Provision of Relocation, Move Support, Warehousing and Distribution Services for the European Union Agency for Asylum (EUAA) premises in Malta Lot1: R...

Open EU procurement tender (EUAA/MLA/2026/OP/0027) by the European Union Agency for Asylum for relocation, move support, warehousing and distribution services in Malta with an estimated total value of €754,000 across two Lots. Lot 1 (relocation and move support) is estimated at €443,000 and Lot 2 (warehousing and distribution) at €311,000; framework contracts run for an initial 12 months and may be renewed up to a maximum of 48 months. Submission is electronic only via the EU Funding & Tenders Portal with a deadline of 22 October 2026 at 16:00 Malta time and evaluation by best price-quality ratio (quality 60%, price 40%). Any economic operator able to provide the required services in Malta may apply, either alone or as part of a group, following the Standard Submission Forms and tender specifications on the portal.

What it funds

Scope (high level)

Framework procurement split in two Lots for EU Agency for Asylum (EUAA) premises in Malta:Lot 1 Relocation and Move Support Services; Lot 2 Warehousing and Distribution Services. Services are provided on-demand through Order Forms, include packing/crate supply, dismantling/reassembly, qualified personnel, vehicles/equipment, secure storage, inbound/outbound handling and transport.

Estimated value and duration:Total estimated procedure value €754,000 (Lot €1 443,000; Lot €2 311,000). Maximum contract duration 48 months (framework with 12-month initial period and renewals). See procurement documents for exact pricing grids and unit rates ¹.

1. 1Who can apply: professional service providers offering relocation, move support, warehousing, inventory management and transport in Malta (single tenderers or consortia).
2. 2Contract model: separate framework contract per Lot, award by best price-quality ratio; orders placed by EUAA via Order Forms; eSubmission (EU Login) mandatory.

Footnotes

1. 1Procurement documents, price grids, draft contracts and submission instructions are available on the Funding & Tenders Portal (EU Login required): ec.europa.eu

Title:Provision of Relocation, Move Support, Warehousing and Distribution Services for the European Union Agency for Asylum (EUAA) premises in Malta. Call identifier: EUAA/MLA/2026/OP/0027. Procedure type: Open procedure for framework contract. Framework structure: two independent Lots under the same procurement procedure. Lot 1: Relocation and Move Support Services Malta (estimated value €443,000). Lot 2: Warehousing and Distribution Services Malta (estimated value €311,000). Estimated total procedure value €754,000. Maximum contract duration per Lot: 48 months. Award method: Best price-quality ratio. Submission method: electronic via the EU Funding & Tenders Portal eSubmission; EU Login and PIC mandatory for tender submission. Deadline for receipt of tenders: 22 October 2026, 16:00 Europe/Malta. Public opening: 23 October 2026, 11:00 Europe/Malta. Contracting authority: European Union Agency for Asylum (EUAA), Valletta, Malta.

Scope and Services Summary

The procurement establishes two separate framework contracts, one per Lot, to provide on-demand logistics services in support of EUAA operations in Malta. Lot 1 covers relocation and move-support activities (internal/external relocations, dismantling and reassembly, packaging materials and crate rental/delivery, qualified personnel including Move Manager, foreman, porters, option for permanent porter service during EUAA working hours, vehicles and handling equipment for small to large relocations). Lot 2 covers warehousing and distribution services (secure storage of palletised and non-palletised goods, inbound handling: receiving, unloading, palletisation, labelling, inspection and placement into storage; outbound handling: picking, packing, reconfiguration and loading; transportation services for inbound/outbound movements including dedicated vehicles and after-hours transport). Services must be reliable, flexible and capable of responding to ad-hoc and short-notice requests, urgent operations and fluctuating volumes. Performance must respect health and safety, environmental and waste management legislation and relevant EU data protection rules.

