Supply of high-risk mission equipment for close protection sector

European Commission (DG HR, Security Directorate HR.DS.01) restricted two-step procurement EC-HR/2026/RP/0002 seeks suppliers for tactical equipment for Close Protection Officers, published 28 April 2026. The tender is divided into four independent lots covering protective and weapon-integrated accessories, clothing and load-bearing systems, night vision goggles (supply and maintenance) and thermal devices (supply and maintenance). Requests to participate (step 1) must be submitted electronically via the EU Funding & Tenders Portal eSubmission by 3 June 2026 at 11:30 Brussels time, and selected candidates will be invited to submit full tenders in step 2. Awards will be single framework contracts per lot for up to 48 months to the lowest-priced compliant tender, with delivery to European Commission premises in Brussels and strict security, financial and technical selection criteria.

What is funded

Framework contracts for supply (and for lots 3–4 also maintenance) of tactical equipment for Close Protection Officers operating in isolated and high-risk missions (training and operational use). Procured items are grouped in four lots: protective and weapon-integrated accessories; clothing and load-bearing systems; night-vision goggles (supply and maintenance); thermal devices (supply and maintenance).

Who can apply

Open to natural or legal persons and groups of economic operators established in countries eligible under EU procurement rules, including GPA signatories. SMEs may apply. Candidates must demonstrate non-exclusion, required financial and technical capacity and may rely on subcontractors or third parties as allowed in the tender documents.

Key procurement facts:Procedure: restricted two-step tender (requests to participate step 1, invited tenders step 2). Procedure ID EC-HR/2026/RP/0002 ¹

1. 1Submission method: electronic via eSubmission (EU Login required).
2. 2Procedure type: restricted; award method: lowest price.
3. 3Contract model: single framework contract per lot, framework duration 48 months.
4. 4Lots: 1 Protective & weapon-integrated accessories; 2 Clothing & load-bearing systems; 3 NVG supply & maintenance; 4 Thermal devices supply & maintenance.
5. 5Price evaluation: total tender price (100%).

How to apply and key requirements:submit a request to participate in step 1 via the Funding & Tenders Portal eSubmission (EU Login). Required documents include Declaration on Honour (exclusion/selection), financial statements, project references (technical capacity) and, where applicable, signed commitment letters for subcontractors or entities on whose capacity you rely. See tender specifications and annexes for exact evidence, lot-specific minimums and delivery/maintenance obligations. ¹

Contact and documents:Primary contact: HR-DS-Procurements@ec.europa.eu. All procurement documents, templates and Q&A are published on the Funding & Tenders Portal tender page; eSubmission is mandatory for requests to participate and tenders. ¹

1. 1Minimum financial turnover requirements vary by lot (see technical/administrative specs).
2. 2Selection includes non-exclusion checks and consolidated/individual capacity assessments.
3. 3Framework ceilings set from tendered prices plus 20% reserve for indexation/unforeseen needs.

Footnotes

1. 1Tender and submission portal: Funding & Tenders Opportunities Portal — Supply of high-risk mission equipment for close protection sector (procedure EC-HR/2026/RP/0002). Access documents and submit requests to participate via the eSubmission link on the F&T Portal.

Opportunity summary

The European Commission, Directorate-General for Human Resources and Security (DG HR, Security Directorate HR.DS.01) has published a restricted procurement (two-step restricted procedure) for the Supply of high-risk mission equipment for close protection sector. The procurement is divided into four independent lots: Lot 1 Protective & weapon-integrated accessories; Lot 2 Clothing & load-bearing systems; Lot 3 Supply and maintenance of Night Vision Goggles; Lot 4 Supply and maintenance of Thermal devices. The procedure is managed electronically via the EU Funding & Tenders Portal (eSubmission). The call was published 28/04/2026 and the deadline for receipt of requests to participate (step 1) is 03/06/2026 11:30 Europe/Brussels. The contracting authority is the European Commission, DG HR - Human Resources and Security, Security Directorate.

