Fourniture de solutions matérielles et logicielles de paiement et d’encaissement pour les services de restauration de la Commission européenne à Bruxe...

Open tender EC-OIB/2025/OP/0099 published on 10 March 2026 seeks suppliers for supply, commissioning, hosting and maintenance of integrated POS, electronic payment terminals, cash recyclers and cash-in-transit services for European Commission restaurants in Brussels and Luxembourg, structured in six lots. Submission is electronic via the EU Funding & Tenders Portal with tender receipt deadline 15 April 2026 and framework contracts awarded to the lowest-priced technically compliant offers for up to 48 months. Mandatory requirements include data hosting within the EU, ISO 27001/ISO 9001 (as specified), strict technical compliance and SLAs, and specific national authorisations for payment services and cash transport where applicable. Detailed technical specifications, financial templates and annex checklists are provided on the opportunity page and must be completed fully to be eligible.

Objet

Résumé rapide

Fourniture, installation, location et maintenance de solutions matérielles et logicielles d’encaissement et de paiement pour les services de restauration de la Commission européenne à Bruxelles (OIB) et Luxembourg (OIL), y compris services monétiques, monnayeurs automatiques et transport de fonds.

Type de procédure et durée:Procédure ouverte (appel d'offres public). Contrats-cadres avec durée maximale de 48 mois. Attribution par prix le plus bas.

Qui peut soumissionner:Opérateurs économiques établis (entreprises individuelles ou groupements). Exigences spécifiques par lot : enregistrements et agréments réglementaires (par ex. enregistrement comme établissement de paiement en Belgique pour le lot 3, agrément PSD2 CSSF pour le lot 4, autorisation de transport de fonds pour le lot 6). Preuves financières, références techniques et certificats ISO demandés (ISO 9001, ISO 27001 selon les lots).

1. 1Lot 1 : location de TPV (caisses enregistreuses), maintenance et services associés (Bruxelles)
2. 2Lot 2 : location de TPV, maintenance et services associés (Luxembourg)
3. 3Lot 3 : location de TPE et services monétiques (Bruxelles)
4. 4Lot 4 : location de TPE et services monétiques (Luxembourg)
5. 5Lot 5 : location de monnayeurs automatiques (Bruxelles)
6. 6Lot 6 : transport de fonds (Bruxelles)

Critères de sélection:déclaration sur l'honneur (exclusion), capacités économique et financière (bilans 3 ans), capacités techniques (références minimales par lot), certificats qualité et sécurité (ISO 9001, ISO 27001 selon lots). Documents de soumission et bordereaux financiers obligatoires (Annexe 4).

Remarques opérationnelles:mise en service contractuelle rapide (1 à 2 mois selon lot), exigences d’interfaçage obligatoire avec les systèmes de restauration (Easilys, OIB Score, Where2Go), hébergement des données en UE et exigences de sécurité/backup. L’attribution des lots 5 et 6 (monnayeurs et transport de fonds) est interdépendante.

Footnotes

1. 1Accéder aux documents et soumettre l’offre via le portail Funding & Tenders : Funding & Tenders Portal.

The European Commission’s Office for Infrastructure and Logistics (OIB, Brussels) and Office for Infrastructure and Logistics (OIL, Luxembourg) launch an open procedure to establish framework contracts for the supply, commissioning, hosting and maintenance of integrated point-of-sale and payment solutions, cash recycling machines, and associated cash-in-transit services for the Commission’s catering operations across multiple sites in Brussels and Luxembourg. Submission is electronic via the EU Funding & Tenders Portal. Funding & Tenders Portal opportunity page ¹

Scope, structure and lots

The procurement is divided into six lots, each to be awarded to the lowest-priced, technically and administratively compliant tender. All lots are framework agreements without reopening of competition, with a maximum duration of 48 months.

