Supply of Field Deployment and General Equipment for the Close Protection Sector

The European Commission DG HR (procedure EC-HR/2026/OP/0217) is inviting electronic tenders via the Funding & Tenders Portal for the supply of a defined catalogue of 25 field deployment and general equipment items for close protection operations, with an estimated total value of €217,775. The procedure is an open tender to establish a framework agreement (maximum duration 48 months) awarded on the basis of lowest price and does not allow variants. Mandatory submission documents include the Annex 6 financial tender form and Annex 7 technical compliance form, and tenders must meet exclusion, selection and specified security requirements. Deadline for receipt of tenders is 30 September 2026 at 12:00 (Brussels time).

What it funds

Scope

Procurement of field deployment and general outdoor equipment for Close Protection Officers (CPOs) to use during operational deployments in remote, high-risk or logistically demanding environments. The call covers a single lot of 25 equipment items (e.g. travel duffels and hard cases, grab bags, power banks, binoculars with rangefinder, tents, sleeping systems, portable cooking systems, GPS, water purifiers) with technical minimums set in the tender specifications.

Contracting authority:European Commission, DG HR - Human Resources and Security.

Estimated total value:€217,775 (total estimated maximum procedure value for the framework agreement). ¹

1. 1Procedure: Open procedure to award up to 3 framework contracts (cascade), framework agreement without re-opening of competition.
2. 2Award method: Lowest price.
3. 3Maximum contract duration: 48 months (framework contract).

Who can apply:all economic operators established in the scope of the EU Treaties and in third countries where access to procurement is granted (including parties to the WTO GPA). Tenders may be submitted as a sole tenderer or a joint tender; subcontracting is permitted but identified subcontractors over 20% or relied-on entities must be declared and provide commitment letters. Exclusion, selection and technical compliance requirements are detailed in the procurement documents.

Submission method:Electronic submission via the EU Funding & Tenders Portal eSubmission system (EU Login required). See procurement documents and templates (technical offer, financial tender form, Declaration on Honour, annexes) for mandatory forms and evidence.

Footnotes

1. 1Opportunity and full procurement documents are published on the Funding & Tenders Portal at the tender details page F&T Portal.

Summary and purpose

Brief description

The European Commission, Directorate-General for Human Resources and Security (DG HR, HR.DS Security Directorate) has published an open call for tenders to establish framework contract(s) for the supply of field deployment and general outdoor equipment for the Close Protection Sector (Close Protection Officers). The procurement is for equipment to support high-risk mission deployments where logistical support may be limited. The procedure reference is EC-HR/2026/OP/0217 with TED reference 559282-2026.

Contracting authority:European Commission, DG HR - Human Resources and Security (HR.DS - Security Directorate), based in Brussels, Belgium.

Procedure type and contracting model:Open procedure resulting in multiple framework contracts in cascade with up to three contractors. Framework agreement without reopening of competition. Award method: lowest price.

Estimated total procedure value:€217,775 (estimated overall contract amount for the procurement procedure).

Nature of contract and CPV:Supplies. Main CPV codes: 18000000 Clothing, footwear, luggage articles and accessories; additional CPV 35800000 Individual and support equipment.

Maximum contract duration:Framework contract maximum duration 48 months. Specific order delivery deadlines: standard maximum delivery time 12 weeks from signature of an order form unless otherwise specified in the order.

Place of delivery:Delivery to the contracting authority premises in Brussels. Exact delivery address to be specified in order forms.

Who can apply and how

Eligible applicants and participation models

Eligible Applicant Types:legal persons and natural persons able to supply the goods and meet selection criteria. Examples of eligible economic operators include SMEs, large enterprises, manufacturers, distributors, logistics companies, professional suppliers of outdoor/mission equipment, and consortia (groups of economic operators). Individual natural persons may participate where allowed by national law and procurement documents. Subcontracting is permitted. Joint tenders (groups of economic operators) are allowed; the group must appoint a group leader with power of attorney (model provided in Annex 3).

