Provision of language training for staff

The European Union Intellectual Property Office (EUIPO) has an open tender for provision of language training services in English, Spanish, French, German and Italian covering all CEFR levels and delivery modalities including on-site (Alicante), hybrid and online. The contract is a multiple framework agreement in cascade to select up to three contractors with an estimated ceiling of €720,000 over a maximum of 48 months and an indicative annual profile of €150,000; €170,000; €180,000; €220,000. Award will follow the best price-quality ratio (quality 60%, price 40%); tenders must be submitted electronically via the EU Funding & Tenders Portal by 27 April 2026 at 13:00 Europe/Madrid and remain valid for nine months. Selection requirements include professional indemnity insurance of at least €275,000, minimum turnover of €180,000 per year for the last three years, ISO 9001 or equivalent, demonstrated similar contracts and qualified trainers, with full procurement documents available on the portal.

What it funds

Brief description

Procurement for a framework agreement to supply a full range of language training (English, Spanish, French, German, Italian) for EUIPO staff and, where appropriate, staff partners. Services cover instructor-led group and individual courses, tailor-made workshops, short sessions, e-learning, blended delivery, online/hybrid/on-site modalities and language assessment.

Estimated contract ceiling:€720,000 total over up to 48 months; awarded as a framework contract (cascade) on a best price-quality ratio basis. See procurement documents for itemised price grid and templates Procurement documents ¹

1. 1Who can apply: legal persons, sole tenderers or consortia (joint tenders); subcontracting permitted (identified subcontractors above 20% must be declared).
2. 2What to provide: technical proposal answering 5 award criteria (course programmes, tailored IP/legal workshops, assessment methods, quarterly administration, self-paced e-learning) and a financial offer using Annex IV templates.
3. 3Delivery: mixed modalities (on-site, online, hybrid, Moodle or equivalent for Academy portal integration); trainers must meet specified qualifications and security/data requirements.

Administrative notes:submission exclusively via eSubmission (F&T Portal); tenders remain valid for 9 months; tenderers must complete Annex IV Standard Submission Form and provide requested selection and exclusion evidence. Technical proposal limits and formatting rules apply.

Footnotes

1. 1All procurement documents, templates and annexes, including Invitation to Tender, Technical and Financial proposal templates and Draft Framework Contract, are available on the Funding & Tenders Portal EUIPO tender page.

Lead contracting authority:European Union Intellectual Property Office (EUIPO), Alicante, Spain. Procedure type: Open procedure. Nature of contract: Services. CPV: 80580000 Provision of language courses. Framework agreement: Yes, multiple framework contract in cascade without reopening of competition. Award method: Best price-quality ratio (quality 60%, price 40%). Estimated total value: €720,000 over a maximum of 4 years. Maximum contract duration: 48 months (initial 1 year + up to 3 renewals of 1 year each). Planned number of framework contracts: up to 3 contractors ranked in cascade. Submission method: Electronic via eSubmission on the EU Funding & Tenders Portal.

Opportunity link:Full details and documents are available at EU Funding & Tenders Portal opportunity page ¹

Scope of services

The contractor(s) will manage and deliver a full range of language learning services for EUIPO staff and, when deemed appropriate by the Office, external parties such as staff spouses/partners. Five working languages: English, Spanish, French, German, Italian. All CEFR levels (A1 to C2) are in scope. Delivery modalities: on-site at EUIPO premises in Alicante (ES), hybrid, and online. Services include instructor-led training, e-learning and blended courses, self-paced e-learning, and evaluation and certification of language skills.

• Group general language courses: 50 hours per course (blended: instructor-led + complementary e-learning on EUIPO’s Moodle-based Academy Learning Portal). Maximum 12 participants per course.
• Language workshops: 20 hours per workshop, focused on specific competences or tailored professional activities (e.g., legal IP terminology, drafting administrative documents, writing decisions).
• Short language sessions: 2-hour sessions on targeted topics (grammar issues, work-related lexicon/oral skills) with a short complementary e-learning activity.
• Individual language courses: 30 hours per participant, flexible pacing and timetable, on-site or online, with complementary e-learning.
• Self-paced e-learning courses: delivered on the provider’s platform, 3-month access, expected overall workload 30 hours, includes 4 one-hour online tutoring sessions; initial level test and personalised study plan upon request.
• Courses for partners (spouses): English or Spanish general language courses of 50 hours, typically online.

