Group accident and death insurance for external and non-statutory staff of the institutions, bodies and agencies of the European Union

Open tender EC-PMO/2025/OP/0013 by the European Commission PMO for a single framework service contract to provide 24/7 worldwide top-up group accident and death insurance (invalidity, death lump sums, repatriation and medical costs) for external and non-statutory staff of EU institutions, bodies and agencies. The contract is awarded on lowest price based on a fixed premium per covered day for an indicative annual volume of 2,350,000 days and an estimated total value of €1,410,000 over the framework duration. Eligible bidders are authorised insurers or insurer-led consortia (brokers may act as administrative representatives) meeting solvency, turnover and experience criteria, and tenders must use the mandatory Annex templates including the Financial Tender Form. Submission is electronic only via the EU Funding & Tenders Portal with deadline 07/04/2026 16:00 Brussels time and questions cutoff 25/03/2026 23:59.

Group accident and death insurance for external and non-statutory staff (EC-PMO/2025/OP/0013)

What is funded

Provision of a single framework group insurance policy providing comprehensive 24/7 accident and death cover (medical costs, death benefits, permanent disability, repatriation of remains and related costs) for external and non-statutory staff invited by or contracted to EU institutions, bodies and agencies. Cover follows the beneficiary from domicile/working place for round trips and during contractual periods; the policy must operate as a top-up to other insurance or social cover.

Who can apply:Licensed insurance undertakings (insurers) or groups acting in their own name; insurance intermediaries (brokers) may act as sole administrative contact but the insurer must retain liability. Joint tenders and subcontracting are allowed; bidders must meet regulatory approvals (e.g. Solvency rules), economic/financial and technical selection criteria set out in the tender documents.

1. 1Contract type: single framework contract (no lots), award by lowest price
2. 2Eligible applicants: authorised insurers (brokers may be administrative agents)
3. 3Minimum selection highlights: solvency compliance, average turnover in insurance sector, international experience in comparable contracts

Key financials and volume

Bidders must submit a fixed daily premium (EUR, two decimals, VAT excluded) to cover the estimated annual volume. Financial evaluation uses the fixed daily premium multiplied by the provided annual quantity.

Practical deadlines and milestones

Submission is electronic via the EU Funding & Tenders portal. Note the final deadline below and that the FWC is expected to enter into force after signature (envisaged start June 2026 in Q&A).

1. 1Deadline for receipt of tenders: 07/04/2026 16:00 (Europe/Brussels)
2. 2Public opening (date/time): 08/04/2026 10:00 (Europe/Brussels)
3. 3Last date for contracting authority to reply to questions: 25/03/2026 23:59 (Europe/Brussels)
4. 4Estimated FWC maximum duration: 48 months (possible renewals per contract terms)

How pricing is submitted

Tenders must use the provided Financial Tender Form. The contract uses a single fixed premium per day of cover; the annual total price is unit price × annual quantity. The price entered in eSubmission must match the uploaded financial tender.

Where to apply / documents

Apply electronically via the Funding & Tenders Portal opportunity page where the invitation, administrative and technical tender specifications, financial form, draft FWC, security annexes and Q&A are published F&T opportunity. ¹

Footnotes

1. 1Complete procurement dossier, templates and public Q&A are available on the Funding & Tenders Portal opportunity page: Tender documents and Q&A.

One-line summary

Open public tender (open procedure) to award a single framework service contract for group accident and death insurance covering external and non-statutory staff of EU institutions, bodies and agencies. The framework covers worldwide 24/7 top-up cover (invalidity, death, repatriation, medical costs) for visitors and medium/long-term categories. Estimated annual volume: 2,350,000 covered days; estimated total value published: €1,410,000; maximum framework duration: 48 months. Submission is electronic only via the EU Funding & Tenders Portal.

