Provision of the Services for Geospatial and Imagery Analysis and Intelligence consultancy

The European Border and Coast Guard Agency (FRONTEX) is tendering multiple framework contracts (minimum 3, maximum 5) for on-site Time-and-Means provision of geospatial, geospatial intelligence and imagery intelligence consultancy at its headquarters in Warsaw, Poland, with an estimated total value of €3,000,000 (excl. VAT). The procurement reference is FRONTEX/2026/OP/0005, the submission deadline is 21 April 2026 at 15:00 Europe/Warsaw, and selection requires demonstrable legal, economic and technical capacity including minimum turnover and consultant deployment history. Proposed consultants must meet defined profile qualifications and verified English proficiency, and security clearances may be required; services are procured via reopenings of competition where award is made on a 60 percent technical and 40 percent price weighting. Tenders must be submitted electronically via the EU Funding & Tenders Portal using a valid Participant Identification Code and include the specified technical and financial documentation.

What is funded

Scope at a glance

Multiple framework service contracts (minimum 3, maximum 5 contractors) to supply GIS, GEOINT and IMINT consultancy on a Time-and-Means basis. Services include geospatial data management and analysis, map/cartographic product and web map application development, imagery acquisition planning, imagery interpretation (EO and SAR) and related training and reporting. Work is usually intra-muros (on-site at Frontex HQ) with possible remote or travel assignments.

Estimated budget:Estimated total maximum value €3,000,000 (excluding VAT) for the full duration of the framework contract ¹.

1. 1Contract type: multiple framework contracts with reopening of competition; award by best price-quality ratio.
2. 2Contract model: Time and Means, invoiced on attendance/acceptance; on-call and extended hours rates may apply.
3. 3Planned duration: initial 24 months with up to two 12-month extensions (maximum 48 months total).

Who can apply

Open to natural and legal persons, joint tenders and international organisations that meet exclusion/selection rules. Tenderers must demonstrate economic, financial and technical capacity (including relevant GIS/IMINT experience and certified English skills for proposed consultants). Subcontracting and relying on third‑party capacities are allowed but must be declared.

Key requirements:Consultants must meet profile, education and experience thresholds (profiles defined in Annex I/Appendix 1). Proposed candidates must have verified English skills prior to proposal and may require EU personal security clearance for classified work.

1. 1Minimum number of framework contractors: 3; maximum 5.
2. 2Place of performance: primarily Frontex HQ (intra-muros); some extra-muros work possible.
3. 3Main CPV: 73200000 Research and development consultancy services.

Full tender dossier, Terms of Reference, profiles, templates, draft FWC and Service Level Agreement are published on the EU Funding & Tenders Portal; subscribe to the call for updates and submit via eSubmission F&T Tender page ¹.

Footnotes

1. 1Official tender documents, annexes (Invitation to tender, Terms of Reference, Annexes I-VIII) and templates are published on the Funding & Tenders Portal at the link provided. See in particular Annex II Terms of Reference and Annex I Tender specifications for profiles, evaluation and reimbursement rules.

Contracting authority:European Border and Coast Guard Agency (Frontex), Plac Europejski 6, 00-844 Warsaw, Poland. Procedure type: Open procedure. Submission method: Electronic via eSubmission. Framework: Multiple framework service contracts with reopening of competition (minimum 3 and maximum 5 contractors). Nature of the contract: Services. Main CPV: 73200000 - Research and development consultancy services. Estimated total value: €3,000,000 for the framework (excl. VAT), with a possible increase by up to 50% via a negotiated procedure without prior publication if conditions apply. Maximum framework duration: 48 months (initial 24 months + up to two renewals of 12 months each). Award method: Best price-quality ratio.

Official opportunity pages and documents:Funding & Tenders Portal notice: F&T Portal Opportunity. Invitation to tender: Invitation to Tender (PDF). Tender specifications: Annex I - Tender Specifications. Terms of Reference: Annex II - ToR. Draft Framework Contract: Annex III - Draft FWC. Security Aspects Letter: Appendix 3 to ToR - SAL. Templates and profiles: Appendix 1 - Profiles; Appendix 2 - Templates. TED reference: 53/2026, 182274-2026 TED notice.

Key Dates and Milestones

Scope of Services and Technical Coverage

Objective:Establish multiple framework contracts to deliver Time and Means consultancy services in GIS, Geospatial Intelligence (GEOINT) and Imagery Intelligence (IMINT), primarily on-site at Frontex Headquarters in Warsaw, with partial remote execution possible if specified in each Request for Services (RfS). Specific contracts will be awarded via reopening of competition among framework contractors on a 60/40 quality/price basis.

Service areas (non-exhaustive):Geographic Information Systems: mapping and modelling geospatial data into information layers; building map products and web GIS applications; detecting spatial patterns. Geospatial intelligence consultancy: GEOINT data collection, preparation, analysis, interpretation, and dissemination of high-quality intelligence products. Imagery intelligence consultancy: IMINT data collection, preparation, analysis, interpretation, and dissemination, including acquisition tasking and image exploitation.

Technologies and tools in use:ESRI ArcGIS Enterprise (ArcGIS Server federated with Portal for ArcGIS); ArcGIS GIS Server, ArcGIS Image Server, ArcGIS GeoEvent Server; extensions such as ArcGIS Image, GeoEvent Processor, 3D Analyst, Network Analyst, Spatial Analyst, Geostatistical Analyst; ArcGIS Enterprise applications including Instant Apps, Enterprise Sites, Earth, Dashboards, Experience Builder, ArcGIS Maps for Excel, ArcGIS for SharePoint, Drone2Map, Deep Learning Studio, ArcGIS Knowledge, ArcGIS StoryMaps; Data Stores (ArcGIS Data Store, SQL Server databases, file geodatabases, file shares); ArcGIS Pro with extensions (3D, Spatial, Geostatistical, Publisher, Network Analyst, Workflow Manager); ESRI Data Appliance, Geoportal Server, ArcGIS License Manager; IMINT tools including Taitus SaVoir for satellite acquisition planning. Use of Python, JavaScript, HTML, SQL is expected.

Indicative tasks and deliverables:Tasks: support to business units on GIS daily tasks; management of unclassified/classified geospatial data; cartographic layouting; technical documentation; map production; geospatial analysis; development of spatial analysis workflows; IMINT acquisition tasking; imagery interpretation and analysis; provision of IMINT training. Deliverables: map products; geospatial analyses; customized web map applications based on ESRI technology; IMINT and GEOINT reports; GEOINT dashboards; SLA-compliant reports and documentation.

Delivery Modality, Work Organisation, and Security

• Place of performance: Primarily intra muros at Frontex HQ (Warsaw). Partial remote delivery may be defined per RfS; onboarding (3 days) and offboarding (1 day) must be on-site.
• Working hours: Normal Working Hours are 08:00–20:00 on working days; typical schedule 09:00–17:30. Extended Working Hours and 24/7 coverage can be requested in RfS; on-call duties may apply. EWH work is payable at EWH profile rates; remote work performed during on-call is covered by on-call hourly rate.
• Reporting and records: Daily attendance records; monthly attendance sheets and monthly task reports; quarterly reports on trainings and security clearance status; ad-hoc reports within two weeks if requested.
• Training: Contractor must plan and deliver at least 3 technical training days per consultant per 12-month period at its own cost (unless Frontex-specific training is requested, which is payable as a normal working day).
• SLA: Service Level Agreement is integral and non-negotiable; includes liquidated damages/compensations for non-performance.
• Payments: Quarterly interim payments against approved attendance sheets; specific rules for Q4 split if requested.
• Security: Compliance with Frontex security rules is mandatory. Work may involve EUCI up to RESTREINT UE/EU RESTRICTED; in some cases, personal security clearance at CONFIDENTIEL UE or SECRET UE may be required. Personnel may need to hold nationality of an EU Member State unless previously agreed. Clearance application must be initiated within 45 days from SC entry into force; up to 18 months for completion. Classified information handling per Security Aspects Letter.
• Facilities provided: Office space, access to necessary premises/infrastructure, Frontex IT hardware with required software/licenses; exclusive use may be required. All software remains on Frontex hardware.
• Conduct and transparency: Contractor personnel cannot represent Frontex; access card usage and return enforced; escalation and handover requirements apply; fully inclusive pricing (no extra costs except authorised travel/DSA when services are requested outside Warsaw under SC).

Profiles, Qualifications, and Skills

Thirteen profiles are defined at three qualification levels (Basic, Standard, Advanced), each with minimum EQF education, English proficiency (CEFR), total relevant professional experience, and experience at a similar position. Contractors may also be asked to propose Supplementary Profiles if a need arises outside the predefined profiles, under a dedicated reopening of competition (prices for supplementary profiles are not limited by the FWC price list).

Mandatory English language verification for each candidate (native speakers excluded) via an unexpired official English certificate (e.g., ECPE, CPE, TOEFL, IELTS, TOEIC) or a CEFR-based assessment issued by a certified language assessment centre; this requirement cannot be compensated with experience. Evidence of education, experience, and certifications may be requested.

Procurement Structure and Evaluation

Framework set-up and ordering:Frontex will sign multiple FWCs (3–5 contractors). For each assignment, Frontex issues a Request for Services (RfS) to all FWC contractors. Proposals must include 1–2 named candidates per required position, valid for at least 60 days, and priced at or below the FWC maximum rates. Default submission deadline after RfS is 10 days (minimum 20 days for Supplementary Profiles). Each Specific Contract (SC) is awarded to the most economically advantageous offer based on 60% technical and 40% price; minimum technical threshold is 50 points.

Initial tender evaluation (to become an FWC contractor):

• Exclusion and eligibility checks; access to procurement; non-exclusion via Declaration on Honour; evidence may be requested and cross-checked in EDES.
• Selection criteria: Legal capacity (registration in professional/trade register). Economic and financial capacity: yearly turnover above €1,000,000 for each of the last three closed financial years; evidence via P&L, balance sheets, or bank statements, plus turnover declarations. Technical and professional capacity: TPC_1 – at least 15 consultants outsourced intra muros to customers during 01/01/2021–31/12/2025; TPC_2 – at least 5 consultants fitting the FWC profiles outsourced during 01/01/2021–31/12/2025; TPC_3 – at least 2 similar contracts in the last 4 years (each covering at least two of A1 GIS, A2 cartography, A3 IMINT, A4 GEOINT and meeting at least two of MR1–MR4: T&M FTEs, contract value ≥ €100,000, client size > 50 staff, duration ≥ 3 months).
• Award criteria for initial tender (technical only): four narrative criteria, each up to 25 points (minimum 12.5 per criterion; minimum total 50): sourcing methods; candidates’ suitability verification including English; retention and motivation including training beyond minimum 3 days; continuity and readiness on replacement. Overall quality score is combined with price on a 60/40 basis to rank tenders.

Who Can Apply and Under What Conditions

Eligible Applicant Types:Economic operators (natural or legal persons) capable of delivering Time and Means consultancy services in GIS/GEOINT/IMINT, including but not limited to: SMEs and large enterprises; specialized GIS and remote sensing consultancies; staffing and outsourcing companies; universities and research institutes with service provision capacity; nonprofit entities offering technical services; international organisations where applicable. Joint tenders (consortia) are permitted; subcontracting is allowed with conditions; reliance on third-party capacities is permitted with commitment letters.

Funding Type:Procurement of services under a multiple Framework Service Contract with reopening of competition; payments are made for delivered services. This is not a grant or subsidy.

Consortium Requirement:Consortia are allowed but not required. Joint tenders must appoint a group leader and accept joint and several liability. Subcontracting is allowed and must be transparently declared; cross-subcontracting among competing tenderers is restricted.

Beneficiary Scope (Geographic Eligibility):Participation is open to all natural and legal persons within the scope of the EU Treaties, as well as to international organisations. It is also open to natural and legal persons established in third countries having special procurement agreements with the EU under the conditions in those agreements, including: EEA countries (Iceland, Norway, Liechtenstein) with full access; Stabilisation and Association Agreement countries (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo); Association Agreement countries Georgia, Moldova and Ukraine (access conditions described in the specifications, noting the reference to supplies at or above €143,000). The WTO GPA does not apply to Frontex procurement. Security rules for classified work may restrict personnel nationality to EU Member States unless otherwise agreed.

Target Sector:Security and border management; geospatial/GIS; remote sensing and imagery intelligence; software services and data analytics; earth observation/space; training and capacity building.

Mentioned Countries/Regions:Poland (place of performance, Warsaw). EU. EEA (Iceland, Norway, Liechtenstein). Western Balkans under SAAs (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo). Association Agreement partners (Georgia, Moldova, Ukraine).

Project Stage:Operational service delivery and implementation under Time and Means; not research funding. Activities include development, execution, training, and ongoing operational support.

Funding Amount:Framework ceiling is €3,000,000 over up to four years (excl. VAT). Frontex reserves the right to raise the ceiling by up to 50% via negotiated procedure without prior publication if needed and conditions apply. Unit rates for profiles are proposed by tenderers and act as maximums in reopenings.

Application Type:Open call for tenders with electronic submission through eSubmission on the EU Funding & Tenders Portal. Q&A managed through the portal. Post-award, mini-competitions (reopenings) are run among FWC contractors for each SC.

Nature of Support:Monetary payments for contracted services upon acceptance of deliverables and attendance sheets; quarterly interim payments.

Application Stages:Stage 1: Single submission and evaluation to become an FWC contractor (administrative, exclusion, selection, award criteria with 60/40 quality/price). Stage 2: For each assignment, reopening of competition among FWC contractors with dedicated technical and financial evaluation (60/40) and award of Specific Contracts.

Success Rates:No success rate statistics are disclosed. A minimum of three and up to five contractors will be selected for the framework, and subsequent reopenings will be competitive among them.

Co-funding Requirement:No co-funding is required. This is a service procurement. Contractors bear their own bid preparation costs. Frontex is VAT-exempt; VAT is not considered in evaluation and contractors established outside Poland should obtain VAT exemption using EU Form 1510 with Frontex support.

Submission Essentials and Digital Requirements

• Submission exclusively via eSubmission; one PIC per organisation required. Each group member in a joint tender must be registered in the Participant Register and provide its PIC.
• Only one tender per tenderer is considered; if multiple tenders are submitted, only the latest (not withdrawn) is considered.
• Attachments per eSubmission: standard size limit is below 50 MB per file; up to 200 files per tender. Supported browsers include latest Chrome or Firefox. System encrypts attachments on upload and content is not accessible post-deadline.
• Public opening will be virtual; up to two representatives per tenderer can attend upon timely request with details including submission receipt.

What to Include in Your Tender

• Technical Proposal (Annex IVb template): sourcing methods; verification processes (including English language assessment); retention/motivation and training plan; service continuity/replacement measures.
• Financial Proposal (Annex IVa template): profile-based maximum daily/hourly rates (NWH, EWH, on-call). Prices in EUR, all-inclusive and excluding VAT.
• Supporting documentation: Declaration(s) on Honour (Annex V) for all involved entities; Tender Submission Form (Annex VI); legal, economic/financial, technical/professional capacity documents; Power of Attorney (for joint tenders); commitment letters (subcontractors and other relied entities, Annex VII); proof of signatory authority.

Template Pack and How Applications Look

Core tender templates:Annex IVa Financial Proposal template. Annex IVb Technical Proposal template. Annex V Declaration on Honour. Annex VI Tender Submission Form. Annex VII Power of Attorney and commitment letters. Annex VIII Selection criteria templates (Tables 1 and 2 for TPC_1 and TPC_2; Contract reference sheet and client reference letters for TPC_3).

Execution and reporting templates (Appendix 2 to ToR):CV – Personnel Submission Form including: candidate identification; nationality and citizenship; EU PSC eligibility; EQF education levels and fields; graduation dates; English level (CEFR) with certificate or assessment details; total non-overlapping IT experience; roles and months; project experience with roles and budgets; professional certifications; required competencies and specific requirements with justifications; legal representative declaration. Attendance Sheet Form. Report on Tasks Performed (monthly). Acceptance Form. Quarterly report templates for consultant trainings and for personal security clearance requests (PSC) tracking.

Contractual and Financial Conditions

• Price revision: prices are fixed for the first year; annual indexation from year 2 using HICP Euro area index (formula in Draft FWC).
• Reimbursements: Only when SC requires services outside Frontex HQ; travel ceilings €1,100 within Europe and €1,500 intercontinental; hotel and DSA per country caps (Poland: hotel up to €126, DSA €95).
• On-call: contractors propose an hourly on-call rate; on-site interventions during on-call are paid at EWH T&M rates; remote work during on-call covered by on-call rate.
• Handover: at least 5 working days parallel (free of charge) for replacements; if no overlap is possible, first 10 working days of the replacement are free of charge.
• Termination and penalties: Price reductions and liquidated damages for delays/underperformance per SLA and General Conditions; potential termination for non-compliance with security or SLA; fully inclusive pricing (no additional costs for logistics, tooling, training of consultants, etc.).

Compliance, Ethics, and Data Protection

• Code of conduct and consultant declaration must be signed before starting work (Appendix 4 to ToR).
• Data protection: Processing under Regulation (EU) 2018/1725; personal data may be checked in EDES. Specific IT security and data handling obligations apply, especially for RESTREINT UE/EU RESTRICTED information.
• Confidentiality and IP: Frontex retains broad exploitation rights for results; pre-existing rights must be licensed appropriately; deliverables in English (UK) and of high analytical/technical quality.

Summarised Q&A and eSubmission Guidance

• Use latest Chrome/Firefox; clear cache/cookies if issues persist.
• Maximum of 200 attachments per tender; typical file size limit under 50 MB; follow system file naming rules and allowed types.
• Submissions can be withdrawn or replaced before the deadline; one tender per tenderer considered (latest counts).
• Post-deadline content is encrypted and inaccessible; manage drafts and final submission carefully.

Categorisation Answers

Eligible Applicant Types:SMEs and large enterprises; specialized GIS/remote sensing/IMINT consultancies; professional services and staffing/outsourcing firms; universities and research institutes capable of service provision; nonprofits/NGOs with relevant technical capacity; international organisations where applicable. Joint ventures/consortia are allowed. Subcontractors and capacity-providing entities may be included with commitments.

Funding Type:Procurement of services via a Multiple Framework Service Contract with reopening of competition; payments against services delivered under Specific Contracts.

Consortium Requirement:Single applicants and consortia are both permitted; no obligation to form a consortium. Joint and several liability applies in joint tenders.

Beneficiary Scope (Geographic Eligibility):EU-based economic operators and international organisations; EEA (Iceland, Norway, Liechtenstein); SAA countries (North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo); Association Agreement countries (Georgia, Moldova, Ukraine, noting the supplies-related reference). GPA does not apply. Classified work may limit personnel nationality to EU Member States unless agreed by Frontex.

Target Sector:Security/border management; GIS and geospatial services; remote sensing/IMINT; data analytics and software services; earth observation/space; professional training.

Mentioned Countries:Poland; EU; EEA (Iceland, Norway, Liechtenstein); North Macedonia; Albania; Montenegro; Serbia; Bosnia and Herzegovina; Kosovo; Georgia; Moldova; Ukraine.

Project Stage:Implementation and operations under Time and Means; development/customisation; validation and delivery; training; ongoing support. Not a research grant.

