Inter Institutional Multiple Framework contract for Voting System with technical assistance for face-to-face, hybrid and remote meetings

Inter Institutional Multiple Framework contract for the rental of a voting system with technical assistance for face-to-face, hybrid and remote meetings for the Committee of the Regions and the European Economic and Social Committee. The estimated overall value is €1,407,500 excluding VAT, with an initial duration of 12 months renewable up to three times (maximum 48 months), covering approximately 15 plenary sessions per year plus other statutory and exceptional meetings. The procurement requires turnkey provision of voting hardware and software, on-site technical assistance, hybrid and remote integration, personnel data consent and compliance with CoR and EESC procedural requirements as detailed in the technical annexes. Tenders must be submitted electronically via the EU Funding & Tenders Portal by 03 September 2026 at 12:00:59 Brussels time using the provided administrative, technical and financial templates.

What it funds

Scope summary

Rental and on-site/remote technical assistance for an integrated voting system to support face-to-face, hybrid and remote meetings for the Committee of the Regions (CoR) and the European Economic and Social Committee (EESC), covering plenary sessions, statutory meetings and exceptional events.

Who can apply:Service providers and suppliers able to deliver voting hardware, software and technical assistance for multi-format meetings (on-site installation, hybrid/remote operation and support) to EU institutions and inter-institutional bodies.

1. 1Estimated total contract value approx. €1,407,500
2. 2Planned duration 48 months: initial 12 months, renewable up to 3 times (total up to 4 years)
3. 3Procurement type: Inter-institutional multiple framework service contract; single lot (LOT-0001)

Apply through the EU Funding & Tenders Portal tender page:Tender details. Detailed administrative and technical specifications, draft framework contract and financial offer form are provided in the procurement documents ¹.

Footnotes

1. 1Procurement documents published on 2026-06-25 include Invitation to tender, administrative and technical specifications, draft FWC and annexes (see portal link above).

Opportunity summary

This is a public tender (procurement) launched as an Inter Institutional Multiple Framework service contract for the rental and provision of a voting system together with technical assistance for face-to-face, hybrid and remote meetings. The framework will support plenary sessions and other statutory meetings of the contracting authorities (Committee of the Regions CoR and European Economic and Social Committee EESC) and may be used for other exceptional events during the contract period.

Lead contracting authority:Committee of the Regions of the European Union (CoR) acting as the lead authority.

Procurement nature and contract object:Service contract for rental of voting system equipment and associated technical assistance covering on-site, hybrid and remote voting requirements for plenary sessions and other statutory or exceptional meetings.

Estimated contract value:Estimated overall contract amount: €1,407,500 (total estimated for the framework) as stated in the procurement metadata.

Key dates, scope and logistics

The framework contract is planned for an initial period of 12 months and may be renewed up to three times. The planned contract execution period in the procurement metadata indicates a total planned period of 48 months. The framework will service fifteen plenary sessions per year across the two institutions (9 EESC, 6 CoR), excluding August, and additional statutory meetings that require voting facilities and other exceptional events during the whole framework period.

Eligibility and applicant types

The procurement is open on the EU Funding & Tenders Portal and follows standard public procurement rules for an inter-institutional contract. The procurement documents contain selection criteria and administrative specifications that tenderers must satisfy. The call is not marked as SME-suitable in the metadata, but SMEs may still apply if they meet the selection and technical requirements.

1. 1Eligible applicant types: legal entities or natural persons meeting public procurement selection criteria. This typically includes: SMEs, large enterprises, consortia/associations of economic operators, specialist audiovisual and voting-systems providers, event-technology rental companies, systems integrators, and subcontractors authorised by the tenderer.
2. 2Consortiums: The procurement documentation requests tenderer qualification information and allows for entities to participate according to the selection criteria. The public tender structure commonly permits single legal entities or consortia/subcontracting arrangements; bidders must follow the selection and contractual requirements in the tender documents.
3. 3Geographic eligibility: The procurement is conducted by EU institutions and is intended for suppliers able to contract with EU institutions. The contracting authorities are EU bodies (CoR and EESC); therefore bidders established in EU Member States or meeting the rules for participation in EU institutional procurement (as described in the tender documents) are eligible. The procurement portal entry does not list specific non-EU eligible countries; treat geographic scope as EU/institutional procurement unless procurement documents state otherwise.

