Provision of Professional Moderator/Facilitator Services

The European Commission DG COMM, Representation in Denmark, is tendering a single-supplier framework contract for professional moderator and facilitator services for events across Denmark (primarily Greater Copenhagen and Folkemødet) with a maximum duration of 48 months and a framework ceiling of €280,000. Key minimum selection requirements include consolidated average turnover above €16,000, evidence of at least 24 similar moderation projects in the last three years and a portfolio of at least 30 moderators each with a minimum of 15 moderations in the last five years covering specified thematic areas with English-language capability. Tenders will be evaluated on the best price-quality ratio with weighting Price 40 percent and Quality 60 percent, and must be submitted electronically via the EU Funding & Tenders Portal eSubmission by 21 April 2026 at 14:00 Europe/Copenhagen time. Required documents include Annex 2 declaration on honour, Annex 6 financial offer (single percentage markup), Annex 7 technical offer and Annexes 8 and 9 evidencing project experience and moderator portfolio.

What is being procured

Summary

Framework contract for the provision of professional moderators and facilitators for European Commission events in Denmark (majority in Greater Copenhagen and Folkemødet). Services cover in-person, hybrid and virtual events across EU policy topics and require moderators with EU/Danish political knowledge, language skills (at least ~30% must moderate fluently in English) and experience moderating debates.

Estimated value and volume:Estimated total framework ceiling €280,000 over up to 48 months. The tender anticipates approximately 120 moderator assignments (about 30 per year). ¹

1. 1Contract type: Single framework agreement (no reopening of competition) for services, award on best price-quality ratio
2. 2Maximum duration: 48 months; framework ceiling €280,000; approx. 120 assignments
3. 3Deliverables: moderator/facilitator fees (reimbursed) plus contractor markup (financial offer is a single percentage markup)
4. 4Minimum technical requirements: portfolio evidence (T1/T2), at least 24 similar projects in last 3 years and at least 30 moderators with minimum 15 moderations in last 5 years

Who can apply

Open procedure:agencies, companies or consortia (joint tenders allowed). Subcontracting permitted; entities on whose capacity a tenderer relies must provide commitment letters. Applicants must be able to demonstrate legal, economic/financial and technical capacity (Participant Register PIC required for submission). Tenders may be submitted in any official EU language but procurement documents and templates are in English.

Key dates and submission

Deadline for receipt of tenders:21 April 2026, 14:00 Europe/Copenhagen. Public opening (virtual): 22 April 2026 09:00 Europe/Copenhagen. Contract notice / TED publication date: 20 March 2026. Questions cut-off: 13 April 2026 23:59 Europe/Copenhagen.

How to submit:Electronic submission only via the EU Funding & Tenders Portal eSubmission (EU Login required). Register organisation to obtain a Participant Identification Code (PIC) and follow annex templates (technical offer Annex 7, capacity tables Annexes 8 and 9, financial offer Annex 6). ¹

Evaluation and award:best price-quality ratio (price 40%, quality 60%). Quality scored on processes/workflows, contingency for illness/replacement, and recruitment/portfolio management. Financial offer is a single percentage markup on moderator fees (use Annex 6 template).

Footnotes

1. 1Full procurement documents, templates and electronic submission are available on the Funding & Tenders Portal: EU Funding & Tenders Portal.

The European Commission, Directorate-General for Communication (DG COMM), Representation in Denmark, invites economic operators to submit tenders for a single-supplier framework service contract to provide professional moderation and facilitation services for European Commission conferences and events in Denmark. This is an open procedure with electronic submission, evaluated on the basis of the best price-quality ratio. The framework agreement will be without reopening of competition, with a maximum duration of 48 months and an overall ceiling of €280,000. Place of performance is primarily Greater Copenhagen and the annual People’s Meeting (Folkemødet) on Bornholm, with events potentially anywhere in Denmark. Full procurement documentation and submission are available via the EU Funding & Tenders Portal.

Official references and links:Funding & Tenders Portal opportunity page: Provision of Professional Moderator/Facilitator Services. TED reference: 56/2026 194033-2026 TED notice. Contracting authority: European Commission, DG COMM - Communication, Representation in Denmark.

