Stationary document readers with warranty, training, and maintenance support

FRONTEX/2026/OP/0016 is an open tender to establish a single framework contract for the supply of stationary document readers, including warranty, maintenance and train‑the‑trainer and beneficiary training, for Frontex, EU Member States and specified Western Balkan partners. The estimated total ceiling is €300,000 excluding VAT and the framework duration is initially 24 months with up to two 12‑month extensions (maximum 48 months). Award will follow the most economically advantageous tender principle with a 60 percent weighting for technical quality and 40 percent for price, and mandatory technical compliance with Annex II. Electronic submission is required via the EU Funding and Tenders Portal with tenders due by 04/05/2026 23:00 Europe/Warsaw.

What is funded

Scope

Framework contract to supply stationary document readers (full‑page scanners and authentication software) plus warranty, training (train‑the‑trainer and beneficiary sessions), maintenance and updates. Equipment will support Frontex operations and transfers to Western Balkan beneficiaries; delivery, packaging, on‑site handover and disposal options included.

Contract type and award:Open procedure for a single framework contract (max duration 48 months). Award by best price‑quality ratio. Estimated total contract ceiling €300,000 ¹.

Who can apply

Participation is open to natural and legal persons within the scope of the Treaties, including international organisations and economic operators established in third countries covered by EU procurement access agreements (Western Balkans, EEA, Association Agreement countries where applicable). Tenderers must meet exclusion, legal, financial and technical selection criteria; subcontracting and reliance on other entities are permitted subject to conditions in the tender specifications.

Deadlines and milestones

1. 1Deadline for receipt of tenders: 04/05/2026 23:00 (Europe/Warsaw)
2. 2Public opening of tenders: 05/05/2026 11:00 (Europe/Warsaw)
3. 3TED publication date: 27/03/2026

Key procurement facts

Practical notes

Tenders must follow the published Tender Specifications and Technical Specifications (Annex I and II). Required documents include Declaration on Honour, Tender Submission Form, financial proposal template and evidence for selection criteria. Equipment must meet detailed technical, warranty and training requirements; deliveries to Beneficiaries are DDP and visibility (EU/Frontex marking) rules apply.

Footnotes

1. 1Full tender dossier, technical specifications, templates and submission details are published on the EU Funding & Tenders portal: FRONTEX/2026/OP/0016 - Stationary document readers

Summary and purpose

This is an open public tender launched by the European Border and Coast Guard Agency (FRONTEX) to establish a single framework supply contract for stationary document readers with warranty, training and maintenance support. The procurement aims to purchase document inspection hardware and associated software, to deliver training (train-the-trainer and beneficiary courses), and to provide warranty, maintenance and obsolescence support. The equipment will be used by Frontex, EU Member States and specified Western Balkan beneficiary countries to strengthen border checks and surveillance capacity. Technical details, minimum requirements and all contractual terms are provided in the Tender Specifications (Annex I) and the Technical Specifications (Annex II). The tender is executed via the EU Funding & Tenders Portal and eSubmission system ¹.

Lead contracting authority:European Border and Coast Guard Agency (FRONTEX), Plac Europejski 6, 00-844 Warsaw, Poland.

Main objective:To supply and support stationary document readers (optical readers and inspection systems) and deliver related warranty, maintenance and training services to increase technical capacities for border checks and surveillance, with particular implementation support oriented to Western Balkan beneficiary partners.

Key administrative facts

1. 1Tender reference: FRONTEX/2026/OP/0016 (TED ref 61/2026 210950-2026).
2. 2Procedure type: Open procedure. Submission method: Electronic via eSubmission (EU Login required).
3. 3Estimated total value (maximum ceiling): €300,000 (excluding VAT).
4. 4Maximum framework contract duration: 48 months (initial 24 months with up to two 12-month extensions; overall maximum four years).
5. 5Award method: best price-quality ratio (technical quality 60% / price 40%).
6. 6Date of TED publication: 27/03/2026. Deadline for receipt of tenders: 04/05/2026 23:00 Europe/Warsaw. Public opening: 05/05/2026 11:00 Europe/Warsaw.
7. 7Contract type: supplies under a framework agreement without reopening competition (single framework contract).

