Provision of medical centre services for the European Union Agency for the Cooperation of Energy Regulators

The European Union Agency for the Cooperation of Energy Regulators (ACER) has published an open tender (ACER/2026/OP/0005, TED 190015-2026) for a single-supplier framework contract to provide medical centre services for staff in Ljubljana, covering annual medical examinations, physical ergonomics consultations, vaccinations and medical psychological support. The maximum framework budget is €765,000 excluding VAT for up to four years (initial 12 months plus up to three 12-month renewals), and the award is based on best price-quality ratio with technical weighting 60% and price weighting 40%. Eligible economic operators must be able to operate premises within 10 km of ACER in Ljubljana, meet financial and experience thresholds (minimum turnover €350,000 in 2023 and 2024), hold professional liability insurance of at least €375,000 and present a qualified team including at least two general practitioners and one psychiatrist registered with the Slovenian Medical Chamber. Electronic submissions via the EU Funding & Tenders Portal eSubmission are required by 06 May 2026 16:00 Europe/Ljubljana, with clarifications accepted until 24 April 2026 23:59.

What it funds

Scope

Framework service contract for provision of medical centre services to staff of the European Union Agency for the Cooperation of Energy Regulators (ACER). Services include annual medical examinations, physical ergonomics consultations with medical certificates, organisation of vaccinations (seasonal flu, tick-borne encephalitis and EU-recognised pandemics), and medical/psychological advice and support.

Contract type and duration:Open procedure to award a single framework contract. Initial duration 1 year, renewable up to 3 times (maximum total 48 months). Maximum aggregate budget for the full duration: €765,000.

Who can apply

Medical centres or service providers established in eligible countries (EU Member States, Iceland, Liechtenstein, Norway and specified SAA Western Balkans) able to operate a medical centre within the City of Ljubljana (max 10 km from ACER premises) and meet selection requirements (turnover, insurance, qualified medical staff and language skills).

1. 1Minimum turnover and experience: invoiced services ≥ €350,000 for each year 2023 and 2024 (consolidated where applicable).
2. 2Professional risk insurance cover: minimum €375,000 single annual aggregate.
3. 3Minimum team: at least two certified medical doctors (general practitioners) and at least one psychiatrist or counsellor; required qualifications and language levels (English C1/B2; Slovene C1/B2) as specified in tender.
4. 4Premises: medical centre located within Ljubljana municipality, served by public transport (max €400 Mto stop) and accessible for people with disabilities.

How to apply & submission

Tenders must be submitted electronically via the EU Funding & Tenders Portal eSubmission. Tender dossier includes Invitation to tender, Annex I (tender specifications) and Annex II (financial offer) and supporting forms (identification, declaration on honour, CVs, insurance, turnover statements, etc.).

Important dates:Deadline for receipt of tenders: 06/05/2026 16:00 Europe/Ljubljana. Public opening: 07/05/2026 12:00 Europe/Ljubljana. Other listed deadline: 01/01/2026 14:00:59Z (metadata). See tender notice for exact local times.

Award & pricing

Award by best price-quality ratio. Technical quality 60% / Price 40%. Tender must provide unit prices in EUR (all-inclusive, exclusive of VAT) for annual medical exam, ergonomics consultation and hourly psychological support. Total reference price calculated from defined unit quantities for evaluation.

Tender documents, templates and detailed technical specifications are published on the EU Funding & Tenders Portal. Subscription to the tender on the Portal is recommended for updates and Q&A F&T Portal opportunity page. ¹

Footnotes

1. 1Invitation to tender, Annex I (Tender specifications), Annex II (Financial offer) and all annexes are available on the F&T Portal opportunity page linked above.

ACER invites economic operators to submit offers for a single-supplier framework service contract to provide medical centre services for ACER staff based in Ljubljana, Slovenia. The contract covers annual medical examinations, physical ergonomics consultations and certificates, vaccinations, and medical psychological advice/support. The procedure is an open procedure awarded on best price-quality ratio and implemented as a framework agreement without reopening of competition, with an estimated total value of €765,000 and a maximum duration of 48 months.

