Provision of support services for management of Information centre and the Europa Experience Multimedia Centre in the House of European Union in Ljubl...

The European Parliament, Directorate General for Communication, invites tenders for provision of support services to manage the Information Centre and the Europa Experience multimedia centre at the House of the European Union, Dunajska cesta 20, Ljubljana under procedure EP-COMM/2026/OP/0023. This open electronic procedure seeks a framework services contract (CPV 92521100) to provide floor staff for reception, facilitation, visitor support, presentations and event assistance, with an initial 12 month term and up to three tacit renewals to a maximum of 48 months. The contract will be awarded on the most economically advantageous tender combining quality and price with a 70 30 weighting and tenderers must satisfy selection criteria including minimum turnover, references and insurance and submit unit prices via Annex I. The deadline for submission is 06/10/2026 17:00 Europe Brussels, questions close on 28/09/2026 23:59 and all documents must be submitted electronically via the EU Funding and Tenders Portal.

Who can apply

Eligibility overview

Open procedure. Any natural or legal person, public entity or group of economic operators established in an EU Member State or in a third country entitled under applicable public-procurement access agreements may submit a tender. Subcontracting is permitted; joint tenders are allowed.

What the contract covers:Provision of floor staff and assistants to run reception, information and visitor services, deliver presentations and Role Play Games, manage bookings and support events and outreach for the Europa Experience multimedia centre and EU House conference facilities in Ljubljana. Technical maintenance of multimedia devices is limited to first-level support; security and cleaning are excluded.

1. 1Contract type: framework service contract (framework agreement) managed by the European Parliament (DG Communication) with possible specific order forms by EP and the European Commission
2. 2Procedure: open electronic submission via the EU Funding & Tenders Portal
3. 3Award: Most economically advantageous tender using quality (70%) and price (30%)

Contract duration and staffing:framework contract initial period 12 months, tacitly renewable up to three times to a maximum of 48 months total. At least two floor staff must be present during opening hours; auxiliary assistants are ordered hourly as required. Staffing and minimum technical capacities (languages, qualifications, turnover and insurance thresholds, references) are specified in the tender documents.

Commercial and financial highlights:Unit prices must be submitted in Annex I price list (hourly rates for floor staff and assistants). Tender evaluation uses an indicative annual reference-hours price to compare offers. Tenderers must show minimum annual turnover €250,000 for each of the last two years and hold civil liability insurance of at least €1,000,000.

How to apply:submit electronically via the Funding & Tenders Portal. A Participant Identification Code (PIC) and EU Login are required. All procurement documents and annexes (specifications, price form, draft framework contract, templates and annexes) are published on the tender detail page Tender details ¹.

Footnotes

1. 1Full procurement documents, annexes (including Annex I price list, Annex XV project references, Annex XIII checklist) and eSubmission access are available on the EU Funding & Tenders Portal tender page linked above.

Opportunity summary

Tender reference EP-COMM/2026/OP/0023 published on the EU Funding & Tenders Portal and TED (TED ref 163/2026 586328-2026). Lead contracting authority: European Parliament, SG - Directorate-General for Communication (Directorate B - Liaison Offices). Procedure type: open procedure (framework agreement without reopening of competition). Nature of the contract: services (CPV 92521100 - Museum-exhibition services). Purpose: outsource floor staff and related services to manage the Information Centre and the Europa Experience multimedia centre at the House of the European Union, Dunajska cesta 20, Ljubljana.

Deadlines:Deadline for receipt of tenders: 06/10/2026 17:00 Europe/Brussels. Date and time of public opening: 07/10/2026 11:00 Europe/Brussels. Last date for submitting questions to contracting authority: 28/09/2026 23:59 Europe/Brussels.

Scope and services required

The contract covers provision of floor staff and assistants and related management services to operate the Europa Experience (EuEx) multimedia centre and Information Centre in the House of European Union in Ljubljana. Services include visitor reception, information services and tour guidance, operation and simple technical support for multimedia stations and mini cinema, role-play game facilitation support (RPG equipment management and one agent for reservations/technical support), creation/updating/delivery of interactive presentations and workshops (up to 300 professional presentations/workshops per year), conference centre management (booking processing and preparation), participation and assistance in events and outreach activities across Slovenia, social media draft posts and promotion, logistics and handling of media devices and brochures, monthly and annual reporting and statistical data collection, archiving and GDPR-safe record keeping, and ad hoc tasks requested by the contracting authorities within the scope of the tender specifications.