Eligibility and applicant rules

Participation is open on equal terms to natural or legal persons coming within the scope of the Treaties and to international organisations. Economic operators established in countries with procurement access agreements are also eligible in line with the Tender Specifications. The contracting authority requires compliance with exclusion and selection criteria and documentary evidence (Declaration on Honour Annex V, Tender Submission Form Annex VI and supporting documents). Joint tenders (consortia) and subcontracting are permitted but all involved entities are subject to the exclusion and selection requirements. The tender includes specific rules on group/consortium leadership, joint and several liability, subcontractor declaration/commitments and potential reliance on capacities of other entities. The contractor must ensure compliance with Frontex financial rules, data protection and security rules described in the Draft Framework Contract and Annexes.

Eligible applicant types (detailed):Legal persons (manufacturers, distributors, system integrators), SMEs, large companies, research/technical integrators, authorised resellers, training providers, certified maintenance organisations, subcontractors listed in the Tender Submission Form. International organisations and entities from countries with EU procurement access (EEA, Stabilisation and Association Agreement Western Balkans, Association Agreements where applicable) may participate. Natural persons may participate where national rules permit and where the procurement documents allow. Joint tenders (consortia) are allowed; subcontracting is permitted with commitment letters and Annex V declarations required for all involved entities.

Funding and contractual mechanism

This is a procurement/tender (framework supply contract). The selected supplier will be appointed under a single framework contract for supplies. Ordering takes place by means of Order Forms or specific contracts issued under the framework. Prices must be provided net (excluding VAT) in Euros and include all costs aligned with the Terms of Reference, including DDP delivery costs. Frontex is generally exempt from VAT (Protocol on privileges and immunities): suppliers must follow the VAT handling instructions and provide supporting documentation if needed.

Funding type:Procurement / supply contract (framework agreement). Not a grant, loan or equity instrument.

Consortium, geographic scope and beneficiaries

The tender allows single tenderers or joint tenders (consortia). Subcontracting and reliance on capacities of other entities is permitted but regulated: commitments and Declarations on Honour must be provided for all involved entities. Beneficiaries include Frontex, EU Member States and Western Balkan partners (explicitly listed in the documents).

Consortium requirement:Single tenderer or consortium allowed (both accepted). Joint tenders must appoint a group/consortium leader and assume joint and several liability. Subcontractors must be named and provide commitment letters (Annex VII templates) and Declaration on Honour (Annex V).

Beneficiary scope (geographic eligibility):EU institutions and agencies, economic operators established within the EU/EEA and entities from Western Balkan beneficiaries with procurement access (Albania, Bosnia and Herzegovina, Kosovo*, Montenegro, North Macedonia, Serbia) and other third countries with access under relevant agreements. Participation is open to natural and legal persons within the scope of the Treaties and international organisations as specified in the Tender Specifications.

Target sectors, project stage and technical focus

This procurement targets border management, security and law enforcement technology:document authentication, border checks, document readers and associated software, biometric data handling, RF chip reading, and evidence-based equipment procurement. The contract covers supply, warranty, maintenance and training services for immediate operational deployment and sustained use.

Target sector:Security / border management; ICT / hardware & software for document authentication; biometric support; training services. The main CPV classification is 30216100 - Optical readers.

Project stage:Procurement / deployment / operational supply and sustainment (equipment delivery, training, validation and maintenance). The expected maturity is ready-for-deployment hardware and operational training for end users.

Funding amount, contract duration and payment

Application and selection process

The procurement is an open procedure. Tenderers must submit electronically via the Funding & Tenders Portal eSubmission (EU Login required). Tender documents include the Invitation to Tender, Annex I Tender Specifications (detailed Terms of Reference), Annex II Technical Specifications, Annex III Draft Framework Contract, Annex IV Financial Offer template, Annex V Declaration on Honour (exclusion & selection), Annex VI Tender Submission Form, Annex VII commitment letters and other templates. The technical proposal must include device specifications mapped to the Technical Specifications checklist, delivery lead time, packaging, warranty evidence and training offer. The financial proposal must be submitted using the provided Annex IV template.

Application type:Open call for tenders, electronic submission via EU Funding & Tenders Portal (eSubmission). Questions are accepted through the portal Q&A function until the cut-off date specified in the call.

Application stages:1) Electronic tender submission; 2) Public opening and initial formal checks; 3) Verification of exclusion and selection criteria (documentary evidence may be requested); 4) Technical compliance check (mandatory minimums) and technical scoring; 5) Financial evaluation and calculation of final score; 6) Award decision and signature of framework contract; 7) Ordering under the framework via Order Form(s). Overall typical stages: 4 to 6 (formal screening, selection, technical evaluation, financial evaluation, award).

