Supply of End-User Devices and Accessories (EUDAS)

The European Maritime Safety Agency (EMSA) has launched an open procedure call for tenders (EMSA/2026/OP/0017) to establish a Framework Agreement for the supply of end-user computing devices and accessories with an estimated value of €1,000,000 excluding VAT; tenders must be submitted electronically via the EU Funding & Tenders Portal e-Submission by 19/06/2026 at 16:00 Europe/Lisbon. The procurement covers laptops, desktops, tablets, 24-inch and 27-inch monitors, docking stations and related accessories, requires a predefined reference configuration meeting minimum technical specifications and 4-year warranty coverage, and evaluates environmental certifications. Eligibility is open to economic operators established in EU Member States and specified additional countries, with selection evidence including a Declaration of Honour and a minimum turnover of €400,000 over the last three years. The contract will be awarded on the most economically advantageous tender based on price weighted 50 percent and quality weighted 50 percent across technology, green certifications and online catalogue criteria.

What it funds

Scope

Framework agreement for supply of end-user computing devices and accessories (laptops, docking stations, 24 and 27 monitors, mobile devices, peripherals and related 4-year warranties). Includes an online catalogue for additional purchases.

Estimated contract value:€1,000,000 (maximum budget available, excluding VAT) ¹.

Who can apply

Open to economic operators established in EU Member States, and in Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina; international organisations may also participate. Tenderers must not be in exclusion situations and must comply with EMSA procurement rules.

1. 1Single supplier or joint tender (joint liability; appoint group leader)
2. 2Electronic submission only via e-Submission (EU Login required; 2-factor authentication mandatory from 30 June 2026)
3. 3Minimum selection evidence includes Declaration of Honour, Simplified Financial Statement (annual turnover minimum €400,000 over last 3 years) and technical certifications (eg ISO 9001, manufacturer partnerships)

Key commercial and contractual facts

Procedure type:open tender to award a single framework agreement (initial 12 months, renewable up to 3 times). Maximum contract duration shown in draft FWC: 48 months for supplies. Award criterion: best price-quality ratio (price weight 50%, quality criteria 50%). Reference configurations and price matrix are in Appendices A and B.

Notable technical and administrative requirements

Tenders must include technical and financial offers, signed cover letter, Legal Entities and Bank Accounts form, Declaration of Honour, Simplified Financial Statement, documentation proving ISO 9001 or equivalent and proposed Account Manager CV. Reference laptop spec requires Core Ultra 7 series (or equivalent), 32GB DDR5, 512GB SSD, Windows 11 Pro OEM, 13.3–14 display, TPM 2.0, battery >=52.5Wh; monitors and docking specs in Appendix A. Warranties must cover 4 years.

How to apply:Submit electronically via the EU Funding & Tenders Portal e-Submission application before the deadline; consult the procurement documents and upload all requested forms and evidence ¹.

Footnotes

1. 1Procurement documents, appendices and draft framework contract are on the Funding & Tenders Portal: EMSA EUDAS tender documents

This is a public procurement (open procedure) launched by the European Maritime Safety Agency (EMSA) to establish a framework agreement for the supply of end-user computing devices and accessories (EUDAS) for EMSA staff. The procurement includes reference configurations (standard laptop, docking station, standard monitor 24, standard monitor 27) with minimum technical, warranty and environmental requirements, an online catalogue for other items, and the option to order supplementary supplies by quotation. The estimated total value is €1,000,000 (excluding VAT). The procedure is managed and documented on the EU Funding & Tenders Portal and TED. Tender documentation (invitation, tender specifications, appendices, draft framework supply contract, price matrix and checklist) is published on the F&T Portal and must be consulted for full details F&T tender documents ¹.

Key administrative facts and deadlines

What is being procured (scope and technical highlights)

Framework Agreement to supply end-user computing devices and accessories for EMSA staff, focused primarily on laptops but covering desktops, tablets, monitors, mobile phones and accessories (external HDD, docking stations, headsets, etc.), including warranties and online catalogue access for additional purchases.

Reference configurations required (minimum mandatory specifications):Tenderers must propose one setup for the reference configuration (Standard laptop, Docking Station, Standard Monitor 24”, Standard Monitor 27”) and fill in Appendix A (technical specs) and Appendix B (prices). Configurations in Appendix A are minimum requirements; proposed models must meet or exceed them and provide technology and environmental impact details.

