Overview
European Union Aviation Safety Agency (EASA) open tender for supply, delivery, functional assembly/installation, disposal and optional maintenance of series office furniture, workplace chairs and lighting for its headquarters in Cologne with supplementary deliveries to the Brussels contact office. The procurement will be awarded as framework agreements (cascade) for up to two contractors with a maximum framework ceiling of €1,380,000 and a maximum duration of 48 months. Evaluation is by best price-quality ratio with price weighted 60% and quality 40% and a minimum technical threshold of 55/100 in the quality block. Submission is electronic via the EU Funding & Tenders Portal with a deadline of 09 November 2026 at 17:00:59 Europe/Berlin.
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Highlights
What is being procured
Scope in one line
Supply, delivery, functional assembly/installation, handling (unloading, short-term storage), disposal of packaging, and optionally maintenance/repairs of series office furniture, task chairs and lighting for EASA headquarters (Cologne) and supplementary fit‑out for the EASA contact office in Brussels.
Contract type and duration:Open procedure to award multiple framework contracts with cascade (up to 2 contractors). Maximum framework duration 48 months; initial framework term 12 months with up to 3 extensions 1.
Who can apply
Any economic operator (companies, consortia) established in the EU/EEA, Norway, Iceland, Liechtenstein or Switzerland and in third countries with applicable procurement agreements, provided they meet exclusion and selection requirements, can submit tenders electronically via the EU Funding & Tenders Portal (EU Login and PIC required) F&T Portal.
- 1Sole bidders or joint bids (lead member required); subcontracting allowed but must be named where applicable
- 2Must satisfy selection criteria: economic/financial (average turnover) and technical experience (references) as set out in tender documents
Key financials & deadlines
| Framework ceiling (max) | €1,380,000 |
|---|---|
| Estimated budget used for evaluation scenario | €350,000 (evaluation scenario only) |
| Maximum contract duration | 48 months |
| Deadline for receipt of tenders | 09/11/2026 17:00 (Europe/Berlin) |
| Public opening | 10/11/2026 10:00 (Europe/Berlin) |
Award will follow best price-quality ratio (price 60% / quality 40%); bids must include technical offer, financial offer (Annex 1‑6) and requested supporting documents. Delivery locations: Cologne (majority) and Brussels (minor share).
How to apply:Submit electronically via eSubmission on the EU Funding & Tenders Portal. Registration in the Participant Register (PIC) and an EU Login account are required; see the tender page for all procurement documents and templates Tender documents 1.
Footnotes
- 1Full procurement documents, templates (specifications, financial offer form, selection and award criteria, lead products, GPP criteria) and submission link are published on the Funding & Tenders Portal Tender Details page (see Tender documents link above).
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Breakdown
Kurztitel:Möbel für ein Verwaltungsgebäude. Ausschreibender Auftraggeber: European Union Aviation Safety Agency (EASA), Hauptsitz Köln, Kontaktbüro Brüssel. Veröffentlicht: 05/10/2026. Verfahren: Offenes Verfahren, Elektronische Einreichung über das EU Funding & Tenders Portal (eSubmission). TED-Referenz: 192/2026 (682637-2026).
Hauptring und Gegenstand:Gegenstand der Ausschreibung ist der Einkauf von Serienmobiliar (System- und sonstiges Serienmobiliar), Arbeitsplatzstühlen und Beleuchtung für Ersatz und Erstausstattung (Hauptsitz EASA Köln, Ergänzung Brüssel). Leistungsumfang: Lieferung, funktionsfertige Montage und Aufstellen am Verwendungsort einschließlich Abladen, ggf. Lagern auf der Verwendungsstelle, Entsorgung anfallender Abfälle sowie gegebenenfalls Wartung und Reparaturen.
Vertragsform, Laufzeit und Bewertung:Mehrfach-Rahmenverträge mit Kaskadensystem, maximal zwei Auftragnehmer. Maximale Vertragsdauer 48 Monate; Rahmenvertragsobergrenze €1 380 000. Rahmenvertrag anfänglich 12 Monate mit Option auf bis zu 3 Verlängerungen. Zuschlagsmethode: Best price-quality ratio; Gewichtung: Preis 60 %, Qualität 40 %. Qualitätsschwelle: mindestens 55/100 Punkte im Qualitätsblock. Preisbewertung erfolgt über die zu evaluierende Angebotssumme gemäß Muster im Anhang 1-6.
