Europa Experience Floor Staff - ITA

Open public procurement by the European Parliament (EP-COMM/2026/OP/0036) for a services framework contract to supply and manage floor staff at the Europa Experience Multimedia Centre, Piazza Venezia 6c, Rome, with an initial 12‑month duration renewable up to a maximum of 48 months and services ordered via specific order forms. Tenders must be submitted electronically via the EU Funding & Tenders Portal by 30 November 2026 at 17:00 Brussels time and will be awarded on the best price-quality ratio weighted 60% quality and 40% price. Minimum selection thresholds include a turnover of at least €500,000 for each of the last two closed financial years and civil liability insurance of at least €1,000,000 for personal damage and €500,000 for material damage, plus demonstrable relevant experience and required language levels (Italian C2, English B2). The contract covers reception, visitor facilitation, educational activities, event support, basic audiovisual/technical assistance, outreach, reporting and related operational services and requires robust staffing, training and replacement arrangements.

What is procured

Scope in one line

Framework contract for provision of floor staff (reception, facilitation, basic AV/technical support, event and visitor management) for the Europa Experience multimedia centre in Rome.

Price quotations must be all-inclusive, in euros and excluding VAT. Travel and accommodation for work in Rome are included in hourly rates; only travel outside Rome reimbursed under Annex VIII. Tenderers must submit administrative, technical and financial annexes listed in Annex XIII (checklist).

Footnotes

1. 1Tender documents and submission are available on the EU Funding & Tenders Portal: F&T Portal – Tender details.

Opportunity at a glance

Procurement by the European Parliament (DG COMM, Directorate for Liaison Offices / EP Liaison Office in Italy) for the outsourcing of floor staff services at the Europa Experience multimedia centre in Rome (Piazza Venezia 6c). Procedure type: open procedure leading to a framework contract (FWC) with specific order forms. Framework duration: up to 48 months (initial 12 months, tacitly renewable up to three times). Submission method: electronic via the Funding & Tenders Portal eSubmission system (EU Login/PIC required). Deadline for receipt of tenders: 30 November 2026, 17:00 Europe/Brussels. Public opening (virtual): 1 December 2026, 11:00 Europe/Brussels. TED reference: 712480-2026; CFT identifier: EP-COMM/2026/OP/0036. Main CPV: 92521100 Museum-exhibition services. Award method: best price-quality ratio (quality 60%, price 40%).

What the contract covers (scope and services)

Facility, opening hours and scale

Who can apply and eligibility

Contractual and commercial model

Selection, exclusion and minimum capacities

Exclusion and selection rules follow Regulation (EU, Euratom) 2024/2509 (Financial Regulation) and are detailed in the tender specifications. Tenderers must submit the Declaration on Honour (Annex III) and Annex IX regarding restrictive measures related to Russia. Documentary evidence may be requested before award and must be provided within specified deadlines.

Award criteria and evaluation process

Quality sub-criteria (summary)

Submission process, templates and required documents

Administrative timetable and key dates

Commercial terms of interest

Risk allocation, insurance and compliance obligations

Operational requirements for personnel

Submission stages and evaluation workflow

Funding / Payment: nature and magnitude

This is a paid procurement contract. The nature of support is commercial remuneration for services rendered under the framework contract. No grant or subsidy mechanism is involved. The tender is priced via hourly unit rates in Annex I and specific order forms will determine quantities and total remuneration for each order. The tender documents include estimated annual hours for evaluation (12,200 regular hours + 960 special hours) but no fixed total contract value is published; the EP will order services via specific order forms based on operational needs.

Success rates, co-funding and competition

Success rates are not published. This is a competitive open tender where award is to the most economically advantageous tender. No co-funding from the tenderer is requested; prices must be all-inclusive and the contractor bears costs of staff recruitment, training, uniforms, equipment maintenance and routine travel to Rome. Reimbursable travel for missions outside Rome is handled per Annex VIII upon written request and reimbursement rules.