Key procurement facts and milestones

1. 1Procedure identifier: EC-PMO/2025/OP/0013 (TED reference 39/2026 132808-2026)
2. 2Procedure type: Open procedure (call for tenders)
3. 3Submission method: Electronic (eSubmission via Funding & Tenders Portal)
4. 4Deadline(s): primary listed deadlines include 2026-04-07 16:00 Europe/Brussels and an earlier timestamp 2026-01-01 14:00:59Z referenced in metadata; public opening: 08/04/2026 10:00 Europe/Brussels
5. 5TED publication date: 25/02/2026
6. 6Lead contracting authority: European Commission, PMO - Office for the Administration and Payment of Individual Entitlements (PMO)
7. 7Nature of contract: services, framework agreement without reopening of competition
8. 8Award method: lowest price (price criterion = 100%)
9. 9Estimated total value published: €1,410,000 (over whole duration of the FWC as published in Q&A)
10. 10Maximum contract duration: 48 months (framework contract); specific contracts/annual renewals managed under the framework
11. 11Framework contract ceiling: determined by successful tenderer's financial tender for overall estimated volume, increased by 20% reserve (per administrative specifications)

Procurement scope and required coverage

Objective:provide the most comprehensive insurance coverage possible against accident and death for external and non-statutory staff of EU institutions, bodies and agencies. Cover is 24 hours a day: for short-term visitors, from round trip between their usual domicile/work and the inviting entity and during their presence; for medium/long-term beneficiaries during the contractual employment/assignment period. Policy must be top-up: cover costs arising from accident and/or death which are not covered by any other insurance at the rate of 100% of the uncovered part, including invalidity, death and repatriation of remains to the beneficiary's place of origin as defined in the invitation or contract. Medical expenses reimbursement cap in technical specification: up to €9,000 per accident (after other cover taken into account), repatriation costs are fully covered, specified minimum and maximum lump sums for death and invalidity (see financial and technical specs).

Beneficiary categories:Two high‑level categories apply: short‑term/ad hoc visitors (job applicants, invited visitors, experts, speakers, evaluators, project assessors, Active Senior participants, etc.) and medium/long‑term beneficiaries (administrative, scientific or atypical trainees, liaison officers, seconded national experts, technical assistants). The contracting authority may add categories during the contract by addendum.

Geographical scope and estimated volumes:Worldwide coverage required. Annual estimated distribution of covered days (guidance only): Brussels/Luxembourg/JRC: ~1,500,000 days (60%); Agencies (EU countries): ~625,000 days (30%); Delegations/other locations: ~225,000 days (10%). Annual estimated total days used in financial model: 2,350,000 days; historical totals 2022–2025 provided for guidance. These are indicative and non‑binding estimates.

Deliverables, service levels and operational arrangements

Operational requirements:contractor must provide assistance/claims handling service (multilingual including at least English, French and German), incident/accident declaration form, secure communications (secure email) and a dedicated email/phone contact for beneficiaries. Claims should be processed within 2 weeks; payments to beneficiaries or dependants within a settlement deadline of three weeks. Contractor must perform required expert assessments and finalize claims lodged before the end of contract even after expiry. Annual report required (comprehensive claims, payments, reserves) provided one month after specific contract anniversary and final overall report at end of framework contract term. Annual meetings with PMO on request (costs borne by contractor).

1. 1Claims intake: accident declarations by beneficiary or dependants within 15 days of event (procedural requirement)
2. 2Initial processing time: claims processed within 2 weeks (technical requirement)
3. 3Settlement time: payments managed within 3 weeks where payable
4. 4Reporting: annual report with claims/payments/reserves; final multi‑year report at end of framework contract
5. 5Language & communications: service in English, French and German at minimum; secure email handling required
6. 6Insurance principle: top-up cover paying 100% of uncovered part after other cover applied

Eligibility and how to apply

Participation modes:single tenderer (insurer) or insurer represented by an insurance intermediary (broker) as administrative sole point of contact. Brokers must provide evidence of registration with their Member State authority (Directive 2002/92/EC). Subcontracting permitted; identified subcontractors (>15% share or whose capacity is used for selection criteria) must be declared with commitment letters. All applicants must register in Participant Register (PIC) and submit tenders via eSubmission only. Supporting documents and declaration templates are provided in tender annexes (Declaration on honour, Mandate for brokers, Financial Tender Form, draft framework contract and appendices).

