Subscription contract for provision of energy supplies (electricity and gas) to EDA's premises.

The European Defence Agency (EDA) has published an open procurement for a subscription contract to supply electricity and gas to its Brussels premises (Drapiers and Muse buildings) with a maximum ceiling of €850,000 and a maximum duration of 48 months (initial 12 months plus up to three 12-month renewals). Tenders must be submitted electronically via the EU Funding & Tenders Portal by 17 September 2026 at 17:00 Brussels time and will be awarded on the lowest price among compliant offers. All electricity supplied must originate from renewable sources and pricing must follow the prescribed quarterly indexed model with selective click hedging as set out in the Model Financial Proposal. Bidders must meet legal, technical and financial selection requirements for supply in the Brussels-Capital Region and accept the draft contract and tender conditions.

What is funded / procured

Scope

Subscription contract to supply electricity (100% renewable) and gas to the European Defence Agency’s current and future headquarters in Brussels. The contract covers uninterrupted supply, metering and reporting, quarterly indexed pricing with selective click hedging, invoice transparency and management of transition from the Drapiers building to the Muse building.

Estimated maximum value:€850,000 (ceiling for the entire contract; actual spend depends on consumption and market indices) ¹

1. 1Who can apply: energy suppliers authorised to supply electricity and gas in the Brussels-Capital Region (EU / eligible EEA/SAA parties as per procurement rules).
2. 2Procedure: Open procedure; electronic submission via the EU Funding & Tenders Portal (eSubmission).
3. 3Contract duration and timing: up to 48 months (initial 12 months with three 12-month renewals); intended start Oct 2026; covers Drapiers until lease end and Muse thereafter.

Key practical details

1. 1Deadline for tenders: 17 September 2026, 17:00 Brussels time.
2. 2Public opening: 18 September 2026, 11:00 Brussels time.
3. 3Questions cut-off for contracting authority: 9 September 2026 (after this date answers not guaranteed).
4. 4Submission method: electronic only via eSubmission (EU Login required).
5. 5Award criterion: lowest price among compliant tenders; tenders must use the Model Financial Proposal (Annex 4.6) and the specified quarterly indexed + click hedging pricing model.

Eligibility and selection highlights:tenders must demonstrate legal capacity to supply in Brussels, average annual turnover threshold (€350,000 over last 3 years), ability to deliver 100% renewable electricity and meet reporting, metering and continuity requirements. Subcontracting and consortia allowed but lead contractor remains fully liable.

Where to find tender documents and submit:All procurement documents (invitation, tender specifications, Annexes, draft contract and Model Financial Proposal) and the electronic submission link are on the EU Funding & Tenders Portal (call ID EDA/2026/OP/0007). Follow the F&T Portal eSubmission process to register and submit Funding and Tenders Portal ¹

Footnotes

1. 1Portal tender page with full documentation and eSubmission link: ec.europa.eu

Opportunity summary

Type:Open procedure / public tender published by the European Defence Agency (EDA). Call identifier: EDA/2026/OP/0007. TED reference: 155/2026 (561474-2026). Objective: award a subscription contract to supply electricity and gas to EDA premises (Rue des Drapiers 17-23, Brussels — Drapiers building and Rue d’Arlon 75-77, Brussels — Muse building) for a maximum period of 48 months (intended execution: October 2026 to September 2030). Estimated total value (maximum ceiling): €850,000. Main CPV: 09310000 — Electricity (additional CPV: 09123000 — Natural gas).

Key dates:Deadline for receipt of tenders: 17 September 2026 at 17:00 (Europe/Brussels). Public opening of tenders: 18 September 2026 at 11:00 (Europe/Brussels). Last date to submit questions: 9 September 2026 23:59 (Contracting Authority not bound to reply to questions submitted after that date). TED publication date: 13 August 2026. Contract intended start: estimated October 2026. Contract duration: initial 12 months, automatically renewable three times (total maximum 48 months).

What the contract covers (technical and operational scope)

Scope:supply of electricity and gas to EDA’s Drapiers building from contract start until the Drapiers lease expiry (June 2027) and supply of electricity to the Muse building from contract start through the full contract term. Gas for Muse is not currently foreseen but may be requested later if a gas supply point exists or is created and only upon EDA written request. The contractor must ensure continuity of supply, all administrative supplier-change tasks, balancing responsibilities and coordination with network and market operators.

