Concession for the management of retail services in the buildings of the European Parliament in Brussels and Strasbourg and the management of an onlin...

Concession tender to operate retail services in three European Parliament visitor shops (House of European History and Parlamentarium in Brussels, and Strasbourg) and a multilingual online shop, covering design, procurement, sales and operations of EP-branded merchandise. Two lots are offered (Lot 1: Brussels shops plus online, est. €5,400,000; Lot 2: Strasbourg shop, est. €700,000) with a maximum contract duration of 84 months and total estimated value €6,100,000. Procedure is a competitive procedure with negotiation in two stages (request to participate then invited tenders), award by best price-quality ratio (quality 80 points, price 20 points) and deadline for requests to participate 18 May 2026 16:00 Brussels time via the EU Funding & Tenders Portal. Eligible economic operators established in the EEA must meet exclusion and selection criteria including minimum turnover thresholds, technical experience, insurance and environmental requirements and submit electronically using EU Login and PIC.

What it funds

Scope

Concession to operate visitor retail services in three physical shops (House of European History and Parlamentarium in Brussels; European Parliament shop in Strasbourg) plus one multilingual online shop. Work includes product design, production or procurement, stocking, store operations, online sales, logistics and customer service.

Estimated contract value:Total estimated value €6 100 000 (Lot €1 5 400 000; Lot €2 700 000).

Who can apply

Open to economic operators or groups of operators established in the EEA. Subcontracting is permitted. Candidates must satisfy exclusion and selection criteria (legal, financial and technical capacities) set out in the tender documents and may be required to demonstrate minimum turnover and experience in retail/product supply and shop management.

Key eligibility & requirements

1. 1Register in the Participant Register and provide a PIC where required
2. 2Use EU Login to access the Funding & Tenders Portal and eSubmission
3. 3Minimum financial and technical thresholds apply (see procurement documents)
4. 4Comply with environmental, branding and IP rules set by the European Parliament

How to apply

Two-step competitive procedure with negotiation. Step 1:submit a request to participate via the F&T Portal eSubmission. Shortlisted candidates will be invited to submit full tenders in Step 2. Submissions are electronic only and require an EU Login account.

Deadlines:Requests to participate deadline: 18 May 2026, 16:00 Brussels time. Additional procedural date listed 1 January 2026 (refer to portal for which submission step applies). See procurement documents for final deadlines and timelines.

1. 1Submission method: electronic via eSubmission (EU Login required)
2. 2Procedure: competitive procedure with negotiation; award on best price-quality ratio
3. 3Contract duration: up to 84 months (7 years)

Tender documents, specifications, annexes (must-have product list, floor plans, HEH brand book, price lists and templates) are published on the EU Funding & Tenders Portal. All communication and questions are via the portal Q&A function; submissions via eSubmission only.

Practical note:the contracting authority is the European Parliament, Directorate-General for Communication (Directorate for Visitors). Shortlisting is based on exclusion and selection criteria; invited candidates will be evaluated on quality (80 points) and price (20 points).

Consult the official call page and documents before preparing a submission F&T tender page. ¹

Footnotes

1. 1All procurement documents, annexes and eSubmission access are available via the Funding & Tenders Portal tender page (link above). Follow the portal instructions for PIC, EU Login and eSubmission. The portal hosts the invitation, technical specifications, annexes and price list.

Overview

What this opportunity is

The European Parliament (Directorate-General for Communication, Directorate for Visitors) is procuring a concession contract for the provision and management of retail services in three visitor shops and one online shop. The scope covers shop operations in two Brussels sites (House of European History HEH and the Parlamentarium PLM), one physical shop at the European Parliament site in Strasbourg, and a multilingual online shop accessible from all Member States. The concession covers the full lifecycle for retail items: design, production or purchasing, quality control, logistics, shop operations, online store operation and reporting. The procedure is a competitive procedure with negotiation. Interested economic operators must submit a request to participate electronically via the Funding & Tenders Portal/eSubmission; shortlisted candidates will be invited to tender. The deadline for requests to participate is 18 May 2026 at 16:00 (Brussels time). Further tender documentation and annexes are published on the F&T Portal Funding & Tenders Portal ¹.

Procedure and key dates:Procedure type: competitive procedure with negotiation. TED publication: 09/04/2026. Deadline for receipt of requests to participate: 18/05/2026 16:00 Europe/Brussels. Submissions in eSubmission only. Optional site visits may be arranged in July; subscribe on the F&T Portal for notifications ¹.

