Security services for the Delegation of the European Union to Liberia

This is a call for tenders (EEAS/DELLBRM/2025/CPN/0130) for a single-supplier framework contract to provide manned guarding and technical security systems (GPS/GPRS tracking, alarms, CCTV) for the EU Delegation in Monrovia, Liberia, with an estimated value of USD 1,970,000. The procurement uses a two-stage competitive procedure with negotiation: requests to participate are due 15 April 2026 at 15:00 Africa/Monrovia and shortlisted candidates will be invited to submit technical and financial tenders. Eligible applicants include natural and legal persons established in EU Member States, certain third countries, exceptionally Liberia and international organisations, and the entity performing the services must hold a Liberian Ministry of Justice authorisation to operate private security agencies; joint bids and subcontracting are allowed. Submissions are electronic via the EU Funding & Tenders Portal (PIC required), award is by best price-quality ratio (60% quality, 40% price), contract duration up to 72 months, with KPI-based penalties and monthly invoicing.

Tender at a glance

Essential facts

What is procured:provision of human and material security resources for the EU Delegation in Monrovia (security guards; GPS/GPRS tracking; alarm and CCTV systems; related security services). Contract type: single framework service contract, multiple specific contracts/orders possible.

Estimated value:Approximate total estimated value 1,970,000 USD. Maximum contract duration 72 months. Award by best price-quality ratio. ¹

1. 1Who can apply: natural or legal persons and groups (joint tenders), including international organisations; operators must be authorised to provide private security services in Liberia and meet exclusion/selection criteria (turnover, past contracts, staffing).
2. 2Procedure: two-stage competitive procedure with negotiation — step 1 request to participate; only shortlisted candidates invited to submit technical and financial tenders (do not submit technical/financial at step 1).
3. 3Submission: electronic only via EU Funding & Tenders Portal eSubmission; requests to participate deadline 15/04/2026 15:00 (Monrovia local time).

Key requirements:candidates must supply a completed Request to Participate form, a Declaration on Honour on exclusion and selection criteria, proof of licence to operate private security agencies in Liberia, minimum average turnover and previous security contracts, and evidence of adequate manpower. Subcontracting allowed but contractor remains fully liable.

How to apply:Submit the Request to Participate via the EU Funding & Tenders Portal eSubmission (follow portal guidance and system requirements). All procurement documents (invitation, tender specifications, draft FWC, forms) are published on the call page. ¹

Award and next steps:after selection at step 1, selected candidates receive technical specifications and are invited to tender; tenders are evaluated on technical quality (60%) and price (40%) with minimum technical thresholds. The contracting authority is the European External Action Service (EEAS), Delegation to Liberia.

Footnotes

1. 1Procurement page and documents: EU Funding & Tenders Portal — Security services for the Delegation of the European Union to Liberia F&T Tender page.

The European External Action Service (EEAS), through the Delegation of the European Union to Liberia, is procuring a comprehensive security services framework to protect persons and assets under its responsibility in Monrovia, Liberia. The services encompass human guarding and technical security systems, including active GPS/GPRS tracking, alarm systems, and CCTV. The procedure is a competitive procedure with negotiation, conducted in two stages: a selection stage based on requests to participate, followed by an invitation-only tender stage for selected candidates. The framework is a single-supplier framework agreement without reopening of competition, awarded on the basis of the best price-quality ratio.

Scope of Services

The contractor will provide all necessary human and material resources to ensure the security of EU Delegation personnel and property. Core components include but are not limited to: provision of trained security guards; installation and operation of active GPS/GPRS tracking systems; alarm systems; and CCTV systems. Technical specifications are confidential and will be disclosed only to candidates shortlisted at the end of stage one.

