Provision of Security, Reception and Hospitality services to Eurojust

Eurojust (Johan de Wittlaan 9, The Hague) has published an open procedure for a single framework contract (EUROJUST/HAG/2026/OP/0002, TED ref 88/2026 315600-2026) to provide security, reception and hospitality services at its main premises and occasional events in the Netherlands, with an estimated framework ceiling of €16,960,000 and maximum duration of 60 months. Electronic tenders must be submitted via the EU Funding & Tenders Portal eSubmission by 7 July 2026 at 10:00 Amsterdam time; questions deadline 29 June 2026. Selection requires average annual turnover over the last two years above €3,500,000, at least three similar contracts in the last three years totalling at least €1,000,000 for at least two clients, and valid ISO 9001 and ISO 14001 (or equivalent) certificates. Award is by best price-quality ratio weighted quality 65 points and price 35 points, and tenders must meet mandatory technical requirements and security clearance obligations for deployed staff.

What it buys

Scope in one line

A single framework contract to provide on‑site security (guards, control room), reception and hospitality services and related supplies (optional rental/purchase of security equipment) for Eurojust HQ in The Hague and occasional services at other locations in the Netherlands.

Estimated value and duration:Estimated total value €16,960,000; maximum framework duration 60 months (single contractor) ¹

1. 1Procedure type: Open procedure (electronic submission via eSubmission / EU Login required)
2. 2Award: Best price-quality ratio (quality 65 / price 35)
3. 3Contract form: single framework contract without re‑opening of competition; specific contracts/order forms used to request services

Who can apply / key eligibility

Any natural or legal person established in the scope of the EU Treaties, international organisations and entities from third countries eligible under applicable agreements. Participation subject to absence of exclusion grounds (debt, fraud, sanctions) and fulfilment of selection criteria.

1. 1Must be registered in the Participant Register (PIC) and submit via eSubmission (EU Login) — 2-factor auth required from mid‑2026
2. 2Minimum financial capacity: average turnover > €3,500,000 (last 2 financial years)
3. 3Technical capacity: at least 3 similar contracts in the last 3 years totalling >= €1,000,000; ISO 9001 and ISO 14001 (or equivalent)
4. 4Personnel security clearance required for deployed staff: SECRET UE / EU SECRET

Important dates

Publication on F&T Portal:07/05/2026. Deadline for receipt of tenders (electronic): 07/07/2026 10:00 (Europe/Amsterdam). Public opening: 07/07/2026 11:00 (Europe/Amsterdam). Note: contract start estimated 01/01/2027.

Award & evaluation highlights

Tenders are checked for compliance with minimum requirements, then evaluated on quality (100 points) and price. Quality covers methodology (mobilisation, recruitment, reporting), staff management (organisation, training, retention) and risk management/continuity. Financial scenario in Annex 7 is used for comparison.

How to apply / practicalities

Submit electronically via the Funding & Tenders Portal eSubmission (EU Login required). Upload required administrative, technical (Annex 6) and financial (Annex 7) documentation per Annex 1 of the tender specifications. Some supporting evidence may be requested later by EU Validation Services.

For full tender documents, templates and specifications see the official portal listing and annexes (Invitation, Technical specifications, Draft FWC, Annexes 1–8) Tender page. ¹

Footnotes

1. 1Key details summarised from the tender documents published on 07/05/2026 (Invitation to tender, Tender specifications Part 1 & 2, Draft Framework Service Contract, Annexes 6–8). Full requirements, contractual terms and forms are in the F&T Portal dossier.

Key facts and deadlines

Tender type:Open procedure for a single framework contract (single framework contract to be concluded with one contractor; joint tenders and subcontracting are permitted under the rules in the tender specifications).

Contracting authority:European Union Agency for Criminal Justice Cooperation (Eurojust), Johan de Wittlaan 9, The Hague, the Netherlands.

Main procurement classification (CPV):79710000 - Security services.

Estimated total value (framework contract ceiling):€16,960,000 for the maximum duration indicated in the draft framework contract.

Maximum contract duration:up to 60 months (framework contract).

Two formal timestamps of interest published in the tender documents:TED publication date 07/05/2026; public opening date 07/07/2026 11:00 Europe/Amsterdam; deadline for receipt of tenders 07/07/2026 10:00 Europe/Amsterdam. The opportunity portal shows a submission timestamp also as 2026-01-01T08:00:59.000Z in metadata provided by the user; bidders must rely on the F&T Portal and contract notice for the live official deadlines.

