Prestation de services d’assurance incendie et risques connexes pour le Parquet Européen

The European Public Prosecutor's Office (EPPO) has issued a call for tenders for the provision of fire insurance and related risk services for its buildings. The reference number for this tender is FREPPO-OP-2025-0006, and it is classified under the tender category CPV code 66515100, which relates to fire insurance services.

The eligible applicant types are primarily large insurance service providers due to the nature of the contract, which excludes SMEs as indicated by the smeSuitableIndicator being false. The tender is for a procurement contract rather than a grant, meaning that selected contractors will be compensated monetarily for the delivery of services.

There is no requirement for a consortium; the tender accommodates a single applicant structure with one lot available. Eligibility for the tender is generally restricted to entities operating within the EU/EEA, particularly focusing on adherence to Luxembourg's legal frameworks for insurance services, due to the location of the EPPO.

The contractor is expected to provide comprehensive "all risks except" insurance coverage, which means that typical exclusions commonly found in insurance policies may not apply. The contract duration starts with a 12-month term and can be renewed up to three times for a maximum total of 48 months.

Submissions are due electronically by August 4, 2025, and the electronic submission procedure can support various file types. The evaluation of bids will be based on the best price-quality ratio, but precise funding amounts have not been disclosed, leaving them as variable based on bid submissions.

The tender process is a one-stage application, meaning that applicants will submit their proposals (both technical and financial) simultaneously. Success rates are not specified but are usually low due to the competitive nature of public procurement, which often results in a single contract award.

Organizations interested in participating must obtain a Participant Identification Code (PIC) and adhere to specified file size and naming conventions when submitting documents via the EU's eSubmission system. Guidance on common issues such as technical requirements and submission management is also available through the system's FAQs.

Overall, this call for tenders presents an opportunity for eligible insurance providers to engage with EU institutional procurement, specifically aimed at ensuring risk management for the EPPO's operational facilities in Luxembourg.

The European Public Prosecutor’s Office (EPPO) has published a call for tenders, EPPO/2025/OP/0006, for the provision of fire insurance and related risks services for the European Public Prosecutor's Office buildings. The TED reference for this tender is 125/2025 431006-2025. This is an open procedure, and submissions must be sent electronically.

The expected service from the contractor is to cover the buildings of the European Public Prosecutor's Office against fire and related risks, through "all risks except" type insurance, with the exception of exclusions typically applied in the insurance market for the coverage that is the object of this call for tenders and which meet the rules of the art and the legal and regulatory requirements applicable in Luxembourg.

The lead contracting authority is the European Public Prosecutor’s Office. The main classification CPV code is 66515100 Fire insurance services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. No framework agreement is specified.

Key milestones include a TED publication date of 03/07/2025. The date and time of the public opening is 05/08/2025 at 10:00 Europe/Luxembourg time. The deadline for receipt of tenders is 04/08/2025 at 16:00 Europe/Luxembourg time. The contracting authority is not bound to reply to questions submitted after 25/07/2025 at 05:00 Europe/Luxembourg time.

The following documents are available for download:

FREPPO-OP-2025-0006 invitation Invitation to tender (request for offer) Published on 03/07/2025 Version 1 No translations available
FREPPO-OP-2025-0006 CdC Tender specifications adm. part Published on 03/07/2025 Version 1 No translations available
FREPPO-OP-2025-0006 Spécifications techniques Technical specifications Published on 03/07/2025 Version 1 No translations available
FRAnnexe 1 Descprition des bâtiments loués par le Parquet européen Technical specifications Published on 03/07/2025 Version 1 No translations available
FRAnnexe 2 Bilan de sinistralité EPPO Technical specifications Published on 03/07/2025 Version 1 No translations available
FREPPO-OP-2025-0006 Projet de Contrat Draft contract Published on 03/07/2025 Version 1 No translations available
FRCDC Annexe 6 Bordereau prix EPPO lck Financial offer form Published on 03/07/2025 Version 1 No translations available
FRCDC Annexes format modifiable Tender specifications adm. part Published on 03/07/2025 Version 1 No translations available

Submissions must be sent exclusively via electronic submission. There are currently no public questions and answers available.

Regarding the eSubmission system, the following FAQs are provided:

How to proceed if the system is slow or doesn’t work while uploading/downloading documents: Use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies on the Internet browser. Published on 13/02/2025 20:52

Which Internet browsers does eSubmission support: Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements. Published on 13/02/2025 20:52

Is it possible to view the details of the submission after the deadline: No, the content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload. Thus, the system will not allow decryption after the upload. Published on 13/02/2025 20:50

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal: Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate in restricted procedures, and requests for expression of interest. Published on 17/10/2024 20:40

Which size should attachments have: eSubmission accepts files that are less than 50 MB in size. Any larger sizes will not be accepted by the system. Published on 17/10/2024 20:36

How should I name attachments in eSubmission: Follow the System Requirements. Attachment names must meet the following conditions: The name must contain at least two characters. The name must only contain alphanumeric characters, underscore, and dots. The name must start with a letter. The name must not exceed 100 characters. Published on 03/10/2024 16:39