TED reference, Procedure identifier:TED ref. 82/2026 290832-2026; Procedure identifier EC-HR/2026/RP/0002 ¹

What is being procured

Objective:provide Close Protection Officers (CPO) with appropriate tactical equipment for training and operational use in isolated and demanding areas worldwide (context includes Development, Humanitarian Aid and Crisis Management). The procurement will create single framework contracts per lot for repetitive purchases over a maximum duration of 48 months.

1. 1Lot 1: Supply of Protective & Weapon-Integrated Accessories (helmet-mounted lights, hearing and eye protection, optical mounts, maintenance supplies, training support items).
2. 2Lot 2: Supply of Clothing & Load-Bearing Systems (protective outerwear, training apparel, tactical gloves, belts, holsters, load-bearing platforms and compatible carriage accessories).
3. 3Lot 3: Supply and maintenance of Night Vision Goggles (NVG) including maintenance services.
4. 4Lot 4: Supply and maintenance of Thermal Devices including maintenance services.

Key administrative facts

1. 1Publication date of call on F&T Portal/TED: 28/04/2026.
2. 2Procedure type: Restricted procedure (two-step). Step 1: request to participate; Step 2: invited tenderers submit tenders.
3. 3Submission method: Electronic via eSubmission (EU Login required).
4. 4Deadline step 1 (requests to participate): 03/06/2026 11:30 Europe/Brussels.
5. 5Framework contract duration: maximum 48 months per lot.
6. 6Award method: lowest price among tenders that meet minimum technical requirements.
7. 7Nature of contract: supplies; framework agreement, without reopening of competition.

Eligibility and who should apply

Any natural or legal person with access to public procurement may submit a request to participate. Participation is open to economic operators established in EU Member States and in countries covered by international procurement agreements (the notice indicates the Agreement on Government Procurement applies). Entities must not be subject to EU restrictive measures and must not fall under exclusion grounds of the Financial Regulation. EU Login registration and a Participant Identification Code (PIC) are required. Requests may be submitted by sole tenderers or groups of economic operators (consortia). Subcontracting is permitted subject to identification and commitment letters for identified subcontractors.

Eligible applicant types (detailed)

Eligible applicant types:SMEs and large enterprises active in security/protection equipment and services, manufacturers, authorised distributors, specialised maintenance providers (for NVG and thermal devices), defence/security equipment suppliers, authorised service centres, consortia of the above. Public bodies and research institutions may participate if they meet procurement access rules, but the nature of the procurement and selection criteria are aimed at commercial suppliers and service providers. Subcontractors and entities on whose capacities bidders rely must be declared and provide commitment letters (Annex 5 models).

Funding type and financial model

Funding type:Public procurement (contract) — framework contract(s). This is not a grant, loan or equity instrument. Financial mechanism: contract payments from the European Commission (contracting authority) to the successful contractor(s) under the framework contract and specific contracts/order forms.

Estimated value / budget:No overall estimated total value is shown in the public notice. The framework contract ceiling for each lot will be based on the successful tenderer's price offer for the overall estimated volumes (financial model in Annex 6) increased by a 20% reserve. Exact ceilings and volumes are therefore determined during award. The notice states estimated volumes are indicative only.

Consortium and subcontracting rules

Consortium:Allowed. Candidates may submit as sole candidates or joint requests to participate (groups). Where a joint submission is made, the group must appoint a group leader and sign the Agreement/Power of Attorney using the model in Annex 3. All group members are jointly and severally liable. Changes to group composition after submission are tightly controlled and may lead to rejection unless exceptional conditions (mergers, takeover, exclusion of a member) are met and justified.

Subcontracting:Permitted. Subcontractors that represent more than 20% of contract value or on whose capacities bidders rely to meet selection criteria must be declared in Annex 4 (List of identified subcontractors) and provide commitment letters using Annex 5.1. Entities on whose capacity a bidder relies but which are not subcontractors must provide Annex 5.2 commitment letters. The contracting authority may require replacement of subcontractors in specified situations.

Beneficiary geographic scope

Geographic eligibility:Applicants established in EU Member States and in countries covered by the WTO Agreement on Government Procurement or by procurement access agreements with the EU. The procurement is managed from Brussels, Belgium and deliveries are to be made to contracting authority premises in Brussels, unless specified otherwise in specific contracts.