Complementary e-learning for EUIPO staff must be organised and managed using the Office’s open-source LMS (Moodle-based EUIPO Academy Learning Portal). The provider will receive training and is expected to upload materials, manage participants, monitor completion, and keep accurate records within the portal. Online live sessions are expected to use Microsoft Teams or an equivalent platform.

Security, privacy, and IT requirements (online solutions):Cloud-only deployment; secure hosting in the EU/EEA; end-to-end encryption (in transit and at rest); role-based access; anonymisation; availability 99.9% (excl. maintenance); EUIPO data accessible only to authorised contractor staff; backups and logging; periodic vulnerability scans; WAF/Anti-DDoS/IPS; SPF/DKIM for outbound communications; no client-side executables/plugins required; cross-browser/OS compatibility; EUDPR compliance.

Contract governance and ordering

• Multiple framework contract in cascade (up to 3 contractors). EUIPO sends Requests for Offer (RfO) first to the contractor ranked 1st. If unavailable/non-compliant, the RfO is cascaded to ranks 2 and 3.
• Specific Contracts or Purchase Orders implement the FWC. Signature occurs via e-PRIOR/e-Ordering where applicable.
• No exclusivity is granted; EUIPO is not obliged to purchase up to the ceiling.
• Framework Contract entry into force at last signature; total duration max. 4 years (1+1+1+1).
• Payments in EUR; EUIPO is VAT-exempt under applicable legal bases; prices must be Free of VAT.
• Pre-financing is not applicable. Interim and balance payments follow acceptance of deliverables under Specific Contracts.

Estimated volume and budget profile

Framework ceiling:€720,000 across 4 years. Non-binding annual planning provided by EUIPO:

Historical indicative yearly volumes (not binding):178 courses, approx. 3,534 total hours, and around 1,080 materials per year, split as follows: General language courses (33 courses, 1,683 hours, 396 materials), Language workshops (50, 1,000, 600), Short sessions (58, 91, 25), Individual courses (20, 600, 20), Self-paced e-learning (15, 60, 15), Courses for partners (2, 100, 24).

Certification and assessment requirements

• Provider must assess language levels per CEFR with pre-course online tests and interviews, initial in-class assessment, continuous assessment, and end-of-course formal written and oral evaluations.
• Provider must issue CEFR-aligned language certificates for successful completion of A1.2, A2.2, B1.2, B2.2, C1.2, C2.2 in general language courses (attendance ≥80% and exam passed across reading, writing, listening, speaking). Certificates must be suitable for EPSO third language validation (B2 or higher, where applicable).
• Written evaluations are required for each participant in all course types; they are distinct from CEFR certificates.

Key roles and minimum qualifications

• Language trainers: Undergraduate degree (≥3 years) in language teaching/philology/translation/education or relevant; ≥3 years of teaching experience in multicultural settings across CEFR levels; C2 proficiency in the taught language with official certifications (e.g., DELE, DALF, IELTS/TOEFL or equivalent); digital competence using Teams, Moodle (or equivalent), and interactive tools (e.g., Kahoot or equivalent). Advantageous: CELTA/DELTA/ELE/TESOL, other EU languages, recent CPD.
• Coverage: At least two competent and available trainers per language (a main and an additional for substitution), across the Office’s five working languages.
• Specialised workshops: may require a language trainer plus a subject specialist (e.g., lawyer-linguist), or a trainer covering all needs.
• Administrative staff: Undergraduate degree (≥3 years) in administration/management/linguistics/education/communication or relevant; ≥3 years’ experience in administrative support or project coordination in training/corporate/consultancy contexts; advanced English and Spanish (C1+); proficient with Office productivity tools, Teams, document workflows, invoicing, and contract admin; advantageous: EU languages, LMS familiarity.

