Aviation Safety Database

The European Union Aviation Safety Agency (EASA) has announced an invitation to tender identified as EASA2025OP0019 for services related to an Aviation Safety Database. This tender was published on July 30, 2025, and the submission process is open electronically. The aim is to establish a framework contract that will grant EASA access to worldwide aviation safety information, including operator and aircraft data, through both Commercial and General Aviation databases.

The estimated value for the procurement contract is €400,000, and the contract duration may extend up to 48 months. The tender operates as an open procedure, meaning any eligible organization can participate. The selection process will follow a method based on the best price-quality ratio, making it crucial for applicants to provide high-quality proposals at competitive prices.

While specific eligible applicant types are not explicitly detailed, typical EU procurement processes suggest that participation is open to legal entities based in the EU, which includes both companies and potential consortia. The tender documentation indicates that a Personal Identification Code (PIC) is required to submit an application, which implies a level of registration and compliance with EU standards.

The target sector for this opportunity is aviation safety, specifically focusing on the provision of services related to aviation safety databases. There are no explicit geographic restrictions mentioned, but the legislation and guidelines suggest a preference for EU-based entities. The project is positioned at the operational stage, emphasizing the need for existing databases rather than research and development activities.

Interested applicants must submit their tenders electronically by the deadline of September 9, 2025, at 12:00 Europe/Berlin time. After this deadline, the contracting authority will not respond to queries submitted after September 1, 2025. A range of documents related to the tender—including specifications, financial offer forms, and draft contracts—will be available for download.

To summarize, this tender represents an important opportunity for organizations specializing in aviation safety data services to engage with EASA, enhance their offerings in line with EU regulatory frameworks, and potentially secure a significant contract linked to aviation safety initiatives.

The European Union Aviation Safety Agency (EASA) has published an invitation to tender, EASA2025OP0019, for services related to an Aviation Safety Database. The tender was published on July 30, 2025, with version 1 and no translations available. The TED reference for this tender is 144/2025 497155-2025.

The procedure identifier is EASA/2025/OP/0019. The submission method is electronic, and the tender is currently open for submission.

The description of the tender is as follows: In order to comply with the Basic Regulation, EASA intends to conclude a framework contract in order to gain access to information on worldwide aviation safety events as well as operator and aircraft information, through Commercial and General Aviation (GA) databases.

The procedure type is an open procedure. The estimated total value of the tender is 400,000 EUR. The lead contracting authority is the European Union Aviation Safety Agency. The main classification (CPV) code is 79980000, which refers to subscription services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. The framework agreement is a framework agreement without reopening of competition.

Key milestones for this tender include:
TED publication date: July 30, 2025
Date and time of public opening: September 10, 2025, at 10:00 Europe/Berlin time
Deadline for receipt of tenders: September 9, 2025, at 12:00 Europe/Berlin time
The contracting authority is not bound to reply to questions submitted after: September 1, 2025, at 05:00 Europe/Berlin time

The following documents are available for download:
1. Invitation to tender EASA2025OP0019 Aviation Safety Database - Services Invitation letter, published on July 30, 2025, Version 1, No translations available
2. ANNEX I to ITT TENDER SPECIFICATIONS EASA2025OP0019 Aviation Safety Database - Services Tender specifications, published on July 30, 2025, Version 1, No translations available
3. ANNEX II to ITT Draft Contract ASDB Draft contract, published on July 30, 2025, Version 1, No translations available
4. Annex 2_DoH Declaration on honour (tender), published on July 30, 2025, Version 1, No translations available
5. Annex 3 - 8 Other invitation to tender document, published on July 30, 2025, Version 1, No translations available
6. Annex 6 ASDB Financial Offer Evaluation Financial offer form, published on July 30, 2025, Version 1, No translations available
7. Annex 9 and 10 - Mandatory and optional requirements Terms of reference, published on July 30, 2025, Version 1, No translations available
8. Annex 11 Other invitation to tender document, published on July 30, 2025, Version 1, No translations available

Submissions must be sent exclusively via electronic submission at the address provided.

