Invitation to tender: Provision of Security services for the Delegation of the European Union to Rwanda
The European Union, represented by the European Union Delegation to Rwanda, referred to below
as the contracting authority, is planning to award the contract resulting from the above procurement
procedure.
The procurement documents consist of the contract notice, this invitation letter, the draft contract and tender specifications with their respective annexes. The documents are published in English1.
All documents are available in the Funding & Tenders Portal (F&T Portal) at the following link2:
https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-details/61
347445-63e6-4519-9a07-f13ad448e648-CN
This procurement procedure is organised in two steps. In the first step, economic operators interested in this contract are invited to submit a request to participate in one of the official languages of the European Union. In the second step, only selected candidates will be invited to submit a tender. Any tender received from a legal or natural person not invited to tender will be
rejected.
1. Submission of requests to participate.
Requests to participate must be submitted exclusively via the electronic submission system (eSubmission) available from the above F&T Portal link3. Requests to participate submitted in any other way (e.g. e-mail or by letter) will be disregarded.
In order to submit a request to participate using eSubmission, economic operators (each member of
the group in the case of a joint submission) will need to register in the European Commission's
Participant Register an online register of organisations participating in EU calls for tenders or
1 That language version constitutes the sole authentic text and prevails over any other language versions that may be
published on request of economic operators.
2 Subscription to the call for tenders at the above link allows interested economic operators to receive e-mail
notifications when new information or documents are published. Subscription is free of charge and does not involve
any commitment to submit a tender.
3 For detailed instructions on how to submit a request to participate please consult the eSubmission Quick Guide
available at: https://webgate.ec.europa.eu/fpfis/wikis/x/GgIkh
(access requires EU login account).
The supported browsers, file types, size of attachments and other system requirements can be consulted at:
https://webgate.ec.europa.eu/fpfis/wikis/x/gwEkh
In case of technical problems, please contact the eSubmission
Helpdesk (see contact details in the eSubmission Quick Guide) as soon as possible.
2 proposals. On registering each organisation obtains a Participant Identification Code (PIC, 9-digit
number) which acts as its unique identifier in the above register. Instructions on how to create a PIC
can be found on this page.
Economic operators already registered in the Participant Register shall reuse their existing PICs
when preparing requests to participate in eSubmission.
The time-limit for receipt of requests to participate is indicated under Section 5.1.12 of the contract
notice where the time zone indicated is the local time at the contracting authority’s location (as
indicated in Section 8 of the contract notice). The time-limit is published also at the above F&T
Portal link (subscribed users receive notifications when the call for tenders’ data is modified).
A request to participate received after the time-limit for receipt of requests to participate will be
rejected. The submission receipt provided by eSubmission with the official date and time of receipt
of the submission (timestamp) constitutes proof of compliance with the time-limit for receipt of
requests to participate 4.
Please note that it is not possible to submit a request to participate through eSubmission after
the time-limit for receipt of requests to participate indicated in the contract notice and/or the
F&T Portal. To ensure requests to participate are submitted on time, candidates are invited
to get familiar with the system and the system requirements, in particular the accepted file
formats5, well in advance.
Candidates must ensure that their submitted requests to participate contain all the information and
documents required by the contracting authority at the time of submission as set out in the
procurement documents.
After submitting a request to participate, but before the deadline for receipt of requests to
participate, a candidate may definitively withdraw its request to participate6, or replace it with a new
one 7.
No more than one request to participate can be considered per candidate. If the same candidate
submits more than one request to participate, neither of which has been withdrawn as described
above, only the latest submission will be considered. The candidate may not refer to earlier
submissions to complement, clarify or correct its latest request to participate.
All costs incurred for the preparation and submission of requests to participate are to be borne by
the candidates and will not be reimbursed.
2. Legal effects of the invitation and submission of a request to participate.
This invitation is in no way binding on the contracting authority. The contracting authority's
contractual obligation commences only when the contract with the successful tenderer is signed by 4
If no submission receipt is received in reasonable time after submission, please contact the eSubmission Helpdesk
(see contact details in the above referred eSubmission Quick Guide) as soon as possible.
5 See note
3.6 A submitted request to participate can be withdrawn directly in the "Procurement centre/Submissions" area in the
F&T Portal. A withdrawal receipt will be provided by eSubmission as proof of withdrawal. For detailed instructions
on how to withdraw a request to participate please consult the above referred eSubmission Quick Guide.
7 To submit a new version, the candidate must create a new submission in eSubmission and include all the information
and documents required in the procurement documents with the submission of a request to participate, even if some
of them have already been included in the replaced request to participate.
3 both parties.
Up to the point of signature, the contracting authority may cancel the procurement procedure
without candidates being entitled to claim any compensation. This decision must be substantiated
and the candidates notified.
Submission of a request to participate implies acceptance of all the terms and conditions set out in
the procurement documents and, where appropriate, waiver of the candidate's own general or
specific terms and conditions.
3. Contacts during the procurement procedure.
Contacts between the contracting authority and candidates are prohibited throughout the procedure
save in exceptional circumstances and under the following conditions only:
3.1 Submission of requests to participate phase (step 1 of the procurement procedure)
Upon request, the contracting authority may provide additional information solely for the purpose
of clarifying the procurement documents.
Any request for additional information must be made in writing only through the above F&T Portal
link in the "Questions & answers" section, by clicking "Create a question".