Minimum technical/quality compliance during implementation

• Compliance with EU, national, and international environmental, social, and labour law, and EU data protection obligations.
• Respect EUIPO’s Integrated Management Systems and standards (e.g., ISO 9001 quality; EMAS/ISO 14001 environment; info security standards; occupational H&S; others referenced in EUIPO GTC).
• Trainers to be granted access to EUIPO premises under internal procedures; travel/subsistence/accommodation are not reimbursed and must be included in prices.
• Course documentation in English submitted at least one month before start; header must show EUIPO logo and exact course title; final programme one week before start.
• Teaching materials supplied in online/digital format in line with EUIPO’s paperless policy. Digital licences must meet EUDPR and IT requirements. Materials, once invoiced, become EUIPO property for reuse; no charges if reusing the same material in repeated courses.

Evaluation and award

Tenders are evaluated for administrative compliance, eligibility, exclusion, selection, compliance with minimum requirements, and award criteria. Best price-quality ratio with quality weighting 60% and price 40%. Technical thresholds: Minimum 50% on each of five technical criteria and overall 50/100. Financial evaluation based on Annex IV Financial Proposal form; offers must be unambiguous and unconditional; abnormally low price checks apply.

Quality indicator = (score of offer / score of best technical offer) × 100. Price indicator = (lowest price / price of offer) × 100. Final score = (Price indicator × 40%) + (Quality indicator × 60%). Up to three framework contracts awarded and ranked; cascade sequence follows ranking for Specific Contracts/Orders.

Selection criteria (ex ante capacity requirements)

• Economic and financial capacity: Professional risk indemnity insurance with minimum coverage €275,000. Minimum yearly turnover above €180,000 for each of the last three closed financial years. Evidence: insurance certificate/contract; profit and loss accounts (or bank statements), most recent year closed within 18 months of the deadline.
• Technical and professional capacity: At least two similar contracts (scope/complexity) completed in the last three years, each with minimum value €175,000; list must include client contacts, dates, total amounts, scope, roles and amounts invoiced; client statements may be requested for verification. Capacity to provide human resources as per Technical Specifications section 8 (at least two people per profile meeting minimum requirements; no person counted for more than one profile).
• Quality certification: ISO 9001 or equivalent (at least one entity in the tender). Environmental management: EMAS/ISO 14001 or equivalent; alternatively, a corporate policy with annual environmental objectives and monitoring evidence (at least one entity).
• Legal and regulatory capacity: Registration in a relevant trade or professional register; proof issued within the last year by the competent national authority. Entities and subcontractors must not be subject to EU restrictive measures.

Exclusion criteria and declarations

• Declaration on Honour on Exclusion and Selection Criteria duly signed (for sole tenderer; each member of a joint tender; identified subcontractors >20% share or relied-upon entities).
• Upon request (presumed successful tenderer or at any time): recent extract from judicial record, and recent certificates of tax and social security compliance.
• No professional conflicting interest; EU sanctions screening applies.

Who can apply (eligibility/access to procurement)

Participation is open on equal terms to all natural and legal persons within the scope of the EU Treaties and to persons established in a third country having a special agreement with the Union in the field of public procurement that applies to EUIPO. Tenders may be submitted by a single economic operator or jointly by a group (with or without legal form). Subcontracting is permitted subject to identification and commitments where required.

Milestones and deadlines

Submission and format

• Submission exclusively via eSubmission on the EU Funding & Tenders Portal; each organisation must have a valid PIC (Participant Identification Code).
• Tenders valid for at least 9 months from the submission deadline.
• Electronic signatures: Qualified electronic signature (QES) preferred for documents requiring signature.
• Language: Any official EU language (documents are provided in English).
• Public opening session is virtual; max. two representatives per tender; request attendance by emailing procurement@euipo.europa.eu at least 3 hours before opening.

Financial proposal structure (Annex IV)

The financial offer must be completed using the provided spreadsheet and include all requested prices; ambiguity or conditionality leads to rejection. Simulations are included in the template to illustrate annual totals; price lines include course delivery, preparation, and per-participant digital/licence materials, as relevant.

Note:Numbers shown in brackets in the template columns are counts for simulation purposes only; tenderers must insert their unit prices in Euro for each required line.

Templates and required content (how to apply)

Standard Submission Form (Annex IV):Includes identification of tenderer(s), contact person, tender reference, validity, and authorised signature. It lists and structures all documents to upload per criterion and role (sole tenderer, joint leader/member, identified subcontractor, relied-upon entity). Use the dedicated eSubmission folders for: Administrative documents; Subcontracting; Declaration on Honour; Financial/Economic capacity; Technical/Professional capacity; Legal/Regulatory capacity; Technical tender; Financial tender; Other.