1. 1Standard laptop minimums: Intel Core Ultra 7 series (or equivalent), 13.3"–14" FHD display (1920x1080), 32GB DDR5 RAM, 512GB SSD M.2 or better, integrated Intel/AMD graphics, trackpoint and/or touchpad, HD 1080p webcam with physical privacy lock, 10/100/1000 LAN with PXE and WOL, Intel Wi‑Fi 6E AX211 & Bluetooth 5.3+, 2x Thunderbolt 4 or USB4 Type-C, 2x USB3.x Type-A, HDMI supporting €4K@60Hz, Windows Hello biometric compatible scanner, dTPM 2.0, internal rechargeable Li-ion battery ≥ 52.5Wh, OEM Windows 11 Pro 64-bit license, system weight < 1.5 kg.
2. 2Docking station: vendor equivalent to support laptop connectivity and peripherals as per Appendix A (detailed ports/compatibility required).
3. 3Standard Monitor 24" and 27": 24" FHD (1920x1080 @60Hz) and 27" QHD (2560x1440 @60Hz) respectively, DisplayPort + HDMI, built-in USB hub, speakers (built-in or separate), brightness ≥ 250 cd/m², response time ~4ms, matt surface, blue light / flicker-free, adjustable stand with pivot. Drivers and required software must be available and certified (Windows 10/11 as applicable).
4. 4Environmental and sustainability requirements: tenderers must indicate compliance with EPEAT (Bronze/Silver/Gold), Energy Star, TCO Certification (where requested), RoHS and any additional recognized environmental certifications (EU Ecolabel, Blue Angel, etc.).

Eligibility and who may apply

Participation is open to economic operators established in EU Member States and additionally to economic operators from the following eligible countries: Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina. International organisations may also participate. Tenderers (and any subcontractors or entities relied upon) must not be subject to applicable EU restrictive measures/sanctions or to the exclusion situations declared in the Declaration of Honour.

Eligible applicant types:Eligible applicant types include SMEs and large enterprises acting as single tenderers or as members of joint tender consortia; distributors/resellers or system integrators; authorised partners of manufacturers; public sector entities and international organisations (subject to documentation). Subcontractors and entities on whose capacities tenderers rely must be declared and documented.

Selection, exclusion and contractual requirements

Tenderers must submit legal, financial and technical evidence as set out in the Tender Specifications and Tenderer Checklist. Key selection thresholds and documentary requirements are specified below; failure to provide requested evidence may lead to exclusion or rejection.

1. 1Exclusion: completed Declaration of Honour (no mandatory supporting documents unless requested later). EMSA may request documentary evidence (judicial records, tax and social security certificates) for non-exclusion checks.
2. 2Legal/regulatory capacity: proof of legal capacity to pursue the professional activity required; confirmation that tenderer and subcontractors/entities are not subject to EU restrictive measures.
3. 3Economic/financial capacity: minimum yearly turnover requirement of €400,000 over the last three years. Required: Simplified Financial Statement and supporting accounts or budget extracts depending on legal form.
4. 4Technical/professional capacity: ISO 9001 or equivalent quality management certification; certification of partnership with offered manufacturers; list of principal similar clients over the past three years; CV of proposed Account Manager (EuroPass or equivalent) with at least one year experience managing public administration contracts and two years in a similar position; English fluency (minimum self-assessed B2).
5. 5Subcontracting and reliance on other entities: any subcontractors whose expected share exceeds 50% or whose capacities are relied upon must be listed and provide commitment letters. The tenderer remains fully liable for contract performance.

Award criteria and scoring

The contract is awarded based on the most economically advantageous tender using weighted quality and price criteria. Scores are calculated using the procedures set out in the Tender Specifications; only tenders achieving minimum threshold scores proceed to award.

1. 1Quality criterion 1 (W1 = 20%): Quality of proposed models and technology vs Appendix A (scored 0–10 using defined interpretation scale). Minimum 60% required per quality criterion.
2. 2Quality criterion 2 (W2 = 20%): Environmental / Green certifications (EPEAT, Energy Star, TCO, EU Ecolabel/Blue Angel). Scoring table maps certifications to points; weighted average across laptop (50%), monitor 24" (25%) and monitor 27" (25%).
3. 3Quality criterion 3 (W3 = 10%): Availability and quality of online catalogue (accessibility, product range, price and product information, availability).
4. 4Price criterion (WPrice = 50%): Price of the predefined scenario calculated as (Price1 x 2) + Price2 + Price3 + Price4 where Price1 = standard laptop + extended warranty, Price2 = docking station + warranty, Price3 = 24" monitor + warranty, Price4 = 27" monitor + warranty. Marks 0–10 allocated and combined as per formula in Tender Specifications.

Only tenders that obtain at least 60% on each quality criterion and reach an overall minimum score of 60% will be considered for award.

Price, payment and contract model

Prices must be quoted in euro, all-inclusive covering delivery costs, fixed and non-revisable for the contract duration (special conditions in the draft FWC apply). VAT must be shown separately but EMSA is VAT-exempt under Protocol 7; tenderers must take account of this when calculating prices. The FWC orders are based on unit prices in Annex II / Appendix B; EMSA may request supplementary supplies by quotation, not exceeding 10% of the contract value. Payment terms are in the draft framework supply contract: invoices submitted after acceptance, payment within 30 days following approval, e-invoicing/e-PRIOR compliance requested.