1. 1Opportunity reference: EP-COMM/2026/CPN-CC/0003 (TED ref 69/2026 240639-2026)
2. 2Lots: Lot 1 Brussels: HEH + Parlamentarium + online shop; Lot 2 Strasbourg: EP Strasbourg shop
3. 3Maximum contract duration: 84 months (7 years)
4. 4Estimated total value: €6 100 000 (Lot 1 estimated €5 400 000; Lot 2 estimated €700 000)
5. 5Award method: best price-quality ratio (quality 80 pts / price 20 pts)
6. 6Submission method: electronic via eSubmission (EU Login required).

Detailed scope, deliverables and requirements

Detailed technical specifications and all annexes are published as part of the tender specifications. The concession covers all operational aspects of retail and e-commerce for the sites: merchandising range, sourcing, production, branded product use (EP / HEH / venue brand rules), sustainable product requirements, stock management, point of sale operation, workforce language requirements, security compliance, IT and e-commerce hosting and maintenance, logistics, returns policy, reporting, and the handling fee arrangements for EP-provided products (notably HEH publications). Floor plans, furniture lists and a HEH Brand Book are part of the annexes.

Shops and online shop specifics:Lot 1: two physical shops in Brussels (HEH: ~75 m2 sales area + 35 m2 storeroom; Parlamentarium: ~130 m2 sales area + two storerooms 10 m2 and 21 m2) and an online shop in at least EN, FR, DE, NL (additional EU languages encouraged). Lot 2: Strasbourg shop ~33.1 m2 plus nearby storeroom. Shops will sell merchandising, gifts, souvenirs, branded EP/EU items, HEH themed items, books and venue-specific ranges. Annex I.1 lists mandatory must-have product categories (13 must-have items including umbrella, mug, cotton T-shirt, aluminium bottle, EU flags, magnets, pens, notebooks etc.).

Operational constraints and facilities:the EP supplies the shop areas and specific furniture/equipment listed in annexes; the contractor provides office furniture, PC and checkout systems, certified cash register systems (FDM, VSC where applicable), staffing, stock, IT for online shop, packaging and shipping. Deliveries are security-scanned; contractor staff must pass security screening to obtain badges. No onsite parking; no deliveries on weekends and EP closure days. The contractor must respect EMAS/environmental commitments and sustainability product requirements set out in the specifications (recycled/organic content, eco-labels, reduced packaging, durability, fair working conditions).

Who can apply and eligibility

Any economic operator meeting exclusion and selection criteria may request to participate (two-step procedure). Candidates must register in the Participant Register and have a valid PIC to submit via eSubmission. Groups of economic operators (consortia) are allowed; they must provide joint and several liability and a complete explanation of roles. Subcontracting is permitted but subject to prior information and possible approval by the contracting authority. The contracting authority may require the winning group to adopt a specific legal form before contract signature.

Eligible applicant types:Open to private sector suppliers: SMEs, large enterprises, retailers, social enterprises, museum shop operators, online retailers, distributors; consortia including retail management firms, designers, producers, logistics providers; cultural institutions or public-private partnerships may bid if they meet requirements. Subcontractors (e.g. manufacturers) may be proposed in the tender.

1. 1Legal and regulatory capacity: registration in a professional or trade register (except international organisations).
2. 2Financial capacity: minimum turnover in sale of souvenirs over last two years – Lot 1: €500 000; Lot 2: €100 000 (for combined offer minimum €500 000). Proofs: financial statements, turnover statements, Annex VII financial data, and valid professional risk indemnity insurance.
3. 3Technical capacity: minimum three years’ experience in design/production/purchase of high-quality promotional items and shop/logistics management; shop manager with at least three years’ experience in logistical, administrative and financial shop management and language skills EN + FR at minimum level B2.
4. 4Environmental management: EMAS certificate or equivalent, or proof of equivalent environmental management measures.

Selection and award criteria

Selection (first step):exclusion and selection checks (financial, legal, technical). Shortlisted candidates will be invited to submit tenders for step two. Award (second step): best value for money per lot using quality (80 points) and price (20 points). Tenders must achieve minimum thresholds on quality sub-criteria to progress to price scoring.

1. 1Quality (max 80 points) divided into three criteria: Working organisation method (30 points), Quality/originality/range of products (30 points), Sustainability (20 points). Minimum thresholds: 15/30 for criterion 1, 15/30 for criterion 2, 10/20 for criterion 3.
2. 2Price (max 20 points): separate evaluation using Annex X price lists. For Lot 1 price parts include 13 must-have product prices, shipping fees, annual fixed concession fee (Parlamentarium + HEH), and fixed handling fee. For Lot 2 price parts include 13 must-have product prices, annual fixed concession fee, fixed handling fee.
3. 3Award formula: quality points + price points; highest total wins per lot.

