Multiple framework contract for the supply of ICT hardware, spare parts, accessories and associated services (SUPEPAAS)

Frontex (European Border and Coast Guard Agency) is running an open procurement (reference FRONTEX/2026/OP/0055, TED 203/2026 725595-2026) to award multiple framework contracts for the supply of ICT hardware, spare parts, accessories and associated services. The estimated framework ceiling is €20 million excluding VAT (with a possible increase of up to 50 percent within three years), the initial contract duration is 24 months with up to two 12-month extensions (maximum 48 months), and the procurement excludes mobile devices and standalone software licences except where integral to supplied equipment. Tenders must be submitted electronically via the EU Funding and Tenders Portal eSubmission system by 25 November 2026 at 15:00 Warsaw time, and frameworks will be used with reopenings of competition for individual orders where mandatory compliance, selection checks and price or MEAT criteria apply.

What it funds

Scope and procurement model

Frontex seeks multiple framework supply contracts (3–7 contractors) for ICT hardware, spare parts, accessories and associated services (excluding routine mobile devices unless temporarily required). Frameworks will operate with reopening of competition: Frontex issues Requests for Specific Offers and awards Order Forms to the best specific offer.

Footnotes

1. 1Procurement documents, Annexes and templates are available on the Funding & Tenders Portal F&T Portal opportunity page.

Procurement reference FRONTEX/2026/OP/0055. Open procedure to award multiple framework supply contracts (minimum 3, maximum 7 contractors) with reopening of competition. Subject: supply of ICT hardware, spare parts, accessories and associated services (mobile devices and mobile-device accessories excluded except in exceptional temporary circumstances), excluding standalone software licences except where integral to delivered equipment or supplied as associated services. Estimated total procedure value: €20,000,000 net. Maximum FWC duration: 48 months (initial 24 months + up to two 12-month renewals). Award method for FWC: lowest price for ranking; order forms awarded after reopening of competition on most economically advantageous offer (technical/price weighting indicated per request). Submission of tenders and all communications are electronic via the EU Funding & Tenders portal (eSubmission).

Where to apply and key deadlines

Electronic submission only via the EU Funding & Tenders Portal (EU Login required). TED publication: 20/10/2026. Deadline for receipt of tenders (FWC): 25/11/2026 15:00 (Warsaw time). Virtual public opening: 26/11/2026 11:00 (Warsaw time). Contracting authority: European Border and Coast Guard Agency (FRONTEX), Plac Europejski 6, 00-844 Warsaw, Poland. TED ref 203/2026 725595-2026 and portal tender details available online F&T Portal Tender Page. 1

Eligibility and who should bid

What is being procured (scope summary)

Multiple framework supply contracts to provide a broad range of ICT hardware, spare parts, accessories and associated services. The contract explicitly excludes mobile devices, mobile device accessories and related services (except where no dedicated contract exists and a temporary purchase not exceeding 2% of FWC value is justified). Software licences are out of scope unless they are integral to ordered equipment or supplied as associated services. Detailed product categories and associated services list is in Annex II Terms of Reference (List of categories, Appendix).

Main product and service categories (indicative)

The List of categories is indicative and non-exhaustive; Frontex may request any ICT hardware, spare parts, accessories and associated services within the announced categories. Tenderers must be authorised resellers / distributors for manufacturers offered or otherwise demonstrate product genuineness and service capability.

Eligibility and selection criteria (summary)

How tenders are evaluated

Pricing and contract value

Estimated FWC ceiling €20,000,000 net (exclusive of VAT). This ceiling is indicative only; Frontex may increase the ceiling by up to 50% within the first three years under conditions set out in Annex I ToR. Prices submitted in Annex VIII Financial Proposal will be the maximum rates for subsequent specific offers. Prices must be in Euro, net (excluding VAT) and all-inclusive (logistics, customs, packaging, delivery to specified place, standard configuration, standard manufacturer guarantee). Associated services that are chargeable must be separately priced in the RfSO response where requested.