Submission instructions and required documents

Tenders must be submitted electronically via e-Submission on the Funding & Tenders Portal, in any EU official language (English preferred). Complete documentation required (see Tenderer Checklist and Annexes). Tenders submitted by other means will be disregarded. Tender validity 6 months.

1. 1Signed cover letter and Authorised Signatory Form.
2. 2Legal Entities and Bank Accounts Form (unless already provided previously) with accompanying evidence.
3. 3Tenderer Checklist completed.
4. 4Declaration of Honour (DoH).
5. 5Technical and financial offer (completed Price Matrix Appendix B).
6. 6Tender Specifications supporting evidence: ISO 9001 or equivalent, manufacturer partnership certificates, list of principal clients, Account Manager CV, Simplified Financial Statement and supporting accounts, list of identified subcontractors and commitment letters where applicable, Agreement/Power of Attorney for joint tenders.

Consortium requirement and subcontracting

A single tenderer may bid or a joint tender may be submitted by a group of economic operators. Joint tenders must appoint a group leader with full authority to represent the group and provide an Agreement/Power of Attorney. Subcontracting is allowed but identified subcontractors (meeting the criteria specified) must be listed and provide commitment letters. The contractor retains full liability for contract performance.

Consortium requirement:Consortium allowed; joint tender requires Agreement/Power of Attorney and joint & several liability; changes to group composition after submission generally lead to rejection except in limited merger/takeover cases meeting strict conditions.

Geographic eligibility and beneficiary scope

Eligible economic operators established in EU Member States and listed additional countries (Albania, North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia, Bosnia and Herzegovina). International organisations are also eligible. Contract performance and deliveries are to EMSA headquarters in Lisbon, Portugal (deliveries to Praça Europa 4).

Mentioned countries:Albania; Republic of North Macedonia; Iceland; Liechtenstein; Montenegro; Norway; Kosovo; Serbia; Bosnia and Herzegovina; European Union Member States (general eligibility).

Project stage, type of funding and nature of support

This is a procurement for supplies (not a grant). It supports EMSA operational needs (procurement of hardware and accessories). The expected project stage is procurement for operational deployment (commercial supply / implementation).

1. 1Eligible support modality: Framework agreement supplying goods (supplies).
2. 2Funding type: Procurement (contract for supplies) — not a grant, loan or equity.
3. 3Nature of support to beneficiaries: monetary payments from EMSA to contractor upon delivery and acceptance; beneficiaries (contractor) receive payments; EMSA receives goods and services.

Application process, stages and success considerations

Submission is a single-stage electronic open call. Tender evaluation follows exclusion checks, selection criteria verification, compliance with minimum requirements and award criteria scoring (quality + price). EMSA may contact tenderers for clarification or to correct obvious clerical errors without changing tender terms. Tenderers may withdraw and replace tenders before the deadline. EMSA reserves the right to cancel the procurement prior to signature.

Application stages and timelines:Single-stage proposal submission; evaluation includes eligibility/exclusion checks, selection criteria verification, compliance checks and award scoring. Public remote opening scheduled for 23/06/2026. Contract signature expected September 2026. Tender validity 6 months.

Number of stages:1 (single-stage submission) for offers; internal evaluation steps follow (exclusion, selection, compliance, award).

Success rates:Not published. Framework agreements typically have a single winner for single-award FWCs; competition depends on market participation. Tenderers should meet all threshold requirements and score competitively on quality and price to be awarded.

Co-funding, guarantees and restrictions

No co-funding from EMSA is required beyond contract performance; the contractor supplies goods in exchange for payment. No financial pre-financing is specified. Financial guarantees are not applicable unless requested in specific circumstances; performance or retention guarantees may be requested under the draft FWC (conditions provided). Tenderers must not be subject to EU restrictive measures and must comply with EMSA environmental and legal obligations.

