Fourniture de produits de pharmacie et parapharmacie à destination des services médicaux de la Commission Européenne, de l’OIB, du Comité Économique e...

The European Commission DG HR has published an open procedure tender (EC-HR/2025/OP/0350) for framework contracts to supply pharmaceutical and parapharmaceutical products to EU medical services and related institutions in Brussels and Luxembourg, divided into four independently awarded lots. The estimated total value is €1,613,000 over a maximum duration of 48 months and awards will be based on the lowest compliant price per lot. Key requirements include professional authorization to practice pharmacy for pharmaceutical lots, minimum financial and technical capacity thresholds per lot, and exclusive electronic submission via the EU Funding and Tenders Portal with a submission deadline of 23 April 2026 at 12:00 Brussels time. Delivery terms are DDP to specified institutional addresses with typical lead times of up to five working days and strict product, shelf life and conformity specifications.

Objet

Ce que finance l’appel d’offres

Fourniture de produits pharmaceutiques et de parapharmacie destinés aux services médicaux de la Commission européenne (Bruxelles et Luxembourg), de l’OIB, du Comité économique et social européen et du Comité des régions. Contrats‑cadres par lot pour livraisons récurrentes (inc. produits consommables, dispositifs médicaux de petit matériel, vaccins et produits d’hygiène).

Type de procédure et méthode d’attribution:Procédure ouverte électronique (eSubmission); attribution sur la base du prix le plus bas.

1. 1Soumission: via eSubmission sur le portail Funding & Tenders Portal F&T
2. 2Date limite principale de réception des offres: 23/04/2026 à 12:00 heure de Bruxelles
3. 3Durée maximale des contrats-cadres: 48 mois

Qui peut postuler

Opérateurs économiques (entreprises individuelles, pharmacies, grossistes, consortiums/groupements) juridiquement établis dans le champ d’application des traités de l’UE ou pays tiers admis; les groupements doivent désigner un chef de file et fournir les documents demandés (PIC, déclarations d’exclusion, preuves de capacité technique/financière, lettres d’engagement et éventuels sous‑traitants).

Exigences clés de soumission

1. 1Inscription au registre des participants et obtention d’un PIC avant soumission
2. 2Utilisation obligatoire du modèle financier (annexes 6.1–6.4) pour chaque lot visé
3. 3Respect des critères d’habilitation pour produits pharmaceutiques (lots pharmacie) et des spécifications dermatologiques pour les lots parapharmacie

Montant indicatif

Valeur estimée totale pour l’ensemble des lots:€1 613 000 (estimation indicative sur la durée maximale du contrat‑cadre).

Calendrier et documents

Publication TED:17/03/2026. Date d’ouverture publique: 23/04/2026 à 14:00 (Europe/Bruxelles). Tous les documents (lettre d’invitation, cahier des charges, modèles d’annexes financières et formulaires de candidature) sont disponibles sur le portail Funding & Tenders Fiche de l’appel.

Points opérationnels importants:Livraisons principalement mensuelles; délai de livraison standard 5 jours ouvrables après bon de commande; produits périssables doivent avoir au moins 12 mois de DDM à la livraison; facturation et conditions de TVA précisées dans le cahier des charges.

Pour postuler, préparez PIC, déclaration sur l’honneur (annexe 2), preuves de capacité économique/financière et technique, bordereau financier complété pour chaque lot et, si applicable, lettres d’engagement de sous‑traitants ou d’entités dont vous invoquez les capacités.

The European Commission, Directorate-General for Human Resources and Security (DG HR), acting as lead contracting authority on behalf of participating EU institutions and bodies, has launched an interinstitutional open procedure to establish single-supplier framework contracts for the supply of pharmaceutical and parapharmaceutical products to the medical services of the European Commission, the European Economic and Social Committee (EESC), and the European Committee of the Regions (CoR), with deliveries in Brussels (Belgium) and Luxembourg (Luxembourg). The procurement is divided into four lots and will be awarded to the lowest priced compliant offer per lot. Official tender documents and submission are available via the EU Funding & Tenders Portal EC-HR/2025/OP/0350 on EU Funding & Tenders Portal ¹.

