Provision of EUAA Branded Merchandise and Operational Clothing

The European Union Agency for Asylum (EUAA) has published an open procurement to establish a framework supply contract for EUAA branded merchandise and operational clothing. The estimated contract value is €4,800,000 excluding VAT for the contract period and the lot covers supply of clothing and promotional items (main CPV 18000000). The procedure requires electronic submission via the EU Funding & Tenders Portal with a tender deadline of 7 September 2026 at 14:00:59 CEST and a public opening on 8 September 2026. Awarding criteria weight quality 60% and price 40% and bidders must follow the published administrative and technical specifications and submit the standard submission forms including SSF7.

Opportunity Type

Framework supply contract (open tender)

What it funds:supply and reliable replenishment of high-quality EUAA branded merchandise and operational clothing under a framework supply contract.

Who can apply:Commercial suppliers and economic operators able to deliver branded items and operational clothing; tenders must be submitted via the Funding & Tenders Portal in line with the procurement documents and selection criteria ¹.

1. 1Contracting authority: European Union Agency for Asylum (EUAA).
2. 2Procedure: open tender with eSubmission; draft FWC, technical and administrative specifications provided.
3. 3Contract duration: initial 24 months with two possible renewals (total planned period 48 months).

How to apply:consult and submit the required tender documents (Invitation to Tender, Part 1 Administrative, Part 2 Technical, financial form SSF7 and annexes) on the Funding & Tenders Portal by the stated deadline. Additional question period runs until 2026-08-28.

Footnotes

1. 1Full tender dossier and submission are available on the Funding & Tenders Portal: Tender details.

Opportunity overview

This is a public tender issued by the European Union Agency for Asylum (EUAA) to establish a framework supply contract for the provision and reliable supply of high-quality EUAA branded merchandise and operational clothing. The framework contract covers a range of supply categories (main CPV 18000000 and related CPVs) for an estimated overall contract amount of €4,800,000 over the contract period. The initial duration of the framework contract is 24 months with the possibility to renew two times (details in the draft framework contract). Submission is electronic through the EU Funding and Tenders Portal. Applicants must consult the procurement documents (administrative specifications, technical specifications, draft contract, list of items, logo pack, financial form and standard submission forms) for full requirements and exact item lists. For primary procurement documents see the published annexes and Invitation to Tender Contract Notice and Documents ¹.

Key facts and administrative data

Eligible Applicant Types

Eligible applicants:suppliers of goods capable of delivering branded merchandise and operational clothing in compliance with EU public procurement rules. Based on the procurement type (supplies) and the documents provided (standard submission forms, qualification requests and administrative specifications), the following applicant types are explicitly relevant and typically eligible: SMEs, large enterprises, manufacturers, distributors, wholesalers, specialised textile and clothing suppliers, promotional merchandise companies, logistics providers, and authorized resellers. Additionally, consortia or economic operators (joint bids) may be acceptable if the procurement documents allow for grouping of economic operators and specify the required documentation. Public entities and non-profit organisations could participate only if they meet the procurement qualification criteria in the tender documents. The administrative specifications and standard submission forms set the exact legal, technical and financial eligibility and evidence requirements.

Funding Type

Primary financial mechanism:procurement through a framework supply contract. This is a supply contract awarded following a public tender; contractors will be paid under purchase orders or call-offs issued against the framework contract. This is not a grant, loan, equity or subsidy. The procurement is funded under EU budgets / EU-funded programmes.

Consortium Requirement

Consortium:The tender allows for submission by single economic operators or consortia of economic operators where permitted by the procurement documents. The tendering terms include selection criteria and specific tenderer requirements; bidders should consult Part 1 Administrative specifications and the Standard Submission Forms to determine whether joint bids are allowed and the required legal and financial documentation for each member of a consortium.

Beneficiary Scope (Geographic Eligibility)

Geographic eligibility:This is an EU contracting authority procurement. Generally suppliers established in EU Member States and EEA countries are eligible under EU procurement rules; suppliers from third countries may also be eligible if the procurement documents allow and if they comply with the legal and financial requirements. The procurement documents and invitation to tender contain precise rules on admissibility and any restrictions. The lead contracting authority is the European Union Agency for Asylum (EUAA), and location/timezone references indicate Europe/Malta.

Target Sector

Target sectors:supplies of promotional and branded merchandise, textiles and clothing, operational and protective clothing, and related supply-chain services (logistics, packaging, labelling). Relevant industrial sectors include manufacturing, apparel and textiles, promotional merchandise, and supply-chain/logistics services.

Mentioned Countries

Explicitly mentioned entities and region:European Union (EU), reference to EU Member States and EUAA (European Union Agency for Asylum). No individual non-EU countries are listed in the provided content.