Procedure Structure and Key Dates

1. 1Stage 1 — Selection stage: Interested economic operators submit a Request to Participate via eSubmission in any official EU language. Evaluation at this stage covers access to procurement, exclusion, and selection criteria.
2. 2Stage 2 — Tender stage: Only selected candidates are invited to submit full technical and financial tenders and may be engaged in negotiations. Minimum requirements and evaluation criteria cannot be altered by negotiation.
3. 3Negotiation: The contracting authority may provide feedback to improve tenders, ensuring equal treatment.
4. 4Key dates: Notice published 12/03/2026; deadline for receipt of requests to participate 15/04/2026 at 15:00 Africa/Monrovia time.

Submission channel and identification:Submissions are exclusively electronic via eSubmission (EU Funding & Tenders Portal). Organisations must have a valid Participant Identification Code (PIC). Access and browser requirements, file size limits, and system tips are available in the eSubmission guides.

Eligibility and Participation Rules

Access to procurement (geographic eligibility)

Participation on equal terms is open to natural and legal persons whose domicile or headquarters registration is: in an EU Member State; in a third country with a special agreement with the EU in the field of public procurement, subject to the conditions in that agreement; or, exceptionally, in Liberia. International organisations may also participate.

Exclusion grounds and declarations

All candidates must submit a signed Declaration on Honour covering EU-standard exclusion grounds and selection criteria. The declaration is required for each group member in a joint request, each identified subcontractor, and any capacity-providing entities. Upon request, documentary evidence must be supplied within the deadlines set by the contracting authority; in any case it is required from the successful tenderer before contract signature.

Selection criteria (minimum capacities and evidence)

• Legal and regulatory capacity: The economic operator performing the services must hold a valid certificate to Organise and Operate Private Security Agencies issued by the Ministry of Justice Department of Public Safety in Liberia, per the 2008 Guidelines. This certificate must be valid at the request-to-participate deadline and will be re-verified before signature. This capacity is critical and cannot be fulfilled via reliance on other entities; it must be held by the contractor or, in a group, by a participating member who will perform the services.
• Economic and financial capacity: Average annual turnover of at least USD 330,000 over the last three closed financial years. Evidence: completed turnover table in the Request to Participate form, plus profit and loss accounts for the last three closed financial years. In joint tenders, assessed for the group as a whole; evidence may pertain to at least one operator meeting the minimum level.
• Technical and professional capacity — Experience: At least two service contracts relevant to security services during the last three years preceding the submission deadline; at least one of these with a duration of at least one year; cumulative value across the last three years of at least USD 110,000. Evidence: list in the Request to Participate form and client reference letters on letterhead, signed by the client’s legal representative, confirming professional performance and compliance. Only listed contracts with matching reference letters are accepted. In joint tenders, this is applied to the member providing the Liberian licence under the legal capacity criterion.
• Technical and professional capacity — Manpower: Currently employ at least 66 staff in fields related to security services. Evidence: completed staffing table in the Request to Participate form. In joint tenders, can be met by the group as a whole; evidence must pertain to at least one operator who will perform the services.

Consortia and subcontracting

Requests may be submitted by a single economic operator or jointly by a group. Group members are jointly and severally liable and must appoint a leader with power of attorney to bind the group and handle contract administration. Subcontracting is permitted; subcontractors must meet exclusion rules, and if relied upon for selection capacity, must provide evidence. Cross-subcontracting between competing candidates within the same lot is prohibited. Any change to group composition or identified subcontractors during the procedure or contract performance requires approval and may lead to rejection or termination if not accepted.

Evaluation and Award

Technical evaluation (tender stage)

At invitation to tender, candidates submit:a Statement of compliance with all procurement documents and minimum technical requirements; a technical offer addressing award criteria and sub-criteria (the latter disclosed only to selected candidates due to confidentiality). Technical award criteria and maximum points: 1) Contract management and execution — 80 points, min. 50% threshold; 2) Quality management and assurance — 60 points, min. 50% threshold; 3) Working conditions, economic and social benefits for security personnel — 70 points, min. 50% threshold. Minimum overall technical threshold: 60% of 210 total points.