Summary of services required

Eurojust requires an experienced provider to supply security services (including control-room operators and guards), reception and hospitality services (front-of-house receptionists and hospitality desk), emergency response and related services and supplies at Eurojust's main premises in The Hague and occasionally at other locations in the Netherlands (in particular in and around The Hague). The service includes 24/7 control room coverage, staffing of day/evening/night guard shifts, reception staffing during working hours, support for internal and external events, first-response participation, management and reporting, and an optional catalogue for purchase or rental of security, fire and safety equipment. Detailed technical requirements, SLAs, KPIs and liquidated damages are in the Technical Specifications, Annexes and the Draft Framework Contract.

How to apply and submission method

Submission method:Electronic only via the EU Funding & Tenders Portal eSubmission (EU Login required). Documents and tender attachments must follow the eSubmission system requirements (file types, sizes, signatures). A Participant Identification Code (PIC) and a valid EU Login account (with 2-factor authentication after June 30, 2026) are mandatory for submitting tenders. Tenderers must upload the required annexes and forms (see Templates section).

Submission deadline(s):Official deadline for receipt of tenders on the F&T Portal: 07/07/2026 10:00 Europe/Amsterdam. Public opening: 07/07/2026 11:00 Europe/Amsterdam. Note: consult the Funding & Tenders Portal entry for the procedure for definitive, authoritative timestamps ¹.

Detailed categorisation and structured extraction

Eligible Applicant Types

Permitted applicant types and roles (detailed):

1. 1SMEs, large enterprises and other private security companies: direct tenderers as sole economic operators.
2. 2Joint tenders (consortiums, groups of economic operators) are explicitly allowed. If a joint tender is submitted without separate legal personality the group must appoint a group leader and all group members assume joint and several liability.
3. 3Subcontractors are permitted (subject to identification rules). Identified subcontractors are those on whose capacities the tenderer relies to meet selection criteria or those with an intended share of contract above 20%. Commitment letters from identified subcontractors are mandatory.
4. 4Universities, research institutes or NGOs: eligible if they meet requirements and can operate in the Netherlands under the procurement rules.
5. 5Natural persons (individuals): may participate where legally allowed (subject to national and procurement requirements), but operational delivery requires valid work permits and security clearance.
6. 6International organisations: participation is allowed where consistent with the rules on access to procurement and international agreements.

Key operational eligibility constraints:all personnel performing duties at Eurojust must obtain SECRET UE / EU SECRET security clearance and valid work permits for the Netherlands. Tenderers must ensure compliance with EU restrictive measures and access-to-procurement rules (section 2.2 of the Tender Specifications).

Funding Type

Primary financial mechanism:Procurement via a framework service contract (service contract). The contracting authority will not award grants, loans or equity. The contract is a paid services contract under EU procurement rules. Payments are made against invoices in euros, exclusive of VAT (Eurojust is generally VAT-exempt).

Consortium Requirement

Is a consortium required:No — a single contractor will be appointed under the single framework contract. However, joint tenders (consortia) are allowed and the tender documentation includes full rules for joint tenders, the appointment of a group leader and joint-and-several liability. Subcontracting and reliance on capacities of other entities are permitted under the conditions specified in the Administrative Specifications.

Beneficiary Scope (Geographic Eligibility)

Geographic eligibility:Participation is open to natural and legal persons coming within the scope of the EU Treaties and to international organisations. It is also open to bidders established in third countries where a relevant procurement agreement with the EU exists. The service is physically performed mainly in The Hague, Netherlands (Eurojust headquarters) and occasionally elsewhere in the Netherlands. Tenderers must ensure staff have valid work permits for the Netherlands and be able to obtain required security clearances.

Target Sector

Primary thematic/industry sectors targeted by this procurement:

• Physical security services (manned guarding, control-room operations, access control, screening).
• Reception and hospitality services (front-of-house, visitor management, hospitality desk operations).
• Event security and logistics (security for internal and external events, screening and accreditation).
• Emergency response and business continuity (first response, evacuation support).
• Optional procurement/rental of security, fire and safety equipment (X-ray scanners, metal detectors, barriers, portable CCTV, AEDs, fire extinguishers).
• Managed service delivery combining operational staffing, contract management and reporting, quality management (ISO 9001/14001 required).

Mentioned Countries

Explicitly mentioned country(ies):

1. 1Netherlands (primary place of performance: Eurojust premises in The Hague).
2. 2The procurement is run by an EU agency and is open to participants within the EU and qualifying third countries (see access to procurement rules).

Project Stage

Expected maturity of the project:Operational delivery and ongoing service provision. The contract requires immediate mobilisation, operational staffing, ongoing delivery, continuous improvement and contract management. This is not a research or development award; it funds operations, staffing and service delivery (deployment and sustained operation).

Funding Amount

Rough funding range / contract scale:The framework contract ceiling is €16,960,000 (sixteen million nine hundred sixty thousand euros) for the maximum duration of the framework (up to 60 months). This is an indicative maximum available under the framework and does not represent guaranteed volume. Equipment purchase/rental orders are expected to be limited (indicative under €15,000 per year).