Target sector and technical focus

Target sector:Security, defence, police, emergency and close protection operational equipment and associated maintenance services. Technical focus per lot: weapon-integrated and protective accessories, load-bearing and clothing systems, night-vision and thermal observation devices plus maintenance and support services. Technical specifications (detailed minimum requirements, performance, volumes and maintenance/service levels) are in Tender specifications part 2 (Technical specifications) which is provided to candidates selected after step 1.

Project maturity / expected stage

Project stage:operational supply and service delivery (commercial, production & maintenance). The opportunity targets suppliers able to deliver finished equipment, spare parts and maintenance interventions; not R&D projects or basic research.

Application process and submission

Application type:Two-step restricted procedure. Step 1: submit a request to participate via eSubmission (EU Login required). Selected candidates are invited to submit full tenders in step 2. Submissions must be electronic via the Funding & Tenders Portal and eSubmission. The contracting authority publishes documents and Q&A on the Portal. EU Login will require two-factor authentication in future (guidance provided).

1. 1Step 1 (selection): submit request to participate via eSubmission by 03/06/2026 11:30 Brussels time.
2. 2Step 2 (award): only selected candidates are invited to submit tenders (technical and financial). Technical specifications and Annex 6 financial model are provided in step 2.
3. 3All communications and document exchanges are via the Portal; candidates should subscribe to receive notifications.

Nature of support to beneficiaries

Nature of support:procurement contract payments (money paid to contractor for supplying goods and performing maintenance services). Not a grant. Contractors supply tangible goods and services and receive payment under the contract terms.

Application stages and timing

Number of application stages:2 (restricted two-step). Step 1: request to participate (selection on exclusion and selection criteria). Step 2: invited tenderers submit full tenders evaluated against award criteria (price 100%).

Procurement timeline (key dates)

1. 1Publication on Portal/TED: 28/04/2026
2. 2Deadline for requests to participate (step 1): 03/06/2026 11:30 Europe/Brussels
3. 3Step 2 (tenders) dates: only communicated to selected candidates (invitation to submit tenders).

Selection and award criteria

Step 1 selection:exclusion (Declaration on Honour, Annex 2) and selection criteria (legal, economic/financial and technical/professional capacities). The call defines minimum capacity levels per lot: financial turnover thresholds and track record/project experience thresholds dependent on lot (see Tender Specifications Part 1 Section 3.2).

Step 2 award:evaluation is based on the lowest price (price 100%) among tenders that meet technical minimum requirements defined in the Technical specifications (Tender Specifications part 2).

Selection minimum levels (examples from the notice)

1. 1Economic/financial (F1): average yearly turnover last two closed financial years: Lot €1 100,000; Lot €2 100,000; Lot €3 100,000; Lot €4 180,000 (consolidated assessments permitted).
2. 2Technical/professional (T1): project references and experience thresholds - e.g. Lot 1 and Lot 2: 3-5 similar contracts in the last 3 years with total minimum €80,000; Lot 3: at least 3 similar projects in last 3 years with minimum €100,000 each; Lot 4: at least 3 similar projects in last 3 years with minimum €100,000 each. Provide project lists with supporting client statements if requested.

Documents and templates (what to prepare)

Procurement documentation:Invitation to submit request to participate (Annex: Invitation letter), Tender specifications Part 1 (Administrative) and Part 2 (Technical specifications – provided in step 2 to selected candidates), Draft framework contract and draft specific contract/order form templates, Annex 1A list of documents to submit with requests to participate and to be provided in step 2 (Annex €1B), Annex 2 Declaration on Honour (exclusion & selection), Annex 3 Agreement/Power of Attorney (joint tender model), Annex 4 List of identified subcontractors, Annex 5 Commitment letters (Annex 5.1 subcontractors; 5.2 entities on whose capacities the bidder relies), Annex 6 Financial bid model (for step 2). All annex templates are available in the procurement documents on the Funding & Tenders Portal.

