Insurance Brokerage Services for the EU Delegation to the USA

The European External Action Service (EU Delegation to the USA) invites tenders for a single four-year framework contract to provide insurance brokerage services for the Delegation building (€2175 KStreet NW), the Ambassador’s residence, vehicles and related liabilities. The maximum published framework ceiling is USD 1,170,000 with a reimbursable expenses scenario up to USD 1,000,000, maximum duration 48 months, and award on the best price-quality ratio (technical 60% / price 40%). Tenderers must hold a valid District of Columbia insurance brokerage licence, demonstrate average annual turnover ≥ USD 295,000, at least two relevant brokerage contracts in the past three years (cumulative value ≥ USD 97,000) and employ at least 12 relevant staff. Submissions are electronic via the EU Funding & Tenders Portal eSubmission and must be received by 9 December 2026 at 11:00 local Washington, DC time using the mandatory annex templates and supporting documents.

Opportunity type

Open tender — framework contract (48 months)

Footnotes

1. 1Procurement documents, invitation to tender, technical specifications and submission via the Funding & Tenders Portal: ec.europa.eu

Opportunity summary

The European External Action Service, represented by the European Union Delegation to the United States of America (EEAS), has published an open tender to award a single framework service contract for insurance brokerage services for the EU Delegation premises (€2175 KStreet NW, Washington, DC), the EU Ambassador’s Residence (2534 Belmont Road NW, Washington, DC) and associated insurable interests including vehicles and umbrella cover. Procedure identifier EEAS/DELUSAW/2026/OP/0087. Estimated total value: 1 170 000 USD. Maximum contract duration: 48 months. Award method: best price-quality ratio. Submissions are electronic via the EU Funding & Tenders Portal / eSubmission system Funding & Tenders Portal: call documents 1.

What is being procured (scope and services)

A single framework contract for insurance brokerage services covering marketing and quotation services, policy placement and binding support, claims coordination and reporting, coordination with carriers, policy review, annual renewals and changes during contract performance, collection and payment of insurance premiums as reimbursable expenses, and ongoing account and policy management for the Delegation building, commercial leased parts, Ambassador’s Residence, business autos, garage keepers liability, real estate professional liability, active shooter/workplace violence liability and umbrella cover. The contractor must not accept commissions from third parties; broker compensation will be fees paid by the contracting authority and reimbursable premium payments as set out in the FWC draft.

Detailed insured assets and minimum coverage requirements (summary)

Who may apply and eligibility

Participation is open to natural and legal persons domiciled or headquartered in EU Member States, states having public procurement agreements with the EU, signatories of the WTO GPA and, exceptionally, the United States of America. International organisations may participate. Tenderers must hold a valid District of Columbia licence to provide insurance brokerage services in the USA (DC Code references provided) valid at submission and verified again before contract signature. Entities can tender singly or as a group (joint tender). Subcontracting is permitted but subcontractors with shares above 10% must be identified and comply with exclusion grounds.

Selection and minimum capacity requirements

Tenderers must satisfy exclusion and selection criteria and supply mandatory documentary evidence via the Request to participate form and attachments in eSubmission. Key selection thresholds are financial, technical and manpower minima.

Award criteria and evaluation method

The contracting authority will award the framework contract on the basis of the best price-quality ratio. The quality (technical) score weight is 60% and the price weight is 40%.

Contract form, duration, value and payment

The procurement will result in a single framework service contract (FWC), without reopening of competition, with a maximum duration of 48 months. Estimated overall contract amount published is 1,170,000 USD. The draft FWC governs orders and specific contracts; reimbursable expenses (insurance premiums) are paid in addition to broker fees and the FWC caps reimbursables (example total reimbursable cap in Annex B is 1,000,000 USD across duration as published). Payments are in USD; EU is tax exempt. Price revision mechanism and other commercial terms are set in the draft FWC.

