Provision of Security Guard and Reception/Switchboard services for the premises of the European Union House in Poland

The European Commission Representation in Poland (DG COMM) seeks providers for uniformed, unarmed security guard and reception/switchboard services for EU House premises in Warszawa (Lot 1) and Wrocław (Lot 2) under a two-stage competitive procurement with negotiation. The framework agreement is for 48 months with an estimated total value of €1,200,000 (Lot 1: €900,000; Lot 2: €300,000). Awarding is based on quality (70%) and price (30%) and tenderers must meet the security clearance and qualification requirements set out in the tender documentation. Electronic submissions via the EU Funding & Tenders Portal (call identifier EC-COMM/WAW/2026/RP/0009) must comply with the published deadlines, notably the Stage 2 deadline of 9 June 2026 at 12:00:59 (Europe/Warsaw).

What it funds

Scope

Procurement of uniformed, trained, unarmed security guard services and reception/switchboard duties for EU House premises in Poland: Warszawa (lot 1) and Wrocław (lot 2). The contract foresees routine protective, access control and reception duties over a multi-year period.

Estimated value and duration:Estimated overall contract value €1,200,000; Lot 1 (Warszawa) €900,000; Lot 2 (Wrocław) €300,000. Planned duration 48 months. ¹

1. 1Who can apply: security service providers capable of delivering uniformed, trained, unarmed guard and reception/switchboard services; bidders must meet the selection criteria in the tender documents.
2. 2Procedure: two-lot open procurement via the EU Funding & Tenders Portal; eSubmission required.
3. 3Key dates: participation/request to participate deadline 9 June 2026, 12:00:59 (Warsaw time).

Lead contracting authority:European Commission, DG COMM - Communication. Submission and full procurement documents available on the Funding & Tenders Portal Tender details. ¹

Footnotes

1. 1See the official tender page for full specifications, selection criteria and downloadable documents: ec.europa.eu

Basic Opportunity Details

Tender overview

Opportunity title:Provision of Security Guard and Reception/Switchboard services for the premises of the European Union House in Poland. Contracting authority: European Commission Representation in Poland, acting also on behalf of the European Parliament Liaison Office. Call identifier: EC-COMM/WAW/2026/RP/0009. Main CPV: 79710000 (Security services) with additional CPV 79713000. Estimated total procedure value: €1,200,000. Estimated overall contract value per lot: Lot 1 (Warszawa) €900,000; Lot 2 (Wrocław) €300,000. Planned contract duration: 48 months (4 years) for each lot. Contract type: Services, framework agreement / service contract. Submission method: eSubmission via the EU Funding & Tenders Portal. Deadlines: two-stage process with participation request reception period ending 9 June 2026, 12:00:59 Europe/Warsaw. The tender documents were published on 8 May 2026. ¹

Location and Lots:Two lots are available: Lot 1 covers the EU-House premises in Warszawa and Lot 2 covers the EU-House premises in Wrocław. Bidders may tender for one or both lots according to the procurement documents.

Detailed Eligibility and Administrative Requirements

This is an open public procurement procedure published on the EU Funding & Tenders Portal. The notice and associated documents constitute a two-stage tender: stage 1 is an invitation to submit a request to participate (selection/qualification), and stage 2 will concern submission of tenders by qualified participants. The contracting authority requires compliance with selection and exclusion criteria as set in the tender specifications, including a Declaration on Honour and other administrative documents. The tender documentation is available in English and Polish. Participation requests and tenders must be submitted electronically through the Portal as defined in the eSubmission rules of the call.

1. 1Required documents published: Invitation to submit a request to participate (EN and PL), Tender specifications (Annex I), Appendix 2 Security requirements, Declaration on Honour (Annex 2), Draft framework contract (Annex II to Letter of Invitation).
2. 2Language of documents: English and Polish; official publication date: 8 May 2026; consider-changed-until date for documents: 22 May 2026.
3. 3Submission method: required eSubmission through the Funding & Tenders Portal.
4. 4Two-stage timeline: stage 1 participation request reception ends 9 June 2026 at 12:00:59 local time (Europe/Warsaw). Further stage 2 deadlines will be communicated to qualified candidates according to the procedure.

Scope of Services and Technical Requirements

Objective:to provide a uniformed and trained, unarmed security guard service to perform routine protective and access control duties and to provide reception and switchboard services for EU-House premises. Services include but may not be limited to: access control, control of people and vehicles, stationary guarding of premises, patrolling, managing the reception desk, operating the switchboard, monitoring of CCTV and alarm systems as specified in the tender documents, incident reporting and first-line response coordination with emergency services. Detailed security rules, staff qualifications, shift patterns, minimum staffing levels, equipment, training, documentation and reporting procedures are set out in the Tender Specifications and Appendix 2 Security requirements available with the call documents.

