Development and assembly of a new motion control system for one of the neutron diffractometers at the High Flux Reactor

Planned negotiated supplies tender EC-JRC/PTT/2026/MVP/3273-EXA by the European Commission DG JRC seeks turnkey development and assembly of a motion control system to replace obsolete equipment on the HB4 neutron diffractometer at the High Flux Reactor in Petten, including motor controllers and amplifiers, 14–15 motors, cabling, an electronics enclosure, mechanical adapters, controller configuration and simple demonstration/acceptance software. The contract is a supplies procurement classified under CPV 31720000 with a maximum duration of 48 months and an estimated value not disclosed. Expressions of interest open 01/09/2026 and close 26/09/2026 00:59 Europe/Amsterdam, with submissions required electronically via the EU Funding & Tenders Portal using EU Login. Bidders must be capable of delivering integrated electromechanical hardware and software, assembly, configuration and on-site acceptance support for a turnkey installation.

Opportunity type and authority

Tender (planned negotiated procedure) — European Commission, DG JRC

Procurement of a turnkey motion control system to replace obsolete equipment on the HB4 neutron diffractometer at the High Flux Reactor in Petten. Scope includes motor controllers and power amplifiers, 14–15 motors (if required), cabling, switch box or equivalent electronics housing, mechanical adapters if needed, controller configuration and simple demonstration/acceptance software. The system must be delivered turnkey and operable by connection to power and the instrument computer.

Who can apply:Commercial suppliers of electromechanical/motion control systems with capacity to deliver, integrate and configure a turnkey solution; submission electronic via the EU Funding & Tenders Portal with an EU Login account ¹.

1. 1Procedure identifier EC-JRC/PTT/2026/MVP/3273-EXA (planned negotiated procedure for low/middle value contract)
2. 2Main CPV 31720000 Electromechanical equipment; contract nature: supplies

This publication is an announcement of intent to launch a future negotiated low or middle value procedure; it is not yet a call for tenders. Expressions of interest must be submitted electronically through the Portal by the stated deadline.

Footnotes

1. 1Tender notice and procedural details: Tender page.

Opportunity identification and administrative details

Reference and contracting authority

Call identifier EC-JRC/PTT/2026/MVP/3273-EXA. Lead contracting authority:European Commission, DG JRC - Joint Research Centre. This publication is a planned notice announcing the contracting authority's intention to launch a negotiated procedure for a low or middle value contract (ExA reference). The planned negotiated procedure is for supplies and will be launched on or around 21/09/2026 (Europe/Amsterdam) with expression of interest opening 01/09/2026 and closing 26/09/2026 00:59 (Europe/Amsterdam). An EU Login account is required for electronic submission of expressions of interest.

Procedure identifier and classification:Procedure identifier: EC-JRC/PTT/2026/MVP/3273-EXA. Main CPV classification: 31720000 - Electromechanical equipment. Nature of contract: supplies. Planned procurement type: negotiated procedure for middle/low value contract. Maximum contract duration indicated: 48 MONTH.

Scope of procurement and technical description

Purpose:Replace obsolete motion control equipment on the neutron diffractometer HB4 at the High Flux Reactor (HFR) in Petten, Netherlands. The contracting authority intends to procure a complete, turnkey motion control system that allows operation after connection to mains power and the instrument computer with minimal onsite configuration required.

Key components and deliverables required by the contracting authority:motor controllers and power amplifiers (if separate units), the motors themselves (estimated quantity: 14 or 15 motors), the cabling harnesses and connectors, a switch box or equivalent enclosure where electronics are installed, mechanical adapters or mounting hardware for motor axes if needed, configuration of controllers, and a simple demonstration/acceptance software to facilitate functional testing and acceptance of the system. The supplier shall deliver the motion control system in a turnkey state, ready for electrical and computer connection and subsequent operation.

Expected functional requirements:Functional requirements will include reliable motion control for multi-axis diffractometer operation, integration with the instrument computer, appropriate safety and interlock provisions compatible with a research reactor environment, clear identification and labelling of cabling and terminations, robust mechanical interfaces/adapters, documented controller configuration and wiring diagrams, and demonstration software enabling verification of axis movements and acceptance testing.

Administrative, submission and timeline details

This notice is an announcement and not the formal call for tenders. The contracting authority intends to publish a negotiated procedure. Expressions of interest must be submitted electronically via the EU Funding & Tenders Portal using an EU Login account. The method for expression of interest is electronic submission to the address listed on the portal. Submission dates: start 01/09/2026 (Europe/Brussels), deadline for expression of interest 26/09/2026 00:59 (Europe/Amsterdam). Indicative launch date for the negotiated procedure: 21/09/2026 (Europe/Amsterdam).

1. 1Submission method: Electronic via EU Login - Funding and Tenders Portal.
2. 2Expression of interest period: 01/09/2026 to 26/09/2026 00:59 (Europe/Amsterdam).
3. 3Indicative negotiated procedure launch: 21/09/2026 (Europe/Amsterdam).
4. 4Maximum contract duration: 48 months.
5. 5Procurement category: Supplies (CPV 31720000 Electromechanical equipment).

