EU Road Safety Exchange +

The European Commission's Directorate-General for Mobility and Transport has published a call for tenders, EC-MOVE/2025/OP/0012, to enhance road safety across EU Member States through the EU Road Safety Exchange program. This tender is an open procedure with electronic submissions due by June 2, 2025. The estimated contract value is €1,000,000, and the successful applicant will engage in activities primarily focused on the exchange of knowledge and best practices related to road safety, facilitating cooperation among national, regional, and city-level authorities.

Eligible applicants include public authorities as well as organizations with expertise in road safety policy implementation. The funding mechanism is a grant, specifically for services, without requirements for a consortium, allowing applications from single entities. The action is aimed at EU Member States, particularly regions and cities with lower-than-average road safety performance.

The project is designed to support validation and implementation of existing policies rather than conduct initial research. The contract amount is fixed at €1 million, with a maximum duration of 25 months. Proposals will be evaluated based on quality and price, with a criterion weight of 70% for quality and 30% for price. There is no co-funding requirement specified in the documents.

All submissions must be through the electronic eSubmission system, which supports multiple file types and languages, and it has specific technical requirements, including size limitations for attachments. A unique Participant Identification Code (PIC) is required for participation.

The tender aims to decrease road safety disparities in the EU by leveraging best practices from areas with better outcomes, thereby ultimately improving overall road safety standards.

The European Commission, DG MOVE Mobility and Transport, has published a call for tenders, EC-MOVE/2025/OP/0012, for the EU Road Safety Exchange. The TED reference for this call is 81/2025 269304-2025. This is an open procedure, and submissions must be electronic. The estimated total value of the contract is 1,000,000 EUR. The TED publication date was 25/04/2025. The maximum contract duration is 25 months. The award method is best price-quality ratio. There is no framework agreement.

The action aims to support the exchange of knowledge and experience between road safety professionals in the Member States at national, regional, and city level, and raise awareness of key policies and interventions to improve road safety across the EU. The focus is on transferring knowledge and experience from well-performing Member States, regions, and cities to those with road safety records below the EU average. The action will support best practice exchanges between authorities at various levels, foster the dissemination of knowledge and expertise, and through non-legislative action, impact road safety in a field normally covered by the principle of subsidiarity.

The deadline for receipt of tenders is 02/06/2025 at 16:00 Europe/Brussels. The date and time of the public opening is 03/06/2025 at 10:00 Europe/Brussels. The contracting authority is not bound to reply to questions submitted after 21/05/2025 at 05:00 Europe/Brussels.

Selection criteria include: Suitability to pursue the professional activity, Economic and financial standing, and Technical and professional ability. Consult the procurement documents for details.

The following documents are available for download: Invitation to tender EC-MOVE2025OP0012 Invitation letter, EU Road Safety Exchange FINAL Tender specifications, Annex 2 - Declaration on honour EC-MOVE2025OP0012 Declaration on honour (tender), Annex 3 - Power of attorney, Annex 4 - List of identified subcontractors, Annex 5 - commitment letters, Annex 6 - Financial offer FINAL Financial offer form, draft contract Road safety exchange Draft contract, draft contract - Annex III VAT share Draft contract annex, and draft contract - Annex IV IPR statements Draft contract annex. All documents were published on 25/04/2025, Version 1, and have no translations available.

Submissions must be sent exclusively at the address for submission given. The submission method is electronic.

Questions and Answers:

64900: Are there any limitations to the proposal? (total number of pages) No, the contents of the tender and the documents to be submitted are set out in section 4.2. Published on 19/05/2025 20:40

64899: Can the current minimum requirement for traffic safety expert be adjusted or redefined as an award criterion to allow for evaluation? No, the requirement set out in Criterion T2 is for at least two experts in road safety, each with minimum 5 years' professional experience in the field. The level of expertise set out is fixed. Published on 19/05/2025 20:39

64898: The website for the EU Road Safety Exchange is currently managed by ETSC. Will ETSC continue playing a role in the coordination? There are currently two “websites” relating to the EU Road Safety Exchange. The first is hosted on the current contractor’s own website, namely ETSC, which communicates to the public. Published on 19/05/2025 20:37

64897: How is the detection of abnormally low tenders calculated and evaluated? In identifying and evaluating the price of the tenders, the contracting authority (the European Commission) will look for evidence that could raise suspicion as to the abnormally low price. Published on 19/05/2025 20:34

64896: Dears, We kindly request a three-week extension for the submission of our proposal to allow sufficient time to ensure its quality. Unfortunately, due to time constraints related to the assessment of the applications and the preparation of the new contract period, we cannot extend the deadline. Published on 19/05/2025 20:32

64046: Task 6: Best practice seminars and capacity building events. Organise at least one seminar per partnership exercise in an appropriate setting. A partnership exercise should be understood as the activity of bringing together the group of authorities in the context of the Exchange programme; for instance the combination of on-site and virtual meetings. Published on 06/05/2025 22:01

FAQ's:

How to proceed if the system is slow or doesn’t work while uploading/downloading documents? Use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists: 1. Clear the cache and cookies on the Internet browser. Published on 13/02/2025 20:52

Which Internet browsers does eSubmission support? Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements. Published on 13/02/2025 20:52

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 upload. Published on 13/02/2025 20:50

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 participate. Published on 17/10/2024 20:40

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. Published on 17/10/2024 20:36