Key Dates, Procedure and Financials

• Procedure type: Open procedure; framework agreement without reopening of competition
• Submission method: Electronic via eSubmission on the EU Funding & Tenders Portal; EU Login and a valid Participant Identification Code (PIC) are required
• Deadline for receipt of tenders: 21/04/2026 14:00 Europe/Copenhagen
• Public opening of tenders: 22/04/2026 09:00 Europe/Copenhagen (virtual)
• Contract duration: Up to 48 months
• Estimated total value / Framework contract ceiling: €280,000
• Award criterion: Best price-quality ratio (Quality 60%, Price 40%)
• Main CPV: 79952000 Event services
• Nature of the contract: Services; single-supplier framework contract

Scope of Services and Technical Requirements

The contractor will provide a comprehensive portfolio of professional moderators and facilitators for European Commission events in Denmark. Moderation may be required for public-facing events or targeted stakeholder sessions, in Danish and English, ranging from 45-minute sessions to full-day conferences, including in-person, virtual, and hybrid formats. The contractor will advise on moderator selection, ensure rapid mobilization including short-notice requests, and arrange qualified replacements in cases of illness or unforeseen absence. At least two suitable moderators must be proposed upon request per event. Moderator fees are all-inclusive of any travel or other expenses and are reimbursed to the contractor, with the contractor’s agency fee charged as a percentage markup on the moderator remuneration as per the financial offer.

Subject-matter expertise areas to be covered:1. Green transition, environment, climate and energy; 2. Digital transition, artificial intelligence, cybersecurity and data ethics; 3. International politics and geopolitics; 4. Migration and development; 5. Security, defence, and preparedness; 6. Judicial cooperation and Rule of Law; 7. Finance, economy and competitiveness; 8. Science, innovation, and research; 9. Education, skills, and labour market; 10. Culture and arts; 11. Equality, democracy, and citizen engagement.

A substantial proportion of the proposed pool, at least 30% with broad thematic coverage, must be able to conduct events fluently and idiomatically in English. Significant experience with virtual and hybrid formats is required across the pool. The European Commission emphasizes gender equality and broader diversity, including engaging emerging young talents and professionals with diverse ethnic backgrounds.

Volumes, Ordering and Pricing

• Indicative volume: Approximately 120 moderator/facilitator services over 48 months (c. 30 per year)
• Ordering: Specific contracts or order forms issued under the framework; contractor to propose moderators and coordinate delivery
• Pricing model: Contractor invoices moderator all-inclusive fees (reimbursable) plus agency markup percentage on moderator remuneration, as per Annex 6 Financial Offer
• Multiple offers rule: For moderator services valued 0–€15,000, submit one offer; for 15,000.01–€60,000, submit at least three offers (as estimated by the contractor)
• Payments: 30 days from approval of deliverables and receipt of valid invoice; e-invoicing via the Portal may apply
• Ceiling and non-commitment: No obligation on the Commission to reach the ceiling or place minimum orders

Eligibility, Participation, and Legal Access

Participation is open on equal terms to all natural and legal persons within the scope of the EU Treaties, as well as to international organisations, and to natural or legal persons established in a third country with a special agreement with the EU in public procurement under the conditions of that agreement. The WTO Government Procurement Agreement does not apply to this procedure. All involved entities must not be subject to EU restrictive measures and must comply with exclusion criteria under the Financial Regulation. Registration in the Participant Register and possession of a PIC is required for each member of a joint tender; PIC is not required for subcontractors.

Selection Criteria (Minimum Capacity Requirements)

• Economic and financial capacity: Average yearly turnover over the last two closed financial years above €16,000 (consolidated across involved entities contributing to the criterion). Evidence: Profit and loss accounts and balance sheets (most recent year closed within the last 18 months), or appropriate bank statements.
• Technical and professional capacity T1: Experience in provision of moderators/facilitators. Minimum: At least 24 similar projects completed in the last 3 years before the submission deadline; each project with a minimum value of €2,000. Evidence via Annex 8 project reference table; client statements may be requested and clients may be contacted.
• Technical and professional capacity T2: Portfolio of at least 30 experienced moderators, each having moderated at least 15 debates/events in the last 5 years, covering one or more of the specified subject areas. Each subject area in the portfolio must include at least one moderator able to moderate in English. Evidence via Annex 9 list of moderators table, indicating for each moderator: profile, expertise areas (by number), minimum 15 moderations in last five years (yes/no), English ability (yes/no), and experience facilitating virtual events (yes/no).
• Professional conflicting interests: All involved entities and subcontractors must not be subject to professional conflicting interests that may negatively affect contract performance.
• Legal and regulatory capacity: Proof of enrolment in a relevant trade or professional register.

Award Criteria and Scoring

Tenders are ranked on best price-quality ratio. Price is the contractor’s percentage markup on moderator fees. Quality accounts for 60 points out of 100; price accounts for 40 points.