• Lot 1: Rental of point of sale terminals (TPV, cash registers), software, hosting, maintenance and services in Brussels and periphery.
• Lot 2: Rental of point of sale terminals (TPV, cash registers), software, hosting, maintenance and services in Luxembourg and periphery.
• Lot 3: Rental of electronic payment terminals (TPE) and acquiring/processing services for card transactions in Brussels and periphery, fully integrated with Lot 1 POS.
• Lot 4: Rental of electronic payment terminals (TPE) and acquiring/processing services for card transactions in Luxembourg and periphery, fully integrated with Lot 2 POS.
• Lot 5: Rental of cash recyclers/automated cash machines (monnayeurs) in Brussels and periphery, with remote supervision software and integration to Lot 1 POS.
• Lot 6: Cash-in-transit services in Brussels and periphery, including collections, deliveries, bank deposits, and reporting.

Operational context and indicative volumes

The catering network comprises self-service restaurants, cafeterias, and a protocol restaurant across multiple Commission buildings. The indicative activity in 2025 encompassed approximately 1,160,000 passages at self/canteen/restaurants and 1,060,000 at cafeterias in Brussels, and 187,000 and 63,000 respectively in Luxembourg. The solution must integrate with existing systems: Easilys (Mapal) for catering management, OIB Score (Power BI-based) for reporting, and Where2Go for site information and menus.

• POS (Lots 1–2) indicative quantities: OIB Brussels mix up to 70 TPV in year 1 (decreasing profile over 4 years); OIL Luxembourg 17 TPV steady over 4 years; connected scales and thermal printers as needed.
• TPE (Lots 3–4) indicative quantities: Brussels initial 92 TPE decreasing to 30 by year 4; Luxembourg around 18 TPE; includes mobile and fixed devices, supplies and data plans for mobile devices.
• Cash recyclers (Lot 5) indicative: Brussels starting at 50 units in year 1 with a reduction profile.
• Cash-in-transit (Lot 6) indicative frequency: one round per site every two months with additional passages as required; price grids by annual passage bands.

Core technical and service requirements (highlights)

Lots 1–2: POS (TPV) hardware and software

• Hardware: rugged touchscreen POS under Android or Windows (latest versions), wired Ethernet (RJ45) mandatory, Wi-Fi/Bluetooth capable, 14-inch minimum, 1920x1080 resolution minimum, CE electrical compliance, anti-theft anchoring or non-portable chassis, autonomous power for at least 1 hour with automatic restart, customer display for amounts due/change, secured cash drawer with software-controlled opening.
• Peripherals: thermal printer (wired, optionally Wi-Fi/Bluetooth) with barcode/QR printing; certified connected scale (min 5 g precision) with annual calibration and client-facing weight display.
• Network/security: ADSL line or VLAN isolated and secured by the Commission; signed Security Convention and compliance with Commission security baselines for external connections.
• Software: French language interface at minimum; fully featured back-office with central configuration; local autonomy for at least 10 days if the server link is down with automatic synchronization on restore; dynamic and daily backups; high performance with instant response; extensive role-based access control; audit trail with timestamped logs; multi-tariff management (minimum 6 categories per article); support for multiple payment means (cash, cards, vouchers, apps); e-ticketing; table service features (plan, splits, transfers, on-table ordering); antivirus daily and OS weekly updates.
• Mandatory integrations from day one: Easilys (Mapal) for product/menu/tariff ingestion and sale feedback via REST APIs; OIB Score (Power BI) for site, ticket, line, payment, movement data; Where2Go for menus, opening hours, site status, and notices; costs of interfacing included in annual software price.
• Hosting: software hosted in the EU (data centers within EU Member States only), availability maximized daily between 08:00–00:00, service unavailability not exceeding 1 working day.
• Maintenance: preventive, corrective and evolutive for software; preventive and corrective for all supplied hardware; on-site or remote, all labor, parts, travel included; response time SLA for anomalies (blocking: 1 working hour; non-blocking: 4 working days).
• Helpdesk: FR/EN, Brussels 08:00–17:00; Luxembourg 08:00–16:30/17:00 as per sites; written response within 30 minutes.
• Training and docs: operator/administrator 4-hour session blocks; user and technical documentation provided in FR and, if possible, EN.

