Policy Dialogue and Public Diplomacy Facility for Canada

This is a restricted two stage EU procurement by the European Commission Service for Foreign Policy Instruments to deliver a Policy Dialogue and Public Diplomacy Facility in Canada focused on strengthening EU Canada relations through structured policy dialogue and public diplomacy. The contract is estimated at €3,500,000 for up to 36 months and will be awarded on a best price quality ratio with submissions via the EU Funding and Tenders Portal. Key participation requirements include electronic submission, EU Login and PIC registration, and selection thresholds such as an average turnover of at least €1,000,000 and technical experience of at least two service contracts valued at €800,000 each in the last four years. The deadline for requests to participate is 16 October 2026 at 23:59 America Toronto time.

What it funds

Scope summary

Service contract to strengthen and deepen EU–Canada relations through two complementary components: facilitation of structured policy dialogues linked to joint committees and working groups, and design and delivery of public diplomacy actions to raise awareness of EU policies and benefits of the EU–Canada partnership among Canadian audiences and stakeholders.

Who can apply:Eligible applicants: natural persons or legal entities (individually or in consortia) effectively established in EU Member States or eligible countries under NDICI-Global Europe, and international organisations. Sub-contracting allowed; consortia members are jointly and severally liable.

1. 1Policy Dialogue Support: facilitation of structured dialogues and technical support to joint mechanisms
2. 2Public Diplomacy Actions: communications, events and stakeholder engagement targeting media, academia, civil society, youth and opinion leaders

Key selection thresholds include average annual turnover of at least €1,000,000 (last 3 closed financial years), minimum technical experience of 2 service contracts valued at €800,000 each in the last four years, and minimum staffing levels (average 10 specialists, at least 2 permanent).

Deadlines and next steps:Deadline to submit requests to participate: 16 October 2026 23:59 America/Toronto. Provisional invitation to tender: 30 November 2026; provisional contract start: 1 April 2027 ¹.

Requests to participate must be submitted via the Funding & Tenders Portal; all communications and submissions must be in English and follow the procurement documents.

Footnotes

1. 1Full procurement documents and submission portal: Funding & Tenders Portal.

Basic Opportunity Details

Opportunity Title:Policy Dialogue and Public Diplomacy Facility for Canada. Procedure identifier: EC-FPI/YOW/2026/EA-RP/0027. TED reference: 179/2026 (change notice 181/2026). Lead contracting authority: European Commission, FPI - Service for Foreign Policy Instruments (FPI.3 - Public Diplomacy, Global Alliances and Election Observation). Main CPV: 79416000 - Public relations services. Additional CPV codes: 73000000, 79410000, 79952000. Nature of contract: services (fee-based). Estimated total value: €3,500,000. Maximum contract duration: 36 months. Award method: best price-quality ratio. Place of performance: Canada. Programme: Neighbourhood, Development and International Cooperation Instrument (NDICI) - America and the Caribbean.

Key Dates:TED publication date: 16/09/2026. Submission method: electronic via the EU Funding & Tenders Portal and eSubmission. Deadline for receipt of requests to participate: 16/10/2026 23:59:59 America/Toronto (UTC-04:00). Provisional invitation to tender: 30/11/2026. Provisional contract start date: 01/04/2027. Two-stage restricted procedure: short-listing followed by invitation to tender.

Objective and Scope of Services

Purpose:to procure services that strengthen and deepen EU–Canada relations on priority themes of shared strategic interest and to advance EU interests and values in Canada through targeted policy dialogue and public diplomacy. The contract supports implementation of commitments under the EU–Canada Strategic Partnership Agreement (SPA), CETA, and where relevant the EU–Canada Green Alliance and the EU–Canada Security and Defence Partnership.

Components required:The services shall comprise two complementary components: Policy Dialogue Support and Public Diplomacy Actions. Policy Dialogue Support includes facilitation of structured policy dialogues, activities linked to existing and emerging dialogue mechanisms, and support for joint committees and working groups involving the EU Delegation and relevant EU services. Public Diplomacy Actions include the design and delivery of initiatives to increase understanding of EU policies among Canadian audiences, demonstrate benefits of the EU–Canada partnership, and engage stakeholders beyond government including media, academia, civil society, youth, and opinion leaders.