Eligibility, consortium and applicant details

The planned procurement is published by a European Commission Joint Research Centre site (JRC Petten, Netherlands). Typical eligible tenderers for JRC supplies contracts include companies and legal entities established and legally able to contract in the EU and potentially in EEA or associated countries depending on procurement rules and the final contract notice; the expression of interest and tendering will be managed through the EU Funding & Tenders Portal where national and EU rules apply. The portal requires an EU Login account for electronic submissions.

Eligible Applicant Types:Suppliers of electromechanical systems: SMEs and large enterprises, system integrators, manufacturers and authorized distributors of motion controllers, motor and drive suppliers, electrical and mechanical engineering firms, specialized research instrumentation integrators, and certified installers for laboratory/research environments. Universities, research institutes or nonprofits are generally not the primary suppliers for turnkey electromechanical supply contracts, but could participate as subcontractors or consortium partners where allowed. Public entities or individuals are not the typical bidders for this supplies contract.

Consortium Requirement:Not explicitly stated; the procurement is a supplies contract and does not mandate a consortium. Single economic operators may bid. Joint bids or consortiums are usually permitted under EU procurement rules if the tender documents allow it, but the final tender documents (to be published at contract launch) will specify whether joint tenders or subcontracting are allowed and any required partnership documentation.

Beneficiary Scope (Geographic Eligibility):Procurement published by the European Commission DG JRC (Netherlands). The opportunity is published on the EU Funding & Tenders Portal; therefore eligible bidders are typically economic operators established in EU Member States and possibly EEA/third countries depending on the procurement rules and the final contract notice. The explicit region mentioned is Europe and the specific site is Petten, Netherlands.

Funding, contract and financial aspects

Funding Type:This is a procurement (supply) contract. The contracting authority will pay for supplies and turnkey delivery under a negotiated contract. It is not a grant, loan or equity instrument. The notice does not state the estimated total value; estimated total value field is empty in the notice. The procedure type is a negotiated procedure for a middle/low value contract (ExA classification).

Funding Amount and Co-funding:Estimated total contract value is not published in this ExA notice. The ExA indicates low/middle value negotiated procurement. There is no co-funding requirement typical for procurement contracts: the contracting authority will pay the supplier under the terms of the contract. No applicant co-funding is required to tender.

Project stage, technical maturity and expected deliverables

Project stage:Implementation and replacement of existing equipment (development, assembly, configuration and commissioning). The contracting authority expects a delivered, configured and demonstrable turnkey system ready for connection and acceptance testing. The activity is at a hardware engineering and system integration maturity level (demonstration/commissioning).

Expected technical deliverables:Complete set of motor controllers and power amplifiers (if separate), 14 or 15 motors as required, all required cabling and connectors, a switch box or electronics enclosure, mechanical adapters for the motor axes if required, controller configuration files, wiring and interface documentation, and a simple software tool to demonstrate motion functions and facilitate acceptance testing. System delivered turnkey, ready for mains power and instrument computer connection.

Application and evaluation process

Application Type:Expression of interest prior to the negotiated procedure. Final tender submission method will be electronic via the EU Funding & Tenders Portal using EU Login. The current notice is an ExA; full tender documents will be published with the negotiated procedure launch and will contain the tendering rules, award criteria and evidence requirements. The ExA states that submissions of expressions of interest must be sent exclusively at the address for submission given on the portal and electronically via the portal.

Application Stages and evaluation:At least two stages are expected: 1) submission of expressions of interest during the ExA period to be considered for the negotiated procedure, and 2) following the launch of the negotiated procedure, submission of full tenders, evaluation and award. The negotiated procedure may include clarification rounds, negotiations and final offers as per the negotiated procedure rules described in the tender documents. The ExA itself does not publish the exact number of stages or weighting of award criteria; these will be provided in the formal tender dossier.

Success rates:Not available. As a negotiated procurement, success rates depend on the number of competitors who respond to the negotiated call and on the outcome of the evaluation and possible negotiation rounds. No historical success rate is provided.

Commercial and contracting notes

Nature of support:monetary contract for supply and turnkey delivery of equipment and services. Contract type: supplies. The contract will likely include delivery, installation, configuration, commissioning and acceptance testing obligations. Maximum contract duration is 48 months; this may cover delivery, warranty and/or support period as specified in final tender documents.

1. 1Procurement classification: CPV 31720000 Electromechanical equipment.
2. 2Procurement nature: supplies; turnkey delivery required.
3. 3Contract duration: up to 48 months (maximum).
4. 4Expression of interest: electronic via EU Login (Funding & Tenders Portal).

Practical guidance for tender preparation

Potential tenderers should prepare to demonstrate capability in the following areas:multi-axis motion control system design and integration for scientific instruments, supply of matched motors and drives, system-level EMI/EMC and safety considerations for operation near a research reactor, mechanical adapter design and manufacture for existing motor axes, controller configuration and software for demonstration and acceptance testing, thorough documentation (wiring diagrams, configuration files, drawings), and after-sales support/warranty and spare parts availability.