Wichtige Termine:Frist für den Eingang der Angebote: 09/11/2026 17:00:59 Europe/Berlin. Öffnung der Angebote: 10/11/2026 10:00 Europe/Berlin. Letzte Frist für Rückfragen: 30/10/2026 23:59 Europe/Berlin. TED-Veröffentlichung: 05/10/2026. Elektronische Einreichung und Dokumente über EU Funding & Tenders Portal F&T Portal 1.
- 1Submission method: Electronic via eSubmission (EU Login account and PIC required).
- 2Language: Any official EU language accepted for submission; documents published in German (legally binding).
- 3Submission documents: Invitation letter, Specifications Part 1 (administrative), Specifications Part 2 (technical), Annexes 1-1 to 1-10 (incl. financial offer template, selection and award criteria, lead products, GPP criteria, Declaration on Honour, templates for joint bids, subcontractor letters).
- 4Public opening: Virtual public opening; maximum two representatives per tender may attend after registration by email (tenders@easa.europa.eu).
Who can apply and how to structure an offer
Eligible applicant types:companies of any legal form, including SMEs, large enterprises, manufacturers, furniture systems suppliers, installers, service providers; consortia/joint-tenders allowed. Subcontracting allowed; subcontractors whose share >10 % or whose capacities are relied on for selection criteria must be named and provide commitment letters. Bidders may rely on other entities' capacities (commitment letter required).
Eligible Applicant Types:SMEs, large enterprises, manufacturers, distributors, installers, interior fit-out contractors, logistics providers, public entities, consortia (joint bids) and subcontractors. Natural persons are not the target; individual consultants would only be relevant as declared members of legal entities or subcontractors.
Funding Type:This is a procurement (supply contract) leading to framework agreements. Funding mechanism: public procurement (contract for supplies), not a grant or loan.
Consortium Requirement:Single tenderer acceptable; consortia allowed. If joint bid, a lead member must be appointed by power of attorney (Annex 1-3).
Beneficiary Scope (Geographic Eligibility):Open to entities established under the EU Treaties, Norway, Iceland, Liechtenstein, Switzerland and third countries with procurement agreements where applicable. Work locations: Cologne (DE) ~95 % of expected deliveries and Brussels (BE) ~5 %.
Target Sector:Office furniture and interior fit-out sector: office systems, desks (electric height-adjustable), office chairs, seating, lounge furniture, conference seating, tables, terrace/bistro furniture, lighting, monitor arms and accessories, installation and related services (disposal, storage, maintenance).
Mentioned Countries:Germany (Köln) and Belgium (Brussels).
Project Stage:Procurement for procurement/delivery, installation and maintenance — expected maturity: commercialization / delivery and installation stage (ready-to-supply products and services).
Funding Amount:Framework ceiling stated in procurement documentation: €1 380 000 (maximum contract value across the framework). The procurement uses an evaluation scenario budget of €350 000 for financial scoring (informative only).
Application Type:Open call for tenders via Funding & Tenders Portal – single-stage electronic submission. Bidders submit technical and financial offers via eSubmission.
Nature of Support:Contracting authority will purchase supplies and receive services; successful bidders receive monetary payments under supply contracts. This is procurement of goods and services (supplies) — monetary.
Application Stages:Single-stage electronic submission with administrative checks, exclusion and selection checks, technical and quality evaluation, financial evaluation, award decision and contract signature. (Effectively 1 main submission stage with subsequent evaluation and award.)
Success Rates:Not published. Award will produce up to two framework contractors; number of applicants unknown so success rate cannot be determined from documents.
Co-funding Requirement:No co-funding required; bidders must include full prices (net of VAT). All costs for performance (delivery, installation, removal, disposal, packaging, transport) must be included in unit prices.
Mandatory technical, financial and administrative requirements
Key administrative and eligibility obligations:registration in the Participant Register and possession of a PIC; EU Login account for eSubmission; Declaration on Honour (Annex 1-2) covering exclusion and selection criteria; financial offer using the template Annex 1-6; technical offer must address specifications Part 2 and the lead product list (Annex 1-8). Named subcontractors (over 10 % or relied upon for selection) must provide commitment letters (Annex 1-5.1). Entities whose capacities are relied on must provide Annex 1-5.2 commitment. Bids must follow the file naming and eSubmission upload rules in Annex 1-1.
- 1Essential administrative forms: Invitation letter, Annex 1-2 Declaration on Honour, Annex 1-3 Joint bid power of attorney (if applicable).
- 2Selection evidence: Annex 1-7a (economic/financial information), Annex 1-€7B (technical experience) and supporting accounts/statements (last 2 years).
- 3Technical offer content: product make/model for each lead position (Annex 1-8), technical datasheets, equivalence evidence for alternatives, product certificates (GS, Indoor Advantage Gold, Ecolabel/EPD/PEFC/FSC where applicable), maintenance and warranty commitments (Annex 1-10).