Deliveries, logistics and acceptance

By default deliveries to Frontex HQ (Plac Europejski 6, Warsaw, Poland) but Frontex may require deliveries to other premises including outside Poland/EU (RfSO will specify place). Tenderers must follow Frontex delivery rules: announce deliveries at least 1 working day in advance to ICT.Deliveries@frontex.europa.eu with details (OF number, carrier, plate number, parcel count and dimensions, content, tracking link). Parcels must be labelled with OF number, contractor and content. Delivery lead times are categorised P1–P5 (P1 up to 10 calendar days; P2 up to 30; P3 up to 60; P4 up to 90; P5 up to 180). Acceptance evidenced by Deliverable Acceptance Form signed by Frontex (Appendix 1). Full acceptance must be in writing within one month of delivery unless otherwise stipulated.

Environmental and labelling requirements

Wherever available Frontex prefers CE marking and certified models; recommended environmental labels: TCO for laptops/desktops/monitors/headsets and Blue Angel for printers/multifunction devices (RfSOs will specify if mandatory). For transfers to non-EU beneficiaries Frontex may require “Funded by the European Union” labelling on equipment or packaging (see ToR section 5.8). Contractors must support Frontex environmental objectives (green logistics, recycled packaging etc.).

Associated services — typical requirements

All associated services are described in Annex II ToR, and requirements/award sub-criteria (if any) will be included in each RfSO. Tenderers must offer additional services where available and clearly quote separate prices when the RfSO requests them.

Ordering, reopening of competition and award of orders

After signing the FWC, each specific procurement need is published as a RfSO to all FWC contractors. Contractors submit specific offers within the stated deadline. Frontex evaluates compliance and technical features and then prices — final score is calculated from technical and financial sub-scores. The highest scoring contractor signs the Order Form. Contractors must return signed Order Forms within 5 working days. Non-return within deadline may result in award to the next-ranked bidder or cancellation, with potential liquidated damages for the defaulting contractor as specified in the SLA.

Payments, invoicing and VAT rules

In general Frontex pays invoices within 30 days after registration of a valid invoice and delivery acceptance. Invoices must reference the FWC and Order Form numbers and be supported by the Deliverable Acceptance Form. Frontex is exempt from VAT under EU privileges; contractors must follow national procedures to obtain the necessary VAT treatments and Frontex can issue exemption certificates where applicable. Invoices should be sent in PDF to invoices@frontex.europa.eu. For certain Member State e-invoice systems (e.g. Poland KSeF) suppliers must provide a PDF version and a QR code as required by Frontex. Interim invoicing is permitted for partial deliveries where specified in the Order Form.

Tender documentation and templates provided

All procurement documents are on the Funding & Tenders Portal and include Invitation to Tender, Annex I Tender Specifications, Annex II Terms of Reference (ToR) and appendices (deliverable acceptance form, RfSO form, quarterly delivery report, declarations), Annex III draft Framework Contract (including Part III GTC ITC and Part IV Service Level Agreement), Annex IV Tender Submission Form, Annex V Declaration on Honour, Annex VI Selection Criteria Templates, Annex VII Technical Proposal Template, Annex VIII Financial Proposal Form and other templates. Tenderers must use the provided templates and complete all required forms. eSubmission system technical conditions apply (browser, file formats, size limits).

Key contract management and service levels

Each Contractor shall appoint a FWC Manager and FWC Executive as SPoCs; Frontex will do likewise. Frontex requires quarterly delivery reports (template in Annex II Appendix 3), six‑monthly progress and quality meetings, and performance monitoring against KPIs defined in the SLA (Part IV of the Draft FWC). The SLA sets minimum service levels, reporting, liquidated damages and corrective actions including temporary suspension from re-openings or, for repeated/serious breaches, termination of the FWC. Benchmarking clauses allow Frontex to compare service levels and prices against market references.

How to prepare a compliant tender — submission checklist

Evaluation stages and success rates

Common risks and procurement notes

Contact, questions and Q&A

Questions during the tender submission phase must be submitted electronically via the Funding & Tenders Portal Q&A section before the cut-off date indicated in the notice. The Contracting Authority is not bound to respond to questions submitted after the published deadline for requests.

