 10:00; attendance requires email registration with ID details at least two working days in advance.

What the contract covers (scope and services requested)

Objective:to provide consultancy, analysis and practical archiving services for Frontex’ physical intermediate and historical archives. Services include archive diagnostics and consultancy, contract management, physical inventory and stock-taking, appraisal and application of retention and disposition rules, physical and conceptual re-ordering, series- and file-level description and metadata production (ISAD(G), ISAAR-CPF, ISDF, ISDIAH aligned), packaging and storage tasks, logistics for transfer and destruction, and digitisation for permanent or long-term preservation (TIFF masters/PDF-A deliverables and associated technical metadata).

Deliverables and outputs (examples):work plan and milestones; archive methodology and policy recommendations; inventories and CSV/XML exports; disposition lists (KEEP/RETAIN/DESTROY) with justification; series- and file-level metadata exports in CSV (UTF-8) and XML (EAD/EAC) with data dictionary and mapping; on-site packing/repacking and labelling; on-site digitisation (contractor-supplied scanner installed in Frontex repository; master TIFFs and PDF/A derivatives; fixity checks); certified destruction and certificates of destruction; monthly progress and quality monitoring reports; final reports and acceptance forms per Order Form.

Standards and legal framework:The services must follow EU archival and records rules and international archival standards (ISAD(G), ISAAR-CPF, ISDF, ISDIAH) and, where applicable, XML coding standards (EAD/EAC). Processing of personal data must comply with Regulation (EU) 2018/1725 and the contractor will be a processor under a DPA (Annex II Appendix 5 template provided). Frontex policies referenced include Records Management Policy R-ED-2022-32 and Archives Management Policy R-ED-2024-23.

Who can bid and organisational requirements

Participation:open to natural and legal persons within scope of the EU Treaties, international organisations and economic operators from countries with procurement access agreements (EEA, Stabilisation and Association, Association Agreements where applicable). Tenderers, all consortium members and subcontractors must not be subject to EU restrictive measures and must meet exclusion and selection criteria as declared in Annex V (Declaration on Honour).

• Eligible applicant types expected: SMEs and large enterprises, specialist archive services providers, digitisation companies, consultants; universities, research and cultural heritage organisations may participate where relevant.
• Joint tenders are allowed. In case of a joint tender the group must appoint a group leader and provide a Power of Attorney (Annex VII). All group members bear joint and several liability.
• Subcontracting is permitted but subcontractors must be declared, supply a commitment letter (Annex VII) and meet exclusion criteria.
• Tenders may rely on capacities of other entities (not subcontractors) subject to commitment letters and evidence.

Selection and minimum requirements

Key selection (minimum) thresholds that must be demonstrated in the supporting documentation:

1. 1Legal capacity: evidence of registration or legal status in country of establishment.
2. 2Economic/financial capacity: average annual turnover over the last three financial years above €200,000 (consolidated across entities that make resources available).
3. 3Technical & professional capacity: at least 3 similar projects (scope/complexity) completed in the last 3 years; possession of an image scanner for digitisation and ability to deliver required equipment; dedicated team available meeting role and experience minimums (1 expert consultant, 1 project/contract manager, 1 archivist, 1 assistant archivist). CVs required for each profile.

Additional documentary requirements:Privacy Policy and detailed data protection documentation, Declaration on Honour (Annex V) for all involved entities, Tender Submission Form (Annex VI), Tender-specific supporting documentation (financial statements, references and certificates, powers of attorney for joint bids, subcontractor commitment letters).

Evaluation and award

Evaluation approach:two-stage compliance and quality assessment followed by financial evaluation. Tenders that meet exclusion, selection and compliance checks proceed to technical and financial scoring. Minimum overall technical threshold: 60% of technical score. Final award based on Most Economically Advantageous Tender (MEAT), scoring: 60% technical quality and 40% price.

Procurement procedures, submission and templates

Submission method:exclusively electronic via the EU Funding & Tenders Portal eSubmission. EU Login account and PIC required. Tenders must be submitted in any of the EU official languages; procurement documents are published in English (English version prevails). Tenderers must ensure all attachments meet eSubmission system requirements (supported browsers, file types, size limits – attachments generally <50 MB per file; maximum 200 files per submission).