Application Type

Method of application:Open call / open procedure. Tenderers must submit a complete electronic tender via the F&T Portal eSubmission application. Questions during the submission phase must be asked via the Portal Q&A function. Electronic submission is mandatory; paper or email submissions are not accepted.

Nature of Support

Will beneficiaries receive money or non-financial services:This is a paid service contract. The successful contractor will receive monetary payments (invoiced fees) for services delivered. The contract provides operational services (non-monetary services delivered to Eurojust) in exchange for monetary payments.

Application Stages

Number of stages in the procurement process:The tender process follows standard open-procedure stages: 1) Electronic submission of complete tender (administrative, selection and technical/financial documents); 2) Administrative compliance check and non-exclusion verification; 3) Selection (exclusion/selection criteria verification) and technical evaluation against award criteria; 4) Financial evaluation and ranking (price-quality formula); 5) Award decision and contract signature. In practice applicants pass through at least 3 main evaluation stages (administrative/exclusion check; selection; award evaluation).

Success Rates

Success rates:The tender documentation does not publish historical success rates for this call. No explicit success rate or number of expected awards is provided. This is a single-award framework (one contractor will be selected).

Co-funding Requirement

Is co-funding required:No co-funding from Eurojust is required from tenderers (this is a procurement not a grant). The contractor must provide the services at its own cost and invoice Eurojust according to the contract rates. There is no requirement to bring matching funding. However, the tenderer must include all costs in the hourly rates and price forms and ensure compliance with national labour rules, social contributions and other statutory obligations.

Templates and required application documents (what to submit)

The procurement package includes mandatory templates and annexes that must be completed and uploaded in eSubmission. Key documents and where they are used:

1. 1Invitation to Tender (Invitation letter) and Draft Framework Service Contract: contains contractual terms and special conditions; tenderers must accept the draft contract without reservation or clearly risk rejection.
2. 2Tender Specifications Part 1 (Administrative specifications) and Part 2 (Technical specifications): define scope, minimum requirements, selection criteria (financial turnover and technical experience thresholds), staff security clearance requirements, Service Level Requirements, KPIs and liquidated damages.
3. 3Annex 2 - Declaration on Honour on Exclusion and Selection Criteria: mandatory signed declaration for the tenderer (and specified involved entities).
4. 4Annex 6 - Technical Tender Form: mandatory technical offer template. This form structures the technical submission covering methodology, mobilisation plan, staffing, training, retention measures, risk management, reporting and optional equipment descriptions. It contains word-count guidance and scoring areas mapped to award criteria.
5. 5Annex 7 - Financial Tender Form (Excel): mandatory price model including hourly rates by profile and scenario worksheets (Part A - Price list, Part B - Financial scenario, Purchase/Rental of Equipment). All prices must be quoted in euros, VAT excluded (Eurojust is generally VAT-exempt). The Financial Tender must include the breakdown and the 'Total price for evaluation purposes' scenario.
6. 6Annex 3 - Agreement/Power of Attorney (for joint tenders): model agreement that all group members must sign appointing a group leader and defining joint-and-several liability and administrative arrangements.
7. 7Annex 4 - List of identified subcontractors and proportion of subcontracting: required if subcontractors are known or above thresholds.
8. 8Annex 5.1 / 5.2 - Commitment letters by identified subcontractors or by entities whose capacities are relied upon: mandatory where the tender relies on third-party capacities or identified subcontractors.
9. 9Annex 8 - Unilateral Non-Disclosure Agreement: required to receive staff overview information from the incumbent where requested.
10. 10Declaration of legal and regulatory capacity evidence, financial statements / profit & loss for economic selection criterion F1, ISO 9001 and ISO 14001 certificates (T2) and references for similar contracts (T1) as required by the selection criteria.

Practical submission notes (templates and signatures):sign mandatory declarations using qualified electronic signature where possible (QES) or handwritten signature if QES is not available. Provide required evidence either in the tender upload or be ready to provide it on request within short deadlines. Name and place attachments per eSubmission guidance (Annex 1 provides structured guidance).

Important templates to prepare and attach:Annex 2 Declaration on Honour; Annex 6 Technical Tender Form; Annex 7 Financial Tender Form (Excel price model); Annex 3 Agreement/Power of Attorney for joint tenders; Annex 4 list of identified subcontractors; Annex 5 commitment letters; supporting evidence for selection criteria (financial statements, ISO certificates, client references).