At-a-glance

• Procedure: Open procedure, supplies; framework agreements without reopening of competition (single contractor per lot)
• Procedure identifier: EC-HR/2025/OP/0350; TED reference 181947-2026 (published 17/03/2026)
• Award criterion: Lowest price (price 100%)
• Estimated total value: €1,613,000 for all lots over a maximum of 48 months
• Submission method: Electronic only via eSubmission on the EU Funding & Tenders Portal
• Deadline for receipt of tenders: 23/04/2026, 12:00 (Europe/Brussels)
• Public opening of tenders: 23/04/2026, 14:00 (Europe/Brussels), virtual session
• Last date for questions: 15/04/2026, 23:59 (Europe/Brussels)
• Lead contracting authority: European Commission, DG HR - Human Resources and Security

Scope of supplies and delivery conditions

• Product scope: Medical equipment, pharmaceuticals and personal care products (CPV 33000000); additional CPVs include 33600000 (Pharmaceutical products), 33680000 (Pharmaceutical articles), 33690000 (Various medicinal products).
• Product lists and pricing: Detailed, itemised product lists per lot are provided in the financial offer templates Annex 6.1 (Lot 1), Annex 6.2 (Lot 2), Annex 6.3 (Lot 3), Annex 6.4 (Lot 4). Lot 1 and 3 items are designated by active substance; equivalent commercial products may be offered if matching the active ingredients requested. For Lot 2 and Lot 4 (parapharmaceuticals for crèches/kindergartens/pedagogical childcare), products must be hypoallergenic, fragrance-free, and dermatologically tested.
• Variants: Not permitted for any lot.
• New products or market withdrawals: On Commission’s request, the contractor must propose prices for new items not listed; if accepted, they become part of the list. In case of permanent market withdrawal of an item, the contractor must propose equivalent alternatives available in Belgium or, if necessary, neighbouring countries; after acceptance, these are integrated into the list at the agreed price.
• Compliance with standards: All supplies must comply with applicable EU directives and standards at the time of each order; contractor must update offers if standards change.
• Incoterms and delivery: DDP to specified delivery addresses; contractor bears all costs and risks to point of delivery.
• Delivery frequency and lead time: Typically monthly per delivery point (non-mandatory prediction). Standard delivery lead time is max. five working days from the order email date; emergency deliveries by agreement. Standard delivery hours 09:00–16:00 (Mon–Fri); for urgent or troubleshooting deliveries 08:00–18:00; for childcare services deliveries 07:00–14:00.
• Shelf life: Minimum 12 months remaining at delivery, unless in duly justified urgent need.
• Cold chain: Refrigerated packaging required where needed; packaging must ensure integrity and protection.
• Delivery documentation: Each delivery must be accompanied by a delivery note; recipients authorised by the institutions will sign for receipt.
• Languages for implementation: French and/or English.
• Environmental and social clauses: Contractor must consider environmental aspects across the product life cycle, support EMAS best practices where applicable, and uphold EU equality, non-discrimination, and inclusive workplace principles.

Delivery addresses (current; subject to change by the contracting authorities):Brussels (BE): Commission Medical Service, Avenue d'Auderghem 19, 1040 Bruxelles; EESC/CoR, Rue Montoyer 92-102, 1000 Bruxelles, Bâtiment Bertha Von Suttner; OIB childcare sites: Clovis (Boulevard Clovis 75-79, 1000 Bruxelles), Cornet-Leman (Avenue Général Leman 60 and Rue du Cornet 43, 1040 Bruxelles), Wilson (Rue J.W. Wilson 20, 1040 Bruxelles), CIE Overijse (Dennenboslaan 54, 3090 Overijse). Luxembourg (LU): Commission Medical Service, 12 Guillaume Kroll, Cloche d'Or, L-1882 Luxembourg.

Security and access requirements

Contractor personnel accessing EU premises must comply with the security rules of each participating entity. Background checks may be requested. Only company-registered vehicles may access Commission premises (subject to LEZ compliance in Brussels and Luxembourg); private vehicles are not allowed. EESC deliveries must comply with Security Service instructions; large deliveries via BVS building parking entrance (Rue du Remorqueur). Parcels may be inspected or X-rayed. Bank holidays, institutional closing days, and exceptional closures will be communicated.

Pricing, financial evaluation, framework ceilings and payments

• Evaluation basis: Price only (100%). For each listed product, tenderers must complete Annex 6 with (i) proposed pack size, and (ii) net unit price per proposed pack. The evaluation normalises to net unit price per single unit and multiplies by indicative annual quantities to derive an annual total; the lot price used for comparison is the sum of annual totals. The contract award total considers four years.
• Mandatory completion: Columns for pack size and net unit price per pack in the financial forms must be completed for all items; failure leads to rejection. Exception: if an item is permanently unavailable on the market, leave blank and attach justification; such lines are excluded from evaluation for all tenders.
• Price verification: The contracting authority may verify totals; in case of discrepancies, the net unit price per pack and pack size provided by the tenderer will prevail for evaluation and later ordering.
• Price revision: Annual indexation based on HICP (Euro area, 2015=100); first year firm and non-revisable.
• Framework ceilings: The ceiling per lot equals the contractor’s total evaluated amount for the lot across the full maximum duration plus 25% reserve for indexation and unforeseen needs; overall estimated total across lots is €1,613,000.
• Invoicing and payment terms: One invoice per order (or more if justified for partials). Each invoice must quote the framework contract number EC-HR/2025/OP/0350 and the purchase order number, and include the signed delivery note. Payment within 30 days after receipt and approval. No prefinancing; no performance guarantees; no retention. VAT exemptions apply per EU rules; e-invoicing via the EU portal may be required if activated.
• Contract model: Single-supplier framework contract per lot; orders placed via specific contracts or purchase orders; no exclusivity or minimum quantities are guaranteed.