Templates and application structure

Mandatory templates and forms to be completed, dated and signed and uploaded to eSubmission (see documents list in the Tender Notice): Invitation to Tender, Annex I Tender Specifications, Annex II ToR, Annex IV Tender Submission Form, Annex V Declaration on Honour, Annex VI Selection Criteria Templates (legal, economic/financial and technical evidence), Annex VII Technical Proposal Template, Annex VIII Financial Proposal Form, power of attorney templates, subcontractor commitment letters, quarterly delivery report template, deliverable acceptance form and draft FWC (to be reviewed carefully). Supporting evidence (company register extracts, audited accounts or equivalent, client reference letters, certificates) must be attached. eSubmission system requires EU Login and uses strict file naming, size and format rules; follow eSubmission Quick Guide and System Requirements.

Final summary and recommendation

This procurement is a large, multi‑supplier framework for routine acquisition and rapid ordering of ICT hardware, spares, accessories and related services for Frontex operational needs. It suits authorised resellers, integrators, logistics and service providers that can demonstrate strong commercial supply capability, broad manufacturer relationships, fast delivery lead times, and satisfactory financial and technical track record (minimum turnover and references). Respondents must use the exact templates issued by Frontex, meet the Mandatory Technical Requirements (Annex VII), provide all legal, financial and technical evidence (Annex VI templates) and submit via eSubmission before the deadline. Successful bidders will be ranked and invited to compete for specific purchases through RfSOs and Order Forms; the FWC establishes terms and prices (unit prices are binding maxima) for future reopenings.

Footnotes

1. 1Tender documentation, downloads and submissions are published and handled through the EU Funding & Tenders Portal: ec.europa.eu

Opportunity summary

This is a public procurement opportunity rather than a grant. Frontex, the European Border and Coast Guard Agency, intends to establish multiple framework contracts for the supply of ICT hardware, spare parts, accessories and associated services. The opportunity covers computer equipment and supplies under CPV 30200000, with additional classifications for data-processing machines and computer-related equipment.

The procurement excludes mobile devices, mobile device accessories and related services. Software licences are also outside the scope unless they form an integral part of, or an associated service for, ordered equipment. The detailed product categories and service requirements are set out in Annex II, Terms of Reference, particularly the list of categories in chapter 3.1. 1

Contracting authority and procedure

The contracting authority is the European Border and Coast Guard Agency, Frontex. The procedure reference is FRONTEX/2026/OP/0055 and the TED reference is 203/2026 725595-2026.

The procedure is an open procedure for supplies. Frontex intends to award multiple framework contracts with reopening of competition to a minimum of three and a maximum of seven economic operators, provided that enough admissible tenders satisfy the selection requirements. If only two tenders satisfy the minimum requirements, Frontex may either cancel the procedure or award framework contracts to two operators.

The framework contracts do not themselves create purchase orders or a direct financial commitment. Frontex will issue Requests for Specific Offers to the framework contractors for individual requirements and will place orders through Order Forms following a reopening of competition.

Financial scale and commercial model

Duration and delivery framework

Who can apply

Participation is open to natural and legal persons within the scope of the EU Treaties and to international organisations. Economic operators established in eligible third countries with a specific EU public procurement agreement may also participate, including operators from Iceland, Norway, Liechtenstein, Albania, Bosnia and Herzegovina, Kosovo, Montenegro, North Macedonia, Serbia, Georgia, Moldova and Ukraine, subject to the conditions stated in the tender specifications.

The WTO Government Procurement Agreement does not provide access to this Frontex procedure. Operators established in countries relying solely on that agreement should therefore not assume that they are eligible to tender.

Applicants must have legal capacity, economic and financial standing, and technical and professional capacity sufficient to perform the contract. They must not be subject to EU restrictive measures, exclusion situations or conflicts of interest. These requirements apply to the tenderer and, where relevant, members of a consortium and subcontractors as specified in the tender documents.

Organisational options

Economic operators may apply as a sole tenderer or as a joint tender submitted by a group or consortium. Joint tenders do not require a particular legal form, but members must appoint a group leader and provide the required power of attorney or equivalent evidence of authorisation. Consortium members assume joint and several responsibility for performance of the contract.

