RMS/260829 - Medical Services

The European Centre for Disease Prevention and Control (ECDC) has published an open tender (ECDC/2026/OP/0029, RMS/260829) seeking a single framework contractor to provide occupational medical services including pre-employment and annual medical examinations, on-site and remote consultations, vaccinations, ergonomics and absence control for approximately 350 staff. The framework has an estimated ceiling of €2,100,000, an initial 24-month term renewable twice (maximum 48 months), and tenders are evaluated on best price-quality ratio with quality 60% and price 40%. Submission is electronic only via the EU Funding & Tenders Portal (eSubmission) with a deadline of 20 October 2026 16:00 (Europe/Stockholm), and bidders must demonstrate proximity to Solna, clinical capacity, appropriate staffing and compliance with EU data protection rules for health data. Required documentation includes the completed financial model (Annex 6), declaration on honour, technical evidence (CVs, premises, QMS) and Annex 11/12 checklists as specified in the tender dossier.

What it procures

Summary

ECDC is procuring a single framework contract for a medical centre to deliver pre-employment and annual medical examinations and a range of occupational health services (in‑house consultations, absence control, ergonomics, vaccinations, telephone advice, health campaigns, reporting). Services must be available within reasonable travel time of ECDC in Solna (Stockholm) and include handling health data in line with EU rules.

Who can apply:Medical centres, occupational-health service providers and other economic operators established in the EU that can meet the tender’s technical and selection requirements (staffing, facilities, data protection, licences). Register and submit via the EU Funding & Tenders Portal (EU Login/PIC required) F&T Portal ¹

1. 1Contracting authority: European Centre for Disease Prevention and Control (ECDC).
2. 2Procedure: open procedure to award a single framework contract (best price-quality ratio).
3. 3Scope: pre-employment and annual check-ups for ~350 staff plus ongoing occupational health services.

Key tender documents (Invitation to Tender, Tender Specifications, Draft FWC, Financial offer form, Annexes incl. checklists) are published on the Funding & Tenders Portal. Submissions are electronic only; questions must be submitted via the portal Q&A. See portal listing for document downloads and Q&A.

Footnotes

1. 1Procurement pages and documents are available on the EU Funding & Tenders Portal at the tender details page: RMS/260829 - ECDC/2026/OP/0029.

Status:Open procedure (call for tenders). Lead contracting authority: European Centre for Disease Prevention and Control (ECDC). TED reference: 179/2026 (published 16/09/2026). Procedure identifier: ECDC/2026/OP/0029. Submission method: electronic (eSubmission via EU Funding & Tenders Portal). Maximum contract duration: 48 months (framework contract). Estimated total procedure value / framework ceiling: €2 100 000. Award method: best price-quality ratio. Framework agreement: single framework contract, without reopening of competition. Place of performance: within reasonable travel distance to ECDC offices (Solna, Sweden) — max 30 minutes by car / max 60 minutes by public transport for services to be provided at contractor premises; certain services to be delivered at ECDC premises or online. Public opening of tenders: 22/10/2026 14:00 (Europe/Stockholm). Deadline for receipt of tenders: 20/10/2026 16:00 (Europe/Stockholm).

What the authority is buying:ECDC seeks a contractor to provide the full occupational/medical centre service for ECDC staff: pre-employment medical examinations, annual medical examinations, occupational health services, on-site or online doctor consultations, ergonomics and physiotherapy support, vaccination campaigns, medical control of absences, advice on medical part-time arrangements, reporting/statistics, attendance at Inter-Institutional Medical College meetings and ad hoc medical services. The contract will be a single framework contract used by participating entities (ECDC as lead; also European Commission Representation in Sweden listed).

