CFT-1804-GLOBAL PAYROLL AND LEGAL SERVICES FOR EIB NON-EU EXTERNAL OFFICES

The European Investment Bank (EIB) is issuing a Call for Tenders for two lots aimed at procuring global payroll and legal services for its non-EU external offices, with a total estimated value of €3,000,000. Lot 1, focused on Global Payroll Services, has an estimated value of €2,000,000, while Lot 2, which pertains to Global Legal Services, is valued at €1,000,000. The framework agreement is planned for an initial duration of 48 months, with the possibility of two renewals for a maximum contract length of 72 months.

The procurement is open to any economic operator eligible to supply such services, including large enterprises and specialized service providers, though there is a noted indication that small and medium enterprises (SMEs) may not be the primary focus. Submission for individual lots can be done by single applicants without the necessity to form a consortium. While explicit geographic eligibility details are scarce, the focus is on service provision outside the European Union.

A comprehensive evaluation of tenders will be conducted, emphasizing quality (70%) over price (30%). This competitive procurement procedure encourages applicants who possess robust international infrastructure and are capable of delivering sophisticated global payroll and legal services. The application submission is electronic, with a deadline set for October 10, 2025, followed by a public opening of tenders on October 13, 2025.

Interested parties must possess a Personal Identification Code (PIC) to participate, and they can submit up to 200 files with a maximum size of 50 MB per document. All submissions will be encrypted to ensure confidentiality. The EIB intends to streamline its HR management activities, transitioning to a model that allows for a unified point of contact for these integrated services across its international operations.

This is a call for tenders, procedure identifier EIB/2025/OP/0004, published on 31/07/2025 by the European Investment Bank (EIB). The TED reference is 145/2025 502304-2025. The submission method is electronic and the call is currently open for submission. The objective is to award a Framework Agreement per lot to a successful tenderer for the provision of global payroll and legal services for EIB non-EU External Offices. The EIB aims to streamline HR management activities by transitioning to a global service provider model, designating a single point of contact for global payroll services (Lot 1) and global legal services (Lot 2). The procedure type is an open procedure. The estimated total value is 3,000,000 EUR. The main classification (CPV) is 79211110 Payroll management services.

The call for tenders is divided into two lots:

Lot 1: Global Payroll Services for EIB non-EU External Offices. The nature of the contract is services. The maximum contract duration is 72 months. The award method is best price-quality ratio. The estimated value is 2,000,000 EUR. The lead contracting authority is the European Investment Bank. It is a framework agreement without reopening of competition. The selection criteria include the main classification (CPV) 79211110 Payroll management services and additional classifications (CPV) 79100000 Legal services and 79631000 Personnel and payroll services.

Lot 2: Global Legal Services for EIB non-EU External Offices. The description is Global Legal Services. The nature of the contract is services. The maximum contract duration is 72 months. The award method is best price-quality ratio. The estimated value is 1,000,000 EUR. The lead contracting authority is the European Investment Bank. It is a framework agreement without reopening of competition. The selection criteria include the main classification (CPV) 79211110 Payroll management services and additional classifications (CPV) 79100000 Legal services and 79631000 Personnel and payroll services.

Key Milestones:

TED publication date: 31/07/2025
Date and time of public opening: 13/10/2025 10:00 Europe/Luxembourg
Deadline for receipt of tenders: 10/10/2025 15:00 Europe/Luxembourg
Contracting authority is not bound to reply to questions submitted after: 15/09/2025 06:00 Europe/Luxembourg

The following documents are available for download:

EN1.General Administrative and Submission Clauses (GASC) Information for candidates and tenderers Published on 31/07/2025 All lots Version 1 No translations available
EN2.2 Annex B IT Requirements Tender specifications Published on 31/07/2025 Lot 1 Version 1 No translations available
EN2.8 Annex E - Declaration Minimum Technical Requirements_LOT 1 Tender specifications Published on 31/07/2025 Lot 1 Version 1 No translations available
EN2.9 Annex E - Declaration Minimum Technical Requirements_LOT 2 Tender specifications Published on 31/07/2025 Lot 2 Version 1 No translations available
EN2.1 Terms of Reference plus Annexes A and F Terms of reference Published on 31/07/2025 All lots Version 1 No translations available
EN2.3 Annex C Pricing Form Financial offer form Published on 31/07/2025 All lots Version 1 No translations available
EN2.3 Annex D Model Framework Agreement for Provision of Services Lot 1 Draft contract Published on 31/07/2025 Lot 1 Version 1 No translations available
EN2.4 Annex D Model Framework Agreement for Provision of Services Lot 2 Draft contract Published on 31/07/2025 Lot 2 Version 1 No translations available
EN2.5 Annex D (Appendix C) General Terms _ Conditions for ICT services for Framework Agreements Lot1 Draft contract: special conditions Published on 31/07/2025 Lot 1 Version 1 No translations available
EN2.6 Annex D (Appendix C) General Terms _ Conditions for Framework Agreements (services) Lot2 Draft contract: general conditions Published on 31/07/2025 Lot 2 Version 1 No translations available

Submissions must be sent exclusively at the address for submission given below, using the electronic submission method.