Key Administrative and Contractual Data

1. 1Call identifier: EUAA/MLA/2026/OP/0027 (TED reference 181/2026 644262-2026).
2. 2Submission method: Electronic eSubmission via EU Funding & Tenders Portal. EU Login and PIC required.
3. 3Deadlines: Tender receipt deadline 22/10/2026 16:00 (Europe/Malta). Public opening 23/10/2026 11:00 (Europe/Malta). Contracting authority response cut-off for questions: 14/10/2026 23:59 (Europe/Malta).
4. 4Procedure: Open procedure to conclude a single framework contract per Lot. Framework agreement without reopening of competition.
5. 5Award criteria: Best price-quality ratio. Weighting: Quality 60%, Price 40%.
6. 6Estimated values: Lot €1 443,000; Lot €2 311,000; Total €754,000.
7. 7Contract duration: maximum 48 months per Lot. Framework concluded for an initial 12 months period and renewable three times (up to 48 months total as specified).
8. 8Nature of contracts: Service contracts implemented via Order Forms (specific contracts) under each framework agreement.
9. 9Place of performance: Primarily Malta (EUAA headquarters in Valletta MTC Blocks A,B,C and EUAA Trident Park, Birkirkara). Limited, exceptional ancillary services outside Malta may be requested but must remain ancillary and within contract values.

Who should apply and eligible applicant types

This opportunity targets professional logistics, relocation and warehousing service providers capable of operating in Malta and delivering the full range of required services. Eligible applicant types include: logistics companies, relocation specialists, warehousing and distribution providers, freight and transport operators, SMEs and large enterprises, subcontractors and consortia (grouped tenderers). Joint tenders are permitted. Public-private partnerships or consortia must submit a group leader power of attorney and assume joint and several liability. Individual natural persons are not the target unless they form a qualifying legal entity.

Funding type and beneficiary model

This is a procurement opportunity (service contracts) rather than a grant. Financial mechanism: paid service contracts under framework agreements. Contractors will be remunerated for services performed under Order Forms using prices submitted in the Financial Tender forms. Payments are contractual remuneration rather than grant funding. Beneficiaries are commercial service providers who will receive contract payments (money) for delivered services.

Consortium and partnership rules

The procedure allows tenders from single economic operators or groups of operators (joint tenders). A written Agreement/Power of Attorney (SSF2) is required in case of joint tenders. Joint tender members are jointly and severally liable. Subcontracting is permitted but identified subcontractors (those providing capacity for selection criteria or performing more than 20% of the contract) must be declared in SSF3 and provide commitment letters (SSF4). Entities whose capacity is relied upon but are not subcontractors must provide commitment letters (SSF5).

Geographic and beneficiary scope

Primary place of performance:Malta (EUAA premises in Valletta and Birkirkara and other locations in Malta specified in Order Forms). Eligibility to participate: economic operators with access to procurement in accordance with EU rules. Tender documents note that participation is open to natural and legal persons established in the EU and certain third country situations as per the procurement notice; tenderers must declare country(ies) of establishment and provide supporting evidence as required. Identified country explicitly mentioned: Malta.

Target sectors and technical areas

Primary sector:logistics and transport. Targeted services and technical areas include relocation and office move management, packaging and reusable crate solutions, furniture dismantling/reassembly, secure warehousing and inventory management, inbound and outbound handling, palletised and non-palletised storage, pallet handling, labelling/barcoding, quality inspection, distribution and collection transport (including after-hours and dedicated vehicles), handling of sensitive and heavy/oversize items, provision of qualified personnel and equipment (forklifts, lifters, Luton vans, €7.5 T, €12 Tvehicles), and environmental and health & safety compliance.

Project stage and expected maturity

This procurement addresses operational service delivery. Expected maturity:operational/implementation stage. Contractors must be fully operational, with established warehousing facilities, vehicles, qualified personnel and prior experience in comparable logistics and relocation projects. No research or development activities are required.

