Provision of brokering services in training

What it funds

Scope in one line

Framework contract to provide brokering services for specialised and related training for EMSA staff: sourcing, negotiating, liaising, coordination, quality assurance, reporting and delivery arrangements for in-person, online or blended courses.

Who can apply

Economic operators established in EU Member States, plus Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina; international organisations are also eligible. Joint offers and subcontracting allowed subject to rules in the tender specifications.

Key deadlines and practicals

Footnotes

1. 1See Invitation to Tender, Tender Specifications and Draft Framework Service Contract on the F&T Portal (documents published 05/10/2026).

Opportunity snapshot

What the contract covers

Who can apply

Procurement and submission details

Selection, award and evaluation

Contract structure, duration and value

Price and invoicing

Prices to be quoted in euro, fixed for the duration of the contract unless specific indexation clause applies. Brokering fee must not exceed 10% of the contracted value for a specific service. Prices must be all-inclusive and cover all expenses related to provision of services from contractor premises; provider delivery costs quoted separately in Appendix A. EMSA is exempt from VAT; VAT must be shown separately. Invoicing and e-invoicing: invoices submitted via e-PRIOR or as agreed; payment terms: contracting authority to pay within 30 days of receipt and approval of invoice and supporting deliverables unless suspension justified.

Consortium and subcontracting rules

Joint tenders are permitted. Joint tender group must appoint a group leader with full authority to represent group; all members are jointly and severally liable to EMSA. Any change in composition after submission normally leads to rejection unless limited exceptions apply (e.g. universal succession due to merger, under specified conditions). Subcontracting is allowed; subcontractors with an intended share >20% or whose capacities are relied on for selection criteria must be identified and provide a signed commitment letter. Entities (not subcontractors) on whose capacities the tenderer relies to fulfil selection criteria must also provide commitment letters. Tenderers must supply evidence for selection and exclusion criteria covering themselves and identified subcontractors / relied-on entities. EMSA may require replacement of subcontractors in exclusion situations.

Deliverables, quality assurance and reporting

Contractor responsibilities include proposing at least two provider options per EMSA request where applicable; ensuring all course materials and deliverables are in English; submitting training materials for approval at least 4 weeks before delivery (shorter lead times possible for short-notice requests, with adjusted timelines); ensuring trainer qualifications and delivery quality; collecting participant evaluations and achieving success thresholds: a minimum of 60% of respondents scoring at least 70% for course content, trainer performance and overall satisfaction. Contractor provides quarterly/annual/ad hoc reports and metrics requested in Tender Specifications; EMSA reviews and comments within specified timelines (30 days for reports, 7 days for approvals where indicated).

Application contents and templates

Mandatory documents and templates (available in procurement documents on the F&T Portal and EMSA procurement page): Invitation to tender, Tender Specifications, Draft Framework Service Contract, Appendix A - Price Offer (financial offer form), Tenderer Checklist, Authorised Signatory Form, Legal Entities and Bank Accounts Form, Declaration of Honour (DoH), Simplified Financial Statement, List of identified subcontractors template, Commitment letter by identified subcontractor template, Commitment letter by entity on whose capacities tenderer relies template, Agreement/Power of attorney (for joint tenders). Tenderer’s Checklist lists required submission items: technical and financial offers, signed cover letter, authorised signatory form, DoH, legal and financial forms and documents, evidence for selection criteria (at least 3 past projects and 3 CVs), Appendix A price form and signed checklist.

Assessment stages and process

Geographic and eligibility scope

Eligibility and compliance highlights

Financial and contractual mechanics

Risks, penalties and performance management

Application preparation checklist (practical)

Templates and application form structure

Application uses a combination of free-format technical documentation and standardised templates provided by EMSA. Key templates include: Tenderer’s Checklist; Authorised Signatory Form; Legal Entities and Bank Accounts Form; Declaration of Honour; Simplified Financial Statement; Appendix A - Price Offer (Excel price list and evaluation scenarios); List of identified subcontractors; Commitment letters for identified subcontractors and relied-on entities; Agreement Power of Attorney for joint tenders. Tender Specifications (section 13) explains how these elements must be uploaded in e-Submission. Appendix A structure: name of tenderer, rows for requested courses, provider price per full course duration, brokering fee percentage column (up to 10%), computed total price column and overall total price for evaluation. Tenderer Checklist lists each required file to ensure completeness before submission.