• Administrative: Written undertaking for joint tenders (Model A/B); Legal Entity and Financial Identification forms; powers of attorney; reliance commitment letters.
• Subcontracting: Subcontracting information form; subcontractor’s declarations; commitment letters where applicable.
• Exclusion/Selection: Declaration on Honour; judicial record extract; recent tax and social security certificates.
• Economic/Financial: Professional risk indemnity insurance certificate/contract; turnover evidence for last 3 closed financial years.
• Technical/Professional: List of similar contracts; team presentation with at least two people per required profile; quality assurance certification (ISO 9001 or equivalent); environmental management certification or policy.
• Legal/Regulatory: Proof of trade/professional register enrolment (issued within last 12 months).
• Technical proposal: As per Technical Proposal template (max 10,000 words; Arial 11pt; margins 2 cm; no annexes, images, diagrams, or external hyperlinks).
• Financial proposal: As per Financial Proposal spreadsheet; complete all lines; no conditional pricing.

Technical Proposal (Annex IV template) — structure by criteria:Criterion 1: Course programme for Spanish B1.2 hybrid (title, objectives, content, structuring; activities/materials; methodology). Criterion 2: Tailored workshop on Spanish C1 IP terminology (needs analysis; two professional scenarios; instructional design; two sample activities tied to needs). Criterion 3: Participant evaluation methods for Italian B2.2 hybrid (pre/during/post assessments). Criterion 4: Quarterly administration and management (planning/organisation; managing an open-source LMS; monitoring/communication). Criterion 5: Self-paced e-learning course for French A1.1 (course structure; platform interactivity and learner support; organisation of four one-hour tutoring sessions).

Administrative and legal notes

• Tenders submitted by email or post are disregarded; only eSubmission is valid.
• Only one tender per tenderer is considered; if multiple tenders are sent, only the latest unwithdrawn is evaluated.
• Tender validity: 9 months. No variants unless allowed (not foreseen here).
• EUIPO may cancel the procedure prior to signature without compensation. Documents become EUIPO property upon opening and are treated confidentially.
• Data protection: Processing under Regulation (EU) 2018/1725; see EUIPO privacy statement. For personal data processed by the contractor, localisation within EU/EEA; no transfers without prior written authorisation; full compliance with EUDPR requirements.

Categorisation and structured answers

Eligible Applicant Types:Economic operators capable of delivering language training and e-learning services, including training companies, SMEs, large enterprises, universities and higher education institutions with language centres, research/education institutes, nonprofits/NGOs providing language education, and consortia of such entities. Individuals may participate if they meet professional and legal capacity requirements under applicable law; subcontracting chains are allowed within the rules.

Funding Type:Procurement — services framework contract (multiple FWCs in cascade). Payments for delivered services (not a grant or subsidy).

Consortium Requirement:Single applicant or joint tender (consortium) permitted. In joint tenders, all members are jointly and severally liable; a leader is designated. Subcontracting is allowed and may be identified where share >20% or capacities are relied upon.

Beneficiary Scope (Geographic Eligibility):Open to all natural and legal persons within the EU Treaties’ scope and to entities in third countries with a special agreement with the EU in public procurement applicable to EUIPO. Service delivery may occur on-site in Spain (EUIPO Alicante), hybrid, and online across the EU.

Target Sector:Education and training; language services; professional skills development; e-learning/LMS; ICT-enabled learning; public sector workforce development; data protection and information security for online platforms. Subsector coverage includes legal/intellectual property terminology training.

Mentioned Countries:Spain (EUIPO premises in Alicante). Regionally applicable across the EU; eligibility extends as per procurement access rules stated above.

Project Stage:Implementation and service delivery (operational training provision, assessments, certification, and administration across a four-year framework). Includes development of course programmes, e-learning content management, and continuous improvement.

Funding Amount:Estimated total value €720,000 for the framework duration (indicative annual profile: €150K, €170K, €180K, €220K). EUIPO may procure similar services up to an additional 50% within three years via negotiated procedure, if needed. Multiple contractors may share volumes via cascade. No minimum purchase is guaranteed.

Application Type:Open call for tenders with electronic submission (eSubmission). Single deadline and a public opening session followed by evaluation.