Funding amount and financial scale

Estimated total procedure value €754,000. Lot 1 estimated value €443,000. Lot 2 estimated value €311,000. These values are estimates for evaluation and ceiling purposes; there is no guaranteed minimum volume. Financial Tender price grids are based on 12-month indicative quantities and must be submitted using the provided Excel SSF7 templates.

Application process and submission method

Application type:Open call via the EU Funding & Tenders Portal eSubmission system. Applicant actions required: register in the Participant Register, obtain a PIC, have an EU Login account, prepare and upload required documents in eSubmission. Submission must be electronic and only via eSubmission. Tenderers may submit for one or both Lots; separate Financial Tenders must be prepared for each Lot tendered.

Key dates:Deadline for receipt of tenders: 22 October 2026, 16:00 Europe/Malta. Public opening: 23 October 2026, 11:00 Europe/Malta. Q&A cut-off: 14 October 2026, 23:59 Europe/Malta.

Nature of support and contract payments

Beneficiaries receive monetary payments as remuneration for services provided under framework contracts and Order Forms. This is a paid procurement contract: contractors invoice EUAA for accepted services. Payments follow the invoicing, acceptance and validation procedures specified in the contract (electronic invoicing supported).

Evaluation and award procedure

Award method:Best price-quality ratio. Weighting: Quality 60% and Price 40%. Tenders must pass mandatory compliance and minimum selection criteria prior to qualitative evaluation. Minimum overall quality threshold: tenders scoring less than 60% overall on quality are excluded. Quality award criteria are detailed and differ per Lot; methodology and case study are major components.

Lot 1 quality award criteria and weighting:Contract Management and Governance (20 points); Methodology for Service Delivery (50 points); Case Study – Organisation of a 250-staff relocation within 10 km (30 points). Total 100 points for quality.

Lot 2 quality award criteria and weighting:Contract Management and Governance (20 points); Methodology for Warehousing and Distribution Services (50 points); Case Study – Organisation of warehousing and distribution under a representative scenario (30 points). Total 100 points for quality.

Mandatory requirements, selection and exclusion

Tenders must meet mandatory compliance checklist items in the Technical Tender (SSF8) and the Administrative Specifications (Part 1). Exclusion criteria follow Article 138 of the Financial Regulation and require a Declaration on Honour (SSF6) and supporting evidence where requested. Selection criteria include legal and regulatory capacity, economic/financial capacity (average turnover minimum thresholds: Lot 1 average annual turnover last 3 years above €110,000; Lot 2 average annual turnover last 3 years above €77,000) and technical/professional capacity (contract references and CVs for Contract Manager and Backup). Tenderers may rely on subcontractors or other entities for selection criteria but must provide commitment letters (SSF4, SSF5).

Templates, forms and application structure

The contracting authority provides Standard Submission Forms and document templates which must be used. Key templates and their purpose:

1. 1SSF1 Identification of the Tenderer, Legal Entity form and Financial Identification form. Used to identify the tenderer or each group member and to provide bank details.
2. 2SSF2 Agreement/Power of Attorney. Mandatory for joint tenders to appoint the group leader and confirm joint and several liability.
3. 3SSF3 List of identified subcontractors and proportion of subcontracting. Declares intended subcontracting and percentage of contract volume.
4. 4SSF4 Commitment letter by identified subcontractor. Each identified subcontractor must sign and commit to the subcontracting role.
5. 5SSF5 Commitment letter by an entity whose capacity is being relied upon. Used where the tenderer relies on another entity’s financial or technical capacity.
6. 6SSF6 Declaration on Honour on exclusion and selection criteria. Mandatory signed declaration against exclusion grounds and selection statements.
7. 7SSF7 Financial Tender. Excel price grid templates for Lot 1 and Lot 2 (SSF7 LOT 1 and SSF7 LOT 2). All prices in EUR, net of VAT. Pricing must be inserted into all green cells and the completed spreadsheets signed by authorised representative.
8. 8SSF8 Technical Tender. Compliance checklist and the detailed technical response addressing quality award criteria. Includes mandatory requirements matrix and narrative responses including case studies.