Funding type, nature of support and co-funding

This is a procurement (tender) for services and rental:a paid contract where the contracting authority will pay the awarded supplier(s) for delivery of the voting system equipment rental and technical assistance services. It is not a grant, loan, equity instrument, or subsidy.

1. 1Funding type: Procurement / service contract (framework agreement).
2. 2Nature of support: Monetary payments under a services contract (contracting authority pays supplier).
3. 3Co-funding requirement: No co-funding from the applicant is required; the awarded contractor will be paid by the contracting authority according to contract terms. Any required financial guarantees, insurance, or pre-financing conditions are governed by the draft contract in the procurement documents.

Technical and operational requirements (summary)

The tender includes detailed administrative and technical specifications provided as annexes: the technical specifications describe the voting system functionality and operational support expected (on-site, hybrid and remote voting capability), equipment rental and installation, technical assistance including technicians and support staff, testing, rehearsals, debriefing, data protection/consent for on-site personnel, and compliance with institutional rules and procedures.

1. 1Core service components requested: rental of voting system hardware, software licensing where applicable, installation and configuration at meeting venues, remote and hybrid voting capabilities (integration with remote meeting platforms), operator technical assistance during events, troubleshooting and maintenance.
2. 2Operational coverage: 15 plenary sessions per year (9 EESC and 6 CoR) plus other statutory meetings (e.g., CoR Commissions) and occasional exceptional events throughout the framework period.
3. 3Personnel and data handling: Provision of on-site personnel with data consent forms and an electronic list of relevant personal data (Annex V and Annex IV templates are provided).
4. 4Reporting and debriefing: Debriefing voting meeting form is provided as an annex to be completed after events.
5. 5Compliance: Bidders must comply with extracts of CoR and EESC rules and procedures included in the technical annexes.

Procedure, submission and evaluation

This is an open public tender published on the EU Funding & Tenders Portal. Submission is electronic only via the portal (eSubmission). The procurement metadata shows an open tender event and defines the tender validity period, appeal receiver, and award criterion weighting (price is indicated as an awarding criterion component; bidders must consult procurement documents for full award criteria and scoring).

1. 1Application type: Open call public tender via eSubmission on the EU Funding & Tenders Portal.
2. 2Submission method: eSubmission required (electronic submission).
3. 3Awarding criteria: Price is explicitly shown as an awarding criterion with weight parameters; full criteria and subcriteria are detailed in the procurement documents (tender specifications).
4. 4Important deadlines: Submission deadline 03 September 2026 12:00:59 Brussels time; open tender event (opening) 03 September 2026 14:30 Brussels time; additional information request period ends 26 August 2026.

Documents, templates and application structure

The procurement entry includes a set of mandatory documents and templates that form the application. Tenderers must download, complete and upload the required annexes and forms as specified. The main documents available are the Invitation to tender, Administrative and Technical Tender Specifications, Draft Framework Contract including annexes, and specific forms for declaration of honour and financial and technical offers.

1. 1Invitation to tender (Invitation_to_tender_V1.pdf).
2. 2PART I – Tender Specifications Administrative specifications (includes Annex I.2 Declaration on honour, Annex I.6 Financial offer form, Annex I.8 Project activities reference form).
3. 3PART II – Tender Specifications Technical specifications (includes Annex II.1 Technical offer form, Annex II.2 Debriefing voting meeting form, Annex II.3 Extract from CoR rules and procedures, Annex II.4 Extract from EESC rules and procedures).
4. 4Draft framework contract and annexes (Draft FWC_V1.pdf; Annex IV Consent form for on-site personnel; Annex V Template for the electronic list of relevant personal data for on-site personnel).
5. 5Forms format: The Financial offer form is provided as an XLSX spreadsheet (PART I - Annex I.6 - Financial offer form_V1.xlsx). The Declaration on honour is provided as a native DOCX. The Technical offer form and other annexes are provided as PDFs.

Recommended application structure (based on provided templates):1. Administrative envelope: completed Declaration on honour (Annex I.2), requested selection/supporting documents, proof of legal status, references using Annex I.8, certificates, and any additional documentation requested in PART I. 2. Technical envelope: completed Technical offer form (Annex II.1) describing proposed voting system, equipment list, technical compliance matrix against technical specifications, staffing plan, data protection approach (Annex IV/Annex V), testing and rehearsal plan, continuity and contingency measures, and debriefing approach (Annex II.2). 3. Financial envelope: completed Financial offer form (Annex I.6) with detailed cost breakdown for rentals, operation, personnel, travel, transport, insurance, setup/teardown, per-session rates and any optional costs. 4. Draft contract comments: any requested deviations or clarifications should be submitted as indicated in the Invitation to tender or draft FWC instructions.