Renewable electricity requirement:100% of electricity supplied under the contract must originate from renewable energy sources. Contractor must provide documentary evidence (supplier declarations/certificates/guarantees of origin allocation extracts) on request and provide an annual certificate by 31 March for the prior calendar year confirming volumes, supply points, renewable origin and cancellation/allocation of guarantees of origin. The supply must be traceable.

Operational considerations:account portfolio comprises multiple delivery points (Drapiers: 12 active EANs — 9 YMR, 2 AMR electricity meters, 1 MMR gas meter); Muse building includes photovoltaic self-generation expected but feed-in/injection arrangements are out of scope of the financial evaluation (the Model Financial Proposal does not price feed-in). Contractor must manage behind-the-meter self-generation, implement injection arrangements if requested by EDA under transparent indexed pricing and clear invoicing, and not condition supply on activation of injection.

Pricing, tender evaluation and invoicing

Mandatory pricing model:quarterly indexed pricing structure with selective click hedging only. Tenderers must use the Model Financial Proposal Form (Annex 4.6) and submit coefficients only: for each commodity provide coefficient A applied to the defined public market index and one fixed premium B in EUR/MWh covering all non-regulated commercial components (supplier fees, margin, click/hedging service fee, balancing/portfolio management fee, service fee, etc.). For electricity EDA defines Reference Endex Belgian Power Base Cal-27; for gas Reference TTF Cal-27. Electricity evaluated unit price = A_elec × Reference Endex CAL + B_elec. Gas evaluated unit price = A_gas × Reference TTF + B_gas. Tenderers must also provide a breakdown of the fixed premium components.

Click hedging mechanism:EDA may issue up to four (4) click instructions per calendar year. Each click instruction can fix 100% of forecast consumption for the immediately following delivery quarter only. No partial-volume clicks, no clicks beyond the immediately following quarter. Contractor must provide an electronic tool or process to receive click instructions, confirm execution (within 1 working day unless market rules require earlier confirmation) and keep auditable records of clicks. Any click execution fee must be included within the fixed premium quoted in Annex 4.6; no other hidden click-related fees permitted. Regulated pass-through items (VAT, taxes, grid/network charges, levies and similar) must be invoiced separately at net cost with transparent supporting documentation on request.

Award method:Award on lowest price among admissible tenders (100 points to lowest-priced compliant tender). The Model Financial Proposal is used for evaluation on a defined reference volume scenario; tenderers must not deviate from Annex 4.6 structure. Non-compliant variants are not accepted.

Procurement procedure, submission and documentation

Procedure type:Open procedure. Submission method: electronic submission only via the European Commission Funding & Tenders Portal e-Submission. EU Login account and Participant Identification Code (PIC) required. All documentation and clarifications are published on the F&T portal tender details page. Tender validity period: 6 months from final submission date.

1. 1Tender submission deadline: 17/09/2026 17:00 Europe/Brussels.
2. 2Public opening: 18/09/2026 11:00 Europe/Brussels.
3. 3Q&A cutoff (Contracting Authority not bound to reply): 09/09/2026 23:59 Europe/Brussels.

Documents published with the tender (available on F&T portal and referenced in tender):Invitation Letter; Tender Specifications (including technical specifications and draft contract); Annexes 4.1–4.5 (checklist, subcontractor letter of intent, power of attorney, declaration on honour, financial and economic capacity form); Annex 4.6 Model Financial Proposal (Excel workbook and PDF instructions, current V2); Annex 4.7 Draft Subscription Contract (contract template). The Model Financial Proposal provides the reference volumes used for evaluation and the reference index values used in the evaluation scenario ¹.

Eligibility, selection and consortium rules

Eligible applicant types:open to legal and natural persons established in EU Member States and those states covered under EDA access rules (Iceland, Liechtenstein, Norway, North Macedonia, Albania, Montenegro, Serbia, Kosovo, Bosnia and Herzegovina) as set out in the tender documents. Tenderers must ensure that involved entities and subcontractors are not subject to EU restrictive measures or sanctions that prohibit funding or transfer of economic resources. The procurement explicitly excludes participation by entities from third countries that lack the necessary international procurement access, except as allowed by the tender rules. For security classification at EU RESTRICTED or higher, additional restrictions would apply, but this contract is Unclassified.