1. 1Mandatory templates and annexes available on the F&T Portal: Invitation to Tender; Annex I Tender Specifications; Annex II Terms of Reference and appendices (file and series metadata templates, Declaration of Confidentiality, Acceptance Form, DPA template); Annex III Draft Framework Contract and Model Order Form; Annex IV Financial offer template (pricing by deliverable/linear metre / page rates); Annex V Declaration on Honour; Annex VI Tender Submission Form; Annex VII Power of Attorney / Commitment letters.
2. 2Model Order Form for each call under the framework will specify exact scope, quantities, timing, prices and deliverables. Order Forms must be signed and returned within 5 working days of issuance.
3. 3Data Protection: a Data Processing Agreement (DPA) template is included (Annex II Appendix 5) and must be concluded before processing personal data; all processing locations must be in EU/EEA unless otherwise authorised in writing by Frontex.

Financial and contracting details

Estimated maximum value of the FWC:€760,000 (excl. VAT). Framework executed as Order Forms. Payments: quarterly/interim payments for archive services and digitisation based on executed linear metres/pages; payment within 30 days of accepted deliverables and receipt of invoice. Frontex is generally VAT exempt and will issue or assist with VAT exemption documentation. Price revision: annual revision mechanism linked to HICP series (see Special Conditions and Article II.20 formula). No pre-financing is foreseen. Performance guarantees are not applicable. Framework ceiling may be increased by up to 50% via negotiated procedure without prior publication if conditions permit.

Application mechanics and evaluation practicalities

Tenderers must ensure a complete submission at the time of upload. Draft tenders can be edited until the deadline. Withdrawal or replacement permitted before deadline. Only the latest submission per tenderer will be considered. Opening session is public (virtual) limited to verification and announcement of tenderers' names; tenderers may attend by prior email to tender@frontex.europa.eu. After opening, tenders become property of the contracting authority and are treated confidentially, subject to public access rules and Frontex data policies.

Structured classification answers

Eligible Applicant Types:Expected eligible applicants include private companies providing archive and digitisation services (SMEs and larger firms), specialist digitisation providers, archive and records management consultancies, cultural heritage organisations, document management companies, universities or research institutes with archive capabilities, non‑profits and NGOs with relevant capacity, and international organisations. Subcontracting and consortium arrangements are allowed; natural persons may participate where permitted by procurement rules and selection criteria.

Funding Type:This is a public procurement (tender) leading to a service contract in the form of a framework agreement. It is not a grant, loan or equity instrument.

Consortium Requirement:Consortiums (joint tenders) are permitted but not mandatory. A single economic operator may submit alone. If a consortium is used, a group leader must be appointed and joint and several liability will apply.

Beneficiary Scope (Geographic Eligibility):Open to organisations within the EU and EEA and to operators from third countries that have procurement access via relevant agreements (e.g., Stabilisation and Association, Association Agreements for Georgia, Moldova, Ukraine; EEA countries). Subcontractors follow the same exclusion rules but access rules for subcontractors are different (subcontracting does not extend full procurement access).

Target Sector:Archives and records management, cultural heritage, document management and digitisation services, information management, data protection and IT systems for archival metadata. Primary sector: environment: no. Primary thematic sector: archives/cultural heritage, records management and ICT (document digitisation and metadata systems).

Mentioned Countries:Poland (Frontex HQ location Warsaw). Procurement text references: EU member states and EEA (Iceland, Norway, Liechtenstein) and specific candidate / associated countries (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo; Georgia, Moldova, Ukraine) as having access under agreements. Primary operating location for on-site work: Warsaw, Poland (Plac Europejski 6 and Wronia 31).

Project Stage:Operational deployment / service delivery: implementation, organisation, inventory, appraisal, digitisation and disposition of physical archives. Maturity expectation: service-ready (operational execution), experienced provider with completed comparable projects (evidence of prior projects required).

Funding Amount:Estimated maximum contract ceiling for the entire FWC: €760,000 (exclusive of VAT). This is the estimated total ceiling for the full FWC duration (up to 48 months) and may be increased by up to 50% under specified conditions.

Application Type:Open call / public tender. Submission via eSubmission on the EU Funding & Tenders Portal (electronic submission only).

Nature of Support:Monetary: service contract payments (contracted fees) to the successful contractor. Non-monetary: Frontex provides site access, workstations on site (two workstations), digital storage for recording digitised files, access to repository areas, and stationery/packing materials; contractor provides equipment (scanners) and personnel.