Scoring scale ranges from 0 to the stated maximum per criterion, with qualitative descriptors from Insufficient to Excellent. Abnormally low tenders may be investigated and rejected according to the Financial Regulation.

Contract Structure, Security and Compliance

• Single-supplier framework contract; specific contracts or order forms issued under the FWC
• Security requirements: Contractor and personnel must comply with Commission security requirements; implement appropriate technical and organisational measures; notify security incidents within 48 hours of awareness; no access to EU classified information; Commission information hosting rules apply to sensitive non-classified information (hosting in EU Member States). See Appendix 2 Security requirements.
• Data protection: Processing under Regulation (EU) 2018/1725; localisation/access limits within EU/EEA unless otherwise authorised; obligations for breach notification within 48 hours and assistance to the controller
• Intellectual property: Union ownership of results; licensing of pre-existing rights on a royalty-free, non-exclusive, irrevocable basis for the modes of exploitation defined in the contract
• Equal opportunities and environmental considerations: Contractor must promote equality and diversity and consider environmental aspects in implementation
• Confidentiality and conflicts of interest obligations apply to contractor, personnel, related persons, and subcontractors
• Jurisdiction and law: Union law complemented by Danish law; courts of Denmark have exclusive jurisdiction

Submission Requirements and Administrative Instructions

• Submission: Exclusively via eSubmission on the Portal; no email or paper submissions
• EU Login account and PIC: Each tenderer or group member needs a PIC; subscription to the call enables update notifications
• Signatures: Qualified electronic signature (QES) recommended; handwritten signatures permissible where QES not available
• Language: Tenders may be submitted in any official EU language; procurement documents are published in English
• Validity: Tender validity as per contract notice; one tender per tenderer (latest version counts if multiple submitted before the deadline)
• Public opening: Virtual session; up to two representatives per tenderer may attend upon timely request (include submission receipt)
• File constraints: System supports up to 200 attachments, file size under 50 MB per file; recommended browsers include latest Chrome or Firefox; see Portal system requirements
• Costs: Tender preparation and participation costs are not reimbursed

Documents to upload with the tender (indicative checklist):Technical offer using Annex 7 Technical Offer Form (address all questions within page limits). Financial offer using Annex 6 Financial Offer form (percentage markup; VAT-exempt pricing). Declaration on Honour (Annex 2) for all required entities. Proof of authorisation to sign. For joint tenders: Agreement/Power of Attorney (Annex 3). Identified subcontractors list (Annex 4), if applicable. Commitment letters: Annex 5.1 for subcontractors relied upon; Annex 5.2 for relied-upon entities not acting as subcontractors. Technical capacity evidence: Annex 8 Project reference table (T1) and Annex 9 List of moderators table (T2). Any additional evidence requested by the contracting authority during evaluation.

Opportunity Categorisation and Structured Information

Eligible Applicant Types:Natural persons and legal persons acting as economic operators, including individual professionals, SMEs, large enterprises, event and communications agencies, media and broadcasting companies, consultancies providing moderation/facilitation talent, and public or private organisations with access to EU procurement. Joint tenders are permitted; international organisations may participate. All participants must have access to procurement under the EU Treaties or a special agreement and must not be subject to EU restrictive measures.

Funding Type:Procurement — framework service contract. Payments are made against specific contracts or order forms for delivered services; no grants are awarded.

Consortium Requirement:Single tenderers or consortia are allowed. Joint tenders by groups of economic operators are permitted; members are jointly and severally liable. A group leader acts as single point of contact under a signed Agreement/Power of Attorney (Annex 3).

Beneficiary Scope (Geographic Eligibility):Open to economic operators within the scope of the EU Treaties and international organisations, and to operators from third countries with a special agreement with the EU in public procurement. The WTO Government Procurement Agreement does not apply. Place of performance is Denmark.

Target Sector:Event services, communication and public outreach, media and facilitation services. Subject-matter expertise across the listed EU policy domains: environment and climate, digital/AI/cybersecurity, geopolitics, migration, security/defence, rule of law, economy/finance, research and innovation, education and labour market, culture, equality and citizen engagement.

Mentioned Countries:Denmark (primary place of performance including Greater Copenhagen and Bornholm). Belgium is referenced in VAT provisions and Commission addresses.

Project Stage:Commercial service delivery under a framework contract, covering the full cycle of event moderation from sourcing to delivery, replacement management, and continuous portfolio development.

Funding Amount:Framework contract ceiling of €280,000 over up to 48 months. Indicative volume of approximately 120 moderator/facilitator services over the contract term. Payments comprise reimbursed moderator all-inclusive fees plus the contractor’s agency markup percentage as offered.

