Guarding services for the Houses of Europe in Copenhagen, Stockholm and Helsinki

Public procurement tender for guarding and reception services at the European Commission Representations (Houses of Europe) in Copenhagen, Stockholm and Helsinki, to be awarded as a framework agreement split into three lots. Procedure is a restricted two-stage procurement with publication 29 July 2026, final submission deadline 7 September 2026, planned duration 48 months per lot and estimated total value €3,540,000. Award will be based on quality weighted 65% and price 35% and submissions must be made electronically via the EU Funding and Tenders Portal; bidders must meet national security licensing and other administrative requirements set out in the tender documents.

Tender summary

What is funded

Provision of security guard and reception services for the European Commission Representations (Houses of Europe) in Copenhagen, Stockholm and Helsinki under a restricted procurement procedure with three separate lots.

Who can apply:Qualified security service providers / economic operators able to meet the procurement selection and technical requirements in the tender documents; submission is by eSubmission through the EU Funding & Tenders Portal Funding & Tenders Portal.

1. 1Lot 1 Copenhagen: estimated value €1,650,000; contract duration 48 months
2. 2Lot 2 Stockholm: estimated value €1,050,000; contract duration 48 months
3. 3Lot 3 Helsinki: estimated value €840,000; contract duration 48 months

Total estimated procedure value €3,540,000. Award weighting:quality 65% and price 35%. Submission method required: eSubmission. Key procurement documents (invitation, draft framework contract, administrative specs and security requirements) published with the notice.

Deadlines:Requests to participate / submissions: 7 September 2026, 17:00:59 (local portal time). (There is an earlier referenced date of 1 January 2026 in metadata.) ¹

Lead contracting authority:European Commission, DG COMM - Communication. CPV main code: 79710000 (security services).

Footnotes

1. 1Official tender details and procurement documents are available on the EU Funding & Tenders Portal: ec.europa.eu

Basic opportunity data

Opportunity title:Guarding services for the Houses of Europe in Copenhagen, Stockholm and Helsinki. Call identifier: EC-COMM/STO/2026/RP/0272. Contracting authority: European Commission, DG COMM - Communication (lead). Procurement type: Services (security guards and reception services). CPV main code: 79710000 (Security services). Contract nature: framework agreement with three lots. Estimated total procedure value: €3 540 000. Planned contract duration: 48 months per lot. Submission method: electronic submission through the Funding & Tenders Portal (eSubmission). Procedure type: Restricted procurement (two-stage procedure).

Important dates:Publication date: 29 July 2026. Submission deadline (final): 7 September 2026, 17:00:59 (local time as indicated per lot). A second date appearing in metadata is 1 January 2026 (legacy or internal reference) but the official call and submission deadline are 29 July 2026 (publication) and 7 September 2026 (submission). Consult tender documents for exact timezone per lot. Tender details ¹

Summary of scope and services required

The procurement covers guarding services and reception services for the European Commission’s Houses of Europe (Representations) in three capitals: Copenhagen (Denmark), Stockholm (Sweden) and Helsinki (Finland). The contract will be awarded as a framework agreement covering three separate lots, one per location. The scope includes security guards and reception duties as described in the tender specifications and the draft framework contract and further detailed in the appendix Security requirements. Bidders must consult the administrative tender specifications, the draft framework contract and the security requirements for full technical and contractual obligations.

Lots, estimated value and duration

Who may apply and eligible applicant types

The tender is a restricted procurement (request to participate then invitation to tender). The opportunity is aimed at economic operators able to perform security and reception services in the specified Member States. Eligible applicant types (typical and implied by this service contract) include: security companies (private security service providers), SMEs and large enterprises active in security and reception services, joint ventures or consortiums (subject to the procurement rules and as allowed by the tender documents), and registered business entities legally entitled to operate in Denmark, Sweden or Finland. Public bodies, non-profit organisations, and other entity types may participate only if they meet the selection and qualification criteria set out in the tender documents. Natural persons (individuals) are not the usual form for such service contracts. Specific eligibility and selection criteria are contained in the Invitation to submit a request to participate and the Administrative Tender Specifications. Bidders must consult these procurement documents for exact legal/financial/technical eligibility rules and any exclusion grounds.

