Transportation car rental services for Albania, Bosnia and Herzegovina, Bulgaria, Croatia, Cyprus, Greece, Kosovo, Montenegro, North Macedonia, Serbia...

Frontex has published an open tender (FRONTEX/2026/OP/0010, TED ref 77/2026 271695-2026) to establish framework contracts for transportation car rental services across three independent lots covering 11 countries with an estimated total budget of €28,800,000 (excluding VAT). The contracts cover provision of small cars, standard passenger vehicles and minivans meeting specified technical, insurance and maintenance requirements, with an initial duration of 24 months and two optional 12-month renewals (maximum 48 months). Tenders must be submitted electronically via the EU Funding and Tenders Portal e-Submission by the published deadline (tender submission deadline 27 May 2026, Warsaw time) and will be evaluated on a 60 percent technical and 40 percent price weighting. Applicants must meet exclusion, legal, financial and technical selection criteria including minimum turnover thresholds and references for similar contracts.

What is being procured

Framework contracts (one per lot) for geographically clustered transportation car rental services (small cars, 5-seat cars and minivans). Services include delivery, maintenance, insurance and replacement of vehicles; optional accessories (navigation, child seats, towing hooks, rooftop containers) may be requested.

Who can apply

Open to natural and legal persons and international organisations with access to EU procurement (EU/EEA entities and third-country operators eligible under relevant association agreements). Joint tenders, subcontracting and reliance on other entities are permitted subject to the tender rules and exclusion/selection checks.

Key facts

Contracting authority:European Border and Coast Guard Agency (FRONTEX).

Procedure type and submission:Open procedure; electronic submission via the EU Funding & Tenders Portal using EU Login (e-Submission) F&T Portal. ¹

1. 1Reference: FRONTEX/2026/OP/0010
2. 2Main CPV: 60130000 Special-purpose road passenger-transport services
3. 3Maximum contract duration: up to 48 months (24 months + two optional 12-month extensions)

Budget and lots

Deadlines & milestones

Deadlines published on the portal; key dates from the notice:publication 21/04/2026, submission deadline 27/05/2026 16:00 (Warsaw time) and public opening 28/05/2026 11:00 (Warsaw). An earlier deadline date 2026-01-01 appears in the metadata; rely on the portal notice for the operative deadline.

Selection & award

Award:best price-quality ratio (technical 60% / price 40%). Selection checks include exclusion, economic/financial capacity (minimum turnover thresholds per lot) and technical experience (references).

How to apply

Register and submit electronically via the EU Funding & Tenders Portal (EU Login required). Follow the Invitation to Tender and annexes (tender specifications, ToR, draft framework contract, financial proposal templates and declaration on honour).

Footnotes

1. 1The official procurement documents and submission facility are on the EU Funding & Tenders Portal: F&T Portal.

Executive summary

Frontex, the European Border and Coast Guard Agency, has published an open tender (procedure reference FRONTEX/2026/OP/0010, TED ref 77/2026 271695-2026) to establish one framework service contract (FWC) per lot for geographically clustered transportation car rental services covering passenger vehicles (small cars, 5-seat cars, minivans) and optional accessories. The procurement is split in three lots: Lot 1 (Bulgaria), Lot 2 (Greece and Cyprus) and Lot 3 (Slovenia, Croatia, Serbia, Bosnia and Herzegovina, Montenegro, North Macedonia, Albania and Kosovo). The estimated total value across lots is €28,800,000 (Lot €1 6,000,000; Lot €2 6,000,000; Lot €3 16,800,000). The FWC maximum duration is 24 months with two optional extensions of 12 months each (overall maximum 48 months). The submission method is electronic via the EU Funding & Tenders Portal e-Submission. Public tender publication date 21/04/2026; deadlines for receipt of tenders are published on the portal for each lot (e.g. 27/05/2026 16:00 Europe/Warsaw for the public opening on 28/05/2026 11:00 Europe/Warsaw).

Primary objective:Establish one framework contract per lot to provide professional, high-quality geographically clustered transportation car rental services for Frontex operational activities, covering three vehicle categories: small transportation cars (minimum 4 seats), transportation cars (minimum 5 seats) and minivans (minimum 8 seats).

