Security services for the Delegation of the European Union to Rwanda

Estimated total value:€3 890 000 (framework contract ceiling; contract duration up to 72 months, renewable) 1

Title:Security services for the Delegation of the European Union to Rwanda. Reference / Procedure identifier: EEAS/DELRWAK/2025/CPN/0198. TED reference: 190/2026 (674624-2026). Lead contracting authority: European External Action Service (EEAS) represented by the European Union Delegation to Rwanda. Procedure type: Competitive procedure with negotiation (two-stage). Submission method: Electronic (eSubmission via EU Funding & Tenders Portal, EU Login required). Estimated total value: €3 890 000. Maximum contract duration: 72 months (framework agreement with initial period 48 months renewable up to two times as specified in the documents). Main CPV classification: 79710000 - Security services. Place of performance: Kigali, Rwanda. Framework agreement: yes, without reopening of competition. Award method: best price-quality ratio. Deadline for receipt of requests to participate (first stage): 3 November 2026, 12:00 local time (Africa/Kigali). TED publication / portal publication date: 1 October 2026. Submission of requests to participate must be made exclusively via eSubmission on the F&T Portal.

Description of services:Provision of human and material resources to ensure the security of persons and assets under the contracting authority's responsibility. Main services may include provision of security guards, active GPS/GPRS tracking systems, alarm systems and CCTV systems; technical specifications are confidential and will be disclosed to selected candidates at stage 2.

This is a two-stage competitive procedure with negotiation. Stage 1:submission of a Request to Participate form together with required evidence (Declaration on Honour, legal and regulatory capacity evidence, financial statements, references and manpower data) via eSubmission. Only selected candidates invited to stage 2 will receive the technical specifications and be invited to submit technical and financial tenders. Candidates must register in the Participant Register and use their PIC in eSubmission. Documents published: Invitation to submit request to participate; Tender Specifications - PART I (selection & procurement procedure); Draft Framework Contract; Declaration on honour; Request to Participate Form. Technical specifications (Part II) and sub-criteria are disclosed only to selected candidates. All submissions and Q&A are managed via the Funding & Tenders Portal. System and file requirements follow eSubmission guidance; attachments must be under 50 MB per file and a maximum of 200 files per submission is allowed.

Submission and contact:Submissions must be made electronically via eSubmission (EU Login required). Contact for procurement e-mail: DELEGATION-RWANDA-TENDERS@eeas.europa.eu. Questions must be submitted via the Portal Questions & Answers section. The contracting authority publishes any clarifications on the Portal and recommends candidates subscribe to the notice to receive updates.

Access to procurement:open to natural and legal persons established in EU Member States, third countries with relevant procurement agreements with the EU, and exceptionally Rwanda, and to international organisations. Candidates must provide evidence of registration (trade register extract) showing official registration number.

Groups and subcontracting:joint tenders allowed. A single Request to Participate per candidate and per lot is accepted. Subcontracting is allowed but subcontractors must satisfy exclusion criteria and, where relevant, supply evidence for selection criteria. Cross-subcontracting restrictions apply and are explained in the tender specifications.

Award criterion:best price-quality ratio. Weighting applied at tender stage: quality 60% and price 40% (technical quality scoring normalized to best technical tender; price scoring uses two financial scenarios with weights applied within Fi formula). Technical quality must reach minimum thresholds (each main technical criterion minimum 50% where indicated; overall minimum 60% of total points to be considered). Technical award criteria: contract management and execution (80 points), quality management and assurance (60 points), working conditions and social/economic benefits for security personnel (80 points). Total technical points 220. Financial tender uses unit price schedule (Annex A) and price scenarios (Annex B) supplied at stage 2; prices in EUR, all-inclusive, VAT exempt.

Calculation of overall score:Overall score Pi = Ti * 0.60 + Fi * 0.40 where Ti = (technical score / best technical score) * 100 and Fi is calculated from scenario-based price comparisons (scenario 1 weighting 80, scenario 2 weighting 20). The tender offering the highest Pi is awarded, subject to compliance with minimum thresholds and acceptability of prices within published ceiling.

Contract form:framework service contract (template published). Framework concluded initially for 48 months, renewable twice (two renewals of one year each permitted under special conditions). Framework contract includes model specific contract and order form. Price revision mechanism: annual revision from year 2 based on HICP index formula in contract. Reimbursable expenses: capped (draft indicates €50 000 total across duration), specific daily subsistence and accommodation ceilings set in the draft. Payment: monthly invoicing mechanism specified; contracting authority to approve deliverables and pay within 30 days; e-PRIOR supplier portal/e-invoicing is referenced for exchange. Performance guarantees: not applicable in draft; retention money guarantee: not applicable in draft; specific contractual remedies include liquidated damages, reductions in price and termination clauses defined in the draft framework contract.

Request to Participate form structure (guidance):The Request to Participate form includes: candidate identification and contact information; details of group members (if joint tender) and leader designation; subcontractors and entities on whose capacity the candidate relies; legal and regulatory capacity evidence (security licence); economic and financial data table and three years' profit & loss accounts; technical and professional capacity: list of relevant contracts (client, subject, duration, value) and client reference letters; manpower declaration (total staff and staff related to security services); list of documents to be attached and references to where evidence is provided in the submission.