Key dates and process steps

Submission method, required documents and format

Submissions must be made exclusively electronically via the Funding & Tenders Portal eSubmission system. A EU Login account and a Participant Identification Code (PIC) are required. Tenders must include the Request to participate form, Declaration on honour, proof of DC licence, last three years' profit & loss statements, client reference letters, technical tender documents (Annexes 1-5 statements and biographies) and financial tender forms including Annex A (unit prices) and Annex B (scenario). All attachments must be in an EU official language; translations are required where applicable. eSubmission e-system constraints (file types, sizes, number of files up to 200) apply as published in the system requirements.

Consortium, subcontracting and joint tenders

Joint tenders are allowed. The group must nominate a leader with full authority and joint and several liability is required. The Request to participate form must be signed by each group member and a power of attorney must be attached if the leader signs on behalf of members. Subcontractors above 10% must be identified; subcontractors must comply with exclusion grounds and, where relevant, provide documentary evidence for selection criteria.

Application stages and process

Success rates and competition

The contracting authority does not publish historical success rates. This is an open procedure under EEAS with a single FWC to be awarded. Success probability depends on meeting strict selection thresholds (licence, turnover, references, manpower), strong technical proposal (team, service continuity, market approach, claims handling) and competitive pricing in Annex A/B. Only tenders that pass exclusion, selection and technical thresholds (including minimum thresholds per criterion) are financially evaluated.

Co-funding and reimbursable costs

No co-funding by the tenderer is required. The contracting authority will reimburse insurance premiums as reimbursable expenses; the broker’s fees are payable by the contracting authority. Annex B includes the scenario and reimbursable expense line. The draft FWC caps reimbursable expenses (example cap cited in Annex B: 1,000,000 USD for the whole FWC duration as published).

Templates, forms and how to structure your submission

Contacts, questions and clarifications

All questions during the submission phase must be made in writing via the Funding & Tenders Portal Questions & Answers section for the call. The contracting authority will not be bound to reply to questions submitted after the cut-off date indicated (02/12/2026 23:59 America/New_York). The contracting authority email for access and procedural matters is eeas-tenders@eeas.europa.eu. Requests to attend the virtual public opening should be sent to eeas-tenders@eeas.europa.eu no later than three hours before the scheduled opening, including representative names and the eSubmission receipt.

Summary — What is this opportunity about and what is required?

This is an open EU contract notice by the EEAS for a single 48-month framework contract to appoint an insurance broker to manage and place a comprehensive insurance programme covering the EU Delegation building, leased areas, Ambassador’s Residence, vehicles and associated liabilities in Washington, DC, and to provide ongoing brokerage, claims coordination, market searches and policy administration. Tenderers must be able to operate in the USA and hold the District of Columbia insurance broker licence, meet minimum turnover and manpower thresholds, provide client references for recent similar brokerage contracts, and submit a responsive technical proposal addressing team composition, market approach and customer service. Financial bids must use the published Annex A/B templates, be in USD, and be tax-exempt. Submission is electronic only via eSubmission before 09/12/2026 11:00 America/New_York. The contract will be awarded on best price-quality ratio (60% quality / 40% price).

Footnotes

1. 1All call documents, templates and the eSubmission portal are available on the Funding & Tenders Portal Tender Details page for procedure EEAS/DELUSAW/2026/OP/0087: ec.europa.eu

Executive assessment

This is a public procurement tender, not a grant or subsidy. The European External Action Service, acting through the European Union Delegation to the United States, seeks one insurance broker under a four year framework service contract. The broker will arrange, manage and support insurance coverage for the Delegation’s office building, commercial property interests, official residence, vehicles, workplace violence risks and related liabilities.

The opportunity is commercially relevant for insurance brokers authorised to operate in Washington, DC and able to demonstrate sufficient turnover, relevant recent contract experience, staffing capacity and a strong service model. The opportunity is particularly demanding because the tender requires compliance with mandatory technical specifications, a valid District of Columbia insurance brokerage licence and a technically detailed proposal before price is evaluated.

The authoritative procurement record and documents are available through the EU Funding and Tenders Portal opportunity.

Opportunity profile

The financial annex indicates a reimbursable expense provision of up to USD 1,000,000 over the full framework duration. The framework ceiling also incorporates the broker fee scenario, an estimate for price revision and a security margin. Actual call offs, services and reimbursable expenditure will depend on the contracting authority’s requirements and the final contract terms.