• Uniformed, unarmed security guards required.
• Reception and switchboard duties included in scope.
• Staff must be trained and meet qualifications described in tender documents.
• Compliance with security regulations and specific procedural appendices is mandatory.

Procurement Procedure, Award Criteria and Evaluation

Procedure type:open/competitive public procurement with a two-stage selection/tendering process. The contracting system indicates a framework agreement mechanism. Awarding criteria: a quality/price split indicated in the tender metadata: quality 70% and price 30%. Detailed sub-criteria and scoring rules are contained in the Tender Specifications - consult Annex I. Appeals: appeal terms and the appeal recipient are indicated in the procurement notice (appeal receiver party ID referenced).

Estimated Budget and Financial Information:The estimated overall contract amount across both lots is €1,200,000. Lot 1 is estimated at €900,000 and Lot 2 at €300,000. The procedure is EU-funded and payments will follow contractual terms in the draft framework contract. Exact pricing schedule, invoicing and payment terms are defined in the Draft Contract (Annex II).

Who Can Apply and Eligible Applicant Types

Eligible applicants are organisations legally established and authorised to provide security guard and reception/switchboard services and capable of fulfilling public procurement selection criteria. Examples of eligible applicant types: private companies (including SMEs and large enterprises) specialising in security services, facility management companies that include security services, not-for-profit organisations if legally able and certified to provide security services, consortia or joint ventures formed to meet capacity/qualification requirements (subject to the rules in the tender documents). Self-employed individuals are unlikely to be suitable due to scale and procedural requirements. Public bodies may participate only where permitted by procurement rules and subject to selection criteria. Specific eligibility and exclusion criteria are set out in the Tender Specifications and the Declaration on Honour.

1. 1Primary eligible applicant types: private companies (security firms), facility management companies, consortia/joint ventures of service providers.
2. 2Other possible participants: NGOs or non-profits able to provide required services and certifications, subject to procurement rules.
3. 3Unsuitable or unlikely: individuals acting alone (due to contract scale and formal requirements).

Selection, Consortium and Partnership Requirements

Consortium requirement:the procedure allows participation by single economic operators or by consortia/joint ventures where combined capacities are necessary to meet qualification criteria. The tender documents reference tenderer qualification requests and selection criteria; bidders must submit the required supporting documentation demonstrating competence, financial capacity and relevant professional experience. If acting as a consortium, a lead partner must be designated and the consortium agreement or power of attorney arrangements should comply with the tender specifications.

Geographic and Beneficiary Scope

Geographic eligibility:this is an EU public procurement published by the European Commission Representation in Poland. The service locations are within Poland (Warszawa and Wrocław). Eligible economic operators from EU Member States and those permitted under EU public procurement rules (including EEA and other countries as specified in the tender documents) may participate. Bidders should consult the Tender Specifications for precise nationality and provenance rules and any restrictions.

Project Stage and Expected Maturity

Project stage:operational service delivery. The opportunity targets service providers with demonstrated operational capability to provide security and reception/switchboard services immediately upon contract start. Bidders are expected to be at a commercialization / service delivery maturity level with existing personnel, procedures and equipment.

Application Process and Templates

Application type:Open call via the Funding & Tenders Portal eSubmission process. This is a two-stage procurement: stage 1 submission of a request to participate (selection/qualification) and stage 2 submission of the tender by pre-qualified candidates. The published documents include templates and annexes needed for stage 1: Invitation to submit a request to participate (EN and PL), Annex I Tender Specifications (stage 1), Annex 2 Declaration on Honour template (DOCX), Step 1 - Annex II Draft framework contract, and Appendix 2 Security requirements. Bidders must complete the Declaration on Honour and other administrative templates and provide evidence requested in the Tender Specifications (financial statements, references, staff CVs, certifications, insurance, licences).

1. 1Stage 1 templates available: Invitation to submit request to participate (EN/PL), Declaration on Honour (Annex 2), Tender Specifications (Annex I), Draft contract (Annex II), Security requirements appendix.
2. 2Complete and upload all required templates and supporting evidence via eSubmission before the stated deadline.
3. 3Comply with document language requirements and submission format (PDF/NATIVE where specified).

