Secure digital military mobility system

Call EDF-2026-DA (European Defence Fund 2026 Development Actions) invites multi-beneficiary proposals to develop a resilient, secure digital military mobility permits and clearances system including a mobile application. The topic has an indicative budget of €9,000,000 and a single-stage submission deadline of 29 September 2026 (17:00 Brussels time). Applicants must form a consortium of at least three legal entities from three EU Member States or EDF-associated countries and comply with ownership, security clearance and co-financing requirements. Eligible activities include studies, system design, prototyping, testing and potential qualification/certification, with variable funding rates and possible SME/mid-cap/PESCO bonuses.

Secure digital military mobility system

High-level summary

What the topic funds

Development of a resilient, secure digital military mobility permit and clearance system (including a mobile application) capable of operating under degraded conditions. Activities supported: studies, design, prototyping, testing, qualification and certification, plus upstream/downstream development actions focused on advanced encryption, embedded tracking and monitoring, and offline/distributed operation.

Indicative budget:€9 000 000 allocated to this topic under EDF-2026-DA; indicative funding for one proposal (more may be funded depending on quality and budget availability) ¹.

1. 1Who can apply: legal entities established in EDF-eligible countries (EU Member States and EDF associated countries; Norway is included as associated country where applicable).
2. 2Consortium: multi-beneficiary proposals are mandatory; specific consortium composition and national security conditions apply (see call documents).
3. 3Funding type: EDF Development Actions implemented as budget-based actual cost grants (EDF-DA, EDF-AG model); funding rates depend on activity types and bonuses (SME, mid-cap, PESCO).

Key compliance points: follow call admissibility and eligibility rules (page limits, forms, mandatory templates), security requirements for handling classified information (PSI/SCG and facility/personnel security clearances where requested), ownership and control declarations, and mandatory consortium agreement. Costs and reporting rules follow the EDF Model Grant Agreement.

Next steps:Prepare a multi‑beneficiary proposal using the EDF standard application templates in the Funding & Tenders Portal; include required annexes (detailed budget table, participant information, ownership/control and security declarations where applicable) and check call document for activity-specific eligibility and procurement/IPR obligations ¹.

Footnotes

1. 1Full call text, topic description, conditions and templates are in the EDF-2026-DA call documentation on the Funding & Tenders Portal: Call page.

Secure digital military mobility system (EDF-2026-DA-PROTMOB-DMM)

Programme: European Defence Fund (EDF) — Development actions implemented via actual cost grants (EDF-2026-DA). Type of action: EDF-DA (Development Actions). Model Grant Agreement: EDF Action Grant Budget-Based (EDF-AG). Call status: Open for submission. Opening date: 11 February 2026. Deadline: 29 September 2026 at 17:00 Brussels time. Deadline model: single-stage. Indicative topic budget: €9,000,000. Indicative number of funded proposals: one (potentially more, subject to quality and available budget). Source and official portal entry: see the topic page and call document EDF-2026-DA-PROTMOB-DMM Topic Page ¹.

Opportunity Scope and Technical Focus

Objective: Develop a resilient, secure, and digitally enabled military mobility permit and clearance system, including a mobile application, capable of operating under adverse conditions with partial system node availability. The solution must embed advanced encryption for sensitive and urgent information exchange, and include tracking and monitoring capabilities. The topic follows on and complements prior activities in digital military mobility and contributes to the Strategic Technologies for Europe Platform (STEP) objectives in defence technologies.

• Core capabilities sought: robust end-to-end secure digital permits/clearances, advanced cryptography, mobile offline/limited-connectivity operation, embedded tracking/monitoring, resilience against degraded nodes and contested environments.
• Targeted types of activities: studies, design, prototyping, testing, qualification, certification; upstream and downstream activities eligible for development actions are not excluded.
• STEP alignment: target investment area of defence technologies (resilient, secure digital systems for defence mobility).