Eligible applicant types (detailed)

Eligible applicants:insurance companies and groups of insurers able to take on underwriting risk; insurance intermediaries/brokers may act as administrative representatives but must not assume underwriting liability; identified subcontractors and entities on whose capacity tenderer relies (e.g., reinsurance partners, claims administrators, local assistance networks) are allowed. Public authorities and non-insurers may not be appropriate unless they meet the insurer regulatory requirements. SMEs may apply if they meet selection criteria. The contracting authority permits international participation as per the Financial Regulation, WTO GPA and applicable trade agreements; third country entities must have procurement access rights and not be subject to EU restrictive measures.

Minimum legal & regulatory requirements:Tenderers must provide proof of authorisation from the competent prudential supervisory authority to carry out insurance activities (Solvency II or national equivalent) and proof of registration in relevant trade/professional registers. Evidence must be included in the tender; selection checks may follow up with documentation requests.

Funding type and financial details

Funding type:procurement/service contract (framework service contract). The lead authority published an estimated total value: €1,410,000. The tender evaluation uses a fixed price per day of cover (premium per day). The tenderer must supply a fixed premium per day figure in euros (two decimals), excluding VAT and inclusive of all other costs. The Annual Total Price = Unit price per day x 2,350,000 annual days used in the financial model, and eSubmission 'Total amount' field must equal annual total x maximum duration (4 years). Only the fixed daily premium will be used for financial comparison.

Financial form and calculation:Tenders must use Annex 7 Financial Tender Form. Annual Total Price = premium/day x 2,350,000 days. For eSubmission, Total amount = Annual Total Price x 4 (maximum duration). Tenderers must not add comments to the financial form; failure to use the form correctly will lead to rejection.

Evaluation, award, pricing and commercial conditions

Award criterion:lowest price only (100% weighting). Awarded tender must satisfy all minimum technical requirements and selection criteria. The contracting authority may reject abnormally low tenders in line with Financial Regulation rules. The framework contract is single-contractor without reopening of competition; specific contracts may be issued under the framework, and additional repetition of services may be procured without prior publication for up to 50% of initial ceiling within 3 years under delegated Financial Regulation rules (conditions apply).

Consortium requirement

Consortium allowed but not mandatory. Both single tenderers and joint tenders (groups) are permitted. Joint tenders must appoint a group leader and provide an Agreement/Power of Attorney in Annex 3. All group members have joint and several liability. Brokers may be mandated as administrative contact; brokers do not assume underwriting liability.

Beneficiary scope (geographic eligibility)

Geographic eligibility:open to entities established in the scope of the EU Treaties, international organisations and entities from third countries with procurement access under applicable agreements (e.g., WTO GPA or specific EU agreements). All contractors/subcontractors must not be subject to EU restrictive measures. Service delivery and processing of personal data must occur within the EU/EEA as specified in data processing clauses.

Target sector

Sector:Financial and insurance services (CPV 66000000). The tender targets insurers, reinsurers, brokers, claims administrators and assistance network providers experienced in group personal accident and repatriation.

Mentioned countries

Explicit locations mentioned:Belgium (Brussels), Luxembourg, JRC locations (including Geel, Karlsruhe, Ispra, Petten, Seville), Member States generally, and EU Delegations worldwide. Contracting authority address: European Commission, PMO, Avenue de Tervuren 41, B-1040 Brussels, Belgium.

Project stage and expected maturity

Expected project stage:operational insurance product for immediate deployment and delivery (mature operational capability required). Insurer must be able to underwrite worldwide coverage, provide assistance network, claims handling and repatriation logistics on day one of specific contract entry into force.

