Security Guard and Reception/Switchboard services for the EU House in Bulgaria

Public procurement tender by the European Commission DG COMM (Representation in Bulgaria) for uniformed, trained, unarmed security guard services with reception and switchboard duties at the EU House in Sofia, including the Europa Experience centre. The contract is a single framework agreement (initial 12 months, renewable up to three times for a maximum of 48 months) with an estimated ceiling of €800,000 and will be awarded by best price-quality ratio (quality 60%, price 40%). The procedure is a restricted two-step process requiring a request to participate by 5 October 2026 16:00 Europe/Sofia and electronic submission via the EU Funding & Tenders Portal (EU Login and PIC required). Applicants must demonstrate legal/regulatory authorisations, financial capacity, at least two similar projects and specified personnel qualifications and security vetting as set out in the procurement documents.

What it funds

Scope

Provision of uniformed, trained unarmed security guards and reception/switchboard services for the EU House in Sofia (European Commission Representation and European Parliament Liaison Office), including entrance control, physical security, reception/switchboard duties, emergency response (on-site within 20 minutes) and on-demand additional services.

Estimated contract value:Indicative framework contract ceiling €800 000 over the whole FWC duration ¹.

1. 1Contract type: Single framework contract (no lots); framework can be renewed (initial 12 months, renewable up to 48 months total).
2. 2Location: EU House, Sofia, Bulgaria (includes Europa Experience Centre).
3. 3Submission: Electronic only via EU Funding & Tenders Portal eSubmission.
4. 4Award method: Best price-quality ratio (price 40%, quality 60%).

Who can apply

Eligibility highlights

Open to legal persons and joint groups with access to EU procurement (see call documents for restrictions on entities subject to EU restrictive measures). Tenderers must hold required national licences to provide private security in Bulgaria, demonstrate economic/financial capacity (average annual turnover criteria) and technical/professional capacity (at least two similar contracts in the last 3 years, staff CVs and certifications). Subcontracting permitted subject to identification and commitments.

Minimum technical requirements:At least two comparable projects in the last three years with a minimum value of €80 000 each; CVs and certificates for proposed supervisors and guards (training, medical fitness, police record, equipment authorisations). ¹

Key dates and practicals

1. 1Deadline for requests to participate: 05/10/2026 16:00 (Europe/Sofia).
2. 2Procedure: Restricted (two-step). Only selected candidates from step 1 invited to submit tenders in step 2.
3. 3Submission method: eSubmission via Funding & Tenders Portal (EU Login required).
4. 4Estimated start: services to begin in 2027 (framework runs up to 48 months).

Lead contracting authority:European Commission, DG COMM - Communication (Representation in Bulgaria). Apply and download full procurement and draft contract documents on the Funding & Tenders Portal F&T tender page ¹.

Footnotes

1. 1Full tender specifications, draft framework contract and all annexes (eligibility, selection and award criteria, templates and security requirements) are available on the Funding & Tenders Portal at the link above.

Opportunity overview

The European Commission, DG COMM - Communication, acting as lead contracting authority on behalf of participating entities including the European Parliament, is launching a restricted, two-step call for tenders to award a single framework contract for uniformed, trained, unarmed security guard services together with reception and switchboard services for the EU House in Sofia, Bulgaria (including the Europa Experience centre). The contracting procedure identifier is EC-COMM/SOF/2026/RP/0292 and the TED reference is 167/2026 596440-2026. The procedure is a restricted procedure in two steps: candidates submit a request to participate (step 1) and only selected candidates are invited to submit tenders (step 2). The deadline for requests to participate is 05/10/2026 16:00 Europe/Sofia. Estimated total value over the maximum contract duration is €800 000 (framework contract ceiling). The maximum contract duration is 48 months; the single framework contract is concluded for an initial 12-month period, renewable up to three times. The award method is best price-quality ratio and the resulting instrument is a framework agreement without reopening of competition.

TED / Publication and contact:TED publication date: 31/08/2026. Lead contracting authority: European Commission, DG COMM - Communication, Representation in Bulgaria. Official procurement documents, templates and draft framework contract are published on the Funding & Tenders Portal and eSubmission is compulsory for submissions Funding & Tenders Portal ¹.