Tenderers must upload all required templates in eSubmission in the specified sections. Financial Tender Excel files must be completed exactly as delivered; totals and formulae must remain unchanged. Completed SSF7 spreadsheets must be signed (qualified electronic signature recommended or hand-signed) and uploaded.

Application stages and evaluation steps

1. 1Stage 1: Registration and tender preparation. Obtain EU Login, PIC, prepare SSF forms, technical and financial documents.
2. 2Stage 2: Electronic submission of tender by the deadline via eSubmission.
3. 3Stage 3: Public opening of tenders (virtual). Confirmation that tenders were received.
4. 4Stage 4: Administrative and eligibility checks, exclusion and selection criteria verification. Contracting authority may request missing documents.
5. 5Stage 5: Technical evaluation of quality award criteria and scoring (quality).
6. 6Stage 6: Financial evaluation and application of price-quality weighting to calculate most economically advantageous tender.
7. 7Stage 7: Notification of award decision and signature of framework contract with successful tenderer(s).
8. 8Stage 8: Implementation via Order Forms, service delivery, reporting and payment cycles.

Number of stages:applicants must pass through multiple stages typically 4 to 8 covering submission, administrative checks, selection verification, technical evaluation, financial evaluation and award. The contracting authority may request clarifications during evaluation; clarifications must not substantially modify the tender.

Success rates and competition

The contracting authority does not publish success rates. This is an open tender at EU agency level and is expected to attract several qualified logistics and warehousing providers active in Malta. Success depends on meeting mandatory requirements, selection criteria and achieving competitive scores on quality and competitive pricing. Estimated success rate cannot be quantified from the published data.

Co-funding, guarantees and other financial conditions

Co-funding is not applicable:this is a public procurement for service contracts; the contractor provides services and receives payment. Pre-financing is not provided for in this FWC. Performance guarantees and retention money guarantees are not applicable according to the Special Conditions for these Lots. Payments will be made in EUR to the bank account provided in the Financial Identification form. Invoicing and payment follow the calendar and electronic invoicing rules described in the Tender Specifications and the Draft Contract.

Evaluation evidence and documentation required

Required documentation to be uploaded in eSubmission:Identification forms (SSF1) and Financial Identification; Declaration on Honour (SSF6); evidence for exclusion/selection where required (profit and loss accounts for the last three years or equivalent bank statements for turnover evidence); lists of previous contracts evidencing technical capacity (contract references, dates, values); CVs for key personnel (Contract Manager and Backup) and evidence of language ability (B2 English); completed Technical Tender (SSF8) addressing mandatory checklist and award criteria; completed Financial Tender Excel grids (SSF7) for each Lot tendered. Where subcontractors are identified, include SSF3 and SSF4. Where the tender relies on other entities for capacity, include SSF5.

Operational, H&S and environmental requirements

Contractors must comply with all relevant EU and Maltese health and safety and employment legislation and procedures in EUAA premises, carry appropriate insurance, ensure staff training and PPE, perform risk assessments for complex operations, and implement incident reporting procedures. Environmental requirements include preference for reusable packaging, recycled materials, biodegradable filling, separate collection and proper disposal of packaging waste, use of Euro 6 or equivalent vehicles where possible, and route planning to minimise mileage and CO2 emissions. Evidence of environmental measures may be requested during contract implementation.

Logistics and contract management

Each successful contractor must nominate a Contract Manager and Backup Contract Manager (minimum 2 years' experience managing similar contracts and B2 English). The Framework Contract will be managed through Order Forms; the contractor must acknowledge and confirm orders within three working days, provide timely responses to urgent orders, and ensure replacement staffing for permanent porter services where requested. Contract management meetings include kick-off, coordination/operational meetings, quarterly reviews and ad-hoc meetings as required.