Lots 3–4: TPE devices and acquiring/processing services

• Hardware: TPE read magnetic/EMV cards, NFC contactless, QR via phones/wearables; CE and electrical compliance; offline/online PIN; accept all relevant means in Belgium (Bancontact, Maestro, Mastercard, Visa, V PAY) and Luxembourg equivalents; powered with at least 1 hour autonomy (4 hours for mobile); automatic restart.
• Integration: ctep/nvic or other necessary protocols to interface with POS (Lots 1–2).
• Services: multi-acquiring capable; acquiring/processing for all card transactions, including commissions and interchange; secure online supervision and reconciliation with hosting in the EU; clear bank transfer labelling including terminal identifier, card type, gross amount, fees, commissions, and payment date.
• Settlement times: debit cards within max 24 working hours; credit cards within max 72 working hours (excluding weekends and public holidays).
• Security and compliance: continuous updates to meet industry standards and regulations; changes must not degrade performance or availability in critical periods.
• Maintenance, hosting, SLAs and helpdesk akin to Lots 1–2.

Lot 5: Cash recyclers (Brussels)

• Hardware: rugged touchscreen unit, wired Ethernet, CE compliance, automatic restart after power loss; detects and rejects counterfeit notes/coins; configurable acceptance by denomination (e.g., refuse €200+).
• Supervision software: centralized web/server for configuration and monitoring; autonomous operation during link outages with automatic sync; dynamic and daily backups; FR interface; role-based access and full auditing.
• Integration: interface with POS solution of Lot 1.

Lot 6: Cash-in-transit (Brussels)

• Licensed operator: must hold specific authorization from SPF Mobilité et Transports or equivalent in the regions concerned (Brussels-Capital, Flanders, Wallonia).
• Operations: collections and deliveries between catering sites and bank; deliveries for float replenishment one working day after trigger event; strict time windows (self: 09:00–11:00 and 15:00–17:00; cafeterias: 16:00–17:00; 24h notice).
• Reporting: monthly synthesis in paper and Excel within 15 days after month-end; priced per passage per cash recycler and per additional passages according to annual bands.
• Liability and insurance: RC professionnelle, RC exploitation, and valeurs confiées; indemnify for loss equal to contents’ value.

Eligibility, capacity and compliance requirements

Selection and exclusion

• Declaration on honour for exclusion criteria for the tenderer, each consortium member and proposed subcontractors (upon request with evidence).
• Economic and financial capacity: submit balance sheets and P&L for the last 3 financial years showing positive annual result before tax; if average negative, provide alternative proof such as parental guarantee or auditor statements.
• Minimum annual turnover per lot over the last 3 years: Lot 1: €500,000; Lot 2: €130,000; Lot 3: €985,000; Lot 4: €75,000; Lot 5: €415,000; Lot 6: €130,000.
• Technical capacity: three references from the last 3 years relevant to the lot with duration, start date, and full client contact details; minimum scales by lot: Lot 1: 3 refs of ≥25 TPV each (75 total); Lot 2: 3 refs of ≥15 TPV each (45 total); Lot 3: 3 refs of ≥40 TPE each (120 total); Lot 4: 3 refs of ≥15 TPE each (45 total); Lot 5: 3 refs of ≥4 cash recyclers each (12 total); Lot 6: 3 refs of at least €15,000 each (€45,000 total). Cumulative if tendering multiple lots.
• Quality management: ISO 9001 certificate or equivalent or self-declaration of a QMS based on ISO 9001 for each lot.
• Information security: ISO/IEC 27001 or equivalent required for Lots 1–5.
• Legal and regulatory capacity: Lot 3 requires registration as a payment institution with National Bank of Belgium (Loi du 11 mai 2018 classes 3, 5, 8); Lot 4 requires PSD2 authorization by CSSF in Luxembourg; Lot 6 requires specific authorization by SPF Mobilité et Transports (or equivalent in Brussels-Capital, Flanders, Wallonia).

Subcontracting and consortia

• Joint offers are permitted; joint and several liability applies; power-of-attorney designating a lead member is required.
• Subcontracting: for Lots 1–5, only the helpdesk may be subcontracted; chain limited to one level (no sub-subcontracting). Contract coordination may not be subcontracted. For any subcontractor ≥10% share, include letter of intent and declaration on honour.

