Monitoring the quota system and the functioning of the F-gas and Ozone Regulations

The European Commission DG CLIMA has published an open procedure tender (EC-CLIMA/2026/OP/0008) to provide technical support for monitoring and implementing the F-gas Regulation (EU 2024/573) and the Ozone Regulation (EU 2024/590), including quarterly price monitoring, granular quota modelling with emphasis on the heat pump sector, and up to 30 technical briefing notes and on-call support. The contract is a services procurement with an estimated value of €400,000 (excluding VAT) and a maximum duration of 48 months, awarded on the best price-quality ratio. Electronic tenders must be submitted via the EU Funding & Tenders Portal eSubmission; the deadline for receipt of tenders is 13 April 2026 at 16:00 Europe/Brussels and the public opening is on 14 April 2026. Applicants must meet exclusion and selection criteria including minimum turnover and relevant EU-level project experience and submit required annexes such as the Declaration on Honour and the financial offer form.

What it funds

High-level scope

Service contract to provide technical monitoring and analysis to DG CLIMA on HFC markets, quota functioning and implementation support for the F-gas and Ozone Regulations. Core outputs: quarterly EU/global price reports, annual quota modelling and up to 30 short technical briefing notes and on-call technical support.

Funding envelope and duration:Estimated total value €400,000; maximum contract duration 48 months. Interim payments scheduled against milestones (quarterly reports and annual deliverables).

1. 1Task 1: Quarterly price monitoring reports (Q3 2026 to Q3 2029, 13 reports).
2. 2Task 2: Granular bottom-up quota modelling and annual monitoring with emphasis on heat-pump uptake and quota needs.
3. 3Task 3: Up to 30 short technical briefing notes and continuous technical stand-by support (responses within 3 working days for short queries).

Who can apply:any economic operator registered in the EU Funding & Tenders Participant Register (sole tenderer or joint tender). Tenderers must satisfy exclusion and selection criteria (financial, relevant technical experience and team profiles) as set out in the tender specifications. See procurement documentation and submission portal for full rules and templates ¹.

Footnotes

1. 1Procurement documents, draft contract and annexes are published on the Funding & Tenders Opportunities portal: F&T Portal - tender details.

Contracting authority:European Commission, Directorate-General for Climate Action (DG CLIMA). Procedure: Open procedure, services contract, awarded on the basis of the best price-quality ratio. Submission method: Electronic via the EU Funding & Tenders Portal eSubmission. CPV: 90000000 Sewage, refuse, cleaning and environmental services. Estimated total value: €400,000. Maximum contract duration: 48 months. Framework agreement: Not indicated; the procedure results in a direct service contract.

Official opportunity pages:EU Funding & Tenders Portal opportunity page: F&T Portal listing. TED reference: 45/2026 153913-2026 (notice on Tenders Electronic Daily).

Purpose and Scope of Services

This service contract will provide DG CLIMA with continuous market intelligence, modelling, and technical support to implement and assess the effects of the revised EU F-gas Regulation (Regulation (EU) 2024/573) and the Ozone Regulation (Regulation (EU) 2024/590), and to ensure compliance with the Montreal Protocol. The contract covers EU and global market monitoring of HFCs and alternatives, analysis of quota system functioning with a strong focus on the heat pump sector, and on-demand technical support including derogations, implementing acts, and anti-illegal trade measures.

Background

The F-gas Regulation (EU) 2024/573 strengthens the quota system for HFCs with a progressive phase-out schedule from 2024 onward, new prohibitions and restrictions (notably in Annex IV), and reinforced licensing and labelling obligations. The Ozone Regulation (EU) 2024/590 maintains strict controls on ozone-depleting substances (ODS), allowing only narrowly defined uses (e.g., feedstock, process agents, critical fire equipment, essential laboratory uses) under rigorous licensing and reporting. The Montreal Protocol spans both ODS and HFCs; transitions from ODS to alternatives influence future HFC demand, linking quota management and technology uptake. Monitoring is particularly critical for the heat pump sector, given REPowerEU deployment targets and potential market tightness in certain refrigerants.