Can I submit a video in eSubmission? Which formats are supported: Check the System Requirements of eSubmission. Published on 03/10/2024 16:37

I received an invitation from the F&T Portal but cannot view the procurement documents: Invited candidates can only see the procurement documents after having selected an organisation. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action” column. Published on 03/10/2024 16:37

Do I need to validate my PIC in order to submit a tender in eSubmission: The Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). For subcontractors, PIC is not mandatory. Published on 03/10/2024 16:36

I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do: Make sure it follows the technical requirements of the system. A) For procurement procedures: file extension must be among the allowed file types. B) For requests to participate: file extension must be among the allowed file types. Published on 03/10/2024 16:36

How many attachments can I upload per submission: The maximum number of documents the system will allow you to upload per tender is 200 files. Check the eSubmission System Requirements in the documentation. Published on 03/10/2024 16:35

Why do tenderers need a PIC: It is mandatory to register for a PIC if you intend to submit a tender or a request to participate. Only one PIC per organisation must be used. Published on 23/04/2024 17:14

How do I register my organisation and get a Participant Identification Code (PIC): First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register. If your organisation is a bigger structure, use the PIC of the central structure. Published on 23/04/2024 16:07

What is the validity period of a PIC: A PIC is unique and its validity is not limited in time. Published on 22/04/2024 22:55

How many languages does the system support: The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 19:56

Which is the character set encoding in the system: The character set encoding is UTF-8. Published on 22/02/2024 23:58

Does the system use encryption to ensure the integrity and the confidentiality of the information: Yes, the system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism. Published on 22/02/2024 23:57

Which file types does the system support: The supported file types depend on the type of submission you want to make. The allowed file types are specified within the system requirements linked to the procedure in question. Published on 21/02/2024 23:55

Can I view and edit my draft submission: Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted. Published on 24/03/2023 21:32

In the submission report, under the name of our entity, "Legal form: UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission: No, it is just a display issue. This is not blocking for you: you can submit. Published on 03/08/2021 22:07

I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent: No, this is an auto-generated notification sent when the time limit of receipt defined for the call for tenders has been reached. Until then, you had the possibility of withdrawing your submission. Published on 03/08/2021 22:05

In summary, this is a call for tenders by the European Public Prosecutor’s Office seeking a contractor to provide fire insurance and related risk coverage for their buildings in Luxembourg. The tender is an open procedure, meaning any eligible organization can apply. The contract will be awarded based on the best price-quality ratio, and the maximum duration is 48 months. Interested parties must submit their tenders electronically by August 4, 2025. The tender documents provide detailed specifications, administrative requirements, and a draft contract for review. Potential tenderers should carefully review all documents and FAQs to ensure compliance with the submission requirements. A key requirement is obtaining a Participant Identification Code (PIC) for participation. The eSubmission system supports various file types and has specific requirements for naming attachments.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that insurance companies or service providers specializing in fire and related risk insurance are eligible.

Funding Type: Procurement, specifically a service contract.

Consortium Requirement: The information does not explicitly state whether a single applicant or a consortium is required. It is possible that either a single applicant or a consortium could be eligible, depending on the specific requirements outlined in the tender documents.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender by the European Public Prosecutor’s Office (EPPO), it is likely open to entities within the EU, and possibly EEA or EU candidate countries. The description mentions legal and regulatory requirements applicable in Luxembourg, which may imply a focus on entities operating in or capable of operating in Luxembourg.

Target Sector: Insurance, specifically fire insurance and related risk coverage for buildings.

Mentioned Countries: Luxembourg is explicitly mentioned.

Project Stage: This is for service provision, so it is at the implementation stage.

Funding Amount: The estimated total value is not specified in the provided text.

Application Type: Open call for tenders.

Nature of Support: Non-monetary services, specifically the provision of insurance services.

Application Stages: The number of application stages is not explicitly mentioned, but it would likely involve at least one stage of submission and evaluation.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: Co-funding is not mentioned, so it is likely not required.

Summary:

This is an invitation to tender, reference number FREPPO-OP-2025-0006, issued by the European Public Prosecutor’s Office (EPPO). The purpose of this procurement is to secure fire insurance and related risk coverage for the EPPO's buildings. The selected contractor will be expected to provide "all risks except" type insurance coverage, excluding typical exclusions in the insurance market, while adhering to the best practices, legal, and regulatory requirements applicable in Luxembourg. The procedure type is an open procedure, and submissions must be electronic. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The TED reference for this tender is 125/2025 431006-2025. The TED publication date was 03/07/2025. The deadline for receipt of tenders is 04/08/2025 at 16:00 Europe/Luxembourg time. The date and time of the public opening is 05/08/2025 at 10:00 Europe/Luxembourg time. The contracting authority is not bound to reply to questions submitted after 25/07/2025 05:00 Europe/Luxembourg time. The main classification CPV code is 66515100 - Fire insurance services. The tender documents include the invitation to tender, tender specifications (administrative and technical), a draft contract, financial offer form, and annexes. The maximum file size for attachments is 50 MB, and the maximum number of attachments is 200. A Participant Identification Code (PIC) is mandatory for participation. The system supports 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents.