Provision of a catering service for EMSA and EUDA

This document outlines a procurement tender for catering services issued by the European Maritime Safety Agency (EMSA) and the European Union Drugs Agency (EUDA). The opportunity is divided into two lots. Lot 1 involves the provision of regular catering services and operation of a cafeteria for EMSA and EUDA, with an estimated value of €720,000. Lot 2 consists of VIP catering services, valued at €300,000. The total estimated value of the tender is €1,020,000.

The maximum duration of the contract is 48 months, which could be renewable. The evaluation of submissions will prioritize the best price-quality ratio, with specific percentages allocated to service quality and cost. Each lot is likely to be awarded to a single contractor, although subcontracting may be permitted based on the procurement documents.

Eligible applicants for this tender are companies capable of providing catering services, specifically excluding SMEs as indicated by the data collected. Geographic eligibility is expected to be limited to entities registered in EU member states or potentially EEA countries, given the management by EU agencies and the nature of the funding program.

The application process is an open call requiring electronic submission, with a clear deadline set for June 16, 2025, at 16:00 CEST. The contracting authority will not respond to questions submitted after June 4, 2025. The tender documents, including an invitation letter, specifications, price lists, and draft contracts, will be available for download on the EU's Funding and Tenders Portal.

Submissions must adhere to specific technical requirements, including file size limits and allowed formats. Participants must register for a Participant Identification Code (PIC) to be eligible to tender. The process involves evaluating submissions based on criteria related to professional activity suitability, financial standing, and technical ability.

This procurement opportunity focuses on operational service delivery rather than research and development. It highlights a competitive environment where only one winner per lot will be selected, implying potentially low success rates due to the number of bidders. Overall, this tender represents a significant opportunity for established catering providers targeting EU agency contracts with strictly defined requirements and timelines.

This is an invitation to tender for the provision of a catering service for EMSA (European Maritime Safety Agency) and EUDA. The procedure identifier is EMSA/2025/OP/0005. The submission method is electronic and the procedure type is open. The estimated total value of the tender is 1,020,000 EUR. The TED publication date is 13/05/2025. The lead contracting authority is the European Maritime Safety Agency, EMSA. The main classification (CPV) code is 55520000, which refers to 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 description is the same as the title. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The estimated value is 720,000 EUR. The framework agreement is a framework agreement without reopening of competition. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability. Additional classification (CPV) code is 55330000, which refers to cafeteria services.

Lot 2: Provision of VIP catering services to EMSA and EUDA. The description is the same as the title. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The estimated value is 300,000 EUR. The framework agreement is a framework agreement without reopening of competition. The selection criteria include suitability to pursue the professional activity, economic and financial standing, and technical and professional ability.

Milestones for both lots:

TED publication date: 13/05/2025
Date and time of public opening: 17/06/2025 10:00 Europe/Lisbon
Deadline for receipt of tenders: 16/06/2025 16:00 Europe/Lisbon
Contracting authority is not bound to reply to questions submitted after: 04/06/2025 06:00 Europe/Lisbon

The following documents are available for download:

ENInvitation to tender Invitation letter, published on 13/05/2025, for all lots, version 1, no translations available.
ENTender Specifications Tender specifications, published on 13/05/2025, for all lots, version 1, no translations available.
ENAppendix 1 Cleaning List Tender specifications, published on 13/05/2025, for all lots, version 1, no translations available.
ENAppendix 2 2025OP005 Lot 1 Price list Financial offer form, published on 13/05/2025, for Lot 1, version 1, no translations available.
ENAppendix 3 2025OP005 Lot 2 Price list Financial offer form, published on 13/05/2025, for Lot 2, version 1, no translations available.
ENAppendix 4 EMSA Kitchen plan Tender specifications, published on 13/05/2025, for Lot 1, version 1, no translations available.
ENAppendix 5 Technical and professional capacity Tender specifications, published on 13/05/2025, for all lots, version 1, no translations available.
ENDraft FWC Service Concession Lot 1 Draft contract, published on 13/05/2025, for Lot 1, version 1, no translations available.
ENDraft FWC cascade Lot 2 Draft contract, published on 13/05/2025, for Lot 2, version 1, no translations available.
ENTemplate Order Form under FWC Draft contract annex, published on 13/05/2025, for 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 eSubmission:

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.
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? Depending on the type or step of procedure, you can find the submissions in one of these sections: 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 eSubmision? Follow the System Requirements. Attachment names must adhere to specific conditions.
Can I submit a video in eSbmission? 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. 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.
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. 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.

In summary, this tender opportunity is for catering services for the European Maritime Safety Agency (EMSA) and the European Union Aviation Safety Agency (EUDA). It is divided into two lots: one for regular catering and cafeteria services, and another for VIP catering services. The total estimated value is 1,020,000 EUR, and the contracts will be awarded based on the best price-quality ratio. The deadline for submitting tenders is June 16, 2025. All submissions must be made electronically through the eSubmission portal, and potential tenderers must have a valid PIC (Participant Identification Code). The tender documents provide detailed specifications, financial offer forms, and draft contracts for each lot. The eSubmission portal supports various EU languages and uses encryption to ensure the confidentiality of submissions.

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 capable of providing catering services. This would include SMEs, large enterprises, and potentially other types of organizations with the relevant expertise and capacity.

Funding Type: The funding type is procurement, specifically a call for tenders. The contracting authority, EMSA, is seeking to procure catering services. The result of the tender will be a framework agreement.

Consortium Requirement: The information does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, it is common in EU tenders for both single applicants and consortia to be eligible, so it is possible to apply as a single entity or as part of a consortium.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. Given that it is an EU tender, it is highly likely that entities from the EU and potentially EEA countries are eligible. The specific eligibility criteria should be checked in the tender documents.

Target Sector: The target sector is catering services. The specific services include regular catering, operation of a cafeteria, and VIP catering.

Mentioned Countries: No specific countries are mentioned. The contracting authority is the European Maritime Safety Agency (EMSA), which is an EU agency. The EUDA (European Union Aviation Safety Agency) is also mentioned.

Project Stage: The project stage is not applicable, as this is a procurement of services. The tender is seeking established providers of catering services.

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.

Nature of Support: The beneficiaries will receive service contracts in exchange for providing catering services. This is a monetary exchange for services rendered.

Application Stages: The number of stages is not explicitly stated, but typically in EU tenders, there is an evaluation of the submitted tenders based on pre-defined criteria, followed by contract award.

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

Co-funding Requirement: Co-funding is not mentioned, and is not typically a requirement for procurement contracts.

Summary: This is a call for tenders issued by the European Maritime Safety Agency (EMSA) for the provision of catering services to EMSA and the European Union Aviation Safety Agency (EUDA). The tender is divided into two lots: Lot 1 for regular catering services and operation of the EMSA cafeteria, with an estimated value of 720,000 EUR, and Lot 2 for VIP catering services, with an estimated value of 300,000 EUR. The total estimated value of the tender is 1,020,000 EUR. The contract duration is a maximum of 48 months. The award method is based on the best price-quality ratio. The deadline for receipt of tenders is 16/06/2025 at 16:00 Europe/Lisbon. Submissions must be sent electronically. Tenderers must register for a PIC (Participant Identification Code) to participate. The system supports 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents. The maximum number of documents that can be uploaded per tender is 200 files, and the maximum file size is 50 MB. The contracting authority is not bound to reply to questions submitted after 04/06/2025 06:00 Europe/Lisbon. The tender documents include an invitation letter, tender specifications, a cleaning list, price lists and financial offer forms for each lot, an EMSA kitchen plan, information on technical and professional capacity, draft framework service concession and cascade contracts, and a template order form.