Scope, Deliverables and Volumes

Summary of key service requirements and expected volumes (detailed tasks and checklists are published as annexes in the procurement documents):

1. 1DL1 Pre-employment medical examination (per one examination). ECDC estimates 40–50 pre-employment examinations per year; full clinical programme defined by Annex 11 checklists.
2. 2DL2 Annual medical examination (per one examination). ECDC estimates ~300 annual examinations per year; examinations include medical visit, laboratory tests and other tests defined in Annex 12 checklists.
3. 3DL3 In-house doctor consultations. Regular doctor availability for consultations at ECDC premises and online/phone; currently ~4 hours/week requested; travel cost per visit (if at ECDC) to be priced.
4. 4DL4 Physical ergonomics. Review of individual workstations with one-to-one advice and written report, general presentations/workshops to staff (up to ~5 hours/year), travel for on-site assessments.
5. 5DL5 Medical control of absences. On-demand examinations of staff on sick leave (on average up to 5 instances per year); examinations may be at contractor premises or at staff member’s home (travel costs to be included in unit price).
6. 6DL6 Opinions for part-time work on medical grounds and other administrative medical requests (medical advice for part-time arrangements, special leave for medical reasons, exceptional teleworking, family medical leave supporting documentation).
7. 7DL7 Vaccinations. Provision and organisation of vaccination campaigns (seasonal influenza, pandemic). Vaccinations available at ECDC premises and/or contractor premises; vaccine costs and staff fees to be priced.
8. 8DL8 Telephone consultations. Nurse/doctor/physiotherapist available by phone during office hours for HR ad hoc medical advice and guidance.
9. 9DL9 Health and wellbeing campaigns. Presentations and campaigns on topics (nutrition, cardiovascular care, smoking cessation, skin cancer prevention, SAD, ergonomics).
10. 10DL10 Participation in Inter-Institutional Medical College at European Commission (virtual meetings), reporting following attendance.
11. 11DL11 Other services. Ad hoc medical consultations, mission medical clearances and vaccinations for staff travelling on specific missions, issuing medical clearances when requested.
12. 12DL12 Reports / statistics. Production of reports and statistics on medical activity among ECDC staff, respecting data protection rules. Up to two coordination meetings per year for reporting/presentation.

Minimum functional expectations:contractor must operate an accessible medical centre with appropriate premises and equipment within the travel/time limits set above; provide doctors, nurses and allied health professionals (physiotherapist/ergonomist); guarantee business continuity and replacement of staff where needed; comply with EU rules on medical and personal data processing (Regulation (EU) 2018/1725) and ECDC staff implementing rules; deliver documents and certificates in English (high standard, C1 equivalent).

Evaluation, Award and Contract Model

Procedure model and award criteria:

1. 1Procedure: Open procedure resulting in a single framework contract (FWC). Specific contracts/order forms to be issued under the FWC as required.
2. 2Award method: Best price-quality ratio; Quality 60% / Price 40%.
3. 3Quality evaluation: Two main quality criteria and sub-criteria as described in the tender specifications: 1) Quality of proposed methodology (max 50 points) and 2) Organisation of the work and resources, including proposed team and workflow (max 50 points). Minimum thresholds: 60% per quality criterion and minimum 70% total quality score required to be considered for award.
4. 4Price evaluation: Financial model supplied (Annex 6). Tenders submit unit prices for a long itemised list of deliverables and an evaluation scenario is used to calculate a reference price. Tenderers must upload both Financial tender and Financial evaluation sheets in native format and as pdf.
5. 5Ranking formula: score(tender X) = (cheapest price/reference price of X * 100 * 0.4) + (total quality score out of 100 * 0.6).

Framework contract features:initial duration 24 months and renewable twice (total 48 months). The framework contract ceiling is €2 100 000 for its full duration. Specific contracts will be fixed-price and awarded against the FWC priced schedule/unit prices.

Eligibility, Selection and Minimum Requirements

Who may tender and key selection requirements (as published):

• Eligible tenderers: natural or legal persons established in the Union (EU Member States and applicable EEA/agreements as per procurement rules). Third country entities may participate where an agreement on access to procurement applies.
• Form of tendering: single tenderer or group (joint tender). Subcontracting is allowed and identified subcontractors must be declared where their share is above 20% or where their capacities are used to meet selection criteria.
• Exclusion criteria: standard financial regulation exclusion grounds (bankruptcy, fraud, corruption, money laundering, serious professional misconduct, judicial findings on taxes/social security, irregularities, creating entities to circumvent obligations, refusal to cooperate with audits/OLAF/EPPO, etc.). Declaration on honour (Annex 2) is required; evidence may be requested from the presumed successful tenderer. Restrictive measures checks apply.
• Selection criteria (main minimum levels):