Operational and technical highlights applicants must meet

Minimum technical and professional obligations (selected):

• Average annual turnover requirement (selection): Average yearly turnover of the last two financial years above €3,500,000 (consolidated assessment allowed).
• Technical experience: At least 3 similar contracts in the last 3 years with minimum total value €1,000,000 and provided to at least 2 clients (consolidated).
• Management system standards: valid ISO 9001 and ISO 14001 certificates (or equivalent) required at tender submission.
• Security clearance: all personnel assigned to Eurojust posts must obtain SECRET UE / EU SECRET security clearance (costs borne by contractor).
• Mandatory certificates for personnel: basic security training (e.g. local ABM/Algemene Beveiligingsmedewerker), X-ray operator certification, metal detector operation, first aid (EHBO), fire response (BHV) and AED user permit where applicable.
• Operational staffing model: detailed staffing schedules and mobilisation plan; Team Leader on-site presence during weekdays and operational responsibility; 24/7 SCRO coverage; guard shift roster and reception staffing as per Technical Specifications.
• Quality and KPIs: compliance with Service Level Requirements and KPIs (availability >=95% per year; invoice timeliness/accuracy target >=80%; staff turnover target <=25% per year) with defined liquidated damages formulas and monitoring obligations.
• Data protection and processing: compliance with Regulation (EU) 2018/1725 and, where applicable, Regulation (EU) 2016/679 for any personal data processing; data processing location limited to EEA unless prior written authorisation is obtained.
• Environmental and social compliance: adherence to environmental considerations and equality, non-discrimination and labour law obligations set out in the tender.

Evaluation and award method

Award method:Best price-quality ratio using a weighted formula: quality weighting = 65 points; price weighting = 35 points. Quality is scored on three main award criteria with sub-criteria (total 100 quality points) and minimum thresholds apply (minimum 60% per quality criterion, overall quality threshold 70%). Financial score is calculated using the 'Total price for evaluation purposes' from Annex 7 scenario. Ranking uses the explicit formula in the Tender Specifications.

Risks and constraints for applicants

Key risks and operational constraints to evaluate before bidding:

• All staff performing duties on-site must be cleared to SECRET UE / EU SECRET and hold legal rights to work in the Netherlands; security clearance timelines can be lengthy and cost is at contractor's expense.
• Tenderers must accept the draft contract and minimum service levels without reservation; non-acceptance or reservations risk rejection.
• Tenderers must propose a pool of staff and a mobilisation plan and be prepared to replace staff at short notice (sometimes within hours).
• KPIs and liquidated damages are contractually consequential; failing KPI targets leads to financial deductions (liquidated damages and price reductions).
• Price must be all-inclusive and compliant with Dutch labour law and social security obligations; Eurojust emphasises competitive remuneration and staff retention measures in evaluation.
• Eurojust may order additional services or modify volumes (including potential satellite building coverage); no guaranteed minimum volume is committed beyond orders placed under the contract ceiling.

Tenderers should plan for rapid mobilisation (estimated contract start implementation 1 January 2027 / contract signature estimated July 2026 per Technical Specifications) and prepare staff CVs, screening and training evidence, ISO certificates and client references at time of submission.

Where to find the documents:All procurement documents, annexes, the draft framework contract and Q&A are published on the EU Funding & Tenders Portal tender page for reference number EUROJUST/HAG/2026/OP/0002 (Tender details URL in the portal). Funding & Tenders Portal Tech specs - Part 2 Administrative specs - Part 1 Draft FWC contract Annex 7 Financial Tender form

Practical checklist for bidders

1. 1Register in the Participant Register and obtain a PIC; ensure EU Login account with 2FA is configured.
2. 2Download all tender documents and annexes from the F&T Portal and ensure you use the provided Annex 6 and Annex 7 templates for technical and financial tenders.
3. 3Prepare Declaration on Honour (Annex 2) and supporting evidence for selection criteria (financial statements, ISO certificates, reference contracts).
4. 4Prepare staff CVs, security clearance plans and any commitment letters from subcontractors or entities on whose capacities you rely (Annex 5.1 / 5.2).
5. 5Complete the Technical Tender Form (Annex 6) addressing the award criteria in full (methodology, staffing, training, retention, risk management, SLR monitoring), and provide the optional equipment catalogue if applicable.
6. 6Fill in Annex 7 Financial Tender Form (Excel) with hourly rates and the scenario for evaluation. Quote all prices in euros, VAT excluded.
7. 7Upload all documents in eSubmission in the correct sections and verify that the eSubmission upload meets the system requirements (file sizes, naming, signatures).
8. 8Submit before the deadline and retain proof of submission (timestamp).

Eurojust contact for procurement queries in the submission phase is the functional mailbox procurement@eurojust.europa.eu. Questions to the contracting authority in the submission phase must be posted via the Portal Q&A tool; the contracting authority may not respond to questions submitted after the cutoff date indicated in the tender documents.