Key administrative facts

1. 1Procurement type: Open procedure, Call for tenders (FRONTEX/2026/OP/0010).
2. 2Submission method: Electronic via e-Submission on the EU Funding & Tenders Portal (EU Login required).
3. 3TED reference: 77/2026 271695-2026; FWC draft and tender documents published 21/04/2026.
4. 4Contract form: Framework service contract, one FWC per lot; specific contracts (order forms) will be issued under the FWC.
5. 5Maximum FWC duration: 24 months initial + up to two 12-month extensions (overall max 48 months).
6. 6Estimated total value: €28,800,000. Lot values: Lot €1 6,000,000; Lot €2 6,000,000; Lot €3 16,800,000.
7. 7Award method: Best price-quality ratio (60% technical / 40% price).
8. 8Main CPV code: 60130000 - Special-purpose road passenger-transport services.
9. 9Framework agreements: without reopening of competition for the FWC; order forms / specific contracts will implement purchases.
10. 10Key tender documents available: Invitation to tender, Annex I Tender specifications, Annex II Terms of Reference, Annex III Draft FWC, Annex IV Financial proposal, Annex V Declaration on honour, Annex VI Tender Submission Form, Appendix 1 Request for Service, Appendix 2 Data Processing Agreement and Privacy Notice.

Eligible applicant types and legal/administrative requirements

Eligible applicants:natural or legal persons from the EU and third countries with procurement access under relevant agreements (Stabilisation and Association Agreements for Western Balkans, EEA Agreement for Iceland, Norway, Liechtenstein, and association agreements for Georgia/Moldova/Ukraine for supplies above thresholds). Tenderers may participate as sole tenderer or joint tender (consortium). Subcontracting is permitted but must be declared; any subcontractor must meet exclusion rules and provide commitment letters. Entities on whose capacities tenderers rely (not subcontractors) must provide commitment letters and supporting evidence.

Mandatory administrative registrations:EU Login account and Participant Identification Code (PIC) are required to use e-Submission. From 30 June 2026 two-factor authentication will be required for EU Login. Tenderers must submit Declaration on Honour (Annex V) and Tender Submission Form (Annex VI) signed (hand-signed or qualified electronic signature QES acceptable).

Eligible Applicant Types (detailed)

This procurement accepts participation from:private companies (SMEs and large enterprises), car rental companies and mobility providers, logistics companies, international rental groups, leasing firms, consortiums / joint ventures combining local operators and international providers. Also eligible: public entities or state-owned enterprises if legally permitted and not in an exclusion situation. Subcontractors and other supporting entities are allowed but must be identified and must sign commitment letters and Declaration on Honour. Tenderers relying on capacities of other entities must provide a binding commitment letter (Annex VII) and evidence of resources.

Funding type and nature of support

Funding type:EU procurement — a paid services contract (framework service contract). Nature of support: monetary payments by Frontex to the awarded contractor(s) for services delivered (rental fees, inclusive of required insurances, maintenance, replacement vehicles and predefined deliverables). Frontex covers fuel and consumables during rental, contractor prices must be net (EUR, excluding VAT).

Consortium requirement

Consortium:not mandatory. Single tenderer or joint tender allowed. Joint tenders must appoint a lead and provide power of attorney (Annex VII). Joint tender members bear joint and several liability. No special legal form required but contracting authority may ask to formalise legal status before contract signature if necessary.

Beneficiary geographic scope

Geographic eligibility:applicants established in EU Member States, EEA states where applicable and third countries with access under procurement agreements. Services are required in specific countries per lot: Lot 1 Bulgaria; Lot 2 Greece and Cyprus; Lot 3 Slovenia, Croatia, Serbia, Bosnia and Herzegovina, Montenegro, North Macedonia, Albania and Kosovo.

Target sector and service scope

Target sector:transport and mobility services supporting border management and operational deployments. Scope: provision and management of rental passenger cars in three categories (small 4-seat, 5-seat, and minivans) and optional accessories (winter tyres, snow chains, navigation systems, child seats, towing hook, rooftop containers), maintenance, insurance (TPL, CDW, LDW/TP, Green Card), roadside assistance/towing, vehicle replacements, technical inspections and data protection safeguards for any vehicle tracking solutions.

Project stage and expected maturity

Project stage:operational service delivery / implementation. The procurement expects service-ready suppliers with operational fleets, maintenance networks and experience delivering vehicle rental for organisations. Minimum maturity: proven operational experience in providing car rental fleets and related logistics (evidence required via contracts/references).

Funding amount and contracting model

Estimated total value:€28,800,000 for entire FWC (all lots). Lot ceilings: Lot €1 6,000,000; Lot €2 6,000,000; Lot €3 16,800,000. The contracting authority may increase the financial ceiling by up to 50% via negotiated procedure without prior publication under Financial Regulation conditions if justified.