Funding type and nature of support

This is a procurement opportunity (service contract / framework agreement). The primary financial mechanism is a public contract (procurement) for services. Successful bidders will receive monetary payment for services delivered under the contract terms. This is not a grant, loan, equity or subsidy. The contract will be funded by EU funds administered by the European Commission (DG COMM).

Consortium requirement and contracting form

The procedure is a restricted procurement with a request to participate stage. The procurement documents reference standard selection criteria and allow submission by economic operators. The call does not mandate a consortium — single economic operators may apply. Procurement rules often allow joint bids / consortia (groups of economic operators) provided they comply with the qualification and evidence requirements; bidders considering a consortium must follow the specific instructions in the Administrative Tender Specifications and the Invitation to submit a request to participate. Subcontracting rules and requirements are detailed in the tender documents.

Geographic eligibility and benefitting zones

The contract locations are Denmark (Copenhagen), Sweden (Stockholm) and Finland (Helsinki). The contracting authority is the European Commission (EU). While the tender metadata does not explicitly list all eligible nationalities, purchasers under the EU portal typically accept economic operators established in EU Member States and other entities legally allowed to operate in the contract locations. Bidders must verify nationality, establishment and operating licence requirements, particularly security licensing, in the Administrative Tender Specifications and national law.

Target sector and technical context

Sector:Security services (physical security, guarding, reception). Technical and service requirements are defined in the procurement documentation including: the Invitation to submit a request to participate, Annex I Administrative Tender Specifications, Annex II Draft Framework Contract, Appendix 2 to FWC Security requirements (2025), and the Declaration on Honour. The tender assigns qualitative requirements (quality weighting 65%) and price weighting (35%) for award evaluation. Bidders must demonstrate relevant operational experience, qualified personnel, compliance with national security licensing, insurance and training requirements, and fulfil the security and performance obligations set out in the Security requirements appendix.

Award criteria and evaluation

Awarding criteria:quality weighted at 65% and price weighted at 35% (see procurement documents which state Please consult the procurement documents for details). The quality criterion will include the sub-criteria defined in the tender specifications (technical capability, staffing and training, operational arrangements, continuity, management, and security-specific measures). Price is the commercial component. Final evaluation methodology and scoring formulas are detailed in the Administrative Tender Specifications and the Invitation document.

Application process and submission

This is a two-stage restricted procurement. Stage 1:Submit a request to participate by the stated deadline (7 September 2026). The request to participate will be assessed against selection criteria. Stage 2: Only candidates invited following stage 1 receive the invitation to submit a full tender. Submission method: mandatory electronic submission via the Funding & Tenders Portal (eSubmission). All supporting documents and the completed forms listed in the Invitation and Administrative Tender Specifications must be uploaded to the portal. Deadlines and local timezones per lot are specified in the procurement documents and metadata (lots show endTime 17:00:59 local time with timezone offsets).

Application stages:Two stages: 1) Request to participate (selection stage) and 2) Invitation to tender (award stage). The metadata marks this as a two-stage restricted procedure. Exact steps, timelines and documentation requirements for each stage are in the Invitation to submit a request to participate and the Administrative Tender Specifications.

Required documents and templates (as published)

The call publications include a set of tender documents. Bidders must download and use these documents and templates when preparing submissions. Key documents published with this call (newly published on 29 July 2026) are:

1. 11. Invitation_submit_request_participate_EC-COMMSTO2026RP0272_Security services (native format) — the Invitation to submit a request to participate containing submission instructions and selection criteria.
2. 22. Annex I - Administrative Tender Specifications Part 1 (DOCX) — contains administrative, financial and selection requirements, contractual terms and submission checklists.
3. 33. Annex 2 to TS - Declaration on honour (DOCX) — bidder must complete declaration on exclusion grounds.
4. 44. Annex II - Draft framework contract Guarding services (PDF) — draft contract text including obligations, pricing mechanism, termination and legal clauses.
5. 55. Appendix 2 to FWC Security requirements en 2025 (PDF) — operational, technical and security-specific requirements to be met during contract performance.