How should I name attachments in eSubmission? 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 names must be compliant. Published on 03/10/2024 16:39

Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 16:37

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” column. Published on 03/10/2024 16:37

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 is not mandatory. Published on 03/10/2024 16:36

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: follow the naming conventions. B) For requests to participate: follow the naming conventions. Published on 03/10/2024 16:36

How many attachments can I upload per submission? The maximum number of documents the system will allow you to upload per tender is 200 files. You are able to check the eSubmission System Requirements in the documentation by clicking on the link. Published on 03/10/2024 16:35

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 already has one, use that one. Published on 23/04/2024 17:14

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 structure, use the PIC of the parent company. Published on 23/04/2024 16:07

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 22:55

How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 19:56

Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 22/02/2024 23:58

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 22/02/2024 23:57

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. Make sure your files are compliant. Published on 21/02/2024 23:55

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 21:32

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 22:07

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 your submission. Published on 03/08/2021 22:05

In summary, this tender opportunity, EC-MOVE/2025/OP/0012, focuses on enhancing road safety across the EU by facilitating the exchange of knowledge and best practices among road safety professionals at various levels within Member States. The European Commission, through DG MOVE, is seeking a contractor to manage and support this exchange program. The program aims to bridge the gap between high-performing and lower-performing regions in terms of road safety by promoting the transfer of expertise and the implementation of effective policies. The tender is open to organizations with expertise in research and development consultancy services related to road safety. The selection will be based on a combination of price and quality, and the contract is expected to last for 25 months. Interested parties must submit their tenders electronically by June 2, 2025, and should carefully review the provided documentation, including the tender specifications, declaration of honor, financial offer form, and draft contract. A key requirement is having at least two road safety experts with a minimum of 5 years of professional experience. The eSubmission system supports various file types and requires adherence to specific naming conventions and size limits for attachments. A Participant Identification Code (PIC) is mandatory for participation.

Eligible Applicant Types: The eligible applicant types are not explicitly stated but can be inferred from the selection criteria which include "Suitability to pursue the professional activity," "Economic and financial standing," and "Technical and professional ability." This suggests that a range of organizations, including but not limited to research institutions, consultancy services, and potentially other entities with relevant expertise in road safety, could be eligible.

Funding Type: The funding type is procurement, specifically a service contract. The call is an "invitation to tender" for "research and development consultancy services."

Consortium Requirement: The need for a consortium is not explicitly stated. However, the document "Annex 4 - List of identified subcontractors" suggests that applicants may involve subcontractors, implying that both single applicants and consortia could be eligible. The FAQ regarding the Personal Identification Code (PIC) also mentions participation "as a sole candidate/tenderer or as a member of a group (consortium)."

Beneficiary Scope (Geographic Eligibility): The geographic eligibility appears to be focused on EU Member States, as the project aims to support the exchange of knowledge and experience between road safety professionals in the Member States. The description mentions transfer of knowledge from well-performing Member States, regions, and cities towards those with lower road safety records within the EU.

Target Sector: The target sector is transport, specifically road safety. The tender focuses on improving road safety across the EU through knowledge exchange, best practice dissemination, and non-legislative actions.

Mentioned Countries: The opportunity focuses on EU Member States in general, without explicitly mentioning specific countries.

Project Stage: The project stage is focused on implementation and knowledge transfer. The action aims to support the exchange of knowledge and experience, disseminate best practices, and build capacity among road safety professionals. This suggests a stage of development beyond initial research, focusing on validation, demonstration, and implementation of existing knowledge.

Funding Amount: The estimated total value of the tender is 1,000,000 EUR.

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

Nature of Support: The beneficiaries will receive money in exchange for services rendered, as this is a service contract. The selected contractor will be paid for providing research and development consultancy services related to road safety.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there is at least one stage involving the submission of a tender, evaluation based on the best price-quality ratio, and selection of a contractor.

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

Co-funding Requirement: The co-funding requirement is not explicitly mentioned.

Summary:

This is an invitation to tender, EC-MOVE2025OP0012, published on April 25, 2025, by the European Commission, DG MOVE - Mobility and Transport. The tender seeks to procure services to support the EU Road Safety Exchange program. The program aims to facilitate the exchange of knowledge and experience among road safety professionals within EU Member States at the national, regional, and city levels. The primary goal is to improve road safety across the EU by transferring best practices from high-performing regions to those with less satisfactory road safety records.

The selected contractor will be responsible for fostering the dissemination of knowledge and expertise through non-legislative actions. The estimated total value of the contract is 1,000,000 EUR, and the maximum contract duration is 25 months. The award method will be based on the best price-quality ratio.

The tender documents include an invitation letter, tender specifications, declaration on honour, power of attorney, list of identified subcontractors, commitment letters, a financial offer form, and a draft contract with annexes related to VAT share and IPR statements.

Submissions must be sent electronically, and the deadline for receipt of tenders is June 2, 2025, at 16:00 Europe/Brussels time. The contracting authority will not reply to questions submitted after May 21, 2025, at 05:00 Europe/Brussels time.

To participate, tenderers need a Participant Identification Code (PIC). The eSubmission system supports various file types and has specific requirements for naming attachments. The system is multilingual, supporting all 24 official EU languages, and uses encryption to ensure the integrity and confidentiality of the information. The maximum number of documents allowed per tender submission is 200 files, with each file being less than 50 MB in size. The eSubmission system supports the latest versions of Google Chrome and Mozilla Firefox.