Who can apply and how (eligibility and submission)

Eligible Applicant Types

Open to economic operators capable of supplying the requested products and delivering to Brussels and Luxembourg, including SMEs, large enterprises, wholesalers, licensed pharmacies and pharmacy operators, distributors, and consortia of such entities. Universities or research institutes are eligible insofar as they are authorised suppliers; NGOs or nonprofits may participate if authorised and capable. Subcontractors and entities providing capacity may be included per the tender rules. Individuals may apply only if they meet professional licensing and registration requirements applicable to the lots.

Funding Type

Procurement of supplies via single-supplier framework agreements; payments for delivered goods under specific contracts or purchase orders. This is not a grant, loan, or equity instrument.

Consortium Requirement

Single tenderers or joint tenders are allowed. Consortia are not mandatory. In joint offers, all members are jointly and severally liable; a leader is designated and empowered through the Agreement/Power of Attorney (Annex 3).

Beneficiary Scope (Geographic Eligibility)

Access is open on equal terms to economic operators within the scope of the EU Treaties and international organisations, and to those established in third countries with EU procurement access arrangements (including GPA signatories where applicable). Contractors must ensure delivery capability to Belgium and Luxembourg and comply with all licensing/registration requirements applicable to the lots.

Target Sector

Pharmaceuticals and medical supplies for healthcare services; personal care and parapharmaceutical products supporting occupational health, childcare health services, emergency response, field missions, and prevention campaigns.

Mentioned Countries

Belgium, Luxembourg; region:European Union.

Project Stage

Operational supply and logistics. The opportunity is for established suppliers to deliver products under a framework agreement; research and development stages are not in scope.

Funding Amount

Estimated total across all lots:€1,613,000 over up to 48 months. Estimated per lot: Lot €1 775,000; Lot €2 514,000; Lot €3 176,000; Lot €4 148,000. Actual purchases depend on specific orders and will not exceed the framework ceilings per lot.

Application Type

Open call for tenders; electronic submission only via eSubmission on the EU Funding & Tenders Portal.

Nature of Support

Monetary payments for supplies delivered under the contract; no non-financial services or coaching are provided.

Application Stages

Single-stage submission and evaluation under an open procedure, followed by contract award and signature. A virtual public opening session is held at the specified date and time.

Success Rates

No success rate statistics are provided for this procedure.

Co-funding Requirement

Not applicable. This is a procurement; contractors are paid for supplies delivered. No co-financing is required from tenderers.

Eligibility and selection criteria (per lot)

• Exclusion: Tenderers must complete and sign the Declaration on Honour (Annex 2) confirming absence of exclusion grounds; evidence may be requested before award.
• Access and sanctions: Tenderers, subcontractors and capacity-providing entities must not be subject to EU restrictive measures (Article 29 TEU / Article 215 TFEU).
• Participant registration: Each participant must be registered in the Participant Register and have a PIC (9-digit) to submit via eSubmission.

For tenders covering multiple lots, minimum capacity levels are not cumulative; the tenderer must meet the highest minimum level among the lots bid.

Consortia, subcontracting, and reliance on capacities

• Joint tenders: All members sign an Agreement/Power of Attorney (Annex 3) appointing a leader authorised to submit, communicate, and sign the contract on behalf of all; all members are jointly and severally liable.
• Subcontracting: Allowed. Tenderers must list designated subcontractors using Annex 4 where (i) capacities are relied upon for selection criteria, or (ii) an individual subcontractor’s share exceeds 20% of the contract. Designated subcontractors must provide a Letter of Commitment (Annex 5.1).
• Reliance on capacities (entities other than subcontractors): Allowed with a Letter of Commitment (Annex 5.2) confirming resources will be made available and acceptance of audit/control clauses.
• Changes during the procedure: Replacements or additions of consortium members or designated subcontractors after submission require prior written authorisation and checks; the offer must remain materially unchanged and compliant.