Application type and submission

Application type:Open call for tenders via e-Submission. Tenderers must submit technical and financial proposal templates (Annex VIII technical compliance grid; Annex IV financial forms), supporting documents (Annex V Declaration on Honour; Annex VI Tender Submission Form; Annex XI Selection Criteria T1 template; references; legal and financial documents). Only electronic submissions via the EU Funding & Tenders Portal e-Submission are accepted. EU Login and PIC required. Queries to be submitted in the Portal Q&A; contracting authority not bound to reply to questions received less than six working days before deadline. Deadlines and time zone are Warsaw, Poland local time. For process details and system requirements consult the e-Submission Quick Guide and Portal system pages ¹.

Selection, award, evaluation and scoring

The procurement uses a two-step assessment:checks for exclusion and selection criteria (legal, financial, technical capacities), then award evaluation on most economically advantageous tender. Selection includes proof of legal capacity, minimum average turnover thresholds per lot (Lot €1 3,000,000; Lot €2 3,000,000; Lot €3 8,400,000 over last three financial years) and technical experience (at least three similar contracts in last three years, each min €500,000; two different clients; provide references). Exclusion criteria include bankruptcy, final convictions for fraud, corruption, organised crime, money laundering, terrorist offences, trafficking in human beings, tax/social security breaches, grave professional misconduct, irregularities and creation of entities to circumvent obligations. Tenderers must submit evidence when requested.

1. 1Award weighting: Technical quality 60% / Price 40%.
2. 2Technical evaluation: scored up to 100 points against subcriteria: lead time (0-25), vehicles per order (0-15), orders in parallel (0-15), replacement lead-time (0-15), optional items (semi-trailer 0-5, towing hook 0-5, child seat 0-5, navigation 0-3, hands-free 0-2), eco-score up to 10 (ecoscore.be divided by 10).
3. 3Minimum technical threshold: 60 points; failure to quote prices for optional items results in zero points for those award subcriteria.
4. 4Financial scoring: lowest total reference price scores 100; other bids scaled accordingly.
5. 5Final score calculation: Final Score = 0.6 x Technical score + 0.4 x Financial score.

Key tender and contract requirements (service & technical)

Service highlights and contractor obligations:provide vehicles that meet category SIPP codes and capacity requirements; vehicles to be roadworthy, not older than 5 years at first registration and mileage not exceeding 120,000 km; no maximum mileage cap invoiced to Frontex; vehicles to include required insurances in rental price (TPL, CDW with non-waivable excess, LDW/TP with non-waivable excess, Green Card, assistance/towing); maintenance, repairs, technical inspections, replacement vehicles where vehicle unfit for driving; on-site delivery to hand-over locations specified in order forms; multiple drivers allowed; contractor to provide contact/CM for contract management, operate support 08:00-18:00 Warsaw time for service management; allow cross-border use within lot cluster; permit use of portable emergency blue lights and sirens on minivans without roof modification; full privacy and data protection compliance (controller/processor rules and data processing agreement when vehicle tracking used).

Mandatory insurance and inclusions (in price):Third party liability, collision damage waiver with non-waivable excess, loss/damage/theft protection with non-waivable excess, Green Card insurance and roadside assistance/towing are included in the rental price. Maintenance, repairs, technical inspections and replacement vehicles (subject to service-level lead times) are included. Frontex pays fuel and consumables during rental (fuel, ad-blue, windshield fluid), and tolls/vignettes while the vehicle is under Frontex use.

Scoring of optional items and eco criteria

Optional items (semi-trailers, towing hook, child seat/booster, navigation system, hands-free speakerphone, rooftop container) can be offered and are scored in technical evaluation. Eco performance: vehicles will be scored using ecoscore.be; the statistical average ecoscore across vehicles proposed is divided by 10 and contributes up to 10 points in technical score. If a vehicle is not listed in the ecoscore database it scores zero for eco-scoring for that vehicle.

Application stages and success rates

Application stages:single-stage award (1) submission and formal checks; (2) exclusion & selection verification; (3) technical evaluation; (4) financial evaluation and final ranking; (5) award and signature of FWC and subsequent execution of order forms. The number of formal evaluation steps is four main stages. Success rates are not published; typical open EU agency procurement success rate varies widely and depends on competition and compliance. Frontex may reject tenders that fail documentary or technical compliance.

