CIS HARDWARE PROCUREMENT FOR THE ES-OHQ

The European Commission has issued a call for tenders labeled "CIS HARDWARE PROCUREMENT FOR THE ES-OHQ," identified as CONSILIUM/2025/OP/0008, aimed at procuring IT hardware equipment. The estimated total value of the contract is EUR 200,000 with a maximum duration of three months. This is an open tender, meaning submissions are accepted from all interested parties, particularly suppliers capable of providing IT hardware.

Eligible applicants include businesses or organizations that can deliver the specified IT equipment; there are no restrictions on the type of entity, such as SMEs or large enterprises. A Personal Identification Code (PIC) is required for participation, whether as a sole candidate or part of a consortium, though consortium participation is not mandatory.

The tender is significant for entities within the European Union and possibly other associated countries, although explicit geographic limitations are not stated, implying an EU-wide scope. The target sector is Information and Communication Technology (ICT), particularly classified under CPV codes 30200000 and 30230000 related to computer equipment and supplies.

Submissions must be made non-electronically, using paper documents, and the deadline for submission is August 13, 2025. Following this, the public opening of tenders is scheduled for August 14, 2025. The evaluation criteria will balance technical quality and cost, with decisions based on the best price-quality ratio. No specific success rates for previous tender applications are provided.

The nature of support provided to winning bidders will be financial compensation for the goods supplied, with no co-funding required from the applicants. The evaluation process generally consists of administrative checks followed by technical and financial assessments.

The procurement documents include important information like the invitation letter, draft contract, financial forms, technical specifications, and compliance forms, which are available for download. Participants are advised to refer to these documents to ensure compliance with technical requirements and understand the submission processes thoroughly. The contracting authority is the General Secretariat of the Council of the European Union, which emphasizes adherence to EU procurement regulations throughout the tendering process.

The European Commission, specifically the Directorate-General for Research and Innovation, has announced a call for tenders for CIS Hardware Procurement for the ES-OHQ. The procedure identifier for this call is CONSILIUM/2025/OP/0008. This is an open procedure, and submissions must be non-electronic. The description of the procurement is IT hardware equipment. The estimated total value of the procurement is 200,000 EUR. The TED publication date is 27/06/2025. The lead contracting authority is The General Secretariat of the Council of the European Union. The main classification (CPV) code is 30200000, which corresponds to Computer equipment and supplies. The nature of the contract is for supplies, and the maximum contract duration is 3 months. The award method will be based on the best price-quality ratio. There is no framework agreement associated with this tender. The date and time of the public opening is 14/08/2025 at 00:00 Europe/Brussels time. The deadline for receipt of tenders is 13/08/2025 at 00:00 Europe/Brussels time. The contracting authority is not bound to reply to questions submitted after 08/08/2025 at 05:00 Europe/Brussels time. The TED reference is 121/2025 415930-2025.

The following documents are available for download:

1. INVITATION TO TENDER Invitation letter, published on 27/06/2025, Version 1, No translations available.
2. Cover Letter Other invitation to tender document, published on 27/06/2025, Version 1, No translations available.
3. Annex I Draft contract: general conditions, published on 27/06/2025, Version 1, No translations available.
4. Annex II Terms of reference, published on 27/06/2025, Version 1, No translations available.
5. Annex III Financial form Financial offer form, published on 27/06/2025, Version 1, No translations available.
6. Technical compliance - Annex IV Tender specifications, published on 27/06/2025, Version 1, No translations available.
7. Annex V Supplier financial identification form Tender specifications - adm. part, published on 27/06/2025, Version 1, No translations available.
8. Annex VI Declaration on honour (tender), published on 27/06/2025, Version 1, No translations available.
9. Technical evaluation grid Annex VII Tender specifications, published on 27/06/2025, Version 1, No translations available.
10. Part C Bid submission Form Tender specifications - adm. part, published on 27/06/2025, Version 1, No translations available.

Submissions must be sent exclusively to the address for submission, which can be found in the procurement documents. The submission method is non-electronic.

Frequently Asked Questions (FAQ) related to the eSubmission system:

1. How to proceed if the system is slow or doesn’t work while uploading/downloading documents?
 Ensure you are using the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies on the Internet browser.

2. Which Internet browsers does eSubmission support?
 Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, refer to the System Requirements link.

3. Is it possible to view the details of the submission after the deadline?
 No, the content of the submission is not accessible after the deadline, as the system encrypts all attachments upon upload and does not allow decryption after the deadline.

4. Where can I find my submissions in Manage My Area, in the Funding & Tenders portal?
 Submissions can be found in ‘My Submission(s)’ for tenders in response to open calls, or in other relevant sections depending on the procedure type.