Key facts and administrative data

This is an interinstitutional procurement. The contracting authority acts also on behalf of the European Parliament Liaison Office and the framework contract may be used by participating entities listed in the procurement documents. The main CPV classification is 79710000 Security services; additional CPV codes include 64214200 Telephone switchboard services and 79992000 Reception services.

1. 1Call Identifier: EC-COMM/SOF/2026/RP/0292
2. 2TED reference: 167/2026 596440-2026
3. 3Procedure type: Restricted procedure (two-step)
4. 4Submission method: Electronic via eSubmission (EU Login required)
5. 5Estimated total value: €800 000 (framework ceiling)
6. 6Maximum contract duration: 48 months (initial 12 months, renewable 3 times)
7. 7Award method: Best price-quality ratio
8. 8Framework agreement: single contractor, without re-opening of competition

Who can apply and eligible applicant types

Eligible applicants are natural or legal persons established in the scope of the EU Treaties, international organisations and, where applicable, natural or legal persons established in third countries that are eligible under the contracting authority rules. Participation is open to sole candidates or groups of economic operators (joint requests to participate). Subcontracting is permitted under conditions specified in the tender documents. The procurement documents require registration in the Participant Register (PIC) and submission via the Funding & Tenders Portal eSubmission system.

1. 1Eligible applicant types: SME, large enterprise, private security companies, public entities (where applicable), subcontractors, joint ventures or consortia (group of economic operators).
2. 2Restrictions: entities subject to EU restrictive measures or without access to procurement under the rules in Section 2.2 are excluded.
3. 3Joint submissions: group leader must be nominated; all group members jointly and severally liable; Agreement/Power of Attorney required (Annex 3).

Eligible geographies:Beneficiaries must be established in the territory covered by the EU Treaties; participation by entities from eligible third countries is allowed only if the relevant international public procurement agreement or specific conditions are met. The services will be delivered in Bulgaria (Sofia).

Funding, contract type and nature of support

This opportunity is a public procurement leading to a framework service contract (framework agreement) to buy services from the market. The financial instrument is a service contract procured by the contracting authority. Beneficiaries (contractor) receive monetary payments under contract upon delivery of services; no grant, loan, equity or voucher mechanisms are involved.

Funding Type:Procurement - framework service contract (services). Contractor will receive monetary payments for services rendered.

Consortium requirement and submission model

A single contractor will be selected for the single framework contract. Applicants may apply as sole economic operators or as groups of economic operators (joint requests). If applying as a group, the group leader must be designated and the Agreement/Power of Attorney (Annex 3) must be signed by all members and uploaded with the request to participate. The procurement documents specify roles, joint and several liability and invoicing arrangements for group members.

Consortium requirement:Single framework contractor will be selected. Joint submissions are permitted; group leader required. All group members are jointly and severally liable.

Selection and award criteria, evaluation process and stages

The procedure is organised in two stages. Step 1 assesses exclusion and selection criteria (administrative and capacity checks). Only selected candidates are invited to Step 2 to submit full technical and financial tenders. The contracting authority will invite between a minimum of 5 and a maximum of 8 candidates to step 2. Award is based on best price-quality ratio with quality = 60% and price = 40%. Quality evaluation uses four sub-criteria; each must reach at least 60% of its maximum score for the tender to be considered.

1. 1Step 1 (selection): Exclusion criteria (Declaration on Honour, Annex 2), legal and regulatory capacity, economic and financial capacity (average annual turnover last two years > €200 000, consolidated), technical and professional capacity (at least two similar projects in last 3 years each >= €80 000), personnel CVs and certifications.
2. 2Step 2 (award): Administrative check, technical tender evaluation (Quality 60%) and financial tender (Price 40%).
3. 3Minimum technical pass thresholds: At least 60% of maximum points per quality sub-criterion.

Number of stages:2 (Step 1 selection; Step 2 award).

Success rates:Not published. Restricted procedure indicates competitive selection; minimum 5 candidates to be invited to step 2 but final success rate will depend on number of applicants and evaluation outcomes.

