Supply of Frontex branded items

Frontex is tendering a framework supply contract for customised branded promotional and executive items with an estimated total value of €700,000 and a maximum duration of 48 months (initial 12 months plus up to three 12-month renewals). The procedure is an open electronic tender submitted via the EU Funding & Tenders Portal, evaluated on a best price-quality ratio with a 70% technical and 30% price weighting and a stated deadline for receipt of tenders on 12 October 2026. Deliveries are primarily to Frontex headquarters in Warsaw and technical specifications include sustainability requirements (for example recycled paper, FSC/PEFC for wood, GOTS for cotton) and detailed visual identity compliance. Any economic operator meeting the exclusion, selection and specification requirements may submit an offer subject to the mandatory templates and eSubmission rules in the tender documents.

What it funds

Overview

Framework supply contract for production and delivery of Frontex branded promotional and executive items (e.g. pens, bags, garments, drinkware, gifts, medals, boxes) and related services (design, branding, packing, quality control, logistics). Includes standard catalogue items and case-study bespoke items.

Estimated total value:€700,000 for the maximum duration of the framework (up to 48 months; initial 12 months renewable up to 3 times) ¹

1. 1Contract type: open procedure for a framework agreement (supplies), awarded on best price-quality ratio
2. 2Scope: supply of items listed in Annex II Appendix 2 and related services; orders via Order Forms; deliveries mainly to Warsaw (DDP) with occasional other locations

Who can apply:natural or legal persons, groups (joint tenders) or international organisations meeting exclusion and selection criteria. Subcontracting and reliance on third parties are permitted subject to contractual requirements and declaration of involved entities.

Submission and practical notes:Tenders must be submitted electronically via the EU Funding & Tenders Portal eSubmission; follow Annex I tender specifications (technical, financial and supporting documentation). No physical samples are required at tender stage; visualisations are acceptable per the Q&A.

Footnotes

1. 1Full procurement documents, technical specifications, Annex II list of items and templates are available on the Funding & Tenders Portal Frontex tender page.

Opportunity overview

This is an open procurement (tender) issued by the European Border and Coast Guard Agency (FRONTEX) for the supply of Frontex branded items to promote Frontex activities during events, meetings, trainings and workshops. The procurement will result in a framework supply contract (FWC) with a maximum estimated total value of €700,000 (excluding VAT) for a maximum duration of 48 months (initial 12 months plus up to three 12-month renewals). The procedure is electronic submission via the EU Funding & Tenders Portal and eSubmission, maximum contract duration 48 months, award based on best price-quality ratio (70% technical quality, 30% price). Primary contract nature: supplies (CPV main 30192000, additional CPV 39294100). The FWC will be implemented by Order Forms. Core documents: Invitation to tender, Annex I Tender specifications, Annex II Technical Specifications (including Appendix 1 Visual Identity Styleguide and Appendix 2 List of items), Annex III Draft supply contract and Order Form template, Annex IV Financial Proposal form, Annex V Case study, Annex VI Declaration on honour, Annex VII Tender Submission Form, Annex VIII Power of attorney / Commitment letter. Full procurement documents and submission are on the Funding & Tenders Portal F&T Portal - Frontex tender.

Important deadlines and procedure milestones

1. 1Deadline for receipt of tenders: 12 October 2026, 16:00 (Europe/Warsaw CET/CEST as published).
2. 2Public (virtual) opening session: 13 October 2026, 12:00 (Europe/Warsaw).
3. 3Deadline for questions to contracting authority: 2 October 2026, 23:59 (Europe/Warsaw).
4. 4Estimated TED publication / document publication: 09 September 2026.
5. 5Contract maximum duration: 48 months (initial 12 months plus up to 3 renewals of 12 months each).

Tender scope and core requirements

The FWC covers the supply and delivery of a comprehensive catalogue of Frontex-branded promotional and executive items (56 line items listed in Annex II Appendix 2). Items range from low-cost mass-distribution items (lanyards, notepads, pens, pencils, bags, mugs) through mid-range promotional items (thermal mugs, water bottles, tote bags, USB drives, multi-tools) to executive gifts and awards (coin medals, crystal paperweights, executive pens, scarves, diploma holders). Minimum material, quality, dimensions and sustainability requirements are included in Appendix 2 for each line item. The contractor must provide design, visualisations, production, quality control, packing, labelling and delivery services. Branding has to comply with the Frontex Visual Identity Styleguide (Annex II Appendix 1). The contractor is expected to propose marking/finishing techniques (laser engraving, pad printing, embossing/debossing, hot stamping, foil stamping, sublimation, UV printing, screen printing, embroidery, etc.) and must accept that some orders may require full-colour branding while others may be monochrome. No physical samples are requested at tender stage; visualisations/photographs are sufficient.