Note on templates and mandatory content:Failure to submit any mandatory annex (Annex 2 Declaration on Honour, Annex 6 Technical Tender, Annex 7 Financial Tender and selection evidence required) will lead to rejection of the tender. Use the exact Annex templates where provided and do not replace the forms with bespoke formats.

Overall summary and explanation

What is this opportunity about and how would you explain it?

This is an EU agency procurement to appoint a single contractor under a non-exclusive framework service contract to provide comprehensive security, reception and hospitality services at Eurojust headquarters in The Hague and occasionally at other locations in the Netherlands. Eurojust seeks an experienced security provider to deliver 24/7 control-room operations, manned guarding, access control and screening, reception and hospitality front-of-house services, emergency response and event security support. The contract duration may be up to five years and the framework ceiling is €16,960,000. The procurement is an open tender requiring electronic submission via the EU Funding & Tenders Portal; tenderers must meet financial and technical selection thresholds (turnover, relevant contracts and ISO certifications), and must be able to obtain required security clearances for personnel. Award is by best price-quality ratio with quality heavily weighted (65/35). The tender package includes mandatory templates (technical and financial forms, declarations and commitment letters); failure to use the provided forms or to meet mandatory requirements will lead to rejection. Operational bidders must be able to mobilise quickly, present a robust staffing and retention plan, demonstrate experience in comparable high-security environments and accept the draft framework contract terms and Service Level Requirements. Eurojust expects high standards of confidentiality, data protection and compliance with relevant environmental, social and labour law obligations.

Footnotes

1. 1The Funding & Tenders Portal is the authoritative place for official deadlines, publication of clarifications and all procedural messages. Tenderers must monitor the portal to receive amendments or Q&A updates during the submission phase.

Opportunity Overview

Eurojust, the European Union Agency for Criminal Justice Cooperation, is seeking an experienced security provider to deliver comprehensive security, reception and hospitality services at its premises in The Hague, Netherlands. This is an open procedure tender with a framework contract structure, published on 7 May 2026 with a submission deadline of 7 July 2026 at 10:00 Amsterdam time.

Tender Reference:EUROJUST/HAG/2026/OP/0002 (TED reference 88/2026 315600-2026)

Contracting Authority:European Union Agency for Criminal Justice Cooperation (Eurojust), located at Johan de Wittlaan 9, 2517 JR The Hague, Netherlands

Financial Information

Estimated Total Contract Value:€16,960,000 (sixteen million nine hundred sixty thousand euros) ¹

Contract Duration:Maximum 60 months (5 years) with possible renewals as detailed in the draft contract

Framework Agreement Structure:This is a single framework contract without reopening of competition. The framework contract ceiling shall not be exceeded. Within three years following signature, Eurojust may use negotiated procedure to procure additional services from the contractor up to a maximum of 50 percent of the initial framework contract ceiling.

Scope of Services

The contractor must provide security services, reception and hospitality services at Eurojust's main premises in The Hague (18,548 square meters with approximately 440 workplaces) and occasionally at other locations in the Netherlands, particularly in and around The Hague. Services may also be required at external Eurojust events organised in The Netherlands. Eurojust may have a satellite building in the future, located adjacent to its main premises, with approximately 2,700 square meters.

Key Service Components

• Security services including access control, surveillance and incident response
• Reception and hospitality services including visitor management and lobby operations
• Security personnel deployment across day shifts (6:30-22:30), night shifts (22:30-6:30) and 24-hour coverage as needed
• Team leadership and supervision of security and reception staff
• Security control room operations
• Event security services during Eurojust-organised events
• Optional purchase or rental of security, fire and safety equipment

The contractor must maintain adequate staffing levels including team leaders, security guards, security control room operators and receptionists. Specific staffing requirements are detailed in the financial scenario, with indicative staffing of 1 team leader, 7 security guards and 2 security control room operators during weekday day shifts, plus additional night shift and weekend coverage.

Eligibility and Selection Criteria

Who Can Apply

Participation is open on equal terms to all natural and legal persons coming within the scope of the EU Treaties, as well as to international organisations. Participation is also open to natural and legal persons established in third countries provided the country has a special agreement with the European Union in the field of public procurement. Tenderers must not be subject to EU restrictive measures and must have access to procurement as defined in the Financial Regulation.

Economic and Financial Capacity

Criterion F1 - Minimum Turnover:Average yearly turnover of the last two financial years must exceed €3,500,000. Evidence required includes copies of profit and loss accounts for the last two years for which accounts have been closed, or appropriate statements from banks. The most recent year must have been closed within the last 18 months.