Financial evaluation (tender stage)

Financial offers must be in USD, duty- and tax-free (EU is exempt under the Vienna Convention), and all-inclusive. Tenders must use the prescribed Unit Price Schedule (Annex A) and Price Scenarios table (Annex B); any alterations lead to rejection. Prices are firm for tender validity; price revision during implementation follows CPI Liberia (LISGIS) per the framework contract. Only tenders passing technical thresholds are opened financially and checked for arithmetic accuracy.

Best price-quality ratio formula:Overall score Pi = Ti × 0.60 + Fi × 0.40, where Ti is the technical score normalised to the best technical offer, and Fi aggregates normalised prices for Scenario 1 (weight 80) and Scenario 2 (weight 20), both excluding reimbursable expenses.

Framework ceiling calculation and KPI/penalties

The contract ceiling is set using the winning Scenario 1 total plus estimated price revision, capped reimbursable expenses, and up to 10% security margin, without exceeding the value published in the contract notice. During implementation, monthly KPI-based performance monitoring applies: for each KPI not achieved, 10% is deducted from the overall KPI score; if the monthly overall KPI score is below 90%, 5% of the monthly invoice is deducted for every 10% drop below the 90% threshold. Liquidated damages for delays and reductions in price for quality shortfalls may also apply under the general conditions.

Contracting Model and Payments

• Single-supplier service framework contract (FWC), with specific contracts issued by email for services. The contractor must accept or explain refusal within 10 working days.
• Base duration: four years from entry into force. Renewal: up to two additional one-year renewals by mutual written agreement. Maximum overall duration consistent with 72 months as indicated in the notice.
• Currency: USD. VAT/taxes: EU Delegation exempt. Payments: monthly invoicing per specific contract, payable within 30 days upon approval. No pre-financing or interim payments beyond monthly cycles.
• Reimbursable expenses: capped at USD 30,000 across the entire FWC including renewals; DSA ceiling €68 and accommodation ceiling €150, reimbursed per detailed rules.
• Price revision: annual, indexed to Liberia CPI (LISGIS).
• Law/Jurisdiction: Union law complemented by Liberian law as necessary; courts of Monrovia have exclusive jurisdiction.
• Data protection: processing in the EU/EEA and Liberia; strict compliance with Regulation (EU) 2018/1725; location and transfer controls apply.

How to Apply (Stage 1: Request to Participate)

1. 1Access the official call page and documents: Invitation to submit request to participate; Tender Specifications Part I; Draft Framework Contract; Request to Participate form; Declaration on Honour.
2. 2Register or reuse your organisation’s PIC in the EU Participant Register. Prepare and submit via eSubmission only; submissions by email or letter are not accepted.
3. 3Complete the Request to Participate form, attach required evidence for access, exclusion, and selection criteria, and sign electronically (QES) or by hand if QES not available.
4. 4Identify any subcontractors and entities on whose capacities you rely. Include signed commitment letters where relevant.
5. 5Submit by the stated deadline. You may withdraw or replace your submission before the deadline; only the latest non-withdrawn version is evaluated.

Stage 2: Invitation to Tender (for selected candidates only):Selected candidates receive the technical specifications and the letter of invitation to tender. They must submit a Statement of Compliance, a detailed technical offer addressing award criteria and minimum requirements, and a financial offer using Annex A and Annex B templates. Negotiation may follow the initial offers without changing minimum requirements.