Templates and application form structure

The procurement provides standard templates and forms on the EMSA procurement web page and within F&T Portal. Tenderers must complete and upload the required forms in e-Submission. Key templates and required documents include the following (all available in procurement documents):

1. 1Cover letter and Authorised Signatory Form (signed; name and position of authorised signatory, bank account for payments, contact email).
2. 2Legal Entities and Bank Accounts Form (completed, stamped and signed) with supporting evidence of legal status/registration.
3. 3Declaration of Honour (DoH) — completed and signed.
4. 4Simplified Financial Statement and supporting financial accounts (profit & loss and balance sheet or equivalent for public/non-profit entities).
5. 5Tenderer Checklist (completed).
6. 6Technical Offer: response to Tender Specifications including Appendix A (technical compliance matrix for reference configurations), manufacturer partnership certificates, ISO 9001 or equivalent, list of principal clients for similar supplies, CV of proposed Account Manager (EuroPass format preferred).
7. 7Financial Offer: completed Appendix B price matrix with unit prices in Euro for reference items and warranties, scenario price calculation. Prices fixed for contract duration and must be all-inclusive (delivery).
8. 8List of identified subcontractors (if applicable) and commitment letters from each identified subcontractor or entity on whose capacities the tenderer relies.
9. 9Agreement / Power of Attorney (if joint tender).
10. 10Draft Framework Supply Contract Annex II: contractor’s tender (to be attached).

Important notices, Q&A and contact

Questions must be submitted electronically through the F&T Portal Questions & Answers tab; EMSA is not bound to reply to questions submitted less than six working days before the tender submission deadline. Contracting authority contact email for the procedure: emsa2026op0017@emsa.europa.eu. For technical issues with e-Submission use the IT Helpdesk information on the F&T Portal.

Where to find procurement documents:Full procurement documents, templates and draft Framework Supply Contract are published on the Funding & Tenders Portal under the tender reference EMSA/2026/OP/0017 and on EMSA’s procurement page Procurement Documents ¹.

Concise practical checklist for bidders

1. 1Register and obtain EU Login and, if required, a Participant Identification Code (PIC) before submission; ensure two-factor authentication is enabled by 30 June 2026 where applicable.
2. 2Download and review Invitation to Tender, Tender Specifications, Appendix A and B, Tenderer Checklist, draft Framework Supply Contract and templates from the F&T Portal.
3. 3Complete technical compliance table (Appendix A) and prepare documentary evidence for ISO 9001, partnership with manufacturers and references for similar contracts.
4. 4Prepare simplified financial statement and supporting accounts demonstrating yearly turnover ≥ €400,000 for the last three years.
5. 5Complete and sign Declaration of Honour and other legal forms (Legal Entities and Bank Accounts Form, Authorised Signatory Form).
6. 6Complete Appendix B price matrix: provide unit prices in EUR and calculate Price of the Scenario as required; show VAT separately (EMSA is VAT-exempt).
7. 7Assemble any commitment letters from subcontractors or third-party entities relied upon and include Agreement/Power of Attorney for joint tenders if applicable.
8. 8Upload all documents in e-Submission before the deadline (19/06/2026 16:00 Lisbon time); check attachment names and size limits (50 MB per file, max 200 files per submission), retain submission receipt.
9. 9If attending the public opening, request attendance at least five calendar days before opening and present submission receipt at entry if physical attendance is permitted.

EMSA reserves the right to request original supporting documents after award (e.g., for DoH supporting evidence) and to perform checks, audits and EDES registration if exclusion situations apply. EMSA may cancel the procedure or refuse late questions in line with terms in the Tender Specifications.

Summary: What is this opportunity about and how to approach it

This opportunity is an open call to suppliers to conclude a framework agreement with EMSA for the supply of end-user devices and accessories (primarily laptops, docking stations and monitors but also other devices and accessories) and associated warranties and catalogue services. The tender requires detailed technical compliance with the minimum specifications in Appendix A, evidence of partnerships and quality management, financial stability, an Account Manager with public-sector contract experience and a competitive price for a predefined scenario. Bidders must submit a complete electronic package through the F&T Portal by 19 June 2026 and ensure compliance with exclusion and selection criteria. The award will follow a best price-quality evaluation: 50% price and 50% quality (three quality sub-criteria) with minimum thresholds. Successful tenderer(s) will sign a single-award framework contract with EMSA; purchases will be made by order forms based on the agreed unit prices and catalogue. Read and follow the Tender Specifications, use provided templates, and make sure to demonstrate compliance with both technical and environmental certification requirements and to supply clear, verifiable documentary evidence.

Footnotes

1. 1Full procurement documentation, templates and the draft framework supply contract are available on the EU Funding & Tenders Portal for this call (EMSA/2026/OP/0017): ec.europa.eu

Opportunity Overview

The European Maritime Safety Agency (EMSA) is issuing a call for tenders for a Framework Agreement to supply end-user computing devices and accessories. This is an open procedure tender with an estimated total contract value of €1,000,000 excluding VAT. The tender is published on the EU Funding and Tenders Portal and represents a significant procurement opportunity for IT equipment suppliers.

Tender Reference and Key Identifiers:Procedure Identifier: EMSA/2026/OP/0017. TED Reference: 86/2026 307151-2026. The tender was published on 05/05/2026 on the EU Funding and Tenders Portal.