Co-funding and costs

No co-funding required from tenderers; this is a paid services procurement. All costs of tender preparation are borne by tenderers. Prices shall be net of VAT (Fr ontex commonly VAT-exempt under Union privileges; tenderers established outside Poland must seek VAT exemption as applicable).

Templates and application structure (what to submit)

Tenderers must use the mandatory templates provided by Frontex and include the following structure in their submission: Technical Proposal (Annex VIII Technical Compliance Grid completed, Annex X Award Criteria Tables completed, vehicle descriptions with brand/model and compliance to ToR, company profile, implementation concept, privacy policy/privacy statements, data protection documentation); Financial Proposal (Annex IV Financial Proposal Excel per lot with mandatory unit prices for mandatory and optional items and reference pricing calculations); Supporting documentation (Annex V Declaration on Honour signed; Annex VI Tender Submission Form signed; Annex XI Selection Criteria T1 template for references/contracts; reference letters from customers; legal registration documents; balance sheets/profit & loss and turnover declarations for the last 3 years; power of attorney for authorised signatories; commitment letters from subcontractors or entities on whose capacity the tenderer relies). Tenderers must follow e-Submission naming and file size rules. Annex IV contains hypothetical quantities and evaluation methodology used to calculate reference prices for scoring.

1. 1Technical Proposal: Annex VIII and Annex X completed, vehicle descriptions, implementation & staffing plan, privacy and DPA documentation (if vehicle tracking is offered).
2. 2Financial Proposal: Annex IV per lot completed in EUR, prices net of VAT, all-inclusive of insurances/maintenance/transportation costs; unit prices for mandatory and optional items.
3. 3Administrative: Annex V (Declaration on Honour), Annex VI (Tender Submission Form), Annex XI (T1 selection template), documents proving legal registration, turnover and financial accounts.
4. 4Commitments: Power of Attorney (Annex VII) for joint tenders; subcontractor commitment letters (Annex VII) and declarations of honour for subcontractors.

Evaluation timelines and Q&A

Key dates published on the portal:TED publication date 21/04/2026. Deadlines for receipt of tenders and public opening dates per lot are posted in the portal and in the invitation to tender (example deadline for receipt of tenders Lot 1: 27/05/2026 16:00 Europe/Warsaw; public opening 28/05/2026 11:00 Europe/Warsaw). The contracting authority is not bound to reply to questions received less than six working days before the tender deadline. All questions must be submitted electronically in the Portal Q&A section using EU Login.

Risk, data protection and confidentiality

Frontex treats personal data according to Regulation (EU) 2018/1725 and requires contractors to follow processor obligations when vehicle tracking or personal data processing is involved. The Terms of Reference and Annex II include a Data Processing Agreement template (Appendix 2) and a Privacy Notice (Annex III). The contractor must ensure that vehicle tracking systems are configurable to not provide high-precision location data of Frontex vehicles unless explicitly agreed and must ensure data is processed within EU/EEA and only with prior written authorisation for transfers outside the EU/EEA. Confidentiality obligations require contractors and staff to sign confidentiality declarations and protect Frontex operational information.

1. 1Personal data processing: Frontex is data controller for contract-related data; contractor is processor for vehicle tracking if used and must sign DPA (Appendix 2).
2. 2Location data constraint: Frontex requires tracking data not to provide position accuracy better than approx. 30 km unless expressly authorised; alternative approaches (sector-level location) preferred.
3. 3Audits and checks: Frontex, its internal audit, European Court of Auditors and OLAF have rights to conduct audits and investigations, and documents must be retained for up to five years after final payment.

Common pitfalls and tenderer checklist

1. 1Use mandatory templates exactly (Annex IV financial Excel, Annex VIII technical grid, Annex XI T1 template).
2. 2Provide documentary evidence for exclusion and selection criteria when requested (legal extracts, tax/social security certificates, audited financial statements or bank statements, references).
3. 3Ensure unit prices for mandatory and optional items are quoted in Annex IV; failing to quote unit price for optional items will yield zero points for related award criteria.
4. 4Confirm capacity to deliver minimum hypothetical quantities indicated in Annex IV and ToR Table 1 and demonstrate local supply and replacement capability.
5. 5Include data protection documentation and indicate any third parties that will process personal data or host data outside EU/EEA.