How to apply (submission instructions)

1. 1Register and obtain a PIC for each participating entity in the Participant Register. Ensure SME status data are up to date if relevant.
2. 2Prepare the tender in one of the EU’s official languages; documents are published in French (the authentic language version).
3. 3Submit electronically via eSubmission on the EU Funding & Tenders Portal before 23/04/2026, 12:00 (Europe/Brussels). Late submissions are rejected automatically. One tender per lot per tenderer; if multiple tenders are submitted for the same lot, only the last version counts if not withdrawn.
4. 4Public opening: request attendance by emailing hr-contrats-marches@ec.europa.eu at least two working days before the session, including representative details and the eSubmission receipt.
5. 5Validity: Tenders must remain valid as per the contract notice; modifications of tender conditions are not allowed during the validity period.

What to submit (document checklist and templates)

Annex 1 to the tender specifications details the documents to upload in eSubmission and where to upload them. The following items are required at submission (unless otherwise stated):

• Identification in eSubmission for all entities (single tenderer, consortium members, designated subcontractors, other entities relied upon).
• Declaration on Honour (Annex 2) for: the single tenderer; or each consortium member in a joint offer; and for designated subcontractors and capacity-providing entities where required by the tender rules.
• Proof of signatory authority for any person signing documents on behalf of an entity (uploaded under “Other documents” of the concerned participant).
• Agreement/Power of Attorney (Annex 3) signed by all consortium members (joint tenders only).
• List of designated subcontractors (Annex 4) indicating tasks and estimated share (%).
• Letters of Commitment: Annex 5.1 for each designated subcontractor; Annex 5.2 for each non-subcontracting entity whose capacities are relied upon.
• Financial offer: Complete the relevant financial offer spreadsheet(s) Annex 6.x for each lot you bid for (xlsx), and upload a dated and signed PDF version. Ensure the total amount is also encoded in the eSubmission “Offer data” screen for price-only evaluation lots.
• Selection evidence: Upload legal/regulatory capacity proofs; economic/financial capacity evidence (balance sheet and P&L or bank statements) for contributing entities; technical references as listed. Some evidence may be requested post-submission for the apparent successful tenderer.
• VAT exemption processing: Where applicable for Belgian local purchases or intra-EU acquisitions, follow the instructions in the framework contract on Annex IV for VAT handling in joint tenders.

Structure of the financial offer forms (Annex 6.1–6.4):For each listed item: provide the commercial name (where applicable), confirm or specify the active substance/description (for pharma lots), state the proposed pack size, indicate the net unit price per proposed pack, and the derived net price per unit; the spreadsheet calculates the annual total per line based on indicative annual quantities and sums the lot total. Prices are exclusive of VAT, shown with two decimals, and offered DDP to recipient addresses.

Evaluation and award

• Administrative compliance and eligibility checks (access rules, sanctions screening).
• Exclusion verification based on Declarations on Honour and EDES checks; evidence requested before award from the successful tenderer.
• Selection criteria assessment (legal, financial, technical/professional) at consolidated or individual entity level as specified.
• Offer compliance with minimum requirements (no variants; mandatory product and compliance conditions). Non-compliant tenders are rejected.
• Price evaluation: ranking in ascending order of evaluated total price per lot; award to the lowest priced compliant tender per lot.
• Abnormally low tenders: may be investigated and rejected if unjustified.

Key dates and administrative data

Contact and contracting authority

Lead contracting authority:European Commission, DG HR - Human Resources and Security, 107 Rue de la Loi, Étage 19-DCS, B-1049 Brussels, Belgium. Operational contacts and public opening attendance requests: hr-contrats-marches@ec.europa.eu. Security helpdesk and institutional contacts follow the entities’ standard channels.

Additional legal and contractual provisions

• Framework operation: Orders placed via specific contracts or purchase orders; signature and performance governed by the framework’s special and general conditions.
• Data protection: Processing per Regulation (EU) 2018/1725; privacy notice available via the portal.
• Controls and audits: EU institutions, OLAF, the Court of Auditors, and the European Public Prosecutor’s Office may audit and investigate; document retention for five years after payment of the final specific contract.
• Force majeure, delivery delay damages (liquidated damages), price reductions for quality shortfalls, and replacement at contractor’s expense are provided for in the general conditions.
• Law and jurisdiction: EU law complemented, if necessary, by Belgian law; Brussels courts have jurisdiction.

Categorisation answers (detailed)

Eligible Applicant Types:SMEs, large enterprises, wholesalers, licensed pharmacies and pharmacy operators, medical distributors, consortia of such entities; nonprofits and universities if authorised suppliers; individuals only if professionally authorised and registered per lot requirements; subcontractors and capacity-providing entities within the EU procurement access framework.

Funding Type:Public procurement of supplies via single-supplier framework agreements (supply contracts) with payments for goods delivered.

Consortium Requirement:Not required. Single tenderers or consortia may apply. Joint tenders must submit an Agreement/Power of Attorney and assume joint and several liability.