Funding Amount:€3,000,000 framework ceiling (excl. VAT) over up to 4 years; potential increase by 50% if conditions allow; individual SC values depend on awarded volumes/rates.

Application Type:Open call for tenders; electronic-only submission via the EU Funding & Tenders Portal/eSubmission; virtual public opening session.

Nature of Support:Money: contractual payments for services performed; non-financial aspects include access to Frontex facilities and systems necessary for delivery.

Application Stages:1 stage to become a framework contractor (administrative, selection, and award). Subsequent mini-competitions for each assignment among FWC contractors constitute additional competitive stages.

Success Rates:Not provided. The framework intends to award contracts to 3–5 contractors; Specific Contracts are then competitively awarded via reopenings.

Co-funding Requirement:No. Contractors are paid for services; bid preparation and normal operating costs are borne by contractors. Frontex is VAT-exempt.

Indicative Implementation Plan and Early Demand

Frontex indicates initial contracting of a small set of consultants shortly after FWC signature (Q3/Q4 2026), with an indicative need including profiles such as Geospatial Analyst, Geospatial Data Analyst, and Image Analyst (EO). Volumes and timing are indicative and may be adapted. Services may be contracted for long periods (e.g., one year, renewable up to three times) to maintain continuity.

How to Maximise Competitiveness

• Demonstrate robust intra muros deployment history (≥15 consultants 2021–2025) and direct experience fitting the defined profiles (≥5 consultants) with referenceable contracts.
• Provide strong narrative on sourcing and candidate verification, with concrete, auditable processes for skills, clearances, and mandatory English certification.
• Design a credible retention and motivation program, including technical upskilling beyond the required 3 days per year, and a tested continuity plan for replacements with zero service disruption.
• Align proposed technologies and methods with the ESRI ecosystem listed and with IMINT tooling such as Taitus SaVoir, ENVI/ENVI SARscape; evidence use of Python/JavaScript for automation and web GIS.

Contact, Queries, and Submission

All requests for clarification must be submitted in writing through the F&T Portal Q&A section of the call. Frontex is not bound to reply to questions submitted after 13/04/2026 23:59 (Europe/Warsaw). Tenders must be submitted exclusively via eSubmission by 21/04/2026 15:00 (Europe/Warsaw). Virtual public opening is on 22/04/2026 11:00 (Europe/Warsaw), subject to prior request.

Long Summary: What This Opportunity Is About and How to Explain It

This open tender sets up a pool of 3–5 service providers to deliver on-site and partially remote Time and Means consultancy services to Frontex in Warsaw, within geospatial (GIS), geospatial intelligence (GEOINT), and imagery intelligence (IMINT). The framework runs up to four years with a total ceiling of €3 million (potentially extendable by 50%), and each assignment is competed among the selected framework contractors. Work spans map production, geospatial analysis, web GIS application configuration and optimisation, management of classified/unclassified geodata, satellite tasking, image exploitation (EO and SAR), and training. The technology stack is primarily ESRI’s ArcGIS Enterprise and ArcGIS Pro ecosystem, with supporting IMINT tools such as Taitus SaVoir and ENVI/SARscape, and scripting capabilities in Python and JavaScript. Delivery is governed by a Service Level Agreement with defined quality, timeliness, and reporting obligations; contractors must ensure monthly attendance and task reporting, plan a minimum of three training days per consultant per year at their own cost, and comply with strict security rules including potential EU personal security clearances for access to classified information. Tenderers must be financially solid (≥ €1M yearly turnover in each of the last three closed years) and demonstrate recent intra muros deployment capability and relevant contract experience. Evaluation combines quality and price (60/40), focusing on how firms source, vet (including English language certification), retain, and replace consultants without disrupting services. Once on the framework, contractors will compete in mini-tenders for each Specific Contract, again judged on 60/40 technical/price. The opportunity is open to EU and certain associated-country economic operators; joint tenders and subcontracting are allowed. In short, this is a specialised, operations-focused EU procurement to sustain Frontex’s GIS/GEOINT/IMINT capacities at HQ, with clear technical, security, and service-quality expectations and a competitive, multi-award framework structure.

Opportunity Overview

The European Border and Coast Guard Agency (FRONTEX) is seeking to establish multiple framework contracts for the provision of geospatial, geospatial intelligence, and imagery intelligence consultancy services under Time and Means conditions. The opportunity involves awarding contracts to a minimum of 3 and maximum of 5 selected contractors to provide qualified consultants on an on-site basis at FRONTEX headquarters in Warsaw, Poland.

Procurement Reference:FRONTEX/2026/OP/0005, published 17 March 2026 in the EU Official Journal (OJ S 53/2026)

Total Estimated Value:€3,000,000 (excluding VAT) for the entire duration of the framework contract including all renewals

Critical Deadlines

• Tender submission deadline: 21 April 2026 at 15:00 (Europe/Warsaw timezone)
• Deadline for requesting additional information: 13 April 2026 at 23:59
• Public tender opening: 22 April 2026 at 11:00
• Tender validity period: minimum 6 months from submission date

Contract Duration and Structure

Initial Period:24 months from the date of contract entry into force

Renewal Options:Up to 2 renewals for 12 months each, with a maximum total duration of 4 years. Renewal is automatic unless either party provides formal notification of non-renewal at least 3 months before expiry.

