ICT supplies for EUAA

The European Union Agency for Asylum (EUAA) has issued a call for tenders, referenced as ENEUAA MLA 2025 OP 0028, to procure Information and Communication Technology (ICT) supplies. This procurement opportunity aims to equip EUAA's premises with technologically advanced and environmentally friendly ICT equipment. The estimated total value of the tender is €800,000, and the contract duration may last up to 48 months.

This is an open procedure, allowing any qualified economic operator to submit a tender. The contract will establish a framework agreement, partly without reopening and partly with reopening of competition. The evaluation for award will focus on a best price-quality ratio with a significant emphasis on the quality of the supplies.

The submission deadline is January 30, 2026, at 17:00 Malta time, with the public opening scheduled for February 2, 2026, at 11:00 Malta time. The contracting authority will not respond to questions submitted after January 22, 2026. Tender submissions must be made electronically via the designated eSubmission portal, and participants are required to obtain a Personal Identification Code (PIC) to submit their tenders.

The European Comparison Procurement (CPV) code for this tender is 30000000, covering office and computing machinery, equipment, and supplies apart from furniture and software packages. Interested bidders must prepare their proposals in accordance with the detailed specifications and documentation provided, as this opportunity aims to acquire established, commercially available ICT solutions that meet EUAA’s operational requirements.

Overall, this tender is directed at established ICT suppliers capable of providing sustainable, high-quality products and solutions for large organizations, with no co-funding required from participants, as the EUAA will fund the entire procurement process from its budget.

The European Union Agency for Asylum (EUAA) has issued a call for tenders, identified as ENEUAA MLA 2025 OP 0028, for the procurement of ICT supplies. The TED reference for this tender is 239/2025 823709-2025. The EUAA aims to equip its premises with ICT supplies that are fit for purpose, technologically sound, and state-of-the-art. A particular emphasis is placed on the purchase of environmentally friendly supplies.

 This is an open procedure with an estimated total value of 800,000 EUR. The contract's nature is for supplies, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. A framework agreement will be used, partly without reopening and partly with reopening of competition.

 Key milestones include a TED publication date of December 11, 2025. The date and time of the public opening are scheduled for February 2, 2026, at 11:00 Europe/Malta time. The deadline for receipt of tenders is January 30, 2026, at 17:00 Europe/Malta time. The contracting authority is not bound to reply to questions submitted after January 22, 2026, at 07:00 Europe/Malta time.

 Submissions must be sent exclusively via electronic means through the designated submission address.

 The main classification (CPV) code for this tender is 30000000, which covers office and computing machinery, equipment, and supplies, excluding furniture and software packages.

 The following documents are available for download:

 ENEUAA MLA 2025 OP 0028 Invitation to tender Invitation letter, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Tender Specifications Part 2 Tender specifications, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Tender Specifications Part 2 Annex A Tender specifications, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Tender Specifications Part 2 Annex B Tender specifications, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Tender Specifications Part 1 Tender specifications - adm. part, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Financial Offer form Financial offer form, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Draft FWC Draft contract, published on 11/12/2025, Version 1, No translations available.
 ENEUAA MLA 2025 OP 0028 Standard Submission Forms Other invitation to tender document, published on 11/12/2025, Version 1, No translations available.

 Frequently Asked Questions (FAQ) related to the eSubmission system:

 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. Thus, the system will not allow decryption after the upload deadline.
 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 in restricted calls, and ESPD requests.
 Which size should attachments have? eSubmission accepts files that are less than 50 MB in size.
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 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. Go to F&T Portal, “My Invitations”. Click on “Select Organisation” from the “Action” column.
 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 as a sole candidate/tenderer or as a member of a group (consortium).
 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 the system will allow you to upload per tender 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)? First, check if the organisation is already registered using the Search PIC tool under 'How to Participate' > Participant Register.
 How many languages does the system support? The system is multilingual and supports all 24 official EU languages.
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 Which file types does the system support? The supported file types depend on the type of submission you want to make. The allowed file types are specified within the system requirements linked to the procedure in question.
 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. Until then, you had the possibility of withdrawing your submission.