Who Should Apply

Eligible Applicant Types

Eligible applicants are legal entities established in EU Member States or an EDF associated country (currently Norway) with executive management structure in those countries. Typical eligible types include: startups, SMEs, mid-caps, large enterprises/defence primes, universities, research institutes, nonprofit RTOs, and public bodies, provided they meet EDF eligibility (ownership/control conditions and security assurances). Subcontractors and affiliated entities must also be EU/associated and meet control/ownership/security conditions. Associated partners from non-eligible countries may exceptionally participate without funding and under stringent conditions; entities established in Ukraine cannot be beneficiaries, affiliated entities or subcontractors involved in EDF projects; they may only be considered as associated partners under strict conditions. Entities controlled by non-EU/Non-Norway owners may be eligible only with Member State-approved ownership/control guarantees as per EDF Regulation.

Consortium Requirement

Multi-beneficiary applications are mandatory. EDF development actions generally require a cross-border consortium, typically comprising at least three independent entities from at least three different EU Member States and/or associated countries (Norway). Specific Section 6 eligibility and consortium composition rules of the call document apply. Subcontractors cannot lead work packages; associated partners cannot lead work packages; work on core tasks must remain with beneficiaries/affiliated entities.

Funding, Rates, and Co-financing

Funding instrument: grant (actual-cost, budget-based). Total indicative budget for this topic: €9,000,000. One project is expected to be funded (more may be funded subject to quality and budget). Funding rates depend on activity type and can be increased via bonuses (PESCO, SME, mid-cap) up to ceilings. Co-financing by applicants is required whenever the applicable funding rate is below 100%; consortia must submit the mandatory Cofinancing Declaration for co-financers.

Bonuses: +10 percentage points for PESCO projects; SME bonus linked to cost share allocated to SMEs (additional points for cross-border SMEs); mid-cap bonus +10 percentage points if at least 15% of eligible costs in the activity are allocated to mid-caps. Only entities with valid PIC and positive SME/mid-cap self-assessment (current and previous two years) can be counted towards bonuses. The fixed applicable rates per beneficiary and reporting period are finalised during grant preparation.

Equipment cost option for this topic: depreciation and full cost for listed equipment (as specified in the call and Grant Agreement), alongside the standard depreciation model for other equipment. VAT eligibility follows EDF MGA rules; indirect costs default to 25% flat-rate unless actual indirects are used with a validated national methodology.

What the Project Should Deliver

• A secure, resilient digital system for military mobility permits/clearances with a mobile application capable of functioning under degraded connectivity and partial node outages.
• End-to-end advanced encryption and cyber protections for sensitive and urgent exchanges.
• Embedded tracking and monitoring to support rapid, efficient cross-border movement of armed forces.
• System design and prototyping, followed by testing, and—if planned—qualification and certification activities under relevant defence standards and national/EU regulations.
• Operational resilience: robust operation in adverse geopolitical and technical conditions.

Evaluation, Timeline, and Submission

Submission: Single-stage. Proposals must be submitted electronically via the EU Funding & Tenders Portal. Part A is filled online; Part B and required annexes must be uploaded as a single AES-256 password-protected ZIP file. Page limits and layout are defined in the Application Form Part B and Section 5 of the call document. Proposals undergo admissibility/eligibility checks, expert evaluation against award criteria, security scrutiny (as applicable), and grant preparation for selected proposals.

• Opening: 11 February 2026
• Deadline: 29 September 2026 at 17:00 Brussels time
• Evaluation: single-stage; award criteria and thresholds per Section 9 of the call document
• Indicative number of grants: one for this topic (possibility of more subject to quality/budget)

Geographic Eligibility and Mentioned Countries

Beneficiary scope (geographic eligibility): EU Member States and EDF associated countries (currently Norway). All beneficiaries, affiliated entities, and subcontractors involved in the action must be established in these eligible countries and have their executive management structure in the EU or associated country. Entities from non-associated third countries can only participate under strict conditions and cannot receive EDF funding. Entities established in Ukraine cannot participate as beneficiaries, affiliated entities or subcontractors; they may only be considered as associated partners under strict conditions. The UK is not eligible for EDF participation under the current framework.

• Explicitly referenced regions/countries: EU Member States; Norway (associated country); Ukraine (eligibility restriction noted in EDF FAQs); United Kingdom (EDF eligibility unaffected by EU–UK Security and Defence Partnership).