Procedure identifier and links:Procedure ID: ACER/2026/OP/0005. TED reference: 55/2026 190015-2026. Tender page: EU Funding & Tenders Portal opportunity. Invitation letter: Invitation to tender PDF. Tender specifications: Annex I Tender specifications. TED notice: TED Notice 190015-2026. ACER: Agency website. ¹

Submission deadlines and key dates:Deadline for receipt of tenders: 06/05/2026 16:00 Europe/Ljubljana. Public opening: 07/05/2026 12:00 Europe/Ljubljana. TED publication date: 19/03/2026. Last date when contracting authority is not bound to reply to questions submitted after: 24/04/2026 23:59 Europe/Ljubljana.

Estimated value, duration, and award method:Estimated total value: €765,000 (maximum budget across the full framework term). Contract duration: initial 12 months + up to 3 renewals of 12 months each, maximum 48 months. Award method: best price-quality ratio (technical 60 percent, price 40 percent). Framework agreement: single-supplier, without reopening of competition.

Submission method and formalities:Electronic submission only via eSubmission on the EU Funding & Tenders Portal; EU Login account and validated PIC required for tenderers and consortium members. Tenders in any official EU language are accepted; working language for service delivery is English. A virtual public opening session is foreseen; attendance requires prior email request and the eSubmission receipt.

Scope of services

The contractor will operate as ACER’s designated medical centre for staff and deliver the following, upon request by ACER’s Human Resources and Facilities Team (HR-F):

• Annual medical examinations for staff, including required laboratory and clinical tests as per Annex I.H checklist; scheduling tool provision; one-day completion of standard programme; complementary tests within 14 calendar days; analysis, prescriptions/referrals as relevant; issuance of medical report; secure dispatch of originals to ACER HR-F for EC Medical Service and of copies to staff; delivery within 14 calendar days after last test.
• Physical ergonomics consultations and medical certificates: approximately 20-minute individual sessions addressing posture, repetitive movements, work-related musculoskeletal disorders; issuance of medical opinion and prescription of appropriate equipment; delivery to HR-F within 14 days.
• Vaccinations: organisation and administration of seasonal influenza and tick-borne encephalitis vaccines; ability to organise pandemic vaccinations officially recognised in the EU; provision either at the contractor’s premises or on-site at ACER if requested. Pandemic or non-listed vaccines may be procured as out-of-price-list items up to 10 percent of an order form value, subject to market justification.
• Medical psychological advice/support: access to a qualified medical doctor, counsellor or psychiatrist with mediation skills, in strict confidence, in English if requested; support for work-related issues, support to ACER Confidential Counsellors, counselling after critical incidents; referrals to external mental health professionals when necessary (outside FWC scope and not covered by ACER).

Service scheduling and flexibility:HR-F will request three-month slot windows; ACER will confirm named schedules at least three working days in advance. Appointments may be cancelled or rescheduled up to 7:00 on the day of appointment. The contractor must outline its flexibility and cancellation policy in the technical offer.

Place of performance and access

Principal place of performance is the contractor’s premises within the City of Ljubljana (Mestna občina Ljubljana), no more than 10 km from ACER’s premises, accessible to persons with disabilities, and served by public transport with a bus stop within 400 metres from the main entrance. Selected services (notably vaccinations) may be provided at ACER premises upon request.

Eligibility and selection requirements

Eligible Applicant Types

Any economic operator established in an eligible country and authorised to perform medical practice services under Slovenian law, able to provide the required medical centre services in Ljubljana, may apply. This typically includes private or public medical centres/clinics, hospitals or hospital groups, occupational health providers, healthcare SMEs and large enterprises, and consortia of such providers; universities or research institutes with clinical service provision capacity are also eligible if authorised under Slovenian law. Individual practitioners can apply only if they satisfy all eligibility and selection criteria and can provide premises meeting place-of-performance requirements.

Rules on access (geographical) and establishment

Participation is open on equal terms to natural and legal persons from 36 countries:EU-27 Member States, EEA countries (Iceland, Liechtenstein, Norway), and SAA countries (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo). While bidders may be established in any eligible country, they must provide the services at premises located in Ljubljana within 10 km of ACER, be accessible as specified, and be authorised to perform the medical services required under Slovenian law. Subcontractor access rules are not restricted by the access provisions, but subcontracting cannot circumvent access rules.

