Technical and Logistical Assistance for the Organisation of the Policy Forum on Development

Restricted EU service procurement (EC-INTPA/2026/EA-RP/0108) by the European Commission DG INTPA to provide technical, logistical and digital support for the Policy Forum on Development and related consultations. Estimated contract value €3,927,334 (excluding VAT), maximum duration 48 months, planned start May 2027 and award by best price-quality ratio. Submission of the Request to Participate is electronic via the Funding & Tenders Portal with deadline 4 September 2026 14:00 Brussels time; shortlisting will invite 4–8 candidates to submit full tenders. Eligible applicants are natural or legal persons established in an EU Member State or eligible partner country and international organisations, with minimum selection thresholds including average turnover €1,500,000 and three completed service contracts each valued at least €600,000 covering the required domains.

Tender overview

Essential facts

Service contract to provide technical, logistical and communication support for the Policy Forum on Development (PFD), related ad hoc consultations and the Global Gateway CSO-LA Advisory Platform, including event organisation (in-person and virtual), platform management, stakeholder outreach, drafting of concept notes and background material.

Who can apply:Eligible applicants: natural persons and legal entities (including consortia) established in EU Member States, eligible partner countries (ODA recipients) or international organisations; entities from OECD countries such as UK, USA, Canada are not eligible unless specific implementation conditions apply ¹.

1. 1What it funds: organisation, moderation, reporting of multi-stakeholder dialogues; digital platform design/management; conference logistics and related consultancy.
2. 2Procedure and selection: restricted two-stage tender. Between 4 and 8 candidates will be shortlisted; award by best price-quality ratio.
3. 3How to submit: electronic submission via the EU Funding & Tenders Portal (EU Login required).

Short summary:this is a fee-based EU contract (DG INTPA) to support EU-CSO-LA dialogue processes and related communications and logistical services. Submissions must follow the Request to Participate form and selection/technical capacity thresholds (minimum turnover and reference contract values) set out in the procurement documents ¹.

Footnotes

1. 1Full tender documentation and submission link: EC-INTPA/2026/EA-RP/0108 - Technical and Logistical Assistance for the Organisation of the Policy Forum on Development. Available at Call details

Opportunity summary

Type:Call for tenders (restricted two-stage procedure). Lead contracting authority: European Commission, Directorate-General for International Partnerships (INTPA). Objective: Provide technical and logistical assistance to the European Commission to facilitate in-person and virtual spaces for dialogue and consultations at global and regional level with civil society networks, foundations and associations of local authorities, EU institutions and Member States, principally via the Policy Forum on Development (PFD) and through ad hoc consultations. Tasks include supporting exploration of new cooperation avenues with civil society organisations (CSOs), foundations and local authorities (LAs), drafting concept notes, preparing policy updates, contributing to background papers and producing other material that supports dialogue.

Procedure and legal framework:Restricted procedure (two-stage). Legal basis: Regulation (EU) No 2021/947 establishing the Neighbourhood, Development and International Cooperation Instrument – Global Europe (NDICI-Global Europe). The contract is financed under the NDICI Civil Society Organisations Thematic Programme, budget line E.14020220.

Estimated contract value and duration:Estimated total value: €3,927,334 (excluding recoverable VAT). Maximum contract duration: 48 months. Provisional start date: May 2027. The award is by best price-quality ratio and will be established as a services contract/framework agreement.

Key administrative dates and submission

1. 1TED publication date: 05/08/2026 (contract notice and supporting documentation published on the Funding & Tenders Portal).
2. 2Invitation to submit a request to participate published: 05/08/2026 (corrigendum 12/08/2026; clarifications 21/08/2026).
3. 3Deadline for receipt of requests to participate (final): 04/09/2026 14:00 Europe/Brussels (UTC+02:00).
4. 4Provisional invitation to submit tenders: September 2026 (shortlisting outcome).
5. 5Provisional contract commencement: May 2027.

Scope of services and tasks

Core scope:Provide technical and logistical assistance for organising the Policy Forum on Development and the Global Gateway CSO-LA Advisory Platform. Deliverables and services include facilitation of multi-stakeholder dialogues and consultations (global and regional), organisation and moderation of in-person and virtual events, digital platform design and moderation, event logistics and travel management, drafting concept notes and background papers, producing policy updates and materials to inform and support dialogues, and supporting ad hoc consultations and outreach with CSOs, foundations and associations of local authorities.