Target Sectors and Technology Areas

• Defence and security
• Digital/ICT systems for mobility and logistics
• Cybersecurity and cryptography (advanced encryption, secure data exchange)
• Software services and mobile applications
• Command, control, and operational tracking/monitoring
• Interoperability and cross-border digital processes

Project Stage and TRL Expectations

Stage: Development actions with scope to conduct studies and design, build prototypes, perform testing, and progress to qualification/certification where applicable. Resulting outputs should reflect a maturing pathway from design to demonstration and validation of secure, resilient digital mobility functions under operationally relevant, degraded conditions.

Application Method and Stages

• Application type: open call via the EU Funding & Tenders Portal.
• Stages: 1 (single-stage submission and evaluation).
• Evaluation and award: as per Sections 8–9 of the call document; security scrutiny may apply depending on sensitivity/classification.
• Grant agreement: EDF Model Grant Agreement (budget-based, actual-cost).

Nature of Support and Co-funding

Nature of support: financial grant (money). Co-funding: required whenever the relevant activity’s funding rate is below 100%. Consortia must include a Cofinancing Declaration from each co-financer at submission, detailing amount, process/timeline, and any IPR-related returns. SME and mid-cap bonuses and PESCO bonus can reduce required co-financing but do not necessarily eliminate it.

Financial Support to Third Parties (FSTP)

FSTP is allowed for this topic within the set ceiling defined in the EDF rules (typically up to €60,000 per recipient unless a higher ceiling is explicitly authorised). If used, proposals must describe the FSTP scheme (types of activities, eligibility, selection process, amounts, and monitoring). Costs for organising FSTP are eligible under standard budget categories and reimbursed at standard rates; the financial support itself is funded at 100%.

Security, Eligibility, and Compliance Highlights

• Ownership and control: entities controlled by non-EU/non-Norway owners require Member State-approved guarantees compliant with EDF Regulation; beneficiaries must ensure results and critical assets are not subject to control or restriction by non-associated third countries or entities.
• Classified information: applicable EU Programme Security Instruction (PSI) for EDF. Security scrutiny will determine classification levels; handling of EUCI must follow Commission Decision 2015/444 and PSI. Facility and personnel security clearances may be required based on classification.
• Subcontracting: must ensure best value (or lowest price, as appropriate) and absence of conflict of interest; core tasks cannot be subcontracted; subcontractors cannot lead work packages.
• SME and mid-cap participation: encouraged; necessary for related funding bonuses; only entities with valid PIC and SME/mid-cap self-assessment count for bonuses.
• Costs eligibility: actual costs; indirects flat-rate 25% or actual indirects with national acceptance; equipment costs under this topic allow depreciation and full cost for listed items; VAT eligibility per MGA rules.

Templates and Application Structure

• Application Form Part A (online) and Part B (narrative PDF inside a password-protected ZIP).
• Detailed Budget Table (EDF DA) and Calculator.
• Participant Information form: legal details, establishment, executive management location, key staff, relevant projects, affiliated entities/associated partners (including security and ownership/control assurances where applicable).
• List of Infrastructure, Facilities, Assets and Resources: precise locations, ownership, FSC status, justification for any non-eligible country locations (note: such items are not eligible for reimbursement).
• Cofinancing Declaration (mandatory): amount, status, indicative date of availability, process/timeline, expected IPR-related returns for the co-financer.
• Actual Indirect Cost Methodology Declaration (if opting for actual indirects): description of accounting methodology, cost elements, apportionment keys/bases, adjustments, and confirmation by the competent national authority.
• Harmonised Defence Capability Requirements Declaration (for design activities): support by competent authorities in at least two Member States or associated countries; can be provided before design start if preceded by studies.
• Declaration on Procurement Intent and Common Technical Specifications (for prototyping/testing/qualification/certification): at least two supporting countries intending to procure/use the technology and agreeing on common specifications; amounts and timeline optional.
• Ownership Control Declaration and Ownership Control Guarantee (for participants with non-EU/NO control or where required): measures ensuring no contravention of EU security/defence interests, protection of sensitive information/IPR/results.
• PRS Declaration (if Galileo PRS access is needed).
• EDF, ASAP and EDIRPA Model Grant Agreement (reference).
• Online Manual, Terms and Conditions, Privacy Statement.