Administrative documents and templates to use

• Invitation to tender letter.
• Annexe 1: Checklist of documents to complete and provide, including: identification, declaration on honour, legal/regulatory evidence per lot, financial statements, turnover declarations, references, ISO certificates, data hosting and security commitments, signatory details (including QES readiness per eIDAS 910/2014), joint offer questionnaire and power-of-attorney (Annexe 1.1), subcontracting questionnaire and letters of engagement (Annexe 1.2).
• Annexe 2: Technical specifications (including detailed functional, technical, maintenance, hosting, security, integration, SLAs, and administrative clauses).
• Annexe 3.1/3.2/3.3: Technical compliance schedules for Lots 1–2, 3–4, and 5.
• Annexe 4: Financial offer form (Excel) covering unit prices per year, per quantity brackets, devices, subscriptions, training session fees, consumables, commissions and processing fees (with interchange) and total over 4 years per lot.
• Annexe 5.x: Draft framework contracts for each lot, including conditions particular and general, security appendices (external connection baseline, acceptable use), price revision indexation, payment and VAT provisions.

Security, data protection and service levels

• Security Convention: mandatory approval by the Commission Security Directorate prior to go-live for solutions in Lots 1–5; compliance with Commission’s external connections baseline and security appendices.
• Data hosting: all software/data hosting strictly in the EU; no data access from outside EU; backups retained minimum 6 months; attestation of data erasure at contract end.
• DDoS and threat posture: tender must include policy for protection against cyber threats and attacks; maintain service availability 08:00–00:00 with unavailability limited to ≤1 working day.
• SLA metrics: blocking anomaly resolution ≤1 working hour; non-blocking ≤4 working days; helpdesk initial response ≤30 minutes.
• Penalties: applied for delays and SLA breaches per administrative clauses.

Evaluation, pricing and contractual terms

• Evaluation: exclusion and selection criteria as above; technical compliance via annexed compliance schedules and mandatory features; award to the lowest total price per lot computed across specified quantity brackets and 4-year totals as per Annexe 4.
• Price revision: annual indexation after first year using HICP EU-27 (2015=100) with formula Pr = 0.8 × Po × (Ir/Io) + 0.2 × Po.
• Invoices and VAT: Commission is VAT-exempt under Protocol No 7; specific invoicing annotations required for local purchases in Belgium/Luxembourg, intra-EU acquisitions, and consortium cases.
• Payments: 30-day standard; e-invoicing via the Portal where activated; no pre-financing.
• Controls and audits: Commission, Court of Auditors, OLAF, EPPO rights to audit/control; retention of originals for 5 years after final specific contract payment.

Application and submission guidance

1. 1Register organisation and obtain PIC (Participant Identification Code) if not already registered; each consortium member needs a PIC.
2. 2Access the opportunity page and procurement documents; subscribe to updates.
3. 3Prepare the offer: administrative package (declarations, legal/regulatory proofs, financials, references, ISO, security, signatories), technical offer (completed compliance schedules and supporting technical documentation, security posture, integration approach), and financial offer (Annexe 4 completed for relevant lot(s)).
4. 4Ensure qualified electronic signature (QES) readiness for contract signing under eIDAS.
5. 5Submit electronically via e-Submission before the deadline; large attachments must respect file size and format limits; keep within 200 files max and <50 MB per file as per system requirements.
6. 6Optional: request to attend the virtual public opening session by emailing oib-marches-publics@ec.europa.eu at least 2 working days before opening.

Key categorisation answers

Eligible Applicant Types:Companies and economic operators capable of supplying POS and payment systems, payment institutions/acquirers, cash recycler providers, and cash-in-transit firms. Typical eligible types include SME, large enterprise, payment service provider/payment institution, systems integrator, software vendor, hardware vendor, managed services provider. Joint offers (consortia) are allowed; subcontracting limited (helpdesk only for Lots 1–5). Universities, research institutes, NGOs or individuals would not typically fit unless they meet all regulatory, technical and economic requirements for the given lot.

Funding Type:Procurement (supply and services) through framework contracts; no grant financing.

Consortium Requirement:Single tenderer or consortium. Consortia permitted but not required; joint and several liability with power-of-attorney designating a lead member.