Templates and submission structure (practical guidance)

The procurement package includes mandatory templates and annexes to be completed and uploaded with the tender. Key templates: Annex I Price list (unit prices and totals), Annex III Declaration on the tenderer’s honour (exclusion & selection), Annex IV Financial identification form, Annex VII Financial data sheet and profit & loss accounts for the last two closed years, Annex VI Declaration concerning subcontractors (if applicable), Annex V Group information sheet (if consortium), Annex IX restrictive measures declaration, Annex XIII checklist. Technical submission should follow the award criteria structure and include required examples (monthly planning, daily timesheet, sample monthly report) and CVs for contract manager, backup and selected staff samples. All supporting documents referred to in selection criteria must be available and may be requested within 14 days.

Other notable contract clauses

The model framework contract defines payment terms (invoicing via PEPPOL or Funding & Tenders Portal), price revision rules tied to HICP (euro area), termination rights (including immediate termination for exclusion grounds), penalties for non-performance, confidentiality, intellectual property, data protection obligations, and audit rights. The EP may require performance by substitution in urgent cases and reserves the right to reject subcontractors or staff failing exclusion/selection criteria. The contractor must ensure staff accreditation and compliance with EP security rules and site access procedures.

Mentioned locations and geography

Quick checklist for an applicant

Contact and questions

All clarifications during the submission phase must be raised via the Funding & Tenders Portal Questions & Answers function (EU Login required). The contracting authority email for opening attendance and certain communications: epitalia@europarl.europa.eu. For eSubmission technical help use the eSubmission Helpdesk details in the eSubmission Quick Guide available on the Portal.

Concluding summary

This is an open public procurement by the European Parliament for a framework contract to supply and manage floor staff at the Europa Experience multimedia centre in Rome. The contract covers visitor reception, facilitation, event support, basic technical audiovisual assistance, outreach, reporting and administrative back-office tasks. Tenderers must demonstrate adequate financial strength (minimum turnover requirements), insurance and relevant experience in communication/PR/staffing, as well as provide a strong operational plan, recruitment and training policies, and workforce backup. Award is by best price-quality ratio with quality heavily weighted. Submission is electronic only via the Funding & Tenders Portal; comprehensive annexes and template documents are provided and must be completed. The framework contract will be executed via specific order forms and the contractor will be remunerated based on the binding hourly unit rates provided in Annex I and the quantities ordered in specific orders. The opportunity is operational/service oriented and suitable for professional service providers with staffing capacity and direct experience in visitor engagement, events and exhibition floor operations. Tenderers should carefully follow Annex XIII checklist and provide all documentary evidence that may later be requested for exclusion and selection verification.

Footnotes

1. 1Full procurement dossier and all annexes available on the Funding & Tenders Portal tender page: Europa Experience Floor Staff - ITA (EP-COMM/2026/OP/0036) Tender details. TED publication reference: 712480-2026.

Opportunity overview

This is an open public procurement procedure issued by the European Parliament Directorate General for Communication for the provision of floor staff at the Europa Experience Multimedia Centre in Rome. The successful contractor will supply and manage personnel providing reception, visitor assistance, facilitation, educational activities, event support, basic technical assistance, outreach, reporting and related operational services.

The opportunity is a services tender rather than a grant. Applicants do not receive a fixed grant or reimbursement rate. The successful contractor will be paid for services ordered under a framework contract, using the agreed price list and specific order forms. The estimated total contract value has not been published in the available notice.

The authoritative procurement record is available at EU Funding and Tenders Portal tender page.

Key facts

Publication and submission timetable

The contract notice was published on 15 October 2026. Tenders must be submitted electronically by 30 November 2026 at 17:00 Brussels time. The public opening is scheduled for 1 December 2026 at 11:00 Brussels time. Questions submitted after 20 November 2026 at 23:59 Brussels time may not receive a reply.

The tender metadata contains an additional date of 1 January 2026, but this conflicts with the official call details and the stated publication date. The operative deadline should therefore be treated as 30 November 2026 at 17:00 Brussels time, subject to any corrigendum published by the contracting authority.

The submission must be made exclusively through the electronic submission address in the Funding and Tenders Portal. An EU Login account is required. The applicant must also have a valid Participant Identification Code and a registered organisation profile. Applicants should allow sufficient time for organisation registration, PIC validation, document preparation, uploading and final submission.

