Meeting room equipment, maintenance and support

European Maritime Safety Agency (EMSA) has published an open tender (EMSA/2026/OP/0012) to provide supply, rental, installation, integration, maintenance and on-site support for meeting room audiovisual and conferencing equipment. The contract is a framework supply agreement planned for up to 48 months with an estimated total value of €800,000 and may include multiple framework partners with cascade and reopening-of-competition mechanisms. Award will be based on best price-quality ratio (framework weighting: quality 60%, price 40%) and minimum selection requirements include financial and technical capacity as set out in the procurement documents. Electronic submission via the EU Funding & Tenders Portal is required and the tender deadline is 16 October 2026 at 16:00 Europe/Lisbon.

Opportunity type and contracting authority

Call identifier EMSA/2026/OP/0012 (TED ref 627635-2026)

Tender for supply, rental, installation, technical support and regular maintenance of audiovisual, conferencing and videoconferencing equipment for EMSA (European Maritime Safety Agency). The contract is a framework agreement (multiple contractors, cascade and re-opening of competition mechanisms). EMSA is the lead contracting authority and submissions are electronic via the EU Funding & Tenders Portal; an EU Login account and PIC are required.

Estimated value and duration:Estimated total value €800,000 (excluding VAT). Maximum contract duration 48 months; framework initially 12 months renewable up to 3 times. ¹

1. 1What it funds: provision, rental, installation, configuration, integration, testing, handover documentation, on-site technical support and corrective and preventive maintenance of meeting-room and conference A/V systems, plus rental for events and one-off purchases by quotation
2. 2Who can apply: economic operators established in EU Member States plus Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina; joint bids and subcontracting allowed under specified conditions
3. 3Contract model and award: open procedure to award up to 3 framework contracts; award by best price-quality ratio (quality 60% / price 40% for the framework), possible reopenings of competition for orders >= €60,000
4. 4Minimum selection thresholds: annual turnover at least €250,000 (last 3 years); technical team and experience requirements (see procurement documents)

Procedure specifics:open electronic submission via the Funding & Tenders Portal (eSubmission). Framework may be multiple with cascade for orders below €60,000 and reopening of competition for orders from €60,000. Tender documentation (Invitation, Tender Specifications, Draft Framework Contract, Appendix A order form) published on the procurement page.

Footnotes

1. 1Full procurement documents and submission are available on the Funding & Tenders Portal: F&T Tender page

Opportunity summary

The European Maritime Safety Agency (EMSA) has published an open procedure call for tender (procedure identifier EMSA/2026/OP/0012, TED ref 627635-2026) to establish a framework supply contract for meeting room audio-visual equipment, rental, on-site technical support and maintenance services. The procurement is for supplies and related services to be delivered primarily at EMSA headquarters (Praça Europa 4, 1249-206 Lisbon, Portugal) with possible services at other agreed locations. The estimated total value of the procedure is €800,000 (excluding VAT). The contracting authority intends to conclude a multiple framework contract (up to three economic operators) with both a cascade mechanism for requests below €60,000 and reopenings of competition for requests equal to or above €60,000. The maximum overall contract duration under planning is 48 months; the draft framework contract is concluded for an initial period of 12 months renewable up to three times. Submission is electronic via the EU Funding & Tenders Portal e-Submission application. The submission deadline is 16 October 2026 at 16:00 (Lisbon time). The public opening of tenders will take place remotely on 20 October 2026 at 10:00 (Lisbon time).

Key dates:Deadline for receipt of tenders: 16/10/2026 16:00 (Europe/Lisbon). Public opening (remote): 20/10/2026 10:00 (Europe/Lisbon). Last date for questions: contracting authority not bound to reply to questions submitted after 08/10/2026 23:59 (Europe/Lisbon). Estimated contract signature Q4 2026 ¹.

What the contract covers (scope and technical requirements)

Scope:provision, rental, delivery, installation, integration, configuration, testing, documentation, handover, on-site technical support, corrective maintenance, and regular preventive maintenance of audio-visual, videoconferencing, interpretation and conference equipment for EMSA meeting rooms, a conference centre, a training room and a virtual reality / e-Laboratory. Support for hybrid and virtual meetings (Teams, Zoom, Interactio or similar), live streaming (OBS or equivalent), interpretation systems (Bosch), conference microphones and broadcasting tool operation is required. Emergency same-business-day response for critical system failures; maximum three working days response for normal faults.