Recommended technical and commercial documentation to have ready:Company profile and relevant references for similar instrument integrations; technical datasheets for proposed motors, drives/controllers and power amplifiers; proposed architecture diagram showing controllers, power distribution, switch box/enclosure, and interfaces to instrument computer; timeline for delivery, installation and commissioning; mechanical drawings for mounting/adapters; software demonstration description and acceptance test plan; warranty and maintenance terms; health and safety, and quality assurance declarations; proof of legal establishment and financial statements as required by procurement rules.

Templates and application form structure

The ExA notice does not include downloadable tender documents in this publication. Formal tender documents, detailed specifications, and template forms (including instructions to tenderers, selection and award forms, and contract draft) will be published with the negotiated procedure launch on the Funding & Tenders Portal. Bidders should monitor the portal and register interest to receive notifications and access the tender dossier once published.

1. 1Expression of interest submission through the portal (EU Login required).
2. 2When the negotiated procedure is launched, download the full tender dossier and mandatory templates from the portal.
3. 3Complete selection questionnaires, provide requested certificates and evidence, and follow the portal submission rules for file formats and signatures.

Mentioned countries, location and contact context

The instrument to be serviced is located at the Joint Research Centre site in Petten, Netherlands (High Flux Reactor Petten). The contracting authority is the European Commission, DG JRC. The portal publication references Europe timezones (Europe/Brussels and Europe/Amsterdam).

Mentioned Countries:Netherlands (Petten). Region: Europe / EU, contracting authority European Commission (DG JRC).

Summary of opportunity and recommended next steps

This ExA announces the planned procurement of a turnkey motion control system to replace obsolete equipment on the neutron diffractometer HB4 at the High Flux Reactor in Petten. The procurement will cover controllers, drives, motors (14 or 15), cabling, an electronics switch box, mechanical adapters if needed, controller configuration, and simple demonstration software to enable acceptance testing. The contract is a supplies procurement to be launched as a negotiated procedure for low/middle value contracts; expressions of interest are to be submitted electronically via the Funding & Tenders Portal during the dates listed above. Final tender documents and templates will be published at the negotiated-procedure launch and will contain selection and award criteria, detailed technical specifications, contractual terms and submission templates.

1. 1Register or ensure an EU Login account and Funding & Tenders Portal access.
2. 2Submit an expression of interest electronically between 01/09/2026 and 26/09/2026 00:59 (Europe/Amsterdam).
3. 3Monitor the Funding & Tenders Portal for publication of the negotiated procedure and download the full tender dossier when available.
4. 4Prepare technical documentation, references, and demonstration/acceptance test plan for a turnkey motion control supply and integration to a neutron diffractometer environment.

For more details and to express interest, use the EU Funding & Tenders Portal link for this opportunity and follow the portal instructions to register and submit electronically. Opportunity details ¹

Footnotes

1. 1This public notice (ExA) is an announcement of intent to launch a negotiated low or middle value procurement and not the formal tender. The formal tender dossier, templates and estimated contract value will be published with the negotiated-procedure call on the Funding & Tenders Portal; bidders must consult the portal and final tender documents for binding instructions.

This is a planned call for tenders, reference EC-JRC/PTT/2026/MVP/3273-EXA, published by the European Commission, DG JRC, for a future negotiated low or middle value supplies contract.[1] The notice states that it is not yet a live call for tenders but a publication announcing the contracting authority’s intention to launch a future negotiated procedure.[1]

What the procurement is about

The contracting authority intends to replace obsolete equipment by procuring a new motion control system for the HB4 neutron diffractometer at the High Flux Reactor in Petten.[1] The scope covers motor controllers and power amplifiers if separate, 14 or 15 motors, cabling, a switch box or equivalent enclosure for the electronics, mechanical adapters for the motor axes if needed, controller configuration, and simple software for demonstration and acceptance testing.[1] The system must be delivered in a turnkey state so that only connection to electric power and the instrument computer is needed to operate it.[1]

Who can apply

The notice does not publish detailed eligibility or selection criteria in the material provided.[1] In practical terms, the opportunity is suited to suppliers that can deliver electromechanical equipment and provide integrated hardware and software for a scientific instrument environment, including assembly, configuration, and acceptance support.[1]

Key procurement facts

What applicants should note

1. 1The expression of interest must be submitted electronically, and an EU Login account is required for access and submission.[1]
2. 2The procurement is turnkey in nature, so bidders should be able to supply not only components but also configuration and acceptance testing support.[1]
3. 3The notice does not yet provide award criteria, detailed technical specifications, or a disclosed contract value, so these are expected later in the negotiated procedure documentation.[1]
4. 4No public Q and A items are listed in the excerpt provided, so interested operators should monitor the portal for updates.[1]

The official opportunity page is available on the EU Funding and Tenders Portal as Opportunity page.[1]