Funding amount and range

Published estimated total value:€1,410,000 for the whole duration (per Q&A). Financial model uses an annual quantity of 2,350,000 days. Tenderers must quote a fixed premium per day in EUR (two decimals). The overall framework ceiling will be calculated from the tendered daily price applied to the estimated volume and increased by a 20% reserve for indexation/unforeseen needs.

Application type and submission

Application type:open call (public tender). Submissions accepted only electronically through the Funding & Tenders Portal eSubmission application; eSubmission technical rules and file size limits apply. Tenderers must have a PIC and be registered in Participant Register. Questions must be submitted via Portal Q&A; contracting authority may stop answering questions after a specified cut-off date (Contracting authority not bound to reply to questions submitted after 25/03/2026 23:59 Europe/Brussels).

Nature of support

Nature of support:paid service contract (the contractor receives money in the form of premium payments from contracting authorities for insurance coverage). The contracting authority pays premiums; in case of claims the contractor pays or reimburses beneficiaries and invoices are processed per contract rules.

Application stages and selection process

Number of procurement stages:single-stage tendering for the framework contract (open procedure). Evaluation steps include administrative checks, exclusion checks, selection (capacity) checks and award (financial comparison). Additional clarifications or document requests may be issued during evaluation; selected tenderer will be asked to provide documentary evidence supporting selection criteria before contract signature.

Success rates

Published success rates not provided by contracting authority. As an open single-contractor procurement with lowest-price award criterion, success depends on meeting all eligibility/selection/technical minima and offering the lowest compliant daily premium. Number of competitors and market dynamics influence success probability.

Co-funding requirement

Co-funding:not applicable. This is a procurement (service contract); contractor receives premiums and is expected to finance underwriting and claims management from premiums and reinsurance arrangements as commercial practice dictates. No public co‑funding by tenderer is required.

Application templates and required documents (structure and guidance)

Mandatory templates are provided in the tender package and must be used unchanged where indicated. Key templates and what to fill in or attach: Declaration on Honour (Annex 2): complete and sign (mandatory for tenderer and relevant involved entities); Financial Tender Form (Annex 7): complete with fixed daily premium per day in EUR (two decimals), compute Annual Total Price = premium × 2,350,000; Technical Tender: respond to Part 2 Technical Specifications, including description of scope, worldwide network, assistance and repatriation capacity, claims handling SLA, language capability, security and data processing locations; Annex 4: list identified subcontractors and % of subcontracting; Annex 5.1 and 5.2: commitment letters from identified subcontractors and entities whose capacities are relied upon; Annex 6 Mandate: if insurer designates broker as sole administrative point of contact, use the Mandate template; Draft Framework Contract and Appendices: read carefully (security appendices, data processing, draft contract terms).

1. 1Annex 7 Financial Tender Form: complete exactly, sign and upload (failure to use form equals rejection)
2. 2Technical tender responding to Part 2 requirements: describe operational and claims set-up, multilingual capabilities, repatriation and assistance partners, worldwide coverage, sub-limits and exclusions, handling of suicide (cannot be excluded per Q&A), data localisation (EU/EEA required)
3. 3Annex 2 Declaration on Honour: signed by tenderer and any required involved entities (see Annex 1 mapping)
4. 4Annex 4 List of identified subcontractors and proportion of subcontracting: required if subcontractors >15% or relied on for selection criteria
5. 5Annex 5.1 / 5.2 commitment letters: required for identified subcontractors and entities whose capacities the tenderer relies upon
6. 6Annex 3 Agreement/Power of Attorney: for joint tenders (signed by all group members)
7. 7Annex 6 Mandate: if insurer appoints broker as administrative sole contact, sign and attach

Tenderers must ensure all required supporting documents are uploaded in eSubmission under the correct sections for each involved entity. If the contracting authority requests additional evidence during evaluation, tenderers must comply within the short deadline provided or risk rejection.