Eligible Applicant Types:SME, large enterprise, manufacturer, distributor, print & promotional goods companies, packaging suppliers, graphic design studios (as part of a tendering entity), joint ventures/consortia, subcontractors, social economy enterprises where applicable, public-private partnerships where legal and compliant. Tenderers may be natural or legal persons established in the EU, EEA, eligible third countries specified in the Tender Specifications and those covered by specific agreements described in the Tender Specifications (EEA, certain association agreements, etc.).

Funding Type:This is a public procurement for a framework supply contract. Financial mechanism: procurement (framework agreement) resulting in supply contracts / order forms.

Consortium Requirement:Single tenderer or consortium (joint tender) allowed. If joint tender, a Group Leader must be appointed and joint and several liability is required. Subcontracting is permitted subject to prior disclosure and compliance with exclusion and selection criteria.

Beneficiary Scope (Geographic Eligibility):Economic operators established in EU Member States, EEA states (Iceland, Norway, Liechtenstein), and third countries with relevant public procurement access agreements (e.g. certain Stabilisation and Association Agreement countries; Association Agreement countries for defined thresholds). Specific access rules are described in the Tender Specifications (Annex I Section I.3).

Target Sector:Promotional/communication goods and corporate gifts; manufacturing and distribution of branded office and promotional supplies; printing and finishing services; sustainable materials and packaging. Sectors involved: manufacturing, printing, textiles, packaging, promotional products, corporate gifts, design and branding services.

Mentioned Countries:Poland (Frontex headquarters - Warsaw) is the principal delivery address. Geographic eligibility references: EU Member States, EEA (Iceland, Norway, Liechtenstein), Western Balkans and associated countries as specified in Annex I. Tender documentation published via the EU Funding & Tenders Portal (link in the overview) F&T Portal - Frontex tender.

Project Stage:Commercial supply and delivery of branded items; the opportunity is for production, procurement and distribution (implementation, production and logistics stage). Projects/activities are mature and operational: manufacturing, branding, packaging, logistics and fulfilment.

Funding Amount:Estimated total procedure value: €700,000 (excluding VAT) for the full duration of the framework contract (up to 48 months). This is an estimate and Frontex is not obliged to purchase up to that amount.

Application Type:Open call for tenders published on the EU Funding & Tenders Portal. Electronic submission via eSubmission is mandatory.

Nature of Support:Money by contract payments under a public procurement framework (payment for supplies and services). The contract includes non-financial services delivered as part of the supply (design, visualisations, production coordination, quality control, packaging, logistics).

Application Stages:Two main stages: 1) Submission and administrative/selection checks (legal, exclusion, selection criteria), 2) Technical evaluation and financial evaluation leading to award. There is a public opening session followed by evaluation by an evaluation committee. Post-award implementation stage: Order Forms and delivery cycles under the FWC.

Success Rates:No explicit historical success rates are published. This is a competitive open procedure evaluated on 70/30 technical/price criteria; tenders must meet exclusion and selection criteria and pass a 60% minimum technical threshold. Number of awards: single contractor appointed to a single FWC (no cascade) as per the procedure details.

Co-funding Requirement:No co-funding by the tenderer is required; this is a procurement where Frontex pays contracted prices under Order Forms. Tenderers must propose unit prices inclusive of production, design, quality control, packaging and (normally) transport to Warsaw. For exceptional deliveries to other locations, shipping may be reimbursed as actual documented cost where the Order Form provides for it.

Eligibility, selection and evaluation - detailed requirements

Key eligibility, selection and award information extracted from the procurement documents is summarised below. Tenderers must read the official Tender Specifications (Annex I) and Technical Specifications (Annex II) in full and comply strictly with the mandatory minimum requirements.

1. 1Exclusion requirements: Tenderers, joint tender members, subcontractors and involved entities must declare non-exclusion using Annex VI Declaration on Honour. Documentary evidence may be requested prior to award. Exclusion grounds include bankruptcy, serious professional misconduct, fraud, corruption, money laundering, terrorist financing, trafficking in human beings, child labour, irregularity, failure to pay taxes or social security, and resistance to audits. Entities in exclusion situations will be rejected and may be recorded in EDES.
2. 2Selection criteria – legal capacity: proof of legal establishment (company register extract) required.
3. 3Selection criteria – economic and financial capacity: Minimum average annual turnover for last three years above €200,000. Evidence: balance sheets / profit & loss or bank statements, plus a declaration of turnover per year.
4. 4Selection criteria – technical and professional capacity: At least three similar projects completed in the last three years (evidence: contracts list, references, two reference letters) and CV of a contract manager with minimum 3 years relevant supply-contract management experience and English B2 level.
5. 5Professional conflicts of interest: Entities must declare absence of professional conflicting interests; Frontex may exclude entities or require remedies.
6. 6Technical compliance: All items must meet minimum Technical Specifications in Annex II Appendix 2. Visual identity must follow the Visual Identity Styleguide (Annex II Appendix 1).
7. 7Award evaluation: Technical evaluation (70%) comprised of product quality, case study suitability, methodology and social measures. Financial evaluation (30%) based on total reference price in Annex IV. Minimum technical threshold 60% overall. Final score formula: Final Score = 0.7 * Technical score + 0.3 * Financial score.

