Europa Experience Floor Staff - Sweden

The European Parliament Directorate-General for Communication is tendering a framework contract classified under CPV 92521100 to supply floor staff for the Europa Experience in Stockholm, Sweden. The contract has an initial 12-month term with up to three renewals (maximum 48 months) and covers reception, facilitation and visitor support. Awarding is by best price-quality ratio with quality weighted 60% and price 40% and submissions must be made electronically via the EU Funding and Tenders Portal. The deadline for tenders is 3 September 2026 at 17:00:59 Brussels time and bidders must include the Draft Framework Contract, Tender Specifications, Annex I price list, financial data and required declarations as specified in the procurement documents.

What it funds

Summary

Procurement of on-site floor staff (reception, facilitation and related visitor services) for the Europa Experience in Sweden. The contract is a framework agreement for services with an initial period of 12 months, renewable up to 3 times (total planned duration up to 48 months).

Who can apply:Service providers and economic operators (including groups of economic operators) able to supply trained floor staff and meet administrative, financial and selection criteria in the tender documents. Submission is electronic via the Funding & Tenders Portal Tender details ¹

1. 1Lead contracting authority: European Parliament, DG Communication
2. 2Submission method: eSubmission on the Funding & Tenders Portal
3. 3Award criteria weighting: quality 60%, price 40%

Footnotes

1. 1Full procurement documents, draft framework contract, price list template and specifications are published on the tender page: ec.europa.eu

Opportunity summary

Short description

The European Parliament (Directorate-General for Communication) has published an open tender to outsource floor staff activities in the Europa Experience in Sweden. The Contractor will provide personnel for reception, facilitation and similar front-of-house services for visitors. The procurement is structured as a framework contract for services, with an initial period of 12 months and the possibility to renew three times. The procurement is identified by call identifier EP-COMM/2026/OP/0024 and main CPV code 92521100.

Tender type and authority:Type: Public tender / procurement. Lead contracting authority: European Parliament, COMM - Directorate-General for Communication. Procurement nature: services (framework agreement) ¹.

Key administrative information

1. 1Call identifier: EP-COMM/2026/OP/0024
2. 2Publication date: 2026-06-16
3. 3Submission method: Electronic submission via the Funding & Tenders Portal (eSubmission)
4. 4Deadline / Closing date: 2026-09-03 at 17:00:59 (Brussels time)
5. 5Open tender event / session: 2026-09-04 at 11:00:00 (local time)
6. 6Tendering procedure type: Framework contract (fa-wo-rc), open tender; electronic ordering and payment anticipated
7. 7Planned contract duration: framework contract initial 12 months, renewable 3 times; planned period indicated as 48 months overall
8. 8Main CPV: 92521100 (related to visitor services / reception)

Documents and templates provided

The procurement publication includes a set of specification and administrative annex documents and template forms intended to be used by tenderers. Tenderers must consult and complete these documents as part of their submission.

1. 1Framework Contract Floor Staff (Draft contract, Framework Contract_ Floor Staff_V1.docx) — draft text of the framework agreement and renewal clauses
2. 2Specifications floor staff (Specifications_floor staff_V1.docx) — technical and operational specifications for personnel and services
3. 3Specifications Annex I - Price list (Financial offer form) — template for price submission and price list
4. 4Specifications Annex II The European Parliament s environmental policy — environmental requirements
5. 5Specifications Annex III Declaration on the tenderer s honour concerning exclusion and selection criteria — declaration template
6. 6Specifications Annex IV Financial identification form — bank / financial identification form
7. 7Specifications Annex V Group of Economic Operators — rules to form consortia or groups of economic operators
8. 8Specifications Annex VI Declaration subcontractors — declaration template for subcontractors
9. 9Specifications Annex VII Financial data sheet — financial information template
10. 10Specifications Annex VIII - travel expenses — rules and templates for travel costs
11. 11Specifications Annex IX - Declaration concerning the restrictive measures Russia — compliance declaration
12. 12Specifications Annex X - Basement_RPG, Ground Floor EU-XP, First Floor 360° Cinema (plans / maps for service areas)
13. 13Specifications Annex XI Registering on the PEPPOL platform and in the Funding & Tenders Portal — invoicing / registration guidance
14. 14Specifications Annex XII Electronic invoicing form
15. 15Specifications Annex XIII - Checklist for a complete tender — checklist to ensure all required documents are included
16. 16Annex to FWC - Draft Specific Order Form — form to place specific orders under the framework