Expected deliverables and outcomes:measurable policy outcomes, consolidation of trusted stakeholder networks, amplification of EU positions across Canada, increased visibility and credibility of the EU in Canada, and contribution to closer alignment between EU and Canadian policy positions (including in multilateral fora).

Eligibility and Participation

Legal basis:Regulation (EU) No 2021/947 establishing the NDICI - Global Europe. Participation is open to natural persons who are nationals of, and legal persons effectively established in, a Member State of the EU or in eligible countries or territories as defined under Article 28 of Regulation (EU) No 2021/947. Participation is also open to international organisations.

Eligible applicant types:Startups, SMEs, large enterprises, consultancies, public relations agencies, research institutes, universities, non-profits, NGOs, international organisations, public bodies and consortia formed by any combination of the above provided they meet nationality/establishment requirements. Sub-contracting is allowed. All members of a consortium are jointly and severally liable.

Selection, Award and Process Details

Procedure type:Restricted (two-stage). Number of candidates to be short-listed: minimum 4, maximum 8. If fewer than 4 candidates meet the selection criteria the contracting authority may invite those who do. If more than 8 meet criteria, ranking by re-examination (comparative criteria) will determine the top 8 invited to tender. Invitation to submit tenders expected around 30 November 2026.

Selection criteria (summary):Candidates must demonstrate economic/financial capacity, professional capacity and technical capacity according to the Request to Participate form and templates in the procurement documents. Selection criteria are applied to each candidate or consortium as a whole (except where noted).

1. 1Economic and financial capacity: Average annual turnover over last 3 closed financial years not less than €1,000,000. Current ratio (current assets/current liabilities) at least 1 in the last closed year. In a consortium this must be fulfilled by each member.
2. 2Professional capacity: During the last 3 years, candidate must have on average at least 10 personnel (permanent or non-permanent) in specialist areas related to the contract (international relations, public diplomacy, international cultural relations, global challenges and/or EU policies), with at least 2 of these personnel currently employed on a permanent basis. Candidate must not be subject to professional conflicting interests.
3. 3Technical capacity: Candidate must have completed at least 2 service contracts implemented at any time during the last 4 years before the submission deadline, each with a value not less than €800,000. The completed services must be in domains of policy dialogue, global challenges/EU policies, and public diplomacy/international cultural relations support. Documentary evidence is required for referenced contracts and for the portion completed in the reference period.

Additional comparative criteria used only if more than 8 candidates meet selection criteria: 1) highest number of qualifying contracts meeting technical capacity criterion; 2) highest cumulative value of qualifying contracts. These are applied in that order and second criterion used only to break ties for the 8th position.

Award criteria:Best price-quality ratio. Quality typically carries the greater weight (procurement documents state quality and price breakdown; tenderers must consult procurement documents for the exact weighting and sub-criteria).

Contract, Financial and Administrative Conditions

Estimated total contract value:€3,500,000 (estimated overall contract amount). The contract is fee-based and financed under budget line 14.020140 - The Americas (NDICI geographic programme). The procurement is fully or partially financed with EU funds (NDICI Global Europe 2021-2027). The contract may be awarded as a single lot (LOT-0001) and may cover the entire set of services if the tenderer is awarded more than one lot. Electronic ordering and electronic payment will be used during contract execution.

Contract duration and start:Maximum duration: 36 months. Provisional commencement date: 1 April 2027. Tasks to be implemented over 36 months.

Co-funding:No explicit requirement for co-funding indicated in the procurement notice. Fee-based services financed by EU budget; tenderers should consult procurement documents for detailed financial conditions, pricing, invoicing and eligible costs.

Application and Submission

Application type:Open restricted call for tenders (two-stage restricted procedure). Stage 1: submission of Request to Participate via the EU Funding & Tenders Portal (F&T Portal). Stage 2: shortlisted candidates invited to submit full tenders via eSubmission. Submissions must be electronic; an EU Login account is required and participants must register organisations in the Participant Register to obtain a PIC (Participant Identification Code). Requests to Participate and tenders must be in English.

