Furniture Supply

Tender EMSA/2026/OP/0028 issued by the European Maritime Safety Agency requests suppliers for a framework contract (maximum 48 months) for office and specialised furniture and related services with an estimated total value of €1,000,000 excluding VAT. The procedure may award up to three framework contracts using cascade and reopening of competition mechanisms, evaluation by the most economically advantageous tender (combined quality and price scoring) and requires mandatory technical compliance, environmental certifications and a minimum three-year warranty. Electronic submission is mandatory via the EU Funding & Tenders Portal e-Submission (EU Login) with deadline 09 November 2026 at 16:00 Lisbon time. Participation is open to economic operators established in EU Member States and specified eligible non-EU countries; consult the procurement documents on the F&T Portal for full requirements, templates and compliance matrices.

What is being procured

Framework supply contract for furniture (standard and ergonomic office furniture, meeting and visitor furniture, specialised items for functional rooms) and associated services (delivery, installation, maintenance, warranty, ergonomic workstation assessments and transport of replaced items).

Who runs it and who may apply

Contract form and award

Multiple framework agreement (up to 3 operators) combining cascade orders and reopening of competition for larger/special items. Maximum duration 48 months. Award based on best price-quality ratio (quality subcriteria and price weighting described in tender documents).

How to apply and main requirements

Submissions must be electronic via the Funding & Tenders Portal eSubmission (EU Login required). Tender content must include technical and financial offer, compliance matrix, certificates and selection evidence (financial turnover threshold and standards such as EMAS/ISO where requested). See Tender Specifications and draft Framework Contract for procedural, qualification and award details.

Tender documents, invitation, specs and draft contract are available on the F&T Portal; relevant procurement notice and TED entry provide the formal procurement references. 1

Footnotes

1. 1Procurement details and documents on the Funding & Tenders Portal: EMSA Furniture Supply tender.

Summary

The European Maritime Safety Agency (EMSA) has published an open call for tenders (procedure identifier EMSA/2026/OP/0028) for the supply of furniture and associated services. The tender is for a framework supply contract (FWC) of maximum duration 48 months with an estimated total value of €1,000,000 excluding VAT. EMSA intends to award up to three framework contracts (multiple FWC) using a cascade mechanism for main/standard furniture and a reopening of competition mechanism for certain supplementary purchases above specified thresholds. The procurement covers standard and ergonomic office furniture, meeting and visitor furniture, specialized items for functional rooms and collaborative areas, maintenance, delivery, assembly, ergonomic workstation assessments, transport of disposed items to APL, warranty and related technical assistance.

Where to find the procurement documents

All procurement documents (Invitation to tender, Tender Specifications, Draft Framework Supply Contract, Draft Order Form, Tenderer Checklist, and List of documents to be submitted) were published on 05/10/2026 on the EU Funding & Tenders Portal. The electronic submission is mandatory via the F&T e-Submission application and requires an EU Login account F&T Portal - Tender Details 1.

Scope of supply and services

Scope covers procurement for EMSA premises at Praça Europa 4, 1249-206 Lisbon, Portugal. Goods and services required include supply of main/standard furniture (standard chairs, ergonomic chairs, visitor chairs, electric and standard tables, cupboards, low cabinets, rolling cabinets, meeting chairs and tables, specialized furniture for functional rooms and collaborative areas), additional supplementary furniture (outside the price list), maintenance (man-hour rate includes travel and insurances), delivery (normally within 8 weeks from Order Form signature), installation, demonstration of use, ergonomic workstation assessments by a professional Workplace Consultant twice a year, transport services for removed items destined for APL, warranty (minimum 3 years per component and for spare parts), technical assistance including CAD drawings, and spare parts procurement on request.

Delivery and place of performance

Contract format, award and ordering mechanisms

EMSA will conclude a framework supply contract (maximum 48 months). It intends to award up to three suppliers. The award method is best price-quality ratio and the framework is a mixed model: partly cascade (calls for main/standard furniture and supplementary items below €60,000) and partly reopening of competition (for supplementary purchases from €60,000 and above). For reopenings the contracting authority sends a request for supplies to all framework contractors and awards the specific contract following evaluation of the specific tenders.

Estimated total value

Eligibility and who may apply

Participation is open to economic operators established in EU Member States and additional eligible countries listed in the Invitation to Tender: Albania, Republic of North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina. International organisations may also participate. All tenderers, each member of a joint tender and identified subcontractors must evidence non-exclusion and meet selection criteria.

Selection and award criteria

Mandatory technical requirements and documentation

Appendix 1 contains detailed compliance matrices for each furniture category (standard office chair, ergonomic chair, meeting chair, visitor chair, electric adjustable office table, seated table, meeting table, low cupboards, rolling cupboards) with mandatory certifications and features. Failure to meet these minimum technical requirements leads to rejection. Tenderers must provide user manuals in English and may be asked to deliver samples for verification free of charge.

Submission requirements and format

Tenders must be submitted electronically only via e-Submission on the F&T Portal. An EU Login account is required. Tenderers must upload all mandatory documents listed in the Tenderer’s Checklist and the List of documents to be submitted (Declaration of Honour, Authorised Signatory Form, Legal Entities and Bank Accounts Form, Simplified Financial Statements, EMAS and ISO certificates, compliance matrices, Appendix 3 price list populated, etc.). Tenders may be in any official EU language but English is preferred and required for certain documents (technical sections and award evidence).