Beneficiary Scope (Geographic Eligibility):International participation in line with EU institutions’ procurement rules via the EU Funding & Tenders Portal. However, specific national authorisations are mandatory for certain lots: Belgium (National Bank of Belgium payment institution registration for Lot 3; SPF Mobilité et Transports authorisation for Lot 6) and Luxembourg (CSSF PSD2 authorisation for Lot 4). Operational delivery is confined to Brussels region and periphery (Belgium) and Luxembourg and periphery.

Target Sector:ICT; software services; fintech/payments and acquiring; retail POS; catering/food service operations; hardware devices; security/compliance; transport services (cash logistics).

Mentioned Countries:Belgium; Luxembourg. Regions referenced: Brussels-Capital, Flanders, Wallonia. Payment schemes referenced: Bancontact (Belgium), Maestro, Mastercard, Visa, V PAY (Luxembourg also).

Project Stage:Commercial supply, deployment, hosting, maintenance and operations over 4 years. Immediate readiness required; no R&D stage.

Funding Amount:The estimated total value is not disclosed in the notice. Pricing is based on unit rates and 4-year totals per lot, with indicative quantities provided in the financial templates (e.g., up to 70 TPV in Brussels year 1, 92 TPE in Brussels year 1, 50 cash recyclers in Brussels year 1).

Application Type:Open call for tenders via electronic submission (e-Submission) on the EU Funding & Tenders Portal.

Nature of Support:Monetary remuneration for supplied goods and services under framework contracts; no grants or co-financing.

Application Stages:Single-stage open procedure: submission, administrative/technical compliance check, award to lowest total price per lot, public opening session.

Success Rates:Not specified. As an open procedure with award by lowest price, success depends on meeting all mandatory administrative, legal, technical and security requirements and offering the lowest evaluated price per lot.

Co-funding Requirement:Not applicable. This is a procurement; the contracting authority pays for delivered supplies and services according to the contract.

Document templates and structure to follow

1. 1Cover letter and Tenderer Identification: legal name, address, registration, VAT, PIC, contact persons, signatory powers and QES availability.
2. 2Declaration on Honour: exclusion criteria compliance for tenderer, each consortium member and each identified subcontractor.
3. 3Selection Evidence: financial statements (3 years), turnover declarations per lot; technical references with scope and minimums per lot; ISO 9001 and ISO 27001 certificates or equivalents.
4. 4Legal/Regulatory Evidence (per lot): Lot 3 NBB payment institution registration (classes 3, 5, 8); Lot 4 CSSF PSD2 authorisation; Lot 6 SPF Mobilité et Transports authorisation (or regional equivalents).
5. 5Technical Offer: completed Annexe 3.x technical compliance schedules; technical documentation proving all minimal characteristics (hardware, software, hosting, security, integrations, SLAs); security convention readiness; data hosting in EU; DDoS/threat protection policy; support and maintenance approach; training plan; deployment plan meeting time-to-service (1–2 months depending on lot).
6. 6Financial Offer: completed Annexe 4 Excel for relevant lots including unit prices across brackets and years, software and hardware annual prices, training session rates, subscriptions, consumables (roller paper), acquiring fees and commissions including interchange; explicit totals over 4 years; clear settlement timelines; mobile connectivity costs for mobile TPEs.
7. 7Joint Offer (if applicable): completed questionnaire and signed power-of-attorney model designating lead; division of tasks and pricing across members.
8. 8Subcontracting (if applicable): list, role/scope/volume; letters of intent for each subcontractor ≥10%; declarations on honour; evidence may be requested by the authority.
9. 9Security and Data Protection Annexes: commitments to Commission’s external connection baseline, acceptable use policy, hosting in EU-only locations, backup retention and data erasure at contract end; incident response posture.
10. 10Annexed Evidence: product datasheets, certifications, system architecture, API documentation and REST interface descriptions for Easilys/OIB Score/Where2Go integration; sample reports and labels; SLA matrices; training materials outlines.

Important compliance checkpoints before submission

• All mandatory minimum features in the technical specifications must be met; any single non-compliance may lead to rejection.
• Hosting strictly within the EU; no data access from outside EU.
• Meet anomaly resolution and helpdesk response SLAs; accept contractual damages.
• Ensure integration with Easilys, OIB Score (Power BI), and Where2Go via REST APIs from day one; include interfacing costs in software pricing.
• Provide required national authorisations for Lots 3, 4 and 6; absence or inadequacy will disqualify.
• Maintain ISO 27001 for Lots 1–5; provide ISO 9001 or equivalent for all lots tendered.
• Ensure signatories have authority and QES capability under eIDAS for electronic signature.