Success rates, co-funding and nature of support

This is a competitive tender. Frontex does not publish specific historical success rates for individual suppliers; success depends on meeting mandatory technical requirements and offering the most economically advantageous tender (MEAT) under the 60/40 weighting. This is not a co-financing/grant instrument; beneficiaries receive supplies and services under contract and will receive money only as payments from Frontex when they are suppliers. No co-funding from applicants is required by the tender (the contractor supplies goods/services and is remunerated by Frontex). The nature of beneficiary support is contractual supplies and services (monetary payments to the supplier).

Nature of support:Monetary: contract payments to the awarded supplier for supplied goods and services. Non-monetary: delivery of equipment, training, documentation and maintenance services to Frontex and Beneficiaries.

Technical and compliance highlights (minimum requirements summary)

The Technical Specifications (Annex II) set mandatory and recommended features. Mandatory (examples): full-page stationary document reader supporting ICAO Doc 9303 sizes (TD1/TD2/TD3), optical capture under white/IR/UV lighting (IR 900 ±50 nm, UV 365 nm), capture resolution minimum 385 ppi (600 ppi recommended), color 24-bit, image formats JPEG/PNG/JPEG2000, MRZ read time targets (MRZ within 5s recommended; 99% electronic read within 12s), RFID/chip support ISO 14443 A/B, ISO 7816 contact chip, access control mechanisms BAC, PACE, TA, support for PKI (CRL/CSCA/DS) and secure certificate handling, ability to run optical and electronic authentication routines, local/remote reference database updates at least every 3 months, software updates and SDK provided (integration-ready), minimum 2-year warranty (extended warranty optional). Maintenance, obsolescence management, delivery DDP, packaging and visibility (EU/Frontex logo) requirements are specified. Training: minimum 16 hour sessions; train-the-trainer courses at Frontex HQ; training materials in English and optional regional languages with scoring incentives.

1. 1Mandatory technical compliance with Annex II Terms of Reference and Technical Specifications before award; offers failing mandatory requirements are rejected.
2. 2Technical scoring matrix (detailed features and points) and training/warranty/delivery time scoring: total technical points create the highest-technical-score => normalized to 100 for technical score used in final formula.
3. 3Financial scoring: lowest price receives 100; other offers scaled.
4. 4Final score = 0.6 * Technical score + 0.4 * Financial score.

Application materials and templates

Tenderers must submit the full set of requested documents via eSubmission. Mandatory templates and annexes published on the Funding & Tenders portal include: Annex I Tender Specifications (detailed procedures), Annex II Technical Specifications (device requirements, training, maintenance, warranty), Annex III Draft Framework Contract and contract annexes (privacy notice, order form template, access to HQ rules), Annex IV Financial Proposal template (Excel reference price table), Annex V Declaration on Honour (exclusion and selection criteria form), Annex VI Tender Submission Form, Annex VII commitment and subcontractor letters, Annex IX Technical Proposal checklist and device feature list. The Declaration on Honour (Annex V) must be completed by every involved entity and supports exclusion checks. The Tender Submission Form (Annex VI) requires information on consortium members, subcontracting, PIC etc. The Financial Offer must follow Annex IV format and include DDP delivery costs, training cost breakdowns and optional extended warranty pricing.

Templates and application structure (practical outline for bidders)

Organise your submission as follows:1) Administrative and eligibility evidence: Tender Submission Form (Annex VI) completed and signed; Declaration on Honour (Annex V) for all involved entities; Power of Attorney/mandates for signatories; evidence of legal registration/PIC. 2) Selection evidence: economic and financial capacity (average turnover last 3 years ≥ €100,000 or consolidated evidence), legal capacity documentation, technical references (at least three similar deliveries ≥ €30,000 each in last 3 years) and reference letters. 3) Technical proposal: complete device specifications aligned to Annex II mandatory and optional features; product datasheets, certificates and manufacturer declarations; device warranty certificate; delivery lead times; packaging and recycling proposals; detailed training plan including languages and materials; maintenance and obsolescence strategy. 4) Financial proposal: Annex IV completed with net prices per unit, training prices, DDP delivery costs per destination, optional extended warranty pricing; confirm all costs included. 5) Subcontracting: commitment letters using Annex VII model for each subcontractor or entity relied upon; Declaration on Honour from subcontractors. 6) Signatures: authorized representative signature on required forms; QES is recommended but scanned handwritten original with signature accepted as specified in Annex V (Declaration on Honour).