Commercial and financial model specifics

The concession is operated at the contractor’s own commercial risk; the Contractor pays an annual fixed concession fee per physical shop to the European Parliament as offered in the Annex X Price list. Some EP-produced items (e.g. HEH publications) may be supplied to the contractor under a Handling Fee Arrangement: the EP may pay an annual fixed handling fee to the contractor for presentation, storage and sales services; sales of EP-provided items are to be invoiced back to the EP at production cost (no retail margin on those EP-supplied items), and the contractor must account for sold copies annually by 31 January (report for year N); the EP will then debit the shop for production-cost price of sold items.

Procurement, submission and communication rules

This is a two-step competitive procedure with negotiation. Step 1:submit a request to participate via eSubmission on the Funding & Tenders Portal. Requests sent by any other means will be rejected. Step 2: only shortlisted candidates will be invited to tender. The contracting authority may negotiate tenders orally and in writing and request final offers. Candidates must accept procurement document terms when submitting a request to participate. EU Login account, Participant Register/PIC and eSubmission access are mandatory. Annexes and full tender documents are published on the F&T Portal Funding & Tenders Portal ¹.

1. 1Submission method: electronic via eSubmission only (see F&T Portal link).
2. 2File size and formats: comply with eSubmission system requirements (attachment limits, file types, max 200 attachments etc.).
3. 3PIC is mandatory; one PIC per organisation; for groups each member must have a PIC.
4. 4Candidates may withdraw and resubmit requests to participate before the deadline; only the latest non-withdrawn submission per lot will be considered.

Legal, security and compliance obligations

Tenderers and the eventual contractor must comply with EU and national law (labour, tax, consumer protection, environmental rules), EP security rules for access to premises (background screening for staff), and safeguarding of EP brand identity (usage rules for EP/HEH/JMH logos). Exclusion criteria follow Financial Regulation Articles 138-143 (bankruptcy, tax/social security breaches, fraud, corruption, money laundering, serious professional misconduct etc.). Contract may be terminated for serious breach or if a listed exclusion ground applies. Data processing and GDPR compliance are required for any personal data processing.

What the contract provides and what winners must deliver

The contract grants the right to exploit the shop(s) and online shop for the contract duration in exchange for payment of the annual fixed concession fee(s). The contractor: funds production and purchase of retail items (except items supplied by the EP under the Handling Fee Arrangement), manages staff, day-to-day retail operations, in-shop merchandising, e-commerce platform, logistics and returns, invoicing and reporting, compliance with sustainability and brand rules, security clearance obligations for staff, and maintenance of shop equipment provided by the EP. The EP provides shop premises, some fixtures, power/water/heating and may provide certain publications/products to be sold under the Handling Fee Arrangement.

Application checklist and recommended structure

Use the published procurement templates and follow the tender specifications exactly. Below is a recommended structure and mandatory documents to include when submitting a request to participate (Step 1) and later a tender (Step 2 if invited). All items must be in the languages accepted by the procedure and comply with eSubmission requirements.

1. 1Step 1 – Request to participate (via eSubmission): Completed Annex III declaration on honour covering exclusion and selection grounds; evidence of registration in professional/trade register; financial statements and turnover statements for the last two years; Annex VII financial data sheet; proof of insurance (professional indemnity); evidence of technical capacity (reference list of at least three years experience in product sourcing/production and shop management), CV of shop manager (Europass recommended) proving 3 years’ management experience and language skills; EMAS certificate or equivalent proof; PIC and Participant Register registration.
2. 2Step 2 – If shortlisted: Full tender submission including completed and signed Price List (Annex X) per lot (mandatory – all grey fields), detailed working organisation method, marketing/commercial strategy, shop organisation and staffing plan, online shop concept and hosting/IT security measures, catalogue draft and samples for required must-have products (physical samples for umbrella, mug, cotton T-shirt, aluminium bottle, EU flag as specified), sustainability declarations and product certifications (FSC/PEFC/EU Ecolabel or equivalents), proof of origin and working condition certifications (SA8000, BSCI or equivalent), product mockups and production plan, drafted implementation timeline (mobilisation period up to 30 calendar days), completed Annex VI subcontractor declaration if relevant, and any requested additional documents. Complete the contract draft annexes if requested and prepare financial identification form for payments (Annex IV / FIF).