Funding Type, Nature of Support and Co-funding

Funding type:public procurement contract (service contract / framework agreement) awarded by the European Commission Representation. Nature of support: monetary payments for contractual service delivery (commercial contract). Co-funding requirement: not applicable in the sense of grants; bidders propose prices and will be paid under the contractual payment terms. No additional co-financing from bidders is required as a grant co-funding, but bidders must price the service and may need to demonstrate financial capacity (bank statements, turnover) as part of selection.

Application Stages, Timetable and Success Rates

Application stages:two distinct stages: Stage 1 - request to participate / selection; Stage 2 - invitation to submit a tender for qualified candidates. Additional internal evaluation and potential clarification rounds may occur according to procurement rules. Timetable: documents published 8 May 2026; stage 1 submission deadline 9 June 2026 12:00:59 (Europe/Warsaw). Stage 2 dates to be provided to selected candidates. Success rates: not specified in the procurement notice. Public procurement success rates depend on the number and quality of bidders; historically, open EU tenders may receive multiple competitors and selection rates can range widely. Specific success probability cannot be determined from the published data.

Selection and Award Criteria Details

Award criteria weighting indicated in tender metadata:Quality 70% and Price 30%. Detailed quality criteria, sub-criteria, minimum thresholds, scoring methods and required evidence are set in the Tender Specifications (Annex I) and related appendices. Bidders must carefully follow the documentation to ensure they address all quality elements (staffing plan, training, operational procedures, incident management, equipment, references) and present a competitive price.

Contractual and Operational Conditions

The draft framework contract is published as Annex II to the Letter of Invitation. It contains standard contractual clauses, liability and insurance requirements, performance monitoring and reporting obligations, confidentiality and data protection clauses, payment schedules, contract duration and termination provisions. Bidders must examine the draft contract and identify any required compliance measures. Security-specific statutory compliance and staff vetting procedures are detailed in Appendix 2 Security requirements.

Risk, Compliance and Additional Notes

Key risks and compliance issues include ensuring staff meet national legal requirements for security personnel, adhering to EU and national data protection law when handling personal data at reception, maintaining continuity of service and contingency arrangements, and meeting the quality thresholds set by the contracting authority. The tender documents include security regulations and operational appendices which must be strictly followed. Contractors must ensure adequate insurance and liability coverage as specified in the contract.

Mentioned Countries and Geographic References

Explicit countries/locations mentioned:Poland. Specific cities: Warszawa and Wrocław. Contracting authority: European Commission Representation in Poland. The procurement is published on the EU Funding & Tenders Portal and is an EU procurement open to eligible operators under EU procurement rules ¹.

Summary: What is this opportunity about and how to approach it

This is a public procurement tender issued by the European Commission Representation in Poland (on behalf of itself and the European Parliament Liaison Office) seeking professional security guard and reception/switchboard services for the EU-House premises in Warszawa and Wrocław. It is a two-lot framework agreement with an estimated combined value of €1.2 million for a 48-month period. The procurement follows a two-stage process: stage 1 is the submission of a request to participate with selection documents and administrative templates; stage 2 will invite qualified applicants to submit full tenders. Awarding is based on a quality (70) and price (30) split. Bidders must be established service providers with proven operational capability, trained uniformed and unarmed security staff, and the ability to deliver reception and switchboard services in compliance with the detailed security requirements. Interested parties should download and carefully follow all published tender documents (Annex I, Annex II, Appendix 2, Declaration on Honour), prepare evidence of technical and financial capacity, ensure compliance with security vetting and legal requirements, and submit their request to participate via eSubmission by the deadline 9 June 2026 12:00:59 (Europe/Warsaw). For full details and to access the official documents, consult the Funding & Tenders Portal call page. ¹

Footnotes

1. 1Official tender notice and documents available at the EU Funding & Tenders Portal: ec.europa.eu

Opportunity Overview

The European Commission Representation in Poland, acting on behalf of both the European Commission and the European Parliament Liaison Office, is seeking qualified service providers to deliver security guard and reception/switchboard services for EU House premises in Poland. This is a two-stage competitive procurement procedure with negotiation, structured as a framework agreement with two separate lots covering different locations.

Contracting Authority:European Commission, Directorate-General for Communication (DG COMM), with the lead contracting authority being the European Commission Representation in Poland.

Scope of Services

The tender seeks provision of uniformed, trained, and unarmed security guard services combined with reception and switchboard support. Security services must include routine protective duties and access control functions. The services are required at two separate locations within Poland, each forming a distinct procurement lot.