Tasks and Deliverables

Task 1: Quarterly price monitoring (Q3 2026 – Q3 2029)

Scope:Continue HFC market and price monitoring previously performed for DG CLIMA, ensuring continuity and comparability with earlier series. Monitor monthly average prices across different HFCs and at multiple value-chain points (producers, equipment manufacturers, distributors, service companies). Include HFOs/HFO blends and non-fluorinated refrigerants (hydrocarbons, CO2, ammonia) and refrigerants for MDIs. Analyse trends and drivers, sectoral differentiation, EU and global markets, and regional availability; forecast expected developments. Identify EU quota price premium (€/tCO2e) relative to world-market prices. Emphasise prices and availability for gases used in heat pumps. Collect primary inputs from industrial stakeholders and demonstrate representative EU27 sampling across stakeholder types.

Task 2: Quota modelling and annual monitoring

Scope:Provide a granular bottom-up model of HFC consumption by sector at EU level, with particular focus on heat pumps. Consult relevant stakeholders (e.g., EHPA, EPEE) to obtain up-to-date sectoral activity and technology data, including heat pump sales, deployment rates under REPowerEU, and alternative refrigerant adoption by sub-sector. Consider developments in MDIs and mobile refrigeration/AC; assess recycling/reclamation ratios; evaluate authorisations by equipment importers; estimate customs procedures used to avoid quota (e.g., inward processing). Calibrate against company reporting under the F-gas Regulation (DG CLIMA will facilitate access). Contrast and update growth assumptions used in the AnaFgas impact assessment. Produce a short- and medium-term outlook for overall and heat-pump-specific HFC consumption and compare with scheduled phase-out steps; conclude on EU market demand and availability. Present annual outcomes to industry, coordinated with DG CLIMA.

Task 3: Technical support and briefing papers

Scope:On-demand technical analyses to support implementation, including assessing derogation requests for prohibitions/restrictions in the F-gas Regulation (e.g., Articles 11, 13 and Annex IV) and Ozone Regulation (e.g., halon prohibitions in Annex V). Provide input for potential implementing/delegated acts such as: additional production rights (Art 14(4)), exemptions from the quota system (Art 16(4)), payment arrangements for allocated quota (Art 17(5)), verification arrangements (Arts 19(4), 26(8)(9)), export authorisations (Art 22(4)), scope of recovery/labelling (Art 32), and empowerment for measures against illegal trade (Art 24). Prepare guidance notes on obligations, where needed. Deliver up to 30 short technical notes (≤10 pages) typically within two weeks; timelines can be extended upon mutual agreement where deeper research is needed. Provide stand-by support with responses to short technical questions within three working days and maintain technical updates on alternatives and quota system operation.

Key Dates and Administrative Milestones

• TED publication: 05/03/2026
• Deadline for receipt of tenders: 13/04/2026 16:00 Europe/Brussels
• Public opening of tenders: 14/04/2026 10:00 Europe/Brussels (virtual; max 2 representatives per tender; request to clima-tenders@ec.europa.eu at least 3 hours before session)
• Deadline for submitting questions: the contracting authority is not bound to reply to questions submitted after 31/03/2026 23:59 Europe/Brussels

Budget, Duration, Payments

• Estimated total value: €400,000
• Contract duration: up to 48 months
• Price revision: possible per HICP formula from year 2 onward
• Expenses: reimbursement not applicable (prices to include all costs)

Payment schedule (as per draft contract)

Eligibility and Participation

Eligible Applicant Types

Open to any economic operator within the scope of the EU Treaties and international organisations, including but not limited to consultancies, SMEs, large enterprises, universities, research institutes, nonprofits/NGOs with relevant expertise, and individual experts operating as natural persons. Entities from third countries may participate only if a relevant EU agreement on public procurement exists. GPA does not apply, thus GPA-only access does not confer eligibility.

Funding Type

Procurement of services under a direct contract. The beneficiary delivers specified services and is paid the contract price; this is not a grant and does not involve co-funding from the contractor beyond normal business costs.