Templates and Document Structure

• Request to Participate form: Organisation identification (name, legal form, registration and VAT numbers, address), contact person, PIC, selection criteria tables for turnover and manpower, list of relevant contracts with values and durations, identification of subcontractors and capacity-providing entities, language of submission, signatures.
• Declaration on Honour (exclusion and selection criteria): Comprehensive EU-standard exclusion grounds; confirmation of meeting selection criteria; conflict of interests statement; restrictive measures compliance; established debt to the Union; independence of the tender. Evidence may be waived if provided within the last year for the same contracting authority or accessible via free national databases.
• Power of Attorney (for joint tenders): Appoints the leader; sets joint and several liability; authorises the leader to bind all members, handle administration, invoicing, and payments.
• Commitment Letter by Identified Subcontractor: Confirms participation, availability of resources, absence of conflicting interests, and acceptance of contractual checks and audits. Includes annexes such as Declaration on Honour, ID, registry extracts, and representation powers.
• Commitment Letter by Capacity-Providing Entity: Authorises reliance on financial/technical capacities and commits resources if awarded; confirms no conflicting interests and acceptance of contract conditions.
• Technical Offer (stage 2): Statement of compliance and responses to award criteria including contract management and execution plan, quality system description (policies, procedures, facilities), and staff working conditions and benefits enhancing stability and performance. Sub-criteria are disclosed only to invited candidates.
• Financial Offer (stage 2): Mandatory Unit Price Schedule (Annex A) and Price Scenarios (Annex B) in USD, all-inclusive and tax/duty-free. Arithmetic accuracy checks apply.

Administrative and IT Submission Conditions

• Electronic-only submission via eSubmission on the EU Funding & Tenders Portal. PIC is mandatory for candidates and consortium members; recommended but not mandatory for subcontractors.
• Browser and file requirements: use latest Chrome or Firefox; file size per attachment typically under 50 MB; maximum of 200 files per tender; supported formats per system requirements.
• Encryption: All uploaded documents are encrypted at upload; content is not accessible after submission. Drafts may be viewed/edited/deleted until the deadline.
• Time zone: Deadline uses the contracting authority’s local time (Africa/Monrovia).
• Language: Requests to participate may be submitted in any official EU language. The English version of procurement documents constitutes the sole authentic text.

Special Provisions and Contingencies

• Ceiling increase contingency: In line with Annex I FR, the contracting authority may, during execution and within three years of signature, use a negotiated procedure without prior notice to increase the FWC ceiling by up to 50% in specific circumstances, including deterioration of the security situation, particular events requiring additional posts, premises changes, or increases in Delegation staff.
• Security and access: Contractor personnel may receive access cards to Delegation premises; unreturned cards may incur liquidated damages.
• Checks, audits, and anti-fraud: OLAF, the Court of Auditors, and the EPPO may conduct checks and investigations during the services and up to five years after the final balance on the last specific contract. Record-keeping obligations apply.

Answers to Classification Questions

Eligible Applicant Types:Economic operators able to deliver licensed security services in Liberia, including SMEs and large enterprises, security service companies, international organisations, and groups of economic operators. Natural persons and legal persons are eligible provided they meet access, exclusion, and selection criteria; however, the Liberian private security agency authorisation is mandatory for the operator performing the services, which in practice points to licensed security companies or a group member holding the licence.

Funding Type:Procurement of services via a single-supplier framework contract awarded through a competitive procedure with negotiation. This is not a grant; the contractor is paid for services rendered under specific contracts.

Consortium Requirement:Single applicant or joint group (consortium) is allowed. No obligation to form a specific legal entity to submit; joint and several liability applies, and a group leader must be appointed. Subcontracting is permitted with restrictions on cross-subcontracting.

Beneficiary Scope (Geographic Eligibility):EU Member States; third countries with special agreements on public procurement with the EU under the agreement’s conditions; exceptionally, Liberia; international organisations. Place of performance is Liberia.

Target Sector:Security services for diplomatic facilities and personnel, including manned guarding and security technology systems (alarms, CCTV, GPS/GPRS tracking). Related sectors include ICT/security systems integration and operations.

Mentioned Countries:Liberia. EU Member States are referenced for access eligibility. Jurisdiction is Monrovia, Liberia.

Project Stage:Operational service delivery under a framework contract. The expected maturity is fully operational capability to deploy licensed guards and technical security solutions, with proven references and staffing already in place.

Funding Amount:Estimated total value USD 1,970,000 for the framework agreement across its duration, inclusive of renewals and reimbursable expenses. Reimbursable expenses are capped at USD 30,000 over the full term.