Application Type:Open call for tenders via electronic submission on the EU Funding & Tenders Portal. EU Login and PIC required for tenderers and group members.

Nature of Support:Money — remuneration for services under a service contract. No grants or non-financial coaching are provided.

Application Stages:Single-stage open procedure: submission, administrative and eligibility checks, exclusion and selection verification, quality and price evaluation, and award.

Success Rates:Not publicly specified in the procurement documents. No indicative success probabilities are provided.

Co-funding Requirement:No co-funding. This is procurement: the Commission pays for ordered services as per the framework contract. Moderator fees must be all-inclusive; the contractor invoices the moderator fees for reimbursement and applies the agreed markup.

Templates and Forms — Structure and Guidance

• Annex 7 Technical Offer Form: Three sections aligned to award criteria. Maximum two pages per section, Times New Roman 11 minimum. 1) Processes and resource management: describe workflow from initial request, expected information from the Commission, negotiation steps to binding agreement. 2) Continuity under illness or similar: demonstrate procedures to mobilise qualified replacements at short notice. 3) Ongoing capacity assurance: explain recruitment pipeline, screening procedures, cooperation criteria, and number of new moderators engaged in the last five years. Only information in the designated fields is evaluated; annex tables/charts are allowed and must be referenced.
• Annex 8 Technical and Professional Capacity Form T1: Contract/Project reference table. For at least 24 relevant moderations completed in the last 3 years, provide for each: moderator name, role, date, scope, and amount in EUR excl. VAT; client statements may be requested and clients may be contacted.
• Annex 9 Technical and Professional Capacity Form T2: List of at least 30 moderators with active working relationships. For each moderator provide: name; profile/job title; expertise subject area(s) by list numbers 1–11; confirmation of minimum 15 moderations in last 5 years; English ability (yes/no); virtual events experience (yes/no). Ensure each subject area is covered by at least one English-capable moderator.
• Annex 6 Financial Offer: Percentage rate (markup) on moderator remuneration. One markup only, VAT-exempt, inclusive of general expenses. Submit both Excel and PDF, duly completed, dated, and signed.
• Annex 2 Declaration on Honour: Exclusion, selection criteria, restrictive measures, established debt to the Union, and independence of tender preparation. Signed by authorised representative; QES recommended.
• Annex 3 Agreement/Power of Attorney: For joint tenders. Confers joint and several liability; appoints group leader; defines communication and signature powers; sets payment through leader’s account.
• Annex 4 List of Identified Subcontractors: Identify subcontractors relied upon for selection criteria and those with an individual share above 10% of the contract; indicate roles/tasks and proportion of subcontracting.
• Annex 5.2 Commitment Letter (entity relied upon): For capacities relied upon from entities not acting as subcontractors, confirming availability of resources and acceptance of procurement terms.
• Appendix 2 Security Requirements: Contractor obligations on security management, information security, incident notification within 48 hours, training/briefings where requested, and cooperation with Commission security governance.

How to Apply — Practical Steps

1. 1Create/verify EU Login credentials and ensure organisational registration in the Participant Register to obtain a PIC for each participating tenderer or group member.
2. 2Access the opportunity page and subscribe for updates. Download all procurement documents including Tender Specifications, Annexes, Draft Framework Contract, Security Appendix.
3. 3Prepare the technical offer strictly using Annex 7 (observe page limits and content focus) and compile Annex 8 and Annex 9 capacity evidence.
4. 4Complete the Financial Offer (Annex 6) with a single markup percentage; sign and prepare both Excel and PDF versions.
5. 5Compile administrative documents: Declaration on Honour (Annex 2), authorisation to sign, and where applicable, Annex 3 (joint tenders), Annex 4 (subcontractors), and Annex 5.2 (relied-upon entities).
6. 6Submit via eSubmission before the deadline; ensure accepted file types and sizes and that all required documents are uploaded in the correct sections.
7. 7Optional: request attendance at the virtual opening session by email within the stated timeline, including submission receipt and representative details.
8. 8Monitor the Portal and email for clarifications and the award decision. Be prepared to promptly provide any requested evidence or clarifications.