How to apply — practical steps

1) Register an EU Login account and obtain PIC in the Participant Register; 2) Subscribe to the call on the F&T Portal and read all procurement documents (Invitation to tender, Annexes I–XI); 3) Prepare technical and financial proposals using the provided annex templates; 4) Complete Annex V Declaration on Honour and Annex VI Tender Submission Form and gather supporting documents; 5) Submit exclusively via e-Submission before the published deadline. Allow sufficient time for uploads; e-Submission accepts attachments <50 MB and up to 200 files per submission. Check system requirements and supported browsers early. After submission you will receive a timestamped submission receipt from e-Submission which constitutes proof of timely submission.

Contact and support:All official communications, document downloads and Q&A are available in the EU Funding & Tenders Portal opportunity page for FRONTEX/2026/OP/0010. For technical e-Submission support use the e-Submission Helpdesk and consult the e-Submission Quick Guide on the Portal ¹.

Conclusion — what is this opportunity about and how to explain it

This procurement is an EU agency tender to secure geographically clustered car rental services across three lots covering Southeastern and select EU countries with a total estimated value of €28.8 million over the framework duration. Frontex seeks experienced, operational car rental providers or consortia who can supply fleets (small cars, 5-seat cars, minivans), perform maintenance, supply required insurances and rapid replacement vehicles, manage logistics and data protection, and meet quality and environmental scoring criteria. The award is based on best price-quality ratio with strong emphasis on lead times, capacity per order, replacement lead-times, availability to run multiple orders in parallel, optional item provision and eco scoring. Tenderers must be legally eligible, financially sound (minimum turnover thresholds per lot), technically experienced (at least three comparable contracts) and must comply with exclusion criteria. Apply via the EU Funding & Tenders Portal e-Submission using the provided templates and annexes; ensure all supporting evidence, data protection documentation and signed declarations are included as specified in the tender dossier.

1. 1Primary action: Register EU Login and PIC, subscribe to the call on the Portal, download all annexes.
2. 2Prepare: Complete Annex IV financial per lot, Annex VIII technical compliance grid, Annex XI selection template (T1), Annex V and Annex VI signed.
3. 3Submit: Upload via e-Submission, obtain timestamped receipt before the deadline.

Footnotes

1. 1EU Funding & Tenders Portal and e-Submission system guidance, technical requirements and Quick Guides are available on the Portal: ec.europa.eu and the e-Submission Quick Guide pages.

Opportunity Overview

This is an open tender procedure for the provision of professional, high-quality transportation car rental services across three geographically clustered lots covering 11 countries in Europe. The European Border and Coast Guard Agency (Frontex) seeks to establish framework contracts for the rental of small cars, standard passenger vehicles, and minivans to support its operational activities at EU external borders and in partner countries.

Procedure Reference:FRONTEX/2026/OP/0010, TED Reference 77/2026 271695-2026

Tender Structure and Lots

The tender is divided into three independent lots, each covering specific geographic regions. Tenderers may submit bids for any combination of lots. Each lot will be evaluated independently and will result in a separate framework contract.

Total Estimated Budget:€28,800,000 (excluding VAT) for all three lots combined

Key Deadlines

All deadlines are in Warsaw local time (UTC+2 during summer). Tenders must be submitted exclusively through the electronic submission system (e-Submission) available on the EU Funding and Tenders Portal. Tenders received after the deadline will be rejected automatically.

Contract Duration and Value

Initial Duration:24 months from contract signature

Renewal Options:Automatic renewal twice for 12 months each, unless either party provides written notice at least 3 months before expiry. Maximum total contract duration cannot exceed 48 months.

Contract Type:Framework contract without reopening of competition. Frontex is not obligated to order any minimum quantity, though indicative annual volumes are specified.

Vehicle Requirements and Specifications

Contractors must provide three categories of vehicles meeting specific minimum standards. All vehicles must be no older than 5 years from first registration and have no more than 120,000 km mileage. Vehicles must comply with current EU emission standards (Euro 6) and be drivable with a Category B driving licence.

Optional Vehicle Type:Semi-trailers (single axle, maximum 0.75 tonnes) may be offered and will receive additional award points if included

Fuel Types Accepted:Diesel, petrol, hybrid, or electric powertrains

Mandatory Insurance and Services

All rental prices must include comprehensive insurance coverage and support services. The contractor bears all costs for transportation, maintenance, repairs, technical inspections, and insurance. Frontex covers only fuel, AdBlue, windshield fluid, tolls, and vignettes during the rental period.