How to apply: practical checklist

1. 1Register in the Participant Register and obtain a PIC; set up EU Login account well in advance.
2. 2Download the procurement documents from the Funding & Tenders Portal: Invitation to Tender, Tender Specifications Part 1 & Part 2, Standard Submission Forms, Financial offer Excel grids, Draft Contracts.
3. 3Decide Lot(s) to tender for and prepare separate Financial Tenders for each Lot using the SSF7 Excel templates.
4. 4Complete SSF1 Identification; prepare legal and financial entity evidence; prepare SSF6 Declaration on Honour and supporting documents for exclusion/selection evidence as required.
5. 5Complete SSF8 Technical Tender addressing mandatory compliance checklist and quality award criteria including case study; prepare CVs for Contract Manager and Backup.
6. 6If applicable, prepare SSF2 Agreement/Power of Attorney for joint tenders, SSF3 list of subcontractors, SSF4 subcontractor commitment letters, SSF5 commitment letters for entities whose capacity is relied upon.
7. 7Upload all required documents into eSubmission in the correct sections before the deadline and verify that the Financial Tender total in eSubmission matches the Excel price grid total. Sign required forms with qualified electronic signature if available.
8. 8Submit the tender via eSubmission well before the deadline and keep the submission receipt. Monitor the Portal for Q&A and updates.

Mentioned countries and region

Explicit country mentioned:Malta (place of performance). Regionally this is an EU procurement procedure under EU rules; participation is subject to access to procurement rules as described in the tender specifications.

Success tips and recommendations

• Demonstrate recent, comparable experience with relocation and warehousing contracts in Malta or similar EU contexts, including contract references and values.
• Provide a clear, practical methodology and robust case study for the large relocation scenario and a warehousing scenario, covering staffing, timeline, risk mitigation, and continuity measures.
• Ensure financial tender Excel grids are complete and accurate, signed and match the eSubmission totals.
• Address environmental and reusable packaging measures and health & safety compliance in detail.
• Prepare evidence for selection criteria in advance to respond quickly to requests during evaluation.
• If offering both Lots, prepare separate technical and financial tenders per Lot and ensure resources and capacity to deliver both simultaneously if required.

Co-funding requirement and guarantees

Co-funding is not applicable; this is a procurement contract. Pre-financing is not foreseen in the FWC special conditions. Performance and retention guarantees are not required per the Special Conditions for these Lots.

Templates and application structure outline

Application forms and templates:The contracting authority publishes Standard Submission Forms (SSF1 to SSF8) and Draft Contracts for each Lot. Use the provided Word/PDF/Excel templates. Financial tender uses SSF7 Excel price grids for each Lot with predefined unit lines for packaging materials, labour rates, vehicle hire, storage rates, inbound/outbound handling, transport fees and chargeable surcharges. Technical tender uses SSF8 with a mandatory compliance checklist where each mandatory requirement must be answered YES/NO and cross-referenced. Include CVs for Contract Manager and Backup and the requested contract references supporting technical capacity. Joint tenders must include SSF2 Agreement/Power of Attorney. Identified subcontractors must be listed in SSF3 and provide SSF4 letters. Entities relied upon must provide SSF5 commitment letters. SSF6 Declaration on Honour is mandatory and must be signed.

Summary: What is this opportunity about and how to explain it

This is an EUAA procurement for two separate framework service contracts in Malta:Lot 1 for relocation and move support; Lot 2 for warehousing and distribution. The Agency requires flexible, reliable logistics and storage partners able to provide on-demand operations, short-notice relocations, permanent porter services where requested, secure warehousing and managed inbound/outbound handling with transport capability. The procurement is structured as two Lots to enable independent management while maintaining a single procurement process. Contractors must submit electronic tenders via the EU Funding & Tenders Portal using the provided standard submission forms and Excel price grids. Evaluation follows an open procedure awarding the most economically advantageous tender based on quality (60%) and price (40%). The total estimated procedure value is €754,000 across both Lots and contracts are concluded as framework agreements with a maximum duration of 48 months. Tenderers should prepare fully-compliant technical tenders addressing mandatory requirements, provide the required administrative and legal evidence (including exclusion and selection documentation), and deliver accurate signed financial spreadsheets for pricing. The winning contractors will implement services via Order Forms under the framework agreement, invoice for accepted work and be managed under contractual reporting, quality, H&S and environmental requirements.