Implementation Method:Multiple framework contracts with reopening of competition mechanism. For each new assignment, FRONTEX issues a Request for Services, and all framework contractors are invited to submit specific proposals. The most economically advantageous proposal is selected based on 60 percent technical quality and 40 percent price weighting.

Eligibility Criteria for Applicants

Geographic and Entity Eligibility

Participation is open to all natural and legal persons established in EU Member States or EEA countries (Iceland, Norway, Liechtenstein). Entities from third countries with special agreements with the EU are also eligible, including those from North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo (under Stabilization and Association Agreements) and Georgia, Moldova, Ukraine (under Association Agreements, for supplies equal to or above €143,000). Applicants must not be subject to EU restrictive measures or in situations of exclusion as defined in Article 138 of the EU Financial Regulation.

Tender Structure Options

• Sole tenderer: Single natural or legal person
• Joint tender: Group of economic operators with joint and several liability. A group leader must be appointed. No special legal form is required.
• Subcontracting: Permitted for both sole and joint tenders, provided subcontractors are clearly identified with their estimated scope of work. Responsibility for full contract performance remains with the main contractor.

Selection Criteria and Capacity Requirements

Legal Capacity

Applicants must demonstrate legal capacity to perform the contract and regulatory capacity to pursue the professional activity. Evidence required includes a copy of an official document such as Company Register or Official Gazette confirming the tenderer is established as a recognized legal entity and registered in a relevant professional or trade register.

Economic and Financial Capacity

Minimum Turnover Requirement:Yearly turnover of at least €1,000,000 for each of the last three financial years. Evidence must be provided through profit and loss accounts and balance sheets or appropriate bank statements. The most recent year must have been closed within the last 18 months. For joint tenders and subcontracting, assessment is consolidated across all involved entities.

Technical and Professional Capacity

• TPC_1 - Minimum 15 consultants outsourced intra muros to customers between 01 January 2021 and 31 December 2025, across all profiles and domains
• TPC_2 - At least 5 consultants fitting the specific profiles described in the procurement documents, outsourced during the same period
• TPC_3 - Minimum 4 years of professional experience providing similar services, demonstrated through at least 2 contracts executed for a minimum of 3 months between 01 January 2021 and 31 December 2025. Each contract must cover at least 2 of the service areas (GIS consultancy, map production and cartography, imagery intelligence, or geospatial intelligence) and meet at least 2 of the minimum requirements: provision of experts in T&M FTE mode, contract value of at least €100,000, client organization with over 50 staff, or contract duration of at least 3 months.

Consultant Profiles and Requirements

FRONTEX requires consultants across 13 specialized profiles, each defined at three qualification levels: Basic, Standard, and Advanced. All profiles require specific educational qualifications, English language proficiency, relevant professional experience, and domain-specific knowledge.

Profile Categories

• GIS and Geospatial Analysis: Geospatial Analyst (GA), Cartographer (CART), Geospatial Data Analyst (GDM), Geospatial applications analyst (GWM), Geospatial Trainer (GTR)
• Intelligence and Analysis: Geospatial Intelligence Analyst (GEOINT), Geospatial Data Scientist (GDS), Image Analyst Electro-Optical (IA-EO), Image Analyst SAR (IA-SAR), Image acquisition and data preparation expert (IA-PR), IMINT trainer (ITR)
• Management: Geospatial Project Manager (GPM)
• Flexible: Supplementary Profile (SUPRO) for emerging requirements not covered by standard profiles

Core Qualification Requirements by Profile

English language proficiency verification is mandatory for all proposed consultants (except native speakers). Applicants must provide either an official English language certification (ECPE, CPE, TOEFL, IELTS, TOEIC) or an assessment certificate from a certified language assessment centre confirming the required CEFR level. This cannot be substituted with professional experience.

Service Delivery Requirements

Place of Performance

Services are planned to be executed intra muros (on-site) at FRONTEX Headquarters in Warsaw, Poland. Partial remote service delivery is permitted only if specified in the Request for Services. Regardless of the intra muros or extra muros ratio, onboarding (3 days) and offboarding (1 day) must take place on-site. Travel time to and from FRONTEX premises is not counted as service delivery time and travel costs are not reimbursed for regular assignments at headquarters.

Working Hours:Normal Working Hours: 08:00 to 20:00 on normal working days (Monday to Friday, excluding FRONTEX holidays), totaling 8 hours per day. Services are typically provided 09:00 to 17:30 unless otherwise decided. Extended Working Hours may be requested for exceptional circumstances. On-call services may also be required, with consultants available on the phone during non-site periods and able to respond within 15 minutes for remote work or 2 hours for on-site work.