Some frequently asked questions (FAQ) are answered:
How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Please make sure you use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, try the following steps: 1. Clear the cache and cookies on the Internet brows...Published on 13/02/2025 21:52
Which Internet browsers does eSubmission support? Please use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements. You can access this link...Published on 13/02/2025 21:52
Is it possible to view the details of the submission after the deadline? 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 u...Published on 13/02/2025 21:50
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 ...Published on 17/10/2024 21:40
Which size should attachments have? For attaching files to your tender submission, eSubmission accepts files that are less than 50 MB in size. Any larger sizes will not be accepted by the system. For the latest informa...Published on 17/10/2024 21:36
How should I name attachments in eSubmision? 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 ...Published on 03/10/2024 17:39
Can I submit a video in eSbmission? Which formats are supported? You can check the System Requirements of eSubmission: Published on 03/10/2024 17:37
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” ...Published on 03/10/2024 17:37
Do I need to validate my PIC in order to submit a tender in eSubmission? The 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). For subcontractors PIC i...Published on 03/10/2024 17:36
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...Published on 03/10/2024 17:36
How many attachments can I upload per submission? The maximum number of documents the system will allow you to upload per tender is200 files. You are able to check the eSubmission System Requirements in the documentation by clicking...Published on 03/10/2024 17:35
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 alread...Published on 23/04/2024 18:14
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...Published on 23/04/2024 17:07
What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.Published on 22/04/2024 23:55
How many languages does the system support? The system is multilingual and supports all 24 official EU languages.Published on 01/04/2024 20:56
Which is the character set encoding in the system? The character set encoding is UTF-8.Published on 23/02/2024 00:58
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.Published on 23/02/2024 00:57
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...Published on 22/02/2024 00:55
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. Published on 24/03/2023 22:32
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. Published on 03/08/2021 23:07
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...Published on 03/08/2021 23:05

In summary, the European Investment Bank is seeking to establish framework agreements with service providers for global payroll and legal services for its non-EU external offices. This tender is divided into two lots, one for payroll services and one for legal services, each with its own estimated value and specific requirements. The EIB aims to streamline its HR management by having single points of contact for these services. Interested parties must submit their tenders electronically by the specified deadline, adhering to the technical requirements of the eSubmission system. The award will be based on the best price-quality ratio.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the services required (global payroll and legal services), it is likely that eligible applicants would include companies, firms, or organizations with expertise in these areas. This could include SMEs, large enterprises, or specialized service providers.

Funding Type: The funding type is procurement, specifically a call for tenders. The outcome is the award of a Framework Agreement for services.

Consortium Requirement: The information does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, the reference to a "successful tenderer" per lot suggests that both single applicants and consortia could be eligible, provided they meet the technical and financial requirements.

Beneficiary Scope (Geographic Eligibility): The call for tenders is for services related to EIB non-EU External Offices. This implies that the geographic scope is international, specifically targeting service providers capable of operating and delivering services outside of the European Union.

Target Sector: The target sectors are legal services and personnel/payroll services. More specifically, it targets global payroll services and global legal services.

Mentioned Countries: No specific countries are mentioned, but the opportunity relates to EIB non-EU External Offices, indicating a focus on countries outside the European Union.

Project Stage: The project stage is for the provision of established services. The tender seeks experienced providers to deliver ongoing payroll and legal services.

Funding Amount: The estimated total value of the procurement is 3,000,000 EUR. Lot 1 (Global Payroll Services) has an estimated value of 2,000,000 EUR, and Lot 2 (Global Legal Services) has an estimated value of 1,000,000 EUR. These values represent the total estimated contract value over the maximum contract duration of 72 months.

Application Type: The application type is an open call for tenders, with electronic submission.

Nature of Support: The beneficiaries will receive service contracts in exchange for providing global payroll and legal services. This is a procurement of services, not a grant or financial contribution.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there will be at least two stages: submission of the tender and evaluation of the tender. There may be additional stages such as clarification requests or contract negotiation.

Success Rates: The success rates are not mentioned.

Co-funding Requirement: There is no mention of a co-funding requirement.

Summary:

This is a call for tenders issued by the European Investment Bank (EIB) for the provision of global payroll and legal services to its non-EU external offices. The EIB aims to streamline its HR management activities by establishing framework agreements with service providers who can act as single points of contact for these services. The call is divided into two lots: Lot 1 for global payroll services and Lot 2 for global legal services. The estimated total value of the procurement is 3,000,000 EUR, with 2,000,000 EUR allocated to Lot 1 and 1,000,000 EUR to Lot 2. The maximum contract duration is 72 months. The procedure type is an open procedure, and submissions must be made electronically. The deadline for receipt of tenders is October 10, 2025. The award method is based on the best price-quality ratio. This opportunity is targeted towards established service providers with expertise in global payroll and legal services who can operate outside the European Union. A Participant Identification Code (PIC) is mandatory to participate in this call for tenders. The maximum number of documents that can be uploaded per tender is 200 files, and the maximum size for attachments is 50 MB. The system supports all 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents to ensure integrity and confidentiality.