This is an open EU procurement tender by the European Union Agency for Asylum for relocation, move support, warehousing and distribution services in Malta under reference EUAA/MLA/2026/OP/0027. The notice confirms an estimated total value of €754,000 and a submission deadline of 22 October 2026 at 16:00 Malta time.[1]

The opportunity is structured as a services framework agreement with two lots, intended to support the EUAA's operational, administrative and logistical needs across its premises in Malta. The services cover internal relocations, moves between premises, storage and handling of assets, and distribution of palletised and non palletised goods.

Contract Structure, Scope and Value

The framework contract is intended to run for an initial period of 12 months and may be renewed 3 times, subject to the terms in the draft contract, giving a maximum possible duration of 48 months. Award is on the basis of the best price quality ratio, and the technical forms indicate a weighting of 60 percent quality and 40 percent price.

The procurement uses electronic submission only and requires bids to be prepared on the portal using the official submission forms and the separate financial offer file for each lot. Tenderers may submit for one lot or both lots.

Who Can Apply

Any economic operator able to provide the required services in Malta and to meet the administrative, exclusion, selection and technical requirements may apply, either alone or as part of a group of tenderers. The submission forms also provide for subcontracting and for reliance on the capacity of other entities, but these arrangements must be declared and supported by the required commitments and evidence.

The tender documentation requires that the lead tenderer or group leader submits the offer, coordinates communication with the contracting authority and signs the contractual documents on behalf of the group where applicable. The portal data also flags the procedure as not SME suitable, which suggests that applicants should expect a requirement for established operational capacity, compliance systems and the ability to scale quickly.

• Single tenderers and consortia can participate
• Subcontracting is allowed if identified and described
• Entities relied upon for capacity must provide commitments
• Tenderers must sign declarations on exclusion and selection criteria
• Applicants must be able to comply with EU and national requirements on health and safety, labour, environment, waste and transport

Key Requirements Applicants Should Expect

• Ability to provide services on demand through order forms issued by EUAA
• Ability to work during normal hours and, when requested, outside normal hours, including evenings, weekends and public holidays
• Qualified and trained personnel, including managers, foremen, porters and specialised staff
• Suitable vehicles, handling equipment and sufficient operational capacity
• Insurance coverage maintained throughout the framework contract
• Licences, permits, authorisations and approvals needed for lawful performance
• Incident reporting and cooperation with EUAA on monitoring and acceptance
• Environmental performance measures, including preference for reusable, recycled or biodegradable packaging where feasible
• Secure storage controls, inventory tracking and proof of delivery for Lot 2

Lot 1 also requires the ability to support large or complex relocations, including relocations of more than 100 staff members, and a case study on moving 250 staff within 10 km. Lot 2 requires a case study showing how the bidder would receive, store and distribute significant volumes of goods across multiple delivery points in Malta.

Submission and Timing

The public portal shows the call as open for submission and the submission method as electronic. Applicants need an EU Login account to submit electronically, and the standard forms indicate that the financial tender must be completed in EUR exclusive of VAT and submitted separately for each lot.

The official portal page for this tender is EU Funding and Tenders Portal.

Overall, this is a practical operational procurement rather than a grant opportunity. Applicants that are strong in logistics, office move management, warehouse control, vehicle coordination, out of hours response and compliance delivery are likely to be the best positioned to compete.