Success Rates

No success rate is provided for this specific topic. The topic intends to fund one proposal (subject to quality and budget), signalling a highly competitive, single-award environment.

Summary and Explanation

This European Defence Fund development action targets the digital transformation and hardening of cross-border military mobility processes. It seeks an interoperable, secure, and resilient permit/clearance system, including a mobile application, that functions under degraded operational conditions. The system must embed advanced cryptography for urgent and sensitive exchanges, along with tracking and monitoring to enhance speed, efficiency, and situational awareness for force movements across EU and associated country borders. The call supports a full development trajectory from studies and design to prototyping, testing, and potentially qualification/certification, with budgets and funding rates set by activity type and boosted by SME, mid-cap, and PESCO bonuses. Multi-beneficiary, cross-border consortia established in the EU or associated countries (Norway) are mandatory; participants must satisfy stringent ownership/control, security, and eligibility requirements. Proposals are single-stage, submitted via the EU Funding & Tenders Portal, and must include the mandated EDF templates and declarations (including co-financing). With an indicative budget of €9 million and a plan to fund one project, this opportunity is positioned for mature, credible teams capable of delivering a defence-grade, cyber-secure digital mobility capability aligned with STEP and EU defence priorities.

Where to apply and documentation:Submit via the EU Funding & Tenders Portal under EDF-2026-DA. Refer to the official call fiche and the EDF-2026-DA Call document for full conditions, award criteria, funding rates, and legal-financial setup EDF-2026-DA Call Document.

Footnotes

1. 1Official topic and call materials: EDF-2026-DA-PROTMOB-DMM Topic Page; EDF-2026-DA call document and model templates available via the portal and the call fiche EDF-2026-DA Call Document.

Funding Opportunity Overview: Secure Digital Military Mobility System

Basic Information

Opportunity Identifier:EDF-2026-DA (European Defence Fund 2026 Development Actions)

Call Title:Development actions implemented via actual cost grants (EDF-2026-DA call)

Project Title:Secure digital military mobility system

Submission Window:Opens 11 February 2026 and closes 29 September 2026 at 17:00 Brussels time

Budget and Funding Terms

Total Budget Allocation:€9,000,000 for this specific topic

Indicative Number of Projects to be Funded:One proposal is anticipated to be funded. However, depending on the quality of submissions and budget availability, more than one proposal may be funded

Funding Rate:Funding rates vary by activity type and consortium composition. Baseline rates range from 20 percent for prototyping to 90 percent for studies. Additional bonuses of up to 10 percent are available for Small and Medium-sized Enterprises (SMEs), mid-cap companies, and projects developed through PESCO (Permanent Structured Cooperation), with maximum rates potentially reaching 100 percent depending on the activity and consortium structure ¹

Scope and Objectives

Core Purpose:To develop a resilient, secure digital system including a mobile application capable of digitizing military mobility permits and clearances across EU Member States and EDF associated countries. The system must operate under adverse conditions when not all system nodes are available, incorporate advanced encryption methods, and include embedded tracking and monitoring capabilities

Strategic Context:This opportunity directly supports the EU Military Mobility Package announced on 19 November 2025, which aims to establish a Military Schengen concept for defense. The initiative addresses critical barriers to swift, coordinated, and secure movement of military personnel and equipment across European borders ². Currently, some countries require up to 45 days to process military equipment crossing requests; this project aims to reduce that to three days in peacetime and six hours during crises ³

Eligible Activities and Implementation Requirements

Mandatory Activities:

• Studies on feasibility of digitised military mobility systems
• Design of the system architecture and technical specifications
• Testing to validate system functionality

Optional Activities:

• Integrating knowledge activities
• System prototyping
• Qualification and certification activities
• Development of efficiency-enhancing technologies

Technical Requirements:

• System must operate with resilience under adverse conditions
• Advanced encryption methods for protecting sensitive information exchanges
• Embedded tracking and monitoring capabilities
• Mobile application component
• Interoperability with NATO systems
• Support for single notification process across all transport modes

