EEA/RES/26/006 - Provision of relocation services to the staff of the European Environment Agency

Planned procurement by the European Environment Agency to award a framework agreement for relocation services to support incoming EEA staff and their families relocating to Copenhagen and the Greater Copenhagen area. Services include welcome information, needs assessment, property search and accompanied viewings, assistance with rental and utilities contracts, settling-in and family integration support, translation and telephone support, and accompaniment to authorities when needed, to be delivered at Kongens Nytorv 6 and locally. Procedure is a planned negotiated low/middle value procurement (EEA/2026/MVP/0042-EXA) with estimated total value €90,000, maximum duration 48 months, expression of interest period 13/08/2026–28/08/2026 and electronic submission via the EU Funding & Tenders Portal (EU Login required).

What is funded

Scope at a glance

Provision of end-to-end relocation support for incoming European Environment Agency (EEA) staff and their families in Copenhagen and the Greater Copenhagen area. Services include welcome information packs, needs assessment, property search and accompanied viewings, assistance with rental and utilities contracts, settling-in operational support, family integration support, translation help, telephone support and accompaniment to authorities/service providers.

Who can apply:Relocation service providers/agencies able to deliver in-person services across Copenhagen and Greater Copenhagen; submissions are electronic and require an EU Login account. ¹

1. 1Procurement type: planned negotiated procedure for low/middle value contract (ExA publication).
2. 2Contract form: framework agreement without reopening of competition.
3. 3Location for delivery: EEA premises Kongens Nytorv 6, 1050 Copenhagen K and Greater Copenhagen (Storkøbenhavn).
4. 4Submission: electronic via the Funding & Tenders Portal (EU Login required).

This notice is an announcement of intent to launch the future procedure (not the final tender). Interested providers should prepare to register and submit an expression of interest electronically through the portal. ¹

Footnotes

1. 1Full procurement details and electronic submission are on the EU Funding & Tenders Portal: Funding & Tenders Portal.

Tender overview and purpose

The European Environment Agency (EEA) intends to publish a negotiated procedure (planned low or middle value) to award a framework agreement for relocation services to support incoming EEA staff and their families relocating to Copenhagen and the Greater Copenhagen (Storkøbenhavn) area. The contract will cover a comprehensive set of relocation services including welcome information, needs assessment, property search and accompanied visits, assistance with rental and utilities contracts, settling-in operational assistance, family integration support, translation help, telephone support and accompaniment to authorities or service providers where necessary. All services must be deliverable at the EEA premises (Kongens Nytorv 6, 1050 Copenhagen K, Denmark) and in the Greater Copenhagen area.

Lead contracting authority:European Environment Agency (EEA)

Procedure identifier and type:EEA/2026/MVP/0042-EXA. Planned negotiated procedure for middle/low value contract (publication currently announces intent to launch).

Estimated total value and contract duration:Estimated total value €90,000. Maximum contract duration 48 months. The award will be a framework agreement without reopening of competition.

Main classification (CPV) and nature of contract:CPV 79613000 - Employee relocation services. Nature of the contract: services.

Key dates and submission method

1. 1Start date for expression of interest: 13/08/2026 (Europe/Brussels).
2. 2Expression of interest deadline: 28/08/2026 00:59 (Europe/Copenhagen).
3. 3EXA registration deadline (internal): 27/08/2026 23:59:59 (Europe/Copenhagen).
4. 4Indicative date of launch of the negotiated procedure: 31/08/2026 (Europe/Copenhagen).
5. 5All expressions of interest and electronic submissions require an EU Login account and must be submitted electronically via the EU Funding & Tenders Portal.

Detailed scope of services required

The contracting authority requires a relocation agency able to provide the following services to EEA staff and their families relocating to Copenhagen/Greater Copenhagen. Services must be deliverable at or from the EEA premises and locally in the Greater Copenhagen area.

1. 1Welcome information package for incoming staff (local practical information, administrative steps, living in Copenhagen guidance).
2. 2Assessment of accommodation/property needs in cooperation with the staff member (budget, preferred neighbourhood, family needs).
3. 3Property search services and accompanied site visits to shortlisted housing options.
4. 4Assistance with contractual matters including rental contracts and utilities contracts (electricity, gas, water, heating).
5. 5Operational settling-in assistance as required (e.g., arranging deliveries, orientation to transport and local services).
6. 6Assistance and integration support for family members (spouse/partner and children), including school/childcare orientation where relevant.
7. 7Translation support including help reading administrative letters and filling in forms.
8. 8Telephone support and case handling for relocating staff.
9. 9Accompaniment to authorities or service providers when necessary (e.g., municipal offices, immigration/registration, utility offices).