Consortium requirement:joint tenders (consortia) are permitted. If a joint tender is submitted, a consortium leader must be designated and all members assume joint and several liability. The tender must include a power of attorney signed by consortium members (Annex 4.3). Subcontracting is allowed but subcontractors whose share exceeds 10% must be identified and must provide letters of intent (Annex 4.2).

Selection criteria (minimum requirements):Legal/regulatory: authorisation to supply gas and electricity in the Brussels-Capital Region. Economic/financial: minimum average annual turnover over last three closed financial years of €350,000. Technical/professional: ability to supply 100% renewable electricity and provide the required operational services (metering, click tool, reporting, SPOC). Evidence required as set out in Annexes 4.4–4.5 and supporting documentation to be uploaded in the e-Submission application.

Project maturity and expected project stage

Project stage:operational/service delivery. This procurement is for an ongoing service (energy supply) and expects the supplier to manage operational market interfaces, supplier switching, metering and invoicing from contract start through transitions between buildings and routine contract renewals.

Target sectors and technology requirements

Target sector:energy supply (electricity and natural gas) and energy services. Technical requirements include capacity to provide renewable electricity (proven guarantees of origin allocation and traceability), a click-hedging service and market-monitoring tool, metering data platform access, balancing responsibility, and capability to manage behind-the-meter PV self-generation and potential feed-in arrangements under Belgian rules.

Geographic and beneficiary scope

Beneficiary geographic eligibility:primarily EU/EEA/associated countries as permitted by EDA procurement rules (see section 3.5.1 of tender specifications). Performance location: Brussels, Belgium (Drapiers and Muse buildings). Explicitly mentioned country: Belgium.

Funding and commercial terms

Funding type:procurement / supplies contract (subscription contract). Nature of support: commercial supplier receives money (monthly invoicing) for supply; regulated pass-through items invoiced at net cost. Award method: lowest price subject to compliance. Co-funding: not applicable — this is a procurement; tenderers submit commercial offers and no co-funding from applicants is required. Maximum contract ceiling: €850,000.

1. 1Payment and invoicing: monthly invoices submitted by email to invoices@eda.europa.eu; invoices must clearly itemise indexed volumes, clicked volumes, unit prices, fixed premium breakdown and transparent regulated pass-through items. EDA is VAT-exempt; invoices must indicate VAT treatment and, where VAT is charged, include the specified Belgian exemption statement or equivalent language.
2. 2Contract start and duration: contract enters into force on last signature date; estimated service start October 2026; duration initial 12 months with up to 3 automatic 12-month renewals to maximum 48 months.
3. 3Contract ceiling: €850,000 (ceiling only, not a commitment to order that amount).

Application process and templates

Application type:open call via e-Submission (electronic only). Applicants must register with EU Login and have a PIC. Submission requires five sections: administrative information, exclusion & selection declaration (Declaration on Honour), evidence for selection criteria (legal/regulatory, financial and technical evidence), technical proposal (technical sheet including contractual conditions proposed by tenderer) and financial proposal (Model Financial Proposal Annex 4.6). The tender checklist (Annex 4.1) enumerates required uploads and where to place them in the portal. Signature policy: documents must be signed by authorised representatives; qualified electronic signatures (eIDAS) are accepted; scanned hand-signed documents are accepted where QES is not available.

Templates and forms supplied by EDA (must be used):Annex 4.1 Checklist; Annex 4.2 Subcontractor Letter of Intent; Annex 4.3 Power of Attorney for consortia; Annex 4.4 Declaration on Honour (exclusion/selection); Annex 4.5 Financial & Economic Capacity Overview Form; Annex 4.6 Model Financial Proposal Form (Excel workbook with Instructions sheet and Financial Offer sheet used for evaluation); Annex 4.7 Draft Subscription Contract. Tenders must not alter the structure of Annex 4.6 and must complete only the yellow input cells in the model financial workbook. The Model Financial Proposal is strictly required for evaluation and must reflect the indexed A coefficient and fixed premium B. The feed-in/injection arrangement must not be priced in Annex 4.6. Detailed operational and contractual terms are described in the Tender Specifications document (Section 1–3).