1. 1Economic & financial (F1): Average yearly turnover of the last two financial years above €500 000 (consolidated assessment across involved entities allowed).
2. 2Technical & professional: Experience delivering similar occupational/medical service contracts (T1) — at least two similar projects completed in the last 3 years; Suitable premises (T2) — appropriate medical premises within reasonable distance (max 30 minutes by car / 60 min public transport from ECDC address); Proven experience processing significant volumes of personal and health data (T3) — at least two projects in last three years; Language capacity (T4) — ability to work in English; Quality management system (T5) — e.g. ISO 9001 (valid certificate); Human resources (T6) — minimum team of seven: 1 Project Manager (≥5 years experience), 2 medical doctors (each ≥5 years post-qualification), 3 nurses (each ≥3 years), 1 ergonomist/physiotherapist (≥3 years), all with at least B2 English.

All technical & professional evidence (CVs, certificates, project references, premises description, QMS certificate etc.) must be supplied with the tender. Declarations covering conflicts of interest and restrictive measures are required. Tenderers must be registered in the Participant Register and use a valid PIC when submitting via eSubmission.

Financial and Contractual Requirements

Pricing, invoicing and contractual arrangements (key points):

1. 1Pricing model: Tenderers must complete the Financial Model (Annex 6) with itemised unit prices for all deliverables and hourly rates for ad hoc services (DL3–DL12). Unit prices become part of the FWC and will be used for specific contracts. Tenderers must upload both Financial tender and Financial evaluation worksheets and pdf versions.
2. 2Currency and VAT: Prices must be in euro and quoted free of VAT and other duties (ECDC is exempt under the Protocol on the Privileges and Immunities of the European Union).
3. 3Reference/evaluation scenario: The procurement documents include a scenario (volumes over maximum contract duration) used for price evaluation to calculate the reference price; tenderers must ensure the evaluated reference price does not exceed the estimated maximum budget.
4. 4Payment terms: invoices via e-PRIOR or other agreed e-invoicing method; monthly invoicing for services delivered; payment within 30 days from receipt of invoice; contracting authority may suspend payments where documents are incomplete or suspected of irregularity; interest on late payment rules apply as per FWC provisions.
5. 5Price revision: Price revision formula is provided in the draft FWC and tied to HICP index with specified weighting; initial year fixed; revision requests must follow anniversary and notice periods in the FWC.
6. 6Guarantees: no pre-financing or retention guarantee is indicated in the tender specifications; processors/subcontractors must meet contractual obligations; performance guarantees are not required unless specified in a specific contract.
7. 7Subcontracting and processors: regulated by the tender specifications — identified subcontractors above defined thresholds must be named and provide commitment letters; contract clauses on processors and contracts apply (Article II of draft FWC).

Practical submission and documents

How to apply and the procurement dossier:

1. 1Submission method: Electronic via eSubmission (EU Login required). Tenderers must register their organisation in the Participant Register and use the PIC. eSubmission system requirements, accepted file types, max attachment sizes and browser recommendations are provided in the eSubmission Quick Guide.
2. 2Main procurement documents published on Funding & Tenders Portal (all in English): Invitation to tender, Tender Specifications (with Annexes 8, 9, 10, 11, 12 etc.), Draft framework contract (FWC), Financial proposal FWC with scenario (Annex 6), Declaration on honour (Annex 2), and supporting templates (Power of Attorney/Agreement for joint tenders, list of identified subcontractors, commitment letters).
3. 3Required tender structure: Follow Tender Specifications Section 4: Envelope A: Administrative / Exclusion and Selection evidence (Declaration on Honour, legal/regulatory evidence if requested); Envelope B: Technical tender (methodology, team CVs, premises description, QMS certificate, responses to minimum requirements and quality criteria); Envelope C: Financial tender (Annex 6 — financial model and financial evaluation sheet both signed and as pdf).
4. 4Signature policy: Documents requiring signature should be signed electronically with a qualified electronic signature (QES) where possible; handwritten signatures accepted but originals are to be retained and produced if requested.
5. 5Q&A and updates: Questions to be raised in F&T Portal Questions & Answers section. Contracting authority will publish clarifications and corrigenda. Tenderers should subscribe to the call on the Portal to receive notifications.