Place(s) of performance:All Countries with emphasis on EU Member States and partner countries / ODA recipients covered by DG INTPA. The contract will therefore be implemented across partner countries and EU Member States; the contract notice reiterates the place of performance as partner countries of the European Union and EU Member States.

Eligible applicants and participation rules

Eligible applicants:natural persons and legal persons effectively established in an EU Member State or in an eligible country or territory as defined under Article 28 of Regulation (EU) No 2021/947, and international organisations. Participation is not open to entities established in certain OECD countries for this procedure (UK, USA, Canada) unless the contract would be implemented exclusively in LDCs or HIPCs; specifically, the contracting authority clarified that entities registered in UK, USA and Canada are not eligible to participate in this procedure as lead, consortium partner, capacity provider or subcontractor for this procurement. Entities listed in EU restrictive measures at award cannot be awarded the contract.

1. 1Eligible applicant types: universities, research institutes, NGOs, civil society organisations, foundations, associations of local authorities, SMEs, large enterprises, consultancy firms, and international organisations provided they meet nationality and establishment eligibility under NDICI/PRAG rules.
2. 2Consortia: Allowed. Consortia may be permanent or ad hoc. All members of a consortium are jointly and severally liable. A candidate may participate only once (either alone or as consortium member).
3. 3Subcontracting: Allowed. Capacity-providing entities are allowed; where relied upon they must meet eligibility rules and provide signed commitments.
4. 4Number of submissions: One request to participate or tender per natural or legal person. For lots, one submission per lot.

Selection criteria (summary and thresholds)

Shortlisting:Between 4 and 8 candidates will be invited to the second stage to submit full tenders. If more than 8 qualify, ranking will be applied using re-examination criteria. Selection criteria include economic and financial capacity, professional capacity and technical capacity. All documents must be provided in English.

1. 1Economic and financial capacity: Minimum average annual turnover over the last three closed financial years must be at least €1,500,000.
2. 2Professional capacity: During the current year and previous two years the candidate should have on average at least 6 personnel directly employed or contractually engaged in areas of specialist knowledge related to the contract. Candidates must not have professional conflicting interests.
3. 3Technical capacity: Minimum of 3 completed service contracts in the last four years, each with a value of at least €600,000. For each contract presented, services must be in Domain 1 (organisation, moderation and reporting of international multi-stakeholder consultations/policy dialogues on EU international partnerships policies or EU internal policies, in-person and virtual) AND in addition either Domain 2 (digital communication platform management including design, set-up, maintenance and moderation; management of project-related databases; facilitation and organisation of online thematic consultations, webinars and meetings) and/or Domain 3 (logistics organisation of international conferences/events including travel, accommodation, invitations, venue rental, catering and related services). Collectively the referenced contracts must demonstrate experience covering Domains 1, 2 and 3.

If more than 8 candidates meet the selection criteria, comparative ranking criteria will be applied in this order: 1) highest number of qualifying contracts; 2) highest cumulated value of qualifying services.

Award criteria

Award method:Best price-quality ratio. Quality and price weighting details are in the procurement documents; tenderers must consult these to prepare the tender. The procurement documents specify that quality represents 80% and price 20% in the awarding split in the invitation (see awarding terms), but tenderers must confirm exact scoring in the official tender documentation.

Submission process and required documents

Submission is electronic only via the EU Funding & Tenders Portal eSubmission system. A valid EU Login account and a Participant Identification Code (PIC) registration are required. Requests to participate must use the Request to Participate form and be accompanied by the Declaration on Honour on Exclusion and Selection criteria and the other documents indicated in the form. Supporting documents for capacity providers must be uploaded separately as requested. Late submissions will be rejected; the eSubmission timestamp is proof of timely submission.

Required attachments for request to participate:Upload the Request to Participate form (under 'Other documents'), the Declaration referred to in Point 7 of the RtP form (under 'Other documents'), and the Declaration on Honour on Exclusion and Selection criteria (under 'Declaration on Honour'). Additional evidence (financial statements, references, certificates, commitments from capacity providers) must be included as instructed in the Request to Participate form and procurement documents.