1. 1Submit through eSubmission (EU Login/PIC required).
2. 2Follow the file naming and size limits in the eSubmission System Requirements (max file 50 MB, up to 200 files per submission).
3. 3Use Annex IV Excel for pricing and ensure numeric values are provided in Euros net (excluding VAT).
4. 4Include product datasheets and confirm mandatory features in the Technical Proposal Form (Annex IX or checklist).
5. 5Provide lead times and DDP delivery cost estimates as requested and confirm the contractor will ship to Frontex HQ and Beneficiaries where specified.

Deadlines, milestones and important dates

Mentioned countries and operational beneficiaries

The tender specifically lists Frontex headquarters in Poland and Western Balkan beneficiary countries as recipients of equipment transfers. Explicitly mentioned countries/territories and regions include: Albania, Bosnia and Herzegovina, Kosovo (designation used in Frontex docs as in UNSCR 1244/1999 context), Montenegro, North Macedonia, Serbia, Poland (Frontex HQ location) and the broader EU/EEA. The tender notes coordination with the Commission, Member States and EU Delegations for equipment donation/coordination.

Co-funding, guarantees and risk

No co-funding by the bidder is required:bidders supply goods and Frontex pays under contract. Pre-financing is not envisaged in the special conditions for this framework. Performance guarantees and retention money are not required for this FWC as specified. Bidders must comply with exclusion criteria. Administrative sanctions and financial penalties may apply under EU Financial Regulation for false declarations or other breaches.

Co-funding requirement:No co-funding requested by bidders. This is a supply contract where Frontex will pay the supplier according to the agreed prices and payment schedule.

Additional procedural notes and risk areas

Tenderers should pay attention to:strict mandatory technical requirements (failure to meet mandatory features leads to rejection); exclusion and selection documentary evidence (Annex V declarations, judicial extracts or equivalents where required, turnover evidence and references); eSubmission technical constraints (file sizes, browser compatibility); VAT handling and DDP delivery responsibilities; security and access rules for HQ training delivery (Appendix 1 Access to HQ) and data protection obligations for any personal data processing in the contract (Annex III Privacy Notice). Frontex reserves the right to increase the FWC ceiling in defined conditions by negotiated procedure under the Financial Regulation if needed.

What bidders should prepare (checklist)

1. 1Completed Annex VI Tender Submission Form and Annex V Declaration on Honour for every involved entity; power of attorney for signatory.
2. 2Selection evidence: legal registration or PIC, turnover statements or audited accounts for last 3 years, list of at least 3 similar deliveries with reference letters (minimum €30,000 each).
3. 3Technical proposal: device specifications mapped to Annex II mandatory table, datasheets, images, software capabilities, SDK details, certificate and sample outputs, delivery lead times (contractual), packaging, warranty evidence, maintenance plan, obsolescence plan and training syllabus.
4. 4Financial proposal: completed Annex IV Excel price form with unit prices (net EUR), DDP delivery costs, training fees and optional warranty extension costs; confirm price validity for 4 months.
5. 5Commitment letters for any subcontractors or other relied-on entities (Annex VII model), Declarations from subcontractors (Annex V).
6. 6Ensure eSubmission preparation (EU Login/PIC) and follow file naming and size limits.

Apply electronically using the EU Funding & Tenders Portal eSubmission. Confirm your organisation's PIC in the Participant Register and ensure all uploaded attachments meet system requirements and naming conventions. Draft and test your submission in advance; the system accepts changes up until the deadline. Keep originals of signed documents in case Frontex requests originals before contract signature.

Final summary

This public procurement by Frontex establishes a framework contract to provide stationary document readers and a package of warranty, training and maintenance services aimed at strengthening border-check capabilities in the EU and specified Western Balkan beneficiary countries. It is an open electronic tender with a clear technical checklist and mandatory minimum features. Award will be based on the Most Economically Advantageous Tender principle with technical quality carrying a 60% weight and price 40%. Estimated total value is €300,000. The tender package includes detailed annexes, templates and forms that bidders must complete exactly (Annex I-VI and others). Bidders must comply with exclusion and selection criteria, provide documentary evidence of capacity, and deliver fully compliant technical and financial proposals via eSubmission by the stated deadline. The contract is a supplies-type framework agreement with DDP deliveries, software and PKI handling, training obligations including train-the-trainer courses, warranty and maintenance coverage. The procurement is operational and immediate in nature: successful bidders will supply deployable equipment, provide training and ensure support to beneficiaries and Frontex operations.