Selection, evaluation stages and other procedural points

The procurement process includes an administrative and technical selection phase and a subsequent award phase. The metadata documents show an open tender event (bid opening) and indicate that price is an explicit awarding criterion. Tender validity period is 6 months. The tender includes contractual templates and annexes that bidders must accept or clearly comment on when necessary.

1. 1Application stages (high-level): 1) Preparation and electronic submission of documents (administrative, technical, financial); 2) Administrative check and selection (eligibility, exclusion and selection criteria); 3) Technical evaluation and scoring; 4) Price evaluation and award; 5) Contract signature and mobilisation. For summary purposes this can be considered 3 main decision stages (administrative selection, technical evaluation, award), but the operational flow includes additional steps (opening, clarifications, contract finalisation).
2. 2Tender validity: 6 months (as per tendering terms).
3. 3Appeals and remedies: appeal receiver party is specified in tender metadata; standard remedies and procurement review procedures apply as per EU institutional procurement rules.

Target sectors and project maturity

This procurement targets suppliers in the events, conferencing and audiovisual technology sectors with specialisation in electronic voting systems, hybrid meeting technologies and technical event support. The expected project maturity is operational/implementation: providers must deliver turnkey services (equipment rental, installation, operations, and technical assistance) for live events.

1. 1Target sector classification: ICT / audiovisual systems, event services, conferencing technology, voting systems, hybrid meeting services.
2. 2Project stage: implementation / service delivery (mature, operational solutions required).

Mentioned countries, beneficiaries and geographic eligibility

No individual countries outside of the EU institutions are explicitly named as eligible suppliers in the metadata. The opportunity is an inter-institutional procurement for EU institutions (Committee of the Regions and EESC) and is therefore primarily targeted at suppliers that can lawfully contract with EU institutions. The institutions named in the documents are CoR and EESC; both are EU bodies and imply EU/EEA-focused procurement rules.

1. 1Explicitly mentioned institutions: Committee of the Regions (CoR), European Economic and Social Committee (EESC).
2. 2Geographic beneficiary scope: EU institutional procurement (EU Member States / entities eligible to contract with EU institutions).

Success rates and competition

The tender metadata does not disclose historical success rates or number of expected awards. As a public competitive procurement with an estimated total value, success will depend on meeting selection criteria, technical compliance and offering a competitive price. No explicit success probability is provided in the documentation. Competition is expected to be moderate to high in the audiovisual and event-technology supplier market for EU institutions.

Other procurement-specific notes

Bidders must consult all procurement documents (administrative and technical specifications, draft FWC and annexes) available on the tender page. The documents include required templates and clear instructions for submission, and they contain provisions on personnel data consent and the electronic list of on-site personnel. The financial offer form is provided as a spreadsheet and must be completed exactly as requested. Any requests for information must be submitted before the end of the additional information request period (metadata indicates 26 August 2026).

Where to apply and obtain full documents:The tender is published on the EU Funding & Tenders Portal. Access the tender details and download all annexes and templates using the portal opportunity record Opportunity details on Funding & Tenders Portal ¹.

Concise checklist for prospective bidders

1. 1Register or sign in to the EU Funding & Tenders Portal and ensure eSubmission access.
2. 2Download and read: Invitation to tender, PART I administrative tender specifications, PART II technical specifications, Draft FWC and all annexes (I.2, I.6, I.8, II.1, II.2, II.3, II.4, Annex IV, Annex V).
3. 3Prepare administrative documentation including Declaration on honour and selection evidence.
4. 4Complete Technical offer form demonstrating compliance with technical specifications and provide staffing and operational plans.
5. 5Complete Financial offer form (spreadsheet) with detailed pricing per session and optional items.
6. 6Ensure personnel consent forms and electronic personnel list procedures are ready (Annex IV and V).
7. 7Submit electronically before 03 September 2026 12:00:59 (Brussels time).
8. 8Monitor the portal for clarifications and attend the open tender event (bid opening) details as published.