Minimum maintenance checks:complete AV check of meeting rooms, e-Laboratory and conference centre; cabling corrections and soldering if required; firmware and software updates; Evoko digital signage support; LG SuperSign CMS support (currently 5 connected screens); maintenance reports including projector hours and corrective actions; forecasting repairs and replacement needs; sound tests; moving and reinstallation of equipment when requested. Maintenance checks are conducted by two experienced technicians, minimum six hours per check, preferred time 09:00–17:00 with one-hour lunch break.

Rental requirements:short-term rental of projectors, displays and LED screens, microphones, conference and interpretation systems, IR receivers, cameras, video-conferencing equipment and software, live-streaming equipment, PA systems, lighting, staging, carpeting, podiums, mobile conference solutions and event support. Rental pricing to be provided as daily rates.

EMSA site equipment inventory (representative, non-exhaustive):11 meeting rooms (37–209 m2), 1 conference centre (506 m2), 1 training room, 1 VR/e-Laboratory. Examples of existing installed equipment: 75” screens, 86” screen, projectors Sony VPL PHZ10 and Optoma Laser ZU606T, Da-Lite motorised screens, multiple 49” and 55” LG displays, LG 136” LED All-in-One screen (e-Lab), Poly E70 endpoints, Yamaha YVC-1000, Polycom studio USB soundbars, Extron control hubs, Lumens VC A50 PTZ cameras, Bosch DCN and Dicentis microphone and central control systems, Bosch CCS 1000 D units, PTZ cameras, 130 IR receivers, Behringer X32 console mixer, Oculus Rift S VR headsets, high-performance PCs and studio cameras, teleprompter and chroma-key studio area.

Services will be mainly performed at EMSA HQ in Lisbon; EMSA may request deliveries or services in other locations in or outside the Lisbon area by agreement.

Procurement model, contract clauses and award

Procurement type:Open procedure, electronic submission required. Nature of contract: supplies (with services). Award method: best price-quality ratio. Contract model: framework supply contract (FWC) with cascade mechanism and reopening of competition. EMSA intends up to three framework contractors; if only one tender is awarded, a single FWC will be signed. Cascade applies for requests below €60,000; reopening of competition applies for requests from €60,000 upwards. Order Forms will be used to call off supplies and services. The FWC contains detailed general and special conditions (see draft FWC Annexes in procurement documents).

Estimated value and duration:Estimated total value: €800,000 (excluding VAT). Maximum planned overall contract duration: 48 months. FWC initial period 12 months, renewable up to 3 times (total up to 48 months).

Payment and VAT:EMSA is exempt from duties and taxes including VAT by virtue of the Protocol on the Privileges and Immunities of the European Union; contractors must indicate VAT separately and follow invoicing rules in the draft contract. Invoices shall be sent via e-PRIOR as specified in the draft contract.

Who can apply and eligible applicant types

Eligible applicant types:private companies (SMEs and larger enterprises), consortia / joint tenders, subcontractors and entities on whose capacities a tenderer relies. Public sector entities and international organisations are allowed to participate under the rules. Participation is open to economic operators established in EU Member States and additionally to economic operators from Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina as explicitly stated in the Invitation to Tender. International organisations may also participate. Tenderers must hold relevant legal authorisations to pursue professional activities required to perform the contract and must not be in exclusion situations described in the Declaration of Honour.

Eligible Applicant Types (concise list)

1. 1SMEs (small and medium enterprises) and larger enterprises providing AV/video-conferencing supplies and services
2. 2System integrators and AV rental companies
3. 3Companies offering installation, maintenance and on-site technical support services
4. 4Consortia / joint tenders (groups of economic operators) with a designated group leader
5. 5Subcontractors and third-party suppliers (to be declared where applicable)
6. 6Public sector entities and international organisations (eligible to tender)
7. 7Economic operators established in EU Member States and these non-EU countries: Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia, Bosnia and Herzegovina

Selection, exclusion and minimum requirements

Exclusion and selection:tenderers must submit a signed Declaration of Honour (non-exclusion). Selection criteria include legal/regulatory capacity, economic and financial capacity and technical & professional capacity. Minimum economic threshold: minimum yearly turnover of €250,000 for the last three years. Technical prerequisites include at least three years' experience supplying and installing AV equipment and three years' experience in regular maintenance; proposed team must include a minimum of three AV technicians (one team leader) and a designated Project Officer. Tenderers relying on third-party capacities must produce signed commitment letters.

