Provision of fuel and energy cards in Europe

This opportunity is an invitation to tender from the European Border and Coast Guard Agency (FRONTEX) for the provision of fuel and energy cards across Europe. The procedure identifier is FRONTEX/2025/OP/0027, published on August 6, 2025, with an estimated total value of €7 million over a maximum duration of 48 months. The tender follows an open call for submissions, and the deadline for receipt of tenders is September 22, 2025, at 11:00 Europe/Warsaw, with a public opening at 12:00 on the same day.

Eligible applicants include various commercial entities capable of providing the required services, without specific limitations on the size of the companies, although larger enterprises may be favored given the contract's scope. A Personal Identification Code (PIC) is mandatory for participation, which can be registered through the system. The procurement focuses on sectors related to petroleum products, fuel, electricity, and transport support services, as indicated by the relevant CPV codes.

The award method will be based on the best price-quality ratio, and the process comprises a single-stage evaluation with criteria emphasizing technical capability and pricing. Tenderers must electronically submit their proposals through the eSubmission system, which supports all 24 official EU languages, and enforces file size limits (maximum 50 MB per document) with a cap of 200 files per submission.

The tender documents, which include specifications, terms of reference, financial proposal forms, and other relevant annexes, are available for download. Applicants should be aware that the contracting authority is not obligated to respond to inquiries submitted after September 12, 2025. This procurement represents a commercial transaction for essential operational services rather than typical grant funding, emphasizing immediate service delivery without researching or developmental funding.

This is an invitation to tender for the provision of fuel and energy cards in Europe. The procedure identifier is FRONTEX/2025/OP/0027. The submission method is electronic and the call is open for submission. The estimated total value is 7,000,000 EUR. The TED publication date is 06/08/2025. The lead contracting authority is the European Border and Coast Guard Agency (FRONTEX). The main classification (CPV) is 09000000 - Petroleum products, fuel, electricity and other sources of energy. The nature of the contract is supplies. The maximum contract duration is 48 months. The award method is best price-quality ratio. It is a framework agreement without reopening of competition. The date and time of public opening is 22/09/2025 12:00 Europe/Warsaw. The deadline for receipt of tenders is 22/09/2025 11:00 Europe/Warsaw. The contracting authority is not bound to reply to questions submitted after 12/09/2025 06:00 Europe/Warsaw.

The following documents are available for download:
Invitation to tender Invitation letter, published on 06/08/2025, Version 1, no translations available.
Annex I Tender Specifications, published on 06/08/2025, Version 1, no translations available.
Annex II - Terms of Reference, published on 06/08/2025, Version 1, no translations available.
Annex IIIa Draft Contract, published on 06/08/2025, Version 1, no translations available.
Annex IIIb Non-negotiable clauses, published on 06/08/2025, Version 1, no translations available.
Annex IV - Financial proposal Financial offer form, published on 06/08/2025, Version 1, no translations available.
Annex V Declaration on honour, published on 06/08/2025, Version 1, no translations available.
Annex VI Tender submission form, published on 06/08/2025, Version 1, no translations available.
Annex VIIa Power of attorney, published on 06/08/2025, Version 1, no translations available.
Annex VIIb Commitment letter, published on 06/08/2025, Version 1, no translations available.

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

There are some frequently asked questions (FAQ) available:
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.
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 eSubmission? Follow the System Requirements.
Can I submit a video in eSubmission? 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). For subcontractors PIC is not mandatory.
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. Only one PIC per organisation must be used.
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.
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 your submission.

In summary, this is a call for tenders by the European Border and Coast Guard Agency (FRONTEX) for the provision of fuel and energy cards in Europe. The total estimated value of the contract is 7 million EUR, and the contract duration is 48 months. The procedure is an open procedure, meaning any interested party can submit a tender. The award will be based on the best price-quality ratio. The deadline for submitting tenders is September 22, 2025. All submissions must be done electronically through the eSubmission portal. The tender documents, including the invitation letter, tender specifications, terms of reference, draft contract, financial proposal form, and other relevant annexes, are available for download. A PIC (Personal Identification Code) is mandatory for tenderers. The eSubmission system supports various file types and uses encryption to ensure the confidentiality of the submissions.

Eligible Applicant Types: The provided text does not explicitly state the eligible applicant types. However, given that it is a call for tenders, it is likely open to various entities, including companies, organizations, and potentially other types of legal entities capable of providing the required services or supplies. 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).

Funding Type: Procurement. This is indicated by the repeated mention of "Invitation to tender" and the overall context of the provided information. The "Nature of the contract" is also specified as "supplies".

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). Therefore, either a single applicant or a consortium is acceptable.

Beneficiary Scope (Geographic Eligibility): The text does not explicitly define the geographic eligibility. However, given that it is an EU funding opportunity and the subject is "Provision of fuel and energy cards in Europe", it is highly likely that the geographic scope includes EU member states, and potentially EEA countries or other countries associated with EU programs.

Target Sector: This program targets the energy sector, specifically related to petroleum products, fuel, electricity, and other sources of energy, as indicated by the CPV code 09000000.

Mentioned Countries: The opportunity is for the provision of fuel and energy cards in Europe, so the region mentioned is Europe. The date and time of the public opening are given as Europe/Warsaw, so Poland is mentioned.

Project Stage: The project stage is likely at the implementation or service provision stage, as the tender is for the "Provision of fuel and energy cards in Europe." The expected maturity is commercialization.

Funding Amount: The estimated total value of this opportunity is 7,000,000 EUR.

Application Type: Open call. The procedure type is specified as "Open procedure".

Nature of Support: Money. The selected tenderer will receive payments for the provision of fuel and energy cards.

Application Stages: The number of application stages cannot be determined from the provided text. However, the presence of documents such as "Tender Specifications," "Terms of Reference," "Draft Contract," and "Financial Proposal" suggests a multi-stage process involving the submission of technical and financial offers.

Success Rates: The success rates cannot be determined from the provided text.

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

Summary:

This is an invitation to tender, reference FRONTEX/2025/OP/0027, published on August 6, 2025, by the European Border and Coast Guard Agency (FRONTEX). The tender is for the provision of fuel and energy cards in Europe, with an estimated total value of 7,000,000 EUR. The procedure type is an open procedure, and submissions must be sent electronically. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio, and the framework agreement is without reopening of competition. The deadline for receipt of tenders is September 22, 2025, at 11:00 Europe/Warsaw. A public opening will occur on September 22, 2025, at 12:00 Europe/Warsaw. The contracting authority is not bound to reply to questions submitted after September 12, 2025, at 06:00 Europe/Warsaw. The tender documents include an invitation letter, tender specifications, terms of reference, a draft contract, a financial proposal form, a declaration on honor, a tender submission form, a power of attorney form, and a commitment letter. Tenderers need a Participant Identification Code (PIC). The system supports all 24 official EU languages. The system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism. The maximum number of documents the system will allow you to upload per tender is 200 files. For attaching files to your tender submission, eSubmission accepts files that are less than 50 MB in size.