Tender submission templates and structure

Mandatory submission elements and templates (available in procurement documents) include:Annex VII Tender Submission Form; Annex VI Declaration on honour (exclusion and selection); Annex IV Financial Proposal template (unit prices and a case-study pricing part). Technical submission must include: completed Appendix 2 List of items with detailed descriptions for each item offered, materials, dimensions, eco-labels, branding areas, marking techniques and high-resolution visualisations for each proposed unit; Annex V Case Study filled with two product proposals per event scenario. Subcontractors and other entities must provide commitment letters (Annex VIII) and declarations on honour. Joint tenders must include Power of Attorney (Annex VIII PoA) appointing a Group Leader and a Joint and Several Liability statement.

• Annex IV: Financial Offer form must be completed with unit prices across quantity bands, average reference price, and weighting. Prices must be in EUR and net (excluding VAT).
• Annex V: Case study requires two product proposals per event, with descriptions, dimensions, branding area, eco-labels.
• Annex II Appendix 2: List of items must be completed with full specifications for each of the 56 items and additional information requested in the template.
• Annex I and Annex II contain evaluation criteria, ordering process and the Draft Framework Contract (Annex III) including Order Form template.

Logistics, delivery, packaging and sustainability requirements

Key supply-chain and sustainability requirements:principal delivery location Frontex HQ, Plac Europejski 6, Warsaw, Poland during working hours. Default delivery times: 30 calendar days from Order Form signature or from Frontex acceptance of final artwork where relevant. Packaging must ensure protection during transport and be as environmentally friendly as possible (minimum 50% recyclable material). Labelling must include plain English item name, quantity, framework contract number, Order Form number. Paper products minimum 80% recycled unless otherwise specified; wooden products should have FSC or PEFC certification; cotton products preferably GOTS certified; many items specify recycled material content (e.g., lanyards 100% recycled, plastic pens min 60% recycled plastic, fabric keyrings min 70% recycled fabric, RPET for certain bags, rPET components for umbrellas, etc.). Contractor must provide minor design services at no extra cost and be able to revise items annually to maintain market relevance while respecting quoted prices.

System, file and submission technical notes:Electronic submission via eSubmission requires an EU Login account and a PIC for organisation registration. Attachments must comply with eSubmission file types, sizes (< 50 MB per attachment) and system requirements. Maximum of 200 attachments allowed per tender. The eSubmission system encrypts attachments upon upload; content cannot be decrypted after the deadline. Use latest Chrome or Firefox and follow eSubmission Quick Guide and system requirements available on the Funding & Tenders Portal eSubmission Quick Guide System Requirements.

Pricing, award and contract implementation

Award is based on most economically advantageous tender (MEAT) with weighting 70 technical / 30 price. Financial evaluation uses total reference price (Annex IV). The FWC will be signed following award; implementation is via Order Forms (Annex III Order Form template). Order Forms must be signed by contractor within 3 working days. Frontex may require pre-production sample photographs or a physical prototype before main production for approval; no physical samples are required at tender stage. Delivery terms: default DDP to Warsaw; shipping to other locations is possible with open-book procedure and documented courier costs reimbursed on a supporting-invoice basis as defined in Technical Specifications. Payments: final payment within 30 days after invoice and acceptable Acceptance Form (Appendix 3). Frontex generally exempt from VAT; contractors established outside Poland must obtain VAT exemption where applicable; Frontex will assist by issuing VAT exemption certificate (1510 form).

Templates and application form structure:Mandatory templates and how to use them: Annex VII Tender Submission Form identifies tenderer, contact points, consortium partners, subcontractors and other entities. Annex VI Declaration on Honour (exclusion & selection) must be completed by all involved entities. Annex IV Financial Proposal is the required price schedule with unit prices per quantity band, average reference price and weighted subtotals; complete Part A (standard items) and Part B (case study items). Annex II Appendix 2 List of items must be completed item-by-item with detailed description, dimensions, available colours, eco-labels, branding area and marking/finishing techniques, and picture reference. Annex V Case Study template requires two proposed products for each event scenario with descriptions, dimensions, branding area and eco-labels. Annex VIII Commitment letters are required for subcontractors and entities whose capacity is relied upon. For joint tenders the Power of Attorney form in Annex VIII must be signed by all partners to appoint the group leader and confirm joint and several liability. Follow the exact naming and ordering of attachments as required by eSubmission system and the Tender Submission Form. Non-provision of mandatory templates as specified may lead to rejection.