Submission instructions and templates:Requests to participate must be submitted using the Request to Participate form provided in procurement documents (see Annexes on the F&T Portal). Candidates must also submit a Declaration on Honour on Exclusion and Selection criteria using the provided template. Additional supporting documentation should be uploaded in the correct eSubmission attachment sections as specified in the submission terms. Any additional unsolicited documents will not be considered.

1. 1Register organisation in the Participant Register and obtain PIC(s).
2. 2Prepare Request to Participate form and Declaration on Honour using templates from the procurement Annexes.
3. 3Compile supporting documents to prove economic, financial, professional and technical capacity as requested (financial statements, certificates of completed contracts, staff lists, CVs etc.).
4. 4Submit Request to Participate exclusively via the F&T Portal before the deadline. Ensure attachments are correctly named and uploaded under the appropriate tabs.
5. 5Monitor the F&T Portal Questions & Answers section and procurement document area for clarifications and updates. Clarification requests must be submitted via the F&T Portal at least 21 days before the submission deadline; clarifications will be published no later than 8 days before the deadline.

Evaluation Stages and Probabilities

Application stages:Two major stages for this restricted procedure: Stage 1 (shortlisting) and Stage 2 (invitation to submit detailed tenders and award). The contracting authority will shortlist between 4 and 8 candidates from the Request to Participate submissions. Shortlisted candidates will be invited to submit full tenders and will be evaluated on quality and price according to the award criteria.

Success rates:The shortlisting stage will select 4 to 8 candidates; therefore the probability of being shortlisted depends on the number of eligible applicants. If many eligible candidates apply, the chance of selection is reduced. Final award probability among shortlisted candidates equals 1 divided by number of shortlisted candidates adjusted for evaluation outcomes; historically restricted tenders of this nature are competitive with single-award outcomes. No published overall success rate is provided in the procurement documents.

Mandatory and Recommended Documentation

Mandatory:Request to Participate form, Declaration on Honour on Exclusion and Selection criteria, signed declarations regarding exclusion grounds, proof of financial standing (accounts for last 3 closed years), proof of turnover and current ratio, evidence of professional capacity (staffing), and evidence of technical capacity (documents for at least 2 past service contracts >= €800,000 each in the last 4 years). If relying on capacity-providing entities, provide commitments and supporting documents. Templates and forms are available in the procurement Annexes on the F&T Portal.

Other Practical and Legal Information

Language:All written communications for this tender and subsequent contract must be in English. Electronic submission system requirements: use latest versions of Google Chrome or Mozilla Firefox; attachments must respect eSubmission technical limits (e.g., file size < 50 MB per attachment and maximum 200 files per submission). The F&T Portal encrypts attachments upon upload and the submission receipt timestamp is proof of timely submission. The contracting authority may request PIC validation by EU Validation Services (REA).

Grounds for exclusion and restrictive measures:Candidates must declare they are not in any exclusion situations listed in the PRAG. Entities listed in EU restrictive measures at the moment of award cannot be awarded the contract. Presence of professional conflicting interests will be assessed and may disqualify candidates.

Procurement documents and the Additional Information about the Contract Notice (Invitation to submit a request to participate) provide full terms, templates and detailed selection and award criteria. Candidates must consult those documents and the Annexes on the F&T Portal when preparing submissions. For procurement documents and downloads see the call on the F&T Portal Opportunity on F&T Portal. Additional information PDF eSubmission address FPI department

Quick Checklist for Applicants

1. 1Register organisation and obtain PIC(s) in the Participant Register.
2. 2Create EU Login and ensure access to the F&T Portal and eSubmission.
3. 3Download Request to Participate form and Declaration templates from the Annexes.
4. 4Prepare financial statements, staffing evidence and technical references meeting the selection criteria (turnover, current ratio, staffing, 2 qualifying contracts >= €800,000 each).
5. 5Compile supporting documents and ensure correct naming and uploading under the appropriate eSubmission tabs.
6. 6Submit the Request to Participate electronically before 16/10/2026 23:59:59 America/Toronto and retain the eSubmission timestamp receipt.
7. 7Monitor the F&T Portal for clarifications, corrigenda and the invitation to tender if shortlisted.