The contractor is responsible for recruitment, training, supervision and replacement of staff, daily planning and timesheets, ensuring operational continuity, providing a contract manager, maintaining quality standards, civil liability insurance (minimum €1,000,000), compliance with EU restrictive measures and Financial Regulation exclusion criteria, environmental and equal opportunities policies, and adhering to the European Parliament brand and communication rules.

Key operational details:Regular opening hours: Monday to Friday 08:00–17:00. Operational presence commissioned 07:45–17:15 (covering 15 minutes before and after). A continuous presence of at least two floor staff during opening hours is required; a third staff member is commissioned when RPG runs. Services may be required outside regular hours for events, weekends and holidays; such special hours are invoiced separately according to the price list. The framework contract duration: initial 12 months, renewable tacitly up to three times for a maximum of 48 months. Start of RPG operation is tentatively end of 2027; contractor must be ready to support it.

Eligibility and applicant requirements

Participation is open to all natural and legal persons and public entities established in an EU Member State and to entities from third countries that have concluded public procurement agreements with the EU giving access to this contract, and on the terms of those agreements. Tenderers must indicate country of establishment and provide national evidence of registration where required. Agreement on Government Procurement does not apply; participation is not open to entities established in countries that have ratified that Agreement for this procedure. Groups of economic operators and subcontracting are permitted, provided joint and several liability is documented. A PIC and EU Login registration are required for eSubmission.

1. 1Minimum financial and economic capacity: yearly turnover at least €250,000 for each of the last two closed financial years; civil liability insurance minimum €1,000,000.
2. 2Technical and professional capacity: at least 3 years of experience in similar visitor/reception/facilitation services; at least three contract references in last 3 years of minimum €40,000 each; access to a personnel pool of at least five floor-staff candidates; CVs required for contract manager, backup, minimum five floor staff and at least two assistants.
3. 3Contract manager: university-level diploma and minimum 3 years professional experience in team management (leading at least 4 people), communications and EU-related services; fluent in English and Slovenian.
4. 4Floor staff minimum profile: university-level diploma or ongoing studies with 2–3 years relevant experience; native-level Slovenian and C1 English (certified or proven); IT skills; client-facing and EU knowledge; at least 20% of floor staff with first aid certification.
5. 5Assistant profile: completed secondary education, B1 English, Slovenian native-level, basic IT skills.

Selection, award and evaluation

The award method is Best Price-Quality Ratio (most economically advantageous tender). Weighting: technical/qualitative proposal 70% and financial 30%. Qualitative assessment maximum 100 points across five criteria: Criterion 1 Quality and consistency (12 points), Criterion 2 Recruitment/team policies (18 points), Criterion 3 Working methodology and organisation (16 points), Criterion 4 Methodology of interactive presentation (22 points), Criterion 5 Case study (32 points). Minimum thresholds to proceed: 50% of each individual quality criterion and 70% of the overall quality score. Price evaluation uses a reference price table (Annex €1B) to calculate the estimated total per year; unit rates in Annex 1A are binding and contractually used.

Tenderers must submit the administrative, technical and financial parts as listed in Annex XIII Checklist for a complete tender. The technical submission must include: detailed approach to services, recruitment and replacement procedures, staffing plan and examples of monthly plan and timesheet, training plan, draft 45-minute interactive presentation in Slovenian (max 15 pages) for a specified target group, and a case study (max 5 pages) including two draft social media posts (one Slovenian, one English). Financial offer uses Annex I A+B price list and price of reference quantities to compute a reference yearly price for evaluation only.

Exclusion and compliance:Tenders must comply with EU Financial Regulation exclusion criteria (Articles 138–143 FR) and provide the Declaration on the tenderer’s honour (Annex III). Tenderers must declare compliance with restrictive measures related to Russia (Annex IX) and may be rejected if found in prohibited categories. EU Validation Services may request supporting legal and financial documents via Participant Register. Documentary evidence may be requested within specified deadlines and failure to provide evidence may lead to rejection.

Contract type, duration and execution

Framework contract without reopening of competition. Maximum contract duration:48 months (initial 12 months + 3 tacit renewals of 12 months). Execution uses Specific Order Forms (SOF) / purchase orders issued by the European Parliament or the European Commission. The framework contract will be implemented through specific contracts/order forms: within three working days following a receipt of a request for service, the EP or EC will receive a signed and dated specific offer from the contractor. Performance of tasks starts on date of signature of the order form.