Evaluation tips and practical guidance for applicants

1. 1Read Annex II Appendix 2 item-by-item and complete every 'white field' as required. Provide precise materials, weights, eco-labels and marking options.
2. 2Provide high-quality visualisations for every offered item and for case-study proposals. Visuals should match the described materials and branding areas.
3. 3Demonstrate experience with references and at least three similar contracts in the last three years and provide two customer reference letters.
4. 4Provide a CV for the Contract Manager showing at least three years of relevant experience and English B2 level.
5. 5Use the Annex IV financial template exactly as provided; supply unit prices in the correct quantity bands and compute average reference prices and subtotals as requested.
6. 6Explain your approach to innovation within the mandatory minimum requirements (innovative materials, sustainable solutions, design features) in the technical methodology section and provide evidence of environmental/social certifications where relevant.
7. 7Declare subcontractors and other relied-on entities clearly in Annex VII and provide commitment letters (Annex VIII) and Declarations on Honour (Annex VI) for each involved entity.
8. 8Ensure timely upload before the deadline via eSubmission and confirm the submission receipt timestamp.

For clarifications and amendments:During the submission phase, questions must be submitted through the Funding & Tenders Portal Q&A function. Frontex will not be bound to reply to questions received less than six working days before the submission deadline. All answers and updates will be published on the portal Q&A and tender document area; tenderers must monitor the portal for updates. Examples of publicly published Q&A confirm that: 1) physical samples are not required at tender stage; 2) visualisations are sufficient; 3) branding techniques may be proposed by tenderers and Frontex may request full-colour or monochrome branding depending on orders; 4) innovation is assessed where the Technical Specifications leave flexibility beyond the mandatory baseline.

This summary extracts and consolidates the critical information an applicant needs to decide whether to apply and to prepare a compliant tender. Applicants must consult the official procurement documents published on the Funding & Tenders Portal for the definitive and legally binding requirements, templates and deadlines. For portal access and submission technical instructions consult the eSubmission Quick Guide linked in the procurement documents eSubmission Quick Guide F&T Portal ¹.

Footnotes

1. 1Frontex procurement dossier and electronic submission resources are available on the EU Funding & Tenders Portal: ec.europa.eu. eSubmission Quick Guide: webgate.ec.europa.eu

This is an EU procurement tender by Frontex for the supply of branded promotional items to support agency activities at events, meetings, trainings, and workshops linked to integrated border management. The portal shows an estimated contract value of €700000, a maximum duration of 48 months, and an open procedure awarded on the basis of best price-quality ratio.

What the contract is about

The contract covers customised Frontex branded items that are ordered regularly during the contract period and used for institutional promotion and visibility. The technical specifications also indicate sustainability requirements for some materials, including at least 80 percent recycled paper for paper products, FSC or PEFC certification or equivalent for wooden products, and GOTS certification for cotton products.[1]

Who can apply

Eligible bidders:The procedure is open, so any economic operator that can meet the tender specifications, selection criteria, and submission requirements may submit an offer. The portal also indicates that the tender is not marked as SME suitable and that electronic submission is mandatory.

Key commercial and contractual terms

Deadlines and milestones

1. 1TED publication date: 9 September 2026
2. 2Deadline for receipt of tenders: 12 October 2026 at 16:00 Europe/Warsaw
3. 3Public opening of tenders: 13 October 2026 at 12:00 Europe/Warsaw
4. 4Last date on which the contracting authority is not bound to reply to questions: 2 October 2026 at 23:59 Europe/Warsaw

Technical and submission requirements applicants should note

• The renders and photos in the item list are for reference only; the mandatory requirements are those in the minimum requirements section.[1]
• No physical samples are required for the tender procedure, and a technical proposal with visualisations of the customised items is accepted.
• The main delivery location is Frontex headquarters in Warsaw, and deliveries are to take place during working hours with exact timing confirmed at least 2 working days in advance.[1]
• Tenderers should expect item-specific branding and customisation requirements, including questions on print type, embroidery, and colour treatment of designs.
• The documents published include the invitation letter, tender specifications, technical specifications, visual identity styleguide, list of items, draft contract, financial proposal form, case study, declaration on honour, and commitment letter.

Assessment and practical implications for bidders

The evaluation structure suggests that Frontex is looking for a supplier that can combine competitive pricing with design quality, branding consistency, and the ability to deliver customised items at scale. This opportunity is most relevant to manufacturers, distributors, or print and merchandise suppliers with experience in promotional goods, branded textiles, and institutional visual identity compliance.

Because the contract is a framework agreement, successful bidders are likely to be selected as approved suppliers and then receive orders during the contract term rather than a one-off large purchase. Applicants should therefore pay close attention to production capacity, turnaround times, quality control, sustainability credentials, and the ability to follow the Frontex visual identity rules.[1]