 In summary, this tender opportunity, ENEUAA MLA 2025 OP 0028, is an invitation by the European Union Agency for Asylum (EUAA) for companies to submit proposals for supplying ICT equipment to its premises. The EUAA is looking for technologically advanced and environmentally friendly solutions. The tender is an open procedure with a total estimated value of 800,000 EUR and a maximum contract duration of 48 months. The deadline for submitting tenders is January 30, 2026. The tender will be awarded based on the best price-quality ratio. The procurement will be governed by a framework agreement, which may involve reopening competition for certain aspects. Interested parties must submit their tenders electronically and should consult the provided documentation for detailed specifications and submission requirements. A key requirement is obtaining a Personal Identification Code (PIC) for participation. The eSubmission system supports various file types and uses encryption to ensure data integrity and confidentiality.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but given that this is a call for tenders for ICT supplies, it is likely open to companies, suppliers, and economic operators capable of providing the required goods and services. This could include SMEs, large enterprises, and potentially other types of organizations depending on the specific requirements outlined in the tender documents.

Funding Type: The funding type is procurement, specifically a call for tenders. The contracting authority, the European Union Agency for Asylum (EUAA), is seeking to purchase ICT supplies.

Consortium Requirement: The content does not explicitly state whether a single applicant or a consortium is required. However, the FAQ section mentions that a Personal Identification Code (PIC) is mandatory to participate 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. However, given that the contracting authority is an EU agency, it is highly likely that the tender is open to entities within the EU and potentially the EEA, and possibly other countries depending on specific agreements. The tender documents should be consulted for definitive eligibility criteria.

Target Sector: The target sector is ICT (Information and Communication Technology). Specifically, the tender focuses on the supply of office and computing machinery, equipment, and supplies, excluding furniture and software packages.

Mentioned Countries: Malta is mentioned as the time zone for the date and time of the public opening and the deadline for receipt of tenders. No other countries are explicitly mentioned.

Project Stage: This is a procurement opportunity, so the relevant stage is supply. The EUAA is looking to purchase existing, developed ICT supplies.

Funding Amount: The estimated total value of the tender is 800,000 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 ICT supplies. This is a standard procurement contract.

Application Stages: The number of stages is not explicitly defined, but it would typically involve submission of a tender, evaluation of the tender, and contract award. The tender documents should provide more details on the evaluation process.

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

Co-funding Requirement: There is no mention of a co-funding requirement.

Summary:

This is an invitation to tender, reference number ENEUAA MLA 2025 OP 0028, issued by the European Union Agency for Asylum (EUAA). The purpose of this tender is to procure ICT supplies for the EUAA's premises. The EUAA aims to acquire ICT equipment that is fit for purpose, technologically sound, and utilizes state-of-the-art solutions, with a particular emphasis on environmentally friendly supplies. The procedure type is an open procedure, meaning any interested and qualified economic operator can submit a tender. The estimated total value of the tender is 800,000 EUR. The contract duration is a maximum of 48 months. The award method will be based on the best price-quality ratio. The contract will be a framework agreement, partly without reopening and partly with reopening of competition. The TED publication date was 11/12/2025. The deadline for receipt of tenders is 30/01/2026 at 17:00 Europe/Malta time. The contracting authority is not bound to reply to questions submitted after 22/01/2026 at 07:00 Europe/Malta time. Submissions must be sent electronically via the eSubmission portal. A Personal Identification Code (PIC) is mandatory for participation, whether as a sole tenderer or as part of a consortium. The system supports 24 official EU languages and uses UTF-8 character set encoding. The eSubmission system encrypts all uploaded documents to ensure integrity and confidentiality. The maximum size for attachments is 50 MB, and the number of documents allowed per tender is 200. The EUAA is seeking to establish a framework agreement for the supply of ICT equipment. Tenderers must submit their offers electronically, adhering to the specified deadlines and technical requirements. The evaluation will consider both price and quality, and the EUAA prioritizes environmentally friendly supplies.