Minimum technical/operational requirements (summary)

Minimum technical requirements (detailed in Part 2 Technical Specifications):worldwide top-up accident and death cover; 100% top-up of uncovered portion; repatriation and funeral arrangements; defined death and invalidity lump sums and caps; medical expense provision; dedicated multilingual assistance and claims management; secure handling of personal data and local processing within EU/EEA; capacity to manage expected scale (historical unique individuals estimated between 5,500 and 7,000 medium/long beneficiaries in recent years), claims handling and 24/7 assistance; acceptance of suicide coverage (cannot be excluded). Tenderers must confirm acceptance of draft FWC terms (including Security appendices) and be ready to enter the contract envisaged to enter into force circa June 2026, subject to signature and checks ¹.

Security and data protection:Security appendices are part of the draft FWC (Appendix 2 Security Requirements and Appendix 3 Security Baseline for External Connections). Contractors and their service providers must comply with Commission security requirements; personal data processing by the contractor must occur in EU/EEA locations only unless specific lawful exceptions exist. The contractor must notify security incidents without undue delay (max 48 hours after awareness). Security screening and background checks for personnel who access Commission premises or IT assets are required; for Commission premises in Belgium the Belgian security advice procedure applies. Detailed measures and acceptable use policy are in Appendices 2 and 3.

Risk, exclusions and special clauses

Key exclusions and risk issues described in technical spec:certain activities (e.g., extreme sports, deliberate criminal acts, manifestly reckless behaviour) may be excluded as specified and applied only where directly related to aggravating the risk. Suicide cannot be excluded from coverage. The contracting authority reserves the right to audit, verify compliance, require replacement of staff or subcontractors and to terminate for material breach, including breaches of data protection, security obligations or if the contractor is subject to restrictive measures. Liquidated damages for delay, reduction in price and recovery procedures are detailed in the draft FWC.

Questions & answers, clarifications and access to documents

All procurement documents, draft FWC, technical specifications, financial tender form and administrative annexes were published on the Funding & Tenders Portal and are the authoritative source. Tenderers should subscribe to the Portal call page for updates. The contracting authority published a Q&A list in the Portal (public Q&A) with specific clarifications: e.g. suicide cannot be excluded, number of unique individuals in 2022–2025 estimated 5,500–7,000, the framework contract envisaged to enter into force June 2026, the total budget €1,410,000 and other clarifications. Some commercially sensitive data (e.g., in-force premium rates) are not shared.

For process or eSubmission technical questions, consult eSubmission Quick Guide and the Portal helpdesk; use EU Login to raise Q&A on the specific call page. The contracting authority is not bound to reply to questions submitted less than six working days before submission deadline and reserves the right not to answer questions submitted after the published cut-off.

How to assess whether to bid (practical checklist)

1. 1Confirm you are a regulated insurer authorised to underwrite in your jurisdiction and can meet solvency requirements (provide regulatory certificate).
2. 2Assess ability to provide worldwide top-up personal accident/death cover including assistance and repatriation, and to commit to minimum lump sums and caps defined.
3. 3Confirm ability to deliver claims handling in required languages and SLA (2-week processing; 3-week settlement where payable).
4. 4Confirm capability to process personal data and host any processing within EU/EEA; review Appendix 2 and Appendix 3 security baselines and accept their obligations.
5. 5Prepare financial offer: calculate fixed premium per day (EUR with two decimals) and compute annual and 4-year totals per Annex 7 instructions, ensuring amounts entered in eSubmission match uploaded financial tender.
6. 6Prepare selection evidence (average turnover in insurance, solvency certificate, references for comparable contracts with annual premium ≥ €75,000, list of claims/references as requested).
7. 7If bidding with a broker as administrative contact, provide signed Mandate (Annex 6) and broker registration evidence; the insurer must still sign the contract if awarded.
8. 8If relying on subcontractors or other entities for capacity, include Annex 4 and Annex 5 commitment letters and ensure documentation for each involved entity is prepared.
9. 9Upload all required signed declaration forms and use templates provided; do not alter Annex 7 financial form.