Eligibility Criteria

Consortium Composition:Multi-beneficiary applications are mandatory for this topic. Minimum of three legal entities from at least three EU Member States or EDF associated countries (currently including Norway) must participate. Entities must be established in the EU or an associated country with executive management structure located in these territories

Eligible Participants:

• Small and medium-sized enterprises (SMEs)
• Mid-cap companies
• Research organizations
• Universities
• Public and private entities
• Entities from non-EU countries under specific conditions with appropriate guarantees

Ineligible Participants:Entities controlled by non-associated third countries unless approved guarantees are provided complying with Article 9(4) of the EDF Regulation. Ukrainian entities cannot participate as beneficiaries, affiliated entities, or subcontractors involved in the action

Key Conditions and Obligations

Co-financing Requirement:While specific co-financing percentages depend on activity type and consortium structure, beneficiaries must declare co-financing commitments using mandatory templates. All co-financing must be confirmed before grant agreement signature, with clear timelines and sources identified

Reimbursement Options for Equipment:For this topic, equipment costs are eligible as depreciation and full cost for listed equipment, allowing exceptional flexibility in how infrastructure investments are claimed

Financial Support to Third Parties (FSTP):FSTP is allowed but only within the ceiling specified in the call conditions. This mechanism enables beneficiaries to support innovative technologies and specialized knowledge providers

Security Requirements:Projects involve EU classified information protection in accordance with Commission Decision (EU, Euratom) 2015/444. A Security Aspects Letter (SAL) forms an integral part of the grant agreement. Beneficiaries and subcontractors must obtain appropriate Facility Security Clearances (FSCs) and Personnel Security Clearances (PSCs) depending on the classification level of information handled ⁴

Reporting and Payment Schedule

Reporting Structure:Beneficiaries must submit continuous reporting via the Funding and Tenders Portal Continuous Reporting tool. Periodic reports are required at interim and final payment stages, including technical reports describing implementation progress and financial statements detailing eligible costs

Payment Arrangements:Payments typically consist of initial prefinancing upon grant agreement entry into force, interim payments at reporting milestones, and a final payment upon project conclusion. The interim payment ceiling is typically 90 percent of the maximum grant amount

Cost Eligibility and Budget Categories

Eligible Cost Categories:

• Personnel costs (employees, direct contract workers, seconded personnel, SME owners): calculated using actual costs at daily rates
• Subcontracting costs: for action tasks performed by third parties
• Purchase costs: equipment, travel, subsistence, goods and services
• Other costs: including depreciation, internal services, and financial support to third parties
• Indirect costs: flat rate of 25 percent of eligible direct costs or actual costs under specific conditions

Ineligible Costs:

• Return on capital and dividends
• Debt service charges and interest
• Currency exchange losses
• Costs under double funding from other EU programs
• Costs for staff of national administration performing normal duties
• Deductible or refundable VAT
• In-kind contributions by third parties

Application and Submission Process

Submission Portal:All applications must be submitted through the EU Funding and Tenders Portal (eGrants system). Single-stage submission process applies

Required Documentation:

1. 1Part A: Administrative information (generated by the system)
2. 2Part B: Technical description including project summary, innovation potential, competitive advantage, and detailed work plan
3. 3Participant information forms for all consortium members
4. 4Detailed budget tables with cost breakdowns
5. 5Co-financing declarations from all co-financers
6. 6Participant infrastructure and resources lists
7. 7Ownership control declarations for entities controlled by non-EU parties
8. 8Harmonised capability declarations from supporting Member States
9. 9Procurement intent declarations confirming intent to procure final products
10. 10Certificates on financial statements (if applicable)

Application Format Requirements:Part B and annexes must be submitted as a single password-protected ZIP archive using AES-256 encryption. Page limits apply to Part B. Minimum font size is Arial 9 points with margins of at least 15 millimeters

Evaluation and Award Criteria

Key Award Criteria:

1. 1Excellence and potential of disruption in defense capabilities
2. 2Innovation and technological development demonstrating ground-breaking approaches
3. 3Competitiveness and potential to accelerate growth of European companies
4. 4Contribution to European Defence Technological and Industrial Base (EDTIB) autonomy
5. 5Security of supply and reduction of strategic dependencies
6. 6Alignment with Member State defense capability priorities within Common Foreign and Security Policy
7. 7Creation of new cross-border cooperation opportunities
8. 8Improved lifecycle efficiency compared to existing solutions
9. 9Quality and feasibility of project implementation