Geographic eligibility:Beneficiary Scope: Open to economic operators from countries covered by the EU Treaties, parties to the WTO Government Procurement Agreement (GPA), and those third countries with applicable procurement agreements with the EU. Tenderers must prove country of establishment and fulfil access to procurement rules. All 24 official EU languages supported for submission.

Registration and submission portal:Tenders must be submitted electronically via the EU Funding & Tenders Portal eSubmission system. A EU Participant Register PIC and EU Login account are required. The procurement documents and all annexes are available on the Portal and tenders must be uploaded there. The contracting authority may require the use of the Portal or another electronic exchange system for communications during contract performance¹.

Key dates and procedure milestones

What is being bought (technical scope)

This call covers a one-lot procurement for a list of field deployment and general equipment items for Close Protection Officers. The technical specifications include detailed minimum technical requirements for 25 items. The equipment categories and sample items are listed below; full technical details are provided in the Tender Specifications Part 2 (Technical specifications) and the Annexes (Annex 7 Technical offer template, Annex 6 Financial tender form).

1. 1Travel pack type duffel for personal equipment (large rolling duffel, wheels, modular panels, hard shell bottom; vol. min 191 L; weight 5–7.5 kg)
2. 2Travel pack for sensitive/fragile personal equipment (hard case trolley-style, IATA check-in compatible, IP67 / MIL-SPEC or equivalent, O-ring seals)
3. 3Grab bag small 24H package (top access, lay-flat opening, internal PALS webbing, colour black)
4. 4Grab bag large 72H package (45–47 L, hydration compatible, integral hip belt, weight 2.0–2.5 kg)
5. 5Power banks (big and small) — airline approved, max 90 Wh, min 20000 mAh and 10000 mAh respectively, USB-A/USB-C ports, wireless charge, IP66)
6. 6Handheld observation binoculars with Laser Range Finder (10x, LR distance min €1 900 M, built-in compass, class 1 laser)
7. 7Handheld observation binoculars (compact, 8x, foldable, light weight)
8. 8Chem-lights (4-inch packs in red, green, blue and IR)
9. 9Field sleeping and seating systems (foldable travel bed and chair; sleeping mats and sleeping bags: summer, 3-season and winter with defined comfort/extreme temperatures and weights)
10. 10Field furniture and shelter: folding table, pop-up pavilion/tent (3x3 m with UV protection), insect protection tent
11. 11Individual cooking system (compact, max pack size 13x13 cm, fast boil time, titanium burner)
12. 12Cutlery set, thermal cup, plate and bowl set, personal water purifier (membrane microfilter with specified performance and replaceable filters)
13. 13Navigation and tracking: wrist GPS (MIL-STD-810G, GNSS capable, NVG mode, solar charging)
14. 14Hard case trolleys and other hard transport cases for fragile team equipment

Each item in the list has precise minimum technical parameters (dimensions, weights, certifications, materials, performance characteristics). Variants are not allowed. Tenderers must complete the Technical Compliance Form (Annex 7) confirming compliance item-by-item. Failure to meet minimum technical requirements will result in disqualification.

Selection, exclusion and award

Exclusion checks, selection and award rules are defined in the tender specifications (Part 1 Administrative specifications). The contracting authority will first verify exclusion and selection criteria and then evaluate award criteria on admissible tenders. The contracting authority may request documentary evidence during the procedure and prior to award; failure to provide evidence within the deadlines may lead to rejection.

Exclusion criteria:Grounds for exclusion are those listed in Article 138 of the Financial Regulation, including bankruptcy, final judgments for fraud or corruption, serious professional misconduct, tax or social security breaches, substantial deficiencies in contract performance in relation to Union funds, irregularities, and others. Tenderers must submit a Declaration on Honour (Annex 2) and may be asked to provide supporting documents if selected for award.

Selection criteria (key items):Economic and financial capacity: consolidated average annual turnover over the last three financial years must be above €80,000 (evidence: profit and loss accounts or bank statements). Technical and professional capacity: consolidated proven experience with at least three similar projects in the last three years with combined minimum value €80,000 (project list and supporting references). Tenderers can rely on subcontractors or other entities' capacities (commitment letters required, models in Annexes 5.1 and 5.2).