• Third Party Liability (TPL) insurance
• Collision Damage Waiver (CDW) with non-waivable excess
• Loss Damage Waiver (LDW) and Theft Protection (TP) with non-waivable excess
• Green Card insurance
• Roadside assistance including towing and breakdown support
• No maximum mileage limitations
• Maintenance and repair services at contractor's expense
• Replacement vehicles within 14 calendar days if original vehicle is unfit for driving

Optional Services and Add-ons

Contractors may offer optional services that will be scored separately in the award criteria. If included in the tender, these services become mandatory for Frontex to order if requested.

• Navigation system with Europe-wide coverage (integrated or separate device)
• Built-in hands-free speakerphone with Bluetooth or similar
• Towing hook
• Child seat or booster (15-45kg)
• Rooftop luggage container
• Winter tyres (provided once per vehicle)
• Snow chains set (provided once per vehicle)

Eligibility and Access to Procurement

This tender is open to all natural and legal persons from EU Member States and countries with special agreements with the EU. Economic operators from the following countries have automatic access regardless of contract value: North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, Kosovo (under Stabilisation and Association Agreements), Iceland, Norway, Liechtenstein (under EEA Agreement), and Georgia, Moldova, Ukraine (under Association Agreements for contracts valued at or above €143,000). ¹

Tenderers must not be subject to EU restrictive measures and must not be in any exclusion situation as defined in Article 138 of the EU Financial Regulation. All involved entities (group members, subcontractors, entities on whose capacity the tenderer relies) must meet these requirements.

Selection Criteria - Minimum Requirements

Legal Capacity:Tenderer must be established as a recognised legal entity and registered in a relevant professional or trade register. Evidence: copy of official document (Company Register, Official Gazette, etc.)

Economic and Financial Capacity (Criterion F1):Average yearly turnover for the last three financial years must exceed: Lot 1: €3,000,000; Lot 2: €3,000,000; Lot 3: €8,400,000. For multiple lots, the sum of applicable thresholds applies. Evidence: profit and loss accounts and balance sheets for the last three years, or bank statements if accounts unavailable. Most recent year must have closed within last 18 months.

Technical and Professional Capacity (Criterion T1):Minimum of three similar contracts with two different customers completed during the last 3 years, each with minimum value of €500,000. Contracts must be in scope and complexity similar to the services required. Evidence: company portfolio, completed Annex XI template with contract details, and at least two reference letters from different customers confirming service quality.

Professional Conflicting Interests:Tenderer must not be subject to professional conflicting interests that may negatively affect contract performance. Declaration required via Annex V.

Award Criteria and Evaluation

The contract will be awarded to the tenderer offering the most economically advantageous tender based on a 60% technical quality and 40% price weighting. Technical compliance with minimum requirements is a prerequisite for further evaluation.

Technical Evaluation Criteria (Maximum 100 points):

Minimum threshold:Tenders must score at least 60 points total to be considered for further evaluation. Tenders scoring 0 points for lead time or number of vehicles per order will be rejected. Failure to quote unit prices for optional items results in zero points for those criteria.

Financial Evaluation:The tender with the lowest total reference price receives 100 points. Other tenders are scored using the formula: (Lowest Price / Tender Price) x 100

Final Score Calculation:Final Score = (0.6 x Technical Score) + (0.4 x Financial Score). The contract is awarded to the tenderer with the highest final score.

Submission Requirements

All tenders must be submitted electronically through the e-Submission system on the EU Funding and Tenders Portal. Tenderers must register in the Participant Register to obtain a Participant Identification Code (PIC). Each organisation obtains one PIC which must be reused for all submissions.

Required Documents:

• Annex VI - Tender Submission Form (signed)
• Annex V - Declaration on Honour (signed by authorised representative)
• Annex IV - Financial Proposal for each lot (signed, in EUR excluding VAT)
• Annex VIII - Technical Compliance Grid (signed)
• Annex X - Award Criteria Tables (signed)
• Annex XI - Selection Criteria T1 template with contract portfolio
• Technical proposal describing each vehicle type with brand, model, and supporting documentation
• Company description including years of operation, staff numbers, facilities
• Implementation concept for the framework contract
• Privacy Policy and data protection documentation
• Reference letters from at least two different customers (signed by authorised representatives)
• Power of Attorney (if joint tender)
• Commitment letters from subcontractors and other entities (if applicable)
• Evidence of authorisation to sign documents

Documents must be dated and signed either by hand (with scanned copy attached) or with an advanced electronic signature based on a qualified certificate. All documents must be in English or another official EU language (English preferred). Tenders must be perfectly legible with no ambiguity regarding terms, words, or figures.