Technical and Professional Capacity

Criterion T1 - Experience Requirement:Tenderers must prove experience in the field of Security, Reception and Hospitality Services over the last 3 years for at least 3 different clients. Minimum requirement is at least 3 similar contracts (in scope and complexity) completed in the last three years preceding the submission deadline, with a minimum total value of €1,000,000, provided for a minimum of 2 clients. Evidence includes a detailed list of contracts with start and end dates, total contract amounts, scope, role and amount invoiced. The contracting authority may request statements from clients and contact them directly.

Criterion T2 - Management System Standards:Tenderers must hold valid ISO 9001 and ISO 14001 (or equivalent) certificates issued by an accredited certification body at the time of tender submission.

Legal and Regulatory Capacity

Tenderers must prove they have the legal capacity to perform the contract and the regulatory capacity to pursue the professional activity necessary to carry out the work. Evidence includes proof of enrolment in a relevant trade or professional register and proof of authorisation to perform the contract in the country of establishment.

Exclusion Criteria

Tenderers will be rejected if they are in any exclusion situation listed in Article 138(1) of the Financial Regulation. These include bankruptcy or insolvency, breach of tax or social security payment obligations, grave professional misconduct, fraud, corruption, criminal offences, significant deficiencies in contract performance, irregularities, or creation of entities to circumvent legal obligations. Tenderers must submit a Declaration on Honour confirming non-exclusion with supporting evidence.

Submission Requirements and Procedures

Registration and Submission Method

All tenderers must register in the Participant Register to obtain a Participant Identification Code (PIC). Tenders must be submitted exclusively via the electronic submission system (eSubmission) available on the EU Funding and Tenders Portal. Tenders submitted by any other method will be disregarded. The submission deadline is 7 July 2026 at 10:00 Amsterdam time. A tender received after this deadline will be rejected.

Key Submission Dates:Deadline for receipt of tenders: 7 July 2026 at 10:00 Amsterdam time. Deadline for questions: 29 June 2026 at 23:59 Amsterdam time. Public opening of tenders: 7 July 2026 at 11:00 Amsterdam time.

Required Documents

Tenderers must submit the following with their tender in eSubmission:

• Declaration on Honour on exclusion and selection criteria (Annex 2) signed by authorised representative
• Evidence of authorisation to sign documents
• Agreement/Power of attorney (Annex 3) for joint tenders
• List of identified subcontractors (Annex 4) if applicable
• Commitment letters from subcontractors (Annex 5.1) and entities on whose capacity the tenderer relies (Annex 5.2)
• Evidence of non-exclusion (supporting documents for exclusion criteria)
• Evidence of legal capacity (proof of enrolment in professional register, authorisation to perform contract)
• Evidence of economic and financial capacity (profit and loss accounts for last two years)
• Evidence of technical and professional capacity (list of contracts, ISO certificates)
• Technical tender form (Annex 6) completed with detailed methodology, staff management approach and risk management strategy
• Financial tender form (Annex 7) with hourly rates for different staff profiles and shifts
• Non-disclosure agreement (Annex 8) signed
• Optional: catalogue of security, fire and safety equipment for purchase or rental

All documents must be signed with either a hand-written signature or preferably a qualified electronic signature (QES) as defined in Regulation (EU) No 910/2014. File attachments must be less than 50 MB in size. Maximum 200 files can be uploaded per tender submission.

Joint Tenders and Subcontracting

Economic operators may submit tenders as sole tenderers or as joint tenders (groups of economic operators). All group members assume joint and several liability for contract performance. A group leader must be appointed as the single point of contact. Changes in group composition after the submission deadline will lead to tender rejection except in cases of merger or takeover meeting specific conditions. Subcontracting is permitted, and tenderers must identify subcontractors whose individual share exceeds 20 percent or on whose capacity the tenderer relies to fulfil selection criteria. Tenderers may rely on the capacity of other entities to meet selection criteria, provided commitment letters are submitted.

Evaluation and Award Criteria

Evaluation Process

Tenders will be evaluated in the following order:verification of access to procurement, administrative compliance, non-exclusion of tenderers, selection criteria compliance, and award criteria evaluation. If any element demonstrates grounds for rejection, the tender will be rejected without full evaluation. Rejected tenderers will be informed of the rejection ground without feedback on non-assessed content.

Award Criteria and Scoring

Tenders will be evaluated on the basis of best price-quality ratio using both quality and financial criteria. The award method is best price-quality ratio with the following weighting: quality 65 points and price 35 points.

Quality Award Criteria (100 points maximum):Criterion 1: Methodology Proposed (45 points) including Planning and Mobilisation (15 points), Initial Pool and Recruitment Approach (15 points), and Communication, Reporting and Invoicing Arrangements (15 points). Criterion 2: Management of Staff (35 points) including Team Organisation and Supervision (10 points), Training and Continuous Development (15 points), and Retention and Turnover Reduction Measures (10 points). Criterion 3: Risk Management (20 points) including Risk Assessment and Prevention (7 points), Incident Response and Continuity Measures (7 points), and Assurance and Continuous Improvement (6 points).