Evaluation will follow the award criteria and minimum thresholds in the specifications. Tenders failing minimum points in quality criteria will be rejected. The contracting authority reserves the right to award on the basis of the initial tender without negotiation or to negotiate to refine offers. All costs for preparing requests and tenders are borne by applicants.

Footnotes

1. 1All procurement documents, annexes, tender specifications, invitation to submit a request to participate, draft contracts, Annex X price lists, technical specifications and downloadable files are published on the EU Funding & Tenders Portal tender page for EP-COMM/2026/CPN-CC/0003: ec.europa.eu

This tender seeks operators to manage retail services in three physical visitor shops within European Parliament premises in Brussels (House of European History and Parlamentarium) and Strasbourg, plus an online shop accessible across EU Member States. The contract covers designing, producing or purchasing, and selling EP-branded merchandising, gifts, souvenirs, and related items, with emphasis on enhancing visitor experience.

Key Dates and Procedure

TED publication date:09/04/2026. Deadline for requests to participate: 18/05/2026 at 16:00 Brussels time. Procedure: Competitive with negotiation, two-stage process. First stage: exclusion and selection; second stage: tenders evaluated on best price-quality ratio (quality 80 points, price 20 points).

Lots:Lot 1: Brussels shops (HEH and PLM) plus online shop, estimated value €5,400,000, max duration 84 months.

Lot 2: Strasbourg shop, estimated value €700,000, max duration 84 months.

Total estimated value: €6,100,000. Tenders possible for one or both lots.

Eligibility and Selection Criteria

Open to economic operators from EEA. Exclusion criteria per Financial Regulation Articles 138-143 (bankruptcy, tax/social security debts, fraud, etc.). Selection: legal capacity (trade register); financial (min turnover souvenirs: Lot €1 €500Klast 2 years, Lot €2 €100K; professional risk insurance); technical (3+ years experience in promotional items and shop management; shop manager with 3+ years experience, English/French B2).

Technical Requirements

• Shops sell EP/EU-branded items (must-haves: umbrella, mug, T-shirt, bottles, pins, pens, tote bags, flags, etc.); up to 15-20% non-branded symbolic items.
• HEH shop may include exhibition-inspired items; comply with EP/HEH branding guidelines.
• Sustainable products prioritised (recycled/organic materials, eco-labels like FSC/PEFC/EU Ecolabel).
• Online shop (Lot 1): EU-wide, multilingual (min EN/FR/DE/NL), reasonable shipping/returns.
• Staff: multilingual service, professional attire; security clearances required.

Financial Model

Concession-based:Contractor bears full operating/financial risk. Revenue from sales; pays EP annual fixed concession fee (Lot 1: per shop; Lot 2: single). EP pays fixed annual handling fee for specific products (e.g. HEH publications). Prices exclude VAT, revised annually by French CPI.

Award Criteria (Best Price-Quality Ratio)

Quality (80 pts):Working organisation (30), product quality/originality/range (30), sustainability (20). Min thresholds apply. Price (20 pts): Must-have items, shipping (Lot 1), concession fee (highest scores best), handling fee (lowest best). Samples required for umbrella, mug, T-shirt, bottles, EU flag.

Contract Conditions

• Duration: 7 years (84 months), possible extension for new tender.
• Shops open 359 days/year; specific hours provided (e.g. Brussels 57 hrs/week).
• EP provides space/furniture; Contractor provides POS systems, staff, stock.
• Reporting: Annual sales/operations report by 31 Jan.
• Insurance: Professional risk, third-party liability required.
• Subcontracting allowed with EP approval.
• Termination possible for breach, force majeure, etc.

Application Process

Electronic submission via EU Funding & Tenders Portal. Requires EU Login and PIC. Documents: Invitation, Specifications (29 items incl. must-haves, floor plans, brand book), Draft Contract. Questions via Q&A section. Site visits optional in July.

Portal:EU Funding & Tenders Portal

Tender documents published 09/04/2026 in EN/FR. English/French preferred. No financial guarantees required.

Risks and Considerations

• High security: Deliveries scanned, staff vetted; no parking.
• EP not liable for theft; Contractor handles anti-theft.
• Potential PLM renovation may impact visitors.
• Strict branding/IP compliance; EP approves products/pricing.
• Environmental policy: EMAS compliance, sustainability focus.

Applicants should review full tender specifications, especially technical annexes and price lists, for detailed requirements on must-have products, shop layouts, and evaluation formulas. Early PIC registration and portal subscription recommended for updates.

Footnotes

1. 1All data from official EU Funding & Tenders Portal and TED notice (69/2026). Documents include Invitation, Specifications, Technical Annexes, Draft Contracts, Price Lists.