Strategic Context and Expected Impact

Connection to EU Defense Strategy:This opportunity directly supports the EU's Military Mobility Package, part of the broader Defense Readiness 2030 strategy. The package seeks to strengthen Europe's defense posture by removing regulatory, infrastructure, and capability barriers that currently hinder military transport across borders ⁵. The digital mobility system is a critical enabler of the proposed European Military Mobility Enhanced Response System (EMERS), which would allow rapid EU-wide prioritization of military movements during crises

Expected Outcomes:

• Harmonized digital framework replacing fragmented 27 national systems
• Reduction of military transport authorization time from 45 days to 3 days in peacetime and 6 hours in crises
• Enhanced interoperability with NATO systems
• Improved EU strategic autonomy and crisis response capabilities
• Support for European defense industry competitiveness
• Reduced fragmentation of European defense systems

Important Applicant Considerations

Financial Capacity Assessment:Applicants must demonstrate sufficient financial and operational capacity to implement the project. Start-ups and entities with limited track records may be eligible but will undergo financial capacity checks during grant preparation. All Participant Registry information must be kept current

Consortium Coordination:One beneficiary must serve as coordinator responsible for all communications with the granting authority, submission of reports, and distribution of payments. A written consortium agreement addressing internal organization, decision-making, liability arrangements, and dispute settlement is mandatory

Intellectual Property and Results:The EU does not obtain ownership of project results. Beneficiaries retain intellectual property rights. However, the granting authority receives royalty-free, non-exclusive, irrevocable licenses for policy, communication, and dissemination purposes

Double Funding Prohibition:Costs cannot be declared under multiple EU grants. Synergy action exceptions exist where total funding does not exceed 100 percent of eligible costs

SME and Mid-cap Support:Successful SME beneficiaries will be offered business coaching to accelerate growth and guide navigation of defense market challenges. All SME and mid-cap participants claiming bonus rates must have completed SME self-assessment within the last two years and maintain a positive rating

Support and Resources

Help Desk Contact:For questions related to this call, contact DEFIS-EDF-PROPOSALS@ec.europa.eu

Key Documents and Guidance:

• Call document (EDF-2026-DA) providing detailed objectives and scope
• EU Grants AGA (Annotated Model Grant Agreement) with detailed provisions
• Funding and Tenders Portal Online Manual for step-by-step submission guidance
• EDF Programme Security Instruction (PSI) for classified information handling
• Application form templates in Portal Submission System
• EDF Regulation 2021/697 establishing the European Defence Fund
• STEP Regulation 2024/795 establishing the Strategic Technologies for Europe Platform

National Focal Points:National Focal Points nominated by EU Member States and Norway provide guidance on consortium building, eligibility questions, and national requirements. Consult your country's NFP for localized support

Footnotes

1. 1Funding rates are complex and determined individually per beneficiary based on activity type and consortium composition. Applicants must calculate exact rates using Annex 2e complex funding rate calculator provided in the submission system
2. 2The Military Mobility Package was adopted by the European Commission and High Representative on 19 November 2025 as part of the broader strategy to strengthen Europe's defense posture by addressing barriers in regulatory, infrastructure, and capability dimensions
3. 3Current authorization times for military equipment crossing vary significantly by country, with some requiring up to 45 days; the European Military Mobility Enhanced Response System (EMERS) aims to reduce these to 3 days during peacetime and up to 6 hours during crises
4. 4Security requirements follow Commission Decision (EU, Euratom) 2015/444 on protecting EU classified information. Beneficiaries handling classified information at CONFIDENTIEL UE/EU CONFIDENTIAL or SECRET UE/EU SECRET levels must obtain FSCs and PSCs. Classification levels and handling procedures are specified in project-specific Security Classification Guides
5. 5The Military Mobility Package implements the vision of a Military Schengen concept, where military movements can occur across EU borders with the same ease as civilian movement under the Schengen agreement. The package allocates €17.7 billion across the 2028-2034 budget period for military mobility infrastructure and system development