Consortium Requirement

Single tenderers and joint tenders are allowed. In case of joint tenders, all members are jointly and severally liable and must appoint a group leader empowered to act and sign on behalf of all members. Subcontracting is permitted; subcontractors must be identified if relied upon for selection criteria or if their share exceeds 20%.

Beneficiary Scope (Geographic Eligibility)

Participation is open on equal terms to all natural and legal persons coming within the scope of the Treaties, as well as to international organisations. Participation from third countries is open only where a special agreement with the EU on public procurement applies. Entities subject to EU restrictive measures are excluded.

Target Sector

Climate policy and environmental compliance; refrigerants market (HFCs, HFOs, hydrocarbons, CO2, ammonia); heat pumps; HVAC-R; mobile cooling/AC; MDIs; enforcement and anti-illegal trade; policy implementation and regulatory support; economic modelling and market analytics.

Mentioned Countries/Regions

European Union (EU27) is the geographic focus for market and regulatory implementation; the buyer’s address is in Brussels, Belgium. Global market monitoring is also required for comparative price and availability assessment.

Expected Project Stage

Professional services delivery, evidence gathering, market analytics, modelling, validation, advisory and implementation support. This is not R&D funding; instead, it seeks mature expertise in policy analysis, data collection, modelling, and technical advisory.

Funding Amount

Estimated contract value is €400,000. Payments are linked to accepted deliverables with defined interim milestones and a final balance.

Application Type and Method

Open call for tenders; single-stage submission via eSubmission on the EU Funding & Tenders Portal. One tender per tenderer is allowed; the latest version before the deadline is considered. Tenders must be submitted in one of the official EU languages.

Nature of Support

Monetary remuneration for contracted services, paid against deliverables. No separate non-monetary services are provided to contractors.

Application Stages

Single-stage submission, followed by administrative checks, exclusion and selection criteria verification, technical evaluation against award criteria, and price-quality ranking.

Success Rates

No success rate information is provided. This is a competitive open tender with award based on best price-quality ratio and minimum technical thresholds.

Co-funding Requirement

Not applicable. This is a procurement contract; the contractor is paid for services. The EU institutions are exempt from VAT; prices are to be quoted net of VAT and all charges.

Eligibility, Selection, and Award Criteria

Exclusion criteria (Declaration on Honour)

Tenderers must submit a signed Declaration on Honour confirming absence of exclusion grounds under Article 138(1) of the Financial Regulation, including bankruptcy, tax/social security breaches, grave professional misconduct, criminal offenses such as fraud/corruption/money laundering/terrorism, significant deficiencies in prior EU contracts, irregularities, and circumvention structures. Evidence may be requested; supporting documents should be prepared in advance.

Selection criteria

• Legal and regulatory capacity: Proof of enrolment in relevant trade/professional register and authorisation to perform the contract in the country of establishment.
• Economic and financial capacity: Average yearly turnover in the last two closed financial years above €100,000; evidence via P&L accounts or bank statements.
• Technical and professional capacity: At least one similar project (scope and complexity) in the last five years with a minimum value of €200,000; at least three projects carried out at EU level in the last six years; minimum team composition includes one Project Manager (≥3 years PM experience on EU-sized projects) and two experts in EU and/or international F-gas policies (relevant higher education, ≥3 years experience).

Award criteria (technical scoring and ranking)

• Criterion 1: Quality of proposed methodology (max 60 points; min threshold 30). Sub-criterion 1.1 Task 1 methodology (20 points); Sub-criterion 1.2 Task 2 modelling and monitoring (30 points); Sub-criterion 1.3 Task 3 support and notes (10 points).
• Criterion 2: Organisation of work and allocation of resources (max 25 points; min threshold 13).
• Criterion 3: Quality control measures specific to tasks and deliverables (max 15 points; min threshold 8).
• Only tenders scoring at least 70/100 total technical points and passing all individual thresholds proceed to financial comparison.
• Best price-quality ratio formula: price divided by total technical points; lowest ratio ranks highest. Ties broken by higher quality score, then by sub-criteria in set order.