Templates and how they look:Available templates in the call documents include: Annex 1A (submission checklist showing which entity must upload which document in eSubmission), Annex 2 Declaration on Honour model (detailed questionnaire covering exclusion and selection criteria), Annex 3 Agreement/Power of attorney (group leader appointment and joint liability clauses), Annex 4 List of identified subcontractors (ID details, roles, percentage of subcontracting), Annex 5.1 Commitment letter by identified subcontractor, Annex 5.2 Commitment letter for entity on whose capacity is relied, Annex 6 Financial Model (Excel financial bid form). Candidates must follow naming and upload instructions per Annex 1A and use the Financial Model for price submission in step 2.

Practical submission rules and IT

Submissions must be made exclusively via eSubmission (Funding & Tenders Portal). Each entity participating in a joint request must have a Participant Register PIC and an EU Login account. As of mid-2026 two-factor authentication will be mandatory for EU Login accounts; guidance on EU Login second-factor methods and registration is published on the Portal (mobile EU Login app, security keys, passkeys, eID). File size limits, accepted file formats, number of attachments and max total files are set in the eSubmission System Requirements. Draft contracts and tender specifications are published in English and constitute the authentic text.

Award, contract type and performance

Award method:lowest priced compliant tender. Result: single framework contract per lot, concluded with one contractor. Specific contracts (or order forms) will be issued under the framework contract for actual purchases. Framework contract ceilings are determined by the awarded tenderer's financial offer for estimated volumes plus 20% reserve. Maximum duration 48 months. Maintenance lots include supply and maintenance service provisions; technical details appear in Technical Specifications (part 2).

Success rates and competition

Success rates:not provided in the tender documents and cannot be determined from the public notice. The procedure is open to all eligible operators, and a maximum of 10 candidates may be invited to tender in step 2 (minimum 1).

Co-funding and financial obligations

Co-funding:No co-funding by applicants is required because this is a procurement contract. Contractors will be paid under the terms of the framework contract and specific contracts. Contractors must bear costs associated with compliance (security clearances, certificates) and any guarantees requested (pre-financing guarantee is not applicable; performance/retention guarantees are not applicable to the FWC as published). Tax and VAT: Commission is VAT-exempt under Protocol on Privileges and Immunities; invoicing rules are specified in contract templates and Annexes (VAT handling for consortium members provided where local VAT applies).

Application assessment stages and checks

Stages:Step 1 – administrative check, exclusion criteria (Declaration on Honour and possible subsequent documentary verification), selection criteria (economic/financial and technical/professional capacity). Step 2 – invited tenderers submit technical and financial offers; administrative compliance check; technical compliance with minimum requirements; award by lowest price among compliant tenders. The contracting authority may request additional documentary evidence at short notice (e.g. legal existence, financial statements, client references).

Risk areas and important contract provisions

Key contractual attention points:security requirements (screening and security advice for personnel working on Commission premises; contracting authority may require security cleared personnel; contractor bears cost for security measures), confidentiality obligations, compliance with EU environmental/social/labour law and data protection (Regulation 2018/1725 and GDPR where applicable), checks and audits (Court of Auditors, OLAF, EPPO), performance obligations, delivery times (maximum delivery delay example 12 weeks in technical summary), liquidated damages for delay, price revision formula and framework contract ceiling rules, and possible offset of established debts to the Union against payments under the contract (Financial Regulation rules).

Mentioned countries and jurisdictions

Explicitly mentioned country:Belgium (contract management and delivery to contracting authority premises in Brussels). Broader legal/eligibility scope: European Union (EU Member States) and countries covered by the WTO Government Procurement Agreement or other public procurement access agreements with the EU. Primary contracting authority location: Brussels, Belgium.

Success and evaluation notes

Award is on lowest price for compliant tenders. Tenders must strictly meet the minimum technical specifications (no permitted variants). Tenderers should ensure full compliance with the technical specifications and provide the requested evidence in step 1 (Annexes) and step 2 (technical and financial bids using the provided financial model). Abnormally low tenders may be investigated and rejected. The contracting authority may request clarifications but such clarifications must not substantially change the tender.