- 4Financial offer: complete priced schedule with unit prices per position using Annex 1-6 template, discount on catalog portfolio and Brussels delivery surcharge/discount as requested.
| Item | Key details |
|---|---|
| Submission method | Electronic: eSubmission (EU Login, PIC mandatory) |
| Deadline | 09/11/2026 17:00:59 Europe/Berlin |
| Opening | 10/11/2026 10:00 Europe/Berlin (virtual, register to attend by email) |
| Framework ceiling | €1 380 000 |
| Estimated split (delivery) | Köln ~95 %, Brüssel ~5 % |
| Evaluation | Price 60 %, Quality 40 %; technical threshold 55/100 |
Technical and sustainability expectations (high level)
The technical specifications (Part 2 and Annex 2-1) set mandatory product and performance requirements for each product group. Bidders must either offer the stated lead products or demonstrate equivalence with product datasheets and samples. Required product characteristics include: electric height-adjustable desks (specified frame, motor, safety features, capacity and certifications), ergonomic office chairs (weight rating up to 160 kg, specified mechanism, certifications), specified lead makes for meeting chairs, monitor arms, acoustic desk screens with defined sound absorption, lounge seating, terrace/ outdoor furniture and professional lighting fittings with sensor and IoT-ready options. Environmental and Green Public Procurement (GPP) criteria apply: awarded points for EU Ecolabel / Type I labels, FSC/PEFC for wood, REACH/VOC/formaldehyde limits, durability/repairability/recyclability, recycled content and labelling of plastics (see Annex 1-9). Product documentation and certificates must be supplied.
- 1Key product groups: System furniture (electric desks, storage systems), Office chairs, Series furniture (meeting chairs, monitor arms, panels), Lounge furniture, Terrace furniture, Bistro/Catering furniture, Conference seating and tables, Lighting.
- 2Mandatory standards/certificates: GS safety, EN standards for desks and chairs (EN 527, EN 1335, EN 14073, EN 15372 where applicable), Indoor Advantage Gold, manufacturer quality system certificates (ISO 9001, ISO 14001, ISO 45001 or equivalent), FSC/PEFC for wood.
- 3Packaging & waste: recyclable packaging, removal and disposal of packaging by bidder, damaged items replaced within 21 calendar days at bidder cost.
- 4Warranty & after-sales: bidders indicate warranty and post-delivery availability; tender awards consider warranty length, spare-part availability, response and repair times (Annex 1-10).
Bid evaluation may include physical inspection of samples; if requested bidders must provide samples within 10 working days at their expense. Tenderers must also demonstrate logistical planning for restricted delivery points and building access at Köln and Brüssel (detailed access, lifts and handling constraints are specified in the technical annexes).
Templates and application structure
Required templates and the expected structure of the submission are provided in the procurement documents. Bidders must follow the templates exactly (Annex references below) and upload in eSubmission under the categories specified in Annex 1-1.
- 1Administrative package: Annex 1-2 Declaration on Honour; Annex 1-3 Agreement/Power of Attorney for joint bids; Annex 1-4 list of named subcontractors; Annex 1-5.1 commitment letters by named subcontractors; Annex 1-5.2 commitment letters for entities whose capacities are relied upon.
- 2Selection evidence: Annex 1-7a (economic/financial form to show average turnover for last two years), Annex 1-€7B (technical experience form to list similar projects, clients, contract values and durations).
- 3Technical offer: product datasheets, lead product identification using Annex 1-8, equivalence evidence (photographs, technical documentation) and optional sample submission if requested.
- 4Financial offer: complete priced schedule using Annex 1-6, including unit prices for each item and the overall discount on the bidder product catalogue; indicate surcharge/discount for deliveries to Brussels as requested in the template.
| Template | Purpose / where to find |
|---|---|
| Annex 1-2 | Declaration on Honour (exclusion & selection) |
| Annex 1-6 | Financial offer template (mandatory pricing) |
| Annex 1-7 | Selection criteria forms (F1 financial, T1 technical) |
| Annex 1-8 | Lead products list (to be used to identify offered makes/models) |
| Annex 1-9 | GPP award criteria table |
| Annex 1-10 | Useful additional services: warranty, spare part and response time info |
All templates and procurement documents are downloadable from the Funding & Tenders Portal opportunity page and must be used for submission. The legally binding language of the tender documents is German; English translations are provided as courtesy where available 1.