Eligibility and applicant requirements

The procurement documentation sets out the exclusion and selection criteria, the required declarations and specific tenderer requirements. The procurement allows participation by single economic operators and groups of economic operators (consortia) following the provided Annex V template. Specific qualification requests and documents listed in the tender specifications must be provided. SMEs suitability indicator is set to false, indicating the contract may not be specifically targeted to SMEs only.

1. 1Eligible applicant types: private service providers (companies), including SMEs, large enterprises, groups of economic operators (consortia), and designated subcontractors where declared. Public bodies or other entities may participate if the tender specifications permit and they meet selection criteria; individual natural persons are not the primary intended operator.
2. 2Consortium requirement: Not strictly required; single economic operators may apply. Formation of groups of economic operators is expressly permitted and supported by Annex V. Tenderers that rely on subcontractors must supply the Declaration on subcontractors (Annex VI).
3. 3Geographic / Beneficiary scope: The contracting authority is the European Parliament. The tender concerns services delivered in Sweden. Participation is open to economic operators eligible under EU procurement rules; applicants from EU Member States and other countries eligible under the Funding & Tenders Portal / EU procurement rules may participate subject to the exclusion and selection criteria in the tender specifications.
4. 4Selection and exclusion documentation: Tenderers must complete the Declaration on honour (Annex III) regarding exclusion criteria and selection criteria, and provide financial identification (Annex IV), financial data (Annex VII) and other requested documents.

Scope of services and technical requirements

The service consists of providing floor staff (reception, facilitation, visitor support) for the Europa Experience in Sweden. Exact locations and spatial plans are provided in the Annex X documents (Basement, Ground Floor, First Floor 360° Cinema). The Specifications document details minimum staffing levels, required competences, working hours, languages, uniform and identification requirements, health and safety obligations, background checks, training, reporting obligations and interface with the European Parliament staff. Tenderers must comply with the European Parliament s environmental policy annex and invoicing / PEPPOL electronic invoicing rules.

Awarding criteria and evaluation

Awarding criteria are based on quality and price. The tender metadata indicates a weighting of 60 for quality and 40 for price as subordinate criterion weights. Tenderers should consult the tender specifications for detailed scoring rules, subcriteria and thresholds for qualitative and technical assessments.

1. 1Main award criteria: Quality (weight 60) — technical and operational proposal, staff profiles, language skills, training, management, health and safety, environmental aspects, customer care standards.
2. 2Secondary award criteria: Price (weight 40) — financial offer per the Annex I Price list template.

Contract model and commercial terms

The procurement will use a Framework Contract (FA) model. The draft framework contract and a draft specific order form are provided. The framework contract is for an initial 12-month period with the possibility to renew three times. Electronic ordering and payment channels are anticipated; invoicing via PEPPOL is referenced. Travel expenses, subcontracting rules and restrictive measures declarations are regulated in the annexes.

Deadlines, process and stages

Key dates and stages are defined in the tendering process. The submission deadline is firm. There is an additional information request period and an open tender event after the closing date for the procedure.

