Provision of security services for the European Union Agency for Asylum (EUAA) in Italy

The European Union Agency for Asylum (EUAA) has issued a call for tenders identified as EUAA/MLA/2025/OP/0018. This open tender is aimed at establishing a framework contract for the provision of security services in Italy, with an estimated total value of 1,100,000 EUR. The maximum duration of the contract is set for 48 months, which includes an initial term of 12 months and the possibility of up to three renewals.

Eligible applicants for this tender include companies and organizations capable of providing security services, although specific eligibility criteria are not detailed within the information provided. The funding is categorized as a contract, specifically a framework agreement for services, as opposed to a grant.

There is no explicit requirement for a consortium; individual entities can apply. However, participation as part of a consortium is also permitted. The scope of service delivery is limited to Italy, but applicants from EU/EEA countries are generally eligible to tender. As the contract is over a certain financial threshold, the procurement rules allow for international participation.

The target sector for this tender falls under the CPV code 79710000, which corresponds to security services. The nature of the support involves monetary compensation for the successful tenderer in return for the provision of agreed-upon services.

Tenders must be submitted electronically via the Funding and Tenders Portal by September 3, 2025. The public tender process is structured as a single-stage procedure, where all submissions will be evaluated based on a combination of quality and price. A key element of the application process is the requirement for a Personal Identification Code (PIC), which must be obtained before submission.

The deadline for tender submissions is September 3, 2025, at 15:00 Europe/Malta time, and the public opening of submissions is scheduled for September 4, 2025, at 11:00 Europe/Malta time. The contract awarding criteria will prioritize proposals based on the best price-quality ratio.

Prospective tenderers can access relevant documentation, including tender specifications and submission forms, from the EUAA's designated communications. Furthermore, the tendering environment is described as supportive, offering assistance and frequently asked questions (FAQs) concerning participation and submission guidelines.

In summary, this tender invites qualified providers of security services to apply for a significant contract, fostering competitive participation within the EU framework for public procurement. Interested parties should ensure compliance with all application requirements and adhere to the stipulated deadlines for submissions.

The European Union Agency for Asylum (EUAA) is launching a call for tenders with the procedure identifier EUAA/MLA/2025/OP/0018. This is an open procedure for a framework contract (FWC) for the provision of security services for the EUAA in Italy. The submission method is electronic, and the call is currently open for submission. The estimated total value of this contract is 1,100,000 EUR. The TED publication date is 14/07/2025. The lead contracting authority is the European Union Agency for Asylum. The main classification (CPV) code is 79710000, which refers to security services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method will be based on the best price-quality ratio, and it is a framework agreement without reopening of competition.

Key milestones for this tender include:
TED publication date: 14/07/2025
Date and time of public opening: 04/09/2025 11:00 Europe/Malta
Deadline for receipt of tenders: 03/09/2025 15:00 Europe/Malta
The contracting authority is not bound to reply to questions submitted after: 26/08/2025 05:00 Europe/Malta

The following documents are available for download:
ENEUAA MLA 2025 OP 0018 - Invitation to tender Invitation letter, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Tender Specifications - Part 2 Technical, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Tender Specifications - Part 1 Administrative, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Standard Submission Forms, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Financial Offer, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Draft Framework Contract, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Annex A Model for timesheets, published on 14/07/2025, Version 1, No translations available
ENEUAA MLA 2025 OP 0018 - Annex B EUAA Public Holidays 2025 Italy, published on 14/07/2025, Version 1, No translations available

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

Regarding questions and answers, tenderers can log in to create questions. Any public Q&A will be available.

Some frequently asked questions (FAQ) and their answers related to the eSubmission system are:
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.
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 for naming attachments.
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”.
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).
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.
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.
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. 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.

In summary, this is a call for tenders by the European Union Agency for Asylum (EUAA) to establish a framework contract for security services in Italy. The contract is valued at 1.1 million EUR and will last for 48 months. The EUAA is looking for qualified security service providers to submit their tenders electronically by September 3, 2025. The selection will be based on the best price-quality ratio. Interested parties should download the tender documents, prepare their submissions according to the specifications, and ensure they meet all the technical and administrative requirements. A key requirement is having a valid PIC (Participant Identification Code). The eSubmission system supports various file types and languages, and provides FAQs to assist tenderers with the submission process.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender (security services), it is likely that eligible applicants include companies, SMEs, large enterprises, and other organizations capable of providing security services.

Funding Type: Procurement. This is an invitation to tender, indicating a procurement process where the contracting authority (European Union Agency for Asylum) is seeking to purchase services.

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 tender is for security services for the European Union Agency for Asylum (EUAA) in Italy, suggesting that the geographic eligibility is likely focused on companies or organizations that can operate in Italy. It is not explicitly stated whether companies from outside Italy but within the EU are eligible, but it is implied that they could be.

Target Sector: Security services. The main classification (CPV) is 79710000 Security services.

Mentioned Countries: Italy is explicitly mentioned as the location where the security services are to be provided and also in Annex B EUAA Public Holidays 2025 Italy. Malta is mentioned as the timezone for the date and time of the public opening and the deadline for receipt of tenders.

Project Stage: This is an operational procurement, so the expected maturity is commercialization. The tender is for the provision of ongoing security services.

Funding Amount: The estimated total value is 1,100,000 EUR.

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

Nature of Support: Non-monetary services. The successful tenderer will receive a service contract in exchange for providing security services.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there will be at least two stages: submission of the tender and evaluation of the tender.

Success Rates: The success rates are not mentioned.

Co-funding Requirement: Co-funding requirements are not mentioned.

Summary:

This is an invitation to tender (EUAA/MLA/2025/OP/0018) by the European Union Agency for Asylum (EUAA) for the provision of security services in Italy. The estimated total value of the framework contract is 1,100,000 EUR, and the maximum contract duration is 48 months. The procedure type is an open procedure, meaning any interested and qualified economic operator can submit a tender. The award method will be based on the best price-quality ratio. The deadline for receipt of tenders is 03/09/2025 at 15:00 Europe/Malta time. Submissions must be sent electronically. Tenderers must register for a Personal Identification Code (PIC). The tender documentation includes an invitation letter, technical and administrative tender specifications, standard submission forms, a financial offer form, a draft framework contract, a model for timesheets, and a list of EUAA public holidays in Italy for 2025. The TED reference for this tender is 132/2025 456310-2025. The date and time of the public opening is 04/09/2025 11:00 Europe/Malta. The contracting authority is not bound to reply to questions submitted after 26/08/2025 05:00 Europe/Malta. The maximum number of documents the system will allow you to upload per tender is 200 files. The eSubmission system supports all 24 official EU languages. The character set encoding is UTF-8. The system encrypts all uploaded documents, using an asymmetric key as an encryption mechanism. eSubmission accepts files that are less than 50 MB in size.