Nature of Support:Money — payments for contracted services under Specific Contracts or Purchase Orders. No pre-financing. Interim/balance payments upon acceptance.

Application Stages:Single-stage submission; administrative check; exclusion/selection checks; technical and financial evaluation; award. Post-award, Specific Contracts/Orders are concluded under the FWC cascade.

Success Rates:Not published. The framework intends to award up to three contracts; no statistics on the number of expected tenders or success ratios are provided.

Co-funding Requirement:No co-funding. This is a procurement; EUIPO pays for accepted services. Tender preparation and submission costs are borne by tenderers and are not reimbursed.

Compliance checklist for tenderers

1. 1Register and obtain a PIC; verify access to eSubmission.
2. 2Download and complete Annex IV Standard Submission Form; sign by an authorised representative (preferably QES).
3. 3Prepare technical proposal strictly following the five criteria; no annexes/images/hyperlinks; max 10,000 words; Arial 11; 2 cm margins.
4. 4Prepare financial proposal using the provided spreadsheet; fill all price lines; ensure VAT-free pricing.
5. 5Gather selection evidence: insurance (≥€275,000), three-year turnover proofs (>€180,000/year), two similar contracts (≥€175,000 each) in last 3 years with references, ISO 9001 or equivalent, EMAS/ISO 14001 or corporate environmental policy, trade/professional register proof (<12 months old).
6. 6Complete Subcontracting forms and commitment letters for identified subcontractors and relied-upon entities, as applicable.
7. 7Sign Declaration on Honour for exclusion/selection; prepare recent judicial, tax, and social security certificates (the Office may request them at any time).
8. 8Ensure team coverage: at least two people per required profile; keep CVs ready (Europass format preferred).
9. 9Plan quarterly administration and LMS operations; align to EUIPO working hours and calendar; include substitution procedures and communications plan.
10. 10Submit electronically before the deadline; ensure successful upload completion (the timestamp confirms compliance).

Contact and Q&A

All requests for clarification must be submitted via the Funding & Tenders Portal Q&A section. EUIPO is not bound to reply to questions received less than six working days before the deadline. Technical issues with submission: eSubmission helpdesk +32 229 71063; EC-FUNDING-TENDER-SERVICE-DESK@ec.europa.eu; EC-EPROCUREMENT-SERVICE-DESK@ec.europa.eu. Public opening session attendance requests to procurement@euipo.europa.eu.

Summary — What this opportunity is about

EUIPO seeks professional partners to deliver high-quality language training across English, Spanish, French, German, and Italian for staff and, when appropriate, staff partners. The work spans on-site, hybrid, and online delivery, with blended learning anchored in the EUIPO Academy’s open-source LMS and live sessions on Teams or equivalent. Providers must design and run general courses, focused workshops, short sessions, individual coaching, and self-paced e-learning with tutoring. Robust assessment and CEFR-aligned certification, suitable for EPSO third language validation, are mandatory. Trainers require degree-level credentials, C2 proficiency with teaching certifications, and digital fluency; administrative coordination must be strong, bilingual (EN/ES), and familiar with LMS and corporate processes. Technical proposals must demonstrate pedagogical excellence, domain-tailored content for IP contexts, rigorous evaluation methodologies, and a watertight quarterly administration model including LMS operations. The price-quality award favours well-substantiated, feasible, and value-adding approaches. Contractors operate under a four-year multi-supplier framework (€720,000 ceiling), with specific orders awarded by cascade. This is a services procurement: no co-funding, VAT-exempt pricing, and no guaranteed volumes. Prospective suppliers should ensure compliance with selection criteria (insurance, turnover, track record, ISO 9001, environmental credentials, registrations), data protection and security standards, and EUIPO management system requirements. Submissions are via the EU Funding & Tenders Portal eSubmission, using the provided templates for the technical and financial offers, and the Standard Submission Form structuring all required evidence.

Footnotes

1. 1Primary tender page with full documents and submission: EU Funding & Tenders Portal opportunity page

Opportunity Overview

This is an open procedure call for tenders issued by the European Union Intellectual Property Office (EUIPO) for the provision of comprehensive language training services to EUIPO staff and, when appropriate, external parties such as staff partners. The services cover all fluency levels in the five official EUIPO languages: English, Spanish, French, German, and Italian. Training modalities include instructor-led on-site, hybrid, and online courses, blended learning, e-learning, and language skill evaluations.