Summary — What This Opportunity Is About and How to Explain It

This open tender sets up a single-supplier framework contract to provide professional moderators and facilitators for the European Commission’s events in Denmark over up to four years. The contract focuses on quality moderation across a broad range of EU policy topics, in Danish and English, including virtual and hybrid formats. Applicants must demonstrate a robust and diverse moderator portfolio with proven track records and show strong workflows for rapid deployment and reliable replacement solutions. The contractor invoices the all-inclusive moderator fees for reimbursement and applies a percentage agency markup. The evaluation heavily weighs quality, particularly process robustness, continuity planning, and ongoing talent development, alongside a competitive markup. To compete effectively, applicants must show at least 24 similar moderations completed in the last three years, maintain an active pool of at least 30 experienced moderators with clear evidence of expertise areas, English capability coverage across all topics, and virtual event proficiency. The opportunity is a procurement service contract, not a grant, and is open to natural and legal persons with access to EU procurement. Tenders are submitted electronically through the EU Funding & Tenders Portal by the stated deadline, using the prescribed templates and evidence tables.

Opportunity Overview

The European Commission, Directorate-General for Communication, is seeking to procure professional moderator and facilitator services for events organised in Denmark. This is a framework contract opportunity open to qualified service providers offering moderation and facilitation expertise. The contract will support annual conferences and events in the Greater Copenhagen area and at the People's Meeting (Folkemødet) on the island of Bornholm.

Key Opportunity Details:Procedure Reference: EC-COMM/CPH/2025/OP/0663. TED Reference: 56/2026 194033-2026. Contracting Authority: European Commission, DG COMM, Copenhagen Representation. Procedure Type: Open Procedure. Contract Type: Single Framework Contract. Duration: Maximum 48 months. Estimated Value: €280,000.

Critical Deadlines

1. 1Tender Submission Deadline: 21 April 2026 at 14:00 Europe/Copenhagen time
2. 2Public Opening Session: 22 April 2026 at 09:00 Europe/Copenhagen time
3. 3Questions Deadline: 13 April 2026 at 23:59 Europe/Copenhagen time
4. 4Contracting Authority Question Response Cutoff: 6 working days before tender deadline

Who Can Apply

This tender is open to all natural and legal persons, professional agencies, and service providers offering moderation and facilitation services. Participation is open on equal terms to economic operators from EU Member States. Tenderers can submit as sole tenderers or as joint tenders (group of economic operators). Subcontracting is permitted. All involved entities must not be subject to EU restrictive measures and must have access to EU procurement.

Eligibility and Selection Criteria

Tenderers must meet three selection criteria to qualify for contract award. The first criterion assesses economic and financial capacity. The second and third criteria evaluate technical and professional capacity related to moderator services and portfolio breadth.

Economic and Financial Capacity (F1):Minimum Level: Average yearly turnover of the last two financial years must exceed €16,000. Basis: Consolidated assessment of all involved entities combined. Evidence Required: Copy of profit and loss accounts and balance sheets for the last two years, or appropriate statements from banks. Most recent year must have closed within last 18 months. All evidence must be submitted with tender.

Technical and Professional Capacity (T1): Project Experience:Minimum Level: At least 24 similar projects (moderations) completed in the last three years preceding tender deadline, with minimum value of €2,000 for each project. Basis: Consolidated assessment of all involved entities combined. Evidence Required: List of projects using mandatory template (Annex 8) including start date, end date, total project amount, scope, role, and amount invoiced. For ongoing projects, only completed portion during reference period counts. Contracting authority may request statements from clients and contact them directly for verification. All evidence must be submitted with tender.

Technical and Professional Capacity (T2): Moderator Portfolio:Minimum Level: At least 30 moderators, each having moderated minimum 15 debates or events in last five years covering one or more of 11 specified subject areas. Each subject area must include at least one moderator able to moderate in English. The 11 subject areas are: green transition, environment, climate and energy; digital transition, artificial intelligence, cybersecurity and data ethics; international politics and geopolitics; migration and development; security, defence and preparedness; judicial cooperation and Rule of Law; finance, economy and competitiveness; science, innovation and research; education, skills and labour market; culture and arts; equality, democracy and citizen engagement. Basis: Consolidated assessment. Evidence Required: List using mandatory template (Annex 9) of at least 30 experienced moderators with active working relationships, indicating profile, expertise areas, moderation count, English capability, and virtual event experience. All evidence must be submitted with tender.

Exclusion Criteria

Tenderers in any of the following situations will be rejected. Tenderers must be bankrupt, subject to insolvency proceedings, or have suspended business activities. Tenderers must not have been established by final judgment or decision as in breach of tax or social security payment obligations. Tenderers must not have been found guilty of grave professional misconduct or fraud. Tenderers must not have demonstrated significant deficiencies in implementing previous EU-funded contracts. Tenderers must not have created entities to circumvent legal obligations. Related persons and beneficial owners are also assessed against these same criteria. All tenderers must submit a Declaration on Honour (Annex 2) confirming non-exclusion. Supporting evidence may be requested before award decision.