Estimated total value and pricing:Estimated total value is published in TED but not specified as an absolute fixed total in the invitation; the evaluation uses the Price of Reference in Annex €1B (indicative annual quantity hours: floor staff regular hours 4,000 hours, overtime and special hours specified, assistants hours specified, and maximum annual travel/accommodation reimbursement capped at €5,000). Unit hourly rates in Annex 1A must be provided in EUR, all-inclusive and excluding VAT. Travel/accommodation outside Ljubljana is reimbursed per Annex VIII rules and receipts.

1. 1Prices must be expressed in euros, excluding VAT.
2. 2Unit price cells in Annex 1A must be completed; any empty unit price is considered zero.
3. 3Price revision: annual revision based on HICP (euro area) index formula from second year onwards if parties request.

Submission and procedural rules

Submission exclusively via the Funding & Tenders Portal eSubmission system. EU Login and Participant Register (PIC) required. System requirements and accepted file types are detailed in the eSubmission guidance. Tenders submitted in other ways will be rejected. Tenderers may withdraw or replace tenders prior to the deadline; the latest tender counts. Public virtual opening allows up to two representatives per tenderer to attend; requests to attend must be sent to epljubljana@europarl.europa.eu at least one working day before the opening.

Reporting and deliverables:Contractor must submit monthly interim activity progress reports (within 10 calendar days after the reporting month) as Annex VI template, timesheets, statistics (visitor counts and profiles), social media statistics, event reports within five working days of events, and a draft final annual report by 15 January following each SOF year. Reports are compulsory to request payments and must accompany invoices. The EP may tacitly approve reports/invoices after 30 calendar days if no comment is made.

Compliance, social and environmental standards

Tenderers must comply with the European Parliament’s environmental policy (EMAS), equality and non-discrimination policy, sound social conditions for staff (freedom of association, wages, working hours, health and safety), and must promote staff development and retention policies. The contractor is responsible for working conditions of its personnel and ensuring lawful employment, taxes and social security. The European Parliament reserves contractual sanctions for poor performance, including daily flat-rate penalties, price reductions, recovery of damages and termination for manifest negligence or non-performance.

Categorisation and structured answers

Below are the requested category answers extracted from the tender documentation, presented in detail.

Eligible Applicant Types:Natural persons and legal entities (private companies, public entities) established in EU Member States and in third countries that have concluded specific public procurement agreements with the EU. Acceptable applicants include: SMEs, large enterprises, NGOs and non-profits, public bodies, groups of economic operators (consortiums). Joint tenders are permitted; groups must demonstrate joint and several liability and may be required to adopt a legal form for contract performance. Subcontracting is permitted (Annex VI declaration required).

Funding Type:This is a public procurement service contract resulting in a framework contract. Financial instrument: procurement (service contract / framework agreement). Not a grant, loan or equity instrument.

Consortium Requirement:Not mandatory to form a consortium; single tenderers may apply. Groups of economic operators (consortia) are allowed and must provide Annex V and proof of joint and several liability when submitting a joint tender. The EP may require a legal form before signature if necessary.

Beneficiary Scope (Geographic Eligibility):Geographic eligibility: EU Member States; third countries that have concluded specific public procurement agreements with the EU (on the terms set out in those agreements). The contract will be executed in Ljubljana, Slovenia; business trips within Slovenia are foreseeably required. Non-eligible: entities from countries excluded by the tender statement (Agreement on Government Procurement does not open participation for certain countries).

Target Sector:Sector: culture/communication/visitor services and museum-exhibition services. Thematic alignment: public-facing communication, civic education about EU institutions, events and outreach, multimedia exhibition operation and visitor management.

Mentioned Countries:Explicitly mentioned country: Slovenia (Ljubljana). The contracting authority is the European Parliament (based in Belgium/Brussels) and the European Commission participates; EU Member States are referenced for eligibility. The procurement is managed by the European Parliament and applies EU-wide eligibility as described above.

Project Stage:Operational / service delivery stage: day-to-day operations, visitor services, demonstrations and outreach. The tender requires immediate operational readiness, staff recruitment/training, and ongoing delivery. The RPG element is in development with operation foreseen end of 2027, requiring readiness for additional services and technical support.

Funding Amount:No fixed total contract sum is published as a single guaranteed amount. Evaluation uses an indicative Price of Reference derived from unit hourly rates multiplied by indicative annual quantities (Annex €1B). Indicative annual hour quantities include 4,000 hours for two floor staff (regular), plus overtime and assistant hours; travel/accommodation reimbursement capped at €5,000 per year. Tenderers must provide unit hourly rates; the reference total price derived from these rates is used solely for evaluation and comparison.