Financial Proposal Specifications

Prices must be quoted in EUR, net amount excluding VAT, and must be all-inclusive covering all costs associated with the services. Frontex is exempt from VAT under EU privileges and immunities. Contractors established outside Poland must obtain VAT exemption from competent national authorities; Frontex will issue a VAT exemption certificate (form 1510) to facilitate this.

The financial proposal must include unit prices for all mandatory items (three vehicle categories) and any optional items offered. Prices must cover the entire 4-year potential contract duration including renewals. The proposal uses a reference price calculation based on hypothetical quantities specified in Annex IV for evaluation purposes.

Service Delivery Requirements

Lead Time:Maximum 60 calendar days from order form signature to vehicle delivery

Delivery Method:On-site delivery to locations specified by Frontex in the order form

Cross-Border Use:Vehicles may be used across borders within the geographic cluster. Return location may differ from pickup location within the same country.

Rental Duration:Minimum 1 month, up to the end of framework contract validity. Frontex may request extensions of rental periods with 60 days advance notice.

Customer Support:Telephone and/or email support available daily 08:00-18:00 Warsaw time

Contractor's Contract Manager:Must have minimum 3 years professional experience in contract management involving fleet management or car rentals, and command English at B2 level (CEFR). Acts as single point of contact for all FWC matters.

Maintenance and Vehicle Condition

The contractor is responsible for all maintenance and repairs during the rental period at its own expense. Vehicles must be maintained according to manufacturer specifications and delivered in safe, clean, and roadworthy condition with full fuel tanks (or full charge for electric vehicles). All legally required documents and accessories must be present (Green Card, emergency triangle, fire extinguisher, reflective jacket, etc.).

If maintenance or repairs require a vehicle to be unavailable for more than 5 calendar days, the contractor must provide a replacement vehicle of the same category at no additional cost. Technical inspections must be tracked and scheduled with one month advance notice to Frontex.

Payment Terms

Invoicing:Monthly invoices covering all vehicles ordered under each order form. One invoice per lot if multiple order forms are running in parallel. Invoices must reference the order form number and be sent in PDF format to invoices@frontex.europa.eu

Payment Calculation:Contractor invoices only for effective days when vehicles are operational. Days when vehicles are unfit for driving are not invoiced, with the unfit date being when Frontex formally notifies the contractor of unavailability.

Payment Timeline:Within 30 calendar days from Frontex acceptance of the invoice with supporting documentation

Pre-financing and Guarantees:Not applicable to this framework contract

Data Protection and Confidentiality

Frontex is concerned with protecting personal data of drivers and vehicle locations in operational areas. The contractor will be a data processor for location data if Frontex uses the contractor's vehicle tracking system. A Data Processing Agreement (Appendix 2 to Annex II) must be concluded between the parties. ²

Key data protection requirements:Personal data must be processed only within EU/EEA territory; vehicle tracking systems must not collect location data more accurate than 30 kilometres; the contractor must have appointed a Data Protection Officer; all personal data must be kept strictly confidential; no transfers to third countries without prior written authorisation; and the contractor must allow Frontex audits for data protection compliance.

The contractor must submit Privacy Policy, Privacy Statements, and detailed description of data processing operations and technologies with the tender. All communications with Frontex must be secure and protected.

Exclusion and Conflict of Interest Criteria

Tenderers must declare they are not in any exclusion situation as defined in Article 138 of the EU Financial Regulation. Exclusion situations include bankruptcy, breach of tax or social security obligations, grave professional misconduct, fraud, corruption, criminal offences, significant deficiencies in contract performance, irregularities, creation of entities to circumvent legal obligations, and resistance to investigations.

All involved entities (group members, subcontractors, entities on whose capacity relied) must individually meet exclusion criteria. The contractor must declare absence of professional conflicting interests that could negatively affect contract performance. Declarations are made via Annex V (Declaration on Honour) and may be supported by documentary evidence.

Joint Tenders and Subcontracting

Joint tenders are permitted. A group leader must be appointed with power of attorney from all group members. All group members assume joint and several liability for contract performance. Changes to group composition during the procedure may lead to tender rejection, except in cases of merger/takeover or removal of members in exclusion situations, subject to specific conditions.

Subcontracting is permitted. The contractor must identify subcontractors and their roles in the tender. All subcontractors must meet exclusion criteria and provide commitment letters. The contractor remains fully responsible for contract performance regardless of subcontracting. Changes to subcontractors require prior written approval from Frontex.