Exclusion criteria

A signed Declaration on Honour must confirm absence of exclusion grounds. The winning tenderer must provide recent judicial records or equivalent documents evidencing non-exclusion, including for consortium members and identified subcontractors if requested. Checks may be made in EDES.

Selection criteria: legal, financial, technical and professional capacity

• Legal capacity: Identification of the tenderer forms for all entities; certificate of enrolment on professional or trade register proving authorisation to perform the required medical services under Slovenian law.
• Economic and financial capacity: Turnover in services covered by the FWC of at least €350,000 per year in 2023 and 2024; valid professional risk insurance with at least €375,000 single annual aggregate limit, English description of cover and restrictions, and a statement confirming annual renewal and validity for 6 months after FWC expiry/termination.
• Technical and professional capacity: Completion of Annex I.H Annual medical examinations checklist; list of comparable services delivered with total invoiced amounts of at least €350,000 in each of 2023 and 2024; confirmation of medical centre location/accessibility as specified; minimum team composition and qualifications: at least two certified medical doctors (general practitioners) and at least one psychiatrist (or counsellor), each with a medical diploma, at least 5 years post-qualification relevant practice, membership in the Medical Chamber of Slovenia, and language proficiency at minimum English C1 speaking/B2 writing, Slovene C1 speaking/B2 writing (CEFR). Submission of CVs indicating roles, dates, and language skills.

Funding and procurement structure

Funding Type

Procurement of services via a single-supplier framework agreement. Financial mechanism:service contract payments against order forms and approved invoices. No grants, loans, or equity.

Consortium Requirement

Single tenderers or consortia are allowed. In joint tenders, all members sign or appoint a duly authorised leader; all members assume joint and several liability. Subcontracting is permitted with specific disclosures and commitment letters.

Beneficiary Scope (Geographic Eligibility)

Eligible applicants from EU-27, EEA (Iceland, Liechtenstein, Norway), and SAA countries (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo). Place-of-performance, authorisations, and team requirements effectively require operational capacity and medical authorisation in Slovenia and premises in Ljubljana as defined.

Target Sector

Health and healthcare services, specifically medical practice services, occupational health/ergonomics, preventive medicine (vaccination), and psychological medical support. CPV: 85121000 — Medical practice services.

Mentioned Countries

EU-27 Member States; Iceland; Liechtenstein; Norway; North Macedonia; Albania; Montenegro; Serbia; Bosnia and Herzegovina; Kosovo; Slovenia is specifically mentioned for place of performance in Ljubljana.

Project Stage

Service delivery and implementation. The framework is for fully operational medical centre services, not for research, development, or demonstration.

Funding Amount

Estimated total value €765,000 for up to 4 years. This is the maximum framework budget; order forms may be issued until the budget is consumed.

Application Type

Open call for tenders with electronic submission via eSubmission on the EU Funding & Tenders Portal. EU Login and PIC required.

Nature of Support

Monetary payments for services rendered under order forms; invoices exclusive of VAT as ACER is VAT-exempt under the Protocol on the Privileges and Immunities of the EU.

Application Stages

Single submission followed by administrative, exclusion, selection and award evaluation; public opening session; contract award; signature of a single-supplier framework; subsequent ordering via order forms. There is no negotiation stage foreseen.

Success Rates

No success rate information is provided. The procedure is competitive and awarded to the most economically advantageous tender based on the published criteria.

Co-funding Requirement

No co-funding is required. This is a procurement contract; the contractor is remunerated per order form. Prices are firm for year one, then may be revised per HICP Slovenia. All prices are exclusive of VAT.

Evaluation and award

Technical award criteria (60 percent weighting, minima apply)

• Organisation and methodology for annual medical examinations and on-site service delivery, including timelines and booking approach (max 60 points; threshold 36).
• Cancellation/reappointment policy, deadlines for appointments, delivery of test results, flexibility for complementary tests (max 20 points; threshold 12).
• Description of physical ergonomics consultation content and example recommendations/best practices (max 20 points; threshold 12).

Thresholds:tenders scoring less than 60 percent on any criterion or less than 60 points overall will be excluded from further evaluation.