5. Which size should attachments have?
 Attachments must be less than 50 MB in size.

6. How should I name attachments in eSubmission?
 Attachment names must follow the System Requirements. Conditions include adhering to character limits and avoiding special characters.

7. Can I submit a video in eSubmission? Which formats are supported?
 Refer to the System Requirements for information on supported formats.

8. I received an invitation from the F&T Portal but cannot view the procurement documents.
 Select an organisation in the F&T Portal under “My Invitations” by clicking on “Select Organisation” from the “Action” column.

9. Do I need to validate my PIC in order to submit a tender in eSubmission?
 A Personal Identification Code (PIC) is mandatory for participation as a sole candidate/tenderer or as a member of a group (consortium).

10. I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do?
 Ensure the file follows the technical requirements of the system.

11. How many attachments can I upload per submission?
 The system allows a maximum of 200 files per tender.

12. Why do tenderers need a PIC?
 A PIC is mandatory to submit a tender or a request to participate.

13. 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.

14. What is the validity period of a PIC?
 A PIC is unique and its validity is not limited in time.

15. How many languages does the system support?
 The system supports all 24 official EU languages.

16. Which is the character set encoding in the system?
 The character set encoding is UTF-8.

17. 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.

18. Which file types does the system support?
 The supported file types depend on the type of submission and are specified within the system requirements.

19. Can I view and edit my draft submission?
 Until the submission deadline, drafts can be edited, viewed, and deleted.

20. 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 and is not blocking for submission.

21. 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 and does not indicate that the submission was not correctly sent.

In summary, this is a call for tenders by the General Secretariat of the Council of the European Union for the procurement of IT hardware equipment. The estimated value is 200,000 EUR, and the contract duration is a maximum of 3 months. The submission deadline is August 13, 2025, and submissions must be made non-electronically. Tenderers must consult the procurement documents for the address for submission and ensure they meet all technical requirements for the eSubmission system, including obtaining a PIC and adhering to file size and naming conventions. The award will be based on the best price-quality ratio. Several documents are available for download, including the invitation to tender, terms of reference, financial forms, and tender specifications. The FAQ section provides guidance on using the eSubmission system and addressing common issues.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to companies, firms, and other organizations capable of supplying IT hardware equipment.

Funding Type: Procurement. This is a call for tenders, indicating a procurement process where the contracting authority purchases goods or services.

Consortium Requirement: The text mentions that a Personal Identification Code (PIC) is mandatory to participate as a sole candidate/tenderer or as a member of a group (consortium). This suggests that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. However, given that it is an EU tender, it is likely open to entities within the EU and potentially other countries that have agreements with the EU.

Target Sector: ICT. The tender is specifically for IT hardware equipment.

Mentioned Countries: No specific countries are mentioned, but the contracting authority is The General Secretariat of the Council of the European Union, implying a focus on the EU.

Project Stage: Commercialization. The tender is for the procurement of IT hardware equipment, implying that the products are already developed and ready for purchase.

Funding Amount: The estimated total value of the procurement is 200,000 EUR.

Application Type: Open call. The procedure type is described as an open procedure.

Nature of Support: Money. The selected tenderer will receive monetary compensation in exchange for supplying the IT hardware equipment.

Application Stages: The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender. The technical evaluation grid Annex VII suggests there is a technical evaluation stage.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: Co-funding requirements are not mentioned in the provided text.

Summary:

This is an invitation to tender, CONSILIUM/2025/OP/0008, for the procurement of IT hardware equipment for the ES-OHQ, issued by The General Secretariat of the Council of the European Union. The estimated total value of the contract is 200,000 EUR, and the maximum contract duration is 3 months. The procedure type is an open procedure, and the award method is based on the best price-quality ratio. The TED publication date is 27/06/2025, and the deadline for receipt of tenders is 13/08/2025. The date and time of the public opening are 14/08/2025 00:00 Europe/Brussels. Submissions must be sent exclusively at the address for submission, using a non-electronic method. Tenderers must consult the procurement documents for the address for submission. A Personal Identification Code (PIC) is mandatory for participation, whether as a sole candidate or as part of a consortium. The system supports 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents. The maximum number of documents allowed per tender is 200 files, and the maximum file size is 50 MB. The tender documents include an invitation letter, cover letter, draft contract with general conditions, terms of reference, financial form, technical compliance specifications, supplier financial identification form, declaration on honour, technical evaluation grid, and bid submission form. The contracting authority is not bound to reply to questions submitted after 08/08/2025 05:00 Europe/Brussels.