Award criterion:Lowest price. The only award criterion used is price (100% weight). Tender ranking will be in ascending order of total price.

Documents to submit and templates

Tenders must include all administrative, selection and tender data listed in Annex 1 (List of documents to be submitted). Important annexes and templates provided in the procurement documents (all published on the Portal) include:

1. 1Annex 1 List of Documents to be submitted (administrative checklist and eSubmission instructions)
2. 2Annex 2 Declaration on Honour (exclusion and selection) model — to be signed by each involved entity as required
3. 3Annex 3 Agreement/Power of attorney (required for joint tenders; to appoint group leader)
4. 4Annex 4 List of identified subcontractors and proportion of subcontracting (model)
5. 5Annex 5.1 Commitment letter by identified subcontractor (model)
6. 6Annex 5.2 Commitment letter by entity on whose capacities tenderer relies (model)
7. 7Annex 6 Financial Tender Form (Excel) — mandatory price schedule and item quantities
8. 8Annex 7 Technical Compliance Form (Technical offer template) — mandatory item-by-item compliance declarations
9. 9Tender specifications Part 1 Administrative specifications and Part 2 Technical specifications (contract requirements, delivery, security, checks and audits, etc.)
10. 10Draft Framework Contract, Draft Contract Annexes including Appendix 2 Security requirements and Annex IV VAT template

Tenders must be uploaded and named according to the instructions in Annex 1 and in the eSubmission application. Failure to upload required documents or to follow file naming/upload instructions may lead to rejection. The tenderer must complete the Financial Tender Form (Annex 6) fully and insert the total price value in eSubmission field 'Total amount'. If discrepancies exist between the eSubmission field and uploaded financial tender, the uploaded financial tender will prevail.

Administrative, contractual and security obligations

The draft Framework Contract (FWC) conditions of December 2024 apply, including clauses on order of precedence of documents, performance, delivery, price revision, payments, confidentiality, data protection, security requirements, checks and audits, and termination. The contracting authority requires compliance with Commission security standards and may require contractor personnel security screening for access to Commission premises. The contractor bears all costs related to security clearances. The contractor must comply with EU data protection rules (Regulation (EU) 2018/1725) and implement appropriate technical and organisational measures when processing personal data on behalf of the contracting authority.

Payments and VAT:Prices must be expressed in euro, rounded to two decimals, quoted free of all duties, taxes and charges (the Commission is exempt from VAT under Protocol on Privileges and Immunities). Payment conditions and invoice submission rules are specified in the draft contract and tender specifications (Article I.6 and II.20). For joint tenders, Annex IV provides group members’ shares for VAT purposes where applicable.

Evaluation process, award and contract signature

The evaluation will follow the sequence:administrative check, exclusion, selection, technical compliance and award (price). The contracting authority may request clarifications and supporting documents, including evidence to verify non-exclusion and selection criteria. The contracting authority will rank compliant tenders by price and award framework contract(s) to the first up to three ranked tenderers. The contracting authority reserves the right to cancel the procurement or modify the number of framework contracts awarded as stated in the FWC. Detection of abnormally low tenders may lead to requests for explanations or rejection.

1. 1Number of stages in application: 2 (1. submission and administrative/exclusion/selection verification; 2. technical compliance and price evaluation, followed by requests for supporting documents prior to award if needed).
2. 2Success rate: not published. Typical framework contract procedures with multiple framework contracts may award up to three contractors; competition and number of applicants will determine success probability.
3. 3Co-funding requirement: none. This is a procurement (supply contract) to be paid by the contracting authority.

Practical notes and system requirements

Submissions must be made exclusively by eSubmission via the Funding & Tenders Portal. Use Google Chrome or Mozilla Firefox latest versions; comply with system requirements and attachment size limits (individual attachments under 50 MB; up to 200 attachments permitted). Personal Identification Code (PIC) is required for participating organisations. Tenderers should subscribe to the call for tenders on the Portal to receive notifications on updates. Late submissions will be rejected and the system timestamp is proof of submission time.