1. 1Publication of tender and documents: 2026-06-16
2. 2End of additional information request period: 2026-08-26 (time indicated in tendering terms)
3. 3Submission deadline: 2026-09-03 at 17:00:59 (Brussels time)
4. 4Open tender event: 2026-09-04 at 11:00:00
5. 5Notification / award: following evaluation in accordance with contracting authority timetable (not specified in scraped content)

Application stages:Applicants can expect at least two main stages: 1) Electronic submission of tender dossier by the deadline including all administrative, technical and financial annexes; 2) Evaluation and award phase culminating in the open tender event and contract award. Additional clarification rounds or requests for further information may occur under the contracting authority s procedures.

Financials and funding

This is a procurement for paid services under a public contract; it is not a grant. The procurement documents include an Annex I Price list template to be completed by tenderers. No overall contract value or estimated total budget is specified in the scraped metadata. Tenderers must provide a financial offer using the provided template. The SME suitability indicator is false, and financial capability documentation is requested via Annex VII.

1. 1Funding type: Procurement / contract for services (payment for provision of services)
2. 2Funding amount: Not specified in the public metadata; tenderers must propose prices in Annex I Price list. No budget estimate provided in scraped content.
3. 3Co-funding requirement: Not applicable in traditional procurement terms. The contractor will be paid under contract terms; subcontracting is permitted subject to declarations.

Applicability and project maturity

Project stage:Operational service delivery — the opportunity requires an active service provider capable of supplying trained floor staff and managing operational delivery immediately upon contract start. It is not a research or development grant.

Geographic scope and mentioned countries

The procurement concerns service delivery in Sweden (Europa Experience - Sweden). The contracting authority is the European Parliament (EU institution) and the procurement is published on the EU Funding & Tenders Portal for eligible economic operators. Participation is expected to be open to operators from EU Member States and other countries eligible under EU procurement rules. Sweden and the EU/European Parliament are explicitly referenced.

Templates and application structure

Tenderers must complete and submit the administrative and technical templates included in the procurement package. Key templates and their purpose are provided below to help structure the tender submission.

1. 1Invitation letter (cover and instructions) — included in publication package
2. 2Annex I Price list — financial offer form; complete all price lines and totals
3. 3Annex III Declaration on the tenderer s honour — self-declaration on exclusion / selection criteria
4. 4Annex IV Financial identification form — bank details for contract payments
5. 5Annex V Group of Economic Operators — to be used if applying as a consortium; must define lead partner and roles
6. 6Annex VI Declaration subcontractors — list and declarations for any subcontractors and their roles
7. 7Annex VII Financial data sheet — financial capacity and past turnover information
8. 8Annex VIII Travel expenses — rules and claim format for travel costs
9. 9Annex XI PEPPOL registration guidance — instructions and requirements for electronic invoicing
10. 10Annex XIII Checklist for a complete tender — to verify that all required documents are included

Evaluation and success likelihood

Success rates are not provided in the procurement metadata. The award will be based on the quality-price ratio (60 quality : 40 price). Achieving compliance with all exclusion and selection criteria, presenting strong technical proposals addressing required staff competencies and operational management, and submitting a competitive price in Annex I are essential for success.

1. 1Success rates: Not specified; typical public procurement competition levels vary widely. No historical success statistics are provided.
2. 2Co-funding requirement: No co-funding required; this is a paid contract where the contractor bills the contracting authority based on agreed prices and orders.

Risk, compliance and special requirements

Tenderers must comply with exclusion criteria and provide declarations on restrictive measures (Annex IX). Environmental policy compliance is required per Annex II. Electronic invoicing via PEPPOL is required and guidance is provided. Subcontracting is allowed but must be declared. The tender specifications will include health and safety, data protection and other compliance provisions relevant for staff interacting with visitors.

Practical next steps for applicants

1. 1Download all procurement documents from the tender details page on the Funding & Tenders Portal immediately and review the Specifications_floor staff_V1.docx and Framework Contract documents.
2. 2Complete Annex III (Declaration on honour), Annex IV (Financial identification), Annex I (Price list) and Annex VII (Financial data) as required.
3. 3Decide whether to bid as a single economic operator or form a consortium using Annex V; if subcontracting, prepare Annex VI.
4. 4Ensure compliance with Annex II environmental policy and Annex IX restrictive measures declaration.
5. 5Register and prepare electronic invoicing on PEPPOL as described in Annex XI and Annex XII.
6. 6Submit the complete eSubmission via the Funding & Tenders Portal before 2026-09-03 17:00:59 (Brussels time).