Scope of Work

The contract objective is to provide EMSA with a supply channel for the purchase of end-user computing devices and their accessories. The scope includes laptops, desktops, tablets, monitors, mobile phones and related accessories such as external hard disks, DVD drives, pen drives, docking stations and headsets. The contract will primarily focus on laptops to enhance staff mobility both outside and within the Agency. Tenderers must propose one set-up for a reference configuration comprising a standard laptop, docking station, standard 24-inch monitor and standard 27-inch monitor. An online catalogue must be made available to facilitate procurement of items outside the reference configurations.

Eligibility and Who Can Apply

This is an open procedure tender accessible to economic operators from EU Member States and from the following eligible countries: Albania, Republic of North Macedonia, Iceland, Liechtenstein, Montenegro, Norway, Kosovo, Serbia and Bosnia and Herzegovina. Participation is open on equal terms to international organisations. ¹

Eligibility Requirements

Tenderers must not be subject to EU restrictive measures adopted under Article 29 of the Treaty on the European Union or Article 215 of the Treaty on the Functioning of the EU. This prohibition applies throughout the entire performance of the contract. Tenderers must ensure they are not in any exclusion situations as listed in the Declaration of Honour, which covers grounds such as criminal convictions, professional misconduct, conflicts of interest and financial irregularities.

Joint Tenders and Subcontracting

Joint tenders are permitted. In such cases, all group members assume joint and several liability towards EMSA for performance of the contract. One member must be appointed as group leader to serve as the single point of contact. Subcontracting is allowed, but the contractor retains full liability for performance. Identified subcontractors whose individual share exceeds 50 percent of the contract value or on whose capacities the tenderer relies to fulfil selection criteria must provide commitment letters.

Selection Criteria

Tenderers must demonstrate they meet minimum standards across three categories of selection criteria: legal and regulatory capacity, economic and financial capacity, and technical and professional capacity.

Legal and Regulatory Capacity

Tenderers must have the legal and regulatory capacity to pursue the professional activity needed for performing the contract. Evidence is provided through a duly completed and signed Declaration of Honour.

Economic and Financial Capacity

Tenderers must be in a stable financial position with the economic and financial capacity to perform the contract. The minimum requirement is a yearly turnover of at least €400,000 for the last three years. Evidence must be provided through a completed Simplified Financial Statement and supporting documentation depending on the legal form of the organisation. For profit organisations must provide copies of profit and loss accounts and balance sheets. Non-profit organisations must provide statements of financial activities and financial position. Public sector entities must provide extracts from their last two budgets. Individuals must provide income tax returns or equivalent documentation.

Technical and Professional Capacity

Tenderers must have the necessary technical and professional capacity, experience and partnerships to provide the goods requested. Required evidence includes: ISO 9001 quality management certification or equivalent; certification of partnership with offered manufacturers; a list of principal clients over the past three years to whom similar equipment has been supplied; and a curriculum vitae of the proposed Account Manager in Europass format or equivalent. The Account Manager must have at least one year of experience managing contracts with public administrations and at least two years seniority in a similar position, with fluency in English at B2 level or above.

Technical Specifications and Reference Configuration

Tenderers must propose equipment that meets or exceeds minimum specifications detailed in Appendix A of the tender specifications. The reference configuration includes a standard laptop with specific processor, memory, storage and connectivity requirements; a docking station; a 24-inch standard monitor; and a 27-inch standard monitor. All proposed equipment must include detailed information on technology used and environmental impact. The configurations represent the minimum required specifications, and proposed equipment must be equivalent to or exceed these minimums.

Standard Laptop Requirements

The standard laptop must feature an Intel Core Ultra 7 series processor or equivalent, 32GB DDR5 memory, 512GB SSD M.2 storage or better, integrated graphics suitable for business use, a 13.3 to 14-inch display with minimum 1920x1080 resolution, Windows 11 Professional operating system with OEM licence, biometric scanner compatible with Windows Hello, dTPM 2.0 or better security, and a system weight under 1.5 kg. The laptop must include 2x Thunderbolt 4 or USB 4.0 Type-C ports, 2x USB 3.x Type-A ports, RJ45 Ethernet, HDMI with €4Ksupport, Wi-Fi 6E and Bluetooth 5.3 or above, HD 1080p integrated webcam with physical privacy lock, and a minimum 52.5Wh rechargeable Li-ion battery.

Monitor and Docking Station Requirements

The 24-inch standard monitor must have 1920x1080 resolution at 60Hz, DisplayPort and HDMI connectivity, built-in USB hub, adjustable height support stand with pivot function, 250 cd/m2 brightness, 4ms response time, matt display surface with blue light filter and flicker-free technology. The 27-inch monitor must have 2560x1440 resolution at 60Hz with similar connectivity and features. The docking station must support the reference laptop configuration with appropriate connectivity options. All equipment must include 4-year extended warranty coverage.