Grounds for exclusion and evidence required:Completed Declaration of Honour, judicial records or equivalent and tax/social security certificates on request. EMSA may request documentary evidence at any stage. Tenderers must not be subject to EU restrictive measures during performance.

Award criteria and evaluation process

Award method:Most Economically Advantageous Tender (MEAT) using quality and price weighting. For the framework contract award the weighting is: Price 40%, Quality criterion 1 (delivery methodology, team, responsiveness, maintenance procedures) 30%, Quality criterion 2 (quality of proposed equipment/technical solution/system integration, installation and testing methodology, scenario response) 30%. Each quality criterion scored 0-10 by evaluators; minimum thresholds apply: at least 60% for each quality subcriterion to be considered for final scoring. Reopenings of competition (for individual orders >= €60,000) will use award criteria to be specified in the request for specific contracts; indicative weighting for reopenings is 50% quality / 50% price unless otherwise specified.

Application and submission details

Submission method:electronic submission via the Funding & Tenders Portal e-Submission application. A valid EU Login account is required. Tenders must be submitted before the deadline and in one of the 24 official EU languages; English is preferred and evaluators may require English versions of key documents. Only e-Submission uploads are accepted; e-mail and postal submissions will be disregarded. Tender validity: 6 months from submission. Tender opening: public remote session; tenderers may request to attend and must provide credentials at least five calendar days before opening.

Submission checklist and templates to include:The mandatory documents and templates are specified in the Tenderer’s Checklist and include: signed cover letter and Authorised Signatory Form; Legal Entities and Bank Accounts Form; Declaration of Honour and supporting evidence; Simplified Financial Statements and supporting financial documents; List of identified subcontractors; Commitment letters from subcontractors or entities on whose capacities the tenderer relies; technical and financial offer including Appendix A completed in full (tabs 1 to 6); CVs of proposed team; demonstration of at least three years’ experience; sample maintenance checklist/report; installation and maintenance methodology. The procurement documents (Invitation to Tender, Tender Specifications, Draft FWC, Order Form template, Appendix A) must be consulted and completed. An original hard copy of the offer and supporting Declaration of Honour documents may be requested after award.

1. 1Signed cover letter with authorised representative details and bank account information
2. 2Authorised Signatory Form (template)
3. 3Legal Entities and Bank Accounts Form (template) and supporting documentation
4. 4Declaration of Honour (DoH) and documentary evidence where requested
5. 5Simplified Financial Statement and relevant financial statements for last closed accounts
6. 6Technical offer: scenario response (Appendix A tab 1), methodology, team description, CVs
7. 7Financial offer: completed Appendix A tabs 2–6 (prices for supply, technical support, maintenance, rental, summary)
8. 8List of identified subcontractors and commitment letters where applicable
9. 9Agreement/Power of attorney for joint tenders (if applicable)
10. 10Sample maintenance checklist and maintenance reporting example

Commercial and operational terms to note

Prices must be quoted in euro, fixed and non-revisable for the first year unless price revision clauses in the contract apply. EMSA is exempt from VAT; VAT must be shown separately and invoicing must follow the FWC and e-PRIOR invoicing rules. Delivery Incoterm for EMSA HQ is DDP Praça Europa 4, Lisbon (unless otherwise agreed). Orders will be requested via Order Forms referencing the Framework Contract. The contractor must be able to perform emergency interventions with same-business-day response for critical failures and three-working-days response for normal faults. Maintenance checks are to be performed by two technicians with at least six hours per check.

Consortium requirement

EMSA accepts single tenderers or joint tenders (consortia). Where a joint tender is submitted, all group members assume joint and several liability and must appoint a group leader with power to act on behalf of the group. The contracting authority requires an Agreement/Power of attorney for joint tenders and a breakdown of roles/tasks of each member. Subcontracting is permitted but subcontractors with an intended share above 20% or whose capacities are relied upon for selection criteria must be identified and supply commitment letters.

Beneficiary scope (geographic eligibility) and mentioned countries

Eligible bidders:economic operators established in EU Member States and additionally from: Albania, Republic of North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina. International organisations may also participate. Place of performance: primarily Lisbon, Portugal (EMSA HQ).