Timetable

The notice was published on 28 October 2026. The deadline for receipt of tenders is 9 December 2026 at 11:00 local Washington, DC time. The public opening is scheduled for 11 December 2026 at 10:00 local Washington, DC time. Requests for clarification submitted after 2 December 2026 at 23:59 local Washington, DC time do not have to be answered by the contracting authority.

The deadline is strict. Late tenders are rejected, and tenders must be submitted exclusively through eSubmission. The eSubmission receipt and its timestamp are the relevant evidence of timely submission. Tenderers should submit well before the deadline because technical problems, missing documents or upload problems are not a reliable basis for late submission relief.

Scope of the procurement

The successful broker will provide brokerage and insurance management services mainly in Washington, DC for the following areas.

The technical specifications describe the €2175 KStreet property as an approximately 135,000 square foot, 11 storey office building with an underground garage. The Ambassador’s Residence is approximately 9,000 square feet on approximately 0.41 acres and includes a garden and swimming pool. The Delegation leases one vehicle and owns five vehicles.

Required service activities

Who can apply

Participation is open to eligible natural persons, legal persons, groups of economic operators and international organisations. Eligible establishments include entities domiciled or registered in an EU Member State, a country covered by a relevant EU public procurement agreement, a country participating in the WTO Government Procurement Agreement, and, exceptionally, the United States. The procurement documents specifically permit United States based entities to participate.

A tender may be submitted by one economic operator or jointly by several operators. A joint tender does not require the group to adopt a particular legal form before submission. However, all members are jointly and severally liable for contract performance, and one member must act as group leader with authority to bind the group and manage communications, invoicing and payments.

Subcontracting is permitted. The tender must identify subcontractors whose share exceeds 10 percent and describe the intended subcontracted tasks. Identified subcontractors must satisfy applicable exclusion requirements. Where a subcontractor’s capacity is used to meet a selection criterion, the relevant supporting evidence and a commitment to make the necessary resources available must be submitted.

The same legal or natural person cannot participate in more than one tender for the lot, whether as a sole tenderer, group member or other participating operator. The procurement documents also restrict certain cross-subcontracting arrangements between competing tenderers.

Mandatory eligibility and selection requirements

The tenderer must currently employ at least 12 staff in fields related to insurance brokerage services. The manpower declaration must identify total staff and staff related to the relevant brokerage services. The requirement may be assessed for the group as a whole, but the relevant capacity must be provided by an operator performing the insurance brokerage services.

Exclusion and integrity requirements

The tenderer, each joint tender member, each relevant subcontractor and each entity whose capacity is relied upon must provide a completed, dated and signed declaration on honour. The declaration covers insolvency, tax and social security compliance, serious professional misconduct, fraud, corruption, criminal organisations, money laundering, terrorist financing, trafficking, irregularities, significant contractual deficiencies, conflicts of interest, restrictive measures and obstruction of audits or investigations.

The declaration also covers persons with powers of representation, decision or control and beneficial owners where applicable. The contracting authority may request documentary evidence, including judicial records, tax certificates, social security certificates, registration evidence and other official documents. Evidence may in some cases be reused from a previous procedure if it remains valid and was submitted to the same contracting authority, or accessed through a free national database.

Tender evaluation

Evaluation takes place in stages. The contracting authority first assesses access to public procurement, exclusion criteria and selection criteria. Only tenders passing those stages proceed to compliance and award evaluation. Failure to meet a mandatory minimum requirement can result in rejection without further evaluation.

Technical quality carries 60 percent of the overall score and price carries 40 percent. The technical tender is assessed against three criteria, each with a minimum threshold of 50 percent. The tender must also achieve at least 60 percent of the total technical points. A tender failing either the individual criterion thresholds or the overall threshold is eliminated before financial comparison.

For technically eligible tenders, the overall score combines a normalised technical score weighted at 60 percent and a price score weighted at 40 percent. The price score is based on the lowest scenario price compared with the scenario price of the tender being assessed. The comparison excludes reimbursable expenses.