Application Stages:Single-stage electronic tender submission, followed by evaluation phases: (1) opening and administrative checks, (2) exclusion and selection checks, (3) compliance with ToR and data protection checks, (4) technical scoring, (5) financial scoring, (6) final combined score and award recommendation. Tenderers may be requested to provide documentary evidence post-evaluation before award.

Success Rates:Not specified in documentation. As a single-award open procedure for a framework agreement, success rate is dependent on number of valid bidders and their relative technical and financial offers. No historical success rate provided.

Co-funding Requirement:No co-funding required or requested. The contract is a purchased service; contractor is remunerated under the agreed price schedule. Tenderers must bear all costs of tender preparation.

Templates and application materials:Templates published on the F&T Portal include: Invitation to Tender, Annex I Tender Specifications, Annex II Terms of Reference and appendices (file and series metadata templates; Declaration of Confidentiality; Acceptance Form; DPA template), Annex III Draft contract and Model Order Form, Annex IV Financial offer template (Excel sheet with unit prices e.g. EUR per linear metre or per page), Annex V Declaration on Honour (exclusion and selection declarations), Annex VI Tender Submission Form, Annex VII Power of Attorney / Commitment letter. Tenderers must submit technical proposal (methodology, team CVs, Q/C measures), completed financial template and supporting documents (financial statements, references, privacy policy).

Operational and compliance highlights for bidders

1. 1Data protection: all personal data processing must take place inside EU/EEA; any subcontracting or transfers to third countries require prior written Frontex authorisation. Submit Privacy Policy and DPA acceptance template as part of the offer.
2. 2Security and confidentiality: all personnel accessing Frontex premises must sign Declaration of Confidentiality and provide a recent clean criminal record certificate (issued within 3 months). Frontex reserves the right to deny access to any individual.
3. 3On-site constraints: archive repository is 212 m2 underground storage with no daylight; on-site scanning station provision and use conditions specified in ToR; Frontex will provide two workstations and digital storage for preservation tasks.
4. 4Disposal and destruction: no documents may be destroyed without prior Frontex written approval and legal-hold checks; certified destruction services and certificates required for destroyed items; disposition metadata must be recorded.
5. 5Quality control and reporting: monthly progress and quality monitoring with acceptance forms required (Annex II Appendix 4). Contractor must implement risk management and quality assurance systems and hold periodic reviews with Frontex.

How to apply — practical checklist

1. 1Register organisation in Participant Register and obtain PIC; ensure EU Login access and two-factor authentication (required from 30 June 2026).
2. 2Subscribe to the call on the F&T Portal and download all procurement documents (Annexes I–VII and templates).
3. 3Prepare Technical Proposal: methodology, detailed work plan and schedule, team CVs meeting ToR profiles, evidence of equipment (scanner), data protection documentation and Privacy Policy, references and portfolio of at least 3 similar projects, copy of company registration and recent financial statements evidencing turnover threshold.
4. 4Prepare Financial Proposal using Annex IV template: populate unit rates for deliverables (linear metre rates, page rates for digitisation, fixed prices for management deliverables) and compute total reference price.
5. 5Complete Annex V Declaration on Honour and Annex VI Tender Submission Form. If joint tender, include Annex VII Power of Attorney; if relying on others or subcontracting, include commitment letters (Annex VII).
6. 6Submit exclusively via eSubmission before the published deadline (15/06/2026 16:00 Europe/Warsaw). Confirm submission receipt and attend virtual public opening if desired.

What this opportunity is about — summary for applicants

This is a non-research public procurement to select a supplier (single contractor or consortium) to enter into a framework service contract with Frontex for archiving and related services. The contract covers consultancy, archiving processing (inventorying, appraisal, series- and file-level description, packaging), digitisation for permanent and long-term preservation and disposition logistics (including certified destruction) for the Frontex physical archives in Warsaw. The framework is capped at €760,000 (excl. VAT) and may run up to 48 months. The award will be based on best price-quality ratio with a 60/40 weighting (technical quality given heavier weight). Bidders must demonstrate archive-specific experience (minimum 3 comparable projects), staffing capacity (defined profiles), possession or availability of digitisation hardware (image scanner) and robust data protection arrangements (processing inside EU/EEA, ability to sign DPA). Subcontracting and joint bids are allowed with declared commitments and joint liability for consortiums. Submission is electronic only via the EU Funding & Tenders Portal and requires a full set of templates provided with the tender documentation. Frontex provides site access, two workstations and digital storage; the contractor supplies scanning hardware, personnel and logistics. The contract imposes strict confidentiality and data protection obligations and requires compliance with international archival standards and Frontex retention and transfer rules.

