Support for the organisation of events and other communication and information activities of the European Parliament Liaison Office in Croatia

Open procurement tender EP-COMM/2026/OP/0039 for a framework service contract to provide event organisation and communication and information activities for the European Parliament Liaison Office in Croatia. Estimated total value €1,100,000 (excl. VAT) for up to 48 months (initial 12 months renewable three times) with award on best price-quality ratio weighted 70% quality and 30% price. Submission is electronic via the EU Funding & Tenders Portal with a deadline for receipt of tenders on 5 October 2026 at 17:00 Europe/Brussels and a deadline for questions on 25 September 2026 at 23:59. Applicants must meet the legal, financial and technical selection criteria, provide required annexes and case studies, and complete the Annex IX price schedule.

What it funds

Framework contract to provide support and technical assistance for organising events, communication campaigns, content production and related third-party services for the European Parliament Liaison Office (EPLO) in Croatia, including hybrid events, editorial projects and regional activities.

Who can apply

Open to natural and legal persons and public entities established in EU Member States and third countries having relevant public procurement access agreements with the EU. Consortia and subcontracting are allowed; selection requires evidence of legal, financial and technical capacity (minimum turnover and experience thresholds set in the specifications).

Estimated value and duration:Maximum total estimated value €1 100 000 (excluding VAT) for the whole framework; initial duration 12 months, renewable up to 3 times to a maximum of 48 months. Payment and reimbursement rules for third-party costs are set in the contract ¹.

Key administrative facts

1. 1Call type: Open procedure — framework agreement (no reopening of competition)
2. 2CPV/Main service: 79416000 Public relations services (additional 79952000 Event services)
3. 3Award method: Best price-quality ratio (quality 70% / price 30%)
4. 4Submission: Electronic via Funding & Tenders Portal (EU Login required)
5. 5Deadlines: Tender submission 05/10/2026 17:00 Europe/Brussels; public opening 06/10/2026 11:00 Europe/Brussels
6. 6Minimum requirements: at least 3 years' relevant experience; team must include 1 project manager + 2 junior consultants; financial turnover thresholds apply

Read full procurement documents, technical specifications and annexes on the portal:Tender details.

Footnotes

1. 1Procurement documents include the Invitation to Tender, Specifications, Annex I Technical Specifications, Annex IX Price Schedule and the draft Framework Service Contract detailing price structure, reimbursable third-party costs and invoicing rules.

Opportunity summary

This is an open public procurement (call for tenders) issued by the European Parliament, SG - Directorate-General for Communication, Directorate for Liaison Offices, for a national framework service contract to provide support and technical assistance in organising events and delivering other communication and information activities for the European Parliament Liaison Office (EPLO) in Croatia. The contract is a framework agreement (without reopening of competition) with a maximum duration of 48 months (initial 12-month period renewable three times). The estimated overall maximum contract value is €1 100 000 (excluding VAT) for the full duration. Submission is electronic only via the EU Funding & Tenders Portal eSubmission system. The procedure identifier is EP-COMM/2026/OP/0039 and the TED reference is 586382-2026.

Key dates:Deadline for receipt of tenders: 05/10/2026 17:00 Europe/Brussels. Date and time of public opening: 06/10/2026 11:00 Europe/Brussels. Deadline for questions: 25/09/2026 23:59 Europe/Brussels ¹.

Scope of services and activities

Purpose:to deliver support and technical assistance for organisation of events and other communication and information activities for the EPLO in Croatia (national and regional activities, and where required cross-border activities with neighbouring countries). Broad categories of tasks include: event organisation (physical, hybrid, online), logistics and technical implementation, communication campaigns, media relations, content production (video, audio, photo, editorial), procurement and subcontracting of third-party suppliers, management of third-party services and reimbursement, moderation and speaker identification, participant management and reporting and evaluation of activities.

Examples of activities and formats (non-exhaustive):specialised seminars and roundtables; town-hall meetings; open-door activities and regional Democracy Days; editorial projects and media partnerships; networking meetings; outdoor activations and exhibitions; logistical support for delegations to Brussels/Strasbourg; content production and social media campaigns. Annex I and Annex XIII of the procurement documents provide detailed technical specifications and sample recurring actions.

Who can apply and eligibility

Participation is open on the same terms to natural or legal persons and public entities established in EU Member States and to natural and legal persons and public entities of third countries that have concluded a specific public-procurement agreement with the European Union giving access to the contract. Tenderers must indicate the country of establishment and supply evidence of legal existence where required. EU Login and Participant Identification Code (PIC) registration in the Participant Register are mandatory for submission via eSubmission.