Price evaluation (40 percent weighting)

Total reference price is computed using unit rates proposed in the Financial Offer against fixed quantities for evaluation only: 175 annual medical examinations; 25 total physical ergonomics items; 20 hours of psychological advice/support. Prices must be all-inclusive for the described services. Final score combines normalized price and technical scores.

Contracting and ordering mechanics

Type:single-supplier framework contract. Ordering is via order forms initiated by ACER’s request for services and the contractor’s offer within 5 working days. Out-of-price-list items essential for an order (e.g., pandemic vaccination) are capped at 10 percent of the order value and must be justified by market references (e.g., National Institute of Public Health price). ACER evaluates and accepts, requests revision, or rejects within 3 working days; revised offers are due within 3 working days.

Invoicing and payments

Payment terms as per framework contract special and general conditions. ACER pays exclusive of VAT. Interim or monthly payments may be claimed as provided; payment within 30 days of invoice receipt and approval; e-invoicing rules apply per EU standards. No pre-financing, performance guarantee, or retention.

Language and meetings

Service delivery, documentation, and meetings must be in English. Up to two coordination meetings at ACER or contractor premises (first within 14 days after FWC signature; second at 6 months if needed) plus at least one annual management meeting at ACER.

Consortium and subcontracting

Joint tenders are permitted; the group nominates a leader with full authority. Joint and several liability applies. Subcontracting is permitted; identified subcontractors on whose capacities the tenderer relies or whose known share exceeds 10 percent must be declared with roles and a signed commitment letter. Changes to composition or subcontractors require prior approval and verification of continued compliance. The contractor remains fully liable for the whole performance.

Application package and templates

Submission components

• Cover letter signed by the legal representative.
• Annex I.C Declaration on Honour on exclusion criteria.
• Annex I.B Identification of the tenderer for each entity involved; Annex I.D Identification form (natural person/private law body/public law body as applicable).
• Certificate of enrolment on the professional or trade register demonstrating authorisation under Slovenian law to perform the medical services.
• Economic and financial capacity evidence: turnover statements for 2023 and 2024; professional risk insurance certificate and English summary with minimum annual aggregate €375,000 and statement on continuity 6 months beyond FWC end.
• Technical and professional capacity: completed and signed Annex I.H Annual medical examinations checklist; reference list of comparable services invoiced at least €350,000 in 2023 and €350,000 in 2024, with customer names or anonymised evidence; declaration of medical centre full address and accessibility (public transport within €400 Mand accessibility for persons with disabilities); CVs for at least two general practitioners and one psychiatrist, showing qualifications, membership in the Medical Chamber of Slovenia, experience with exact dates, and CEFR language levels.
• Technical tender: organisation and methodology for annual exams and on-site services; cancellation/flexibility and results delivery timelines; description of ergonomics consultation and example recommendations.
• Financial offer (Annex II model) signed and dated; and a detailed official price list for all services not listed in the financial offer.
• If applicable: Annex I.F List of identified subcontractors; Annex I.G Subcontractor commitment letters; consortium documentation (composition, member commitments and roles, leader nomination and power of attorney Annex I.E).

Submission rules and tools

Electronic submission only via the EU Funding & Tenders Portal eSubmission; EU Login and PIC are mandatory. File size per attachment generally less than 50 MB; up to 200 files per submission; follow system requirements for browsers and file naming. Submissions can be edited until the deadline; eSubmission provides an official timestamp. Withdrawal and resubmission are possible before the deadline. After deadline, content is encrypted and cannot be accessed or modified.

Legal, data protection, and compliance

• Legal basis: Regulation (EU, Euratom) 2024/2509 (Financial Regulation).
• Applicable law: Union law complemented by Slovenian law; disputes under jurisdiction of courts in Ljubljana, Slovenia.
• Data protection: processing under Regulation (EU) 2018/1725; ACER privacy notice for procurement applies. Contractor’s processing must remain within EU/EEA and comply with Chapter V of Regulation (EU) 2018/1725 for any transfers.
• Compliance: environmental, social, and labour obligations per Directive 2014/24/EU Annex X and EU/national law; employment law and transfer of undertakings per Directive 2001/23/EC; confidentiality obligations; specific communication rules via the Portal or mail/email for formal notifications.