1. 1Portugal (place of performance: Praça Europa 4, Lisbon)
2. 2European Union (all Member States eligible for tendering)
3. 3Albania
4. 4Republic of North Macedonia
5. 5Iceland
6. 6Liechtenstein
7. 7Montenegro
8. 8Norway
9. 9Kosovo
10. 10Serbia
11. 11Bosnia and Herzegovina

Categorisation answers (structured)

1. 1Eligible Applicant Types: startups and SMEs, large enterprises, system integrators, AV rental companies, universities or research institutes only if they operate commercially in the AV domain, non-profits and international organisations where they can supply the required services, consortia/joint tenders and subcontractors. Public-sector entities may participate under stated rules.
2. 2Funding Type: procurement (tender) — framework supply contract payable by EMSA (contract for supplies and services).
3. 3Consortium Requirement: single tenderer or consortium allowed; consortium (joint tender) must appoint a group leader and supply an Agreement/Power of attorney. Up to three framework contractors intended.
4. 4Beneficiary Scope (Geographic Eligibility): EU Member States plus Albania, Republic of North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina; international organisations eligible.
5. 5Target Sector: ICT and audio-visual equipment and services, events and conferencing support, video-conferencing, broadcast/live streaming, AV system integration and maintenance (sectors: ICT, audiovisual/AV hardware & services, events/meetings services, virtual reality/e-laboratory support).
6. 6Mentioned Countries: Portugal, Albania, Republic of North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia, Bosnia and Herzegovina; EU (region) referenced generally.
7. 7Project Stage: operation / maintenance / service delivery; supply and installation of hardware and integration (mature commercial deployment, installation, validation and operational support).
8. 8Funding Amount: estimated total procedure value €800,000 (excluding VAT).
9. 9Application Type: open call for tenders with electronic submission (e-Submission) on the EU Funding & Tenders Portal.
10. 10Nature of Support: monetary contract payments for supplies and services (service contract / supply contract); not a grant or subsidy. Payments done via invoicing under the FWC (e-PRIOR invoicing).
11. 11Application Stages: single-stage submission of tenders for the framework award. For call-offs above €60,000 a reopening of competition among framework contractors introduces an additional micro-competition stage. Thus initial award is 1 stage, but order award for large call-offs may be a second stage process (reopening of competition).
12. 12Success Rates: not provided in the documentation; success rates are determined by number and quality of bids received and contract slots (up to 3 FWC awards).
13. 13Co-funding Requirement: not required; this is a public procurement contract so no co-funding is expected or required from bidders.

Application form structure and templates (what to prepare)

Applicants must prepare the technical and financial offer structured to the procurement documents and Appendix A. EMSA provides specific templates and forms in the procurement documents section of the F&T Portal (Invitation to tender, Tender Specifications, Appendix A, Draft FWC, Order Form template, Tenderer’s Checklist, Legal Entities and Bank Accounts Form, Authorised Signatory Form, Simplified Financial Statement, Commitment letter templates, Agreement/Power of attorney for joint tenders). Complete and sign all forms and upload via e-Submission.

1. 1Cover letter signed by an authorised representative plus Authorised Signatory Form (template)
2. 2Legal Entities and Bank Accounts Form (completed, stamped, signed) and supporting documentation
3. 3Declaration of Honour (signed) and documentary evidence on request
4. 4Simplified Financial Statements and financial evidence (turnover requirements)
5. 5List of services delivered in last 3 years similar to tender scope (dates and descriptions)
6. 6Team description and allocation of responsibilities, CVs of proposed personnel (minimum 3 AV technicians + Project Officer)
7. 7Appendix A fully completed (tab 1 scenario response; tabs 2–5 prices; tab 6 summary total price)
8. 8List of identified subcontractors and commitment letters where applicable
9. 9Agreement/Power of attorney for joint tenders (if applicable)
10. 10Sample maintenance checklist/report and proposed maintenance methodology
11. 11Any additional documents requested in the Tender Specifications (e.g. insurance evidence if requested later)

Operational requirements and service levels

Service levels requested include same-business-day response for critical system failures and maximum three working days response for normal faults. Maintenance checks to be undertaken by two experienced technicians and last at least six hours. For major meetings and Administrative Board sessions EMSA requires one or two technicians on site for eight working hours (08:30–17:30) including set-up and pre-testing; interpretation support for up to five languages may be required for board meetings; conference broadcasting and live streaming services may be used. Contractors must provide maintenance reporting, forecast of repairs/replacement and propose equipment improvements where relevant.

How award and post-award ordering works

If multiple framework contractors are appointed, EMSA will use the cascade for low-value requests (< €60,000) by contacting the first-ranked contractor in the cascade then, if unavailable, the next. For requests >= €60,000 EMSA will issue a reopening of competition to all framework contractors where each submits a specific tender and EMSA awards the specific contract on a MEAT basis using award criteria defined in the call for the specific contract. Supplies and services are ordered using the Order Form template included in the draft contract. Contractors must return Order Forms signed within the contractual time limits or explain why they cannot accept the order.