The contract is structured as a multiple framework agreement in cascade, with up to three contractors selected. The estimated total value is €720,000 over four years, distributed as Year 1: €150,000; Year 2: €170,000; Year 3: €180,000; Year 4: €220,000. Actual volumes depend on EUIPO needs and are not guaranteed.

Key Dates and Procedure Details

• TED publication date: 13 March 2026
• Deadline for receipt of tenders: 27 April 2026 at 13:00 Europe/Madrid time
• Questions deadline: 17 April 2026 at 23:59 Europe/Madrid time
• Public opening: 28 April 2026 at 11:00 Europe/Madrid time
• Maximum contract duration: 48 months (initial 12 months, renewable up to three times)
• Award method: Best price-quality ratio (Quality 60%, Price 40%)
• CPV code: 80580000 - Provision of language courses
• Submission method: Electronic via EU Funding & Tenders Portal

Tenders must be submitted electronically through the EU Funding & Tenders Portal. Registration in the Participant Register to obtain a PIC is required. All documents are available in English at EU Funding Portal. Key documents include Invitation to Tender, Tender Specifications (Annex I), Technical Specifications (Annex II), Draft Framework Contract, and submission templates (Annex IV).

Eligibility and Participation

Open to all natural and legal persons within the scope of the EU Treaties and those from third countries with relevant agreements. Joint tenders and subcontracting are permitted. Tenders must not be subject to EU restrictive measures. PIC registration is mandatory for sole tenderers or group members.

Exclusion Criteria

• Declaration on Honour required for exclusion and selection criteria.
• Supporting evidence (judicial record, tax/social security certificates) may be requested.
• EU Early Detection and Exclusion System will be consulted.

Selection Criteria

Services Required

Services include instructor-led group/individual courses, workshops, short sessions, self-paced e-learning, partner courses, and ad-hoc sessions. Delivery: on-site (Alicante), hybrid, online (Microsoft Teams), blended with Moodle e-learning. All levels per CEFR (12 Office levels). Max 12 participants/group. Includes preparation, assessments, certificates (for A1.2-B2.2 etc.), materials (digital/paperless).

Course Types and Volumes (Indicative Yearly)

Personnel Requirements

• Language trainers: Degree in relevant field, 3+ years experience in multicultural settings, C2 proficiency, digital skills (Teams/Moodle). At least 2 per language.
• Administrative staff: Degree, 3+ years admin/project coordination, C1 English/Spanish, MS Office/Teams proficiency.

Evaluation and Award Criteria

Technical threshold:50% overall and per criterion. Quality (60%): 5 criteria totaling 100 points (detailed proposals for sample courses/workshops). Price (40%): Based on financial proposal template covering blended packages, preparation, materials, ad-hoc hourly rates. Best price-quality ratio; up to 3 framework contracts awarded.

Financial Proposal Structure

Key Pricing Items:Group courses (50h): Blended package, preparation, materials/participant. Workshops (20h): Similar. Short sessions (2h): Blended/prep. Individual (30h): Blended/prep/materials. Self-paced: Package. Ad-hoc: Hourly incl. prep. Prices VAT-exempt, fixed, no benchmarking.

Submission Requirements

1. 1Standard Submission Form (Annex IV) signed.
2. 2Legal/Financial ID form.
3. 3Declaration on Honour.
4. 4Evidence for selection criteria.
5. 5Technical proposal (max 10,000 words, Arial 11pt).
6. 6Financial proposal (Excel template).
7. 7Max 200 attachments, <50MB each.

Tenders valid 9 months. Electronic submission only. Virtual opening session. Full details in procurement documents.

Additional Considerations

• Cascade framework: First-ranked gets RfOs first; conflicts of interest checked per order.
• Data protection: Strict EU compliance; no data outside EEA.
• Security: On-site access requires clearance; no extra cost.
• IPR: EUIPO owns results; pre-existing rights licensed royalty-free.
• Governance: Continuous improvement; performance monitoring.

Applicants should review full tender documents, especially Annexes I-II for specs and Annex IV for templates. TED notice: TED Notice. EUIPO procurement page: EUIPO Procurement.