Provision of a catering service for EMSA and EUDA

The procurement opportunity is a call for tenders issued by the European Maritime Safety Agency (EMSA) and the European Union Agency for Defence (EUDA) for catering services. The tender is designated as EMSA/2025/OP/0025 with an estimated total value of 1,020,000 EUR, subdivided into two lots. Lot 1 involves regular catering services and cafeteria operation, estimated at 720,000 EUR, while Lot 2 pertains to VIP catering services, estimated at 300,000 EUR. The maximum contract duration is 48 months, consisting of an initial 12-month period renewable three times.

Eligible applicants include any companies capable of providing the required catering services, with no specific restrictions on applicant types mentioned. It's a procurement mechanism rather than a grant, meaning payment will be made for services rendered. The tender does not require consortia, with individual entities able to apply for each lot.

Geographically, the tender is primarily open to EU and EEA companies, consistent with typical EU public procurement practices. The stated target sector is catering services, referenced under the CPV code 55520000. Although the countries involved are not specifically mentioned, EMSA is based in Lisbon, indicating that services will predominantly be required there.

The application procedure is categorized as an open call, requiring electronic submission via the Funding & Tenders Portal. Submissions must be completed by September 22, 2025, with a public opening on September 24, 2025. The process is single-stage.

Success rate information is not provided, and there are no co-funding requirements as the contractor will receive monetary compensation upon service delivery. Key documents related to the tender include invitation letters, specifications, price lists, and draft contracts.

In summary, this call for tenders focuses on procuring catering services for EMSA and EUDA, with an emphasis on quality and pricing, and is facilitated through an electronic submission process ensuring confidentiality and integrity.

The European Maritime Safety Agency (EMSA) and the European Union Defence Agency (EUDA) are seeking tenders for the provision of catering services. The call for tenders is EMSA/2025/OP/0025. The TED reference is 137/2025 474840-2025. The estimated total value of the tender is 1,020,000 EUR. The TED publication date is 21/07/2025. The submission method is electronic and open for submission. This is an open procedure. The main classification (CPV) is 55520000 Catering services.

The tender is divided into two lots:

Lot 1: Provision of regular catering services for EMSA and EUDA and operation of EMSA cafeteria. The estimated value is 720,000 EUR.
Lot 2: Provision of VIP catering services to EMSA and EUDA. The estimated value is 300,000 EUR.

Both lots have the following characteristics:
Nature of the contract: services
Maximum contract duration: 48 months
Award method: best price-quality ratio
Framework agreement: framework agreement, without reopening of competition
Selection criteria: Main classification (CPV) 55520000 Catering services

Milestones:
TED publication date: 21/07/2025
Date and time of public opening: 24/09/2025 10:00 Europe/Lisbon
Deadline for receipt of tenders: 22/09/2025 16:00 Europe/Lisbon
Contracting authority is not bound to reply to questions submitted after: 12/09/2025 06:00 Europe/Lisbon

The following documents are available for download:
EN Invitation to tender Invitation letter Published on 21/07/2025 All lots Version 1 No translations available
EN Tender Specifications Tender specifications Published on 21/07/2025 All lots Version 1 No translations available
EN Appendix 1 Cleaning List Technical specifications Published on 21/07/2025 All lots Version 1 No translations available
EN Appendix 2 2025OP025 Lot 1 Catering Price list Financial offer form Published on 21/07/2025 All lots Version 1 No translations available
EN Appendix 3 2025OP025 Lot 1 Cafeteria Price list Financial offer form Published on 21/07/2025 All lots Version 1 No translations available
EN Appendix 4 2025OP025 Lot 2 Catering Price list Financial offer form Published on 21/07/2025 All lots Version 1 No translations available
EN Appendix 5 EMSA Kitchen plan Technical specifications Published on 21/07/2025 All lots Version 1 No translations available
EN Appendix 6 Technical and professional capacity Technical specifications Published on 21/07/2025 All lots Version 1 No translations available
EN Framework Service Contract Lot 1 Draft contract Published on 21/07/2025 All lots Version 1 No translations available
EN Draft Framework Service Contract Lot 2 Draft contract Published on 21/07/2025 All lots Version 1 No translations available

Submissions must be sent exclusively at the address for submission given below, using the electronic submission method.