Long summary and explanation

This procurement is a public tender to establish an inter-institutional framework contract for the rental of an electronic voting system and provision of technical assistance for face-to-face, hybrid and remote meetings. The primary users are two EU institutions: the Committee of the Regions (CoR) and the European Economic and Social Committee (EESC). The framework covers a recurring annual programme of plenary sessions (15 per year across both institutions, excluding August) plus additional statutory meetings and exceptional events over the duration of the framework. The procurement is structured as a services framework agreement with an estimated overall value of €1,407,500 and a contractual design that allows an initial 12-month period renewable up to three times. Bidders must submit electronically via the EU Funding & Tenders Portal using the provided administrative, technical and financial templates. The evaluation will include administrative selection, technical compliance and price; the procurement documents give the precise award criteria and scoring. The technical specifications require suppliers to deliver turnkey event technology services including equipment rental, system integration for hybrid/remote voting, on-site technical personnel, data protection measures and reporting/debriefing after events. Interested suppliers should carefully follow the annex templates (financial offer XLSX, technical offer PDF, declaration DOCX, consent and personnel data templates) and meet the tender’s administrative and technical selection criteria. Consult the tender record on the Funding & Tenders Portal to download all documents, verify any later amendments and submit by the stated deadline ¹.

Footnotes

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

Opportunity Overview

This tender seeks an Inter Institutional Multiple Framework service contract for the rental of a voting system with technical assistance for face-to-face, hybrid, and remote meetings, managed by the Committee of the Regions of the European Union (CoR) ¹.

The contract covers 15 Plenary Sessions annually (9 for EESC, 6 for CoR) dispersed evenly throughout the year excluding August, plus other statutory meetings like CoR Commission meetings and exceptional events ².

Estimated Contract Value:The estimated overall contract amount is €1,407,500 excluding VAT ³.

Contract Duration:The framework is concluded for an initial period of 12 months, renewable up to 3 times, totaling a maximum duration of 48 months ⁴.

Who Should Apply

Ideal applicants are specialized vendors capable of providing secure electronic voting systems and on-site technical support for high-level institutional meetings ⁵.

Companies must demonstrate expertise in supporting three distinct meeting modes:fully face-to-face, hybrid (mixed in-room and remote), and fully remote (all participants via videoconference) ⁶.

Key Requirements and Scope

1. 1Provision of a secure, reliable voting system compatible with institutional rules of procedure
2. 2On-site technical assistance to resolve issues without disrupting meetings
3. 3Support for hybrid engagement ensuring remote participants are equally visible and audible
4. 4Adherence to privacy and data protection standards for on-site personnel
5. 5Flexibility to handle exceptional events beyond the scheduled Plenary Sessions

Submission Details

Submission Deadline:Tenders must be submitted electronically by 03 September 2026 at 12:00:59 (Brussels time) ⁷.

Submission Method:Submissions are required exclusively via the EU Funding & Tenders Portal using electronic submission (ESUBMISSION) ⁸.

All procurement documents, including the Invitation to Tender, Technical Specifications, and Draft FWC, are available in the portal under Reference ID 1bf4f360-41a4 ⁹.

Important Considerations for Applicants

Applicants must ensure their voting system complies with the specific rules and procedures of both the European Economic and Social Committee (EESC) and the Committee of the Regions (CoR) as detailed in the technical annexes ¹⁰.

Technical support must be proactive, ensuring that remote participants can speak first and are not overlooked, aligning with best practices for inclusive hybrid meetings ¹¹.

Footnotes

1. 1Official Tender Details: EU Funding Portal - Tender 1bf4f360
2. 2Meeting Schedule: 9 EESC and 6 CoR Plenary Sessions annually, excluding August Development Aid - Tender View
3. 3Estimated Value: €1,407,500 excluding VAT Bruselska Spojka - Tender Summary
4. 4Duration: Initial 12 months, renewable 3 times (48 months total) EU Tender Details - Contract Extension
5. 5Applicant Profile: Specialized vendors for institutional voting systems Belgium Tenders - Notice Summary
6. 6Technical Scope: Face-to-face, Hybrid, and Remote support Bruselska Spojka - Technical Description
7. 7Deadline: 03/09/2026 at 12:00:59 Brussels Time Bruselska Spojka - Deadline
8. 8Submission Method: Electronic via EU Funding & Tenders Portal EU Tender Details - Submission Method
9. 9Documents: Invitation to Tender, Technical Specifications, Draft FWC EU Tender Documents List
10. 10Rules of Procedure: Annex II.3 (CoR) and Annex II.4 (EESC) EU Tender Annexes
11. 11Hybrid Best Practices: Remote-first speaking, inclusive facilitation Monday.com - Hybrid Meetings Best Practices