For full details, official tender documents and to submit a tender, consult the specific tender page on the EU Funding & Tenders Portal Tender details - Europa Experience Floor Staff - Sweden ¹.

Final summary — what this opportunity is about

This is an EU public procurement opportunity from the European Parliament s Directorate-General for Communication to contract a service provider to supply floor staff for the Europa Experience in Sweden. The contract will be awarded through a framework agreement with specified renewal options. Tenderers must submit an electronic bid including administrative declarations, technical proposals demonstrating staff competence and operational capacity, and a financial offer using provided templates. Awarding will follow a quality-price split (60/40). The tender package contains detailed specifications, spatial plans, environmental and compliance requirements, and templates for pricing, financial identification and consortium declarations. The submission deadline is 3 September 2026 at 17:00:59 (Brussels time).

Footnotes

1. 1Tender and full procurement documentation available on the Funding & Tenders Portal: ec.europa.eu

Opportunity Summary

This is an open call for tenders issued by the European Parliament, Directorate-General for Communication (DG COMM), to outsource floor staff activities for the Europa Experience in Stockholm, Sweden ¹. The contract is a framework agreement for services, classified under CPV code 92521100 (personnel services), requiring a service provider to supply personnel for reception, facilitation, and visitor support ².

Key Deadlines:The tender submission deadline is September 3, 2026, at 17:00:59 Europe/Brussels time, with a public opening of tenders scheduled for September 4, 2026, at 11:00:00 Europe/Brussels time ³. Questions for clarification must be submitted by August 26, 2026, at 17:00:00 Europe/Brussels time ⁴.

Who Should Apply

Eligible applicants include service providers, staffing agencies, HR providers, and contractors capable of supplying professional floor staff for institutional European settings ⁵. Both individual submissions and consortiums are permitted, provided they meet the necessary qualifications for delivering professional staff services ⁶.

1. 1Must be a registered economic operator with a Participant Identification Code (PIC)
2. 2Must demonstrate experience in providing personnel services in an institutional or visitor-facing environment
3. 3Must comply with EU environmental policies and exclusion criteria (including declarations on Russia restrictive measures)

Contract Details & Requirements

The primary task of the floor staff is welcoming and facilitating visitors, requiring a people-oriented approach and knowledge of the EU ⁷. The contract includes provisions for electronic ordering, invoicing, and travel expenses as detailed in the annexes ⁸.

Required Documents:Applicants must download and submit the Draft Framework Contract, Tender Specifications, Price List (Annex I), Financial Data Sheet (Annex VII), and mandatory declarations (Annexes III, IV, VI, IX) available in the procurement documents ⁹.

Footnotes

1. 1Official tender details: Europa Experience Floor Staff - Sweden
2. 2CPV classification: 92521100 (Personnel services) Subsdy Tender Summary
3. 3Deadline and opening dates confirmed in procurement documents EU Funding Portal
4. 4Clarification deadline: August 26, 2026, 17:00 Europe/Brussels Procurement Documents
5. 5Eligible applicants: staffing agencies, HR providers, and service contractors Subsdy Tender Summary
6. 6Consortiums allowed with individual submissions permitted Subsdy Tender Summary
7. 7Staff priority: welcoming/facilitating visitors, people-oriented approach, EU knowledge TenderNed NL Summary
8. 8Annexes include electronic invoicing (XII), travel expenses (VIII), and specific order forms Procurement Documents
9. 9Required documents: Draft Contract, Specifications, Price List, Financial Data Sheet, Declarations Procurement Documents