Who can apply

Participation is open to natural persons, legal persons and public entities established in an EU Member State. Entities established in a non EU country may participate only where a specific public procurement agreement with the European Union gives entities from that country access to the contract under the applicable conditions.

The tenderer must identify its country of establishment and provide evidence of its registered office or domicile under the applicable national law. The tenderer must also be enrolled in a relevant professional or trade register, except where the tenderer is an international organisation.

Groups of economic operators may submit a joint tender. Each member must establish its eligibility and comply with the applicable exclusion requirements. Group members must assume joint and several liability for the tender and contract performance where required by the procurement documents. Annex V must be completed for a group submission.

Subcontracting is permitted. The tender must identify proposed subcontractors and describe the part of the contract to be subcontracted as far as possible. Annex VI must be completed. Subcontractors remain subject to applicable exclusion and capacity checks, and later subcontracting not identified in the tender requires written approval from the European Parliament.

The tender is not suitable for applicants seeking a small grant, research funding or a simple consultancy assignment. It is designed for an established service provider able to recruit, train, schedule, supervise and replace a sizeable public facing service team in Rome.

Scope of services

The contractor will provide staff for the Europa Experience centre, which occupies approximately 1,050 square metres over two floors and includes a reception area, interactive exhibition, cinema room, role play game area, conference facilities and temporary exhibition space.

The core services include the following activities.

Services

Staff profiles and operational model

Floor staff agents are responsible for reception, visitor engagement, exhibition and role play game facilitation, workshops, event assistance, bookings, enquiries, basic technical support, promotional activities, equipment management and daily opening and closing procedures.

The coordination team must include at least three designated coordinators covering the following functions.

Coordinator roles

At least one coordinator must be available at the premises during working hours. The contractor must provide sufficient personnel to maintain all required workstations and must organise alternating breaks without interrupting service.

Indicative staffing and workload

The centre normally operates Monday to Friday from 09:00 to 19:00, Saturday from 10:00 to 18:00 and Sunday from 14:00 to 18:00. It is generally closed on national holidays, for one week in mid August and on 30 and 31 December. Opening hours may be changed by the European Parliament with at least 30 calendar days written notice.

The specifications indicate four staff members on normal weekdays, reduced to three during the final hour on weekdays. Three staff members are generally required during weekends. During low occupancy periods, staffing may be reduced to two people following prior communication from the European Parliament.

The estimated regular service volume is approximately 12,200 working hours per year. The estimated special service volume is approximately 960 working hours per year. These quantities are indicative and may change. Additional staffing may be requested during busy periods, events, early morning activities, evening activities and external outreach missions.

The estimated regular volume is based on approximately 244 working hours per week, 976 hours per month and 12,200 hours per year using an assumed 50 week operating year. The contractor should not treat these estimates as a guaranteed minimum purchase volume.

Special hours may include events outside regular opening hours, role play game sessions before opening, external events and business trips within Italy. Travel, accommodation and daily subsistence expenses are reimbursed according to the applicable travel expense annex and are separate from the standard service price arrangements.

Applicant capacity requirements

Applicants must demonstrate the legal, financial, economic, technical and professional capacity required to perform the contract. The declaration on honour must be submitted with the tender, while supporting evidence may be requested from the tenderer ranked for award.

Financial and economic requirements

Minimum annual turnover of €500,000 for each of the last two financial years for which accounts have been closed.

Civil liability insurance covering damage to third parties arising from the service, with minimum coverage of €1,000,000 for personal damage and €500,000 for material damage.

Profit and loss accounts for the last two closed financial years and a completed and signed financial data sheet may be requested as supporting evidence.

Applicants unable to provide the specified evidence may propose alternative evidence, but the European Parliament must consider it adequate. Capacity may be supported by other entities or subcontractors where the required commitments and availability of resources are demonstrated.

Technical and professional requirements

At least three years of experience in services similar to the contract, such as communication, public relations, visitor services or staffing. The relevant experience must cover at least three different years during the previous six years.