Detailed eligibility, selection and technical requirements

The tender specifications and all annexes define detailed documentation to be submitted at Step 1 and Step 2. Key documents include: Invitation letter; Annex I Tender Specifications (administrative part and references to Technical specifications part 2); Annex II Draft Framework Contract; Annex 2 Declaration on Honour; Annex 3 Agreement/Power of Attorney; Annex 4 List of identified subcontractors; Annex 5.1 and 5.2 commitment letters; Annex 6 Technical and professional capacity form (List of projects). Candidates must be registered in the Participant Register and have a PIC. Submissions must be in English via eSubmission.

1. 1Documents to upload with request to participate (step 1): Declaration on Honour (Annex 2), proof of legal and regulatory capacity (trade/professional register and national licence to provide security services in Bulgaria), Agreement/Power of Attorney (if joint), Annex 4 list of identified subcontractors (if applicable), Annex 6 completed (list of at least 2 similar projects, each >= €80 000), CVs and certificates for required key personnel (7 security guard CVs + 1 supervisor CV).
2. 2Evidence for economic and financial capacity (F1): average annual turnover last two years above €200 000. P&L and balance sheets or bank statements may be requested at contracting authority’s discretion.
3. 3Technical requirement details (T1, T2): At least two similar projects in the last three years; guards and supervisors experience, training, language requirements, medical certificates, police record certificates (medical and police records provided only by successful tenderer prior to award).

Mandatory technical staff and certifications:Minimum set required with the request to participate: 8 CVs (7 for Security Guards and reception staff, 1 for Contact Person/Supervisor) with supporting training/certificates. Guards must have minimum 2 years security experience, fitness attested by medical certificate (submitted by successful tenderer later), national authorisation to work as Security Guard in Bulgaria or proof that obligations to obtain it are being fulfilled, Basic Life Support certification with AED, radiation protection training (completed or started), clean police record (submitted later). Language levels: Bulgarian C1 and English B1 for supervisors; reception guard requires Bulgarian C1 and English B2, other guards Bulgarian C1 and English B1.

Award criteria and scoring

Award scoring uses the best price-quality ratio with the following structure:Price 40% and Quality 60%. Quality is split across four award sub-criteria each with maximum points and minimum pass thresholds. Tenders failing to reach at least 60% on any quality sub-criterion are excluded from award ranking. The contracting authority applies the published scoring formula to compute final scores and rank tenders; ties are broken in favour of the higher quality score and by sequential tie-break rules set out in the tender specifications.

1. 1Award weighting: Quality 60% / Price 40%.
2. 2Quality sub-criteria (examples and maximum points): 1) Service delivery proposal (40 points, min pass 24), 2) Action plan for unforeseen circumstances and emergency response (20 points, min pass 12), 3) Continuity of service methodology (20 points, min pass 12), 4) Contract management and communications (20 points, min pass 12).
3. 3Price evaluation: total tender price used for ranking; lowest price receives maximum price score for the 40% price component.

Submission process, templates and administrative rules

Requests to participate and tenders must be submitted exclusively via the Funding & Tenders Portal eSubmission application. Registration with EU Login and obtaining a PIC in the Participant Register is mandatory. The Portal provides templates and annexes to be completed. eSubmission system technical rules (supported browsers, file types, maximum attachment sizes, number of files and naming conventions) must be observed. Candidates can withdraw or replace their request to participate before the deadline. Only selected candidates will be invited to step 2 and will receive the Technical specifications part 2 and financial model templates for tender submission.

1. 1Mandatory registration: EU Login and PIC in Participant Register prior to submission.
2. 2Submission channel: eSubmission via Funding & Tenders Portal; email or postal submissions are not accepted.
3. 3Templates provided: Annexes 1-6 and draft framework contract; technical tender template and financial offer form provided at step 2.
4. 4Signature policy: documents may be signed by qualified electronic signature (QES) or handwritten signature; evidence of authorisation to sign must be provided for signatories acting on behalf of legal entities.

Pricing, contract model and payment

The contract will be a framework service contract with order forms or specific contracts issued against the framework. The framework contract ceiling is €800 000. The financial offer must be expressed in euro and exclude VAT (EU institutions are VAT exempt). Price revision is possible after the first year using the index formula set out in the draft framework contract; the tender must include fixed prices for the initial period. Payments will be made against monthly interim invoices and a final balance in line with the contract provisions; payment terms and suspension of payment rules are described in the draft contract.