Project Stage and Expected Maturity

Project stage:procurement for supply and delivery operations — readiness for commercial supply, production and logistics. Expected maturity: commercialization and operational delivery. Bidders must be prepared to supply finished goods, handle branding/specification compliance, and sustain ongoing delivery across the contract period.

Funding Amount and Financial Details

Estimated overall contract amount:€4,800,000 (currency EUR). The procurement is a framework contract for supplies with an estimated total value of €4.8 million. Individual call-offs and the total value per lot will be detailed in the contract and the list of items Annex I. Price will be evaluated according to the tender awarding criteria which weight quality 60% and price 40% (see tendering terms).

Application Type and Submission Method

Application type:Open tender published on the EU Funding & Tenders Portal. Submission method: mandatory electronic submission (eSubmission) via the Funding and Tenders Portal. Bidders must register, download the procurement documents (Invitation to Tender, Part 1 Administrative specifications, Part 2 Technical specifications, Draft FWC, Annexes, SSF7 financial form, Standard Submission Forms) and submit electronically before the stated deadline.

Nature of Support

Nature of support:Financial remuneration under a public supply contract. Successful contractor(s) will receive payments for delivered goods and services according to the framework contract and subsequent purchase orders/call-offs. The opportunity does not provide grants or non-monetary services as primary support, although contractual non-monetary obligations (e.g., branding use, technical compliance, documentation) are required.

Application Stages

Application stages:Single-stage tender submission followed by evaluation and award. Key procedural milestones include: publication and document download, request for additional information period (ends 2026-08-28), electronic submission by 2026-09-07 14:00:59, opening/tender event on 2026-09-08, evaluation (quality and price), award and notification, signature of framework contract and subsequent call-offs. In practice applicants undergo one formal submission stage and one evaluation/award stage (2 major steps).

Success Rates

Success rates:Not specified in the tender documentation. As a competitive open procurement, success rates depend on the number of bidders and compliance with technical, financial and administrative requirements. No statistical success rate is provided in the call information.

Co-funding Requirement

Co-funding:Not applicable. This is a procurement for supplies where the contracting authority pays for delivered goods under the contract. No co-funding from applicants is required as part of the tender; however bidders must demonstrate financial capacity and possibly provide guarantees or performance security if required by the draft framework contract and administrative specifications.

Application Templates and Documents

Available procurement documents and templates:Invitation to Tender (Invitation_to_tender_V1.pdf), Part 1 Administrative specifications (Part_1_Administrative_specifications_V1.pdf), Part 2 Technical specifications (Part_2_Technical Specifications_V1.pdf), Draft framework contract (Draft_FWC_V1.pdf), Annex I List of Items (Annex I - List of Items_V1.pdf), Annex II EUAA Logo (Annex II - EUAA Logo_V1.zip), Annex III Supply Acceptance Form (Annex_III_Supply_Acceptance_Form_V1.pdf), Standard Submission Forms (Standard_Submission_Forms_V1.docx), SSF7 Financial Tender Form (SSF7_Financial_Tender_Form_V1.xlsx). Bidders must use the provided Standard Submission Forms and SSF7 financial form when preparing their tenders. The administrative and technical parts define the content structure: company identification and legal documents, economic and financial capacity, technical and professional capacity, proposed items and compliance matrix, quality and sustainability evidence, sample requirements (if applicable), delivery and logistics plan, pricing schedule using SSF7, and a signed declaration on honour. Consult Annex I for the complete list of items and technical specifications, and Annex II for logo files and branding rules.

Awarding criteria and weighting:Award criteria: Quality 60% and Price 40%. Detailed sub-criteria and scoring rules are described in the tender specifications and Part 2 Technical specifications. Bidders must demonstrate compliance with quality requirements, technical specifications, sustainability and durability standards, delivery schedules and after-sales/service provisions.

Lot structure and scope

Lot(s):One procurement lot is published (LOT-0001). The lot covers the full scope of branded merchandise and operational clothing items as listed in Annex I. The procurement project defines planned period 48 months (including renewals) and electronic ordering and payment processes. Contractors will be selected to supply across the EUAA needs as defined in the item list.

Technical and compliance highlights

Technical compliance:Bidders must comply with all technical specifications in Part 2, including materials, safety and operational requirements for clothing, correct use of EUAA branding and logo usage rules (Annex II logo pack), product labelling, quality assurance, packaging, traceability and delivery acceptance procedures (Annex III Supply Acceptance Form). The draft framework contract includes performance, delivery, warranty, and potential penalties clauses. Quality is heavily weighted in evaluation; bidders should provide samples, technical datasheets, certificates, production capacity proof and references demonstrating similar supply contracts.