Primary risks, compliance and contractual implications

Tenderers must comply with security, confidentiality and data protection requirements. The draft FWC contains security obligations including potential requirements for security-cleared personnel and compliance with Commission Decision 2015/443 and Regulation (EU, Euratom) 2023/2841 on cybersecurity for Union institutions. The contractor is responsible for risk management of supplied products and must remediate any critical vulnerabilities at its own cost. The contracting authority may carry out audits and checks, and findings can lead to recovery, penalties or termination. Any subcontracting must be declared (identified subcontractors above threshold and proportion) and commitment letters must be provided for identified subcontractors and for entities whose capacities will be used.

How to prepare a compliant tender (practical checklist)

1. 1Register your organisation in the Participant Register and obtain a PIC; ensure EU Login access.
2. 2Download the full procurement documents from the Funding & Tenders Portal and review: Invitation to tender, Tender specifications Part 1 and Part 2, Draft Framework Contract and all annexes (Annexes 1–7 and Appendix 2 Security requirements).
3. 3Complete the Financial Tender Form (Annex 6) and the Technical Compliance Form (Annex 7) item-by-item; ensure prices are in euro, VAT excluded, and all required financial columns filled.
4. 4Prepare the Declaration on Honour (Annex 2) for exclusion/selection and evidence for selection criteria (profit & loss accounts and project references).
5. 5If bidding as a group, prepare and sign Agreement/Power of attorney (Annex 3); identify group leader in eSubmission.
6. 6Identify any subcontractors above thresholds and provide Annex 4 and commitment letters (Annex 5.1) for identified subcontractors; provide Annex 5.2 for entities on whose capacities you rely if applicable.
7. 7Sign documents with a qualified electronic signature (QES) where possible; ensure signatory authorisations are demonstrated.
8. 8Upload all required documents in the eSubmission template and complete the 'Total amount' field matching the amount in the uploaded financial tender.
9. 9Submit before the deadline and retain originals of hand-signed documents for five years if QES is not used.
10. 10Monitor the Portal for clarifications, Q&A and potential addenda; subscribe to the call to receive notifications.

Mentioned countries

Belgium (place of performance and contracting authority location). Eligibility extends to economic operators from EU Member States, WTO GPA parties and third countries with relevant procurement agreements with the EU; see Section 2.2 and Tender Specifications Part 1 for details.

Project stage and type of support

Project Stage:procurement and supply of products for operational deployment (ready-to-use commercial supplies). Nature of Support: monetary (contract fees for supplies) through procurement contract; beneficiaries receive payment for supplies delivered under contract rather than grants or co-funding.

Final summary and explanation

This is an EU public procurement (tender) run by the European Commission DG HR to source a comprehensive set of field deployment and general equipment for Close Protection Officers for use in high-risk or logistically constrained deployments. The procedure is an open call to award up to three framework contracts in cascade by lowest price. The procurement covers 25 defined equipment items with strict minimum technical requirements. Submissions must be made electronically via the Funding & Tenders Portal eSubmission. Tenderers must meet exclusion and selection requirements, declare compliance using the provided Annex templates and submit a full financial offer using the Excel financial model. Security, data protection and audit provisions are strict and the contractor will assume significant compliance responsibilities. Interested bidders should download all tender documents, prepare the required declarations and evidence, complete Annexes 6 and 7, and submit a complete electronic tender before the deadline on 30 September 2026 at 12:00:59 Europe/Brussels.

Footnotes

1. 1Portal and eSubmission access, system requirements and eSubmission Quick Guide are available on the Funding & Tenders Portal: Funding & Tenders Portal - Tender details

This is an EU procurement tender issued by the European Commission, DG HR and Human Resources and Security, and a public TED summary lists an estimated value of €217,775 with a deadline of 30 September 2026.[1] The procedure concerns the supply of field deployment and general equipment for close protection operations under reference EC-HR/2026/OP/0217.