Opportunity Overview

The European Border and Coast Guard Agency (Frontex) is seeking qualified service providers to deliver comprehensive archiving and related services. This is an open tender procedure for a framework service contract covering consultancy, analysis, and professional archive handling for Frontex Agency's physical document repositories. The contract encompasses inventory management, evaluation, description, digitalization, and disposition of intermediate and historical archives.

Tender Reference:FRONTEX/2026/OP/0023

TED Reference:84/2026 298638-2026

Key Dates and Deadlines

The deadline for receipt of tenders is 15 June 2026 at 16:00 Warsaw Time. Tenders received after this deadline will be rejected. The contracting authority is not bound to reply to questions submitted after 5 June 2026 at 23:59 Warsaw Time. ¹

Funding and Contract Value

Estimated Total Value:€760,000.00 (excluding VAT) for the entire contract duration

Contract Duration:Maximum 48 months (4 years) comprising an initial 24-month period with the possibility of two 12-month extensions on the same conditions

Contract Type:Framework service contract without reopening of competition

Frontex reserves the right to conduct a negotiated procedure without prior publication to increase the ceiling by 50 percent if such need occurs and respective conditions apply. Services will be ordered through individual Order Forms issued during the contract validity period based on Frontex's needs.

Scope of Services

The contract covers provision of archiving and related services for Frontex's physical archives, which include approximately 770 linear meters of administrative documents and 300 linear meters of human resources files. Additional 570 linear meters of documents are expected during the contract period. Services must be provided in compliance with international archival standards including ISAD(G), ISAAR-CPF, ISDF, and ISDIAH.

Main Service Components

• Consultancy and contract management including day-to-day work management, communication coordination, schedule tracking, quality control, and reporting
• Archive processing encompassing identification, inventory, evaluation, filing, analysis, and description of documents at file and series levels
• Digitalization of records selected for permanent and long-term preservation using specified technical standards (minimum 300 dpi for text, 400-600 dpi for photos and maps, TIFF master format, PDF/A-€2Bderivatives)
• Disposition of physical documents including preparation of disposition proposals, transfer for elimination, destruction services by certified providers, and provision of destruction certificates
• Logistical services related to reorganization and disposal of documentation

All services must comply with Council Regulation (EEC, Euratom) No 354/83 on historical archives and Frontex's Records Management Policy and Archives Management Policy. The contractor must handle both administrative documents (financial, procurement, project management, legal framework) and human resources documentation (personal files, expat services, recruitment records).

Eligibility and Who Can Apply

Eligible Applicants

Participation is open on equal terms to all natural and legal persons from EU Member States, EEA countries (Iceland, Norway, Liechtenstein), and countries with special agreements with the EU including North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo, Georgia, Moldova, and Ukraine (for supplies valued at €143,000 or above). International organisations may also participate. ²

Tenderers may submit as sole economic operators, joint tenders (consortia), or with subcontractors. Joint tender members must appoint a group leader and assume joint and several liability for contract performance. All involved entities must meet eligibility and exclusion criteria.

Exclusion Criteria

Tenderers and all involved entities must not be subject to EU restrictive measures, must not be in exclusion situations as defined in Article 138(1) of the EU Financial Regulation, and must declare they are not subject to professional conflicting interests. Tenderers must complete and sign a Declaration on Honour (Annex V) confirming non-exclusion status. The contracting authority may request supporting documentary evidence at any time during the procurement procedure.

Selection Criteria and Requirements

Legal Capacity

Tenderers must prove legal capacity to perform the contract and regulatory capacity to pursue the professional activity. Evidence required includes a copy of an official document (Company Register, Official Gazette, etc.) confirming the tenderer is established as a recognized legal entity and registered in a relevant professional or trade register.

Economic and Financial Capacity

Criterion F1 requires average yearly turnover of the last three financial years above €200,000.00. Evidence must include copies of profit and loss accounts and balance sheets for the last three years for which accounts have been closed, or appropriate bank statements, plus a declaration of the company's total turnover for the past three years. If currency is not Euro, conversion uses exchange rates applicable for the month of tender submission published by the European Commission.