These documents constitute the formal tender dossier. Bidders must strictly follow the structure, templates and forms provided. The Administrative Tender Specifications will include details on evidence to be submitted for selection and award (e.g. proof of professional qualifications, licences to carry out security activities in the relevant Member State, financial statements, references, staff CVs, training records).

How to prepare the request to participate and tender — suggested structure

Bidders should carefully follow the Invitation and Annex I. Based on standard EU restricted procurement dossiers, the following structure is typical and should be used as a checklist (consult the actual published documents for exact wording and mandatory templates):

1. 1Administrative cover letter indicating lot(s) applied for and contact details.
2. 2Completed Declaration on Honour (Annex 2 template).
3. 3Evidence of economic and financial capacity (audited accounts or statements, turnover declarations, bank references) as requested in Annex I.
4. 4Evidence of professional and technical capacity: certificates of relevant licences, examples of similar contracts, references, performance certificates, staff qualifications and CVs, training programmes and operational procedures.
5. 5Drafts or statements on compliance with the security requirements (Appendix 2) including national licensing and background check procedures for guards.
6. 6Completed standard forms and checklists provided in the Administrative Tender Specifications.
7. 7Consortium agreement or letter of intent if bidding as a group of operators (if allowed and when required by the dossier).
8. 8Any requested legal documents proving establishment, registration, tax compliance and insurances.
9. 9Financial offer (only if invited to tender in stage 2) following the price schedule and rates format in the draft framework contract.

Evaluation, award and contract model

Award will be based on the best value for money combining quality (65%) and price (35%). The final contract will be a framework agreement (fa-wo-rc) as indicated in the procurement metadata. The draft framework contract included in the tender documents sets out invoicing, performance, KPIs, penalties, contract management and termination clauses. Electronic ordering and payment are foreseen. Renewal/extension clauses are contained in the draft framework contract. Bidders must accept the contractual terms unless derogations are allowed in the tender specifications.

Success rates and competition

Specific historical success rates are not provided in the tender dossier. Success likelihood depends on the number and quality of candidates invited after the request-to-participate stage and on compliance with strict security, staffing and licensing requirements. Each lot will result in one award (one framework agreement per lot). The restricted procedure (two-stage) typically limits the number of tenderers at stage 2 compared to open procedures, so the invited set may be small but competitive. No numerical success rate is published for this call.

Co-funding and financial obligations

No co-funding is required. This is a service procurement:the contractor will be paid for services rendered under the framework agreement according to the price conditions set in the contract. Bidders must bear the costs of preparing the request to participate and tenders. Financial guarantees, performance bonds or retention terms may be specified in the draft framework contract or the Administrative Tender Specifications and must be observed if required.

Other practical and legal considerations

Bidders must ensure compliance with national legal and regulatory requirements for security operations in Denmark, Sweden and Finland, including licences for private security, staff background checks, data protection rules, insurance, labour law and other statutory obligations. The contract documents may require evidence of insurance and liability cover. The awarding authority may apply exclusion grounds listed in the Declaration on Honour. Electronic ordering and payment are foreseen. Language of the tender and all annexes is English but local language compliance for national authorisations may be required. SMEs: the metadata indicates SME suitability flag as false for the lots, meaning the tender is not specifically reserved for SMEs.