Tender Validity and Binding Period

Tender Validity:6 months from the tender submission deadline. Tenderers may not modify their tenders during this period.

Binding Nature:Submission of a tender implies acceptance of all terms and conditions in the invitation to tender, tender specifications, and draft contract. Tenders containing reservations or constraints will not be evaluated.

Tender Opening and Evaluation Process

A public opening session will be held virtually on 28 May 2026 at 11:00 Warsaw time. Maximum one representative per tenderer may attend. Tenderers must request attendance by email to tender@frontex.europa.eu at least 3 hours before the session, providing full name, email, represented tenderer name, and e-Submission receipt.

The public opening will verify submission compliance, announce tenderer names, and announce total prices (for lowest-price lots only). Tenderers not attending may request information about announced details. After opening, tenders become Frontex property and are treated confidentially.

Evaluation follows a staged process:verification of restrictive measures and procurement access, administrative compliance check, exclusion criteria verification, selection criteria verification, technical compliance verification, technical evaluation, financial evaluation, and final award decision. Incomplete tenders may be rejected. Frontex may request missing documents within 48 hours.

Applicable Law and Dispute Resolution

Governing Law:Union law, complemented by Polish law where necessary. The UN Convention on Contracts for International Sales of Goods (CISG) is excluded.

Jurisdiction:Courts of Poland relevant to Frontex seat have exclusive jurisdiction over disputes regarding validity, interpretation, performance, or termination of the framework contract or specific contracts.

Key Contacts and Communication

All communications must be made in writing in English. Questions about the tender must be submitted electronically via the F&T Portal Questions and Answers section by 19 May 2026 at 23:59 Warsaw time. Frontex is not bound to reply to questions received less than 6 working days before the submission deadline.

After contract award, tenderers will be notified by email to the contact address provided in the Tender Submission Form. It is the tenderer's responsibility to nominate an available contact person and provide a valid email address that is checked regularly.

Important Considerations for Applicants

• Frontex is not bound to award the contract and may cancel the procedure at any time without compensation to tenderers
• All costs for tender preparation and submission are borne by tenderers and will not be reimbursed
• Frontex reserves the right to increase the FWC ceiling by up to 50% through negotiated procedure if budget is at risk of being consumed before contract expiry
• The framework contract does not impose any obligation on Frontex to order services for the maximum amount
• Tenderers must ensure all involved entities have legal capacity and are not subject to restrictive measures
• Abnormally low tenders may be rejected in accordance with EU Financial Regulation provisions
• Tenderers must allow Frontex to install portable emergency blue lights and sirens on minivans without roof modifications
• Vehicles may be relocated between countries within the geographic cluster at Frontex discretion
• The contractor must maintain organisational structure and dedicated resources throughout the contract duration
• Frontex may request supplementary services or deliveries of the same type as offered, within the FWC terms

Access to Procurement Documents

All procurement documents are available on the EU Funding and Tenders Portal at [[ec.europa.eu. Subscription to the call for tenders allows interested economic operators to receive email notifications when new information or documents are published. Subscription is free and involves no commitment to submit a tender.

The tender dossier includes:Invitation to Tender, Tender Specifications (Annex I), Terms of Reference (Annex II), Draft Framework Contract (Annex III), Financial Proposal template (Annex IV), Declaration on Honour (Annex V), Tender Submission Form (Annex VI), Power of Attorney/Commitment Letter template (Annex VII), Technical Compliance Grid (Annex VIII), Declaration of Confidentiality (Annex IX), Award Criteria Tables (Annex X), and Selection Criteria T1 template (Annex XI).

Footnotes

1. 1Under Stabilisation and Association Agreements, economic operators from North Macedonia, Albania, Montenegro, Serbia, Bosnia and Herzegovina, and Kosovo have access to EU procurement regardless of contract value. Under the EEA Agreement, operators from Iceland, Norway, and Liechtenstein have full access. Under Association Agreements, operators from Georgia, Moldova, and Ukraine have access for contracts valued at or above €143,000.
2. 2The Data Processing Agreement template is provided as Appendix 2 to Annex II. It establishes Frontex as data controller and the contractor as data processor for location data processing. The contractor must comply with Regulation (EU) 2016/679 (GDPR) and Regulation (EU) 2018/1725, maintain data within EU/EEA, implement appropriate security measures, and allow Frontex audits for compliance verification.