Application stages:Two. Stage 1: selection based on Request to Participate, exclusion and selection criteria. Stage 2: invited candidates submit technical and financial tenders; evaluation, negotiation (if applicable) and award. Negotiation may be used to improve or adapt tenders but cannot modify minimum requirements. Only candidates invited at stage 2 may submit tenders; any tender from non-invited persons will be rejected.

This is a procurement contract:beneficiaries receive payment from the contracting authority against performance of services. There is no co-funding requirement specified for bidders. The contract is priced and payable in EUR and/or local currency as stated in the draft contract; the EU Delegation is exempt from VAT and other taxes under applicable Headquarters or Vienna Convention arrangements.

Eligible applicant types:private security companies and other legal persons or groups of economic operators (including joint ventures and consortia), natural persons and international organisations where legally admissible and meeting access rules. The tender specifications explicitly recognise: single legal entities, groups of economic operators (joint tenders), subcontractors and entities whose capacity is relied upon. SMEs may apply but the tender is not marked SME-suitable in the procurement dataset; the minimum capacity thresholds and manpower requirements should be checked against SME capabilities.

Funding type:procurement / service contract (framework agreement). Nature of support: monetary payments to the contractor in exchange for services rendered. This is a public procurement (tender) route rather than a grant or subsidy.

Consortium:not required. Single economic operator may apply. Joint tenders/groups are permitted; if a group is used it must appoint a leader with power of attorney and all members assume joint and several liability.

Beneficiary scope:entities established in EU Member States, third countries with a special agreement on public procurement with the EU, and exceptionally entities established in Rwanda; international organisations are eligible. In practice, the contracting authority expects bidders already authorised to provide private security services in Rwanda (Rwanda licence).

Target sector:security services and related security technology. Technology/solutions mentioned: human security guards, GPS/GPRS active tracking systems, alarm systems and CCTV; technical and operational requirements are detailed in the confidential technical specifications to be disclosed to stage 2 invitees.

Explicitly mentioned country:Rwanda (place of performance: Kigali). Geographic region: EU contracting authority / EEAS based in the European Union (EEAS), procurement published on EU Funding & Tenders Portal; eligibility includes EU Member States and specified third countries and Rwanda.

Project stage:operational service delivery and long-term contract implementation. The contracting authority expects bidders capable of immediate operational delivery and ongoing service management, with mature operational capability, manpower, and equipment.

Estimated total procedure value:€3 890 000. This figure represents the estimated overall contract amount and is the ceiling published in the contract notice. The final framework contract ceiling will be calculated at award based on the winning tender scenario values, price revision estimate, reimbursable expenses and security margin but cannot exceed the published estimated total value.

Application type:open call for tenders / competitive tender published on the EU Funding & Tenders Portal (two-stage). Submission method: electronic via eSubmission on the Portal; EU Login account and PIC required for each submitting organisation. Questions and clarifications must be raised through the Portal Q&A function.

Nature of support:the contracting authority will pay the contractor for services under the framework contract. This is a commercial procurement contract: suppliers receive monetary remuneration against delivery of services and approved invoices.

Success rate:not published. Selection to stage 2 depends on meeting exclusion and selection criteria; award among invited tenderers will depend on scoring and price. No historical or statistical success rates provided in notice.

Co-funding:not applicable. This is a procurement contract where the contracting authority pays the contractor. No co-funding by bidders is required or indicated.

Templates supplied in procurement documents:Request to Participate Form (detailed sections for candidate details, subcontractors, entities relied upon, legal/regulatory capacity, economic & financial capacity, technical & professional capacity, manpower), Declaration on Honour (exclusion and selection declarations), Power of Attorney for group leader, commitment letters for subcontractors and for entities whose capacity is relied upon, Draft Framework Contract, Model Specific Contract and Model Order Form. The Request to Participate form requires PDF/NATIVE attachments in eSubmission and explicit references to annex pages where evidence is provided.

Key compliance obligations include:adherence to minimum requirements in tender specifications throughout contract duration (labour, social, environmental, data protection obligations), possession of valid Rwanda private security licence, documentary evidence for financial and technical capacity, compliance with confidentiality and data protection requirements specified in draft contract (processing location constraints, security measures), acceptance of contract terms including KPI regime and liquidated damages, insurance obligations as per applicable law and good industry practice. Tenderers must avoid conflicts of interest and declare any restrictive measures or established debts to the Union.

Eligibility and participation highlights:Each economic operator must have a valid EU Login account for electronic submission, and each organisation must have a Participant Identification Code. In a joint tender, each member must meet the access and exclusion requirements, and the group must appoint a leader. Cross subcontracting is not allowed, and one entity cannot participate in multiple requests to participate for the same lot.

Reimbursable expenses and pricing limits:Reimbursable expenses are capped at €50,000 across the full duration of the framework contract including renewals. The draft contract also sets indicative daily subsistence and accommodation ceilings of €52 and €128 respectively. Prices are not revised during the validity of the tender, but may be revised during contract performance under the framework contract rules.