Who should apply and eligible applicant types

This is a public procurement for service provision rather than a grant. The opportunity is intended for professional relocation service providers with capacity to operate in Copenhagen and the Greater Copenhagen area.

• Relocation agencies (primary target).
• SMEs and medium/large private companies offering employee relocation and settling-in services.
• Professional service providers or consortia of companies (housing search, relocation consultants, translators, local administrative support firms).
• Subcontracting to specialist providers (language/translation services, childcare/school liaison) is expected to be allowable where appropriate.

Categorisation answers (structured)

Below are the extracted and interpreted categorical fields for this opportunity with detailed explanations.

Eligible Applicant Types:Primary: relocation agencies, professional service companies providing employee relocation and settling-in services. Secondary: SMEs, large enterprises, companies forming consortia or using subcontractors (e.g., translators, local administrative service providers). Public bodies, universities, individuals and investors are not the intended bidders unless they operate as a commercial relocation service provider.

Funding Type:Procurement for services (public tender / service contract / framework agreement). This is not a grant, loan or equity instrument.

Consortium Requirement:Single contractor award of a framework agreement is expected. Bidders may present subcontracting arrangements or form consortia if they wish, but the procurement is structured to appoint a single economic operator for the framework agreement without reopening.

Beneficiary Scope (Geographic Eligibility):Open to bidders able to operate in Denmark / Greater Copenhagen. The contracting authority is an EU agency (EEA) based in Copenhagen, but the portal typically allows bidders from EU/EEA countries; bidders must be legally and operationally capable of delivering services in Denmark.

Target Sector:Relocation and mobility services, human resources support, employee services, relocation logistics. Sector classification CPV 79613000 (employee relocation services).

Mentioned Countries:Denmark is explicitly mentioned as the place of delivery (Copenhagen and Greater Copenhagen). The lead authority is an EU agency; the publication is on the EU Funding & Tenders Portal. No other specific countries are named in the tender text.

Project Stage:Operational/service delivery stage: provision of ongoing relocation services and operational support to staff as they relocate and settle. This is not a research or development project but an operational service contract (implementation/delivery).

Funding Amount:Estimated overall contract value €90,000 over a maximum 48-month duration. This figure is indicative and corresponds to the estimated total value for the framework agreement.

Application Type:Planned negotiated procedure launched via an expression of interest mechanism on the EU Funding & Tenders Portal. Expressions of interest must be submitted electronically using an EU Login account. The publication currently announces intent; the formal negotiated procurement will follow the portal process.

Nature of Support:Non-financial service contract. Winning bidder will provide paid-for services under a service contract; beneficiaries (EEA staff) will receive relocation support services, not direct financial grants.

Application Stages:Two main stages are indicated: 1) Expression of interest / registration via the portal; 2) Launch and conduct of the negotiated procedure leading to selection and framework agreement award. Additional internal evaluation, clarification or negotiation steps may occur as part of the negotiated procedure.

Success Rates:Not specified. The portal and notice do not publish historical success rate data for this specific planned procurement. As a framework agreement with an estimated €90,000 total value and a negotiated procedure, competition may be limited by the contracting authority; however, success rates are unknown and cannot be reliably estimated from the published information.

Co-funding Requirement:No co-funding from applicants is required. This is a procurement: the EEA will pay the awarded contractor according to the contract terms. Bidders must cover bid preparation costs themselves and may propose pricing as part of the tender response; no co-financing model applies.

Templates and application format:The publication does not include downloadable tender documents at this stage. Submissions require electronic delivery through the EU Funding & Tenders Portal using an EU Login account. Standard F&T eSubmission tools and eForms will be used for the negotiated procedure. No specific template structure was provided in the published notice; bidders should monitor the portal for the formal contract notice and associated documents that will include submission templates, award criteria, technical specifications, administrative and financial forms.