Beneficiary Scope (Geographic Eligibility):EU, international organisations, and eligible third-country operators with access under EU procurement agreements (including GPA where applicable). Practical delivery capability to Belgium and Luxembourg is required.

Target Sector:Healthcare/medical supplies and pharmaceuticals; personal care and parapharmaceuticals; occupational health and childcare health support.

Mentioned Countries:Belgium; Luxembourg; region: European Union.

Project Stage:Operational supply and distribution under a framework contract; no R&D or TRL progression.

Funding Amount:Total estimated €1,613,000 across all lots; Lot €1 775,000; Lot €2 514,000; Lot €3 176,000; Lot €4 148,000; maximum duration 48 months; per-lot ceiling defined as evaluated total plus 25% reserve.

Application Type:Open call; single-stage; electronic submission via eSubmission only.

Nature of Support:Money (payments for delivered supplies); no grants or advisory services.

Application Stages:1 stage (submission and evaluation), with a virtual public opening session.

Success Rates:Not disclosed.

Co-funding Requirement:No co-funding required; this is a pay-for-supplies procurement. Tenderers bear their own bid preparation costs.

Templates and forms (outline to help applicants)

• Annex 1 – Liste des documents à joindre: Provides a matrix of who submits what, when, and where in eSubmission (e.g., Declaration on Honour upload location; proof of signatory authority; where to upload legal/economic/technical capacity evidence; where to upload financial offers).
• Annex 2 – Déclaration sur l’honneur: Exclusion and selection criteria self-declaration; includes sections on insolvency/tax compliance, professional misconduct, criminal convictions, conflicts of interest, restrictive measures, debt to the Union, and independence of the offer. Requires qualified electronic signature (QES) or handwritten signature if QES not possible.
• Annex 3 – Accord/Procuration: Joint tender agreement/power of attorney model; lists consortium members, appoints the leader, sets joint and several liability, empowers the leader to submit, sign, invoice, and act as single contact point.
• Annex 4 – Liste des sous-traitants désignés: Identification details, roles/tasks, and proportion of subcontracting; total subcontracting percentage; include additional lines as needed.
• Annex 5.1 – Lettre d’engagement (sous-traitant): Commitment by designated subcontractor to provide resources and accept audit/control clauses; includes conflict of interest statement.
• Annex 5.2 – Lettre d’engagement (entité dont les capacités sont invoquées): Commitment by a capacity-providing entity to make financial/technical resources available; acceptance of audit/control clauses; conflict of interest statement.
• Annex 6.1–6.4 – Bordereau de soumission – offre financière: Excel templates per lot listing items, indicative annual quantities and units; columns to be completed for pack size and net unit price per pack; spreadsheet derives unit pricing and annual totals; also submit a signed/dated PDF mirror.
• Framework Contract model – EC-HR/2025/OP/0350: Special and general conditions, including ordering, delivery, damages, price revision, payments, data protection, audits, and legal provisions.

CPV classifications

Summary and explanation

This interinstitutional open tender seeks qualified suppliers to provide a wide range of pharmaceutical and parapharmaceutical products supporting EU institutions’ medical services and childcare facilities in Brussels and Luxembourg. The procurement is structured into four single-supplier framework agreements split by geography (Brussels and Luxembourg) and by product type (pharmaceutical versus parapharmaceutical). Bidders can target one or more lots and must propose unit pricing using the provided financial templates; the award is based solely on the lowest evaluated price per lot, subject to strict compliance with product, regulatory, and delivery requirements. For pharmaceutical lots, tenderers must be legally authorised to practice pharmacy and registered in the relevant professional registers; for parapharmaceutical lots, trade/professional registration is required. Minimum financial and technical capacity thresholds apply, scaled to each lot type. Deliveries are DDP to multiple institutional sites under tight service levels (generally five working days), with stringent packaging, cold-chain where applicable, security access constraints, and minimum remaining shelf life. The framework has a maximum duration of 48 months, with price indexation (HICP) after the first year, and includes standard EU public procurement clauses on exclusion, audit, data protection, damages for delay, and quality compliance. Offers must be submitted electronically via the EU Funding & Tenders Portal by the stated deadline; attendance at the virtual public opening is possible on request. The opportunity is well-suited to licensed pharmacies, medical distributors, and SMEs with proven logistics in Belgium and Luxembourg, offering predictable institutional demand under a framework with payments for delivered supplies and no co-financing requirements.

Footnotes

1. 1Official documents and eSubmission via the EU Funding & Tenders Portal: EC-HR/2025/OP/0350 EC-HR/2025/OP/0350 tender page.