Contracting, invoicing and VAT

The outcome of the procurement is a Framework Supply Contract based on the published draft FWC. Specific orders will be issued using an Order Form template. EMSA is exempt from taxes and VAT under Protocol privileges and immunities; invoices must still show VAT and both EMSA and contractor VAT numbers where applicable. E-invoicing via e-PRIOR is supported; interim and balance payments follow contract terms. Invoice payments are made in EUR and payments are processed within 30 days unless suspended for the reasons set out in the contract. Invoices must be submitted via e-PRIOR or in PDF to invoice.registration@emsa.europa.eu if agreed.

Consortium, subcontracting and joint offers

Joint tenders are permitted. A group leader must be designated and all members jointly and severally liable. The Invitation and Tender Specifications include templates for Agreement/Power of Attorney for joint tenders and Commitment Letters for identified subcontractors or entities whose capacity is relied upon. Subcontractors whose share is above 20% or whose capacities are relied upon for selection must be disclosed and submit commitment letters. Relying on capacities of other entities is permitted but evidence and commitment letters are required.

Project stage and expected maturity

This is a procurement for mature commercial products and services (supply, delivery, installation, maintenance). Expected project stage: commercialisation / operational delivery and ongoing maintenance. Suppliers must be able to deliver production items (furniture models) meeting specified standards and support installation, ergonomic assessments and after-sales services.

Application process and stages

This is an open call for tenders with a single submission stage for the framework award. Evaluation includes administrative checks, exclusion and selection checks, technical compliance verification, quality scoring and price scoring. Where a multiple FWC is awarded, subsequent reopenings of competition will be used for high-value supplementary purchases and will require submission of specific tenders by framework contractors (reopening stage).

Success rates and competition

No procedural success rate is published by EMSA. The award will be made to the most economically advantageous tender that passes selection and minimum technical requirements. The FWC may be awarded to up to three suppliers. Reopening of competition ensures competition for large supplementary purchases. Tenderers should assume competitive evaluation and strict compliance requirements.

Templates and application structure

EMSA provides templates and mandatory forms on its Procurement webpage which must be completed and submitted via the portal. Key templates include: Invitation to Tender, Tender Specifications, Draft Framework Supply Contract, Draft Order Form (order form template/Excel), Tenderer Checklist, List of documents to be submitted, Authorised Signatory Form, Legal Entities and Bank Accounts Form, Simplified Financial Statements, Commitment letter templates for subcontractors and relied-on entities, Agreement/Power of Attorney template for joint tenders, and Compliance Matrices (Appendix 1).

Procurement risks and special notes

Key risk areas for tenderers include failure to meet mandatory technical certifications or feature lists in Appendix 1 (which causes rejection), missing or late submission of Declaration of Honour supporting documents, incomplete financial evidence, and failing to follow e-Submission technical requirements (file sizes, naming conventions, PIC usage). EMSA may request product samples and fabric samples for verification at no cost to EMSA. Tender validity must be 6 months. Attendances at the public opening require pre-notification and credentials.

Contact and support

Concluding summary

This procurement is a standard open procedure by EMSA to establish a framework supply contract (single or multiple, up to three suppliers) for office and specialized furniture and related services for EMSA premises in Lisbon. The contract balances quality (methodology and warranty) and price (50% weighting on price) and enforces strict technical minimums and environmental certifications. Interested suppliers must submit complete electronic tenders through the F&T Portal e-Submission, follow the provided templates, demonstrate required certifications (EMAS, ISO 9001, ISO 14006), meet financial thresholds, and be prepared to deliver, install, maintain and provide ergonomic assessments and warranty support across the contract period. For full contract and submission details, consult the procurement documents on the F&T Portal F&T Portal - Tender Documents 1.

Footnotes

1. 1Tender documentation, templates and the e-Submission interface are hosted on the Funding & Tenders Portal for this call: ec.europa.eu. Use the Questions & answers tab on the procedure page to request clarifications and submit questions before the deadline.

Opportunity summary

This is an EU procurement tender, not a grant. Tender No. EC-OIB/2026/OP/00040 covers the supply of furniture for the fitting out and equipping of workspaces and communal areas at the European Commission and other participating entities, and it is divided into two lots that each lead to framework contracts for supplies and associated services, plus spare parts. 8

Deadlines

The prepared metadata attached to this opportunity lists deadlines of 1 January 2026 at 16:00:59 UTC and 9 November 2026 at 16:00:59 UTC. Applicants should verify the live portal because the retrieved portal excerpts confirm the tender documents and annex structure, but do not show the final submission date. 8

Who can apply

The tender is aimed at economic operators that can supply compliant furniture for the reference items in the relevant lot, meet the technical and administrative requirements, and deliver to Brussels-Capital Region, nearby areas, and Luxembourg. The documents indicate that bidders should base their proposal on the products they distribute or manufacture. 8

Lot structure and scope

Main submission and compliance conditions

Delivery and logistics

Furniture must be delivered unassembled and in easily recyclable packaging, with cabinets and drawer units delivered fully assembled and workstations and meeting tables delivered pre-assembled as specified. The main delivery locations are the Brussels-Capital Region and surrounding areas in Belgium and Luxembourg. 8

Technical and environmental standards

The tender places strong emphasis on fire safety, durability, and environmentally friendly design. For Lot 1, upholstered seating must comply with EN 1021-1 and EN 1021-2, and for Lot 2, the relevant materials can require EN 13501-1 fire classification, while the tenderer must provide one of the accepted eco-labels such as FEMB Level, Nordic Swan, European Furniture Ecolabel, Blue Angel, or NF Office Excellence Certified. 24

What applicants should know

The retrieved material does not expose an estimated contract value or a fixed contract duration in the snippets, but it does confirm that the total volume over the full contract duration is set out in Annex 5 and that each lot will result in framework contract arrangements. 8