Templates and application structure — guidance for applicants

Applicants should follow the Annex 1A checklist for step 1 uploads. Required documents (examples): Declaration on Honour (Annex 2); evidence of legal authorisation for signatory; Agreement/Power of Attorney for joint submissions (Annex 3); List of identified subcontractors (Annex 4) and commitment letters (Annex 5.1 and 5.2) for subcontractors and entities on whose capacities bidders rely; financial statements or bank statements supporting turnover and financial capacity (F1); project references and supporting client confirmations for technical capacity (T1). For step 2 selected candidates will be provided the Technical specifications (Part 2) and the Financial Model (Annex 6) which must be used to submit the financial tender. The eSubmission field 'Total amount' must match the Financial Model TOTAL cell. Follow eSubmission naming and upload instructions from Annex 1A.

1. 1Step 1 required uploads (Annex 1A): Declaration on Honour (Annex 2), evidence of signatory authorisation, Agreement/Power of Attorney (if joint submission, Annex 3), List of identified subcontractors (Annex 4) and commitment letters (Annex 5) where applicable, evidence of economic/financial capacity (balance sheets or bank references), evidence of technical capacity (project lists).
2. 2Step 2 required uploads (to invited bidders): Technical offer (technical fiches and compliance demonstration), Financial offer (Excel Financial Model — Annex 6), and any other requested supporting documentation.

How to name and where to upload:Follow Annex 1A instructions and eSubmission attachment categories: Parties > Identification of the participant > Attachments > appropriate sections (Declaration on Honour, Authorisation to sign, Economic and financial capacity, Technical and professional capacity, Other documents). Use the filename conventions recommended in Annex 1A and the eSubmission Quick Guides.

Assessment of risks and compliance requirements

High-risk/hard requirements:security clearance for personnel working on Commission premises; stringent technical conformity for protective equipment and sensors; strict maintenance and spare parts requirements for NVG and thermal devices; compliance with EU data protection and supply chain environmental/social obligations. The contracting authority may perform audits and on-the-spot verifications and may require documentary evidence within short deadlines.

Success rates and co-funding

Success rate:not disclosed in the procurement documents and therefore cannot be provided. Co-funding: not applicable — procurement is fully financed by the contracting authority and contractors are remunerated for delivered supplies/services as defined in the contract.

Useful links and where to apply

Primary procurement page and documents are on the Funding & Tenders Portal:ec.europa.eu. Tenders and requests to participate are submitted via eSubmission: webgate.ec.europa.eu. TED publication: notice 290832-2026.

Final summary — what this opportunity is about

This is an EU institutional procurement managed by the European Commission DG HR Security Directorate to provide high-risk mission equipment and maintenance support for Close Protection Officers who protect Commissioners in and outside the EU. It is a restricted two-step procurement divided into four lots that cover protective/weapon-integrated accessories, clothing and load-bearing systems, night vision goggles (supply and maintenance), and thermal devices (supply and maintenance). The process requires initial submission of requests to participate via the F&T Portal and eSubmission (step 1) with strict exclusion and selection checks; selected candidates are invited to step 2 to submit full technical and financial tenders. Award will be by lowest price among tenders that meet mandatory technical requirements. Contracts are framework agreements (single contractor per lot) for up to 48 months with specific contracts or order forms used to place individual orders. Security clearance, strict technical compliance, supplier track record and financial capacity are key prerequisites. Candidates must prepare the Annex-based templates (Declaration on Honour, Power of Attorney for consortia, list/commitment letters for subcontractors/entities on whose capacity they rely) and the financial model for step 2. Delivery is to Commission premises in Brussels; invoices and VAT rules are set out in the contract. Interested suppliers should register their organisation (PIC) in the Participant Register, ensure EU Login with two-factor authentication and submit a complete request to participate by 03/06/2026 11:30 Europe/Brussels.

Footnotes

1. 1Procurement documents, annexes and the official procurement notice are published on the Funding & Tenders Portal (call EC-HR/2026/RP/0002). Access and electronic submission require EU Login and registration in the Participant Register (PIC).

Funding Opportunity Overview

This is a European Commission procurement tender for the supply of tactical equipment to Close Protection Officers (CPOs) of the European Commission. The Security Directorate (HR.DS.01) manages this restricted procedure to equip CPOs with proper and adequate tactical equipment for training and operational execution in isolated and demanding areas, including development, humanitarian aid, and crisis management contexts.

Procedure Identifier:EC-HR/2026/RP/0002

Procedure Type:Restricted procedure with two steps. Step 1 evaluates exclusion and selection criteria. Step 2 evaluates tenders from selected candidates only.