Technical and Professional Capacity

Criterion T1 requires experience in archiving services with at least 3 similar projects completed in scope and complexity within the last three years preceding the tender submission deadline. Evidence must include the company's portfolio, a list of at least 3 contracts with start and end dates, total project amounts, scope, role, and amount invoiced, plus at least 3 reference letters from customers confirming good quality of services provided.

Criterion T2 requires ability to provide a dedicated team with specific profiles:1 expert consultant, 1 project manager, 1 archivist, and 1 assistant archivist (expert consultant and contract manager may be the same person if requirements are fulfilled). The tenderer may offer 2 additional candidates for archivist and 2 additional for assistant archivist positions, which will receive additional scoring. One CV per profile is required.

Criterion T3 requires possession of an image scanner for digitalizing records for permanent and long-term preservation. Evidence must include a declaration on possession of the scanner and its short description.

Required Team Profiles and Qualifications

• Expert Consultant: Master's level diploma, excellent knowledge of archive and document management, at least 7 years consultancy experience in document/archive/information management, C1 English level, EU institutional or international environment experience preferred
• Contract Manager: Master's level diploma, at least 5 years relevant and continuous project/contract management experience, C1 English level, EU Institution or international organisation experience preferred
• Archivist (minimum 1, maximum 3): Bachelor's level diploma in document/archive management, knowledge of information technologies for documentary databases and repositories, at least 1 year direct experience in archives (for archive management graduates) or 3 years for other degree holders, C1 English level, EU institutional experience preferred
• Assistant Archivist (minimum 1, maximum 3): Baccalaureate level with 3 years proven archive service experience, or Bachelor's degree in archive management with 1 year direct archive experience, C1 English level, EU institutional experience preferred

All team members must have excellent knowledge of English at C1 level according to the Common European Framework of Reference for Language Skills. The working language for all communications and deliverables is English.

Submission Requirements and Process

Submission Method

Tenders must be submitted exclusively via the electronic submission system (eSubmission) available through the EU Funding and Tenders Portal. Tenders submitted by any other method (email, letter, etc.) will be disregarded. Each economic operator must register in the European Commission's Participant Register to obtain a Participant Identification Code (PIC) before submission. ³

Required Documents and Information

• Technical Proposal consistent with Terms of Reference including methodology, team composition, and quality control measures
• Financial Proposal using the provided form (Annex IV) with prices in Euro, net amount excluding VAT, all-inclusive of costs
• Privacy Policy and data protection documentation describing processing operations, technologies used, retention policies, and applicable domestic legislation
• Declaration of Honour (Annex V) completed and signed by all involved entities
• Tender Submission Form (Annex VI) duly filled and signed by authorized representative
• Documents confirming legal, economic/financial, and technical/professional capacities
• Power of Attorney (for joint tenders, Annex VII)
• Commitment letters from subcontractors and other entities on whose capacity the tenderer relies (Annex VII)
• Evidence of authorization to sign documents (copy of appointment notice, publication, or power of attorney)
• CVs for each required team profile

Prices must be indicated in Euro as net amounts excluding VAT and must be all-inclusive of all costs aligned with the services. Frontex is exempt from VAT pursuant to the Protocol on Privileges and Immunities of the European Union. Contractors established outside Poland must obtain VAT exemption from competent national authorities, with Frontex providing a VAT and Excise Duty Exemption Certificate (1510 form) to assist.

Site Visit

A non-compulsory site visit is scheduled for 26 May 2026 at 10:00 at Frontex headquarters (Plac Europejski 6, Warsaw, Poland). Tenderers wishing to attend must send an email to tender@frontex.europa.eu at least two working days in advance, indicating the subject line 'Site visit - FRONTEX/2026/OP/0023 - Archiving and related services' and providing full names, dates of birth, nationalities, and ID or passport numbers of maximum 2 representatives per tenderer. Tenderers may not take pictures, make drawings, or share information received during the site visit without prior written Frontex consent. All expenses are borne by tenderers.

Evaluation and Award Criteria

Evaluation Process

Tenders are evaluated in stages. First, formal compliance is checked during the public opening session to verify submission before the deadline and integrity of the tender structure. Tenders are then evaluated against exclusion criteria, administrative compliance, minimum requirements, and award criteria. Incomplete tenders may be rejected. The evaluation committee's deliberations are held in closed sessions and members are bound to secrecy.

