UCA 25/026 - Rental of tents

The UCA 25/026 tender, titled "Rental of Tents," is a public procurement opportunity issued by the General Secretariat of the Council of the European Union. Its purpose is to establish a four-year framework contract for the rental, delivery, installation, and dismantling of hard-walled tents. These tents will be utilized to reinforce security checkpoints during high-level political events involving Heads of State or Government. The primary location for this service requirement is around the GSC buildings in Brussels, with potential installations at other sites within the city.

The procurement is classified as service-oriented under the Common Procurement Vocabulary (CPV) code 79952000, which pertains to event services. The procedure identifier for this tender is CONSILIUM/2025/OP/0012, and the TED reference is 209/2025 719918-2025. The contract is structured as a framework agreement, meaning it provides a long-term arrangement without reopening the competition during the contract's duration.

Eligible applicants include larger service providers, as indicated by the "smeSuitableIndicator" being false, which implies the bidding is not intended for small and medium enterprises. This indicates that the contracting authority is looking for well-resourced organizations with substantial capacity to manage logistics and security infrastructure.

The submission method for tenders is electronic, with a defined deadline of December 1, 2025, at 16:00 Europe/Brussels. A public opening of the tenders will occur on December 2, 2025, at 14:00 Europe/Brussels. The award of the contract will be based solely on the lowest price, which emphasizes a competitive procurement environment focused on cost-effectiveness.

Tender documents, including the invitation to tender, tender specifications, and forms for financial offers, are available for download. A Personal Identification Code (PIC) is mandatory for all participants, whether as individual bidders or as part of a consortium. The electronic submission system also supports the upload of a maximum of 200 documents, each having to comply with file size limitations.

The nature of support for the successful bidder will be monetary compensation in exchange for the required services. The successful contractor will be responsible for ensuring the timely provision and efficient management of the rented structures needed for the security of high-profile events.

This tender represents a valuable opportunity for businesses specializing in event management services, particularly those experienced in providing temporary structures for security settings. Additionally, all submissions must meet detailed technical requirements, including naming conventions and file formats, as specified in the tender documentation.

UCA 25/026 - Rental of tents is an invitation to tender (request for offer) published on 30/10/2025. The TED reference is 209/2025 719918-2025. The procedure identifier is CONSILIUM/2025/OP/0012. The submission method is electronic and the call is open for submission.

The purpose of this procurement procedure is to establish a four-year framework contract for the rental, delivery, installation, and dismantling of tents (hard walls) to support the reinforcement of security checkpoints during high-level political events involving Heads of State or Government organised by the General Secretariat of the Council (GSC). The main purpose of these external security checkpoints is to protect the GSC’s external perimeter, to outsource control points and any possible problems to outside the GSC buildings. Tents will primarily be installed in the vicinity of the GSC buildings in Brussels. However, installations may occasionally be required at other locations in Brussels, depending on the venue of the event.

The procedure type is an open procedure. The lead contracting authority is The General Secretariat of the Council of the European Union. The main classification (CPV) is 79952000 - Event services. The nature of the contract is services. The maximum contract duration is 48 months. The award method is lowest price. The framework agreement is a framework agreement, without reopening of competition.

Milestones:
TED publication date: 30/10/2025
Date and time of public opening: 02/12/2025 14:00 Europe/Brussels
Deadline for receipt of tenders: 01/12/2025 16:00 Europe/Brussels
Contracting authority is not bound to reply to questions submitted after: 21/11/2025 07:00 Europe/Brussels

Documents available for download:
EN1. UCA 25-026 Invitation to tender Invitation to tender (request for offer) Published on 30/10/2025 Version 1 No translations available
EN2. UCA 25-026 TS - Tender Specifications Tender specifications Published on 30/10/2025 Version 1 No translations available
EN2.1 UCA 25-026 TS Annex I - Declaration on honour Declaration on honour (tender) Published on 30/10/2025 Version 1 No translations available
EN2.1.1. UCA 25-026 TS Annex I bis - Identification of the tenderer Tender specifications - adm. part Published on 30/10/2025 Version 1 No translations available
EN2.2. UCA 25-026 TS Annex II - Minimum requirements Technical specifications Published on 30/10/2025 Version 1 No translations available
EN2.3. UCA 25-026 TS Annex III - Financial Offer Form Financial offer form Published on 30/10/2025 Version 1 No translations available
EN3. UCA 25-026 Draft framework service contract Draft contract Published on 30/10/2025 Version 1 No translations available