The experience list should identify clients, service descriptions, dates, sums and the number of staff involved. Experience should demonstrate the ability to manage public facing services rather than merely supply temporary personnel.

A contract manager and backup contract manager with relevant experience in communication, public relations or staffing. Both must have a university level diploma and be fluent in Italian and English. CVs must be available as evidence.

A sufficient network of qualified personnel to cover the required opening hours, special events, absences, replacement needs and coordinator functions. The tenderer should demonstrate recruitment, training, scheduling, quality control and reserve staffing arrangements.

Personnel requirements

Floor staff must have a perfect command of Italian at C2 level and a very good command of English at B2 level. Knowledge of additional EU or non EU languages is an advantage.

Staff must have good knowledge of the European Union, its institutions, the European Parliament, Members of the European Parliament, the European Commission, European history and the Europa Experience offer. They must also have sufficient digital skills to use office software, internet tools, Canva, CapCut, social media tools, booking systems and multimedia equipment.

Staff must be courteous, proactive, diplomatic, discreet, visitor focused and able to engage confidently with diverse audiences. They must respect security, privacy, confidentiality, data protection, health and safety, dress code and internal operating rules.

The European Parliament may participate in the staff selection process, verify language and institutional knowledge and reject proposed staff who do not meet the requirements. It may require additional training or immediate replacement without compensating the contractor for the associated costs.

The contractor must provide initial and continuing training, including client service, communication, accessibility, European Union knowledge, use of the exhibition tools, first aid, automated external defibrillator use, fire prevention, evacuation and emergency procedures. At least one person among the on site team should have certified first aid skills.

Annual refresher training on visitor reception, customer service and visitor engagement is required. Training costs are borne by the contractor and cannot normally be invoiced separately.

Commercial and pricing conditions

The tender price must be expressed in euros and must be all inclusive for the relevant services. Prices must be quoted excluding VAT and equivalent indirect taxes. Price revision is governed by the draft contract. Exchange rate risk is borne by tenderers established outside the euro area.

The financial offer must use the official price list annex. Applicants should calculate rates for regular hours, special hours, coordinator services, any applicable categories and other requested price components exactly as instructed. Travel and accommodation expenses are handled under the separate travel expense provisions.

No financial guarantee is required according to the specifications. The available tender record does not state a fixed maximum budget or guaranteed annual turnover. Revenue will depend on specific orders issued under the framework contract and actual service requirements.

Framework contract operation

The framework contract will be implemented through specific order forms issued by the European Parliament and or the European Commission Representation. Following a service request, the contractor must provide a signed and dated specific offer based on the price list within three working days. Work begins on the date stated in the signed order form.

The contractor must submit monthly staffing schedules no later than 20 calendar days before the beginning of the relevant month. It must maintain daily attendance records, an accurate working time recording system and monthly performance reports.

The contractor is responsible for uninterrupted service, staff replacement, staff wellbeing, quality management, uniforms, a dedicated team mobile phone, first aid equipment, automated external defibrillator arrangements, occupational health and safety documentation, insurance, permits, employment compliance and applicable tax and social obligations.

Exclusion, sanctions and compliance conditions

Applicants must submit the declaration on honour concerning exclusion and selection criteria. The contracting authority may request supporting evidence within 14 days. Failure to provide valid evidence within the requested period may result in rejection unless material impossibility is justified.

Applicants must not be in situations involving insolvency, unpaid taxes or social security contributions, grave professional misconduct, fraud, corruption, criminal organisations, money laundering, terrorism, trafficking, serious contractual failures, irregularities or obstruction of audits and investigations.

Tenderers, subcontractors, suppliers and entities whose capacities are relied upon must comply with applicable European Union restrictive measures. The Russia restrictive measures declaration in Annex IX must be completed, dated and signed, with evidence of any claimed exception where relevant.

The contractor must comply with applicable employment, tax, social, environmental, equality, diversity, health and safety and data protection requirements. The specifications also require sound social conditions, appropriate wages and working conditions, freedom of association, protection against harassment and ongoing staff skills development.