Practical notes, Q&A and support

All clarifications and questions during the submission phase must be submitted via the Questions & Answers tab on the Funding & Tenders Portal for the tender. EMSA is not bound to reply to questions submitted less than six working days before the submission deadline. There is an optional on-site information meeting / site visit (16 or 17 September 2026) to inspect premises; interested tenderers must request a visit by email to emsa2026op0012@emsa.europa.eu by 15 September 2026. e-Submission technical rules (file size limits, naming, supported file types) must be respected; see e-Submission Guidelines in procurement documents.

Risk, exclusions and important legal points

Tenderers must ensure they are not in an exclusion situation (as per Declaration of Honour). Tenderers, subcontractors and any entities whose capacities are relied upon must not be subject to EU restrictive measures. EMSA may request documentary evidence of non-exclusion, financial and legal records during evaluation or before award. EMSA may cancel the award procedure at any time before signature without compensation. The FWC includes clauses on confidentiality, data protection (Regulation (EU) 2018/1725), liability, insurance, audits and checks, price revision, termination and force majeure as set out in the draft Framework Supply Contract.

Note on public procurement coverage:EMSA procurement procedures are not covered by the WTO Government Procurement Agreement (GPA).

Summary and recommended next steps

This opportunity is a procurement tender for a framework supply contract to provide and support meeting room audiovisual hardware and services for the European Maritime Safety Agency. It targets companies and consortia with commercial AV supply, system integration, rental and maintenance capabilities and expects proven experience, team resources, and clearly priced offers in the Appendix A templates. The contract will be awarded on a best price-quality basis and allows multiple framework suppliers with mechanisms to call-off services via a cascade or reopenings of competition for larger orders.

1. 1Download and study all procurement documents on the F&T Portal: Invitation to tender, Tender Specifications, Appendix A (all tabs), Draft FWC and Order Form templates.
2. 2Prepare the technical scenario response (Appendix A tab 1) showing equipment, integration diagrams and installation/testing methodology.
3. 3Complete Appendix A financial tabs 2–6 with clear unit prices, maintenance and rental daily rates and overall summary.
4. 4Assemble and sign required forms: Declaration of Honour, Authorised Signatory, Legal Entities and Bank Accounts, Simplified Financial Statements and any commitment letters for subcontractors/entities relied upon.
5. 5Use e-Submission to upload a complete tender before 16/10/2026 16:00 Lisbon time and ensure compliance with file naming and technical requirements.

Footnotes

1. 1Primary procurement documents, detailed technical specifications and all templates are available on the EU Funding & Tenders Portal procurement page for this tender: Funding & Tenders Portal (opportunity details and documents) Funding & Tenders Portal - Tender details.

This is an EU procurement tender launched by the European Maritime Safety Agency for meeting room equipment, maintenance and support. It is an open procedure for supplies, with an estimated total value of €800,000 and a framework agreement planned for up to 48 months [1].

Opportunity summary

What the procurement covers

The contract concerns the supply, maintenance and support of meeting room equipment, which strongly suggests audiovisual and conference room equipment together with related servicing. The CPV classification confirms that the procurement is centered on television, radio, sound and video recording or reproducing apparatus [1].

Who can apply and how to participate

The notice is published as an open procedure, so eligible economic operators that meet the tender requirements may submit an offer. Submission is electronic and must be made through the Funding and Tenders Portal, and the portal indicates that EU Login is required for access and submission [1].

• Tender submissions must be sent electronically only [1].
• The contracting authority is not bound to reply to questions submitted after 8 October 2026 at 23:59 Europe/Lisbon [1].
• The public opening is scheduled for 20 October 2026 at 10:00 Europe/Lisbon [1].
• The tender validity period is 6 months [1].
• The available procurement documents include the invitation to tender, candidate checklist, tender specifications, evaluation scenarios, draft framework supply contract and order form [1].
• The portal shows no public questions and answers at the time of extraction [1].

Financial, contractual and award details

Applicant takeaways

Applicants should treat this as a standard EU supply tender with a strong service component, where the winning bid will need to balance technical quality, maintenance capability and price. The opportunity is not presented as a grant, but as a procurement contract, so the key task is to comply precisely with the tender specifications and submit a complete electronic offer on time [1].