Financial tender requirements

Prices must be submitted in US dollars, exclusive of taxes and duties because the contracting authority is exempt from applicable taxation. The prices must be all inclusive unless the procurement documents expressly provide otherwise. The financial tender must use the supplied Annex A unit price schedule and Annex B price scenario without adding, removing or modifying items.

Annex A requires annual or one time broker fee prices for the seven insurance service categories. Annex B requires the same unit prices to be repeated and multiplied by the estimated quantities over the maximum four year duration. The tenderer must calculate each total and the overall scenario accurately.

The financial annexes are mandatory. Modifying the structure, adding items, omitting items or failing to use consistent unit prices can lead to elimination. Prices are fixed during the tender validity period but may be revised during contract implementation only in accordance with the framework contract.

Framework contract conditions

The contract is a single framework agreement with a maximum duration of 48 months and no reopening of competition. The financial scenario is an estimate used to compare tenders and does not necessarily represent the value of services actually ordered.

The contracting authority may increase the contract ceiling through a negotiated procedure without prior publication in specified circumstances, including increased staff numbers, increased insurable floor space, increased or changed insurable interests, additional vehicles or buildings, or unforeseen reimbursable costs. The procurement specifications state that such increases may reach up to 50 percent of the initial contract value during performance and, at the latest, within three years after signature, subject to the stated legal and contractual conditions.

The final maximum framework ceiling cannot exceed the published USD 1,170,000 amount. The calculation may include the successful scenario amount, price revision, reimbursable expenses and a security margin, subject to that ceiling. If the tender’s scenario exceeds the maximum permitted value, the tender is unacceptable.

Submission requirements and documents

The tender must be submitted electronically through eSubmission using the Funding and Tenders Portal. An EU Login account is required. Each participating organisation must be registered in the European Commission Participant Register and have a Participant Identification Code. A joint tender requires the relevant registration and documentation for each member and a separate legal entity form for the group where required.

The submission package must include the following documents and information.

All documents must be provided in an official EU language. Documents in another language require an accompanying translation into an official EU language. The tender must include only information and documents requested by the procurement documents because additional brochures, letters or materials may not be taken into consideration.

Practical compliance risks

Recommended bid strategy

A credible bid should present the broker as a locally authorised, adequately staffed and operationally resilient service provider rather than merely a placement intermediary. The technical response should explain how the broker will market the risks, compare carriers, tailor cover to diplomatic and commercial property requirements, coordinate claims, manage renewals and maintain continuity for the Delegation.

The proposed team should include named personnel with at least five years of relevant experience and fluent English. The response should specify primary and backup contacts, escalation routes, response times, claims governance, policy review controls and procedures for changes in vehicles, buildings, assets and insurable interests.

Because quality represents 60 percent of the score, the strongest commercial strategy is not necessarily the lowest price. A technically strong proposal that clearly demonstrates understanding of the Delegation’s property, vehicle, diplomatic and liability exposures can materially improve competitiveness, provided the financial scenario remains within the published ceiling.

Conclusion

This is a specialised four year insurance brokerage procurement with a USD 1,170,000 maximum published value, a substantial reimbursable expense allowance and a quality weighted evaluation. The principal qualification barriers are the District of Columbia licence, USD 295,000 average annual turnover, two qualifying recent contracts with reference letters, USD 97,000 cumulative contract value, at least one contract lasting one year and at least 12 relevant employees.

Applicants should treat the tender specifications, technical specifications, draft framework contract, request to participate form, declaration on honour and financial annexes as an integrated compliance package. Any inconsistency, missing evidence, altered financial template or failure to satisfy a mandatory technical threshold may result in rejection.

Official documents and submission access are provided in the Funding and Tenders Portal record. The procurement notice and related documents should be checked for updates before submission because the contracting authority may publish corrections or clarifications during the tender period.

Sources

The analysis uses the official Funding and Tenders Portal opportunity record and its published invitation letter, Tender Specifications Part I, Technical Specifications Part II, request to participate form, declaration on honour and financial annexes. The EEAS tender listing and the public procurement record provide additional confirmation of the procurement identity and award weighting.

The official EEAS tender information page is available at EEAS tenders.