Contractual and Operational Provisions

• Contract form: Direct service contract. All terms fixed at signature; implementation without further procurement steps.
• Price revision: Possible after first year via HICP-based formula.
• Security: Contractor and personnel must comply with Commission security requirements and external connection rules.
• Data protection: Contractor must process personal data under Regulation (EU) 2018/1725; localisation/access constraints apply (EU/EEA data centres, limited access outside EU/EEA under adequacy or specific authorisation).
• Intellectual property: Union acquires ownership of results and exclusive rights; pre-existing rights licensed to the Union on a royalty-free, non-exclusive, irrevocable basis for contract-defined exploitation modes; contractor must list any pre-existing rights when submitting balance invoice.
• Confidentiality: Strict obligations apply; EU may share confidential content under bounded confidentiality with other EU bodies or contractors as needed.
• Stand-by and response: Short technical queries answered within three working days.
• Checks and audits: Possible during contract and up to five years after balance payment; OLAF/EPPO/Court of Auditors access applies.
• Payments: 60-day payment term after approval; suspension possible for verification; interest on late payment as per Financial Regulation.
• Liquidated damages and reductions: Possible for delay or quality shortfalls; substitution of contractor at contractor’s expense may be applied if remedial measures fail.

How to Apply

1. 1Register and obtain a PIC at the Participant Register if not already registered.
2. 2Prepare the technical tender addressing all minimum requirements and award criteria, including methodologies for Tasks 1–3, staffing and organisation, quality control, stakeholder engagement plan, data collection strategy, modelling approach, and dissemination to industry.
3. 3Prepare the financial tender using Annex 6 Financial tender form, providing a complete cost breakdown and total price (in EUR, net of VAT).
4. 4Gather selection and exclusion evidence: Declaration on Honour (Annex 2), legal capacity evidence, economic/financial documents, project references for T1–T2, CVs for T3, identified subcontractors (Annex 4) and commitment letters (Annex 5.1/5.2) if applicable, and Agreement/Power of Attorney for joint tenders (Annex 3).
5. 5Submit electronically via eSubmission from the F&T Portal before the deadline. One tender per tenderer; you may withdraw/replace before the deadline. Ensure file formats/size limits comply with eSubmission requirements.

Templates and Application Structure

Annex 6 — Financial tender form (structure)

• Type of service provider
• Position within the project team
• Number of working days
• Allocation of tasks
• Proportion of the contract in %
• Costs in €
• Subtotals by entity (lead contractor, subcontractor 1, 2, 3, etc.)
• Travel/other costs (if applicable)
• Total
• Signature and date

Annex 2 — Declaration on Honour (highlights)

• Part A: Exclusion grounds confirmations for the entity and persons with powers of representation/control; includes situations under Article 138(1) FR and investigations/non-final decisions.
• Part B: Selection criteria declarations (consolidated for the tenderer; individual where applicable).
• Professional conflicting interests statement.
• Evidence handling: indicate prior submissions or national database access if applicable.
• Debt to the Union declaration.
• Independence of the submitted tender declaration.
• Signature: Qualified electronic signature (QES) recommended; otherwise hand-signed and dated by authorised representative.

Annex 3 — Agreement/Power of Attorney (joint tenders)

All group members sign to appoint a group leader, establish joint and several liability, define powers to submit/sign/invoice, and allocate roles. Valid until all contractual obligations end; modifications require contracting authority approval.

Annex 4 — List of identified subcontractors

Provide identification details and roles/tasks for each identified subcontractor and indicate proportion of subcontracting (% of contract volume). Include a general description of any non-identified subcontractors and aggregate % if relevant.

Annex 5.1/5.2 — Commitment letters

• 5.1 Identified subcontractor: Commits resources and accepts terms; declares no conflicting interests.
• 5.2 Entity on whose capacities are relied: Authorises reliance on financial/technical capacity; commits to make resources available; declares no conflicting interests.