Mentioned Countries and Geographic Eligibility

Place of performance and benefitting zone:Canada. Participation eligible: entities effectively established in EU Member States or in eligible countries/territories as defined under Article 28 of Regulation (EU) No 2021/947; participation also open to international organisations. The procurement is funded under the NDICI programme covering America and the Caribbean region but the contract will be executed in Canada.

Detailed Answers to Structured Questions

1. 1Eligible Applicant Types: startups, SMEs, large enterprises, consultancies, public relations firms, research institutes, universities, non-profits, NGOs, international organisations, public bodies; consortia of these entities are allowed. Subcontractors are permitted. All consortium members are jointly and severally liable.
2. 2Funding Type: procurement of services (tender). Fee-based contract financed from EU budget (NDICI - Global Europe).
3. 3Consortium Requirement: two-stage restricted procedure; a single candidate may apply or a consortium may apply. Consortiums are allowed but not mandatory. If a consortium applies, selection criteria apply to the consortium as a whole and some financial criteria must be met by each consortium member.
4. 4Beneficiary Scope (Geographic Eligibility): applicants effectively established in an EU Member State or an eligible country/territory as defined under Article 28 of Regulation (EU) 2021/947; participation also open to international organisations. Place of performance: Canada.
5. 5Target Sector: public diplomacy, international relations, policy dialogue, public relations, event management, communication and outreach, research and consultancy related to global challenges and EU policies.
6. 6Mentioned Countries: Canada is explicitly mentioned as place of performance and benefitting zone. The contracting authority is the European Commission (EU).
7. 7Project Stage: implementation and operational service delivery (implementation, facilitation, public diplomacy activities, stakeholder engagement). Not research; operational/implementation stage to deliver dialogues and public diplomacy outcomes.
8. 8Funding Amount: estimated total value €3,500,000 for the contract (fee-based) over up to 36 months.
9. 9Application Type: restricted procedure (two-stage) with electronic submission via the F&T Portal and eSubmission. Stage 1 is an open request to participate; shortlisted candidates will be invited to tender.
10. 10Nature of Support: monetary contract (fee-based payment for services) delivered as a public contract; beneficiaries receive monetary remuneration under service contract terms.
11. 11Application Stages: 2 main stages (1 shortlisting stage via Request to Participate; 2 tender submission and award among shortlisted candidates).
12. 12Success Rates: not specified in documents. Shortlisting will select between 4 and 8 candidates; success rate at shortlisting depends on number of eligible applicants. Final award probability among shortlisted candidates equals one contract awarded to the successful tenderer after evaluation on price-quality ratio. No published historical success rate.
13. 13Co-funding Requirement: none specified. The procurement is fee-based and financed by the EU budget; tenderers should verify procurement documents for invoicing and cost eligibility rules.

Templates:The procurement documentation provides the Request to Participate form and Declaration on Honour templates which must be used. The Request to Participate form includes sections for economic/financial capacity (financial statements, turnover, current ratio), professional capacity (personnel statements, CVs), technical capacity (contract references, value, description, supporting evidence), and declarations on exclusion. Candidates relying on other entities must provide a separate document with the third party data and commitment letters. All templates are available in the Annexes on the F&T Portal and must be strictly followed for submission.

Summary: What is this opportunity about and how to explain it?