Key milestones and identifiers

What this opportunity is about — Summary

ACER seeks a qualified medical centre provider to deliver comprehensive staff medical services in Ljubljana under a four-year, single-supplier framework. The contractor will organise and perform annual medical examinations in line with a predefined test checklist, deliver occupational ergonomics consultations and the corresponding medical certifications, organise and administer vaccinations including seasonal flu and tick-borne encephalitis and potentially pandemic vaccinations, and provide confidential medical psychological advice/support for staff and ACER’s Confidential Counsellors. Strict timelines, secure handling and dispatch of medical results, and high flexibility in scheduling/cancellation are required. The provider’s premises must be suitably located and accessible in Ljubljana.

Participation is open to economic operators from the EU, EEA, and certain Western Balkan SAA countries; however, the successful contractor must be authorised under Slovenian law to perform the medical services and operate suitable premises in Ljubljana. The medical team must include at least two general practitioners and one psychiatrist (or counsellor), all registered with the Medical Chamber of Slovenia and fluent in English and Slovene at the required CEFR levels. The tender is evaluated on technical quality (organisation and methodology for exams and on-site service, cancellation/flexibility, and ergonomics approach) and price using a reference-quantity model. The framework budget is €765,000; prices are exclusive of VAT and may be indexed by HICP Slovenia from the second year. Ordering occurs through order forms issued by ACER HR-F; out-of-price-list essentials such as pandemic vaccinations are capped at 10 percent of an order form and require market price justification. Electronic submission via the EU Funding & Tenders Portal with EU Login and PIC is mandatory.

Footnotes

1. 1Official tender dossier and eSubmission access via the EU Funding & Tenders Portal: ACER/2026/OP/0005 opportunity page. Invitation letter and Tender Specifications are available under Documents.

Provision of Medical Centre Services for ACER

Funding Opportunity Overview

The European Union Agency for the Cooperation of Energy Regulators (ACER) is seeking service providers to deliver comprehensive medical centre services for its staff through a Framework Service Contract. This is an open tender procedure accessible to qualified economic operators from eligible countries.

Opportunity Identification:Tender Reference: ACER/2026/OP/0005. TED Reference: 55/2026 190015-2026. Publication Date: 19 March 2026.

Contracting Authority:European Union Agency for the Cooperation of Energy Regulators (ACER), located in Ljubljana, Slovenia. ACER is an independent EU regulatory agency established to foster integration and completion of the European internal energy market for electricity and natural gas.

Scope and Services

The contract requires provision of a full medical centre service package for ACER staff comprising four main service areas: annual medical examinations for all eligible staff members, physical ergonomics consultations with medical certificates, organisation of vaccinations against seasonal flu and tick-borne encephalitis, and medical psychological advice and support services. All services must be delivered in English and upon request of the Agency's Human Resources and Facilities Team.

Estimated Staff Coverage:Up to 197 staff members by end of 2026, with anticipated growth to 210 staff by 2027. The contractor must accommodate flexible appointment scheduling and deliver comprehensive medical examinations in a single day where possible.

Financial Terms

Total Budget:Maximum €765,000 excluding VAT for the entire contract duration up to 4 years. Pricing should be quoted in EUR and must be all-inclusive covering all administrative costs, insurance, reports and communications.

Price Adjustment:Unit prices are firm and not subject to revision during the first year. From the second year onwards, prices may be revised according to the harmonised indices of consumer prices (HICP) for Slovenia as published by Eurostat.

Payment Terms:Monthly interim payments and balance payment within 30 days of invoice receipt and approval of deliverables. Payment is made exclusive of VAT as ACER is exempt from all duties and taxes.

Contract Duration and Structure

Contract Type:Single Framework Service Contract (FWC) without reopening of competition. The signature establishes no obligation to place orders and grants no exclusive rights to the contractor.

Duration:Initial term of one year from the date of entry into force. The contract automatically renews three times for 12 months each unless either party provides formal written notice of non-renewal at least three months before the expiry of the current period. Maximum total duration cannot exceed four years.