Evaluation and award specifics
Evaluation sequence:administrative compliance → exclusion checks (Declaration on Honour and possible national database checks) → selection (financial and technical capacity minimums) → technical/quality evaluation using the award criteria matrix → financial scoring and final ranking. The contracting authority will award multiple framework contracts in cascade to the highest-ranked bidders up to two contractors whose offers meet minimum requirements and are not subject to restrictive measures or exclusion.
- 1Quality scoring: 40 points weighting across ecology/GPP, technical comparability to lead products, useful additional services (warranty, spare part availability, response times).
- 2Price scoring: 60 points based on lowest evaluated tender sum. Financial evaluation uses a scenario in Annex 1-6 (informative budget of €350 000 for scoring comparability).
- 3Threshold: bidders must attain at least 55/100 in the technical/quality block to be considered for price evaluation.
The contracting authority reserves the right to require additional evidence during evaluation, to request clarifications, or to correct obvious clerical errors after confirmation by the bidder. Missing required documents may result in rejection; late submissions are not accepted.
Risk, compliance and security
Bidders must ensure compliance with EU restrictive measures and national legal obligations. Security clearance and building access rules are mandatory for personnel entering EASA premises: suppliers must complete the provided forms (INSTR.RS.5.001.001 and INSTR.RS.5.001.002) and follow the safety and environment sheet for external companies. Costs for any security background checks or compliance measures are borne by the contractor. Transport, delivery scheduling, packaging, on-site handling and disposal responsibilities are specified in the technical annexes and must be planned by bidders.
- 1On-site rules: registration of personnel 5 days prior to works for Köln and Brüssel sites; arrival/departure registration at security desk; display of ID badges during presence.
- 2Health & safety: contractor is responsible for worker safety, PPE, fire permits for hot works, and for cleaning and restoration following works.
- 3Environmental: packaging must be recyclable; bidders must remove and properly dispose of packaging; damaged deliveries must be corrected within 21 calendar days at bidder cost.
| Contact for procedural questions | eSubmission helpdesk via F&T portal and eSubmission Quick Guide (links in documents) |
|---|---|
| Technical/delivery contact | Details supplied to successful bidders prior to first call-off; site access forms via EASA security email EASAsecurity@easa.europa.eu |
| Submission address | eSubmission: webgate.ec.europa.eu |
Important operational details, site access constraints, lift sizes, delivery points, and floor-by-floor limitations are provided in the technical annexes (Spezifikationen Teil 2 and Anhang 2-2 Lagepläne). Bidders must review the annexed site plans and delivery routes and include suitable handling equipment and logistics in their offers.
How to prepare a compliant tender — suggested checklist
- 1Register organisation in Participant Register and obtain PIC; obtain EU Login account.
- 2Download all procurement documents and annexes from the Funding & Tenders Portal opportunity page.
- 3Complete and sign Declaration on Honour (Annex 1-2); prepare other administrative evidence required by Annex 1-1.
- 4Complete Annex 1-7a and 1-€7Bto demonstrate economic/financial capacity and technical references.
- 5Prepare technical offer: list exact makes/models for each lead position (Annex 1-8), include datasheets, certificates, equivalence evidence and indicate warranty/after-sales (Annex 1-10).
- 6Complete financial offer using Annex 1-6 template including unit prices for every listed item, portfolio discount and Brussels surcharge/discount where applicable.
- 7If joint bid or subcontractors involved: provide Annex 1-3 agreement, Annex 1-4 list of subcontractors and Annex 1-5 commitment letters as required.
- 8Upload all documents in eSubmission in the categories prescribed in Annex 1-1 before the deadline; obtain submission receipt timestamp.
EASA strongly recommends early registration in the participant register and early testing of eSubmission with the exact documents intended for upload to avoid technical problems near the deadline. Any questions must be submitted via the Portal Q&A area in good time (see deadline in Invitation letter).
Concluding summary
This procurement is an open tender issued by the European Union Aviation Safety Agency to acquire series office furniture, chairs and lighting and associated delivery, installation, disposal and maintenance services for its headquarter in Cologne and supplement for its Brussels office. The award will be made using best price-quality ratio to up to two suppliers under framework agreements with cascade ordering. Bidders must use the provided templates, meet minimum selection criteria (financial and technical), address GPP and product certification requirements, and submit both technical and financial offers electronically through the EU Funding & Tenders Portal by the deadline 09/11/2026 17:00:59 Europe/Berlin. Detailed technical requirements and document templates are provided as annexes and must be followed precisely. The contracting authority will evaluate compliance, exclusion and selection criteria, technical quality (40 %) and price (60 %) to rank bidders and conclude framework agreements with the top-ranked suitable bidders.