Environmental and Green Certifications

Tenderers must provide details on environmental certifications for proposed equipment. Preferred certifications include EPEAT registration (Bronze, Silver or Gold), Energy Star certification, TCO Certified status, RoHS compliance and additional recognised environmental certifications such as Blue Angel or EU Ecolabel. These certifications are evaluated as part of the award criteria.

Pricing and Financial Terms

Maximum Contract Value:The maximum budget available is €1,000,000 excluding VAT. Non-compliance with this budget ceiling will result in rejection of the bid.

Price Requirements:Prices must be quoted in euros and must be all-inclusive, covering delivery costs. Prices must be fixed amounts, non-revisable and remain valid for the duration of the contract. Tenderers must provide detailed prices for each reference configuration item: standard laptop with 4-year warranty, docking station with 4-year warranty, 24-inch standard monitor with 4-year warranty and 27-inch standard monitor with 4-year warranty. The price of the scenario is calculated using the formula: (Price 1 x 2) + Price 2 + Price 3 + Price 4, where Price 1 is the laptop, Price 2 is the docking station, Price 3 is the 24-inch monitor and Price 4 is the 27-inch monitor.

VAT Treatment:EMSA is exempt from all duties, taxes and other charges including VAT under Article 3 and 4 of the Protocol on the privileges and immunities of the European Union. VAT must be shown separately and cannot be included in the tender calculation.

Payment Terms:Payments are issued only after acceptance of supplies by EMSA. The contracting authority must approve submitted documents and pay within 30 days from receipt of the invoice. Order forms for standard supplies are established based on unit prices indicated in the tender. EMSA may request supplementary supplies to be ordered on the basis of quotations, with such supplementary purchases not exceeding 10 percent of the contract value.

Contract Duration and Framework Agreement Terms

The Framework Agreement is concluded for an initial period of 12 months from the date of entry into force. The contract automatically renews up to three times, each time for a period of 12 months under the same conditions, unless one party provides formal notification to the contrary at least three months before the end of the ongoing duration. The maximum total contract duration is 48 months including all renewals. ²

Either party may terminate the Framework Agreement for convenience by sending formal notification with three months written notice. In such cases, neither party is entitled to compensation, and the contractor is entitled to payment only for supplies delivered before termination takes effect. Ongoing specific contracts remain unaffected by Framework Agreement termination.

Award Criteria and Evaluation

The contract will be awarded to the tenderer who submits the most economically advantageous tender based on a combination of quality criteria and price. The evaluation uses a weighted scoring system with the following weightings: Quality Criterion 1 (Technology) 20 percent, Quality Criterion 2 (Green Certifications) 20 percent, Quality Criterion 3 (Online Catalogue) 10 percent, and Price 50 percent.

Quality Criterion 1: Technology

This criterion evaluates the quality of proposed models based on technology specifications including processor, RAM, hard disk, video cards and other technical features according to requirements in Appendix A. Scoring ranges from 0 to 10 points. A score of 0 is given if the proposal fails to meet one or more minimum technical requirements. A score of 6 is awarded if proposed equipment fully meets minimum specifications without demonstrating particular added value. Scores of 7-8 are given if equipment exceeds several minimum specifications with clear technical advantages. Scores of 9-10 are awarded if equipment significantly exceeds minimum specifications with substantial advantages across multiple relevant aspects such as performance, durability, energy efficiency or environmental certifications.

Quality Criterion 2: Green Certifications

This criterion evaluates environmental certifications for laptops and monitors. The final score is calculated as a weighted average: 50 percent for laptop certifications, 25 percent for 24-inch monitor certifications and 25 percent for 27-inch monitor certifications. EPEAT registration is scored from 0 to 5 points depending on level (Bronze 3 points, Silver 4 points, Gold 5 points). Energy Star certification is scored 0 or 2 points. TCO Certified status is scored 0 or 2 points. Additional recognised environmental certifications such as Blue Angel or EU Ecolabel are scored 1 point if provided and verifiable. The maximum score for this criterion is 10 points.

Quality Criterion 3: Online Catalogue

This criterion evaluates the availability and quality of the online catalogue that must be accessible for the duration of tender evaluation and contract implementation. The catalogue is assessed on accessibility, products and information provided including price, product description and product availability. This criterion carries a 10 percent weighting.

Price Criterion

The price criterion carries a 50 percent weighting and is based on the price of the scenario calculated according to the formula specified in the tender specifications. The lowest price receives the maximum score, and other bids are scored proportionally.

Only tenders that achieve a minimum of 60 percent for each quality criterion will be considered for calculation of the overall quality score. Only tenders that achieve a minimum of 60 percent for the overall combined score will be considered for contract award.