Eligible applicant types

Acceptable tenderers include private companies (startups, SMEs, large enterprises), communication and events agencies, public entities, nonprofit organisations and consortia or groups of economic operators. Subcontracting is permitted. Groups of economic operators (consortia) may apply, but must supply Annex V and evidence of joint and several liability and legal form if requested. Third-party suppliers and subcontractors are allowed but the contracting authority may request evidence on their capacities and compliance with exclusion criteria.

Selection and minimum requirements

1. 1Legal and regulatory capacity: Tenderer must be enrolled in a relevant professional/trade register (evidence required).
2. 2Financial capacity: Minimum yearly turnover of €275 000 for each of the last two years, including at least €200 000 turnover in the area covered by the contract. Evidence: profit and loss accounts or tax declarations and Annex VII filled in.
3. 3Technical and professional capacity: At least three years' experience in similar services; proposed team must include at least one project manager (minimum 3 years proven experience in events organisation and communication consultancy) and two junior consultants (minimum 1 year experience). Team members must have C1 level English and C1 level in language(s) used in the EPLO (Croatian). CVs and list of principal services for past three years are required.
4. 4Declarations: Annex III Declaration on Honour (exclusion and selection criteria), Annex VIII Declaration on restrictive measures (Russia), and other administrative annexes (IV, VI, VII, IX etc.).

Contract model, award and financial details

Contract type:framework service contract (framework agreement, without reopening of competition) concluded with one contractor for LOT-0001. Maximum duration: 48 months (12 months + three renewals). The contract is performed through specific order forms (model order form provided). The awarding method is best price-quality ratio with qualitative criteria weighted 70% and price 30%.

Estimated contract value:Estimated total (maximum) procedure value: €1 100 000 (excluding VAT) for the full contract duration (up to 48 months). The value covers reimbursements to third-party suppliers and contractor fees.

The contracting authority clarified in the public Q&A that the estimated budget does not include VAT, that the €1.1 million refers to the whole potential 48-month duration and that it includes media buying and advertising costs. As an indication from previous similar contracts, roughly 80% of the budget may be expected to cover reimbursable third-party expenses and 20% the contractor's fees and contribution, but exact splits are event-dependent and subject to order form approval.

Price schedule and financial offer structure

Financial offer must follow Annex IX Price Schedule. The pricing approach is split into:A) Direct contractor contribution: hourly rates for profiles (project manager, junior consultants, technicians, photographers, AV technicians, graphic designers, social media experts, etc.); B) Indirect contribution: reimbursement of third-party supplier costs (venues, technical equipment, catering, travel, media buying, production of printed and physical materials, insurance, local staff), with a management fee calculated as hours of Junior Consultant profile according to thresholds (max hours allowed depending on third-party order value). The contractor must pay third parties and will be reimbursed by the EP upon presentation of original invoices and supporting documentation. Management fee rules and caps are specified in Annex I point 2.

Key thresholds for third-party estimates required when subcontracting:up to €15 000: between 1 and 3 estimates; €15 001 to €60 000: 3 estimates; above €60 000: 5 estimates. Where the contractor cannot provide the required number, a written justification must be submitted and may be rejected by EP.

Award criteria and evaluation process

Award will be to the tender offering the best price-quality ratio. Qualitative evaluation (70% weighting) assesses: quality of working methods, project management and allocation of resources (30 points; pass mark 15), management of third-party suppliers (20 points; pass mark 10), quality of environmental policies and methods (10 points; pass mark 5), methodology to assess impact and KPIs (10 points; pass mark 5), and two case studies (Annex Xa and Xb: 16 and 14 points respectively; pass marks 8 and 7). Financial evaluation (30% weighting) uses the filled Annex IX price schedule and weighting coefficients. To progress, tenderers must meet pass marks per qualitative sub-criterion and achieve minimum 60/100 overall.

1. 1Qualitative criteria total 100 points (converted to 70% weighting).
2. 2Price criteria account for 30% of the overall score.
3. 3Minimum thresholds apply per qualitative sub-criterion and overall (pass marks as specified).

Submission, templates and application structure

Submission is electronic via eSubmission on the Funding & Tenders Portal. EU Login and PIC registration in the Participant Register are required. Tenders must include the administrative part (Annex III Declaration on Honour, Annex IV Financial identification form, Annex VII Financial data sheet, Annex VIII restrictive measures declaration, Annex VI subcontractors if applicable, Annex V for groups), the technical part (methodology, team description and CVs, working methods, third-party supplier management plan, environmental measures, impact evaluation methodology, case studies in EN and Croatian as per Annexes Xa/Xb), and the financial part (Annex IX price schedule completed and signed). The Checklist for a complete tender is provided in the procurement documents.