Evaluation stages and success factors

Application stages:administrative check, exclusion check, selection check (legal/regulatory, economic/financial and technical/professional capacity), verification of minimum technical requirements, and award on lowest price among compliant tenders. Applicants may be asked for clarifications or to provide missing evidence during the evaluation (short deadlines apply). EDA may reject tenders where minimum technical requirements are not met or where the technical sheet or financial proposal is missing.

Success rates:not stated in the tender documents. As an open procurement, success rate depends on the number of compliant bids; no historical success rate provided by EDA. Bidders should assume competitive process and ensure full compliance and clear pricing in Annex 4.6 to maximise chance of award.

Risk allocation, audits and legal remedies

Checks and audits:EDA, OLAF and other EU audit bodies (Court of Auditors, EPPO) may perform checks and audits up to five years after final payment. Contractors must retain originals (or authorised digitised originals where allowed) for five years and grant access to premises and information for audits. Applicable law: Belgian law; courts of Brussels have exclusive jurisdiction for disputes. Remedies: procurement subject to standstill period (10 calendar days after notifications). Tenderers may appeal or request annulment as described in invitation and tender specifications.

Categorised answers (detailed structured extraction)

The following section answers the classification questions precisely, using information extracted from the tender documentation.

Eligible Applicant Types:Legal and natural persons established in EU Member States and eligible associated/EEA/SAA countries permitted by EDA procurement rules (explicitly includes Iceland, Liechtenstein, Norway, North Macedonia, Albania, Montenegro, Serbia, Kosovo, Bosnia and Herzegovina). Tenderers may be single companies, consortia/joint tenders, SMEs or large suppliers. Subcontractors are allowed; subcontractors whose share exceeds 10% must be identified. Entities subject to EU restrictive measures or prohibitions are excluded.

Funding Type:Procurement / supplies subscription contract. This is a paid commercial contract (supplier receives money via monthly invoices).

Consortium Requirement:Not mandatory. Tenderers may submit as single applicants or as a consortium/joint tender. If joint tender submitted, consortium leader must be designated and all members are jointly and severally liable. Power of attorney (Annex 4.3) required for joint tenders.

Beneficiary Scope (Geographic Eligibility):EU Member States and certain associated countries as per EDA rules and Financial Regulation access limitations (EEA / Stabilisation & Association states listed in tender documents). Performance location: Brussels, Belgium.

Target Sector:Energy supplies (electricity and natural gas), energy services, renewable electricity sourcing and energy market services (click hedging, balancing, metering and reporting).

Mentioned Countries:Belgium (explicit performance addresses: Rue des Drapiers 17-23 Brussels; Rue d’Arlon 75-77 Brussels). The tender documents reference eligible participant countries (EU Member States and specified associated SAA/EEA countries).

Project Stage:Operational/service delivery (supply, metering, market operations). Not R&D — ongoing commercial supply, transition/activation services required during building move and commissioning phases.

Funding Amount:Estimated maximum contract ceiling: €850,000 (total ceiling for the full maximum contractual period). The Model Financial Proposal uses a reference evaluation scenario across 48 months (reference volumes: total electricity 4,950 MWh; total gas 600 MWh) but these volumes are indicative only.

Application Type:Open call via electronic submission (e-Submission on the EU Funding & Tenders Portal). Not invitation-only; public tender documents available on portal.

Nature of Support:Financial remuneration for purchased supplies. Contracted supplier receives monetary payments (monthly invoicing). The opportunity also requires non-monetary services (click-hedging tool access, reporting platform, SPOC, audit support).

Application Stages:Typical evaluation stages: (1) Administrative admissibility check; (2) Exclusion criteria check (Declaration on Honour and EDES check); (3) Selection criteria verification (legal/regulatory, financial & technical capacity evidence); (4) Technical compliance/minimum requirements check; (5) Financial evaluation and award (lowest price). Tenderers may be requested to clarify or supply missing evidence during the process.

Success Rates:Not provided by the contracting authority. Success depends on the number of admissible and compliant bids and competitive pricing against the model financial scenario. Ensuring full compliance with tender specifications, especially Annex 4.6 and renewable electricity evidence, is critical to remain admissible.

Co-funding Requirement:No co-funding required from applicants. This is a supplier-paid procurement contract; the contractor will invoice EDA for services provided. No requirement for tenderer to contribute co-financing.