Submission Requirements and Procedures

Submission Method:All tenders must be submitted electronically via the e-Submission application accessible from the EU Funding and Tenders Portal. Tenders submitted by any other means such as email or letter will be disregarded.

Submission Deadline:The deadline for receipt of tenders is 19/06/2026 at 16:00 Europe/Lisbon time. Tenders must be submitted before this deadline to be considered.

Language Requirements:Tenders can be submitted in any official EU language. However, as the main working language of EMSA is English, tenders should preferably be submitted in English and must include an English version of documents requested under sections 15.5 and 16 of the tender specifications.

Required Documents and Information

Tenderers must submit the following documents and information via e-Submission:a signed cover letter indicating the name and position of the authorised signatory, proof of authorisation, bank account details and email address for contact; the Legal Entities and Bank Accounts Form completed, stamped and signed with accompanying documentation; a Declaration of Honour duly completed and signed; a Simplified Financial Statement with supporting financial evidence; evidence of technical and professional capacity including ISO 9001 certification or equivalent, certification of partnership with manufacturers and list of principal clients; curriculum vitae of the proposed Account Manager in Europass format; technical and financial offer with detailed pricing for each reference configuration; and if applicable, list of identified subcontractors with commitment letters or agreement/power of attorney for joint tenders.

Tenderer Checklist:A Tenderer Checklist is available on EMSA's procurement website at emsa.europa.eu. This checklist outlines all documents that must be completed and submitted to tender.

File and Submission Requirements

All documents must be uploaded in e-Submission. Individual file attachments must not exceed 50MB in size. The maximum number of documents that can be uploaded per tender is 200 files. File names must follow system requirements specified in the e-Submission Guidelines. All mandatory fields marked with an asterisk must be completed. Tenders must be clear, complete and consistent with all requirements laid down in the tender specifications. Tenders not uploading necessary documents may be rejected.

Tender Validity Period

The period of validity of the tender, during which tenderers may not modify the terms of their tenders, is six months from the submission deadline.

Tender Opening and Evaluation

Public Opening Session:Tenders will be opened at 10:00 Europe/Lisbon time on 23/06/2026. The opening session will be public and representatives of tenderers may attend. At the end of the opening session, the Opening Committee will indicate the name of tenderers and the decision concerning admissibility of each offer. Prices will not be communicated unless the award method is lowest price. Tenderers wishing to attend must send a request at least five calendar days before the opening date to emsa2026op0017@emsa.europa.eu with the name and email of attending person(s) and the tenderer name. Attendees must present their submission receipt and sign an attendance sheet.

Questions and Clarifications:Requests for additional information must be submitted in writing through the F&T Portal in the Questions and Answers tab by clicking Create a Question. EMSA is not bound to reply to requests for additional information submitted less than six working days before the submission deadline. The deadline for submitting questions is 11/06/2026 at 23:59 Europe/Lisbon time. All additional information will be published on the F&T Portal and it is tenderers' responsibility to check for updates regularly.

Important Conditions and Obligations

Submission of a tender implies acceptance of all terms and conditions set out in the procurement documents. Tenderers waive their own general or specific terms and conditions. These requirements are binding on the tenderer to whom the contract is awarded for the duration of the contract. No more than one tender per lot can be considered per tenderer. If the same tenderer submits more than one tender, only the latest tender will be considered. All costs incurred during preparation and submission of tenders are borne by tenderers and will not be reimbursed.

After submitting a tender but before the submission deadline, a tenderer may definitively withdraw its tender or withdraw and replace it with a new one. A withdrawal receipt will be provided by e-Submission as proof of withdrawal. EMSA may cancel the award procedure without tenderers being entitled to claim any compensation. This contractual obligation commences only upon signature of the contract with the successful tenderer.

Contract Management and Implementation

EMSA Unit 3.3, in charge of Horizontal Digital Services, will be responsible for managing the contract. The estimated date for contract signature is September 2026. Deliveries must be made at EMSA Headquarters, Praça Europa 4, 1249-206 Lisbon, Portugal. The contractor must notify EMSA of the exact delivery date at least three days in advance. Deliveries may be made on any working day during normal working hours.

The contractor must comply with minimum requirements provided in the tender specifications, including compliance with applicable obligations under environmental, social and labour law established by Union law, national law and collective agreements. The contractor must ensure that personnel implementing the contract possess the professional qualifications and experience required. At EMSA's reasoned request, the contractor must replace any member of personnel who does not have required expertise or has caused disruption at EMSA premises. The contractor bears the cost of replacement and is responsible for any delay resulting from replacement.

Delivery, Conformity and Warranty

Supplies must be delivered in conformity with quantity, quality, price and packaging requirements of the Framework Agreement and relevant specific contract. Supplies must correspond to the description given in tender specifications and possess the characteristics provided by the contractor. Supplies must be fit for purposes for which supplies of the same type are normally used and must demonstrate high-quality standards and performance normal in supplies of the same type.