The contracting authority may, on its own initiative, inform interested parties of any error,
inaccuracy, omission or any other type of clerical error in the text of the procurement documents.
Any additional information will be published at the above F&T Portal link. It is the economic
operator’s responsibility to check for updates and modifications during the submission period8.
3.2 Opening of requests to participate (step 1 of the procurement procedure)
The opening of the received requests to participate is not public.
Once the contracting authority has opened the tenders, they become its property and shall be treated
confidentially.
3.3 Evaluation of requests to participate (step 1 of the procurement procedure)
Except in duly justified cases, candidates who have failed to submit evidence or to make statements
as required in the procurement documents, shall be contacted by the contracting authority to provide
the missing information or clarify supporting documents.
The contracting authority may correct obvious clerical errors in the request to participate after
confirmation of the correction by the candidate.
Such information, clarification or confirmation shall not substantially change the request to
participate.
3.4 Selection phase (step 1 of the procurement procedure)
Candidates will be notified of the outcome of the first step (evaluation of requests to participate
8 See note
2.4 against the exclusion and selection criteria) by e-mail.
The notification will be sent to the e-mail address provided by the candidate (group leader in case of
a joint submission) in the eSubmission application (section Contact Person) when the request to
participate was submitted. After submission of the request to participate the e-mail address can be
changed in the F&T Portal as described in the eSubmission guide (see the section “Manage roles in
Funding & Tenders Portal”9).
The same e-mail address will be used by the contracting authority for all other communications in
the selection phase.
It is the candidate's responsibility to provide a valid e-mail address and to check it regularly.
3.5 Submission of tenders phase (step 2 of the procurement procedure)
See section 3.1 above.
Please note that only selected candidates may request additional information at this stage. Similarly,
any documentation uploaded in the F&T Portal at this step of the procedure will be available to all
selected candidates and only to them.
The contracting authority is not bound to reply to requests for additional information received less
than six working10 days before the time-limit for receipt of tenders.
3.6 Opening of tenders (step 2 of the procurement procedure)
The opening of the received tenders is not public.
Once the contracting authority has opened the tenders, they shall become its property and will be
treated confidentially.
3.7 Evaluation of tenders (step 2 of the procurement procedure)
Except in duly justified cases, tenderers who have failed to submit evidence or to make statements
as required in the procurement documents, shall be contacted by the contracting authority to provide
the missing information or clarify supporting documents.
The contracting authority may correct obvious clerical errors in the tender after confirmation of the
correction by the tenderer.
Such information, clarification or confirmation shall not substantially change the tender.
3.8 Award phase (step 2 of the procurement procedure)
Tenderers will be notified of the outcome of this procurement procedure by e-mail.
The notification will be sent to the e-mail address provided by the tenderer (group leader in case of
a joint submission) in the eSubmission application (section Contact Person) when the tender was
submitted. After submission of the tender the e-mail address can be changed in the F&T Portal as
described in the eSubmission guide (see the section “Manage roles in Funding & Tenders Portal”11).
9 See note 3.
10 Working days counted based on the contracting authority's location indicated under Section 8 of the contract notice.
11 See note 3.
5
The same e-mail address will be used by the contracting authority for all other communications in
the award phase.
It is the tenderer's responsibility to provide a valid e-mail address and to check it regularly.
4. Data protection.
If processing a reply to the invitation involves the recording and processing of personal data (such
as name, address and CV), such data will be processed pursuant to Regulation (EU) 2018/172512 of
23 October 2018 on the protection of natural persons with regard to the processing of personal data
by the Union institutions, bodies, offices and agencies and on the free movement of such data, and
repealing Regulation (EC) No 45/2001 and Decision No 1247/2002/EC. Unless indicated otherwise,
any personal data will be processed solely for evaluation purposes under the procurement procedure
by the Head of Delegation to Rwanda acting as data controller.
Details concerning the processing of
personal data are available in the privacy statement at:
https://eeas.europa.eu/sites/eeas/files/procurement_-_privacy_statement.pdf
If you would like to exercise your rights under Regulation (EU) 2018/1725, or if you have
comments, questions or concerns, or if you would like to submit a complaint regarding the
collection and use of your personal data, you can contact the data controller at eeas-tenders@eeas.europa.eu by explicitly specifying your request.
The candidate's personal data may be registered in the Early Detection and Exclusion System
(EDES) if the candidate is in one of the situations mentioned in Article 138 of the Financial
Regulation13.
For more information, see the privacy statement:
https://commission.europa.eu/funding-tenders/procedures-guidelines-tenders/data-protection-public
-procurement-procedures_en
Yours faithfully,
BLIN Jérémie
(e-signed)
Annexes to the invitation to submit a request to participate:
https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/opportunities/tender-
− Annex I – Tender specifications and annexes
− Annex II – Draft contract and annexes
Companies interested to participate, may express interest by sending an email to: DELEGATION-RWANDA-TENDERS@eeas.europa.eu , following the instructions on the webpage How to apply for an EEAS call for tenders.
Type of contract: COMPETITIVE PROCEDURE WITH NEGOTIATION
Duration of contract: 72 Months
Submission deadline for the request to participate is 03/11/2026 at 12:00 (Rwanda Local Time)
Indicative time of the launch of call for tenders: 03/10/2026 at 07:00 (Rwanda Local Time)