Technical tender outline (recommended content)

• Executive summary and understanding of F-gas and Ozone Regulations, market dynamics, and Montreal Protocol linkages.
• Task 1 methodology: panel design and representativeness for EU27, data sources and validation, price series construction, treatment of outliers, value-chain coverage, premium estimation vs. world prices (€/tCO2e), forecast methods, coverage of HFOs/HFO blends and non-F-gas alternatives, inclusion of MDIs, heat pump focus.
• Task 2 modelling framework: sectoral bottom-up structure, activity drivers, technology archetypes and refrigerant mappings, leakage and service demand assumptions, recycling/reclamation, authorisations and customs procedures, alignment with AnaFgas assumptions and reporting datasets, scenario and sensitivity design, HP sector granularity, REPowerEU deployment tracking.
• Task 3 support plan: process for triaging requests, 2-week note production workflow, evidence gathering for derogation assessments, legal-technical interfaces for implementing acts, illegal trade risk analysis, guidance document templates.
• Stakeholder engagement: EHPA/EPEE collaboration plan, industry data exchange processes, confidentiality management.
• Team and governance: roles, FTE allocation per task/deliverable, interface with DG CLIMA, QA/QC plan including language quality checks and coverage continuity.
• Risk management: data gaps, respondent churn, market shocks; mitigation strategies.
• Gantt/workplan mapped to deliverables A1–A13, A1–A4 (annual), B1–B4 (presentations), and Task 3 notes.

Submission, Communication, and Opening

• Submit tenders exclusively via eSubmission from the F&T Portal listing.
• Late submissions are rejected; the eSubmission timestamp is proof of timely receipt.
• During submission: tenders must be prepared independently; only the latest non-withdrawn tender counts.
• Opening session is virtual and limited to verifying submission compliance and announcing tenderer names. Contractors not present may request the information from clima-tenders@ec.europa.eu.
• All tendering costs are borne by tenderers; they are not reimbursed.

Contact and Data Protection

• Lead contracting authority: European Commission, DG CLIMA - Climate Action, Avenue d'Auderghem 19, B-1040 Brussels, Belgium.
• Queries via the F&T Portal Q&A section; the Commission is not bound to reply to requests sent less than six working days before the deadline.
• Personal data are processed under Regulation (EU) 2018/1725; EDES may register entities in specific situations described by the Financial Regulation.

Summary: What This Opportunity Is About

DG CLIMA seeks a specialised service provider or consortium to deliver multi-year technical support for the EU’s F-gas and Ozone regulatory regimes. The contractor will: monitor EU and global refrigerant prices quarterly through Q3 2029; build and maintain a granular, bottom-up model of HFC demand across all sectors with deep granularity for heat pumps and related alternatives; and provide agile technical support, guidance, and short-notice analyses on regulatory implementation, including derogation assessments and inputs for potential implementing acts. The work combines market data collection, stakeholder engagement with associations and industry, analytic modelling, scenario building, and policy support. The procurement is a 48‑month, €400,000 services contract awarded on the best price-quality ratio, with strict technical thresholds and well-defined deliverable schedules. It is open to EU-based economic operators and, where permissible, to entities from countries with applicable EU procurement agreements. Applicants should demonstrate strong experience in F-gas policy and markets, EU-level project delivery, and the capacity to assemble a team with a seasoned project manager and at least two F-gas policy experts. Bidders should propose robust methodologies for price monitoring and quota modelling, a clear plan for rapid technical note delivery, and a comprehensive approach to quality assurance, data protection, and confidentiality. In essence, this contract provides DG CLIMA with the evidence and expert support needed to steer F-gas phase-down, safeguard heat pump deployment, and ensure continued compliance with the Montreal Protocol.

Opportunity Overview

This is an open procedure call for tenders (EC-CLIMA/2026/OP/0008) launched by the European Commission, DG CLIMA - Climate Action, to provide technical support for monitoring and implementing the F-gas Regulation (EU No 2024/573) and Ozone Regulation (EU No 2024/590). The objective is to assess market impacts of F-gas policy, ensure compliance with the Montreal Protocol, and support quota allocation, licensing, and related implementation needs.

The contract focuses on three main tasks:quarterly price monitoring reports (Task 1), quota modelling and annual monitoring (Task 2, with emphasis on heat pump sector), and briefing papers plus technical support (Task 3) for derogations, illegal activities, implementing acts, and other measures.