Key compliance and legal points

EMSA draft framework contract contains detailed general and special conditions (intellectual property: results assigned to the Union; pre-existing rights licensing; confidentiality; data protection and processing rules requiring EU/EEA localisation of data; liability limits; force majeure; price revision formula; audit and recovery clauses). Tenderers must study the draft contract and ensure acceptance of contract terms when preparing tenders. Participation requires that tenderers and all subcontractors are not subject to EU restrictive measures and meet exclusion criteria. EMSA reserves right to cancel procedure up to contract signature without compensation.

Structured answers to requested categorisation questions

Templates and application form outline

How to apply (practical summary)

EMSA notes that after submission, a tenderer may withdraw a tender or replace it with a new one before the submission deadline; e-Submission provides withdrawal receipts. Tenderers bear all costs of tender preparation and submission.

Concluding summary

This procurement seeks a single contractor to act as EMSA’s training broker via a Framework Service Contract up to 48 months and up to a maximum total contract budget of €400,000 (excl. VAT). The contractor will source, negotiate, coordinate and manage specialised maritime and related training for EMSA staff across in-person, online and blended modalities. Applicants must demonstrate legal capacity, financial stability (minimum turnover criterion), and relevant technical experience with training brokering (minimum three completed projects in the last three years) and provide a core team with minimum experience and English proficiency. Tenders are evaluated on quality (70%) and price (30%) with strict minima for quality criteria. Submission is electronic only via e-Submission on the EU Funding & Tenders Portal within the published deadlines. Detailed templates and the draft framework contract are provided in the procurement document package; bidders must follow the Tender Specifications and Checklist exactly and be prepared to provide documentary evidence on short notice. EMSA retains rights to cancel the procedure prior to contract signature and to apply performance monitoring, liquidated damages, price reductions and termination remedies in cases of poor performance or non-compliance.

Footnotes

1. 1Procurement pages and e-Submission. Access the tender page and documentation on the EU Funding & Tenders Portal: Funding & Tenders Portal.

Funding Opportunity Report: Provision of brokering services in training

Executive assessment

This is a public procurement opportunity rather than a grant. EMSA seeks one contractor to broker specialised training and related learning and development services for EMSA staff. The selected contractor will identify, assess, negotiate with and coordinate external training providers, while remaining responsible to EMSA for the quality, suitability and delivery of the brokered services 1.

The opportunity is commercially relevant to established training brokers, learning and development providers, professional training procurement companies and consortia with a demonstrable international and multicultural track record. The principal barriers to entry are the requirement for at least three comparable completed projects in the previous three years, minimum turnover of €150,000 for each of the last two years, and a qualified team with at least three years of relevant experience.

The strongest tenders will need to demonstrate more than access to training providers. They should present a credible sourcing and negotiation model, a broad and quality-controlled provider network, rapid operational coordination, effective reporting, and a measurable quality assurance process aligned with EMSA's satisfaction thresholds.

Opportunity identity and status

The EMSA procurement information confirms the tender reference and 16 November 2026 deadline 2. The opportunity metadata also contains an additional January 2026 deadline entry, but this does not correspond to the tender submission deadline shown in the procurement notice and tender documents. Applicants should rely on the current portal record and the Invitation to Tender, which specify 16 November 2026 at 16:00 Lisbon time.

Purpose and scope

EMSA intends to appoint a training broker that can respond to current and emerging training needs, including topics related to EMSA's maritime safety, maritime security, environmental and operational responsibilities. The scope is not limited to a fixed catalogue of courses. EMSA may request specialised or other related training identified during implementation of the framework agreement.

The contractor will not normally deliver the training directly. It will operate as an intermediary responsible for finding suitable providers, negotiating commercial and operational terms, coordinating delivery and managing related administrative matters. The contractor remains responsible to EMSA for the overall quality, relevance and suitability of the brokered solution.

Core services include sourcing providers against EMSA's requirements, negotiating price and terms, managing provider communications, coordinating collective training activities, arranging delivery, supporting course administration, obtaining attendance and certification records, and managing invoicing and payment matters with providers.

Training may involve in person, online, blended, synchronous or asynchronous delivery. In person services will generally take place at EMSA premises in Lisbon. Online and blended activities will be delivered remotely through Microsoft Teams or an equivalent platform agreed during implementation.

Indicative subject areas

The indicative subject areas include alternative fuels and technologies in shipping, maritime autonomous surface ships, digitalisation and automation, search and rescue, offshore safety contingency plans, technical ship management, maritime surveillance, hazardous materials, the International Maritime Organization Search and Rescue Convention, STCW related familiarisation, bridge and engine room resource management, the Global Maritime Distress and Safety System, SOLAS, MARPOL, maritime publications, nautical charts, automatic identification systems, vessel traffic services, risk management, ship stability, high speed craft, vessel automation, unmanned aircraft systems, airworthiness and safety, and artificial intelligence.