Training Obligation:Contractors must plan and deliver at least 3 technical training days per 12-month period for each consultant. Training must be relevant to FRONTEX needs and delivered by certified professionals or institutions. Training days lasting less than 4 hours or non-professional development activities are not counted.

Reporting and Documentation:Consultants must submit monthly attendance sheets and task reports. The contractor must also provide quarterly reports on consultant trainings and personal security clearance status. All communication and documentation must be in English (UK) adhering to high standards for analytical and technical reports.

Security and Compliance Requirements

• Security Clearance: Consultants may need to obtain EU personal security clearance at RESTREINT UE (EU RESTRICTED), CONFIDENTIEL UE (EU CONFIDENTIAL), or SECRET UE (EU SECRET) level, depending on the specific contracts. The request must be initiated within 45 days of contract entry into force. All security vetting costs are borne by the contractor.
• Code of Conduct: All contractor personnel must sign the Code of Conduct for Contractors and Consultant Declaration prior to starting work.
• Criminal Record: FRONTEX reserves the right to request a valid excerpt of criminal records for staff accessing FRONTEX premises or systems (valid for 6 months).
• Access Card: FRONTEX provides access cards which must be returned upon request or expiry. Failure to return cards incurs liquidated damages of €100 per day, capped at €1,000.

Evaluation and Award Process

Evaluation Stages

1. 1Formal Compliance Check: Verification that tenders were submitted on time and are structurally intact
2. 2Restrictive Measures and Procurement Access Check: Confirmation that tenderers are not subject to EU sanctions or access restrictions
3. 3Administrative Compliance Verification: Review of administrative documentation and completeness
4. 4Exclusion Criteria Verification: Confirmation that tenderers and involved entities meet exclusion criteria requirements
5. 5Selection Criteria Verification: Assessment of legal, economic/financial, and technical/professional capacity
6. 6Technical Requirements Compliance: Verification of minimum technical specifications and Terms of Reference requirements
7. 7Technical Proposal Evaluation: Scoring based on quality criteria (maximum 100 points, minimum 50 required)
8. 8Financial Proposal Evaluation: Scoring based on price (lowest price = 100 points)
9. 9Final Score Calculation: Combined score = (0.6 × Technical Score) + (0.4 × Financial Score)

Award Criteria

Quality Evaluation Criteria:The technical proposal is evaluated on four criteria: diversity and effectiveness of methods for identifying consultants (25 points), quality of candidate verification processes including English language assessment (25 points), feasibility and credibility of consultant retention methodology and training plans (25 points), and quality of consultant replacement and service continuity measures (25 points). Minimum threshold of 50 percent is required.

Price Evaluation:Financial proposals are evaluated using the formula: Financial Score = (Lowest Price / Evaluated Price) × 100. Unit prices offered must not exceed the maximum prices set in the framework contract. These prices are binding and serve as maximum rates for all subsequent reopenings of competition.

Contract Award:Contracts are awarded to the tenderers with the highest final scores (combining technical and price). FRONTEX will select a minimum of 3 and maximum of 5 contractors. All selected contractors receive equal treatment in the reopening of competition mechanism; no priority ranking exists.

Submission Requirements and Documentation

Required Documents

• Technical Proposal (using provided template): Presenting methods for consultant identification, candidate verification processes, retention strategies, training provisions, and service continuity measures
• Financial Proposal (Annex IVa): Pricing in EUR, net amount excluding VAT, all-inclusive pricing covering all service-related costs
• Declaration of Honour (Annex V): Signed by all involved entities confirming non-exclusion status
• Tender Submission Form (Annex VI): Identifying all involved entities and their roles
• Economic/Financial Evidence: Profit and loss statements and balance sheets for three years or bank statements
• Technical Capacity Evidence: Lists of consultants and contract reference sheets with client references
• Power of Attorney (for joint tenders): Authorizing the group leader and establishing joint and several liability
• Commitment Letters: From subcontractors and other entities on whose capacity the tenderer relies
• Authorization Evidence: Proof that signatories are duly authorized representatives

Submission Method:Electronic submission exclusively via the EU Funding & Tenders Portal (eSubmission system). Tenderers must register in the Participant Register to obtain a Participant Identification Code (PIC). All submissions must include a valid PIC and be submitted before 21 April 2026 at 15:00 Warsaw time. File size limits are 50 MB per attachment, maximum 200 documents per submission.

Language:Tenders and all supporting documentation must be in English. Consultants must be English proficient at specified CEFR levels. All internal communications and work outputs must be in English (UK standard).

Intellectual Property Rights and Confidentiality

FRONTEX acquires full irrevocable worldwide ownership of all results and intellectual property rights on newly created materials produced specifically under the framework contract. The contractor licenses pre-existing rights on a royalty-free, non-exclusive, and irrevocable basis. All results may be used, modified, translated, and redistributed by FRONTEX without limitations. The contractor warrants moral rights compliance and confirms that creators will not object to disclosure, adaptation, or use of results.

