Independent Broker for Insurance

Contract form and duration:Single-supplier framework agreement (no re-opening). Initial 12-month term, renewable up to 3 times (maximum 48 months). Award by best price-quality ratio 1.

Estimated total procedure value:€300,000. Procurement type: open procedure (electronic submission). Main CPV: 66510000 Insurance services.

Title:Independent Broker for Insurance. Tender reference EIOPA/2026/OP/0004 (TED ref. 192/2026, notice 683657-2026). Lead contracting authority: European Insurance and Occupational Pensions Authority (EIOPA). Participating contracting authorities: EIOPA (lead) and AMLA (Anti-Money Laundering Authority). Procedure type: Open procedure resulting in a single framework contract concluded with one contractor. Nature of contract: services (insurance brokerage services, CPV 66510000). Estimated total value: €300,000 (ceiling of the framework covering the initial period and any renewals). Maximum contract duration: up to 48 months (initial period 12 months + up to 3 annual renewals). Award method: best price-quality ratio. Framework agreement: single-award framework agreement without reopening of competition. All tender documents, templates and draft contract are published on the EU Funding & Tenders Portal and in the procurement dossier EIOPA tender dossier. 1

Description of services required:Provision of independent insurance broker services for participating contracting authorities. Core tasks: obtain and arrange insurance quotations (premises, business assets, electronic equipment, D&O, corporate legal expenses, business interruption etc.); advise on insurance needs and market options; continuous management of insurance programmes; claims management and follow-up until settlement; invoicing support and contact point with insurers. Services to be delivered primarily in English. Broker must guarantee independence and provide proposals within specified deadlines. Full technical requirements and minimums are in Appendix I.1 Terms of Reference.

Key assets and locations referenced:EIOPA currently at Wethafen Tower (Frankfurt am Main) until planned relocation (Apr 2028) to MesseTurm (Frankfurt). AMLA premises located at MesseTurm (Frankfurt). Insurable asset summary (values provided in Terms of Reference, to be updated yearly): EIOPA property totals (approx) €2.93 million (furniture, hardware, AV, data cabling etc.) and software approx €988,070 (excludes in-house software development costs). AMLA property total approx €1.07 million (figures indicative). Broker must consider building lease contract insurance requirements (minimum liability and property sub-limits specified).

Who may apply:natural or legal persons established in the scope of the Treaties, international organisations and entities from third countries only if covered by an applicable procurement agreement. Economic operators may apply as sole tenderers or as joint groups (joint tenders). Subcontracting is permitted subject to rules in the tender dossier. The tender dossier contains mandatory identification forms, declarations on honour, declarations on environmental, social and labour law compliance, lists of identified subcontractors and commitment letters (Appendices I.2–I.7).

Primary Funding/Contract Type:Procurement: framework service contract (single-award). Estimated overall contract amount €300,000. Payments in EUR; invoices and payment schedules defined in draft contract (Annex II) and tender specifications.

Consortium or single applicant:either is allowed. The tender may be submitted by a single economic operator or by a group (joint tender). In case of a joint tender the group must appoint a group leader, all members assume joint and several liability and must sign a Power of Attorney / Agreement (Appendix I.4). Specific rules apply to changes in group composition during the procedure. Subcontractors must be identified if they exceed 20% of contract value or if relied on for selection criteria and must provide commitment letters (Appendices I.5 and I.6). Entities on whose capacities the tenderer relies (not subcontractors) must provide commitment letters (Appendix I.7).

Eligible applicants:EU / EEA / institutions and bodies covered by the Treaties; participation from third countries only where specific procurement agreements apply. The place of performance is primarily Frankfurt am Main (Germany) and financial offers must be in EUR. The contracting authorities operate across the EU but the scope of this procurement is interinstitutional between EIOPA and AMLA based in Frankfurt.

Thematic/industry sector:Insurance services, corporate risk management, insurance brokerage and claims management (insurance and occupational pensions sector; public-sector institutional purchasers). Main CPV code: 66510000 – Insurance services.