Administration, Data Protection and Security

Mandatory compliance and specific rules:

• Data protection: The contractor will process health data and other personal data. Processing must comply with Regulation (EU) 2018/1725. The contractor is considered a data controller for health services and must process personal data only within EU/EEA, implement required technical and organisational measures, notify personal data breaches to ECDC and follow data subject rights, records and retention obligations described in the procurement documents and draft FWC.
• Legal bases and confidentiality: The FWC and tender specifications reference legal basis related to Staff Regulations, ECDC implementing rules on sickness and leave (Annex 8 and 9) and Regulation (EU) 2018/1725 (Annex 10). The contractor must sign confidentiality undertakings for personnel (Annex V model) and comply with security requirements including possible security clearances for persons working on ECDC premises.
• Business continuity and security: The contractor must guarantee business continuity, propose contingency measures (replacement clinicians), and agree to ECDC security policies for access to the premises and IT systems.
• Medical data handling: Ensure compliance with guidance on processing health data in the workplace (Annex 10 and tender specifications). Certificates on fitness for work and medical reports to be issued within stated turnaround times (e.g., pre-employment certificate within 10 working days after examination).

Summary of Administrative Deadlines and Key Dates

Categorisation / Extracted Structured Answers

Eligible Applicant Types

Eligible applicants:legal persons and natural persons established in the scope of access to procurement (EU institutions and bodies; EU Member States; contracting rules permit participation by entities from EEA and third countries where covered by international procurement access agreements). Typical eligible applicants are: healthcare providers, medical centres, occupational health service companies, hospitals/clinic groups, SMEs and large enterprises providing occupational health services, health NGOs where legally constituted commercial providers are permitted, and consortia (joint tenders). Subcontractors and entities whose capacities are relied upon must be identified and documented.

Funding Type

Nature of financial mechanism:procurement — services contract (framework agreement). This is not a grant or loan: the contracting authority will pay the successful contractor(s) for services delivered under the framework and subsequent specific contracts.

Consortium Requirement

Consortium:Not mandatory. Procedure accepts single tenderers or joint tenders (groups of economic operators). If submitting a joint tender the group leader must be designated; members are jointly and severally liable. Subcontracting is allowed; identified subcontractors above 20% or relied upon to meet selection criteria must be declared and provide commitment letters.

Beneficiary Scope (Geographic Eligibility)

Geographic eligibility:primarily EU-based providers (EU Member States). Participation is open to entities established in EEA and in third countries where procurement rules provide access. Place of performance: contractor premises and ECDC premises in Solna, Sweden; contractor must be within reasonable travel distance as specified (max 30 min by car / 60 min by public transport).

Target Sector

Target sector:Health services — occupational health, preventive medicine, clinical diagnostics, vaccinations, occupational ergonomics and wellbeing services. Procurement intersects HR/employee health services and public sector occupational health.

Mentioned Countries

Explicit country references:Sweden (ECDC lead contracting authority located in Solna, Gustav III:s Boulevard 40). EU region is the relevant scope for staff nationalities (ECDC staff represent all EU nationalities).

Project Stage

Expected maturity:operational and service-delivery stage. The opportunity is for an operating medical provider/centre able to carry out clinical services, occupational health programmes and ongoing reporting — continuity from day one is required.

Funding Amount

Estimated overall procedure value / framework ceiling:€2 100 000 (total estimated value for maximum framework duration; the procurement documents list this as the estimated maximum budget). Specific contracts will be issued under the framework based on need and ordered against unit prices.

Application Type

Method to apply:open call for tenders via EU Funding & Tenders Portal (eSubmission). Submission is electronic only and requires EU Login and a Participant Identification Code (PIC).

Nature of Support

Support provided:provision of paid services under a procurement contract. Beneficiaries receive non‑financial services (medical examinations, consultations, vaccinations, occupational health services) and financial compensation for those services from ECDC — i.e., ECDC pays the contractor; beneficiaries (ECDC staff) receive services.

Application Stages

Number of administrative / evaluation stages:single-stage tender submission followed by evaluation (exclusion/selection checks, quality and price evaluation) and award (1 stage submission). Additional administrative exchanges may occur (requests for supporting evidence). No pre-qualification stage is specified; all tenderers submit full tender at once.