Technical and procedural clarifications (selected highlights)

1. 1Grant-financed references: References acquired under grant contracts cannot be used to support a request to participate for a service contract.
2. 2Framework contracts: Experience gained under a framework contract may be used only by citing the specific individual assignments/orders actually implemented and their actual completed value. The overall ceiling of a FWC cannot be used as a single reference.
3. 3Capacity-providing entities: If relying on third-party capacities, the candidate must provide a written commitment from those entities. Capacity-providing entities must meet eligibility rules and in some cases sign Declarations on Honour. Such entities may later act as subcontractors or service providers, but payments are subject to incidental budget rules and the nature of the arrangement.
4. 4Incidental budget: Implementation by consortium members is possible if the expenditure is eligible, ancillary and exceptional, explicitly foreseen in the Terms of Reference, and not a cost that should be covered by contractor fee rates.

Geographic and eligibility specificities

Beneficiary geographic scope:All Countries, with an operational focus on EU Member States and partner countries/ODA recipients covered by DG INTPA. Participation eligibility: open to entities established in EU Member States and eligible partner countries as defined under Article 28 of NDICI Regulation; international organisations are eligible. Entities established in UK, USA, Canada are not eligible for participation in this procedure (clarified in Q&A), unless specific narrow conditions apply under PRAG Annex a2a1 which do not apply here.

Main CPV and thematic programme

Assessment of type and categorisation (answers to structured questions)

Eligible Applicant Types:Eligible applicants include NGOs, civil society organisations, foundations, associations of local authorities, universities, research institutes, consultancy firms, SMEs and large enterprises effectively established in an EU Member State or eligible partner country as defined in Article 28 of Regulation 2021/947, and international organisations. Individuals are not the primary target; legal persons and registered natural persons that meet nationality/establishment criteria may apply. Consortiums and capacity-providing entities are also allowed.

Funding Type:This is a procurement for services (tender). The financial mechanism is a services contract (fee-based), not a grant, loan or equity instrument. Beneficiaries will be contracted and paid for delivery of services under the contract.

Consortium Requirement:Consortium is optional. Both single applicants and consortia can submit a request to participate. If a consortium is used, all members are jointly and severally liable. Short-listed candidates must keep the same consortium composition unless prior authorisation is obtained.

Beneficiary Scope (Geographic Eligibility):Geographic eligibility covers EU Member States, eligible partner countries/ODA recipients covered by DG INTPA, and international organisations. The place of performance is EU Member States and partner countries; operational coverage is global (All Countries) focusing on partner countries and EU Member States.

Target Sector:Target sectors: civil society engagement, governance, international partnerships, policy dialogue facilitation, event organisation, digital communication platforms, and stakeholder outreach. Thematic relevance spans democracy, governance, local authorities, civic space and development cooperation.

Mentioned Countries:Explicitly mentioned: European Union Member States, partner countries defined as ODA recipients covered by DG INTPA. The Q&A explicitly mentions UK, USA, Canada (eligibility clarification: these are not eligible for this procedure). Russia is mentioned in the Additional Information as included among partner countries for coverage. The geographic code in the notice is All Countries (31085511).

Project Stage:Expected maturity: operational implementation and service delivery (organisation, facilitation, logistics, platform management). This is not research funding but procurement to deliver operational services for policy dialogue and convening; suitable for organisations with demonstrable track record in delivering events, consultations, and platform management (demonstration/implementation stage).

Funding Amount:Estimated total contract value: €3,927,334 (maximum contracted amount). Payments will follow contractual terms; VAT treatment is noted in the contract documents (amount stated excluding recoverable VAT; non-recoverable VAT should be included where applicable).

Application Type:Two-stage restricted call: initial Request to Participate submitted via eSubmission (Funding & Tenders Portal). Shortlisted candidates (4 to 8) will be invited to submit full tenders. Submission method: electronic eSubmission only. This is an open restricted procurement process (candidates request to participate).

Nature of Support:Financial: monetary payment under a services contract for deliverables and activities. The award is a paid contractual service arrangement; non-monetary support (platform access, visibility) may also occur, but primary support is monetary contract payments for services rendered.

Application Stages:Two stages: 1) Request to Participate (shortlisting/selection) and 2) Invitation to submit full tender for shortlisted candidates, followed by evaluation and award. The shortlisting phase will select between 4 and 8 candidates to the second stage.