Risk, security and compliance obligations

The draft framework contract and Appendix 2 set out security management, personnel vetting, information security and incident reporting obligations. The contractor must ensure compliance with Commission security standards, may be required to provide at least one person with a Personnel Security Clearance at CONFIDENTIEL UE / EU CONFIDENTIAL level, and must accept security briefings and sign security statements for personnel. All costs related to security checks, clearances and compliance are at the contractor's expense. The contractor must apply data protection measures under Regulation (EU) 2018/1725 and store personal data only within the EU/EEA as required by the draft contract.

Security requirements:Personnel security vetting, possible requirement to hold at least one CONFIDENTIEL UE / EU CONFIDENTIAL Personnel Security Clearance for assigned staff, obligation to notify security incidents within 48 hours, and compliance with Commission Decision 2015/443 and related guidance. Appendix 2 describes contractor obligations in detail.

Templates and application forms structure (what to prepare)

The procurement document package includes templates and annexes to be used and completed. Annex I lists the administrative tender specifications; Annex 2 is the Declaration on Honour (exclusion and selection); Annex 3 is the Agreement/Power of Attorney for joint submissions; Annex 4 lists identified subcontractors and percentages; Annex 5.1 and 5.2 are commitment letters by subcontractors or entities on whose capacity a candidate relies; Annex 6 is the Technical and professional capacity form (List of projects). Step 2 provides a technical tender template and the Financial Offer form (Annex D) and a financial model for estimating volumes. Candidates must ensure all required fields and attachments are completed and signed where requested.

1. 1Annex 2 Declaration on Honour: mandatory for all involved entities as specified in Annex 1A; accepts electronic QES signature.
2. 2Annex 6 Technical and professional capacity form: list at least two similar projects in the last three years, each >= €80 000, with client references and invoiced amounts.
3. 3Annex 3 Agreement/Power of Attorney: for joint submissions, signed by all group members; appoints group leader and defines joint and several liability.
4. 4Annex 4/Annex 5: subcontractor identification and commitment letters where subcontractors are used and where they contribute to selection criteria or exceed 20% of contract value.

Co-funding, guarantees and insurance

This is a procurement service contract; there is no co-funding mechanism required. The tender requires evidence of civil liability insurance for business activities covering at least €80 000; successful tenderer will be asked to provide proof of insurance before contract signature. Performance guarantees are not applied by default in the FWC but the contracting authority may request financial guarantees for certain specific arrangements as set out in the draft contract.

Co-funding requirement:No co-funding required. Contractor will be paid for services delivered under the contract.

Procurement risks and practical advice

Practical risks to address when preparing the request to participate and tender include:ensuring all required legal/regulatory licences to provide security services in Bulgaria are in place or clearly demonstrated; preparing proof of similar contracts and client references meeting the €80 000 per project minimum; guaranteeing staff availability and required vetting/certifications; ensuring registration in the Participant Register and timely completion of the PIC; preparing Annex 3 for joint bids well in advance; complying precisely with eSubmission file naming, sizes and formats; and being prepared to supply police and medical certificates for proposed guards if invited to tender or before award. Non-compliant or incomplete submissions will be rejected.

1. 1Ensure Bulgarian national licence for private security services is held where applicable.
2. 2Prepare at least two similar project references in the last three years with minimum €80 000 value each.
3. 3Assemble and certify CVs, training and certificates for the supervisor and guards in advance.
4. 4Register in Participant Register and obtain PIC early; set up EU Login account and test eSubmission ahead of the deadline.
5. 5Confirm insurance cover and evidence to produce prior to contract signature.

Mentioned countries and geographic scope

The call concerns services performed in Bulgaria (Sofia). Geographic eligibility for applicants is the EU and other entities permitted under the contracting authority rules; the procurement is governed by EU law and the Financial Regulation. The lead contracting authority is the European Commission Representation in Bulgaria with participating entities across EU institutions.

Mentioned Countries:Bulgaria (place of performance); EU (applicant eligibility region).