Footnotes

1. 1Full tender documentation and submission are available on the EU Funding & Tenders Portal Tender Details page: Tender FRONTEX/2026/OP/0016 - Stationary document readers

This open tender procedure establishes a single Framework Contract (FWC) for the supply of stationary document readers to enhance border checks capabilities. The equipment supports Frontex operations and capacity building in Western Balkan partner countries, including coordination of donations, procurement of border check and surveillance tools, and associated training for sustainability.

Key Opportunity Details

Contracting Authority:European Border and Coast Guard Agency (Frontex), Plac Europejski 6, 00-844 Warsaw, Poland.

Estimated Total Value:€300,000 (excluding VAT) for the entire FWC duration.

Duration:Initial 24 months, renewable twice for 12 months each (maximum 48 months).

Procurement Type:Open procedure; framework agreement without reopening of competition; supplies (CPV 30216100 - Optical readers). Award based on best price-quality ratio (60% technical, 40% price).

Scope of Supplies

Stationary document readers compliant with ICAO Doc 9303 and BSI TR-03135 standards for MRTDs/eMRTDs. Includes comprehensive warranty, training (train-the-trainer, 16 hours minimum), maintenance, and delivery (DDP Incoterms). Equipment for Frontex, EU Member States, and Western Balkan Beneficiaries (Albania, Bosnia and Herzegovina, Kosovo, Montenegro, North Macedonia, Serbia). Estimated volumes: up to 75 units in 2026, 20 annually thereafter (indicative).

Eligibility and Who Can Apply

Open to natural/legal persons within EU Treaties scope, EEA countries (full access), Stabilisation and Association Agreement countries (Western Balkans, full access), and Association Agreement countries (Georgia, Moldova, Ukraine - above €143,000). No GPA applicability. Subcontracting allowed with prior approval; joint tenders permitted with joint/several liability.

Exclusion Criteria

• Bankruptcy/insolvency.
• Tax/social security payment breaches.
• Grave professional misconduct.
• Fraud, corruption, criminal offences.
• Significant contract performance deficiencies.
• Irregularities or shell entities to circumvent obligations.
• Professional conflicting interests.

Selection Criteria

• Legal capacity: Registration proof.
• Economic/financial: Average turnover > €100,000 (last 3 years).
• Technical/professional: 3 similar deliveries (scope/complexity per Annex II, min. €30,000 each, last 3 years) with reference letters.

Technical Requirements

Detailed in Annex II (Technical Specifications). Mandatory features include ICAO-compliant scanning (TD1-3, MRZ, barcodes), UV/IR/visible light illumination, RFID (ISO 14443 A/B), authentication software (optical/electronic/combined checks), Windows 10+ compatibility, SDK. Optional/recommended features scored in evaluation (up to 128 points). Warranty min. 2 years; training in English/regional languages (Albanian, Macedonian, etc.). Delivery lead time scored.

Financial Proposal Structure

Prices fixed, all-inclusive (excl. VAT; Frontex VAT-exempt). Scored on lowest total reference price basis.

Evaluation and Award Criteria

1. 1Administrative compliance and eligibility.
2. 2Exclusion/selection criteria verification.
3. 3Technical compliance with minimum requirements.
4. 4Technical quality (198 points max): Product features (128 pts), delivery/training/warranty (70 pts).
5. 5Financial score (lowest price = 100).
6. 6Final: 60% technical + 40% financial.

Key Dates and Deadlines

Electronic submission required via EU Funding & Tenders Portal (EU Login needed). 13 tender documents available for download, including Technical Specifications (Annex II), Tender Specifications (Annex I), Draft FWC (Annex III).

Submission Requirements

• Technical Proposal: Product specs, delivery time, packaging, warranty cert, compliance form (Annex IX).
• Financial Proposal: Annex IV form.
• Supporting Docs: Declaration on Honour (Annex V), Tender Submission Form (Annex VI), capacity proofs, Power of Attorney (joints), etc.

Additional Applicant Considerations

• EU Login/PIC registration mandatory.
• Documents in English; max 50MB/file, 200 files max.
• Q&A via portal; no public Q&A yet.
• Frontex VAT-exempt; contractors handle exemptions.
• Green procurement adherence required.
• Post-award: DDP delivery to Beneficiaries, EU logo on equipment, train-the-trainer sessions.

Full details and documents at EU Funding & Tenders Portal. TED ref: 61/2026 210950-2026.

Footnotes

1. 1Primary source: EU Funding & Tenders Portal tender page and annexed documents (Tender Specs, Tech Specs, Draft FWC).