Notable CPV classifications

• 30200000 — Computer equipment and supplies (main classification for Lots 1–5).
• 48000000 — Software package and information systems.
• 66000000 — Financial and insurance services (acquiring/processing; payment services; cash logistics).
• 30000000 — Office and computing machinery, equipment and supplies (except furniture and software packages).
• 60000000 — Transport services (excl. Waste transport) (Lot 6).

Contacts and portals

• Opportunity and document access: EU Funding & Tenders Portal
• Procurement mailbox (opening session and communications as instructed): oib-marches-publics@ec.europa.eu

Comprehensive summary

This EU institutional procurement sets up multi-year framework agreements to provide, integrate, host, and maintain a complete catering revenue management stack for the European Commission across Brussels and Luxembourg. It covers POS terminals and software, card payment terminals with full acquiring and processing services, automated cash recyclers with remote supervision, and secure cash-in-transit services. The solution must meet detailed functional and technical specifications: ruggedized POS hardware with connected scales and printers; resilient POS software enabling central back-office control, multi-tariff support, full auditability and at least 10 days local autonomy; TPE devices handling EMV, contactless and QR payments in Belgium and Luxembourg; secure online supervision and reconciliation; and cash recyclers with anti-counterfeit features and centralized monitoring. Mandatory integrations with Easilys (Mapal), OIB Score (Power BI), and Where2Go via REST APIs are required from service start, with interfacing costs embedded in the annual software prices. Data hosting must remain within the EU, with strict adherence to the Commission’s external connection security baseline, backup retention and incident response posture. Stringent SLAs apply, with financial damages for breaches. Selection demands proven scale references per lot, positive financial performance or adequate guarantees, and ISO 9001 and ISO 27001 certifications (for Lots 1–5). Specific regulatory authorisations are required for payment services in Belgium (NBB) and Luxembourg (CSSF/PSD2), and for cash transport in Belgium (SPF Mobilité et Transports). Award is by lowest price per lot; tenderers must complete the compliance schedules and financial forms faithfully and submit electronically via the EU Funding & Tenders Portal before the stated deadline. In essence, this opportunity is designed for experienced payments, POS, and cash-logistics providers to deliver and operate a robust, secure, and tightly integrated payments and encashment ecosystem for a high-volume, multi-site public catering environment.

Footnotes

1. 1Full documentation and submission via the EU Funding & Tenders Portal: EC-OIB/2025/OP/0099 opportunity

This is an open procedure call for tenders (EC-OIB/2025/OP/0099) for the supply, commissioning, and maintenance of hardware and software payment, cash register, and management solutions for the European Commission's restaurant services in Brussels (OIB) and Luxembourg (OIL). The tender was published on TED on 10 March 2026 with reference 48/2026 165297-2026.

Key Dates and Procedure

• Deadline for questions: 07 April 2026 23:59 Europe/Brussels
• Deadline for receipt of tenders: 15 April 2026 15:00 Europe/Brussels
• Public opening: 16 April 2026 10:00 Europe/Brussels
• Maximum contract duration: 48 months
• Submission method: Electronic via EU Funding & Tenders Portal EU Funding Portal
• Award method: Lowest price
• Framework agreement: Without reopening of competition

Lots Overview

Lots 5 and 6 are interdependent; award of one may depend on the other. Bidders may submit for multiple lots, but minimum requirements are cumulative.

Eligibility and Who Can Apply

Open to economic operators from EU Member States and third countries as per standard EU procurement rules. Joint offers and subcontracting allowed with specific documentation (Annex 1.1 and 1.2). Subcontracting limited; only client assistance helpdesk may be subcontracted for lots 1-5.