Eligibility and Access Rules

This is an open procedure accessible to all interested economic operators on equal terms. Participation is open to tenderers established in the 27 EU Member States, the 3 European Economic Area countries (Liechtenstein, Norway, Iceland), and 6 Stabilisation and Association Agreement countries (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo). Subcontracting is permitted with prior approval for identified subcontractors. Joint tenders by consortia or groups of economic operators are acceptable.

Submission Method:Exclusive electronic submission via eSubmission system available in the EU Funding and Tenders Portal. Each tenderer must register in the Participant Register and obtain a Participant Identification Code (PIC).

Selection Criteria

Tenderers must demonstrate necessary economic, financial, technical and professional capacity to perform the contract. Documentation requirements include exclusion declarations, identification forms, and supporting evidence of capacity.

Economic and Financial Capacity:Minimum annual turnover of €350,000 for services covered by the contract in both 2023 and 2024. Valid professional risk insurance with coverage of at least €375,000 in single annual aggregate. Insurance must be prolonged yearly and remain valid for six months after contract expiry or termination.

Technical and Professional Capacity:Minimum team composition must include two certified medical doctors (general practitioners) and one psychiatrist, all with specific qualifications. Each medical doctor must have completed university medical studies, at least five years medical practice as general practitioner, membership in the Medical Chamber of Slovenia, and excellent command of both English (C1 speaking, B2 writing) and Slovene (C1 speaking, B2 writing). Each psychiatrist must have completed medical studies, specialisation in psychiatry, at least five years medical practice in psychiatry, Medical Chamber membership, and equivalent language requirements.

Location Requirements:Medical centre must be located in Ljubljana city area within maximum 10 km from ACER premises. Premises must be accessible to all users including people with disabilities, with public transport access including a bus stop within maximum 400 metres walking distance.

Experience Requirements:Minimum invoiced service volume of €350,000 in each of 2023 and 2024 for similar medical centre services. Annual medical examinations checklist must be completed and signed confirming capacity to perform all required examination tests.

Award Criteria and Evaluation

The contract will be awarded to the tender offering the best price-quality ratio. Evaluation is based on a combined weighting of technical quality (60 percent) and price (40 percent).

Technical Quality Evaluation (60 percent weighting):

• Completeness and relevance of organisation and methodology for implementing annual medical examinations: maximum 60 points, minimum threshold 36 points
• Completeness and relevance of cancellation policy including late cancellations, reappointments, appointment deadlines, medical result delivery timelines and flexibility for complementary testing: maximum 20 points, minimum threshold 12 points
• Completeness and relevance of physical ergonomics consultation description with example recommendations and best practices: maximum 20 points, minimum threshold 12 points
• Overall minimum technical score: 60 points. Tenders scoring below 60 percent on individual criteria or below 60 points overall are excluded from further evaluation

Price Evaluation (40 percent weighting):Total reference price calculated based on quoted unit prices for annual medical examinations (per examination), physical ergonomics consultations (total service), and medical psychological support (per hour). Quantities used for reference price calculation: 175 annual medical examinations, 25 total ergonomics consultations, 20 hours of psychological support.

Price-Quality Formula:Final score equals: (cheapest total reference price divided by tender's total reference price multiplied by 40) plus (tender's technical quality score multiplied by 60) divided by 100. Highest final score wins the contract.

Critical Deadlines

All times are local time at ACER's location in Ljubljana. The time limit for tender receipt cannot be extended. Tenders received after the deadline will be rejected. The submission receipt generated by eSubmission with official timestamp constitutes proof of timely submission.

Required Tender Documentation

• Dated cover letter signed by legal representative
• Completed, signed and dated declaration on honour on exclusion criteria (Annex I.C)
• Identification of tenderer form (Annex I.B)
• Identification forms for authorised representatives (Annex I.D)
• Certificate of enrolment on professional/trade register proving authorisation to provide medical services under Slovenian law
• Statement of turnover for years 2023 and 2024
• Valid professional risk insurance documentation with €375,000 minimum coverage
• Completed annual medical examinations checklist (Annex I.H)
• List of similar services delivered with €350,000 minimum annual value for 2023 and 2024
• Declaration of medical centre location with accessibility details
• Curricula Vitae for medical team members (minimum two GPs and one psychiatrist) showing qualifications, experience dates, language skills and Medical Chamber membership
• Technical tender detailing organisation methodology, cancellation policy and ergonomics service description
• Financial offer with unit prices (Annex II)
• Detailed price list for out-of-price-list services

For consortia, each member must provide exclusion declarations. For joint tenders, a power of attorney and composition/constitution documents are required. For subcontracting, identified subcontractors must provide commitment letters and capacity evidence if share exceeds 10 percent or if tenderer relies on their capacity for selection criteria.