Service Requirements and Specifications

The European Commission requires a diverse, experienced pool of professional moderators capable of delivering high-quality moderation services. Moderators must possess in-depth knowledge of Danish and European politics and expertise in the 11 specified thematic areas listed above. Services will primarily be conducted in Danish, with significant English-language capability required for international audiences. At least 30 percent of the proposed moderator portfolio must be able to conduct events in fluent and idiomatic English, with broad thematic coverage across the 11 subject areas.

Core Service Characteristics:Moderators must frame events in engaging and accessible ways, convey complex topics clearly, and perform effectively under pressure. Substantial experience with virtual and hybrid event formats is essential. The contractor must be able to propose at least two different moderators for each event upon request. The contractor will provide guidance and advice on moderator selection, assist in securing qualified replacements in case of illness or absence, and maintain detailed personal knowledge of each candidate and their expertise areas. High flexibility and short response/delivery times are firm requirements. Services may be held anywhere in Denmark, though primarily in Greater Copenhagen and at Bornholm's annual People's Meeting, requiring significant geographical coverage and moderator mobility.

Diversity Requirements:The Commission places great emphasis on gender equality and diversity. The proposed moderator pool must reflect reasonably balanced gender distribution. The contractor is expected to continuously identify and engage emerging young talent and actively strive for representation of professionals with ethnic backgrounds other than Danish.

Financial Terms and Pricing

Contract Value and Budget:Maximum Contract Amount: €280,000 covering entire 48-month period. Estimated Volume: Approximately 120 moderator/facilitator services over 48 months, equating to approximately 30 services per year. Important: These are estimates only. The contracting authority has no commitment to order the maximum amount or any specific quantities. Actual volumes depend entirely on orders placed through specific contracts. Within three years after framework contract signature, the Commission may procure additional services through negotiated procedure up to maximum 50 percent of initial framework contract ceiling under same conditions.

Pricing Structure:Pricing: Percentage rate (markup) charged by contractor on moderator fees. This markup represents the agency fee as percentage of moderator remuneration and applies throughout entire framework contract duration. All quotes must be free of VAT (European Union is exempt). The moderator invoice from contractor to Commission must include annex with request for payment from moderator. Moderator fees must be all-inclusive, covering all moderator expenses including travel costs. Approval of moderator fees by Commission is based on estimation of costs provided by contractor.

Multiple Offer Requirements:For moderator services valued between €0-15,000: Contractor must provide one offer. For moderator services valued between €15,000.01-60,000: Contractor must provide at least three offers.

Evaluation and Award Criteria

Tenders will be evaluated based on compliance with minimum requirements, exclusion criteria verification, selection criteria assessment, and award criteria scoring. The contracting authority will first verify that tenderers are not subject to restrictive measures, have access to procurement, and are not in exclusion situations. Tenders not meeting minimum requirements will be rejected without further evaluation.

Award Criteria and Weighting:Tenders scoring lowest overall will be awarded if compliant and scoring minimum threshold. The contract will be awarded based on best price-quality ratio using following weighting: Price: 40 percent. Quality: 60 percent, comprising three sub-criteria each evaluated separately.

To proceed to contract award, tenders must score minimum 60 percent for each criterion AND minimum 60 total points. Scoring is done on 10-point, 30-point basis using descriptive scale from Insufficient (5 or fewer points) through Excellent (10 or 30 points).

Submission Requirements

All tenders must be submitted exclusively through eSubmission electronic system available on EU Funding and Tenders Portal. Tenders submitted by email, letter, or other means will be rejected. Each tenderer must register in Participant Register to obtain Participant Identification Code (PIC). Registration required only once; PIC can be reused for other EU calls.

Required Documents:

• Declaration on Honour on exclusion and selection criteria (Annex 2) - signed by duly authorised representative
• Evidence of authorisation to sign documents
• Agreement/Power of Attorney for joint tenders (Annex 3)
• List of identified subcontractors (Annex 4)
• Commitment letters from subcontractors and entities relied upon for capacity (Annexes 5.1 and 5.2)
• Evidence of legal capacity and professional registration
• Financial and economic capacity evidence: Profit and loss accounts and balance sheets for last two years
• Technical capacity evidence: Project reference table (Annex 8) with minimum 24 projects
• Professional capacity evidence: List of moderators table (Annex 9) with minimum 30 moderators
• Technical tender using mandatory form (Annex 7) with responses to three quality award criteria
• Financial tender using mandatory form (Annex 6) with percentage markup rate
• Evidence of non-exclusion upon request

Technical Tender Specifications:Technical tender must be submitted using Annex 7 form. Maximum two pages per award criterion (Times New Roman font, minimum 11 point). Tender must address all specified sub-criteria for each criterion individually. Only information in designated response fields will be evaluated. Additional tables and charts may be annexed if clearly referenced. Technical tender must comply fully with tender specifications requirements or may be rejected for non-compliance.