Application templates and structure to prepare:Required documents and their order: Administrative: Annex III Declaration on Honour (signed), Annex IV Financial identification form, Annex VII Financial data sheet (with profit and loss accounts for last two years), Annex VIII Declaration concerning restrictive measures, Annex V (if group), Annex VI (if subcontractors). Technical: Technical offer including description of working methods (team organisation, management, coordination with EPLO), third-party supplier mobilisation plan, environmental policy and concrete measures, methodology to evaluate impact and KPIs, CVs of project manager and team, list of principal services for past three years, and two case studies (Annex Xa in English, Annex Xb in Croatian). Financial: Filled Annex IX price schedule (hourly rates, weighting as indicated) and signed. Use the Checklist for a complete tender provided in procurement documents.

Process stages and timelines

1. 11. Publication of call and access to procurement documents on F&T Portal.
2. 22. Tender preparation and submission via eSubmission before deadline.
3. 33. Virtual public opening of tenders (public part limited to verification and announcement of tenderers).
4. 44. Administrative and technical evaluation: compliance checks, potential requests for missing evidence (tenderers have limited time to provide documentary evidence when requested).
5. 55. Scoring and ranking against award criteria; selection and award decision; notification to tenderers and standstill period.
6. 66. Contract signature and entry into force; issuance of specific order forms for service requests.

Applicants should expect the contracting authority to request supporting documentary evidence (legal existence, financial statements, CVs, references) before award; failure to supply evidence within deadlines can lead to rejection. The EU Validation Services may request supporting documents on legal existence and status at any moment.

Nature of support and payment

This is a service procurement:the successful contractor will be paid for services delivered and will be reimbursed for authorised third-party expenses on the basis of original invoices (excluding VAT). The contract foresees pre-financing of 30% for specific order forms above €15 000 upon contractor request. Payment terms: the European Parliament pays invoices within 30 calendar days after receipt and acceptance by competent departments. Invoices to be submitted electronically via PEPPOL or Funding & Tenders Portal and must reference the order form.

Co-funding and margins

No co-funding from EU budget beneficiaries is required. The contractor must pay third-party suppliers in advance and will be reimbursed; the contractor may charge a management fee in hours for third-party services as per Annex I caps. The contractor is prohibited from adding additional commercial margin on third-party invoices beyond the established management fee and must pass on any discounts to the EP.

Geographic and operational scope

Beneficiary scope:activities will be delivered in Croatia (national capital and regions) and can include cross-border actions with neighbouring countries when required. Applications are open to entities established in EU Member States and eligible third countries as per procurement documents.

Mentioned countries

Explicitly mentioned country for implementation:Croatia. Contracting authority location: Brussels, Belgium. Services may require travel to Brussels and Strasbourg and other EU Member States for media/journalists (pre-paid tickets and accommodation for invited journalists, with accommodation capped at €180/night in Belgium and France).

Procurement compliance, exclusion and restrictive measures

Tenderers must comply with EU exclusion criteria (Financial Regulation Articles 138-143) and complete Annex III Declaration on Honour. Special attention: tenderers must declare compliance with EU restrictive measures (Annex VIII) related to Russia; entities established in Russia or majority-owned by Russian entities are in principle excluded. The contracting authority may request documentary evidence and reserves the right to reject subcontractors or partners that do not meet exclusion/selection criteria.

Project maturity and expected deliverables

Project stage expected:demonstration/implementation of communication and event services and ongoing operational delivery. Deliverables will be event offers and execution, communication campaign plans and produced media content, final reports and performance measurement against KPIs, timesheets for consultancy hours, invoices from third-party suppliers and supporting documents. All produced audiovisual and communication material will become property of the European Parliament and the contractor is responsible for obtaining necessary rights and image releases.

Accessibility, environmental and equality requirements

All services must meet EU accessibility standards (European Accessibility Act, Web Accessibility Directive, WCAG 2.1 AA for digital content) and the minimal green criteria set out in Annex I (vegetarian catering options, elimination of single-use items, preference for fair-trade and recycled materials, travel and location sustainability criteria, reusable badges, recycled paper, ecolabel goods where feasible). Tenderers must also describe equal opportunities policies and report yearly if awarded the contract.