TED Reference:82/2026 290832-2026

Key Deadlines

Lot Structure

This tender is divided into four independent lots. Tenderers may submit requests to participate for any lot or combination of lots. Each lot will be assessed independently.

Eligible Equipment Categories

Lot 1 includes helmet-mounted lights, hearing and eye protection, optical mounts, maintenance supplies, and training support items. Lot 2 covers protective outerwear, training apparel, tactical gloves, belts, holsters, load-bearing platforms and compatible carriage accessories. Lots 3 and 4 include night vision goggles and thermal observation devices respectively, with associated maintenance services.

Contract Terms and Conditions

Contract Type:Single framework contract per lot without reopening of competition

Maximum Contract Duration:48 months from entry into force

Award Method:Lowest price

Maximum Delivery Time:12 weeks from signature of specific contract or order form

Place of Delivery:European Commission premises in Brussels, Belgium. All shipment and delivery costs are borne by the contractor.

Financial Information

The estimated total value for each lot is not disclosed in the procurement documents. The framework contract ceiling for each lot will be determined by the successful tenderer's financial tender for the overall estimated volume, increased by a reserve of 20 percent to cover price indexation and unforeseen needs. Prices must be quoted in euros, free of all duties, taxes and VAT. The European Commission is exempt from VAT under EU privileges and immunities.

Payment Terms:Payment within 30 days of invoice receipt. Pre-financing is not applicable. Performance and retention money guarantees are not applicable.

Price Revision:Prices are fixed during the first year. From year two onwards, prices may be revised annually using the harmonised indices of consumer prices (HICP) for the euro area, with 80 percent of the price subject to indexation and 20 percent remaining fixed.

Eligibility and Selection Criteria

Who Can Apply

Participation is open on equal terms to all natural and legal persons from EU Member States, third countries with special agreements with the EU on public procurement, and countries that have ratified the WTO Agreement on Government Procurement. Candidates must not be subject to EU restrictive measures and must have access to procurement. Sole candidates, joint tenders (groups of economic operators), and submissions with subcontractors are all permitted.

Exclusion Criteria

Candidates will be rejected if they are in bankruptcy, subject to insolvency procedures, in breach of tax or social security payment obligations, guilty of grave professional misconduct, fraud, corruption, terrorist offences, or have shown significant deficiencies in implementing EU-funded contracts. Candidates must declare non-exclusion using the Declaration on Honour model provided.

Selection Criteria - Economic and Financial Capacity

Selection Criteria - Technical and Professional Capacity

For technical and professional capacity, candidates must provide a list of projects including start and end dates, total project amount, scope, role and amount invoiced. The contracting authority may request client statements and contact clients directly. Evidence must be provided with the tender. Requirements apply cumulatively if bidding for multiple lots.

Submission Requirements

Step 1: Request to Participate

Requests to participate must be submitted exclusively via the eSubmission system. Paper or email submissions will be rejected. Candidates must register in the EU Participant Register and obtain a Participant Identification Code (PIC) before submission. EU Login authentication is required.

Required documents for Step 1 include:Declaration on Honour on exclusion and selection criteria (Annex 2), evidence of authorization to sign, power of attorney for joint tenders (Annex 3), list of identified subcontractors (Annex 4), commitment letters from subcontractors and entities on whose capacity the candidate relies (Annex 5), and economic and financial capacity evidence (profit and loss accounts or bank statements).

Signature Requirements:Documents must be signed with qualified electronic signature (QES) as defined in eIDAS Regulation or by hand-written signature. Hand-written signatures require originals to be kept for five years from notification of procedure outcome or contract payment.

Step 2: Tender Submission (Selected Candidates Only)

Only candidates whose requests to participate are accepted in Step 1 will be invited to submit tenders in Step 2. Tenders must include technical and financial components. Technical tenders must describe all offered supplies and, for Lots 3 and 4, maintenance interventions. Financial tenders must use the Financial Model (Annex 6) and include complete price breakdown. Tenderers bidding for multiple lots must submit separate technical and financial tenders for each lot.