Financial Tender Specifications:Financial tender must be submitted using mandatory Annex 6 Excel form. Must specify single percentage markup rate (without VAT) applicable to moderator fees. No comments or deviations permitted. Form must be completed, dated, and signed in both PDF and Excel formats. All general and service-related expenses must be included in quoted percentage rate.

Important Information for Applicants

Joint Tenders:Multiple economic operators may submit jointly as group of tenderers. One group member must be designated as group leader serving as single contact point. All group members are jointly and severally liable for contract performance. Group members must sign Agreement/Power of Attorney (Annex 3). Changes to group composition after submission deadline will result in rejection except in specified circumstances (merger, universal succession, or exclusion of compromised member).

Subcontracting:Tenderers may subcontract part of services. Identified subcontractors must be listed in Annex 4. Subcontractors on whose capacity tenderer relies must provide commitment letter (Annex 5.1). Subcontractors representing more than 10 percent of contract value must be identified. Contractor remains fully liable for all subcontractor performance. Any changes to identified subcontractors after submission deadline require contracting authority approval.

Relying on Third-Party Capacity:Tenderers may rely on capacities of other entities (not subcontractors) to meet selection criteria requirements. Such entities must provide commitment letter (Annex 5.2) confirming willingness to provide resources and confirming no conflicting interests. This applies where tenderer's own capacity insufficient to meet minimum levels. Abstract commitments will be disregarded.

Signature Requirements:Documents requiring signature must be either hand-written or preferably qualified electronic signature (QES) per eIDAS Regulation. For hand-signed documents, originals need not be submitted but must be retained for five years from procedure outcome notification. Evidence of signatory authorisation must be provided. Delegation of signing authority must be documented through appointment notice, publication, or power of attorney.

Tender Validity:Submitted tenders are binding on tenderer for validity period specified in procurement documents (minimum 30 days from deadline). No tender modifications permitted after deadline. Each tenderer may submit only one tender; multiple submissions will result in rejection of all but latest version. Before deadline, tenderers may withdraw and resubmit tenders.

EU Procurement Thresholds Applicability:This procurement is subject to new EU procurement thresholds effective 1 January 2026 under Directives 2014/24/EU, 2014/25/EU, and 2014/23/EU. The €280,000 contract value exceeds the services threshold (€140,000-432,000 depending on contracting authority type), triggering full EU procurement procedures including mandatory publication in Official Journal of the European Union (TED), minimum publication and response timeframes, regulated procedures, cross-border competition requirements, and formal documentary requirements.

Key Contractual Conditions

Framework Contract Nature:This framework contract does not confer exclusive rights. Signature does not obligate Commission to order any minimum amount or conclude specific contracts. Actual value and volumes depend entirely on specific contracts issued during 48-month period. Contract establishes mechanism for repetitive purchases through specific contracts or order forms based on terms in framework agreement.

Implementation:Commission orders services by sending request for specific contract with minimum 7-day timeframes for contractor indication of intent and submission of reply. Contractor's reply binds contractor for minimum 30-day validity period. Specific contract must be signed within timeframe indicated by Commission. Contractor may be considered in breach if repeatedly failing to reply to requests or failing to sign resulting contracts. Implementation cannot begin before framework contract entry into force.

Duration and Termination:Framework contract maximum duration is 48 months from entry into force. Specific contracts must be signed before framework contract expiry; services must be performed no later than six months after expiry. Either party may terminate framework contract or specific contracts for convenience with three months written notice; neither party entitled to compensation. Termination may also occur for material breach, contractor insolvency, contractor exclusion situations, irregularities, force majeure, or contracting authority's changed needs.

Applicable Law and Jurisdiction:Framework contract governed by Union law complemented by Danish law where necessary. United Nations Convention on Contracts for International Sales of Goods excluded. Courts of Denmark have exclusive jurisdiction over disputes regarding validity, interpretation, performance or termination of framework contract or specific contracts.