Key Contract Conditions

Place of Performance:Principal place of performance is at contractor's premises in Ljubljana, within 10 km of ACER premises and accessible by public transport. Services must be provided in English. Maximum two coordination meetings required (one within 14 days of signature, one at 6 months if necessary) plus at least one annual meeting with ACER management.

Ordering Procedure:The Agency requests services by issuing a request for order form. Contractor must respond within five working days with detailed offer. Agency evaluates compliance within three working days and can request revisions (three days for contractor to revise). Once offer accepted, order form is signed and implementation begins. Prices in Annex II cannot be exceeded without agency approval.

Flexibility and Cancellation Policy:Contractor must provide flexible appointment scheduling system with sufficient cancellation flexibility. Appointments may be cancelled or rescheduled up until 7:00 hours on appointment day. Medical examination results must be delivered within 14 calendar days. Complementary tests must be conducted within 14 calendar days of initial appointment.

Data Protection and Confidentiality:Contractor must comply with Regulation (EU) 2018/1725 on data protection. Personal data must be processed only within EU and EEA territories with no transfer outside these areas without prior written authorisation. All medical information must be handled as strictly confidential. Contractor must obtain data protection commitments from personnel and subcontractors.

Quality Standards and Termination:Services must meet high quality standards and state of art in the medical industry. Failure to comply may result in contractor substitution at contractor's expense. Either party may terminate the contract for convenience with three months written notice, with no compensation to contractor. Termination for breach is possible if contractor fails to respond to service requests or sign order forms without justified reason.

Key Applicant Insights

This procurement opportunity is specifically tailored for established medical centre operators in Ljubljana with proven experience delivering corporate medical services. The requirement for Medical Chamber membership and Slovene language proficiency at C1 level for medical staff effectively restricts bidders to Slovenian-qualified practitioners. The combination of a controlled staff size (under 210 employees), defined annual service volumes for evaluation pricing, and the framework structure without guaranteed minimum volumes creates a stable but modest opportunity for specialized medical service providers.

Successful bidders should emphasise their experience providing similar comprehensive medical services to multi-national organisations, demonstrate sophisticated appointment scheduling systems with real flexibility, and present a qualified medical team with excellent bilingual capabilities. The evaluation methodology favouring technical quality equally with price encourages competitive offerings on service quality rather than price-cutting.

Applicants should note that ACER retains full discretion not to place any orders despite signing the framework contract, and may terminate any order form or the entire framework with three months notice. The contract allows ACER to substitute the contractor at contractor's expense if quality standards are not met. Professional liability insurance requirements are substantial relative to the contract value and must be maintained throughout plus six months post-termination.

Application Process Summary

1. 1Register organisation in the EU Participant Register to obtain Participant Identification Code (PIC)
2. 2Create EU Login account for eSubmission system access
3. 3Prepare comprehensive tender documentation following all specifications in Annex I
4. 4Compile economic and financial capacity evidence including turnover statements and insurance certificates
5. 5Prepare technical tender describing methodology for all four service areas with emphasis on scheduling system flexibility
6. 6Quote unit prices for annual medical examinations, ergonomics consultations and psychological support hours
7. 7Submit complete tender electronically via eSubmission before 06 May 2026 16:00 Ljubljana time
8. 8Await evaluation and scoring on technical quality and price criteria
9. 9Participate in contract negotiations if shortlisted
10. 10Prepare for contract signature estimated for June 2026

Full procurement documents including tender specifications (Annex I), financial offer model (Annex II) and draft framework contract (Annex III) are available on the EU Funding and Tenders Portal at the tender details page reference 6443b54b-a99d. Clarifications may be requested via the portal Questions and Answers section until 24 April 2026.