Financial Tender Requirements:Prices must be expressed in euros, quoted free of all duties, taxes and VAT. The total amount must be entered in the eSubmission field Total amount and must correspond to the amount in the uploaded financial tender. In case of discrepancy, only the financial tender amount is considered.

Evaluation and Award

Step 1 evaluation verifies access to procurement, administrative compliance, non-exclusion status, and fulfillment of selection criteria. Step 2 evaluation verifies administrative compliance and compliance with minimum requirements specified in the technical specifications. Tenders are ranked by lowest price. The contract is awarded to the lowest-priced compliant tender submitted by a tenderer not subject to restrictive measures, having access to procurement, not in an exclusion situation, and fulfilling selection criteria.

Abnormally Low Tenders:Tenderers must be aware that abnormally low tenders may be rejected in accordance with Point 23 of Annex I to the Financial Regulation.

Key Contractual Obligations

The contractor must comply with all minimum requirements in the tender specifications throughout the entire contract duration. Supplies must be delivered in conformity with quantity, quality, price and packaging requirements. The contractor must provide a two-year guarantee against defects in manufacture or materials from the date of delivery. Non-conforming supplies must be repaired or replaced free of charge or subject to price reduction.

Liquidated Damages for Delay:If the contractor fails to deliver within applicable time limits, liquidated damages of 0.3 x (V/d) apply daily, where V is the price of the relevant supply and d is the duration in days. This may be imposed together with price reduction or contractor substitution.

Security Requirements:The contractor and its personnel must comply with the European Commission's applicable security requirements, including Commission Decision (EU, Euratom) 2015/443 and Regulation (EU, Euratom) 2023/2841 on cybersecurity. Personnel accessing Commission premises or IT systems must undergo security screening by Belgian authorities. All costs for security compliance, including background checks and security clearances, are borne by the contractor.

Subcontracting:Subcontracting is permitted but requires prior written authorization from the contracting authority for any subcontractors not identified in the tender. Identified subcontractors must be those on whose capacities the candidate relies to fulfill selection criteria or whose individual share exceeds 20 percent of the contract. The contractor remains fully responsible for contract performance regardless of subcontracting.

Termination Rights:The contracting authority may terminate the framework contract or specific contracts for material breach, failure to meet exclusion or selection criteria, changes in the contractor's situation affecting contract performance, force majeure, or if the contracting authority's needs change. Either party may terminate for convenience with three months written notice. The contractor is liable for damages resulting from termination except in cases of force majeure or changed contracting authority needs.

Applicable Law and Dispute Resolution

The framework contract is governed by Union law, complemented where necessary by Belgian law. The application of the UN Convention on Contracts for the International Sale of Goods (CISG) is excluded. The courts of Brussels have exclusive jurisdiction over any disputes regarding validity, interpretation, performance or termination of the framework contract or specific contracts.

Data Protection and Confidentiality

Personal data processed in connection with this procurement is handled in accordance with Regulation (EU) 2018/1725. The European Commission acts as data controller. Contractors must treat all information and documents disclosed during contract implementation as confidential and may not use them for purposes other than contract performance without prior written agreement. Contractors must ensure the same level of protection for confidential information as they apply to their own confidential information.

Important Applicant Information

Candidates must prepare and submit requests to participate well in advance of the deadline to ensure timely receipt. The eSubmission system has specific technical requirements including supported browsers, file types, and attachment size limits (maximum 50 MB per file, maximum 200 files per submission). Candidates are strongly encouraged to use qualified electronic signatures for all documents requiring signature. All costs for preparing and submitting requests to participate are borne by candidates and will not be reimbursed.

Contact for Questions:Additional information must be requested in writing through the Questions and Answers section of the EU Funding and Tenders Portal. The contracting authority may provide clarifications on procurement documents but contacts between the contracting authority and candidates are otherwise prohibited except in exceptional circumstances.

Official Portal:All procurement documents are available at EU Funding and Tenders Portal. Subscription to the call for tenders allows interested economic operators to receive email notifications when new information or documents are published.

Footnotes

1. 1The estimated total value for each lot is not specified in the procurement documents. The framework contract ceiling will be determined based on the successful tenderer's financial offer for the estimated volume, increased by 20 percent reserve for price indexation and unforeseen needs.