How to apply and where to find more information

All procurement documents, including the Invitation, Tender Specifications, Annexes and Draft Framework Contract, are published on the Funding & Tenders Portal. Questions must be submitted using the Portal public Q&A mechanism; no public Q&A entries were published at the time of the scraped content. Use eSubmission for requests to participate. The Portal provides guidance, system requirements and eSubmission quick guides. Applicants must ensure early registration and compliance with eSubmission system rules to avoid upload issues near the deadline.

Submission URL and Portal:Submit requests to participate and tenders via the Funding & Tenders Portal eSubmission interface Funding & Tenders Portal - Tender details ¹.

Summary: what this opportunity is about and how to explain it

This procurement seeks a professional security and reception/switchboard services contractor to staff and operate entrance control, physical security, reception and telephone switchboard operations for the EU House in Sofia, Bulgaria, including emergency response and provision for additional on-demand services. The selected contractor will enter into a single framework agreement with the European Commission (DG COMM) on behalf of participating entities and may be asked to conclude specific contracts or receive order forms under that framework. The contract is valued indicatively at up to €800 000 over a maximum of 48 months and will be awarded through a restricted two-step procedure: first selection on exclusion and selection criteria, and then award on best price-quality ratio among invited tenderers. Applicants must register on the Funding & Tenders Portal, prepare the specified annexes and templates, demonstrate financial and technical capacity (including recent comparable projects and qualified staff), and comply with strict security, personnel vetting and data protection obligations. Submissions are electronic only and full procurement documents and templates are available on the Portal ¹.

Footnotes

1. 1Procurement and submission documents, templates and the eSubmission application are available on the Funding & Tenders Portal at the tender details page: ec.europa.eu

This is a public procurement tender, not a grant, for security guard and reception/switchboard services at the EU House in Bulgaria. The European Commission Representation in Bulgaria, acting also on behalf of the European Parliament Liaison Office, is seeking a uniformed, trained, unarmed security guard service together with reception and switchboard support for the House of Europe premises.

What the opportunity is about

The contract covers routine protective duties, access control, reception and switchboard services for the EU House in Bulgaria. The stated operational rationale is the increasing importance of site security, including the forthcoming opening of Europa Experience and the changed level of access to the building.

Who can apply

This opportunity is aimed at economic operators capable of delivering professional security and reception services and meeting the selection and exclusion criteria set out in the procurement documents. The portal metadata does not indicate a specific SME set-aside, and the opportunity is marked as not SME-suitable.

• Candidates must first submit a request to participate because this is a restricted procedure.
• Applicants should be able to demonstrate relevant technical and professional capacity, including project references required in the documents.
• Submission must be made electronically through the EU Funding and Tenders Portal.
• EU Login is required for electronic submission, and a PIC is normally required for tender participation on the portal.
• Only shortlisted candidates are expected to be invited to submit a full tender in the second stage.

Commercial and contractual terms

The procurement is structured as a framework agreement, which means the contracting authority is seeking a contract vehicle for recurring services over the contract period rather than a one-off assignment. The draft framework contract indicates an initial period of 12 months, renewable three times, for a total possible duration of up to 48 months.

Contract value and pricing:The estimated total value is €800000, and the award is based on the best price-quality ratio, so both service quality and price will matter.

Submission and documents

The call was published on 31 August 2026 and is currently open for submission. The portal lists seven documents, including the invitation letter, administrative tender specifications, declaration on honour, editable annexes, the technical and professional capacity form, the draft framework contract and the security requirements appendix.

• Invitation letter to submit request to participate
• Administrative tender specifications for requests to participate
• Declaration on honour
• Editable annexes 3, 4, 5.1 and 5.2
• Technical and professional capacity form for criterion T1
• Draft framework contract
• Appendix on security requirements

What applicants should pay attention to

• The service combines guarding with reception and switchboard functions, so bidders should show relevant integrated service experience.
• Security requirements form part of the draft contract annex and are likely to be important for compliance.
• Because this is a restricted procedure, the quality of the request to participate is critical for reaching the second stage.
• The portal data shows no public questions and answers entries at the time reflected in the supplied information.
• Applicants should plan around the official deadline shown in the portal summary, which is 5 October 2026 at 16:00 Sofia time.

Applicants should verify the full selection criteria, exclusion grounds and any staffing or operational obligations directly in the published procurement documents before submitting, because those details govern admissibility and scoring.