Templates and application form structure guidance

How the application forms look and where to place documents in the e-Submission application: A structured five-section submission is required. Follow the checklist (Annex 4.1). Key form fields and attachments:

1. 1Section One — Administrative information: Identification Form for Legal Entities and Bank Accounts, proof of authorised signature, recent bank statement (or completed bank section), power of attorney (for consortia) — upload to Attachments -> Other documents.
2. 2Section Two — Exclusion and selection criteria form: Declaration on Honour (Annex 4.4) — upload to Attachments -> Declaration on honour (required fields section).
3. 3Section Three — Evidence for selection criteria: Legal/regulatory evidence (proof of authorisation to supply in Brussels region), Financial & Economic Capacity Overview Form (Annex 4.5) and supporting accounts if requested, Technical/professional evidence (Guarantees of Origin or equivalent for renewable electricity) — upload to Attachments -> Legal and regulatory capacity / Economic and financial capacity / Technical and professional capacity tabs as relevant.
4. 4Section Four — Technical Proposal: Technical sheet addressing technical specifications and minimum requirements, including contractual conditions the tenderer will apply (these must respect the minimums in Sections 1.1, 1.3, 1.4 and 1.5). Upload to Tender Data -> Technical tender tab.
5. 5Section Five — Financial Proposal: complete Annex 4.6 Model Financial Proposal Workbook (use yellow input cells only) and upload the completed file to Tender Data -> Financial tender tab. Do not alter the workbook structure. Provide breakdown of fixed premium components as requested.

Additional administrative instructions:the e-Submission system generates a submission report and timestamp (Tender Receipt Confirmation) — late submissions are non-admissible. The contracting authority provides technical helpdesk details (phone and email) for submission issues. If a tender needs to be withdrawn and replaced before the deadline, the tenderer must notify procurement@eda.europa.eu with the e-Submission ID and send a dated signed withdrawal/replacement notification.

Contract management, reporting and obligations if awarded

Contractor obligations include appointment of a Single Point of Contact (SPOC) available Mon–Fri 08:00–18:00 CET in English and French, provision of an online platform for consumption and invoice data (exportable to Excel/CSV), monthly invoicing, annual consumption/cost recap (within 30 working days after contract year end), annual environmental statement by 31 March for the prior calendar year including CO2 emission factor and evidence of guarantees of origin allocation, business-continuity arrangements and complaint-handling timelines (acknowledge within 2 working days; substantive or interim reply within 10 working days).

Metering hierarchy:official network operator metering prevails for billing and settlement. Estimated or reconstructed data may be used only in accordance with network rules and must be clearly identified and regularised at latest in the next invoice. Regulated pass-through items must be invoiced separately at net cost and supported on request.

Footnotes

1. 1Annex 4.6 Model Financial Proposal (Instructions and Financial Offer sheets) and the reference index values used for evaluation are published in the procurement documents on the Funding & Tenders Portal. Access the tender details page to download the Excel workbook Annex 4.6 (Model Financial Offer V2) and the Tender Specifications (Annex 4.6 instructions and reference volumes).

This is an open procurement procedure, not a grant or funding call. The European Defence Agency is seeking a supplier of electricity and gas for its Brussels premises under a subscription contract with a maximum value of €850000 and a maximum duration of 48 months.

Core opportunity:Subscription contract for the provision of energy supplies, specifically electricity and gas, to the EDA premises at the Drapiers and Muse buildings in Brussels.

Contract value and duration:The estimated total value is €850000 and the contract can run for up to 48 months, with an initial 12 month term followed by three possible 12 month renewals.

What the contract is about

The contract covers uninterrupted supply of electricity and gas to the EDA headquarters in Brussels. Supply is required for the current Drapiers building until June 2027 and for the future Muse building from the contract start date, with electricity needed there throughout the contract and gas only if a gas supply point exists or is later created and EDA asks for it.

• Drapiers building at Rue des Drapiers 17-23, Brussels, currently occupied and supplied with electricity and gas until the lease ends in June 2027.
• Muse building at Rue d'Arlon 75-77, Brussels, which will be supplied with electricity from the start of the contract and may later receive gas only upon EDA's written request and only if a gas point exists or is created.
• The contract is designed to ensure a smooth transition between the two buildings without interruption to supply.
• The model is price driven and uses indexed energy pricing with selective click hedging rather than a fixed price offer.