Procurement and administrative notes

1. 1This publication is an announcement of intent to use a negotiated procedure: it is not yet the final call for tenders. References with 'ExA' indicate intent to publish a future negotiated low or middle value procedure.
2. 2Expressions of interest must be submitted electronically to the address given in the portal, and an EU Login account is mandatory.
3. 3The award will be a framework agreement without reopening of competition, meaning the selected contractor(s) will provide services under the agreement for its duration (up to 48 months).
4. 4The procurement is classified as not suitable for SMEs according to the SME suitability indicator in the listing (smeSuitableIndicator: false), though SME bidders may still participate if they meet requirements and can deliver the services.
5. 5CPV code 79613000 is the main classification for employee relocation services; bidders should ensure their technical offer clearly maps capabilities to all requested service areas.

For portal access, registration and submission use the EU Funding & Tenders Portal. The portal provides eSubmission and eForms; ensure an EU Login account is created well ahead of deadlines to avoid technical delays EU Funding & Tenders Portal. ¹

Summary and explanation

This opportunity is a planned public procurement by the European Environment Agency to secure a supplier capable of providing comprehensive relocation services for newly recruited EEA staff moving to Copenhagen and the surrounding Greater Copenhagen area. The procurement will be executed as a negotiated procedure for a low/middle value contract, leading to a framework agreement up to 48 months in duration with an indicative total value of €90,000. Eligible bidders are professional relocation service providers (agencies, companies) able to conduct property search, accompany site visits, assist with rental and utility contracts, provide settling-in and family integration support, offer translation and administrative assistance, and provide telephone and accompaniment services to local authorities or service providers. Expressions of interest must be submitted electronically via the EU Funding & Tenders Portal (EU Login required) within the published EOI window. Contract award will follow the negotiated procedure; bidders must watch the portal for the formal call for tenders, tender dossiers, templates, technical specifications, award criteria and Q&A. The opportunity is operational in nature and aims to ensure smooth relocation and integration of EEA staff and their families into Copenhagen life.

Footnotes

1. 1This opportunity notice and the forthcoming negotiated procedure documentation will be available on the EU Funding & Tenders Portal. Bidders should consult the tender details page and the EEA website for updates and any Q&A that the contracting authority publishes.

This is a planned procurement notice from the European Environment Agency for relocation support services for staff moving to Copenhagen and the Greater Copenhagen area. It is not yet a call for tenders, but a prior publication announcing the contracting authority’s intention to launch a future negotiated low or middle value procedure.

Opportunity summary

The contract aims to select one relocation agency to help EEA staff and their families settle in Denmark. The required support includes a welcome information package, assessment of housing needs, property search and accompanied viewings, help with rental and utility contracts, settling in assistance, integration support for spouses, partners and children, translation support, telephone support, and where needed accompaniment to public authorities or service providers. Services must be delivered at the EEA premises at Kongens Nytorv 6, 1050 Copenhagen K, Denmark and in the Greater Copenhagen area.

What the opportunity is about

• Relocation assistance for new EEA staff members and their families
• Practical help with accommodation search in Copenhagen and surrounding areas
• Administrative and contractual support for housing and utilities
• Integration and settling-in support after arrival
• Translation and accompaniment support for everyday administrative matters

Who can apply

The opportunity is intended for professional relocation service providers capable of delivering employee relocation and settling-in services in Denmark, particularly in Copenhagen and the Greater Copenhagen area. The notice indicates a framework agreement and an electronic expression of interest stage, so applicants should be organisations with the capacity to respond to an EU institutional relocation requirement and to operate on site when needed. The notice also indicates that the contract is not considered suitable for SMEs.

Key procurement details

Conditions and requirements applicants should note

• This is a planned procedure notice, so the current step is expression of interest rather than full tender submission
• Submissions must be made electronically through the Funding and Tenders Portal using EU Login
• The services must be deliverable at the EEA premises and in the surrounding Greater Copenhagen area
• The contract is structured as a framework agreement without reopening of competition
• The scope includes both housing-related relocation support and broader settling-in assistance for staff and family members
• The notice states that the contracting authority does not provide housing to staff, so the supplier must support the staff member’s independent housing choice

Applicant takeaways

For suppliers, the main commercial relevance is a relatively small but strategic institutional services contract with a four-year potential duration and a clearly defined local delivery area. The service model suggests value for firms with established relocation operations in Copenhagen, multilingual administrative support, and capacity to work directly with expatriate staff and families.

Practical interpretation

Because this is an ExA planned notice, applicants should treat the current deadline as the expression of interest cut-off and monitor the portal for the later negotiated phase. The planned value of €90,000 suggests a low or middle value framework rather than a large-scale tender, but the long duration may make it attractive for specialist relocation providers with strong local presence and service responsiveness.