Opportunity Overview

This is an open procedure tender for the supply of pharmaceutical and parapharmaceutical products to the medical services of the European Commission, European Investment Bank, Economic and Social Committee, and Committee of the Regions located in Brussels and Luxembourg. The opportunity is structured as a framework contract divided into four separate lots covering pharmaceutical products and parapharmaceutical products for each location. The contracting authority is the European Commission, Directorate-General for Human Resources and Security (DG HR). The tender was published on March 17, 2026, and is currently open for submissions.

Key Deadlines and Dates

Tender Structure and Lots

The tender comprises four distinct lots that can be bid on individually or in combination. Each lot is evaluated independently without any requirement to bid on multiple lots to be eligible. Bidders cannot submit partial lots or conditional offers tied to other lots.

Total Estimated Budget:The total estimated value across all four lots is €1,613,000 excluding VAT. This represents the maximum contract value covering the entire framework agreement duration including a 25 percent contingency reserve for price indexation and unforeseen needs. The actual amount spent may be lower as no minimum purchase guarantee is provided.

Eligibility and Who Can Apply

This tender is open to all economic operators established in the European Union member states, as well as to entities from third countries that have concluded specific agreements with the EU on public procurement, particularly those that have ratified the WTO Government Procurement Agreement. Participation is on equal terms for all eligible entities.

Mandatory Legal Requirements for Participation

All participating entities must not be subject to EU restrictive measures consisting of prohibitions to make funds available or provide financial assistance. Additionally, participants must not be subject to exclusion grounds established under Article 138 of the EU Financial Regulation, which covers situations such as bankruptcy proceedings, non-payment of taxes or social security contributions, professional misconduct, fraud, corruption, terrorist-related offences, child labour, and violations of EU public procurement rules.

Specific Regulatory Requirements

For Lots 1 and 3 (pharmaceutical products), bidders must hold a professional authorization to practice as a pharmacist in compliance with the laws of an EU member state. Bidders must provide proof of legal authorization to exercise the pharmacy profession. For Lots 2 and 4 (parapharmaceutical products), bidders must be registered in a relevant commercial or professional registry but do not require specific pharmacy credentials. All bidders must have the capacity to exercise the professional activity necessary to execute the contract.

Financial and Technical Capacity Requirements

Economic and Financial Criteria (F1):Bidders for Lots 1 and 3 must demonstrate an average annual turnover for the two most recent closed financial years exceeding €50,000. Bidders for Lots 2 and 4 must demonstrate an average annual turnover exceeding €15,000 for the same period. Most recent accounts must have closed within the past 18 months. Acceptable documentation includes copies of profit and loss statements and balance sheets or appropriate bank declarations. If bidding on multiple lots, the highest minimum capacity threshold applies (€50,000). This evaluation is consolidated across all participating entities if a joint offer is submitted.

Technical and Professional Criteria (T1):For Lots 1 and 3, bidders must demonstrate experience in the supply of pharmaceutical products by providing evidence of at least one similar project executed within the past three years with a minimum value of €30,000 per project. For Lots 2 and 4, bidders must demonstrate experience in supplying parapharmaceutical products through at least one similar project completed within the past three years worth a minimum €10,000. Similar projects are assessed based on scope and complexity. Bidders must provide detailed project lists showing start and end dates, total project value, description of scope, their role in execution, and amount billed. The contracting authority may request client references and may contact clients directly to verify experience claims.

Product Requirements and Specifications

Bidders must supply exactly the products listed in the financial submission forms (Annexes 6.1 to 6.4) without any modifications or variants. For pharmaceutical products (Lots 1 and 3), products are designated by their active molecules and bidders may propose any commercial product containing the specified active ingredient. For parapharmaceutical products (Lots 2 and 4) intended for use in nurseries and kindergartens, all products must be hypoallergenic, fragrance-free, and dermatologically tested. No exceptions or alternative solutions are permitted unless a product is permanently unavailable on the market due to regulatory prohibition or cessation of manufacture, in which case bidders may propose an equivalent substitute with written justification. All listed products must comply with applicable European and national standards at the time of purchase order issuance. Minimum shelf life at delivery must be no less than twelve months from delivery date except in urgent situations.

Submission Method and Technical Requirements

All bids must be submitted exclusively through the electronic submission application (eSubmission) available on the EU Funding and Tenders Portal. No alternative submission methods including email or postal mail are accepted. Bidders must register in the EU Participant Register and obtain a Participant Identification Code (PIC) prior to submission. Each bidder must prepare and submit an independent, autonomous offer without collaboration or coordination with other bidders on the same lot. Late submissions received after the deadline are automatically rejected.

Required Documentation and Declarations

All bidders must submit signed declarations under penalty of perjury confirming they are not in exclusion situations and meet selection criteria. These declarations must accompany the bid. For pharmaceutical lots (1 and 3), proof of professional authorization to practice pharmacy must be included. For all lots, recent financial statements or bank declarations demonstrating financial capacity and documentation proving technical capacity through past projects must be provided. In joint bids, all participating entities must provide their own declarations and supporting documents. Proof of authority to sign on behalf of the organization must be provided, preferably through qualified electronic signatures as defined in the eIDAS Regulation.

