Provision of Medical Country of Origin Information: the availability and accessibility of medical treatments and medicines (outside EU+ countries)

The European Union Agency for Asylum (EUAA) has issued an invitation to tender for the provision of Medical Country of Origin Information (MedCOI). This procurement opportunity is designed to secure services related to the availability and accessibility of medical treatments and medicines in countries outside the EU+ area, responding specifically to requests from EU+ countries.

Eligible applicants include any economic operators capable of providing the required medical information services—this can involve private companies, research organizations, or non-profits, and applicants may operate as single entities or in consortiums. There are no specific geographic restrictions on applicants; entities can come from any location internationally.

The funding type is characterized as a procurement contract, indicating that it involves a service rather than a grant. The estimated total value of the framework contract is 3,340,000 EUR, and the project duration is set for an initial period of 24 months, with one potential renewal.

The target sector is health services, specifically involving the provision of medical country of origin information, with relevant CPV codes indicating a focus on medical practice and related services. Although the tender entails analysis of medical treatments available in various non-EU+ countries, no specific countries are mentioned in the documentation.

The application process is open and requires electronic submissions through the Funding and Tenders Portal. The deadline for submission is September 9, 2025, with individuals planning to apply needing a Personal Identification Code (PIC) as a prerequisite for participation. The tender follows a single-stage submission procedure, and while no specific success rates are provided, it is implied that the competitive nature of the procurement could suggest lower chances for individual applicants.

There are no co-funding requirements, meaning selected contractors will receive full payment for their services delivered under the terms of the contract. The contract is structured as a framework agreement, awarded based on the best price-quality ratio, and submissions must conform to specific technical requirements, including file size limits and encryption standards to ensure confidentiality.

Overall, groups interested in this tender must prepare comprehensive proposals in accordance with detailed specifications laid out in the tender documents, which are available for download.

This is an invitation to tender for the provision of Medical Country of Origin Information (MedCOI). The procedure identifier is EUAA/MLA/2025/OP/0022. The submission method is electronic and the call is currently open for submission.

The description of the tender is the provision of Medical Country of Origin Information (MedCOI) as responses to specific MedCOI requests/queries from EU+ countries on medical treatments in countries of origin. The MedCOI Sector needs to establish a contract for the provision of information about the availability and accessibility of medical treatments and medicines, in third countries (outside of the EU+ area).

The procedure type is an open procedure. The estimated total value is 3,340,000 EUR. The TED publication date is 22/07/2025. The lead contracting authority is the European Union Agency for Asylum. The main classification (CPV) is 85120000 Medical practice and related services. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. It is a framework agreement without reopening of competition.

Key milestones include: TED publication date: 22/07/2025, Date and time of public opening: 10/09/2025 10:00 Europe/Malta, Deadline for receipt of tenders: 09/09/2025 14:00 Europe/Malta, Contracting authority is not bound to reply to questions submitted after 29/08/2025 05:00 Europe/Malta.

The following documents are available for download:
EN Invitation to Tender Invitation letter Published on 22/07/2025 Version 1 No translations available
EN Part 1 Administrative specifications Tender specifications adm. part Published on 22/07/2025 Version 1 No translations available
EN Part 2 Technical specifications Technical specifications Published on 22/07/2025 Version 1 No translations available
EN Financial Offer Form SSF7 Financial offer form Published on 22/07/2025 Version 1 No translations available
EN SSFs Declaration on honour (tender) Published on 22/07/2025 Version 1 No translations available
EN Draft Framework Contract Draft contract Published on 22/07/2025 Version 1 No translations available
EN Annex 1 EUAA MedCOI Methodology Other invitation to tender document Published on 22/07/2025 Version 1 No translations available
EN Annex 2 List of medical treatments MedCOI Portal Other invitation to tender document Published on 22/07/2025 Version 1 No translations available
EN Annex 3 Medication Supply Chart Other invitation to tender document Published on 22/07/2025 Version 1 No translations available
EN Annex 4 EUAA Calendar 2025 Other invitation to tender document Published on 22/07/2025 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) related to the eSubmission system:
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? Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate, etc.
Which size should attachments have? eSubmission accepts files that are less than 50 MB in size.
How should I name attachments in eSubmission? Name the attachments for your tender draft following 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.
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.
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 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)? 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.
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.
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.

In summary, this tender is for providing information on medical treatments and medicines available and accessible in countries outside the EU+ area. This information will be used by EU+ countries to process asylum applications. The EUAA is looking for service providers who can gather and provide accurate and up-to-date information on healthcare in various countries of origin. The tender is an open procedure, meaning any eligible organization can apply. The contract will be awarded based on the best price-quality ratio, and the selected provider(s) will enter into a framework agreement with the EUAA for a maximum duration of 48 months. Interested parties should download the tender documents, prepare their offers according to the instructions, and submit them electronically before the deadline. A Personal Identification Code (PIC) is mandatory for participation. The eSubmission system supports various file types and uses encryption to ensure the confidentiality of submissions.

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 can be inferred that eligible applicants could include companies, organizations, or other entities capable of providing medical country of origin information. The requirement for a PIC (Personal Identification Code) suggests that registered organizations are the intended applicants.

Funding Type: The funding type is procurement, specifically a service contract. The call is for the "Provision of Medical Country of Origin Information," indicating a service to be procured. The procedure aims to establish a framework agreement.

Consortium Requirement: The text mentions that a PIC is mandatory to participate in a call for tenders as a sole candidate/tenderer or as a member of a group (consortium). Therefore, both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is implied to be international, with a focus on third countries (outside of the EU+ area). The tender is for providing information on medical treatments and medicines in countries of origin, explicitly stated as outside the EU+ area.

Target Sector: The target sector is health, specifically medical information and services related to country of origin information for medical treatments and medicines. The CPV code 85120000 confirms this, as it refers to "Medical practice and related services."

Mentioned Countries: The text mentions "EU+ countries" as the recipients of the information. The focus of the information gathering is on "third countries (outside of the EU+ area)." No specific third countries are named.

Project Stage: The project stage is not applicable, as this is a service procurement. The expected outcome is the provision of information, not the development or research of a project.

Funding Amount: The estimated total value of the procurement is 3,340,000 EUR.

Application Type: The application type is an open call for tenders, with electronic submission.

Nature of Support: The beneficiaries (contractors) will receive money in exchange for providing the contracted services.

Application Stages: The number of application stages is not explicitly stated, but the process involves submitting a tender, which will then be evaluated based on the best price-quality ratio. The documentation suggests at least one stage of submission and evaluation.

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

Co-funding Requirement: Co-funding is not mentioned, so it is likely not required.

Summary: This is an invitation to tender issued by the European Union Agency for Asylum (EUAA) for the provision of Medical Country of Origin Information (MedCOI). The purpose of this tender is to establish a contract for the provision of information about the availability and accessibility of medical treatments and medicines in countries outside the EU+ area. This information will be used to respond to specific MedCOI requests/queries from EU+ countries. The procedure is an open procedure, with electronic submissions required. The estimated total value of the contract is 3,340,000 EUR, and the maximum contract duration is 48 months. The award method is based on the best price-quality ratio, and the contract will be a framework agreement without reopening of competition. The deadline for receipt of tenders is September 9, 2025. Tenderers must register for a PIC (Personal Identification Code) to participate, and submissions must adhere to the eSubmission system requirements, including file size limits (under 50 MB per file) and naming conventions. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.