Success Rates

Published success rate:not provided. As an open procurement with a single-award FWC, success rates depend on number of bidders and quality/price competitiveness; no numerical success rate stated in documents.

Co-funding Requirement

Co-funding:No co-funding required from tenderers. Prices must be quoted net of VAT and duties (ECDC is VAT-exempt). Tenderers bear the costs of preparing bids and delivering services until payment by ECDC under the contract.

Application Templates and Forms (what to complete)

Procurement documents published by ECDC include the following mandatory templates, forms and annexes that tenderers must complete, sign and upload via eSubmission as part of their tender:

1. 1Invitation to Tender (covering administrative rules and eSubmission instructions).
2. 2Tender Specifications (detailed requirements, minimum criteria, evaluation methodology and deliverable descriptions, Annexes including Implementing Rules and Checklists).
3. 3Draft Framework Contract (FWC) — all terms and general & special conditions; tenderers must accept these terms and note pricing and contract clauses.
4. 4Financial proposal FWC with scenario (Annex 6) — Excel financial model with Financial tender and Financial evaluation sheets: tenderers must fill in unit prices for all DLs, upload both sheets and a signed pdf copy. The model includes an evaluation scenario (volumes across the FWC duration) used to calculate the reference price. Tenderers must ensure their reference price does not exceed the estimated maximum budget.
5. 5Declaration on Honour (Annex 2) — exclusion and selection declarations; must be signed by legal representative (QES recommended).
6. 6Agreement / Power of Attorney (Annex 3) — for joint tenders; appoint group leader and signatory delegation.
7. 7List of identified subcontractors and proportion of subcontracting (Annex 4) — identify any subcontractors whose share is above 20% or whose capacities are used to meet selection criteria.
8. 8Commitment letters (Annex 5.1 and 5.2) — from identified subcontractors or entities whose capacities will be relied upon.
9. 9Authorised signatory form and any required legal evidence to demonstrate legal and regulatory capacity (may be requested by validation services).
10. 10Annex 11 and 12 — Checklists for pre-employment and annual medical examinations (service content and minimum tests) — tenderers must confirm ability to deliver all listed items and include signed checklist in technical offer.
11. 11Other annexes (Annex 8 ECDC Implementing Rule on Sickness Absences, Annex 9 Implementing Rule on Leave, Annex 10 Regulation (EU) 2018/1725) — informational; compliance required.

Tenderers must ensure that the technical tender addresses all quality award criteria in detail and that evidence for selection criteria is available (some evidence may be requested later by EU Validation Services). Financial offers must be complete, in euros and exclude VAT.

Practical Advice and Key Obligations for Bidders

1. 1Register in the Participant Register and obtain a PIC well in advance; create EU Login and familiarise yourself with eSubmission system requirements and supported file types.
2. 2Read the Tender Specifications and Draft FWC in full — the draft contract defines the contractual relationship and key obligations (data protection, confidentiality, reporting, business continuity, security).
3. 3Complete Annex 6 Financial Model exactly as required (both sheets and signed pdf) and ensure reference price does not exceed estimated budget ceiling; include unit prices for all deliverables and realistic hourly rates for ad hoc services.
4. 4Prepare detailed technical offer showing methodology, quality assurance, proposed team (CVs aligned with T6), premises description, equipment lists, QMS certificate, and completed Annex 11/12 checklists.
5. 5Provide Declaration on Honour and any requested legal capacity evidence; identify subcontractors and include commitment letters when required.
6. 6Make sure service delivery complies with Regulation (EU) 2018/1725 (processing of health data) and that all technical and organisational measures are documented.
7. 7Be ready to sign confidentiality undertakings, staff confidentiality declarations and to allow ECDC audits and reporting.
8. 8Allow time to obtain any additional documents that may be requested by EU Validation Services (proof of legal status, accounts, tax/social security certificates) — requests may be issued during evaluation with short deadlines.