Footnotes
- 1Procurement documents and submission are available on the EU Funding & Tenders Portal: ec.europa.eu
Short Summary
Impact Equip and refit administrative premises with certified, ergonomic and sustainable office furniture and lighting to restore functionality and improve workplace comfort and durability. | Impact | Equip and refit administrative premises with certified, ergonomic and sustainable office furniture and lighting to restore functionality and improve workplace comfort and durability. |
Applicant A supplier or contractor able to provide series office and system furniture, ergonomic chairs and lighting plus logistics, on-site assembly/installation, waste disposal and after-sales maintenance while meeting technical and sustainability certifications. | Applicant | A supplier or contractor able to provide series office and system furniture, ergonomic chairs and lighting plus logistics, on-site assembly/installation, waste disposal and after-sales maintenance while meeting technical and sustainability certifications. |
Developments Procurement, delivery and functional installation of electric height-adjustable desks, office chairs, series furniture, lighting and related accessories, including short-term storage, disposal and optional repair/maintenance services. | Developments | Procurement, delivery and functional installation of electric height-adjustable desks, office chairs, series furniture, lighting and related accessories, including short-term storage, disposal and optional repair/maintenance services. |
Applicant Type Profit companies of any size (SMEs and large enterprises) active in office furniture supply, interior fit-out, logistics and installation. | Applicant Type | Profit companies of any size (SMEs and large enterprises) active in office furniture supply, interior fit-out, logistics and installation. |
Consortium Single tenderers are acceptable; joint bids/consortia are allowed provided a lead member is appointed and required commitment letters are submitted. | Consortium | Single tenderers are acceptable; joint bids/consortia are allowed provided a lead member is appointed and required commitment letters are submitted. |
Funding Amount Framework ceiling €1,380,000 (maximum across the framework); an internal evaluation scenario budget of €350,000 is used for financial scoring. | Funding Amount | Framework ceiling €1,380,000 (maximum across the framework); an internal evaluation scenario budget of €350,000 is used for financial scoring. |
Countries Primarily Germany (Cologne headquarters, ~95% of deliveries) with a minor share in Belgium (Brussels contact office, ~5%); bidders established in EU/EEA and specified eligible third countries may apply. | Countries | Primarily Germany (Cologne headquarters, ~95% of deliveries) with a minor share in Belgium (Brussels contact office, ~5%); bidders established in EU/EEA and specified eligible third countries may apply. |
Industry Industry-specific public procurement targeting the office furniture and interior fit-out sector (supply and installation), with Green Public Procurement and product certification requirements. | Industry | Industry-specific public procurement targeting the office furniture and interior fit-out sector (supply and installation), with Green Public Procurement and product certification requirements. |
Additional Web Data
This is a European Union Aviation Safety Agency procurement tender for series furniture, other standard furniture, workplace chairs and lighting for the replacement of existing furniture and the initial fit out of areas changed in use at EASA headquarters in Cologne, plus additional furnishings for the EASA contact office in Brussels.25
The required services include delivery, functional assembly and installation at the place of use, unloading, temporary storage if needed, disposal of waste arising from the works, and where necessary maintenance and repairs.2
Who can apply
This opportunity is aimed at economic operators that can supply office and system furniture, seating and lighting and can also carry out the associated logistics and installation work in occupied administrative premises.25
The EASA procurement pages state that current tender procedures are published on the EU Funding and Tenders Portal and that the tender documents are available there.513
Deadline and procedure
A public notice mirror shows a submission deadline of 9 November 2026 at 17:00:59 UTC, and it also indicates that the award criterion is the best price quality ratio.2
Because this is a procurement tender rather than a grant, there is no funding rate; the successful bidder would be paid under the contract terms set out in the tender documents.25
Key points for applicants
The contract scope covers both supply and installation, so bidders need capability in furniture delivery, assembly and site coordination.2
The project serves two locations, mainly Cologne and additionally Brussels, which implies cross site logistics and installation planning.2
The gathered sources did not show the contract value or duration, so these details should be checked in the official tender documents on the portal.513
The opportunity is specifically linked to EASA, the European Union Aviation Safety Agency, as the contracting authority.25
| Topic | Details |
|---|---|
| Contracting authority | European Union Aviation Safety Agency (EASA).25 |
| Procurement type | Tender for furniture, chairs and lighting.25 |
| Main locations | Cologne headquarters and Brussels contact office.2 |
| Core obligations | Delivery, functional assembly, installation, unloading, waste disposal, maintenance and repairs.2 |
| Award information | Best price quality ratio.2 |
| Deadline shown in gathered sources | 9 November 2026 at 17:00:59 UTC.2 |
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