Final guidance and contracting authority contacts

Tenderers must submit a fully compliant tender using the published procurement documents and templates. Submissions must be made via eSubmission and within the deadline. Attend the public opening (physically or by videoconference) if desired. After award, the lead contracting authority (PMO) will manage the single framework contract and specific contract administration on behalf of participating entities. For contract and PMO contact details see Invitation to Tender and Annexes in the Portal documentation FWC Invitation Letter.

Administrative contact for procurement matters:PMO Call for Tenders mailbox pmo-call-for-tenders@ec.europa.eu. For IT/eSubmission help contact the Portal helpdesk as per eSubmission Quick Guide. Data protection queries: PMO data controller at pmo-call-for-tenders@ec.europa.eu (see data protection notice in Invitation to Tender).

Eligible Applicant Types:Primary eligible applicant types: insurance companies (insurer underwriters), reinsurance groups where legal form permits tendering, insurance intermediaries/brokers acting as administrative representatives (must provide registration proof with national authority). Secondary eligible applicant types (only where they meet regulatory insurance requirements): large financial institutions with insurance legal entities. Subcontractors and third parties such as claims administrators, assistance network providers, repatriation specialists, local medical providers are eligible as subcontractors or entities whose capacity is relied upon. Public bodies or non-insurers are eligible only if they meet insurance regulatory authorisation and procurement access rules.

Funding Type:Primary mechanism: procurement — award of a services framework contract (service contract).

Consortium Requirement:Consortium optional: tender can be submitted by single insurer or by group (joint tender). Joint tenders must appoint a lead (group leader) and provide Agreement/Power of Attorney (Annex 3).

Beneficiary Scope (Geographic Eligibility):Geographic eligibility: entities established in EU/EEA and countries providing procurement access under relevant agreements (WTO GPA, specific EU trade agreements). Performance/delivery: worldwide coverage for insured beneficiaries; data processing and hosting obligations constrain personal data processing to EU/EEA locations unless explicitly authorised.

Target Sector:Financial and insurance services (group personal accident, travel assistance, repatriation, medical expenses, life/invalidity benefits).

Mentioned Countries:Countries/locations explicitly mentioned: Belgium (Brussels – contracting authority), Luxembourg (EU agencies), Member States (agencies locations), JRC sites (Belgium, Luxembourg, Germany, Italy, Netherlands, Spain) and EU Delegations worldwide (global coverage).

Project Stage:Expected project stage: operational/production — ready underwriting and operational claims/assistance capacity (mature commercial insurance offering).

Funding Amount:Published indicative amount: €1,410,000 (over whole duration as published in Q&A); financial model uses 2,350,000 annual days and a 4‑year maximum duration for eSubmission total calculation. Final framework ceiling derived from tendered daily price x estimated volumes plus 20% reserve.

Application Type:Open public tender (open procedure) via Funding & Tenders Portal; eSubmission only. Not invitation-only.

Nature of Support:Monetary: premium payments for service contract; contractor receives money as payment for insurance coverage (commercial premium).

Application Stages:Single‑stage tender submission with administrative, exclusion, selection and award evaluation steps (effectively 1 major submission step followed by evaluation stages). Contractor must provide documents if requested during evaluation. No multi-stage procedure required.

Success Rates:Success rate not published; competitive open procurement with lowest-price award criterion — success requires full compliance with minimum technical and selection requirements and offering the lowest compliant daily premium.

Co-funding Requirement:No co-funding required from tenderer. Commercial underwriting model applies (contractor finances claims and operations from premiums and reinsurance).

Templates: structure and how application forms look

The call provides a standard set of templates that MUST be used unchanged where indicated. The key templates and structure are as follows.