ECDC publications and procurement documents can be found on the EU Funding & Tenders Portal. Subscriptions on the call page will notify you of clarifications and document updates. Funding & Tenders Portal — Tender details ECDC website Draft Tender Specifications and Annexes Financial model (Annex 6) ¹

Concluding Summary — What this opportunity is about and how to respond

This is an open EU procurement by ECDC to appoint a single framework contractor to provide comprehensive medical and occupational health services for ECDC staff (approx. 350 beneficiaries). The contract is a services framework (max 48 months) with an estimated total ceiling of €2.1M. The contractor must run or provide access to a medical centre offering pre-employment checks, annual examinations, on-site and remote doctor consultations, vaccinations, ergonomics services, medical control of absences, health promotion and reporting. Tenders are evaluated on quality (60%) and price (40%) using a detailed financial model scenario. Bidders must demonstrate substantial technical capacity (premises, experienced medical staff, data protection experience with health data), financial capacity (turnover threshold) and comply with EU procurement and data protection rules (Regulation (EU) 2018/1725). Submission is electronic only via the EU Funding & Tenders Portal (eSubmission); follow the Tender Specifications, complete the Annex 6 financial model and all required templates, and ensure supporting evidence for selection and exclusion criteria is ready. The procurement documents and annexes (Invitation, Tender Specifications, Draft FWC, Financial offer form, Declaration on honour, checklists for medical exams, ECDC Implementing Rules) are on the Portal. Tenderers should subscribe to the call page for clarifications and monitor the Q&A. Successful bidders will be required to sign the draft FWC and deliver services according to the timelines, standards and data protection obligations specified in the procurement dossier.

Footnotes

1. 1Access the tender record on the EU Funding & Tenders Portal for the full set of procurement documents, downloadable annexes and the Questions & Answers section: ec.europa.eu

This call is for ECDC/2026/OP/0029, Medical Services, listed on the official ECDC procurement portal[1].¹ It is a services procurement for a single framework contract covering pre-employment, annual and occupational medical services for ECDC staff, with the European Commission Representation in Sweden also participating in the framework arrangement.

What the contract is about

ECDC is seeking a contractor that can operate as a medical centre for approximately 350 entitled staff members, including pre-employment medical checks, annual medical examinations, occupational health advice, sickness absence controls, vaccinations, ergonomic support, ad hoc consultations and reporting. The contractor must also respect EU rules on personal data and medical data handling, and the services must be available within reasonable travelling distance of ECDC in Solna, Sweden.

Who can apply and key eligibility rules

• Any economic operator able to provide the required medical centre and occupational health services can bid, either alone or in a joint tender.
• Tenderers must submit the declaration on honour covering exclusion criteria, selection criteria, restrictive measures, debt to the Union and independence of the tender.
• Tenderers, group members, subcontractors and relied on entities must not be subject to EU restrictive measures and must not have an established debt to the Union, Euratom or an executive agency when relevant.
• The tender must be prepared independently, and conflicts of interest must be declared or avoided.
• Selection evidence may be requested later, including tax and social security certificates, judicial records or equivalent documents depending on the situation.
• The call does not allow variants, so the offer must follow the procurement documents and the draft framework contract.

The contract is tightly linked to the ECDC staff welfare framework, so bidders should be able to show actual clinical delivery capacity, proximity to Solna, flexibility for short notice appointments, continuity of service and robust handling of health data.

Commercial and procedural terms

Submission package and practical notes

1. 1Use EU Login and a valid Participant Identification Code to submit.
2. 2Submit only through the electronic submission system; email or paper tenders are rejected.
3. 3Follow the financial proposal template and provide unit prices for the listed deliverables and scenario based evaluation items.
4. 4Upload both financial sheets requested in the template, and make sure the signed pricelist is attached where required.
5. 5Use English for the procurement documents and ensure written deliverables are produced to a high professional standard, with British English requested for reports.
6. 6Monitor clarifications carefully because the contracting authority is not bound to answer questions submitted after the stated cut off date.

The procurement documents also stress business continuity, timely delivery, replacement of underperforming team members, and compliance with Regulation (EU) 2018/1725 for personal and health data processing. The invitation states that the procurement documents were published in English and that the English version is the sole authentic text.

Applicant takeaway

This opportunity is best suited to a medical provider or occupational health supplier with a clinic near Solna, capacity to handle both routine and ad hoc staff health services, strong administrative controls, and experience in public sector or institutional healthcare contracts. A competitive bid should focus on service reliability, local access, compliance, staffing resilience and a clear value for money pricing structure.

Footnotes

1. 1Official procurement page: ECDC tender details.