Award Criteria and Scoring

The contract will be awarded to the tenderer offering the most economically advantageous tender using a 60/40 weighting ratio for technical quality and price respectively. The final score is calculated as: Final Score = 0.6 x Technical Score + 0.4 x Financial Score. The tender with the highest final score will be awarded the contract.

Technical Evaluation (Maximum 100 Points)

The minimum threshold for technical evaluation is 60 percent. Tenders scoring less than 60 percent in total will be deemed of insufficient quality and eliminated from further consideration. The tender receiving the highest technical points receives a technical score of 100. Other tenders are scored proportionally: Technical Score = (Total Points Received / Highest Points Earned) x 100%.

Financial Evaluation

The tender with the lowest total reference price receives a financial score of 100. Other tenders are scored using the formula: Financial Score = (Lowest Total Price / Total Price of Evaluated Proposal) x 100%. Tenderers must be aware of abnormally low tender provisions in point 23 of Annex 1 to the EU Financial Regulation and the possibility of tender rejection based on this criterion.

Data Protection and Confidentiality

Processing of personal data in tender responses is governed by Regulation (EU) 2018/1725 on protection of natural persons with regard to processing of personal data by Union institutions. Frontex acts as data controller. Tenderers' personal data may be registered in the Early Detection and Exclusion System (EDES) if the tenderer is in situations mentioned in Article 138 of the Financial Regulation.

Once opened, tenders become Frontex property and are treated confidentially. The contracting authority may make tenders available to its staff, other Union institutions, and persons working for or cooperating with Frontex, provided they are bound by confidentiality obligations. After award decision signature, unsuccessful tenderers who meet specified criteria and make written request will be notified of the awarded tenderer's name, characteristics and relative advantages of the successful tender, and price offered. Frontex may withhold confidential information including unit prices, technical or trade secrets.

The contractor and its staff engaged in contract implementation must sign a Declaration of Confidentiality before starting work. All contractor staff with access to Frontex physical repository must provide a valid certificate of clean criminal record issued by relevant national authorities (issued not earlier than 3 months prior to submission). Documents cannot be removed from Frontex premises except documentation approved for disposal.

Contract Performance and Implementation

Work Location

Archivist and assistant archivist staff must perform tasks at Frontex premises in Warsaw, Poland (Plac Europejski 6 and Wronia 31). Consultancy and contract management services may be performed off-site or at the contractor's premises. An introductory meeting and presentation of the physical repository will be held at Frontex premises.

Resources and Logistics

The contractor must provide an image scanner for digitalizing records, disposal and destruction services by certified providers, human resources for implementation, and other services as defined in the Terms of Reference. Frontex provides two workstations in Warsaw premises, two computers for archivist and assistant archivist, digital storage for recording and describing digitalized files, stationery and office supplies for packing/unpacking, and access to office and repository areas.

Deliverables and Timeline

• Contract management documentation and implementation throughout contract validity
• Work plan with timeline and milestones within 4 weeks of first Order Form signature
• Archive methodology report and policy recommendations within 6 weeks of first Order Form signature
• Inventory, evaluation reports, and organization of short-lived documentation as defined in Order Forms
• Inventory, evaluation reports, and organization of permanent preservation documentation as defined in Order Forms
• Inventory, evaluation reports, and organization of HR documentation as defined in Order Forms
• Digitalization of records in line with approved Digitalization Plan as defined in Order Forms
• Disposition proposals, transfer, destruction services, and destruction certificates as defined in Order Forms

Payments are made for each Order Form upon completion and acceptance of related deliverables. Payment for archive services and digitalization/disposition is made quarterly based on executed linear meters/pages, upon submission of invoices accompanied by completed and signed Deliverable Acceptance Forms. Frontex makes payments within 30 days.

Important Conditions and Restrictions

Submission of a tender implies acceptance of all terms and conditions in the procurement documents and 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 contract duration. The contracting authority is not bound to reply to requests for additional information received less than six working days before the tender submission deadline.

No more than one tender can be considered per tenderer. If the same tenderer submits more than one tender, neither of which has been withdrawn, only the latest tender will be considered. The tenderer may not refer to earlier submitted tenders to complement, clarify, or correct its latest tender. All costs incurred for tender preparation, submission, and opening session attendance are borne by tenderers and will not be reimbursed.