Success Rates:Expected success rate depends on number of eligible applicants; the procedure will shortlist 4 to 8 candidates and award at least one contract (potentially multiple lots although only one lot is published). If many apply, success at shortlisting is limited; historically restricted tenders with 4-8 shortlisted candidates result in an invitation rate of less than 10-25% depending on applicant pool size. Exact success probability is not stated in documents.

Co-funding Requirement:No co-funding from applicants is requested as this is a procurement for services; bidders must price their services and demonstrate financial capacity (minimum turnover) to perform the contract. No additional co-financing rules like grants apply.

Application templates and structure

Requests to participate must follow the Request to Participate form template (available from the EC Annexes page on the External Action Wiki). The RtP form structure includes: administrative identification (entity name, PIC), legal form and registration details, financial information (average annual turnover and financial statements for last 3 closed years), professional capacity (personnel details and areas of specialised knowledge), technical capacity (project references and supporting documentary proof), declarations and the Declaration on Honour (PRAG Annex A14a). When relying on capacity-providing entities a separate document with that entity's details and a signed commitment must be provided. Supporting evidence for project references must demonstrate the portion of work performed and value (e.g., approval of deliverable, proof of payment, certificate from contracting authority).

1. 1RtP form: follow exact format and sections; do not include superfluous brochures or unsolicited documentation.
2. 2Declaration on Honour: must be completed by the candidate and by capacity-providing entities or subcontractors (PRAG Annex A14a).
3. 3Financial statements: for last three closed years, expressed in EUR (convert using InforEuro if originally in another currency).
4. 4Project references: for each reference include value, period, description of services, evidence of completion or performance (approval, payment proof, certificate).
5. 5Capacity provider commitment: written and signed undertaking that resources will be placed at the tenderer’s disposal where relevant.

Selection and evaluation practical tips

Prepare documentation carefully:ensure turnover meets €1,500,000 threshold; compile at least three service contracts each >= €600,000 that together cover Domains 1, 2 and 3; demonstrate staff capacity (6 specialists average over last three years); ensure all declarations (including for capacity providers/subcontractors) are signed and attached in the correct eSubmission attachment slots; register and validate PIC early as the contracting authority may request validation; use only eligible entities and check Annex a2a1 PRAG eligibility lists and NDICI Article 28 guidance.

For technical references:Domain 1 references must show concrete experience organising, moderating and reporting international multi-stakeholder policy dialogues on EU external or internal policies with CSOs, local authorities and related stakeholders. Domain 2 references must include all subcomponents (digital platform design/set-up/maintenance/moderation; project database management; facilitation and organisation of online thematic consultations/webinars). Domain 3 references must include full logistics organisation of international conferences/events including travel/accommodation/invitations, venue, catering and related services. Collective coverage across references of Domains 1, 2 and 3 is required.

Submission platform and system requirements:Submissions via Funding & Tenders Portal eSubmission only. EU Login and PIC required. Use latest versions of Google Chrome or Mozilla Firefox. File attachments must respect eSubmission system requirements (file size under 50 MB per file, maximum 200 files per submission). The system encrypts uploaded attachments; drafts can be edited up to the deadline. Consult the eSubmission Quick Guide and System Requirements pages for technical guidance. For submission address and eSubmission entry use provided webgate URL in procurement notice.

Contacts, documents and where to apply

Final summary and recommendation

This restricted procurement invites experienced organisations or consortia to deliver comprehensive technical and logistical assistance for the Policy Forum on Development and the Global Gateway CSO-LA Advisory Platform over 48 months with an estimated total value up to €3,927,334. The contract requires strong proven experience in organising and moderating multi-stakeholder policy dialogues (Domain 1), managing digital communication platforms and online consultations and databases (Domain 2), and delivering event logistics including travel and accommodation (Domain 3). Applicants must meet financial thresholds (minimum average turnover €1,500,000), staffing requirements (average of 6 specialist personnel over the last three years) and present at least three service contracts each with a value of €600,000 or more that collectively cover Domains 1, 2 and 3. Submission is electronic through the Funding & Tenders Portal; shortlisted applicants (4 to 8) will be invited to submit full tenders and award will be by best price-quality ratio. Carefully follow the Request to Participate form structure, provide signed Declarations on Honour (including for capacity providers and subcontractors), attach documentary evidence for references, ensure PIC registration and validation, and do not include entities excluded by the eligibility rules (e.g., entities established in UK, USA, Canada are not eligible for this specific procedure). For complete requirements, templates and scoring details consult the procurement documents on the Funding & Tenders Portal and the Additional Information about the Contract Notice. ¹