Environmental and equality obligations

The successful tenderer must comply with applicable environmental legislation and support the European Parliament’s EMAS environmental management system. Staff may need training on environmental, safety and equipment handling requirements.

The contractor must promote equality and diversity, non discrimination, equal opportunities, integration of disabled persons and an inclusive workplace. It must also report annually on the implementation and results of its staff motivation, skills development and social condition policies.

Required tender documents

The published procurement package includes the invitation letter, tender specifications, financial offer and price list, declarations on honour, group of economic operators information, subcontractor declaration, financial data sheet, travel expense provisions, Russia restrictive measures declaration, floor plans, visitor statistics, tender completeness checklist, framework contract and specific order form.

Applicants should review every document and use the official completeness checklist before submission. In particular, the tender should include the signed financial offer, declaration on honour, organisation and eligibility information, details of group members or subcontractors where applicable, technical proposal, relevant experience, staffing model, CVs and all other evidence requested by the specifications.

Strategic assessment for applicants

The opportunity is most suitable for an established Italian or international visitor services, event services, staffing, communications, public relations, museum, exhibition or educational services provider with operational presence or reliable mobilisation capability in Rome.

The strongest tender is likely to combine a credible staffing and replacement plan with demonstrable Italian and English language capability, experience with public institutions and visitors, strong event and audiovisual delivery, measurable service quality controls and competitive but realistic pricing.

The contract creates substantial operational obligations. Applicants must be able to staff weekends and extended opening hours, support evening and special events, maintain continuous coverage, provide trained replacements, manage institutional stakeholders and comply with Italian employment and health and safety requirements.

The 60 percent quality weighting means that the technical and organisational proposal is more important than price alone. A low price that does not demonstrate resilient staffing, training, quality assurance, language capability, event delivery and continuity could be commercially and competitively weak.

Key risks include variable order volumes, no published guaranteed contract value, possible changes to opening hours, additional staffing requests, short notice operational issues, responsibility for replacement staff, non billable training and compliance costs, and the European Parliament’s right to reject or replace individual staff members.

Recommended preparation plan

1. Register or verify the organisation’s PIC and EU Login access well before the deadline.

2. Confirm eligibility of the organisation, ownership structure, subcontractors, suppliers and capacity providers against exclusion and restrictive measure requirements.

3. Prepare the last two years of financial accounts, evidence of €500,000 minimum annual turnover, the financial data sheet and civil liability insurance evidence.

4. Compile at least three years of comparable service references covering three different years in the previous six years.

5. Identify the contract manager, backup and at least three coordinator profiles, and prepare compliant CVs and language evidence.

6. Design a Rome based staffing model covering regular hours, weekends, low occupancy periods, special events, external activities, absences and reserve personnel.

7. Explain recruitment, vetting, accreditation, induction, European Union knowledge, first aid, emergency, audiovisual, accessibility and annual refresher training arrangements.

8. Prepare a quality assurance and reporting system covering attendance, visitor feedback, incidents, technical issues, monthly reporting and stakeholder coordination.

9. Complete the price list exactly as required and ensure that the prices cover all contractor obligations, including uniforms, training, staffing management, reserve capacity and compliance costs.

10. Submit the complete tender electronically before 30 November 2026 at 17:00 Brussels time and retain the electronic submission receipt.

Official procurement documents

The tender specifications are available at Specifications floor staff.

The official call record and all current documents, notices, questions and answers, corrigenda and electronic submission instructions should be checked immediately before submission because the contracting authority may update the procurement file.

Conclusion

This is a four year maximum framework procurement for comprehensive floor staff and visitor operations at the European Parliament’s Europa Experience in Rome. It offers a potential long term service relationship but requires substantial operational capacity, established financial resources, multilingual and institutionally knowledgeable personnel, robust replacement arrangements and the ability to deliver a broad combination of visitor, educational, event, technical, outreach and administrative services.

The most material confirmed thresholds are €500,000 minimum turnover in each of the last two closed financial years, civil liability insurance of at least €1,000,000 for personal damage and €500,000 for material damage, at least three years of comparable experience, Italian C2 and English B2 for floor staff, and an evaluation weighting of 60 percent quality and 40 percent price.