FAQ regarding 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. Published on 13/02/2025 20:52
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. Published on 13/02/2025 20:52
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. Published on 13/02/2025 20:50
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. Published on 17/10/2024 20:40
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 20:36
How should I name attachments in eSubmision? Follow the System Requirements. Published on 03/10/2024 16:39
Can I submit a video in eSbmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 16:37
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”. Published on 03/10/2024 16:37
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). Published on 03/10/2024 16:36
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. Published on 03/10/2024 16:36
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. Published on 03/10/2024 16:35
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. Published on 23/04/2024 17:14
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. Published on 23/04/2024 16:07
What is the validity period of a PIC? A PIC is unique and its validity is not limited in time. Published on 22/04/2024 22:55
How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 19:56
Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 22/02/2024 23:58
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. Published on 22/02/2024 23:57
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. Published on 21/02/2024 23:55
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. Published on 24/03/2023 21:32
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. Published on 03/08/2021 22:07
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. Published on 03/08/2021 22:05

In summary, this is a call for tenders by the European Maritime Safety Agency (EMSA) and the European Union Defence Agency (EUDA) for the provision of catering services. The tender is divided into two lots: one for regular catering services and cafeteria operation, and another for VIP catering services. The total estimated value is 1,020,000 EUR, and the maximum contract duration is 48 months. The award will be based on the best price-quality ratio. The deadline for submitting tenders is September 22, 2025. All submissions must be electronic. The tender documents include the invitation letter, tender specifications, technical specifications for cleaning, price lists and financial offer forms for both lots, the EMSA kitchen plan, technical specifications for technical and professional capacity, and draft framework service contracts for both lots. Tenderers must register for a PIC (Personal Identification Code) to participate. 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 based on the nature of the tender, it is likely that eligible applicants are companies or other legal entities that can provide catering services. This would include SMEs, large enterprises, and potentially other types of organizations with the relevant capacity.

Funding Type: The funding type is procurement, specifically a framework service contract. The contracting authority is seeking to procure catering services.

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 in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). This suggests that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. However, given that this is an EU tender, it is highly likely that applicants from the EU and potentially EEA countries are eligible. The specific eligibility criteria would be detailed in the tender specifications.

Target Sector: The target sector is catering services. This includes the provision of regular catering services, operation of a cafeteria, and provision of VIP catering services.

Mentioned Countries: No specific countries are mentioned, but the European Union (EU) and European Economic Area (EEA) are implied as the relevant regions due to the nature of the funding source and the contracting authority.

Project Stage: The project stage is service provision. The tender is for the provision of ongoing catering services, not for research, development, or demonstration of a new technology or service.

Funding Amount: The estimated total value of the tender is 1,020,000 EUR. Lot 1 has an estimated value of 720,000 EUR, and Lot 2 has an estimated value of 300,000 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 catering services. This is a service contract.

Application Stages: The number of application stages is not explicitly stated, but it is likely to involve at least two stages: submission of the tender and evaluation of the tender. There may be additional stages such as contract negotiation and award.

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

Co-funding Requirement: The text does not explicitly mention a co-funding requirement.

Summary:

This is a call for tenders issued by the European Maritime Safety Agency (EMSA) and the European Union Agency for Defence (EUDA) for the provision of catering services. The procedure identifier is EMSA/2025/OP/0025. The estimated total value of the tender is 1,020,000 EUR. The tender is divided into two lots: Lot 1 for the provision of regular catering services and operation of the EMSA cafeteria, with an estimated value of 720,000 EUR, and Lot 2 for the provision of VIP catering services, with an estimated value of 300,000 EUR. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The deadline for receipt of tenders is 22/09/2025 at 16:00 Europe/Lisbon. Submissions must be sent electronically. The contracting authority is not bound to reply to questions submitted after 12/09/2025 at 06:00 Europe/Lisbon. Tenderers must register for a Personal Identification Code (PIC) to participate. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information. The maximum number of documents that can be uploaded per tender is 200, and the maximum file size is 50 MB. The supported file types depend on the type of submission and are specified within the system requirements.