Tenders scoring less than 60 percent of maximum points on any single quality criterion will be excluded. Tenders scoring less than 70 percent of overall quality total will be excluded from further evaluation. The financial score is calculated based on the total price in the financial scenario indicated in Annex 7.

Award Formula:Tenders are ranked according to: (Q tender x QW / Q max) + (P min x PW / P tender), where Q tender is the quality points score, Q max is the highest quality score, QW is quality weighting (65 points), P min is the lowest price offer, P tender is the tender price, and PW is price weighting (35 points). If two or more tenders achieve the same result, the tender with lower price is ranked higher.

The contract shall be awarded to the tender ranked first that complies with minimum requirements, is submitted by a tenderer not subject to restrictive measures, has access to procurement, is not in an exclusion situation and fulfils selection criteria.

Minimum Requirements

Tenders must comply with all mandatory technical requirements. Tenders will be rejected as non-compliant if they do not comply with requirements in procurement documents, do not include complete financial and technical tenders, do not commit to deliver all mandatory services, do not accept contract conditions without reservations, or do not agree to deliver services in compliance with technical specifications.

Financial Tender Details

The financial tender must be submitted using Annex 7 (Financial Tender Form) and must include hourly rates for different staff profiles and shifts. Rates must be quoted in euros, inclusive of all costs and expenses, and exclusive of all duties, taxes and other charges including VAT. Eurojust is exempt from VAT under Articles 3 and 4 of the Protocol on Privileges and Immunities of the European Union.

Staff Profiles and Rates Required:Tenderers must provide hourly rates for Team Leader, Security Guard, Security Control Room Operator and Receptionist across different shift types: weekday day shift (6:30-22:30), weekday night shift (22:30-6:30), weekend all shifts, public holiday weekdays all shifts, and public holiday weekends all shifts.

The financial scenario provided in Annex 7 is indicative only for evaluation purposes and does not correspond entirely to actual requirements. It is used to enable financial comparison between tenders and serves as the basis for evaluation. Actual volumes will depend on quantities ordered through specific contracts, but the framework contract ceiling shall not be exceeded.

Technical Tender Requirements

The technical tender must be submitted using Annex 6 (Technical Tender Form) and must address the three quality award criteria in detail. Tenderers should provide comprehensive information on their proposed methodology, staff management approach and risk management strategy. The mere repetition of information from technical specifications will not be considered in scoring. Indicative maximum word counts are 4,000 words for each of the three main criteria sections.

Methodology Proposed (45 points)

Tenderers must explain the start-up approach and day-to-day organisation of service delivery, including deployment workflow and timeline from contract signature (estimated July 2026) to service start (estimated 1 January 2027). Information must cover working schedule preparation and change management, operational tools and procedures, initial staff pool establishment and maintenance, recruitment and selection processes, replacement arrangements for absences and performance issues, contract management and communication channels, reporting arrangements, invoicing methodology, and compliance monitoring with Service Level Requirements.

Management of Staff (35 points)

Tenderers must describe supervision and quality assurance procedures, handling of underperformance including documentation and corrective actions, staff replacement approach including absence and substitution management, induction arrangements for new staff, maintenance and renewal of mandatory certificates and skills, refresher and additional training opportunities, training monitoring and recording, and concrete retention measures to minimise turnover and promote long-term staff engagement.

Risk Management (20 points)

Tenderers must describe risk assessment approach including risk register and review frequency, preventive measures for operational risks, incident response procedures with escalation arrangements specifying severity levels and response times, contingency staffing and continuity measures for disruptions, internal checks and audits, corrective actions, and how lessons learned are captured and fed back into service delivery.

Key Contractual Conditions and Requirements

Security and Compliance

When performing tasks for Eurojust, the contractor and its personnel must comply with Eurojust's applicable security requirements. Any financial burden for complying with security measures such as security background checks and security clearance will be entirely at the contractor's expense, not Eurojust's. The contractor must comply with all applicable environmental, social and labour law obligations established by Union law, national legislation and collective agreements. The contractor must also comply with data protection obligations under Regulation (EU) 2016/679 and Regulation (EU) 2018/1725.

Service Level Requirements

The contractor must monitor, manage and report compliance with Service Level Requirements set out in Appendix I of the technical specifications. These include key performance indicators and liquidated damages provisions for non-compliance.