The list is expressly non exhaustive. A strong bidder should therefore demonstrate both current maritime expertise and the ability to source providers for new, technical or exploratory subjects that may not be identifiable at contract signature.

Target users and delivery expectations

The end users are EMSA staff. The target audience may include maritime and non maritime personnel, managers, specialists, junior and senior staff, and participants from different national, professional, cultural and educational backgrounds. The contractor must be able to support a multicultural and multilingual environment, although all training courses and related materials must be delivered in English.

For each EMSA service request, the contractor must identify the best placed providers and propose at least two options where applicable. Proposals may need to describe learning outcomes, objectives, assessment methods, syllabus and course content. EMSA will select the most appropriate provider and the contractor will coordinate implementation.

Operational availability

The broker's personnel must be available during EMSA working hours, normally Monday to Friday from 09:00 to 16:30 Lisbon time, subject to EMSA's own holiday calendar. The contractor's services will ordinarily be performed from its own premises, while training delivery may occur in Lisbon or online.

Contract and financial structure

The maximum framework value is €400,000 excluding VAT. This is a maximum ceiling and does not commit EMSA to order the full amount. Services will be ordered through specific contracts under the framework agreement, and the contractor will be paid for accepted services ordered and delivered.

The financial offer must use prices in euros. Prices are to be all inclusive for the relevant services, fixed and non revisable unless the contract provides otherwise. VAT must be shown separately. EMSA benefits from applicable EU privileges and exemptions, so VAT and other excluded charges must not be included in the tender price calculation.

The brokering fee may not exceed 10 percent of the contracted value of the specific service. The price offer is structured around provider prices, the broker fee and the resulting total price. The evaluation price is calculated using the scenarios specified in Appendix A rather than by applying the fee only to an unspecified future volume.

Supplementary services may be requested under the framework contract based on a quotation, subject to the tender specifications and a stated ceiling of 20 percent of the contract value. No pre financing or financial guarantee is applicable. Payment is linked to EMSA's acceptance of the relevant services or deliverables, with invoices submitted through e invoicing arrangements and payment generally due within 30 days after approval.

The framework agreement is for one contractor and does not reopen competition for each order. EMSA will issue requests for specific contracts or orders, and the contractor generally has 10 working days to accept and sign or explain why it cannot accept the request. Repeated refusal or failure to respond may constitute breach of contract.

Eligibility and geographic access

Eligible applicants are economic operators established in EU Member States and in the countries expressly listed in the Invitation to Tender: Albania, Bosnia and Herzegovina, Iceland, Kosovo, Liechtenstein, Montenegro, North Macedonia, Norway and Serbia. International organisations may participate on equal terms 3.

Applicants must have access to procurement and must not be in an exclusion situation. The tenderer, joint tender members, identified subcontractors and entities whose capacities are relied upon must not be subject to applicable EU restrictive measures involving asset freezes or prohibitions on making funds or economic resources available.

The contracting authority may request documentary evidence supporting the Declaration of Honour, including judicial records and certificates concerning taxes and social security contributions. Proposed awardees should prepare such evidence in advance because the response period may be short.

Legal structures and consortia

A sole tenderer, joint tender or tenderer relying on other entities may be used, subject to the procurement documents. Joint tender members are jointly and severally liable for performance and must appoint a group leader. Each group member must provide the required exclusion and selection evidence.

A tenderer may rely on the capacity of another entity only where it can prove that the necessary resources will be available. Abstract commitments are insufficient. Where technical or professional capacity is relied upon, the supporting entity must perform the services for which that capacity is required, normally as a subcontractor or qualifying entity.

Subcontracting is permitted subject to disclosure and the relevant commitment letters. Identified subcontractors include those on whose capacity the tenderer relies and those whose individual known share exceeds 20 percent. The contractor remains fully liable to EMSA for the whole contract.

Minimum selection requirements

Required tender package

The Tenderer Checklist requires a complete and signed submission by an authorised representative. The practical submission package should include the following items, adapted to the applicant's legal structure and tendering arrangement 4.

Award methodology

The contract will be awarded to the compliant tender with the highest overall score. Quality carries 70 percent and price carries 30 percent. Each quality criterion is scored from 0 to 10, and half points may be used.

Each quality criterion has an individual minimum threshold of 60 percent. Only tenders meeting all four quality thresholds are considered for the quality and price scoring calculation. The overall tender score must also reach at least 60 percent to remain eligible for award.