Application Type:Two-step open call for requests to participate (Stage 1), followed by invitation-only tender for selected candidates (Stage 2), within a competitive procedure with negotiation. Submissions are electronic only via eSubmission.

Nature of Support:Money. Payments for services against monthly invoices under specific contracts; no pre-financing. VAT and duties are not applicable to the EU Delegation under diplomatic exemptions.

Application Stages:2 stages: 1) Request to Participate and selection; 2) Invitation to Tender with possible negotiation, then award and contract signature.

Success Rates:Not published in the documents. No historical success rates or expected award counts are provided.

Co-funding Requirement:No co-funding. This is a procurement contract; the contractor is paid for services delivered. Bidders bear their own costs for preparing and submitting requests to participate and tenders.

Practical Checklist for Stage 1 Submission

• Obtain or confirm your EC Participant Identification Code (PIC).
• Confirm your entity’s eligibility (EU Member State, eligible third country agreement, or Liberia; or an international organisation).
• Ensure the operator performing the services holds the Liberian Ministry of Justice authorisation to Organise and Operate Private Security Agencies (valid on the deadline).
• Prepare turnover evidence: last three closed financial years’ profit and loss accounts; complete the turnover table (≥ USD 330,000 average).
• Prepare manpower evidence: current staff count in security-related roles (≥ 66), documented in the form.
• Compile the list of relevant security services contracts in the last three years, noting durations and values; obtain client reference letters on letterhead, signed, confirming compliant performance.
• Identify subcontractors and capacity providers if any; collect signed commitment letters.
• Complete and sign the Declaration on Honour for the candidate and all involved entities.
• Submit the Request to Participate electronically via eSubmission before 15:00 (Africa/Monrovia) on 15/04/2026.

Where to Find Official Information and Documents

• EU Funding & Tenders Portal — Opportunity page (submission and documents): EU Funding & Tenders Portal Listing
• Invitation to submit request to participate (PDF): Invitation Letter
• Tender specifications Part I (PDF): Tender Specifications Part I
• Draft Framework Contract (PDF): Draft FWC
• Declaration on Honour (DOCX): Declaration on Honour

Comprehensive Summary

This call for tenders seeks a licensed and capable security services provider to protect EU Delegation staff and facilities in Monrovia, Liberia, under a single-supplier framework contract valued at approximately USD €1.97 million. Services combine manned guarding and advanced technical security systems such as GPS/GPRS tracking, alarms, and CCTV. The procurement follows a two-stage competitive procedure with negotiation: first, interested economic operators submit a Request to Participate demonstrating access, exclusion compliance, and minimum selection capacities; second, shortlisted candidates receive the confidential technical specifications and submit full technical and financial offers, with potential negotiations to refine tenders while upholding minimum requirements. The award is based on the best price-quality ratio, with clear technical criteria focusing on contract execution, quality assurance, and personnel working conditions, and a financial evaluation using prescribed price scenarios in USD, tax- and duty-free. The operator performing the services must hold the Liberian Ministry of Justice authorisation to operate private security agencies, and candidates must show sufficient turnover, manpower, and recent relevant references supported by client letters. The framework runs initially for four years, with possible extensions up to a total of 72 months, and includes defined key performance indicators, potential deductions for underperformance, annual price revision linked to the Liberia CPI, monthly invoicing with 30-day payment terms, and a capped reimbursable expenses envelope. Submissions are electronic only through the EU Funding & Tenders Portal, require a PIC, and must adhere to technical and documentary requirements. Overall, the opportunity is designed for established, licensed security service providers with robust operations in Liberia and proven capability to integrate and manage both human and technical security assets to high diplomatic standards.

Opportunity Overview

This is a call for tenders (EEAS/DELLBRM/2025/CPN/0130) for a framework agreement to provide comprehensive security services to the EU Delegation in Monrovia, Liberia. Services include security guards, active GPS/GPRS tracking systems, alarm systems, and CCTV systems to protect persons and assets under the Delegation's responsibility. The procedure is a competitive procedure with negotiation, conducted in two stages: requests to participate followed by invitations to tender for selected candidates.