This is a public procurement (restricted, two-stage) issued by the European Commission's Service for Foreign Policy Instruments to secure a service provider (or consortium) to operate a Policy Dialogue and Public Diplomacy Facility in Canada. The contractor will deliver two integrated streams of work: (1) Policy Dialogue Support to facilitate structured, multi-level policy dialogue between EU actors and Canadian counterparts across thematic areas aligned with SPA, CETA, the Green Alliance and security partnerships; and (2) Public Diplomacy Actions to raise awareness and understanding of EU policies and the benefits of the EU–Canada partnership among Canadian audiences including media, academia, civil society, youth and opinion leaders. The contract is fee-based, funded by the NDICI programme (America and the Caribbean), valued at approximately €3.5 million and runs for up to 36 months with a planned start in April 2027. Participation is open to organisations established in EU Member States or eligible third countries and to international organisations; consortia are permitted. The procurement uses a restricted procedure: submit a Request to Participate electronically via the F&T Portal by 16 October 2026; if shortlisted (4-8 candidates) you will be invited to submit a full tender evaluated on best price-quality ratio. Applicants must meet clear selection thresholds for turnover, liquidity, staffing and relevant past contracts (including at least two service contracts each >= €800,000 completed in the last 4 years) and must provide required templates, declarations and supporting evidence as specified in the procurement Annexes. Interested operators should immediately secure PIC registration, prepare documentary evidence for selection criteria, review the Additional Information about the Contract Notice and Annex templates on the F&T Portal, and plan for the two-stage submission timeline. For full procurement documents and annexes consult the F&T Portal and use the eSubmission link for submissions Funding & Tenders Portal opportunity. Additional information PDF

Footnotes

1. 1Procurement documents and the official Additional Information about the Contract Notice are available on the EU Funding & Tenders Portal (see links provided). The Request to Participate form and Declaration on Honour templates are located in the Annexes section of the procurement documentation on the Portal.

This is a restricted EU procurement for services in Canada designed to strengthen EU Canada relations through policy dialogue and public diplomacy. An external tender summary also identifies the opportunity under reference EC-FPI/YOW/2026/EA-RP/0027 and confirms the 16 October 2026 participation deadline[1].

What the opportunity is about

The contract supports implementation of the EU Canada Strategic Partnership Agreement, CETA, and where relevant the EU Canada Green Alliance and the EU Canada Security and Defence Partnership. It combines policy dialogue support with public diplomacy actions to advance EU interests and values in Canada, improve understanding of EU policies, and strengthen engagement with Canadian stakeholders beyond government.

Estimated value:€3,500,000 total estimated contract value.

Who can apply

Because the procedure is restricted, interested economic operators first submit a request to participate and only shortlisted candidates would normally proceed to the next stage. The portal indicates that submission is electronic, EU Login is required for participation, and a PIC is mandatory for tender participation.

The opportunity is not marked as SME suitable, so it is not tailored specifically to small and medium sized enterprises. Larger service providers, specialist agencies, consultancies, or consortia with relevant public relations, strategic communication, policy dialogue, and stakeholder engagement capacity are the most obvious fit.

Commercial and procedural details

Scope of work

• Facilitation of structured policy dialogues linked to existing and emerging dialogue mechanisms, including joint committees and working groups.
• Design and delivery of public diplomacy initiatives for Canadian audiences, including media, academia, civil society, youth, and opinion leaders.
• Activities that increase understanding of EU policies and priorities and demonstrate the practical value of the EU Canada partnership.
• Work that supports measurable policy outcomes, trusted stakeholder networks, and stronger alignment between EU and Canadian positions in multilateral and foreign policy settings.

Practical points for applicants

• The official deadline shown in the portal is 16 October 2026 at 23:59 America/Toronto.
• The call is open for submission through the EU Funding and Tenders Portal.
• A change notice was published on 18 September 2026.
• No public Q and A items were listed in the portal extract provided.
• This is a procurement, so no grant funding rate applies. Payment and deliverables are governed by the service contract and tender documents.

Assessment and fit

Applicants will likely need strong experience in public diplomacy, strategic communications, stakeholder engagement, policy dialogue facilitation, and delivery in the Canadian context. The tender documents should be reviewed carefully for the detailed selection criteria, technical requirements, submission forms, and evidence required at the participation stage.

Bottom line

This is a sizeable 36 month EU services contract in Canada focused on policy influence, diplomatic outreach, and relationship building. It is best suited to established organisations or consortia with proven international public affairs and communications capability and the ability to deliver measurable outcomes across government and non government audiences.