Application Type:Open call via EU Funding & Tenders Portal. Submission method: electronic eSubmission (required). The procedure is an Open procedure for a framework agreement.

Nature of Support:Monetary remuneration under a public procurement contract (service contract): beneficiaries receive payment for services delivered per the contract price. Non-financial support includes access to EP/EC communication materials and Brand Portal (by request) and operational cooperation with contracting authorities.

Application Stages:Single-stage tender submission (one formal submission) followed by evaluation. The administrative/selection verification step occurs after award decision to confirm evidence of exclusion/selection criteria. The evaluation process has these stages: 1) electronic submission and validation, 2) opening session, 3) technical/quality evaluation against qualitative criteria (70%), 4) price evaluation (30%) and ranking, 5) award decision and standstill/suspension period, 6) documentary evidence verification before contract signature, 7) signature of framework contract and issuance of specific order forms.

Success Rates:No statistical success rates published in the tender documentation. As an open competitive EU procurement, success depends on meeting selection criteria and scoring highest on the price-quality ratio. Past numbers of bidders are not provided; typical public procurement competition levels vary and success cannot be predicted from this tender notice.

Co-funding Requirement:No co-funding required; pricing is based on unit rates offered by the tenderer and invoiced per specific order forms. Travel and mission costs are included in hourly rates for local activities; travel outside Ljubljana is reimbursed up to the maximum annual amount and per Annex VIII rules when requested in writing by EP/EC.

Application templates and structure

Tender documentation includes mandatory annex templates and forms that must be completed and submitted through eSubmission. Key templates and forms:

1. 1Annex I A+B Financial offer (Excel): Annex 1A unit price list (hourly rates) and Annex €1BPrice of Reference (indicative hours). Complete every applicable cell and sign where requested. Unit prices must be € per hour without VAT. Maximum annual travel/accommodation reimbursement field must be completed (default reference €5,000).
2. 2Annex III Declaration on the tenderer’s honour concerning the exclusion and the selection criteria: signed declaration covering exclusion grounds, conflicts of interest, remedial measures where applicable, and SME status.
3. 3Annex V Group of Economic Operators: for consortia, to show members, roles and confirm joint and several liability; supply legal proof of consortium form where requested.
4. 4Annex VI Declaration concerning subcontractors: list subcontractors and parts subcontracted; EP reserves right to request evidence on subcontractors.
5. 5Annex VII Financial data sheet: fill with turnover for last two closed financial years and attach profit & loss accounts where requested.
6. 6Annex VIII Travel, subsistence and accommodation expenses: rules and maximum annual reimbursement for missions outside Ljubljana (attachment for information and invoicing guidance).
7. 7Annex IX Declaration concerning restrictive measures Russia: signed declaration confirming compliance with restrictive measures and no prohibited involvement.
8. 8Annex XIII Checklist for a complete tender: administrative checklist to ensure complete submission.
9. 9Annex XIV Case Study template instructions: provide max 5-page case study including two draft social media posts (Slovenian and English) and responses to unforeseen event scenarios.
10. 10Annex XV Technical and professional capacity – List of projects form: provide at least three similar contracts completed in the last three years (each minimum €40,000) with supporting client references.
11. 11CVs in Europass format for contract manager, backup, selection of at least five floor-staff candidates and at least two assistant candidates. CVs must show required diplomas, experience, language skills and roles.

All technical evidence and annexes referenced in the specifications must be provided with the tender. Where documentary evidence is not included, the contracting authority may request it during the evaluation or prior to award; failure to provide evidence within set deadlines may lead to rejection.

Risks, penalties, insurance and contractual obligations

Contractor bears full employer responsibility for staff, legal and social obligations, taxes and permits. The Contractor must take out civil liability insurance covering damages to third parties of at least €1,000,000 and maintain cover throughout contract execution. The EP may apply penalties for non-performance, including flat-rate daily penalties (0.2% of the specific order value per day of delay), proportional price reductions for quality shortfalls, recovery of damages, and termination for manifest negligence or persistent non-performance. The EP may also perform work by substitution at the Contractor’s expense in urgent cases.

Data protection and confidentiality:Processing of personal data will comply with Regulation (EU) 2018/1725. The Contractor will act as processor for specified personal data when executing the contract on behalf of EP. Servers or equipment used must be located in the EEA or in a third country with an adequacy decision. Confidential information labelled by EP must not be disclosed and may only be used for contract performance.