Key Dates:TED publication: 12 March 2026. Deadline for requests to participate: 15 April 2026 at 15:00 Africa/Monrovia time.

Estimated Value:USD 1,970,000.

Duration:Maximum 72 months (6 years).

Eligibility and Who Can Apply

Open to natural and legal persons established in EU Member States, third countries with special EU public procurement agreements, exceptionally Liberia, and international organisations. Candidates must register in the EU Participant Register to obtain a PIC. Joint tenders and subcontracting are allowed, with joint and several liability. Subcontractors must meet exclusion criteria if identified.

Exclusion Criteria

Candidates must submit a Declaration on Honour confirming no bankruptcy, tax/social security breaches, grave professional misconduct, fraud, corruption, criminal offences, significant contract deficiencies, irregularities, or resistance to audits. Evidence required upon request from successful candidates.

Selection Criteria (Stage 1 - Requests to Participate)

• Legal/Regulatory: Certificate from Liberia's Ministry of Justice Department of Public Safety to operate private security agencies (non-subcontractable).
• Economic/Financial: Average annual turnover >= USD 330,000 over last 3 years (group as whole).
• Technical/Professional: At least 2 relevant security contracts in last 3 years (one >=1 year, cumulative value >= USD 110,000) with client reference letters; currently employ >=66 security staff.

Evidence must be submitted with request to participate. Reliance on third-party capacities allowed for technical/professional criteria if they perform the services.

Procurement Procedure

Two-stage process. Stage 1:Submit Request to Participate via eSubmission on EU Funding & Tenders Portal, including Declaration on Honour and selection evidence. Selected candidates proceed to Stage 2 for technical/financial tenders. Award based on best price-quality ratio (60% quality, 40% price). Framework without reopening competition; possible negotiated increases up to 50% of initial value due to security changes.

Technical Evaluation (Stage 2):210 points total (min 60% overall, 50% per criterion): Contract management (80 pts), Quality management (60 pts), Working conditions/benefits (70 pts). Detailed sub-criteria confidential until Stage 2.

Financial Evaluation:Prices in USD, tax/duty-free, all-inclusive. Based on unit price schedule and 2 price scenarios. Overall score: Pi = Ti*0.60 + Fi*0.40.

Contract Details

Single framework service contract (FWC), max duration 4 years + 2x1-year renewals. Monthly invoicing with reports; payment within 30 days. Price revision from year 2 using Liberia LISGIS CPI. Reimbursable expenses up to USD 30,000. EU exempt from taxes/VAT per Vienna Convention. Governed by EU law + Liberian law; disputes in Monrovia courts.

Key Performance Indicators (KPIs)

Penalties for <90% monthly KPI score:5% invoice deduction per 10% below threshold; 10% per underperforming KPI.

Submission and Documents

1. 1Register for PIC in Participant Register.
2. 2Submit electronically via eSubmission on Funding & Tenders Portal: EU Funding & Tenders Portal.
3. 3Required: Invitation to submit request, Tender specs Part I, Draft FWC, Request form, Declaration of Honour.
4. 4English only; max 200 attachments <50MB each; supported browsers: Chrome/Firefox.

Questions via Portal Q&A. No public opening. Notifications by email.

Additional Considerations

• Data protection: Strict GDPR/Regulation 2018/1725 compliance; processing limited to EU/EEA/Liberia.
• Insurance: Required for risks; evidence on request.
• Audits: Up to 5 years post-final payment by OLAF/Court of Auditors/EPPO.
• Termination: 3 months notice or immediate for breaches.

Primary source:EU Funding & Tenders Portal. Download all 5 documents. EEAS site: EEAS Liberia Tender. TED: 50/2026 171894-2026¹.

Footnotes

1. 1Review tender specs for full details, especially Part II (confidential until Stage 2). eSubmission help: eSubmission Guide.