Footnotes

1. 1Procurement documents and Request to Participate form are available on the Funding & Tenders Portal tender page and the External Action Wiki Annexes. See the Additional information about the Contract Notice (a5f) and Clarifications to the Contract Notice for detailed eligibility, selection and evidence requirements: Tender documents and annexes.

This is a restricted EU service procurement launched by the European Commission, DG INTPA, to secure technical and logistical support for the Policy Forum on Development and related consultations with civil society organisations, foundations, local authorities, EU institutions and Member States. It is a fee based contract, not a grant, with an estimated total value of €3,927,334 and a maximum implementation period of 48 months.[1][5]

Key contract facts

What the contract is for

The contract seeks a contractor that can facilitate in person and virtual dialogue spaces and consultations at global and regional level, mainly through the Policy Forum on Development, support exploration of new cooperation avenues with civil society organisations, foundations and local authorities, and draft concept notes, policy updates, background papers and other material for the dialogue.[1][5]

The activity is linked to the EU's external action and international partnerships agenda and is financed under the Civil Society Organisations Thematic Programme, with the legal basis cited as Regulation (EU) 2021/947.[1][5]

Who can apply

Participation is open to natural persons and legal persons effectively established in a Member State of the European Union or in an eligible country or territory under Article 28 of Regulation (EU) 2021/947, and to international organisations. The contracting authority also clarified that entities established in the UK, USA, Canada and Switzerland are not eligible for this procedure.[5]

Applicants may bid individually or as a consortium. All consortium members are jointly and severally liable to the contracting authority, subcontracting is allowed, and each organisation may submit only one request to participate for this lot.[5]

Selection criteria and shortlist rules

1. 1Economic and financial capacity: the average annual turnover over the last 3 closed financial years must be at least €1,500,000.
2. 2Professional capacity: the applicant must have an average of at least 6 personnel directly employed or otherwise legally contracted in specialist areas related to the contract during the current year and the previous two years.
3. 3Technical capacity: at least 3 service contracts completed in the last 4 years, each with a completed value of at least €600,000, are required.
4. 4The submitted references must collectively demonstrate experience across Domain 1, Domain 2 and Domain 3.
5. 5If more than 8 eligible candidates meet the criteria, the authority ranks them first by the number of qualifying contracts and then by the total value of qualifying completed services.

Domain 1 covers organisation, moderation and reporting of international multi stakeholder consultations and policy dialogues on EU international partnerships policies or EU internal policies. The contracting authority clarified that Domain 2 is only met when all three elements are covered together, namely digital communication platform management, management of project related databases, and facilitation and organisation of online thematic consultations, webinars and meetings.[5]

For framework contract references, only the value of individual assignments, orders or contracts actually completed can be used, not the full ceiling value of the framework contract itself. References obtained through grant contracts cannot be used to support technical capacity under this service tender.[5]

Submission and process requirements

Requests to participate had to be submitted electronically through the Funding and Tenders Portal using the prescribed request to participate form and declaration on honour. EU Login and a Participant Identification Code are required, and capacity providing entities or subcontractors must also provide the relevant declarations and commitments where reliance is placed on their capacity.[5]

The procedure is a two stage restricted tender. Between 4 and 8 candidates will be invited to submit full tenders, with the invitation to tender provisionally expected in September 2026 and the contract start planned for May 2027.[5]

What applicants should take away

This opportunity is best suited to organisations with strong policy dialogue, facilitation, event logistics, digital engagement and multi stakeholder consultation experience, especially in EU external relations or development cooperation settings. The technical bar is high, so applicants should prepare evidence that clearly shows contract values, completed assignments, and the exact role played by each consortium member or capacity provider.

Because this is a procurement tender rather than a grant call, there is no funding rate or co financing percentage. The relevant commercial question is whether the bidder can deliver the required services within the fixed contract ceiling and under the best price quality award framework.