Environmental and Equal Opportunities

Environmental considerations must be taken into account throughout the complete life cycle of providing services. The contractor must observe a policy on promotion of equality and diversity, applying principles of non-discrimination and equality set out in EU Treaties. The contractor must establish, maintain and promote an open and inclusive working environment respecting human dignity and equal opportunities, removing obstacles to recruitment and potential discrimination based on sex, race, colour, ethnic or social origin, genetic features, language, religion or belief, political opinion, membership of national minority, property, birth, disability, age or sexual orientation.

Debt Offset

If the successful tenderer has established debt owed to the Union, European Atomic Energy Community or an executive agency implementing the Union budget, such debt may be offset against any payment due under the contract in accordance with Articles 101(1) and 102 of the Financial Regulation and conditions set out in the draft contract.

Important Procedural Information

Questions and Clarifications

Requests for additional information must be made in writing through the F&T Portal by clicking Create a Question in the Questions and Answers section. EU Login registration is required. The contracting authority is not bound to reply to requests received less than six working days before the submission deadline. All additional information will be published on the F&T Portal. It is the economic operator's responsibility to check for updates and modifications during the submission period.

Tender Opening

Tenders will be opened in a virtual opening session on 7 July 2026 at 11:00 Amsterdam time. A maximum of two representatives per tender may attend. Tenderers may request to attend by sending an email to procurement@eurojust.europa.eu as soon as possible and not later than three hours before the scheduled start, including full names, email addresses, tenderer name and submission receipt. The public opening will be limited to verification of submission compliance and announcement of tenderer names.

Tender Validity and Withdrawal

Tenders remain valid during the period specified in the contract notice. Before the submission deadline, a tenderer may withdraw its tender or replace it with a new one. After submission, only one tender per tenderer will be considered. If multiple tenders are submitted without withdrawal, only the latest will be considered. All costs for tender preparation and submission are borne by tenderers and will not be reimbursed.

Confidentiality

Once opened, tenders become the property of Eurojust and are treated confidentially. The contracting authority may make tenders available to its staff and other Union institutions for evaluation, implementation, audits and benchmarking, provided recipients are bound by confidentiality obligations. After award decision signature, unsuccessful tenderers who request in writing will be informed of the successful tenderer's name, characteristics, relative advantages and total financial offer amount. Eurojust may withhold confidential information including unit prices, technical or trade secrets where disclosure would prejudice legitimate commercial interests. Tenderers must clearly mark confidential information and explain why it cannot be disclosed.

Data Protection

Personal data processing is governed by Regulation (EU) 2018/1725. Data will be processed solely for evaluation purposes by Eurojust as data controller. Tenderers may exercise rights under this regulation or submit complaints regarding data collection and use by contacting procurement@eurojust.europa.eu. Tenderer personal data may be registered in the Early Detection and Exclusion System (EDES) if the tenderer is in an exclusion situation under Article 138 of the Financial Regulation.

Abnormally Low Tenders

Tenderers must be aware of Point 23 of Annex I to the Financial Regulation regarding abnormally low tenders. Eurojust reserves the right to reject tenders based on this provision.

Contact Information and Resources

Primary Tender Portal:EU Funding and Tenders Portal

Procurement Contact:procurement@eurojust.europa.eu

Participant Register:Participant Register

eSubmission Quick Guide:eSubmission Instructions

eSubmission System Requirements:System Requirements

Eurojust Data Protection:Data Protection Statement

Early Detection and Exclusion System:EDES Information

Key Dates Summary

Critical Success Factors for Applicants

• Demonstrate minimum average yearly turnover of €3,500,000 for the last two financial years with supporting financial documentation
• Provide evidence of at least 3 similar contracts completed in the last three years with minimum total value of €1,000,000 for at least 2 different clients
• Hold valid ISO 9001 and ISO 14001 (or equivalent) certificates from accredited certification bodies
• Submit comprehensive technical tender addressing all three quality criteria with specific focus on methodology, staff management and risk management
• Provide detailed and realistic hourly rates for all staff profiles across all shift types
• Clearly demonstrate understanding of Eurojust's security requirements and compliance obligations
• Propose concrete retention measures and staff development strategies to minimise turnover
• Develop robust incident response and business continuity procedures
• Ensure all required documents are properly signed and submitted before the deadline via eSubmission
• Register in the Participant Register and obtain PIC well in advance of submission
• Prepare evidence of non-exclusion and selection criteria compliance in advance
• Ensure tender achieves minimum 60 percent on each quality criterion and 70 percent overall quality score to avoid exclusion

Footnotes

1. 1The estimated total value of €16,960,000 represents the framework contract ceiling over the maximum 60-month contract duration. Actual volumes will depend on quantities ordered through specific contracts, and the framework contract ceiling shall not be exceeded. This is an indicative estimate only and does not represent a commitment to order specific quantities.