Key Dates and Deadlines

TED Publication Date:05 March 2026

Deadline for Receipt of Tenders:13 April 2026, 16:00 (Europe/Brussels time)

Deadline for Questions:31 March 2026, 23:59 (Europe/Brussels time)

Public Opening:14 April 2026, 10:00 (Europe/Brussels time)

Financial Details

Estimated Total Value:€400,000 (excluding VAT)

Maximum Contract Duration:48 months

Award Method:Best price-quality ratio

Prices must be quoted in euros, free of all duties, taxes, and VAT. The EU is exempt from VAT under Protocol 7 of the TFEU. Price revision is possible using the HICP Euro area index after the first year.

Eligibility and Who Can Apply

Open to all natural and legal persons within the scope of the EU Treaties, international organisations, and entities from third countries with relevant EU agreements. Not open to GPA countries. Tenderers must not be subject to EU restrictive measures or exclusion grounds (e.g., bankruptcy, fraud, grave professional misconduct). Joint tenders and subcontracting are allowed.

Selection Criteria (Consolidated Assessment)

• Legal/Regulatory: Proof of enrolment in trade register and authorisation to perform contract.
• Economic/Financial: Average yearly turnover > €100,000 over last two years (profit/loss accounts required).
• Technical/Professional T1: At least one similar project (fluorinated gases, EU-level reports) worth >= €200,000 in last 5 years.
• T2: At least three EU-level projects in last 6 years.
• T3: Team with 1 Project Manager (3+ years experience) and 2 F-gas policy experts (higher education + 3+ years experience). CVs and project lists required with tender.

Scope of Work and Deliverables

Task 1: Quarterly Price Monitoring (Q3/2026 to Q3/2029, 13 reports)

Monitor EU/global HFC prices at value chain levels, trends, drivers, forecasts, shortages, quota premiums (in EUR/t CO2e), alternatives (HFOs, hydrocarbons). Include heat pump gases and MDI HFCs. Stakeholder input required; detailed methodology in tender.

Task 2: Quota Modelling and Annual Monitoring (4 reports + 4 PPTs)

Granular bottom-up HFC consumption model by sector (focus:heat pumps, MDIs, mobile AC). Annual reports (max 20 pages) on quota function, HP deployment (REPowerEU), recycling, alternatives. Compare with phase-out steps. Stakeholder consultations (e.g., EHPA, EPEE). DG CLIMA provides data access.

Task 3: Briefing Papers and Technical Support (max 30 notes + ad-hoc emails)

Up to 30 notes (max 10 pages, 2 weeks delivery) on derogations (Art 11/13, Annex IV), implementing acts, illegal trade, alternatives. Stand-by support (3 working days response). Covers F-gas/Ozone Regulations.

Place of performance:Contractor's premises. Close coordination with DG CLIMA; minimal physical meetings.

Evaluation and Award Criteria

Best price-quality ratio. Quality (100 points, min 70 total + sub-thresholds):Methodology (60 pts, Task1:20, Task2:30, Task3:10; min30), Organisation/Resources (25pts; min13), Quality Control (15pts; min8). Price: total tender price.

Submission Requirements

1. 1Electronic submission only via eSubmission on Funding & Tenders Portal Funding & Tenders Portal.
2. 2Register in Participant Register for PIC.
3. 3Documents: Declaration on Honour (Annex 2), financial offer (Annex 6), technical tender, selection evidence (CVs, project lists, accounts).
4. 4Tenders in any official EU language; English prevails.

Key Documents Available

• Invitation to Tender.
• Tender Specifications.
• Draft Contract.
• Annex 2: Declaration on Honour.
• Annex 6: Financial Offer Form.

Full documents at EU Funding & Tenders Portal. Questions via portal; subscribe for updates. Contact: clima-tenders@ec.europa.eu.

Additional Considerations

Strict confidentiality for DG CLIMA data (F-gas Portal, HFC Licensing, BDR). Comply with security, data protection (EU only), IP rules (EU owns results). Potential for 50% extension via negotiated procedure within 3 years.

Tenderers should demonstrate EU27 stakeholder sampling for Task 1 and granular modelling for Task 2. Review prior contract (09029901/2021/846846/SER/CLIMA.A.2) for continuity.