The price methodology rewards the lowest evaluated price through a proportional formula. However, the 70 percent quality weighting means that an unusually low price will not compensate for a weak methodology, insufficient provider network or inadequate quality controls.

Service quality obligations

The contractor is responsible for ensuring that the brokered training is delivered to a professional standard and is suitable for EMSA's requirements. This responsibility covers provider capability, trainer qualifications, content, learning materials, delivery methodology, participant experience and continuity of service.

Training materials must normally be submitted to EMSA for approval at least four weeks before delivery or the agreed distribution date. EMSA may request changes, which the contractor must communicate to the training provider and have addressed within the required timetable. Final acceptance is normally required at least one week before delivery, subject to shorter timelines where EMSA makes a short notice request.

The tender specifications define satisfactory training through participant evaluations. At least 60 percent of respondents must give a score of 70 percent or above for course content, trainer performance and overall satisfaction. Failure to meet thresholds in two consecutive sessions triggers a formal performance review and corrective action plan. Failure in three consecutive sessions may be treated as poor contract performance.

Reporting obligations

Upon request, the contractor must provide quarterly, annual or ad hoc analysis and reporting. Expected information includes activity types, provider usage, individual and collective learning rates, cost per hour and participant, budget expenditure, response times, preparation costs, fulfilment of identified needs, numbers trained, satisfaction, attendance, cancellations, employee satisfaction with the broker, requested competencies and other agreed metrics.

Submission and procedural requirements

Tenders must be submitted exclusively through the electronic eSubmission application in the Funding and Tenders Portal. Email, postal or other submissions will be disregarded. A valid EU Login account and organisation Participant Identification Code are required 5.

The tender may be submitted in any official EU language, but English is strongly preferred and should be used for the technical sections, evidence and award responses. Documents must be clear, complete, consistent and legible. The tender must be signed by a duly authorised representative.

Applicants should not wait until the final day to upload the tender. The portal material indicates that attachments must comply with eSubmission technical requirements, and the completed submission receipt should be retained as evidence of timely transmission. Any replacement tender must be submitted before the deadline in accordance with the portal rules.

Questions must be submitted through the Questions and Answers tab of the Funding and Tenders Portal. EMSA is not bound to answer questions submitted less than six working days before the deadline. Applicants should monitor the tender page for clarifications, corrigenda and document changes throughout the tender period.

Key risks and commercial considerations

Recommended bid strategy

Overall opportunity rating

The opportunity is best understood as a managed sourcing and coordination framework for EMSA's staff training requirements, not as a conventional training delivery contract or a grant. Applicants should make the tender specific to EMSA's maritime and institutional context while preserving sufficient flexibility to address new topics, delivery formats and staff profiles during the 48 month term.

Submission reference

The official opportunity record and its downloadable procurement documents should be treated as the definitive source for submission. The current portal deadline is 16 November 2026 at 16:00 Lisbon time. Applicants should verify the deadline, time zone, document versions, Q and A updates and any corrigendum immediately before submitting 1.

Footnotes

1. 1Authoritative opportunity record: EU Funding and Tenders Portal opportunity and related EMSA procurement information: EMSA procurement page. Authoritative procurement documents and any subsequent corrigenda or clarifications prevail over this report.
2. 2The EMSA procurement page identifies EMSA/2026/OP/0019 as an open procedure for provision of brokering services in training, with a deadline of 16 November 2026. EMSA calls for tenders
3. 3The tender documents state that the contract is open to economic operators established in EU Member States and in Albania, Bosnia and Herzegovina, Iceland, Kosovo, Liechtenstein, Montenegro, North Macedonia, Norway and Serbia, as well as international organisations. Eligibility remains subject to access to procurement, exclusion, sanctions and capacity requirements.
4. 4The detailed requirements, selection criteria, award criteria and contract terms are contained in the Invitation to Tender, Tender Specifications, Appendix A Price Offer, Draft Framework Service Contract and Tenderer Checklist available in the opportunity record. Tender documents
5. 5The tender documents provide for electronic submission through the Funding and Tenders Portal eSubmission application. The tenderer must use a valid EU Login account and a Participant Identification Code. The portal record and invitation to tender should be checked immediately before submission for any technical or procedural update.
6. 6The tender specifications state that EMSA may use a negotiated procedure for similar services within three years following signature, up to a maximum of 50 percent of the initial contract value. This is a possible future procurement and is not an automatic extension or guaranteed additional revenue.