Provision of Relocation Services for EUAA staff in Malta

The European Union Agency for Asylum (EUAA) has issued a tender opportunity for the provision of relocation services for its staff members arriving in Malta. The estimated total value of this contract is €350,000, and it is expected to cover an initial period of 12 months with the possibility of three renewals, totaling up to 48 months. The main classification code for this tender is 79613000, which pertains to employee relocation services.

The intended services must assist EUAA staff, their spouses, partners, and dependent children during their relocation process to Malta. These staff members are predominantly recruited from EU member states, though some may be arriving from non-EU countries. The contractor will need to provide various forms of support, ensuring a smooth integration into their new environment in Malta.

This tender is open to service providers capable of delivering comprehensive relocation services. Although the specific types of eligible applicants are not explicitly defined, it is implied that organizations with relevant experience in relocation and mobility services are preferred. The nature of this opportunity is a service contract, meaning bidders will be compensated for delivered services rather than receiving grant funding.

This procurement process is categorized as a single-stage evaluation, where bidders submit their proposals for evaluation based on quality and price criteria, specifically a ratio of 60% quality and 40% price. Submissions must be made electronically through the EU’s Funding and Tenders Portal, with a deadline set for October 9, 2025. Any inquiries submitted after October 1, 2025, will not receive a response from the contracting authority.

Eligible companies must register for a Participant Identification Code (PIC) to participate in the submission process. The submission can include multiple files up to a maximum of 50 MB each, and supports numerous file types, with the system utilizing encryption for confidentiality.

The tender documentation, which includes the invitation letter, administrative and technical specifications, financial offer form, draft contract, and related annexes, is publicly accessible for potential applicants. The award will be based on the best price-quality ratio, reinforcing the EUAA's commitment to quality service delivery in its procurement processes.

This is an invitation to tender for the provision of relocation services for EUAA staff in Malta. The procedure identifier is EUAA/MLA/2025/OP/0020. The submission method is electronic and the tender is currently open for submission.

The contractor will provide relocation services to EUAA staff members, their spouses/recognized partners, and dependent children arriving in Malta. These staff members are typically newly recruited or transferred from other locations, mainly within the European Union, but also from non-European countries. As they are often unfamiliar with Malta, they require support with relocation and integration.

The procedure type is an open procedure. The estimated total value of the tender is 350,000 EUR. The TED publication date is 04/09/2025. The lead contracting authority is the European Union Agency for Asylum. The main classification (CPV) code is 79613000, which refers to employee relocation services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method is based on the best price-quality ratio. This is a framework agreement without reopening of competition.

Key milestones include: TED publication date: 04/09/2025, Date and time of public opening: 10/10/2025 11:00 Europe/Malta, Deadline for receipt of tenders: 09/10/2025 12:00 Europe/Malta, Contracting authority is not bound to reply to questions submitted after: 01/10/2025 06:00 Europe/Malta.

The following documents are available for download: Invitation to tender Invitation letter (published 04/09/2025, Version 1, no translations available), Tender specifications Part 1 Administrative specifications (published 04/09/2025, Version 1, no translations available), Tender Specifications_Part_2_Technical Specifications (published 04/09/2025, Version 1, no translations available), Financial Offer Form (published 04/09/2025, Version 1, no translations available), Draft_Framework_Contract (published 04/09/2025, Version 1, no translations available), Annex_D_Acceptance_Report_Template (published 04/09/2025, Version 1, no translations available), Annex_2_Standard Submission Forms (published 04/09/2025, Version 1, no translations available), Annex_C_Malta_Holidays_2025 (published 04/09/2025, Version 1, no translations available), and Annex_B_Data_Processing_Agreement (published 04/09/2025, Version 1, no translations available).

Submissions must be sent exclusively via electronic submission.

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Is it possible to view the details of the submission after the deadline? No, the content of the submission is not accessible after the deadline because the system encrypts all attachments upon upload and will not allow decryption after the deadline.

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in ‘My Submission(s)’ for tenders in response to open calls, or in ‘My Request(s)’ for requests to participate.

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In summary, this tender opportunity is for companies to bid on a contract to provide relocation services to staff members of the European Union Agency for Asylum (EUAA) who are moving to Malta. The services include assisting staff and their families with various aspects of relocation and integration into their new environment. The tender is an open procedure with a maximum contract duration of 48 months and an estimated total value of 350,000 EUR. The award will be based on the best price-quality ratio. The deadline for submitting tenders is October 9, 2025. The tender documents and submission must be done electronically through the EU's eSubmission portal, and applicants must have a Participant Identification Code (PIC).

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to service providers, companies, or organizations capable of providing relocation services. The tender is open, suggesting a wide range of potential applicants.

Funding Type: This is a procurement opportunity, specifically a service contract. The selected contractor will be providing relocation services in exchange for payment.

Consortium Requirement: The opportunity does not explicitly state whether a single applicant or a consortium is required. However, the documentation mentions the need for a Personal Identification Code (PIC) for members of a group (consortium), implying that consortia are permitted.

Beneficiary Scope (Geographic Eligibility): The description mentions that the EUAA staff members are arriving in Malta mostly from the European Union, but also a small number from non-European countries. This suggests that the service provider should be able to handle relocations from both EU and non-EU countries. The geographic eligibility for applicants is not explicitly defined, but it is implied that applicants should be able to operate and provide services in Malta.

Target Sector: The target sector is employee relocation services. This includes services related to the relocation and integration of staff members and their families into a new place of employment.

Mentioned Countries: Malta, European Union, non-European countries.

Project Stage: This opportunity is for the provision of ongoing services, not for a specific project stage like research or development. The expected maturity is service delivery.

Funding Amount: The estimated total value of the contract is 350,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: Beneficiaries will receive money in exchange for providing relocation services.

Application Stages: The number of stages is not explicitly mentioned, but it involves at least one stage of submitting a tender, followed by evaluation and selection.

Success Rates: 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 by the European Union Agency for Asylum (EUAA) for the provision of relocation services for its staff members arriving in Malta. The EUAA is seeking a contractor to provide comprehensive relocation and integration support to newly recruited staff and their families, who are primarily from the European Union but also include a smaller number from non-European countries. The selected contractor will assist with various aspects of relocation, ensuring a smooth transition for the staff members into their new roles and living environment in Malta.

The procedure is an open call for tenders, meaning any eligible service provider can apply. The estimated total value of the contract is 350,000 EUR, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio. Submissions must be sent electronically, and the deadline for receipt of tenders is October 9, 2025. The contracting authority will not reply to questions submitted after October 1, 2025.

To participate, tenderers must register for a Personal Identification Code (PIC). The eSubmission system supports various file types and has a maximum attachment size of 50 MB per file, with a limit of 200 files per submission. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.

The tender documents, including the invitation letter, administrative specifications, technical specifications, financial offer form, draft contract, and annexes, are available for download.