1. 1Annex 7 Financial Tender Form: mandatory form. Fields: Fixed Price-Premium per day (EUR, two decimals), Annual Quantity (2,350,000 days), Annual Total Price/Premium. The form warns: do NOT add comments or change this form; sign and date.
2. 2Annex 2 Declaration on Honour (exclusion & selection): standard EU model; sign and upload; group members and relevant involved entities must submit as specified in Annex 1 mapping.
3. 3Annex 1 List of documents to be submitted: detailed upload mapping for each involved entity (which file type goes where in eSubmission). Follow it exactly.
4. 4Annex 3 Agreement/Power of Attorney: joint tenderers must sign and attach; specifies group leader authority and joint & several liability.
5. 5Annex 4 List of Identified Subcontractors: list subcontractors >15% or subcontractors relied on for selection criteria; include roles/tasks and % subcontracting.
6. 6Annex 5.1 & 5.2 Commitment Letters: identified subcontractors and entities on whose capacities tenderer relies must sign the provided commitment letter templates and be available to provide evidence if requested.
7. 7Annex 6 Mandate: if insurer appoints a broker as sole administrative contact (mandate), sign and attach. Broker must still provide registration evidence but is not assessed against selection criteria (exclusion criteria still apply).
8. 8Technical Tender: a structured narrative responding point-by-point to Part 2 Technical Specifications (coverage, exclusions, SLAs, assistance network, repatriation logistics, claims process, estimated handling capacity, data processing locations and security measures).
9. 9Draft Framework Contract: read carefully. Draft includes Special and General Conditions, Appendices on security and data protection, and draft specific contract/order form templates. Tenderers must accept the draft terms or clearly identify any material non-conformities (but note deviations may lead to rejection).

Upload instructions and signatures:all files must be uploaded in the eSubmission application at the correct place for each involved entity. Documents that require signature accept either qualified electronic signature (QES) or handwritten signature (scanned). QES is recommended. The Declaration on Honour and other signature-critical documents require proof of authorisation for signatory if signed by a representative; eSubmission mapping in Annex 1 explains where to upload these for each involved entity.

Closing summary: what is this opportunity about and how to explain it

This procurement seeks a single insurer (or group led by an insurer) to provide a framework group personal accident and death insurance product for all external and non-statutory staff across EU institutions, agencies and bodies. The coverage is 24/7 worldwide, operates on a top‑up principle (paying the uncovered portion not covered by other insurance), and must include invalidity, death lump-sums, medical expense reimbursement up to specified limits, full repatriation services and rapid claims handling with multilingual assistance. The framework contract will be awarded to the economically most advantageous tender based solely on lowest price (fixed premium per day), provided the tenderer meets the mandatory legal, financial and technical selection criteria and accepts the draft contractual terms and security/data protection requirements. The tender requires strict use of the supplied templates (notably the financial tender form), evidence of solvency and insurance authorisation, at least two comparable international contract references, and compliance with Commission security and data protection rules. All submissions must be made via the Funding & Tenders Portal eSubmission system and must follow the detailed annex mapping. The contracting authority is the PMO (Paymaster’s Office) of the European Commission acting as lead for many participating EU bodies; the contract is interinstitutional and may be used by numerous EU institutions and agencies. Interested insurers should prepare an operational offer (claims, assistance and repatriation logistics), confirm EU/EEA data processing, calculate a competitive fixed premium per day for the estimated annual volume and ensure all mandated templates and evidence are included to avoid rejection.

For the definitive and binding procurement rules, tenderers must consult the full procurement dossier published on the Funding & Tenders Portal (Tender details ID EC-PMO/2025/OP/0013), including Invitation to Tender, Part 1 Administrative Specifications, Part 2 Technical Specifications, Draft Framework Contract (and appendices on security and data protection), financial tender form (Annex 7) and all Q&A posted on the call page Tender documents and Q&A.

Important notice:the contracting authority has confirmed that suicide cannot be excluded from coverage and that the number of unique individuals covered in recent years fluctuated between approximately 5,500 and 7,000 medium- and long-term beneficiaries; the contracting authority also indicated an envisioned entry into force of the framework in June 2026 and provided the overall budget figure of €1,410,000 in the public Q&A ¹.