Key procurement facts

What the contract covers

The financial tender form shows a defined catalogue of 25 equipment items, indicating a specialised procurement for operational field deployment kit rather than a generic office supply contract. The scope includes travel packs, grab bags, power banks, binoculars, chem-lights, foldable beds and chairs, sleeping mats and sleeping bags, folding tables, pop-up tents, individual cooking systems, cutlery and tableware, water purifiers, insect protection tents, wrist GPS devices and hard case trolleys for sensitive or fragile equipment.

• Personal carriage and storage equipment such as travel packs and grab bags
• Power solutions such as big and small power banks
• Field observation equipment such as binoculars and laser range finder binoculars
• Camp and rest items such as foldable beds, chairs, tables, tents, sleeping mats and sleeping bags
• Food and hydration items such as cooking systems, cutlery, cups, plates, bowls and personal water purifiers
• Navigation and resilience items such as wrist GPS units, chem-lights and insect protection tents
• Protection and transport items such as hard case trolleys for fragile team equipment

Who can apply

The call is open, so any economic operator that can meet the exclusion, selection, technical and security requirements may submit a tender. Bidders may apply as a sole tenderer or as a joint tender, and the procurement documents also allow subcontractors and entities whose capacity is relied upon to support the bid.

1. 1Each tenderer, and each member of a joint tender, must register a Participant Identification Code, or PIC.
2. 2An EU Login account is required for electronic submission and portal management.
3. 3Tenders must be submitted only through the Funding and Tenders Portal eSubmission system.
4. 4Tenders may be prepared in any official EU language, although the published procurement documents are in English.
5. 5Only one tender per tenderer is allowed, unless variants are expressly permitted, which they are not in the extracted documents.
6. 6The tenderer must ensure that the contact person email address in eSubmission remains valid throughout the procedure.

Submission package and evidence

The procurement documents state that the absence of required technical and financial tender documents can lead to rejection, so completeness is critical. The financial tender form also requires prices for every item, expressed in euros, rounded to two decimal places, free of VAT and all duties or taxes, with no reservations or conditions.

Commercial and contractual conditions

• Award is based solely on lowest price.
• The arrangement is a framework agreement without reopening of competition.
• The maximum contract duration is 48 months.
• Tender validity is 6 months.
• The procurement is for supplies, not services or works.
• No comments, notes, conditions or restrictions are allowed in the financial offer.
• Delivery costs are to be included in the quoted price.

For consortium bids, payments are made through the group leader's bank account and all members are jointly and severally liable under the agreement. The annexes also show that the contracting authority expects the tenderer to submit the price for each listed item and to align the offer strictly with the technical specifications.

Security and compliance requirements

This tender is security sensitive. The contract annex states that no access to EU classified information will be granted, but the contractor and its personnel must comply with Commission security requirements, cybersecurity rules and any additional security instructions that may be set in specific contracts.

• The contractor must maintain appropriate risk management and security measures for the duration of the framework agreement.
• Any critical vulnerability affecting supplied products or services must be reported immediately and remediated at the contractor's cost.
• Security incidents must be notified without undue delay and no later than 48 hours after awareness.
• The contractor may be required to provide security cleared personnel or personnel with positive security advice for access to Commission premises.
• Security screening and related costs are borne by the contractor.
• The contractor may need to demonstrate that security obligations are passed on to personnel and subcontractors.
• The contracting authority may request an IT security manager contact point.

Practical bidder takeaways

1. 1Confirm that your product range matches the listed equipment categories and technical requirements exactly.
2. 2Prepare a fully priced offer in euros for every line item in Annex 6.
3. 3Check that all declaration, authorisation and subcontractor documents are signed correctly.
4. 4Make sure PIC registration, EU Login access and eSubmission readiness are in place well before the deadline.
5. 5Assess whether your organisation can meet the security screening and incident reporting obligations.
6. 6If bidding in a consortium, formalise the group leader arrangement and liability split early.

Overall, this opportunity is best suited to suppliers of specialist outdoor, tactical or field-deployment equipment with the capacity to meet strict documentation, delivery, pricing and security compliance requirements.