Provision of Airline ticketing services for the Delegation of the European Union to the Pacific

The European External Action Service (EEAS) is inviting tenders for airline ticketing services to support the Delegation of the European Union to the Pacific, particularly for missions in Fiji and Noumea. This is classified as an open procedure under the identifier EEAS/DELFJIS/2025/OP/0110, with an estimated total contract value of 3,250,000 FJD, which converts to approximately 1.5 million EUR. The deadline for submitting tenders is September 2, 2025, at 18:30 Pacific/Fiji time, with no questions accepted after August 24, 2025.

Eligible applicants include companies and other legal entities that can provide the required services, though the specific eligibility criteria are not explicitly mentioned. There is no consortium requirement indicated in the data, suggesting that single entities can apply. The nature of the contract is strictly procurement, as it will involve financial compensation for ticketing services rendered. The evaluation criteria prioritize best quality and price, specifically with a breakdown of 60% quality and 40% price.

Submissions must be made electronically via the designated eSubmission system, which supports a wide array of file types and allows a maximum of 200 files per submission, each under 50 MB. It is essential for participants to have a Personal Identification Code (PIC) to register and submit tenders, whether applying individually or as part of a consortium. The contract duration is expected to be up to 48 months, and it operates on a framework agreement basis without reopening competition.

Overall, potential applicants must prepare their proposals carefully, paying attention to the tender documents, which include the invitation to tender, technical specifications, and a declaration on honor. These documents are essential for crafting a compliant and competitive bid for the procurement of airline ticketing services for the EU delegation’s operational needs in the specified geographic areas.

The European External Action Service (EEAS) is launching a call for tenders with the procedure identifier EEAS/DELFJIS/2025/OP/0110. This is an open procedure for the purchase of flight tickets for missions of Delegation staff in Fiji and Noumea. The estimated total value of the contract is 3,250,000 FJD. The TED reference for this tender is 143/2025 495313-2025.

The TED publication date is 29/07/2025. The deadline for receipt of tenders is 02/09/2025 at 18:30 Pacific/Fiji time. The date and time of the public opening is 03/09/2025 at 18:30 Pacific/Fiji time. The contracting authority is not bound to reply to questions submitted after 24/08/2025 at 19:00 Pacific/Fiji time.

The submission method is electronic, and submissions must be sent exclusively at the address for submission provided.

The main classification (CPV) code is 60400000 Air transport services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method is best price-quality ratio, and it is a framework agreement without reopening of competition.

The following documents are available for download:

1. Invitation to tender EEASDELFJIS2025OP0110Invitation letter, published on 29/07/2025, Version 1, No translations available.
2. Tender specification Part I-EEAS-DELFJIS-2025-OP-0110-travel services, Tender specifications, published on 29/07/2025, Version 1, No translations available.
3. Technical specifications Part II EEAS-DELFJIS-2025-OP-0110, Technical specifications, published on 29/07/2025, Version 1, No translations available.
4. Declaration-of-honour-tenders EEASDELFJIS2025OP0110, Declaration on honour (tender), published on 29/07/2025, Version 1, No translations available.
5. FWC - EEAS-DELFJIS-2025-OP-0110, Draft contract, published on 29/07/2025, Version 1, No translations available.
6. Request to participate form - EEASDELFJIS2025OP0110, Other invitation to tender document, published on 29/07/2025, Version 1, No translations available.

There are some frequently asked questions (FAQ) available regarding the eSubmission system:

1. 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.
2. 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.
3. 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.
4. 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.
5. Which size should attachments have? eSubmission accepts files that are less than 50 MB in size.
6. How should I name attachments in eSubmission? Name the attachments following the System Requirements.
7. Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission.
8. 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”.
9. 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).
10. 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.
11. 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.
12. 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.
13. 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.
14. What is the validity period of a PIC? A PIC is unique and its validity is not limited in time.
15. How many languages does the system support? The system is multilingual and supports all 24 official EU languages.
16. Which is the character set encoding in the system? The character set encoding is UTF-8.
17. 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.
18. 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.
19. 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.
20. 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.
21. 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 External Action Service (EEAS) for the provision of airline ticketing services for their delegation in Fiji and Noumea. The tender is open to all eligible economic operators and the submissions must be done electronically through the eSubmission portal. The deadline for submitting the tenders is September 2, 2025. The tender documents, including the invitation letter, tender specifications, technical specifications, declaration of honour, draft contract, and request to participate form, are available for download. The tender will be awarded based on the best price-quality ratio. A Personal Identification Code (PIC) is mandatory for participation. The eSubmission system supports multiple languages 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 the provision of services, it is likely that eligible applicants include companies, firms, and other legal entities capable of providing airline ticketing services.

Funding Type: Procurement. This is a call for tenders, which implies a procurement process where the contracting authority (European External Action Service) purchases services from the selected tenderer.

Consortium Requirement: The text 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 to apply.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. However, since the service is for the Delegation of the European Union to the Pacific, it can be inferred that the eligible applicants should be able to provide services in Fiji and Noumea. The call is published by the European External Action Service (EEAS), so it is likely open to entities registered in EU member states and potentially other countries with agreements with the EU.

Target Sector: The target sector is air transport services and travel services. Specifically, the tender is for the purchase of flight tickets for missions of Delegation staff.

Mentioned Countries: Fiji, Noumea (New Caledonia, a French territory).

Project Stage: This is not a project in the traditional sense but rather a service contract. The expected stage is the operational stage, where the selected tenderer will provide ongoing airline ticketing services.

Funding Amount: The estimated total value of the tender is 3,250,000 FJD (Fiji Dollar).

Application Type: Open call. The procedure type is explicitly stated as an "Open procedure."

Nature of Support: Money. The selected tenderer will receive monetary compensation for the airline ticketing services provided.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there will be at least two stages: submission of the tender and evaluation of the tenders. There may be additional stages such as clarification requests and contract negotiation.

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

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

Summary:

This is an invitation to tender issued by the European External Action Service (EEAS) for the provision of airline ticketing services to the Delegation of the European Union to the Pacific, specifically for staff missions in Fiji and Noumea. The procedure identifier is EEAS/DELFJIS/2025/OP/0110. The estimated total value of the contract is 3,250,000 Fiji Dollars. The contract duration is 48 months. The submission method is electronic. The deadline for receipt of tenders is 02/09/2025 at 18:30 Pacific/Fiji time. The contracting authority may not reply to questions submitted after 24/08/2025 at 19:00 Pacific/Fiji time. The award method is based on the best price-quality ratio, and the contract will be a framework agreement without reopening of competition.

To participate, tenderers must submit their proposals electronically through the designated eSubmission system. A Personal Identification Code (PIC) is mandatory for all tenderers, whether they are applying as a single entity or as part of a consortium. The system supports various file types and has a limit of 200 files per submission, with each file not exceeding 50 MB. The system supports all 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents to ensure integrity and confidentiality.

The tender documents include an invitation letter, tender specifications, technical specifications, a declaration on honour, a draft contract, and a request to participate form. These documents provide detailed information about the requirements, evaluation criteria, and contractual terms. Potential tenderers should carefully review these documents to prepare a compliant and competitive proposal. The TED reference for this tender is 143/2025 495313-2025.