Maturity:operational/brokerage and commercial service delivery. The contracting authority requires an experienced broker able to operate immediately: procuring policies, advising on coverage changes, handling claims and providing market monitoring and recommendations. Deliverables: insurance quotation proposals, documentation of recommended coverage, order forms / specific contracts for accepted policies, claims files and status updates, invoices for premiums and brokerage fees, periodic reports and KPI monitoring.

Estimated total value of the framework:€300,000 (this is the estimated overall contract amount indicated in the contract notice). Tenderers must submit a financial offer using the Financial Offer Template (Appendix I.8): annual fee percentages for core brokerage services (points A and B). The tender’s evaluated financial score uses the reference price P_tender calculated as 0.70*A + 0.30*B according to the template. Payment terms and invoice submission rules are described in the draft contract (Annex II) and Terms of Reference (Appendix I.1).

Submission method:electronic submission via the EU Funding & Tenders Portal eSubmission (EU Login account required). The procedure is an open call for tenders (single-stage). All compulsory documents and signed declarations (electronic signature or QES recommended) must be uploaded via eSubmission before the tender deadline. The tender dossier includes all templates (Annex I Tender Specification, Appendix I.1–I.8, draft contract Annex II).

Award method:best price-quality ratio. Tender evaluation is two-part: Price (50%) and Quality (50%). Quality is assessed on two subcriteria: 1) Methodology and approach for proposing insurance solutions (max 50 points); 2) Market knowledge (max 50 points). Financial score calculated relative to lowest price. Technical and financial scores combined to produce final ranking. Tenders must meet the minimum requirements in the Terms of Reference; non-compliant tenders will be rejected. Abnormally low tenders may be rejected per Financial Regulation rules.

Exclusion:all tenderers and relevant involved entities must submit Declaration on Honour on exclusion criteria (Appendix I.2). Contracting authority will verify using EU Early Detection and Exclusion System and may request documentary evidence from the presumed successful tenderer. Selection criteria: legal/regulatory capacity (proof of enrolment in trade/professional register), economic/financial capacity (minimum average yearly turnover last 3 years > €500,000; consolidated assessment permitted), technical/professional capacity (at least 3 years insurance brokerage experience; CV of proposed contract manager with min 3 years relevant experience and B2 English; environmental & corporate social responsibility declaration or procedure). Evidence may be requested during evaluation, and the tenderer must be prepared to provide supporting documents within short deadlines.

Joint tenders:group leader must be designated and power of attorney Agreement signed by all members (Appendix I.4). All group members bear joint and several liability. Subcontractors: those whose share is known and >20% or those on whose capacity tenderer relies for selection criteria must be identified (Appendix I.5) and provide commitment letters (Appendix I.6). Entities on whose capacity tenderer relies but that are not subcontractors must provide commitment letters (Appendix I.7). Changes to identified subcontractors during the procurement procedure require contracting authority approval and verification that selection criteria remain met.

No co-funding required from applicants. This is a paid services contract:the contracting authority will pay agreed fees and insurance premiums per the order/specific contract terms. The contractor invoices the contracting authority for annual insurance premiums and brokerage fees. Contracting authority may offset established debts to the Union against payments per Financial Regulation rules; successful tenderer must disclose established debts.

Monetary:contractor will receive payment for brokerage fees and will handle invoicing for insurance premiums (financial flows described in draft contract). Non-monetary: contracting authority will provide access to information, premises access where required, policy data and cooperation for claims handling and policy implementation.

Key legal and compliance points:tenderers must not be subject to EU restrictive measures; must comply with exclusion and selection criteria; comply with environmental, social and labour law obligations; accept framework contract terms including checks and audits, confidentiality and data protection provisions. Joint tenderers must provide a Power of Attorney (Appendix I.4) granting the group leader authority to sign the contract on behalf of all members.

Where to apply and how to get documents:Apply and submit through the EU Funding & Tenders Portal eSubmission. Tender documents and all annexes are available in the tender dossier on the portal EIOPA tender dossier.

Mentioned / relevant countries and regions:Germany (Frankfurt am Main) — primary place of performance; participating organisations and bidders must be established within the EU/EEA or other eligible jurisdictions under procurement rules. The contracting authority operates EU-wide but the assets and premises referenced are in Germany (EIOPA and AMLA in Frankfurt).