Pricing and Award Criteria

Award Method:All four lots are awarded using the lowest price criterion. The contract is awarded to the bidder whose offer has the lowest total price and meets all mandatory requirements, demonstrates no exclusion grounds, meets selection criteria, and complies with tender specifications. Price comparison is made on a per-unit basis then multiplied by estimated annual quantities to produce an annual total price, which is then multiplied by four years to create the total evaluation price.

Price Formatting and Calculation:All prices must be quoted in euros excluding VAT and all other charges. Prices must be firm and fixed throughout the contract duration with no revision unless explicitly triggered by specific conditions. Bidders must complete the financial submission form indicating proposed packaging quantities and net unit prices for that packaging. The submission form automatically calculates the unit price per individual product unit by dividing the package price by package quantity, then multiplies by estimated annual quantities to create comparison prices. The total bid price is the sum of all product lines calculated on an annual basis times four years. Bidders have no obligation to supply products no longer commercially available if documented evidence is provided explaining permanent market withdrawal.

Contract Implementation and Delivery Terms

Framework Agreement Structure:The contract takes the form of a framework agreement without reopening of competition. Signing the framework agreement does not obligate the contracting authority to make purchases. Specific purchases are made through individual purchase orders or specific contracts issued during the framework term. The contracting authority may commission goods by sending a specific contract request to which the contractor must respond within the timeframe specified, typically no less than five days, with either acceptance or justified refusal. Failure to respond repeatedly or refusal to sign resulting specific contracts without valid justification can be grounds for contract termination.

Delivery Locations and Logistics:Products must be delivered to multiple locations in Brussels and Luxembourg as specified in the tender documents. Brussels delivery locations include the European Commission Medical Service at Avenue d'Auderghem 19, the Committee of the Regions, the Economic and Social Committee building (Bertha Von Suttner), and four OIB childcare facilities. In Luxembourg, delivery is to the Commission Medical Service at Guillaume Kroll 12, Cloche d'Or. Standard delivery hours are 09:00 to 16:00 on working days. Childcare facility deliveries are between 07:00 and 14:00. The supplier bears all transport costs and risks until delivery under DDP (Incoterms: Delivered, Duty Paid) terms. Normal delivery time from purchase order issuance is maximum five working days. All deliveries must be accompanied by signed delivery notes.

Quality Assurance and Conformity:Delivered products must be of high quality, conform to specifications in the tender documents and purchase orders, and possess the characteristics presented by the contractor. The contracting authority will issue a conformity certificate confirming receipt and compliance, typically within one month of delivery. Contractors guarantee all supplied products against manufacturing defects and material flaws for two years from delivery date. The contractor must replace defective items at no cost and within reasonable timeframes. If products do not conform to specifications, the contracting authority can demand repair or replacement at no cost or request an appropriate price reduction. The contractor remains liable for defects existing at delivery even if they appear later during use.

Contract Duration and Renewal

Initial Period and Renewal Terms:Each framework agreement is concluded for an initial period of 12 months from the date of signature. The maximum total contract duration is 48 months. The framework agreement is automatically renewed three times consecutively for 12-month periods unless either party provides formal written notification of non-renewal at least three months before the end of the current period. The maximum possible duration including all renewals is 48 months from initial signature. Automatic renewal does not modify existing obligations and simply extends the framework term. Specific contracts issued during the framework period remain valid and executable even after framework expiration, with supplies to be delivered within six months of framework termination.

Price Revision and Payment Terms

Price Revision Mechanism:Prices are fixed for the first year of the contract. Beginning in year two, prices may be revised annually on the anniversary of contract entry into force based on the Harmonized Index of Consumer Prices (HICP) for the euro zone published by Eurostat. Either party may request price revision by written notice no later than three months before the anniversary date. Price revision is calculated using the formula: Pr = 0.8 × Po × (Ir/Io) + 0.2 × Po, where Pr is the revised price, Po is the original offer price, Io is the HICP index for the month of contract entry, and Ir is the HICP index for the month of revision request. The contracting authority purchases at prices valid on the specific contract entry date.

Payment Conditions and Timelines:The contracting authority will approve submitted deliveries and documentation and execute payment within 30 days of invoice receipt. Invoices must reference the framework contract number and specific purchase order number and must be accompanied by signed delivery notes. No pre-financing is provided. Contractors may request intermediate monthly payments based on monthly deliveries or request balance payment after delivery completion. The contracting authority may suspend payment processing if invoices are non-compliant, deliverables are missing, or if observations arise regarding quality. Suspension periods are not counted toward the 30-day payment deadline. If payment delays exceed 30 days, the contractor is entitled to late payment interest at the ECB main refinancing rate plus eight percentage points calculated from the day after the due date through the actual payment date. For interest amounts under €200, payment occurs only upon explicit contractor request within two months of receiving the late payment.

