Provision of Coffee Supplies Services for EUAA Premises in Cyprus

The European Union Agency for Asylum (EUAA) is preparing to publish a procurement opportunity for the supply of coffee and related services at its premises in Cyprus. This procurement will take the form of a framework contract valued at an estimated total of €60,000, intended to ensure continuity of beverage services for EUAA staff and visitors following the expiration of the current contract on February 17, 2026.

Eligible applicants for this opportunity include suppliers and service providers capable of delivering coffee supplies and hot beverage equipment. While the data indicates a preference for larger suppliers, participation is open to any registered companies within EU member states. The procurement is specifically for supply contracts, not grants or funding programs, and involves a framework agreement type without reopening competition.

Particular requirements for the coffee machines include the ability for no-charge vending functionality and the machines must be of the bean-to-cup variety. The procurement aims to include not only coffee provisions but also professional installation and ongoing maintenance of the equipment.

Companies interested in this procurement need to express their interest electronically by February 11, 2026. It is essential for interested parties to monitor the EU Funding and Tenders Portal for the official launch of the negotiated procedure, anticipated on February 13, 2026. Note that this pre-announcement does not represent a formal tender but serves to inform potential suppliers of the upcoming opportunity to bid for the contract.

This is a pre-information notice, announcing the European Union Agency for Asylum's (EUAA) intention to publish a future negotiated procedure for a low or middle value contract. This is not a call for tenders. The procedure identifier is EUAA/MLA/2026/LVP/0005-EXA.

The subject of the planned contract is the provision of coffee supplies services for EUAA premises in Cyprus. The EUAA currently has a framework contract for the supply of coffee, coffee machines, and related services (FWC/EASO/2021/928), which expires on February 17, 2026. A new framework contract is needed to ensure continuity of hot beverage services for EUAA staff and visitors in Cyprus. The EUAA may also request hot beverage machines at additional premises within Cyprus, whether rented, owned, or where EUAA staff are assigned or deployed.

The overall objective is to provide hot beverages, including hot beverage machines and ancillary services, for EUAA staff and visitors. This includes professional installation and maintenance services. The hot beverage machines must be adjustable for no-charge vending and be of the bean-to-cup type.

The procedure type is a planned negotiated procedure for a middle/low value contract. The estimated total value is 60000 EUR. The lead contracting authority is the European Union Agency for Asylum. The main classification (CPV) code is 15861000, which refers to coffee. The nature of the contract is for supplies. The maximum contract duration is 48 months. The framework agreement is a framework agreement without reopening of competition.

The start date for expression of interest is January 26, 2026 (Europe/Brussels time). The deadline for expression of interest is February 11, 2026 at 05:59 (Europe/Malta time). The indicative date of launch of the negotiated procedure is February 13, 2026 (Europe/Malta time).

Expressions of interest must be sent exclusively to the specified address for submission using the electronic method.

A frequently asked question (FAQ) addresses where to find procurement documents for calls for tenders with ‘ExA’ in the reference. The answer clarifies that references with ‘ExA’ are not calls for tenders but announcements of the contracting authority’s intent to launch a future negotiated procedure.

In summary, this is a pre-information notice regarding a forthcoming procurement procedure by the EUAA for coffee and coffee machine services in Cyprus. The existing contract is expiring, and the EUAA is planning to establish a new framework contract to ensure uninterrupted service. The notice provides details about the scope of the contract, the type of procedure, the estimated value, and the timeline for expressing interest. It is important to note that this is not a call for tenders, but a preliminary announcement to inform potential bidders about the upcoming opportunity. Parties interested in providing these services should prepare to express their interest according to the provided timeline and instructions.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the contract (supply of coffee, coffee machines, and related services), eligible applicants are likely to be businesses, including SMEs and potentially larger enterprises, that can provide these services.

Funding Type: This is a procurement opportunity, specifically a planned negotiated procedure for a middle/low value contract. It is a framework agreement, without reopening of competition.

Consortium Requirement: The opportunity does not explicitly state whether a consortium is required or if a single applicant is sufficient. However, given the nature of the services, it is likely that both single applicants and consortia could be eligible, provided they can meet the requirements.

Beneficiary Scope (Geographic Eligibility): The services are to be provided for EUAA premises in Cyprus. Therefore, the geographic eligibility is likely focused on companies that can operate and provide services in Cyprus. This could include companies registered in Cyprus, the EU, or potentially other countries, depending on the specific requirements of the call for tenders.

Target Sector: The target sector is the supply of coffee, coffee machines, and related services, which falls under the broader category of food and beverage services and equipment supply. The CPV code provided (15861000) confirms this is related to coffee.

Mentioned Countries: Cyprus is explicitly mentioned as the location where the services are to be provided.

Project Stage: This opportunity is for the provision of ongoing services, so it is at the commercialization stage. The EUAA needs a supplier to continue providing coffee and related services.

Funding Amount: The estimated total value of the contract is 60,000 EUR.

Application Type: The application type is a planned negotiated procedure for a middle/low value contract. The method of expression of interest is electronic.

Nature of Support: Beneficiaries will receive money in exchange for providing coffee supplies services, including the provision of coffee machines, ancillary services, installation, and maintenance.

Application Stages: The application stages include expressing interest electronically, followed by a negotiated procedure. The exact number of stages isn't fully detailed, but it involves at least two stages: expression of interest and then participation in the negotiated procedure.

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

Co-funding Requirement: The need for co-funding is not mentioned in the provided text.

Summary: This is a pre-announcement for a future negotiated procurement procedure by the European Union Agency for Asylum (EUAA) for the provision of coffee, coffee machines, and related services for its premises in Cyprus. The current contract is expiring, and the EUAA needs a new framework contract to ensure continuity of these services. The estimated total value of the contract is 60,000 EUR, and the maximum contract duration is 48 months. The contracting authority intends to launch a low or middle value negotiated procedure. The expression of interest is to be submitted electronically, with a start date of January 26, 2026, and a deadline of February 11, 2026. The indicative date for the launch of the negotiated procedure is February 13, 2026. This is not a call for tenders but an announcement of the contracting authority’s intention to publish a future negotiated procedure. Companies interested in providing these services in Cyprus should monitor the EU funding and tenders portal for the official launch of the negotiated procedure. The hot beverage machines will need to be of the type that can be adjusted to accommodate no-charge-required vending purposes and of the bean-to-cup type.