Who can apply

Any economic operator able to supply electricity and gas in the Brussels-Capital Region and meet the legal, technical, financial and professional requirements in the tender documents can apply. The procedure is open, joint tenders are allowed, subcontracting is allowed, and each participating organisation must have a Participant Identification Code and use EU Login for submission.

• The portal flags the opportunity as not specifically SME suitable, but SMEs may still participate if they satisfy the requirements.
• Tenderers must comply with EU, Belgian and regional energy market rules, including balancing responsibilities and data transmission obligations.
• Tenderers must be able to communicate in English and French through a dedicated contact person.
• Tenderers must accept the draft contract and the tender conditions, including the minimum technical requirements and the pricing model prescribed by EDA.

Eligibility, participation and submission

The procurement documents indicate that tenders must be complete, legible, searchable, and submitted in the structure required by the portal. Submission by paper, email or fax is not accepted. The tender must include administrative information, exclusion and selection information, evidence of capacity, the technical proposal and the financial proposal.

Financial model and pricing rules

There is no funding rate because this is a procurement contract, not a subsidy. Award is based on the lowest evaluated price, using EDA's prescribed indexed model and financial proposal form.

1. 1Tenderers must price electricity and gas using the public market indices specified by EDA and provide only the coefficient applied to the index and a fixed premium in EUR/MWh.
2. 2Electricity pricing is linked to the Endex Belgian Power Base Cal-27 index, while gas pricing is linked to the TTF Cal-27 index.
3. 3The fixed premium must include all non-regulated commercial components, including supplier fees, margins, hedging service fees, balancing or portfolio management fees, and any other commercial charges.
4. 4Taxes, VAT, grid charges, network charges, levies and other regulated pass-through items must not be included in the commercial premium and must be invoiced separately at net cost where applicable.
5. 5No alternative commercial model is allowed, meaning no fully fixed offer, no fully floating offer without click hedging, and no other hybrid model outside the prescribed form.
6. 6EDA may place up to four click instructions per calendar year, each locking 100 percent of the forecast consumption for the immediately following delivery quarter only.
7. 7The contract uses a quarterly indexed pricing structure with selective click hedging, and the contractor must provide a mechanism or tool for monitoring market prices and recording click instructions.

Operational and contractual requirements

• All electricity supplied under the contract must originate from renewable sources, and the contractor must provide annual proof and supporting certificates or guarantees of origin.
• The contractor must ensure uninterrupted supply, including during supplier switching, building transition, activation or deactivation of supply points, and any move from Drapiers to Muse.
• EDA requires a single point of contact available by phone and email Monday to Friday from 08:00 to 18:00 CET, with adequate English and French communication skills.
• The contractor must provide online access to consumption, metering, invoices, payment status and related operational data, exportable in editable formats such as Excel or CSV.
• Invoices are to be submitted monthly and must clearly separate energy charges from regulated pass-through items; special VAT exemption wording may be required where VAT applies in Belgium.
• The contractor must acknowledge complaints and incidents promptly and provide substantive follow-up within the specified timelines.
• EDA may request annual consumption, cost and environmental recaps, including the renewable origin of electricity and the average emission factor.

Contract structure and key legal points

The first contract period cannot exceed 12 months and it renews automatically three times for 12 months each unless either party gives written notice at least three months before expiry. The contract is governed by Belgian law, and disputes fall under the exclusive jurisdiction of the Brussels courts.

• EDA may ask to remove the Drapiers supply location from 1 July 2027 onward with at least 30 calendar days' notice.
• The contract does not guarantee any minimum volume or value, and EDA is not obliged to use the full estimated value.
• Subcontractors and consortium members must be identified where relevant, and the contractor remains fully responsible for performance.
• The overall security classification of the contract is unclassified, but EDA may carry out checks, audits and investigations during performance and for five years after final payment.

Practical assessment for bidders

This opportunity is most suitable for energy suppliers or energy traders with strong operational capability in Belgium, proven regulatory compliance, the ability to manage indexed energy products and hedging, and the capacity to support a staged transition between two premises. Bid quality will depend heavily on pricing discipline, handling of renewable electricity evidence, invoicing accuracy and the robustness of the supplier's operational support model.