Specific Regulatory Requirements

• Lot 3: Registration with Banque Nationale de Belgique as payment institution (classes 3,5,8)
• Lot 4: PSD2 approval from CSSF Luxembourg
• Lot 6: Authorisation from SPF Mobilité et Transport (or regional equivalent) for cash transport

Selection Criteria

Economic and Financial Capacity

• Financial statements (last 3 years) showing positive pre-tax profit or equivalent declaration
• Minimum annual turnover (last 3 years): Lot1 €500K, Lot2 €130K, Lot3 €985K, Lot4 €75K, Lot5 €415K, Lot6 €130K

Technical and Professional Capacity

• 3 references (public/private) last 3 years: Lot1 min 25 TPV each (75 total), Lot2 min 15 (45), Lot3 min 40 TPE (120), Lot4 min 15 (45), Lot5 min 4 changers (12), Lot6 min €15K each (€45K total)
• ISO 9001 or equivalent quality management
• ISO 27001 or equivalent for Lots 1-5

Exclusion Criteria

Declaration on honour required for exclusion criteria (standard EU rules). Supporting documents on request.

Technical Specifications Highlights

Detailed specs in Annexe 2. Key requirements include CE compliance, Android/Windows OS, 1h battery autonomy, touchscreen >=14in 1920x1080, cash drawer specs, thermal printers, electronic scales (5g precision, annual calibration), back-office software with offline mode (10 days autonomy), French interface, integration with Easilys/Mapal, PowerBI, Where2Go via REST APIs, ISO 27001 security, antivirus updates. Full autonomy during network outages with auto-sync.

Maintenance SLAs:Preventive/evolutive ongoing; curative: blocking anomalies 1h, non-blocking 4 days. Helpdesk response <30min during business hours (8-17/16:30 Mon-Fri).

Financial Aspects and Pricing

Lowest price award. Detailed pricing templates in Annexe 4 (Excel sheets per lot) covering hardware/software rental, maintenance, training (4h sessions), consumables (rolls), transaction fees/commissions (e.g., Bancontact, Visa, Mastercard by tier), tiered unit prices by volume (e.g., 1-30/60/90 TPV). No estimated total value published. Payments post-PV reception, 30 days net. Price revision via HICP index after year 1.

Required Documents (Annexe 1 Checklist)

1. 1Declaration on honour (exclusion criteria)
2. 2Legal/regulatory proofs (per lot)
3. 3Financial statements/turnover declaration
4. 43 references per lot
5. 5ISO 9001/27001 certificates or honour declarations
6. 6Official entity proof
7. 7Contact details for signing/managing contract (QES preferred)
8. 8Joint offer/subcontracting questionnaires (if applicable)
9. 9Technical compliance forms (Annexes 3.1-3.3 for lots 1-5)
10. 10Technical documentation proving min specs
11. 11Cybersecurity policy (DDOS etc. for lots 1-5)
12. 12Financial offer (Annexe 4)

15 documents available for download on portal, all in French, no translations. Full list includes invitation letter, admin checklist, technical specs, compliance forms, financial bordereau, draft contracts per lot.

Other Key Conditions

• Language: French/English preferred
• Security: Convention de Securite required; EU servers only; ISO 27001; data ownership remains with Commission; backups 6+ months
• Environment: Energy-efficient, recyclable components (>=10%), auto-standby
• Training/Documentation: Provided, French/English
• Penalties: Detailed in specs (e.g., €200/day setup delay, €200/h blocking anomaly, €100/h downtime after 2h)
• Insurance: RC professional required
• Data Protection: GDPR/2018/1725 compliant; no data export outside EU

Risks and Recommendations for Applicants

• High regulatory barriers for Lots 3,4,6 - verify approvals early
• Cumulative reference requirements for multi-lot bids
• Strict technical compliance - non-conformance rejects offer
• Volume-based pricing critical for lowest price award
• Integration with Easilys/PowerBI/Where2Go mandatory
• Security audits/ISA may apply for remote access
• Monitor Q&A on portal (none yet)

Primary source:Official Tender Portal. Documents in French; English summaries in contracts. No estimated values per lot published - base bids on Annexe 4 volumes (e.g., Lot1: 70/50/50/30 TPV over 4yrs).

Footnotes

1. 1All data from official EU portal scraping and documents. Volumes indicative; actual needs may vary. No conflicts found in sources.