The invitation to tender is not binding on Frontex. The contracting authority's contractual obligation commences only when the contract is signed by both parties. Up to contract signature, Frontex may cancel the procurement procedure without tenderers being entitled to claim compensation. Any such decision must be substantiated and tenderers notified.

Tenderers must ensure no involved entities are subject to EU restrictive measures consisting of prohibition to make available or transfer funds or economic resources or provide financing or financial assistance, or asset freeze. This prohibition applies throughout the entire contract performance duration.

Contact Information and Support

For questions regarding the procurement, tenderers must submit requests in writing only through the EU Funding and Tenders Portal by clicking 'Create a question' in the Questions and Answers section. For site visit attendance, tenderers must email tender@frontex.europa.eu. For technical issues with eSubmission, contact the eSubmission Helpdesk as detailed in the eSubmission Quick Guide available through the portal.

All procurement documents are available in English only at the following link:EU Funding and Tenders Portal. Subscription to the call for tenders at this link allows interested economic operators to receive email notifications when new information or documents are published. Subscription is free of charge and does not involve any commitment to submit a tender.

Key Compliance Requirements

• Compliance with international archival standards (ISAD(G), ISAAR-CPF, ISDF, ISDIAH) and corresponding XML coding standards (EAC, EAD)
• Compliance with Frontex Records Management Policy and Archives Management Policy
• Compliance with GDPR and Regulation (EU) 2018/1725 for personal data processing
• Compliance with Frontex security rules and confidentiality requirements
• Digitalization specifications: minimum 300 dpi for text, 400-600 dpi for photos/maps, TIFF master format, PDF/A-€2Bderivatives, embedded technical metadata, fixity checks
• Provision of metadata in CSV (UTF-8) and XML (EAD/EAC) formats with data dictionary and mapping sheet
• Segregation of duties ensuring no individual may both approve and execute destruction
• Provision of destruction certificates by certified service providers
• Monthly quality monitoring meetings and ad-hoc meetings as required
• Reporting on contract implementation, data protection compliance, deliverables, issues, risks, and quality assurance

Additional Information

The contract is governed by Frontex Financial Regulation (Management Board Decision 19/2019) and the EU Financial Regulation (Regulation (EU, Euratom) No 2024/2509). Applicable law is that of the European Union. The contract includes provisions for termination for convenience by either party and settlement of disputes. ⁴

Tenderers must declare in their submission that their tender is drawn and submitted in complete independence and autonomously from other tenders. Economic operators linked by control or association relationships may submit different tenders provided each demonstrates independent and autonomous preparation. Cross-subcontracting among tenderers is forbidden.

Staff replacement is permitted with Frontex prior approval based on written explanation. Replacement staff must have at least equivalent qualifications and experience. CVs of replacement personnel must be submitted at least two weeks in advance. Replacement must not oblige Frontex to pay additional remuneration beyond the initial contract terms. The contractor bears all additional costs arising from replacement and is responsible for smooth handover and service continuity.

Footnotes

1. 1The submission receipt provided by eSubmission with the official date and time of receipt constitutes proof of compliance with the time-limit for receipt of tenders. It is not possible to submit a tender through eSubmission after the deadline indicated in the contract notice and F&T Portal. Tenderers are advised to become familiar with the system and requirements well in advance.
2. 2Under Stabilisation and Association Agreements, economic operators from North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, and Kosovo have access regardless of purchase value. Under the EEA Agreement, operators from Iceland, Norway, and Liechtenstein have full access. Under Association Agreements, operators from Georgia, Moldova, and Ukraine have access for supplies valued at €143,000 or above. The plurilateral Agreement on Government Procurement (GPA) is not applicable to Frontex procedures.
3. 3Instructions on creating a PIC are available on the Participant Register page. Economic operators already registered must reuse their existing PICs. The PIC is a 9-digit number acting as the unique identifier. Registration in the Participant Register is mandatory for all tenderers, group members, and identified subcontractors.
4. 4The contract is a framework service contract with a maximum duration of 48 months. Services are ordered through Order Forms issued during the contract validity period. The framework contract continues to apply to Order Forms after its expiry but no longer than 6 months. The contractor is responsible for fulfilling requirements under its exclusive supervision, including defining schedules, distributing tasks, and verifying work quality.