Application advice and practical notes

Follow the procurement documents precisely:use the provided Annex templates, respect page limits (technical elements including case studies must not exceed 35 pages cumulative) and required language for case studies (Annex Xa English, Annex Xb Croatian). Ensure CVs, references and financial statements are ready: the contracting authority may request documentary evidence within two weeks. Complete Annex IX price schedule correctly (the portal Q&A advises enabling editing if totals do not appear). Attend to environmental and accessibility commitments with concrete, measurable actions. Prepare evidence demonstrating local supplier networks and capacity to mobilise third-party suppliers quickly. Respect restrictions regarding Russia-related entities and provide Annex VIII accordingly.

1. 1Register and obtain PIC in Participant Register well in advance.
2. 2Get EU Login and test eSubmission system and required file formats early.
3. 3Complete Annex III, IV, VI, VII, VIII and IX as applicable and include signed forms.
4. 4Prepare technical offer with methodology, team CVs, KPI methodology, environmental measures, and two case studies within word/page limits.
5. 5Prepare financial statements and Annex VII data; ensure minimum turnover thresholds are met and documented.

Success rates:no explicit historical success rate is published by the contracting authority. Framework contracts of this type typically yield a single award; competition is open and will be competitive. Tenderers should aim to fully meet pass marks across qualitative sub-criteria and present a competitive price. The contracting authority may award to one tenderer offering the best overall score.

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

This tender seeks a professional communication and events service provider (or consortium) to act as the framework contractor supporting the European Parliament Liaison Office in Croatia. The successful contractor will deliver a wide array of communication services: from concept and implementation of events (physical, hybrid, online) and regional outreach and editorial projects to media relations, content production, campaign support and management of third-party suppliers. The framework contract is implemented via specific order forms; the contractor must respond rapidly to written requests from the EPLO, propose offers within 14 calendar days, mobilise local suppliers, and ensure professional execution and reporting. Bidders must satisfy legal, financial and technical selection criteria (including minimum turnover and years of experience), complete the standard annex templates, submit two case studies (English and Croatian) and a detailed price schedule. Evaluation is by best price-quality ratio, with strong emphasis on methods, supplier management, environmental measures and impact evaluation. The estimated maximum budget for the full contract is €1.1 million (excluding VAT) covering reimbursements to third parties and contractor fees. Tenderers must submit electronically via the Funding & Tenders Portal before the deadline and be prepared to provide documentary evidence on request.

Footnotes

1. 1Deadline for additional questions published in the procurement documents and on the F&T Portal: 25/09/2026 23:59 Europe/Brussels. Questions are submitted via the 'Questions & answers' function on the call page (EU Login required).

This is an EU procurement tender for a service framework contract to support the European Parliament Liaison Office in Croatia with event organisation and communication and information activities. The opportunity is a framework agreement, not a grant, so there is no funding rate or reimbursement percentage; the contractor is paid for services delivered under the contract ¹.

Key facts

What the contract is about

The contract is designed to provide support and technical assistance for the organisation of events and wider communication and information activities linked to the European Parliament Liaison Office in Croatia. The description indicates a practical communications and events support role, rather than a policy or research grant, and the published documents include technical specifications, financial forms, declarations, case studies and the draft framework contract ¹.

Who can apply

• Any economic operator that can deliver professional public relations, event support and communication services consistent with the tender documents may apply.
• The procurement documents include forms for groups of economic operators and subcontractors, so consortium bids and subcontracting appear to be contemplated, subject to the tender rules.
• Applicants must have an EU Login account to submit electronically and to access the procurement system.
• A Participant Identification Code, PIC, is normally required for tender participation in the EU portal.
• The call is not marked as SME suitable, so it is not a dedicated SME set aside.

Commercial and contractual conditions

Submission and process details

• Submission is electronic only through the EU Funding and Tenders Portal.
• The contracting authority is not bound to answer questions submitted after 25 September 2026 23:59 Brussels time.
• The tender opening is scheduled for 6 October 2026 at 11:00 Brussels time.
• The public portal indicates that tenderers should consult the invitation letter, technical specifications and draft contract before submitting.
• The document set includes at least two case study annexes, which suggests that practical scenario based evaluation may form part of the technical assessment.

Assessment of the opportunity for applicants

This opportunity is most relevant to communications agencies, event management firms, public relations consultancies and integrated service providers with experience supporting institutional clients. The strongest bids will likely demonstrate capacity for event delivery, communications planning, stakeholder engagement, rapid operational execution and strong administrative compliance with EU procurement requirements.

The supplied metadata contains an earlier deadline timestamp of 1 January 2026, but the portal notice shows the operative deadline as 5 October 2026 at 17:00 Brussels time, which should be treated as the controlling date.

Footnotes

1. 1Source basis for this summary is the official opportunity notice and the document set listed on the EU Funding and Tenders Portal for EP-COMM/2026/OP/0039.