Contractual Obligations and Compliance

Contractors must maintain high ethical standards and comply with all applicable European and national laws covering environmental protection, labor rights, and social policies. Contractors must take all reasonable measures to prevent conflicts of interest and must immediately notify the contracting authority of any situation that could constitute a conflict. The contracting authority may require contractors to take corrective measures or may refuse to issue new specific contracts until conflicts are resolved. Contractors must comply with all security requirements specified by each participating institution including potential background security checks for personnel accessing EU premises. Contractors must respect the rules of the low-emission zone for Brussels and Luxembourg for delivery vehicles. All communications and service delivery must be conducted in French and/or English.

Contract Termination and Suspension Rights

The contracting authority may terminate the framework contract or individual purchase orders for numerous grounds including: repeated failure to respond to purchase requests or sign resulting contracts; non-compliance with contract conditions or specifications; material violation of contractual obligations; contractor bankruptcy or insolvency; contractor or related persons being in exclusion situations under EU Financial Regulation Article 138; evidence of fraud, irregularities, or corruption; non-compliance with environmental, social, or labor law obligations; conflicts of interest; substantial changes in contractor structure or circumstances; force majeure situations making contract continuation impossible; or changed business needs eliminating the need for supplied products. Upon notice of termination intent, the contractor has 15 days to submit observations. The contracting authority must then issue a final termination decision. In most cases, termination is effective on the date specified in the termination notice. Contractors remain responsible for damages resulting from termination except where termination is due to force majeure or contracting authority material breach. Contractors receive payment only for goods actually delivered and conformity-certified before termination.

Remedies and Penalties

If products are delivered late, the contracting authority may impose daily late delivery penalties calculated as 0.3 × (V/d), where V is the purchase value and d is the contractually specified delivery period in days. Price reductions may be imposed if deliveries fail to meet contract specifications or quality standards, with reductions proportional to the difference between delivered and expected value. The contracting authority may also replace non-performing contractors at contractor expense. These remedies do not eliminate contractor responsibility for additional damages beyond penalty amounts, nor do they eliminate the contracting authority's right to terminate the contract. If payment disputes occur, the contracting authority may offset amounts owed against other payments due to the contractor or may recover amounts through mobilization of any performance guarantees or legal action. Joint bid contractors are jointly and severally liable for all contract performance.

Key Evaluation Criteria and Process

The evaluation process includes verification of access to procurement procedures, administrative compliance (language and authorization of signatories), exclusion grounds assessment, selection criteria verification, conformity with minimum requirements, and award criteria evaluation. Offers failing any mandatory requirements are rejected without further evaluation. Only offers meeting all requirements proceed to price comparison. The contracting authority evaluates offers in the order deemed most appropriate, rejecting non-compliant offers at each stage. After selection of the presumed awardee, the contracting authority may request final documentation proving absence of exclusion grounds before final award decision. All presumed awardees and unsuccessful bidders are informed of results. Upon request, unsuccessful bidders receive information about the awardee's strengths and the winning bid price.

Contact and Submission Information

All communications regarding this tender must be submitted through the EU Funding and Tenders Portal using the Question and Answers section. Bidders should submit clarification requests at least six working days before the submission deadline. The contracting authority is not obligated to respond to requests received with less notice. The submission application (eSubmission) and all tender documents are accessible through the portal at the URL provided in the tender notice. For technical issues with eSubmission, bidders should contact the eSubmission helpdesk using contact details in the platform guidance. Post-award communications will be sent to the email address provided by bidders during submission.

Important Restrictions and Conditions

No bid variants or alternative solutions are permitted for any lot ¹. Bids that do not cover complete lots or that make awards conditional on other lots are inadmissible. Joint bids must include a written agreement (power of attorney) designating one member as lead contractor responsible for all communications and contract execution. All members of joint bids are jointly and severally liable. Subcontracting is permitted but subcontractors above 20 percent contract value must be named in the bid with supporting letters of commitment. The contracting authority may request changes to subcontractors under specific conditions. Bidders may rely on capacity of other entities only if those entities will execute the relevant work or provide the required services, taking subcontractor or capacity provider roles as appropriate.

Footnotes

1. 1The tender documents explicitly state that variantes or alternatives to the standard solutions described in the tender specifications are not authorized for any lot and will not be considered in bid evaluation. This applies to all aspects including product specifications, delivery arrangements, and contract conditions.