Contractors must treat all information and documents as confidential and restrict disclosure to authorized personnel only. The contractor may not seek confidential information about FRONTEX operations, make gifts or offers to FRONTEX officials, or exert pressure on the contracting authority. All contractor personnel must sign confidentiality commitments.

Financial Terms and Conditions

Payment and Invoicing

• Payment Method: Quarterly interim payments after calendar quarter completion, plus final balance payment. October-November and December may be invoiced separately on request.
• Invoice Requirements: Invoices must reference the framework contract number and specific contract number, include Attendance Sheets and task reports, and specify separately the taxable amount per VAT rate.
• VAT Treatment: FRONTEX is exempt from all taxes including VAT under EU privileges and immunities. Contractors must obtain VAT exemption certification from competent national authorities. FRONTEX will issue VAT exemption certificates.
• Payment Terms: Payment within 30 days of invoice receipt, provided documentation is complete and deliverables are approved.
• Pre-financing: Not applicable
• Performance Guarantee: Not required
• Retention Money: Not required

Price Revision

Prices are fixed during the first year of the framework contract. From the second year onwards, prices may be revised upward or downward annually using a formula based on the harmonised index of consumer prices (HICP) Euro area. The revision formula is: Revised Price = 0.8 × Original Price × (Current Index / Base Index) + 0.2 × Original Price. Requests for price revision must be made no later than three months before the anniversary date.

Reimbursable Expenses

Travel expenses are reimbursable only when services are provided at locations other than FRONTEX headquarters. Maximum reimbursements include €1,100 for European travel and €1,500 for intercontinental travel. Accommodation follows country-specific ceilings (ranging from €109 to €212 per night depending on location). Daily subsistence allowances range from €78 to €172 per day. All reimbursements require supporting documentation (tickets, invoices). Kilometer allowance for car travel is €0.28 per km.

Service Level Agreement and Performance Standards

The contractor must comply with a mandatory Service Level Agreement (SLA) which forms an integral part of the framework contract. The SLA defines minimum service levels and includes liquidated damages provisions for non-performance. Service performance levels are not negotiable and cannot be downgraded. Attendance records and monthly task reports are mandatory. Planned absences require two weeks advance approval; unplanned absences must be reported immediately. Failure to provide services results in liquidated damages calculated as 0.3 × (Contract Value / Contract Duration) per day of delay ¹.

Procurement Contact Information

All communications, tenders, and inquiries should be directed to FRONTEX. The contracting authority will nominate an FWC Contract Manager as the ultimate point of contact for the contractor.

• Organization: European Border and Coast Guard Agency (FRONTEX)
• Address: Plac Europejski 6, 00-844 Warsaw, Poland
• Telephone: +48 22 544 95 00
• Email: tender@frontex.europa.eu (for all tender-related communications)
• Website: frontex.europa.eu
• Submission Portal: EU Funding & Tenders Portal
• Tender Details: Tender Reference 54130575-6210-42e0-b6ac-f3ebc3ec3455

Key Recommendations for Applicants

• Verify Early: Confirm your organization meets the minimum turnover requirement (€1,000,000 annually for three years) and has documented experience with at least 15 consultants in the required profiles.
• English Language Certification: Ensure all proposed consultants have valid English language certifications from recognized assessment centers matching the required CEFR levels before submission.
• Consultant Database: Prepare comprehensive documentation of all consultant profiles with CVs, including dates of engagement and client references for contracts dated 2021-2025.
• Realistic Pricing: Unit prices submitted become maximum binding rates for the entire framework contract period and all renewals; ensure full cost coverage including training, security compliance, and contingencies.
• PIC Registration: Register in the Participant Register well in advance to obtain your PIC, as this is mandatory for submission.
• Technical Proposal: Develop a strong technical proposal demonstrating robust consultant identification and retention strategies, trainer qualifications, and clear service continuity procedures.
• Quality Standards: Emphasize experience with geospatial and intelligence work requiring high quality documentation, security compliance, and professional standards.
• Timeline: Submit well before the 15:00 deadline on 21 April 2026 to avoid system submission issues.

Additional Opportunity Features

This is a high-value, long-term engagement with a stable EU institution. The reopening of competition mechanism provides multiple opportunities to bid on individual assignments throughout the framework period, allowing flexibility and reduced administrative burden compared to single contracts. Up to 50 percent ceiling increase is possible if FRONTEX needs exceed initial estimates, providing additional revenue potential.

The contract requires significant investment in security compliance, staff training, and service quality management. Applicants should factor in costs for security vetting, regular training provision, and dedicated account management. The on-site requirement in Warsaw and extensive reporting obligations demand robust logistics and coordination capabilities.

Footnotes

1. 1Liquidated damages for delay are calculated using the formula: 0.3 × (V/d), where V is the price of the relevant service and d is the duration in days. These damages apply automatically for delays beyond contracted delivery dates, without requirement for prior notice of default or judicial intervention.