Conformity of supplies delivered must be evidenced by signature of a certificate of conformity by EMSA no later than one month after the date of delivery. Signature of the consignment note is simply an acknowledgment that delivery took place and does not imply conformity. In case of lack of conformity, EMSA is entitled either to have supplies brought into conformity free of charge by repair or replacement or to have an appropriate reduction made in the price. Any repair or replacement must be completed within a reasonable time without significant inconvenience to EMSA.

Supplies must be guaranteed by the contractor against all defects in manufacture or materials for two years from the date of delivery, unless a longer period is specified in tender specifications. The contractor must replace at its own expense any items which become damaged or defective during the guarantee period. The contractor is responsible for any conformity defect which exists at the time of delivery, even if the defect does not appear until later. If part of an item is replaced, the replacement part must be guaranteed under the same terms for a further period of the same duration.

Applicable Law and Dispute Resolution

The Framework Agreement shall be governed by Union law, complemented where necessary by the law of Portugal. The application of the United Nations Convention on Contracts for the International Sales of Goods (CISG) is excluded. Any dispute between the parties in relation to the validity, interpretation, performance or termination of the Framework Agreement which cannot be settled amicably shall be brought before the courts of Lisbon, Portugal.

Personal Data Protection

Any personal data included in or relating to the Framework Agreement, including its implementation, shall be processed in accordance with Regulation (EU) 2018/1725. Such data shall be processed solely for the purposes of implementation, management and monitoring of the Framework Agreement by the data controller. The contractor or any other person whose personal data is processed has specific rights as a data subject under Chapter III of Regulation (EU) 2018/1725, including the right to access, rectify or erase personal data and the right to restrict or object to processing. Details concerning processing of personal data are available in the privacy statement Information on personal data protection in procurement procedures available at emsa.europa.eu.

Personal data may be registered in the Early Detection and Exclusion System (EDES) if a tenderer is deemed to be in one of the situations detailed in Article 138 of Regulation (EU, Euratom) No 2024/2509. The contractor must ensure that personnel authorised to process personal data has committed itself to confidentiality or is under appropriate statutory obligation of confidentiality. The contractor must adopt appropriate technical and organisational security measures to ensure confidentiality, integrity, availability and resilience of processing systems.

Key Dates and Deadlines

Contact Information and Resources

For operational and administrative matters, contact EMSA at emsa2026op0017@emsa.europa.eu. Invoices should be submitted to invoice.registration@emsa.europa.eu. All procurement documents including the Invitation to Tender, Tender Specifications with appendices, draft Framework Contract, Tenderer Checklist, Declaration of Honour, Simplified Financial Statement and other required forms are available on EMSA's procurement website at emsa.europa.eu. The e-Submission Guidelines are also available on this website. Access to e-Submission requires an EU Login account, which can be created with only an email address and password. As of 30 June 2026, two-factor authentication will be required to access EU Login accounts.

The EU Funding and Tenders Portal provides access to the complete tender documentation and e-Submission system. Tenderers should consult the EMSA Procurement Section for all supporting documents, forms and guidelines. For technical support with e-Submission, contact the IT Helpdesk through the portal.

Additional Considerations for Applicants

EMSA applies environmental management systems ISO 14001:2015 and EMAS (Environmental Management and Audit Scheme of the EU) and continuously works to improve its environmental performance. Suppliers are encouraged to comply with EMSA's environmental policy within the remit of activities carried out for the contract. Tenderers should consult the environmental policy document available on EMSA's website at emsa.europa.eu.

Tenderers must ensure they have the necessary technical infrastructure to use the e-Submission system effectively. The system supports all 24 official EU languages and uses UTF-8 character set encoding. Latest versions of Google Chrome or Mozilla Firefox are recommended for optimal system performance. Tenderers should clear cache and cookies if experiencing technical issues and ensure they have adequate internet bandwidth for uploading large files.

Tenderers are strongly advised to prepare all required documentary evidence in advance, as they may be requested to provide such evidence within short deadlines. In any event, the tenderer proposed for contract award will be requested to provide supporting evidence for exclusion and selection criteria. If a tenderer does not provide valid documentary evidence within deadlines set by EMSA, the tender may be rejected unless the tenderer can justify the failure on grounds of material impossibility to provide such evidence.

Footnotes

1. 1Eligible countries are those listed in the Invitation to Tender point 22. Economic operators from these countries have equal access to the procurement procedure as EU Member State operators.
2. 2The Framework Agreement enters into force on the date it is signed by the last party. Implementation cannot start before entry into force. The initial 12-month period begins from the date of entry into force, not from the publication date of the tender.