Lot 1 - Warsaw:Security guard and reception/switchboard services for the EU House premises in Warszawa (Warsaw).

Lot 2 - Wroclaw:Security guard and reception/switchboard services for the EU House premises in Wroclaw.

Financial Information

Total Estimated Contract Value:€1,200,000 for the entire procedure covering both lots.

Lot 1 Estimated Value:€900,000.

Lot 2 Estimated Value:€300,000.

Contract Currency:EUR (Euro).

Contract Duration and Terms

Planned Duration:48 months (4 years) for each lot.

Contract Type:Framework agreement with the possibility of contract extensions and renewals as specified in the procurement documents.

Post-Award Process:Electronic ordering and electronic payment mechanisms will be utilized.

Procurement Procedure Details

Procedure Type:Two-stage competitive procedure with negotiation.

Contracting System:Framework agreement with call-off orders. Dynamic purchasing system usage is not applicable.

Submission Method:Electronic submission required through the EU Funding and Tenders Portal.

Key Deadlines

Stage 1 Deadline:January 1, 2026 at 10:00:59 UTC (initial deadline for requests to participate).

Stage 2 Deadline:June 9, 2026 at 12:00:59 UTC (deadline for participation requests in the second stage). ¹

Document Consideration Period:May 22, 2026 is the deadline for considering changes to tender documents.

Eligibility and Selection Criteria

Tenderers must meet specific qualification requirements as outlined in the procurement documents. The tender specifications indicate that selection criteria are based on tenderer requirements sourced from European Procurement Ontology (EPO) procurement documents. Detailed eligibility requirements, including security clearance and professional qualifications, are specified in the tender documentation.

SME Suitability:This tender is not specifically designated as suitable for small and medium-sized enterprises (SMEs), though SMEs may still participate if they meet all requirements.

Award Criteria

The tender will be evaluated using a quality and price-based approach with the following weighting:

1. 1Quality: 70 percent weight
2. 2Price: 30 percent weight

Detailed evaluation criteria and quality parameters are specified in the procurement documents available on the portal.

Required Documentation and Declarations

Applicants must submit the following documentation as part of their participation request:

• Invitation to submit a request to participate (available in Polish and English)
• Tender specifications including administrative requirements (available in Polish and English)
• Security requirements appendix (available in English)
• Draft framework agreement contract (available in Polish and English)
• Declaration on honour (available in Polish and English)
• Any additional supporting documents as specified in the tender specifications

All documents are available for download from the EU Funding and Tenders Portal in both Polish and English languages.

Security Requirements

Given the nature of security services for EU institutions, specific security requirements and clearance procedures apply. These are detailed in the security requirements appendix (Appendix 2) of the tender specifications. Tenderers must ensure compliance with all security protocols and regulations applicable to EU premises in Poland.

How to Apply

Interested service providers must submit their participation requests through the EU Funding and Tenders Portal using the electronic submission system. The tender reference is EC-COMM/WAW/2026/RP/0009. Applicants should access the portal at EU Funding and Tenders Portal to download all required documents and submit their applications.

Portal Access:All tender documents and submission tools are available through the official EU Funding and Tenders Portal. Applicants must create an account and follow the electronic submission procedures outlined in the tender documentation.

Contact Information

For general inquiries regarding the European Commission and its communication activities, the Directorate-General for Communication can be reached at +32 2 299 11 11 (Commission switchboard). Specific questions about this tender should be directed through the official channels specified in the tender documents on the EU Funding and Tenders Portal.

Important Notes for Applicants

• This is a two-stage procedure; applicants must first submit a request to participate in Stage 1 before being invited to submit full tenders in Stage 2
• Applicants may bid for one or both lots independently
• The framework agreement structure allows for call-off orders during the contract period
• All submissions must be made electronically; paper submissions are not accepted
• Tenderers must comply with all EU procurement regulations and security requirements
• The contracting authority reserves the right to conduct negotiations with selected tenderers
• Appeals regarding the procurement process should be directed to the designated appeal receiver as specified in the tender documents

Procurement Classification

CPV Codes:79710000 (Security services) and 79713000 (Reception and switchboard services).

Call Identifier:EC-COMM/WAW/2026/RP/0009.

Publication Date:May 8, 2026.

Footnotes

1. 1The June 9, 2026 deadline represents the second stage of this two-stage procedure. Applicants should note that the initial Stage 1 deadline was January 1, 2026. Applicants who did not meet the Stage 1 deadline should verify with the contracting authority whether late applications can be accepted, though this is typically not permitted in EU procurement procedures.