How to apply — practical checklist

1. 1Register organisation in the Participant Register and obtain a PIC; create EU Login account.
2. 2Download procurement documents (Invitation letter, Specifications v3, Annexes I–XV, Draft Framework Contract and Draft Specific Order Form) from the Funding & Tenders Portal.
3. 3Complete Annex 1A (unit hourly rates) and Annex €1Breference quantities, Annex VII financial data sheet, Annex XV project list, Annex III declaration on honour, Annex VI subcontractor declaration (if applicable), Annex V for consortium (if applicable), and Annex IX restrictive measures declaration.
4. 4Prepare technical proposal: methodology, team structure, CVs (Europass), draft 45-minute interactive presentation in Slovenian (max 15 pages), case study (Annex XIV) and examples of monthly/daily planning and timesheets.
5. 5Assemble administrative documents: financial identification form, insurance evidence (or readiness to provide upon award), signed checklist (Annex XIII).
6. 6Upload all attachments via eSubmission before the deadline, ensure each file is within allowed size and named per system requirements. Keep number of attachments within system limit.
7. 7Attend virtual opening if desired; otherwise monitor eSubmission messages for requests for clarifications and EU Validation Services requests for documentary proofs.
8. 8If awarded, be prepared to provide documentary evidence for exclusion/selection criteria within specified time limits and sign framework contract and be ready to receive SOF.

The detailed specifications document (Specifications_floor staff_v3_V3.docx) contains expanded descriptions, templates and mandatory annexes. The draft framework contract and draft specific order form are included among procurement documents and define invoicing, reporting templates and legal conditions.

Contact, Q&A and support:use the Funding & Tenders Portal Questions & Answers section (EU Login required) for formal questions before the indicated cut-off date. For technical eSubmission issues contact the eSubmission Helpdesk as indicated in the eSubmission Quick Guide available on the Portal.

This summary reproduces essential information from the published tender documents. Bidders must consult the official procurement documentation on the Funding & Tenders Portal for full details, templates and legally binding provisions. The final contract will be governed by the Specific Terms and Conditions and the Framework Contract model supplied in the procurement documents. ¹

Footnotes

1. 1Full procurement documents and all annexes are available at the Funding & Tenders Portal tender details page: ec.europa.eu. Refer to Specifications_floor staff_v3_V3.docx, Annexes I–XV, Draft Framework Contract and Draft Specific Order Form for legally binding requirements.

This is a European Parliament service tender for outsourced floor staff at the Europa Experience and Information Centre in the House of the European Union in Ljubljana. The assignment covers reception, facilitation and similar visitor support services.

The Europa Experience in Ljubljana is located at Dunajska cesta 20, and the European Parliament describes it as a visitor venue offering guided tours, presentations and interactive multimedia content.[6][10]

Opportunity at a glance

What the contract is about

The contractor will provide the personnel needed for floor operations, including reception, facilitation and comparable support tasks inside the Europa Experience. The notice describes the assignment as outsourcing a number of staff activities to a service provider.

Who can apply

The procedure is open, so economic operators that can meet the exclusion and selection criteria in the procurement documents may submit a tender. The documentation also allows for grouped economic operators and subcontracting, which means consortia and subcontractors are explicitly contemplated.

• Applicants should be ready to complete the declaration on honour on exclusion and selection criteria.
• Applicants should provide the financial offer form and the financial data sheet.
• Applicants should review the case study, floor plan and technical specifications before bidding.
• Applicants should expect standard EU procurement evidence on capacity, compliance and subcontractor use.

Commercial and procedural conditions

The award criterion is the best price-quality ratio, with the portal data showing a quality weighting of 60 and a price weighting of 40. The framework contract is indicated as running for an initial 12 months and may be renewed three times, for a maximum overall duration of 48 months.

Because this is a procurement tender rather than a grant, there is no funding rate or co-financing percentage; the relevant commercial terms are the contract price, the technical requirements and the award scoring. The accessible portal extract does not disclose the estimated total value, so the budget size cannot be verified from the published notice.

The portal also states that the contracting authority is not bound to reply to questions submitted after 28/09/2026 23:59 Brussels time.

Documents and submission

The portal shows electronic submission only, and bids must be sent through the address for submission provided in the Funding and Tenders Portal. The document set includes an invitation letter, technical specifications, financial offer form, declaration on honour, consortium form, subcontractor declaration, financial data sheet, travel expenses annex, restrictive measures declaration, Europa Experience floor plan, case study, draft framework contract, monthly technical report template and a technical and professional capacity project table.

The portal extract shows 16 documents, and the published materials are in English with no translations available.