Contact, access to documents and official link

All official documents and submission are via the EU Funding & Tenders Portal. Bidders must register on the portal and use the eSubmission tool. Official opportunity page: ec.europa.eu. The published tender documents referenced above are attached to the opportunity on the portal and were published on 29 July 2026. Tender documents and portal ¹

Mentioned countries

Explicitly mentioned countries in the tender details:Denmark, Sweden, Finland. The contracting authority is an EU (European Commission) body operating within the European Union.

Project maturity and timeline

This opportunity is for operational service delivery (implementation stage). The framework agreement duration is 48 months (service provision period). Bidders must be prepared to mobilise operational resources, staff and procedures on contract award and comply with the security requirements immediately upon contract start.

Quick facts summary

• Call identifier: EC-COMM/STO/2026/RP/0272
• Procurement type: Restricted procedure (two-stage), framework agreement
• Service: Security guards and reception services
• Locations: Copenhagen, Stockholm, Helsinki (one lot per city)
• Total estimated value: €3 540 000 (aggregate across lots)
• Lot values: €1 650 000 (Copenhagen), €1 050 000 (Stockholm), €840 000 (Helsinki)
• Duration: 48 months per lot
• Award criteria: Quality 65% / Price 35%
• Submission: eSubmission via Funding & Tenders Portal
• Publication date: 29 July 2026; submission deadline: 7 September 2026 17:00:59 (local time per lot)

This summary captures the essential details extracted from the tender metadata and published call documents. Bidders must consult the full Invitation to submit a request to participate, Administrative Tender Specifications, Draft Framework Contract and Appendix Security requirements for mandatory and exhaustive legal, technical and administrative obligations before preparing and submitting a request to participate or a tender.

Footnotes

1. 1Tender dossier and all official documents are available on the EU Funding & Tenders Portal opportunity page: ec.europa.eu. Key published files include: 1. Invitation submit request to participate, 2. Annex I Administrative Tender Specifications Part 1, 3. Declaration on honour, 4. Draft framework contract, 5. Appendix 2 to FWC Security requirements (published 29 July 2026).

This is a public procurement tender for security guards and reception services for the European Commission Representations in Denmark, Sweden and Finland. The metadata describes a restricted procedure with three lots, and it lists two deadlines, 1 January 2026 and 7 September 2026. Because one of the dates has already passed, the live status and the applicable stage deadline should be checked in the official notice¹.

What the contract is about

The assignment concerns guarding and front desk services for the Houses of Europe in Copenhagen, Stockholm and Helsinki. In practical terms, that normally means a supplier must be able to provide uniformed guarding, access control, visitor handling and reception support, but the exact duties, staffing levels and site rules need to be confirmed in the tender documents¹.

How the restricted procedure works

In a restricted procedure, suppliers first submit a request to participate. The buyer then evaluates eligibility and capacity and invites only the shortlisted candidates to submit full tenders[34].

Who is most likely to be eligible

• Established security service providers
• Companies that can also provide reception and switchboard staff
• Suppliers with operational capacity in Denmark, Sweden and Finland
• Bidders able to meet local licensing, labour and compliance requirements for guarding services

Information applicants should verify in the notice

1. 1The exact lot split and whether each lot corresponds to one city
2. 2The contract duration and any possible extension options
3. 3The selection criteria and any minimum turnover or reference requirements
4. 4The award criteria and relative weighting of price and quality
5. 5The eSubmission instructions and any portal-specific technical requirements

Applicant takeaway:This opportunity is best suited to experienced security contractors that can staff multiple capital city sites and combine guarding with reception functions.

EU procurement notices and documents are normally accessed through the Funding and Tenders Portal and the EU Public Procurement pages[14][15][20][31]. The full notice text was not exposed in the search results, so the items above that come from the supplied metadata should be treated as preliminary until verified in the portal¹.

Footnotes

1. 1The search results did not provide the full tender specification for this exact opportunity. The analysis therefore combines the metadata supplied in the prompt with general EU procurement guidance and comparable Commission security tenders. Restricted procedure is a two stage process in which the buyer first selects candidates and then invites shortlisted operators to tender[34].