How to prepare a compliant tender

1. 1Register and access the EU Funding & Tenders Portal and the specific tender page.
2. 2Download and study all procurement documents: Invitation to Tender, Part 1 and Part 2, Draft FWC, Annexes I-III, Standard Submission Forms, SSF7 financial form and logo pack.
3. 3Confirm admissibility and compliance with selection criteria and submit required supporting evidence (legal status, financial statements, references, certificates).
4. 4Complete the Standard Submission Forms and SSF7 financial form accurately. Ensure pricing is consistent with technical offer and includes all delivery and compliance costs.
5. 5Prepare quality documentation: technical datasheets, samples if requested by the contracting authority, quality management and sustainability evidence, lab testing certificates if required.
6. 6Address awarding criteria explicitly in the tender: present quality approach, delivery logistics, capacity to meet volumes and timelines, and competitive pricing.
7. 7Submit the tender electronically via the Portal before the deadline 2026-09-07 14:00:59 (Europe/Malta).
8. 8Monitor the Portal for clarifications during the additional information period (by 2026-08-28) and for updates or addenda to procurement documents.

Risks and considerations

Key risks:non-compliance with technical specifications or branding rules, incomplete or incorrect use of standard submission forms, failure to demonstrate financial and operational capacity, missed deadlines for electronic submission, and inaccurate pricing that fails evaluation. Logistics and cross-border delivery challenges should be addressed in the delivery plan. Ensure conformity with EU procurement directives and specific contractual clauses in the draft FWC including performance security, warranties and renewal terms.

Summary

This tender seeks suppliers to enter into a framework supply contract with the European Union Agency for Asylum to provide EUAA branded merchandise and operational clothing. The procurement is an open electronic tender with detailed administrative and technical specifications and a total estimated value of €4.8 million. Quality is the dominant award criterion (60%) with price weighted at 40%. Bidders must submit tenders electronically using the Standard Submission Forms and the SSF7 financial form, comply with technical and branding specifications (including Annex II logo files) and demonstrate capacity to deliver through the duration of the contract. Interested suppliers should download and study all documents available on the tender page, prepare full supporting documentation, and submit via the Funding & Tenders Portal by the deadline 2026-09-07 14:00:59 (Europe/Malta). For procurement documents and the official contract notice consult the published call page and annexes Contract Notice and Documents ¹.

Footnotes

1. 1Full procurement documents, annexes and the Invitation to Tender are available on the EU Funding & Tenders Portal at the tender details page: ec.europa.eu. Documents published include: Invitation_to_tender_V1.pdf, Part_1_Administrative_specifications_V1.pdf, Part_2_Technical Specifications_V1.pdf, Draft_FWC_V1.pdf, Annex I - List of Items_V1.pdf, Annex II - EUAA Logo_V1.zip, Annex_III_Supply_Acceptance_Form_V1.pdf, Standard_Submission_Forms_V1.docx, SSF7_Financial_Tender_Form_V1.xlsx.

This is an open EU procurement for a framework supply contract from the European Union Agency for Asylum covering branded merchandise and operational clothing. The published notice shows an estimated value of €4,800,000 excluding VAT, a contract duration of 48 months, and a tender submission deadline of 7 September 2026 at 14:00:59 CEST¹.

The date in the provided metadata that points to 1 January 2026 does not match the published notice; the live notice and the EUAA procurement page both identify 7 September 2026 as the tender deadline¹.

What the opportunity covers

The contract is for the provision and reliable supply of high-quality branded items and operational clothing in line with the stature of the EUAA. The main CPV code is 18000000 for clothing, footwear, luggage articles and accessories, and the contract is classified as supplies¹.

Key procurement facts

Who can apply

Because this is an open procedure, suppliers with the capacity to deliver branded merchandise and operational clothing may submit a tender directly, provided they meet the administrative, technical, financial, and exclusion requirements set out in the procurement documents. The notice does not indicate a preselection phase¹.

Submission and practical points

• Tenders must be submitted electronically through the EU Funding and Tenders eSubmission system¹.
• The procurement documents are available through the Funding and Tenders Portal and the EUAA procurement page¹.
• The procedure is not accelerated¹.
• The public opening is scheduled for 8 September 2026 at 11:00 CEST¹.

Footnotes

1. 1Source basis: Contract notice 513158-2026 published in OJ S 141/2026 and the EUAA procurement page for Provision of Branded Merchandise and Operational Clothing, which confirm the procedure type, estimated value, duration, deadlines, submission method, and opening date. The EUAA procurement page lists the reference EUAA/MLA/2026/OP/0017 and the deadline of 7 September 2026.