Footnotes

1. 1Q&A and procurement documents published on the EU Funding & Tenders Portal contain these clarifications (see public Q&A entries and Invitation to Tender on the call page).

Opportunity Overview

This is an open procedure tender (EC-PMO/2025/OP/0013) for a single framework service contract to provide comprehensive group insurance coverage against accidents and death for external and non-statutory staff of EU institutions, bodies, and agencies. Coverage applies 24/7, including travel to/from work and during employment, on a top-up basis (100% of uncovered costs). Key inclusions: invalidity, death benefits, and repatriation of remains.

Contracting Authority and Participating Entities

Lead authority:European Commission, PMO - Office for the Administration and Payment of Individual Entitlements. Interinstitutional framework covering numerous EU institutions, agencies, and bodies (full list in tender specs includes ACER, AMLA, BEREC, etc.). PMO manages a single specific contract and invoice for all participants.

Who Can Apply (Eligibility)

Open to economic operators within EU scope, international organisations, or third-country entities with relevant agreements (e.g., WTO GPA signatories). Insurance companies or those represented by brokers (must provide mandate per Annex 6). Joint tenders and subcontracting permitted. Must not be subject to EU restrictive measures.

Exclusion Criteria

• Bankruptcy/insolvency.
• Tax/social security payment breaches.
• Grave professional misconduct.
• Fraud, corruption, terrorism, money laundering, child labour.
• Significant contract performance deficiencies.
• Irregularities or circumvention of obligations.
• Resistance to audits/investigations.

Selection Criteria

Legal/Regulatory:Proof of trade register, authorisation for insurance activities (Solvency II compliant), compliance with MiFID/IDD.

Economic/Financial:Average turnover > €10M (last 3 years); solvency certificate from prudential authority.

Technical/Professional:Worldwide coverage capacity; 2+ comparable contracts (annual premium >= €75K each, last 3 years).

Key Requirements and Coverage Details

Beneficiaries

• Short-term (visitors, experts, job applicants): 24h coverage from domicile/work to EU entity.
• Medium/long-term (trainees, experts, SNEs): 24/7 during contract.

Coverage Scope

• Top-up: 100% uncovered medical costs (max €9K/accident).
• Death: 5x annual salary (min FG I/1 ~€30K, max €150K).
• Total invalidity: 8x annual salary (min FG I/1, max €350K).
• Partial invalidity: Pro-rata.
• Repatriation: Full costs (metal coffin, transport, admin). Partial: Wooden coffin (max €950), admin (50%).

Exclusions

• Wilful brawls (except self-defence), reckless acts, high alcohol (>1.4mg/ml or local limit), drugs, military arms, dangerous sports (boxing, parachuting, etc.), criminal acts.

Claims Handling:24h assistance in EN/FR/DE; process claims in 2 weeks; pay in 3 weeks; secure email; annual reports on claims/payments/reserves.

Financial Details

Timeline and Procedure

Open electronic submission via EU Funding & Tenders Portal. Documents:Invitation, Admin/Tech Specs, Financial Form, Declaration of Honour, etc. (10 docs available).

Q&A Highlights

• Budget: €1.41M total.
• Insured: 5,500-7,000 unique medium/long-term.
• Start: June 2026 (post-signature).
• Suicide: Cannot exclude.
• Claims stats: Limited pre-2022 data available.

Application Process

Register PIC in Participant Register. Submit via eSubmission:Technical (compliance proof), Financial (fixed daily premium), supporting docs. Full compliance mandatory; variants rejected.

Primary source:EU Funding & Tenders Portal. All docs downloadable. TED ref: 39/2026.

Footnotes

1. 1Estimated volumes indicative only; no commitment. Actual based on needs. FWC ceiling = tender total x 1.2 (20% reserve).
2. 2Q&A public on portal; clarifies volumes, budget, start date, coverage (e.g., suicide included).