Intellectual Property Rights:Union acquires irrevocable worldwide ownership of all results and intellectual property rights in newly created materials. Pre-existing rights are licensed to Union on royalty-free, non-exclusive, irrevocable basis for all modes of exploitation. Contractor must provide list of pre-existing rights with invoice for balance payment. Contractor warrants all necessary rights obtained and payment of associated fees included.

Confidentiality and Data Protection:Both parties must treat confidential information disclosed relating to framework contract implementation with confidentiality. Personal data processing by Commission governed by Regulation (EU) 2018/1725. Personal data processed by contractor must remain within EU/EEA territory; data centres must be located within EU/EEA. No data transfer outside EU/EEA without prior written Commission authorisation. Contractor must comply with data protection obligations and notify Commission of data breaches within 48 hours. Security requirements for Commission contractors apply (Commission Decision EU 2015/443 and Regulation 2023/2841).

Payment Terms:Pre-financing and interim payments not applicable. Contractor submits invoice for balance payment within 60 days of service provision end. Commission must approve documents and pay within 30 days from invoice receipt. Payment made to contractor's bank account specified in framework contract. Payment date deemed to be date Commission's account debited. Payments made in euros. Late payment interest accrues at European Central Bank main refinancing rate plus 8 percentage points. Commission exempt from VAT under EU protocol.

Liability and Insurance:Contractor performs at its own risk and warrants to hold Commission harmless against third-party claims. Contractor liability limited to three times relevant specific contract value except for gross negligence, wilful misconduct, injury to persons, or breach of intellectual property rights where full liability applies. Commission not liable for losses unless caused by Commission's wilful misconduct or gross negligence. Contractor must take out insurance against risks and damage as required by applicable legislation.

Contact Information and Submission

Contracting Authority Contact:European Commission, Representation Office in Denmark, Gothersgade 115, 1123 Copenhagen K, Denmark. Email: COMM-REP-DK-ADMIN@ec.europa.eu

Submission Portal:All tenders must be submitted through EU Funding and Tenders Portal eSubmission system. Portal accessible at EU Funding and Tenders Portal. Detailed submission instructions available in eSubmission Quick Guide. Supported browsers: Latest versions of Google Chrome or Mozilla Firefox. Maximum file size per attachment: 50 MB. Maximum files per tender: 200. Supported file types vary by submission type; consult system requirements.

Questions and Clarifications:Questions must be submitted in writing through EU Funding and Tenders Portal by clicking Create a Question in Questions and Answers section. EU Login registration required. Questions submitted less than 6 working days before tender deadline may not receive response. Contracting authority may provide additional information on its own initiative regarding errors or inaccuracies in procurement documents. All additional information published on portal; tenderers responsible for checking updates during submission period.

Additional Recommendations

• Register in Participant Register well in advance to obtain PIC and avoid submission delays
• Familiarise yourself with eSubmission system and its requirements before submission deadline
• Prepare all required documents in advance, particularly evidence of selection criteria (project list, moderator portfolio, financial statements)
• Ensure documents comply with all format requirements (file types, page limits, font sizes) to avoid rejection
• For joint tenders, agree on roles and responsibilities early and prepare signed Agreement/Power of Attorney
• Clarify any ambiguous requirements by submitting written questions before deadline
• Submit tender early rather than at last minute to allow time for troubleshooting technical issues
• Verify that all signatories have proper authorisation and that electronic signatures are valid QES where applicable
• Ensure financial offer accurately reflects all costs and that percentage markup is realistic and competitive
• Technical offer must specifically address all three quality criteria sub-points with concrete examples and clear explanations
• Document all moderators' expertise areas using correct numbering system to ensure portfolio meets requirements
• For large projects, consider forming consortium with partners having complementary expertise and capacity
• Confirm financial capacity with up-to-date bank statements and accounting records
• Demonstrate flexibility, responsiveness and realistic delivery capabilities for short-notice event moderation

Key Success Factors

Successful applicants will demonstrate proven experience providing moderator services, a qualified and diverse moderator portfolio with expertise across all 11 required thematic areas, strong capability in virtual and hybrid event formats, sound processes for short-notice moderator selection and replacement, clear understanding of Commission event quality standards, financial stability and realistic pricing, and genuine commitment to gender balance and ethnic diversity in moderator representation. The evaluation emphasises quality and capability to deliver exceptional events over lowest cost.

Footnotes

1. 1Applicable EU procurement thresholds from 1 January 2026 are €140,000 for supplies and services to central government, €216,000 for supplies and services to sub-central authorities and most bodies, and €750,000 for light touch regime social and specific services. This tender at €280,000 significantly exceeds these thresholds.