There are some frequently asked questions (FAQ) available regarding the eSubmission process:
How to proceed if the system is slow or doesn’t work while uploading/downloading documents: Use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, clear the cache and cookies on the Internet browser.
Which Internet browsers does eSubmission support: Use the latest versions of Google Chrome or Mozilla Firefox. For the most up-to-date technical recommendations, click on the link System Requirements.
Is it possible to view the details of the submission after the deadline: No, the content of the submission is not accessible after submitting the tender as the system encrypts all attachments upon upload.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal: Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate.
Which size should attachments have: eSubmission accepts files that are less than 50 MB in size.
How should I name attachments in eSubmission: Follow the System Requirements for attachment names.
Can I submit a video in eSubmission? Which formats are supported: Check the System Requirements of eSubmission.
I received an invitation from the F&T Portal but cannot view the procurement documents: Invited candidates can only see the procurement documents after having selected an organisation.
Do I need to validate my PIC in order to submit a tender in eSubmission: The Personal Identification Code (PIC) is mandatory to participate in a call for tenders.
I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do: Make sure it follows the technical requirements of the system.
How many attachments can I upload per submission: The maximum number of documents is 200 files.
Why do tenderers need a PIC: It is mandatory to register for a PIC if you intend to submit a tender or a request to participate.
How do I register my organisation and get a Participant Identification Code (PIC): Check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.
What is the validity period of a PIC: A PIC is unique and its validity is not limited in time.
How many languages does the system support: The system is multilingual and supports all 24 official EU languages.
Which is the character set encoding in the system: The character set encoding is UTF-8.
Does the system use encryption to ensure the integrity and the confidentiality of the information: Yes, the system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism.
Which file types does the system support: The supported file types depend on the type of submission you want to make.
Can I view and edit my draft submission: Until the deadline for the submission has been reached, submissions in the draft status can be edited, viewed and deleted.
In the submission report, under the name of our entity, "Legal form: UNKNOWN" is displayed while in the system, our legal form was correctly displayed. Is this a problem for the submission: No, it is just a display issue. This is not blocking for you: you can submit.
I sent my submission on time and a few days later, I received an automatic email informing me that the deadline for the reception of submissions had been reached. Does this mean that my submission was not correctly sent: No, this is an auto-generated notification sent when the time limit of receipt defined for the call for tenders has been reached.

In summary, this is a call for tenders by the European Union Aviation Safety Agency (EASA) to establish a framework contract for accessing worldwide aviation safety information through commercial and general aviation databases. The goal is to comply with the Basic Regulation by obtaining comprehensive data on aviation safety events, operator details, and aircraft information. The contract is valued at 400,000 EUR and has a maximum duration of 48 months. The selection will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by September 9, 2025. The tender documents, including the invitation letter, tender specifications, draft contract, and other relevant annexes, are available for download. A PIC (Personal Identification Code) is mandatory for participation. The eSubmission system supports various file types and encrypts uploaded documents to ensure confidentiality.

Eligible Applicant Types: The eligible applicant types are not explicitly stated in the provided text. However, given that this is a call for tenders for services, it is likely that eligible applicants include companies, service providers, and other organizations capable of providing the required services related to aviation safety databases. The requirement for a PIC (Personal Identification Code) suggests that registered organizations are the intended applicants.

Funding Type: The funding type is procurement, specifically a service contract. The call is for "Aviation Safety Database - Services," and the nature of the contract is explicitly stated as "services."

Consortium Requirement: The text mentions that a PIC is mandatory to participate as a sole candidate/tenderer or as a member of a group (consortium). This indicates that both single applicants and consortia are eligible to apply.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. However, the description mentions "worldwide aviation safety events," which suggests that the scope is international. Given that the contracting authority is the European Union Aviation Safety Agency (EASA), it is reasonable to assume that entities from EU member states and potentially other countries are eligible.

Target Sector: The target sector is aviation safety, specifically related to aviation safety databases and information services. This includes Commercial and General Aviation (GA) databases.

Mentioned Countries: No specific countries are mentioned. However, the opportunity is from the European Union Aviation Safety Agency (EASA), implying a focus on the EU and potentially international entities. The mention of "Europe/Berlin" for the date and time of public opening and deadlines indicates a connection to Germany.

Project Stage: The project stage is for operational services, as the tender is for accessing existing information on aviation safety events and operator/aircraft information. This suggests a need for established databases and services rather than research or development.

Funding Amount: The estimated total value of the framework contract is 400,000 EUR.

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 providing services related to the Aviation Safety Database.

Application Stages: The number of application stages is not explicitly stated, but the process involves submitting a tender, which will then be evaluated based on the best price-quality ratio. This suggests at least a two-stage process: submission and evaluation.

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.

Summary:

This is an invitation to tender (EASA2025OP0019) issued by the European Union Aviation Safety Agency (EASA) for services related to an Aviation Safety Database. The purpose of this tender is to establish a framework contract that will provide EASA with access to worldwide aviation safety information, including data on aviation safety events, operators, and aircraft, through Commercial and General Aviation (GA) databases. The procedure type is an open procedure, meaning any eligible organization can submit a tender. The estimated total value of the contract is 400,000 EUR, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. Submissions must be sent electronically, and the deadline for receipt of tenders is September 9, 2025, at 12:00 Europe/Berlin time. The TED publication date was July 30, 2025. Interested parties must register for a PIC (Personal Identification Code) to participate, either as a single tenderer or as part of a consortium. The tender documents, including the invitation letter, tender specifications, draft contract, declaration of honor, financial offer form, and terms of reference, are available for download. The eSubmission system supports various file types, with a maximum file size of 50 MB per attachment and a limit of 200 files per submission. The system also supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information. The contracting authority is not bound to reply to questions submitted after September 1, 2025, at 05:00 Europe/Berlin time.