Submission terms:
Submissions must be sent exclusively at the address for submission given below.
Submission method: Electronic
Address for submission: Access submission

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The UCA 25/026 tender is an opportunity for businesses to secure a four-year framework contract with the General Secretariat of the Council of the European Union. The contract involves renting, delivering, installing, and dismantling hard-walled tents. These tents will be used to reinforce security checkpoints during high-level political events in Brussels, primarily near the GSC buildings, but potentially at other locations as well. The tender is an open procedure, meaning any eligible business can apply. The contract will be awarded based on the lowest price offered. The deadline for submitting tenders is December 1, 2025. Interested parties should download the tender documents, including the tender specifications, declaration of honor, identification of the tenderer form, minimum requirements, financial offer form, and draft framework service contract. Submissions must be made electronically. A Participant Identification Code (PIC) is mandatory for participation. The eSubmission system supports various file types and has specific requirements for naming attachments. The system also encrypts uploaded documents to ensure confidentiality.

Eligible Applicant Types: The eligible applicant types are not explicitly defined in the provided text. However, given that this is a call for tenders for services, it is likely open to economic operators, which could include SMEs, large enterprises, and potentially other types of organizations capable of providing the required services.

Funding Type: The funding type is procurement, specifically a framework service contract.

Consortium Requirement: The text does not explicitly state whether a consortium is required or if a single applicant is sufficient. The FAQ mentions that a Personal Identification Code (PIC) is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium), suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but since the contracting authority is the General Secretariat of the Council of the European Union, it can be inferred that the opportunity is likely open to entities within the EU, and potentially the EEA or countries with specific agreements with the EU. The services are primarily required in Brussels, which suggests a preference for entities capable of operating in that location.

Target Sector: The target sector is event services, specifically the rental, delivery, installation, and dismantling of tents (hard walls) for security checkpoints during high-level political events.

Mentioned Countries: Belgium (specifically Brussels) is mentioned as the primary location for the services. The European Union is also implicitly mentioned as the contracting authority is the General Secretariat of the Council of the European Union.

Project Stage: The project stage is not applicable, as this is a procurement procedure for a service contract, not a project in the traditional sense. The focus is on the operational capacity to provide the specified services.

Funding Amount: The estimated total value is not specified in the provided text.

Application Type: The application type is an open call for tenders, with electronic submission.

Nature of Support: The beneficiaries will receive money in exchange for services rendered, as this is a service contract.

Application Stages: The number of application stages is not explicitly detailed, but it would involve at least one stage of submitting a tender, followed by evaluation and award.

Success Rates: The success rates are not mentioned in the provided text.

Co-funding Requirement: The co-funding requirement is not mentioned in the provided text. It is unlikely that co-funding is required in a procurement procedure of this nature.

Summary:

This is a call for tenders (UCA 25/026) issued by the General Secretariat of the Council of the European Union (GSC) to establish a four-year framework contract for the rental, delivery, installation, and dismantling of tents with hard walls. These tents are required to reinforce security checkpoints during high-level political events involving Heads of State or Government, primarily in the vicinity of the GSC buildings in Brussels, but potentially at other locations in Brussels as well. The procedure identifier is CONSILIUM/2025/OP/0012, and the TED reference is 209/2025 719918-2025.

The submission method is electronic, and the deadline for receipt of tenders is 01/12/2025 at 16:00 Europe/Brussels. The contracting authority will not reply to questions submitted after 21/11/2025 at 07:00 Europe/Brussels. The date and time of the public opening is 02/12/2025 at 14:00 Europe/Brussels. The award method will be based on the lowest price.

Interested parties must submit their tenders electronically through the designated eSubmission portal, ensuring that all attachments comply with the system requirements, including file size limits (under 50 MB) and naming conventions. A Personal Identification Code (PIC) is mandatory for participation, whether as a sole candidate or as part of a consortium. The system supports all 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents to ensure integrity and confidentiality.

The tender documents, including the invitation to tender, tender specifications, declaration on honour, identification of the tenderer, minimum requirements, financial offer form, and draft framework service contract, are available for download. The maximum number of documents that can be uploaded per tender is 200 files.

This opportunity is relevant for companies specializing in event services, particularly those with experience in providing and managing temporary structures for security purposes. The successful tenderer will be responsible for providing a reliable and efficient service to support the security arrangements for high-profile events organized by the GSC.