Subcontracting is permitted if the subcontractors, their roles and the estimated proportion or volume of work are identified in the tender. Subcontractors must provide the required commitment documentation and declarations. Second-level subcontracting and further subcontracting are not authorised for this framework.

A tenderer may rely on the capacities of other entities to satisfy selection criteria, but must identify those entities, provide evidence that the relevant resources will be available and demonstrate how the capacities will be used. For technical and professional capacity, the entity must perform the works or services for which its capacity is relied upon.

The same economic operator may not participate as a sole tenderer and as a member of a consortium, or as a member of more than one consortium, in the same procedure. Cross-subcontracting arrangements between competing tenderers are also prohibited.

Eligibility and capacity requirements

Scope of supplies and services

The contract is intended to cover the ICT hardware, spare parts, accessories and associated services included in the category list in the Terms of Reference. Frontex may request specific offers for any category included in that list, depending on its operational requirements.

Associated services are connected with the equipment and are not intended to constitute manpower services. Tenderers must review the detailed service levels, acceptance arrangements, reporting obligations, delivery locations, security provisions and ordering procedures in the Terms of Reference and its appendices.

The procurement documents include a deliverable acceptance form, Request for Specific Offer form, quarterly delivery report template, declarations, draft framework contract, order form and financial proposal form. These documents indicate that performance will involve formal acceptance, periodic reporting and competition for individual orders.

Award and competition process

Submission requirements

Tenders must be submitted exclusively through the EU Funding and Tenders Portal eSubmission system. Submissions by email, post or other means will be disregarded.

Each participating organisation must be registered in the European Commission Participant Register and must have a valid Participant Identification Code. In a joint tender, each consortium member must be registered and use its own PIC.

The tender package must be prepared using the prescribed templates and normally includes the following documents:

Documents may be signed using a qualified electronic signature or by handwritten signature followed by submission of a scanned copy. Frontex may request the original handwritten documents before award.

Submission deadline and timetable

The official submission deadline is expressed in Warsaw local time. Tenderers should submit sufficiently early to allow for account, PIC, document, signature and upload problems. The eSubmission receipt and its timestamp constitute evidence of submission before the deadline.

Tender preparation considerations

Contract performance conditions

Contractors must comply with Frontex security requirements, including any applicable background checks or security clearances. Costs associated with those requirements are borne by the contractor.

Environmental considerations apply throughout the life cycle of the supplies and services. Contractors are expected to consider durability, reparability, reusability, energy and resource efficiency, waste reduction, avoidance of hazardous substances, recycling and relevant European or international standards such as ISO 14001, EU Ecolabels and the WEEE framework where applicable.

Contractors must observe EU principles of equality, diversity and non-discrimination, assist Frontex with fraud prevention and detection, and impose relevant obligations on subcontractors and personnel.

Tenderers bear their own preparation and submission costs. Frontex is not bound to award a contract and may cancel the procedure before signature without an obligation to compensate tenderers.

Overall assessment

This opportunity is most suitable for established ICT distributors, manufacturers, systems suppliers and specialist service providers able to provide a broad product range, maintain fixed and competitive catalogue pricing, support recurring EU agency orders and comply with detailed procurement, reporting, security and environmental requirements.

The principal commercial attraction is access to a potential four-year Frontex purchasing channel with an initial ceiling of €20 million and the possibility of a further ceiling increase. The principal risks are the absence of guaranteed orders, the requirement to submit a complete offer across the requested scope, competition at both framework and Order Form level, and the need to demonstrate robust legal, financial, technical and professional capacity.

Applicants should treat the official tender dossier as controlling for all thresholds, product specifications, delivery locations, service levels, evaluation details and contractual conditions. The Funding and Tenders Portal opportunity page is the authoritative publication point. 2

Footnotes

1. 1Official opportunity page and published tender dossier: SUPEPAAS Funding and Tenders Portal notice.
2. 2The published dossier includes the Invitation to Tender, Annex I Tender Specifications, Annex II Terms of Reference, Annex III Draft Framework Contract, submission templates, selection criteria templates, technical proposal template and financial proposal form: Official tender documents.