Provision of Serviced Working Stations and Related Services for the European Union Agency for Asylum (EUAA) in Lampedusa, Italy

The European Union Agency for Asylum (EUAA) has published an open procurement (EUAA/MLA/2026/OP/0022) for a single non-reopenable framework contract to provide serviced working stations and related services in Lampedusa, Italy. The estimated overall ceiling is €160,000 and the contract duration is up to 48 months (initial 12 months with up to three 12-month renewals). Tenders must be submitted electronically via the EU Funding & Tenders Portal eSubmission by 7 October 2026 at 16:00 Europe/Malta and will be awarded on the basis of lowest price among compliant bids. Minimum requirements include availability of at least three serviced workstations within 5 km of the Lampedusa hotspot and submission of the standard forms including the SSF7 financial template.

Who can apply

Eligibility highlights

Open tender for economic operators (single firms or joint tenders). Participants must register in the Participant Register (PIC) and submit electronically via the EU Funding & Tenders Portal (eSubmission / EU Login). Subcontracting is permitted; identified subcontractors and entities whose capacities are relied upon must be declared in the tender.

What is funded:Provision and operation of serviced working stations (minimum 3 workstations available in Lampedusa) and related services (utilities, cleaning, internet, HVAC, security, maintenance, shared facilities). Orders placed via framework contract Order Forms.

Funding and value:Estimated overall procedure value €160,000; framework contract maximum duration up to 48 months (initial 12 months, renewable up to 3 times) ¹.

1. 1Scope: serviced working stations and ancillary services in Lampedusa (within 5 km of Lampedusa Hotspot).
2. 2Contract type: single framework contract with Order Forms; award method: lowest cost.
3. 3Minimum operational requirement: ability to provide at least 3 serviced workstations throughout the contract.
4. 4Price basis: monthly unit price per working station — all-inclusive (no additional costs unless expressly permitted).

Tender documents, invitation letter, draft framework contract, technical and administrative specifications and financial offer form are published on the EU Funding & Tenders Portal. Use the procedure page to subscribe and download all procurement documents: EUAA Tender on F&T Portal.

Footnotes

1. 1Full procurement documentation, including tender specifications (Part 1 and Part 2), financial offer template (SSF7) and draft framework contract, are available on the Portal page above. See especially Tender Specifications – Part 2 for mandatory technical requirements and SSF7 for price submission.

Overview

Summary of the opportunity

This is an open tender (procedure identifier EUAA/MLA/2026/OP/0022, TED reference 168/2026 599800-2026) published by the European Union Agency for Asylum (EUAA) for a single framework contract to provide serviced working stations and related services in Lampedusa, Italy. The procurement is for a single contractor to deliver at least three serviced working stations to EUAA personnel in Lampedusa. The framework contract has an estimated maximum overall value of €160,000 and a maximum duration of 48 months (initial 12 months with up to three 12-month renewals). The award method is lowest cost. Submission is electronic only via the EU Funding & Tenders Portal eSubmission system. Key procurement documents published include invitation letter, administrative and technical tender specifications, financial offer form (SSF7), draft framework contract and standard submission forms. The call is open for submission until 07/10/2026 16:00 Europe/Malta time, with public opening on 08/10/2026 11:00 Europe/Malta time.

Eligible Applicant Types:Open to any natural or legal person coming within the scope of the EU Treaties, as well as international organisations. Participation is also open to entities established in third countries only insofar as those third countries have a special agreement with the EU in the field of public procurement. Joint tenders (groups) are permitted. Subcontracting is permitted; identified subcontractors with more than 20% share or relied-upon capacity must be named and provide commitment letters (SSF3/SSF4). Tenderers may rely on other entities for selection criteria (SSF5).

Funding Type:Procurement / service contract: framework service contract resulting from an open procurement procedure. This is a public sector service contract (not a grant, loan or equity instrument).

Consortium Requirement:Single contractor is required for the single framework contract. Joint tenders (consortiums/groups of economic operators) are permitted; if a joint tender is submitted the group members are jointly and severally liable and must appoint a group leader with power of attorney (SSF2).

Beneficiary Scope (Geographic Eligibility):Open to entities established in EU Member States. Also open to entities established in third countries having a public procurement agreement with the EU under the rules described in the tender documents. The place of performance is Lampedusa, Italy; contracting authority is EUAA (Valletta, Malta).

Target Sector:Accommodation and office services (CPV 98340000). Thematic focus: provision and management of serviced working stations, shared office facilities, coworking/business facilities, associated utilities and support services for EUAA operations (reception, asylum support and operational deployments).

Mentioned Countries:Italy (place of performance Lampedusa) and Malta (EUAA contracting authority: Valletta). The call is published on the EU Funding & Tenders Portal accessible EU-wide. No other countries explicitly listed in the procurement documents.

Project Stage:Operational delivery / service provision. The opportunity requires ready-to-use serviced working stations (operational, ongoing provision and contract management).

Funding Amount:Estimated maximum overall procedure value €160,000 (framework contract ceiling). Financial model in SSF7 uses an indicative 3-station minimum monthly quantity over a 12‑month implementation period (3 stations x 12 months = 36 unit months used for financial evaluation).

Application Type:Open call / open procedure. Submission method is electronic via eSubmission on the EU Funding & Tenders Portal (required).

Nature of Support:Monetary: payment to contractor for provision of services (monthly unit price per serviced working station). Non-monetary service elements are provided by the contractor (facilities, utilities, internet, cleaning, maintenance, security, access, shared amenities).

Application Stages:Single-stage tender submission (electronic). Evaluation includes administrative compliance, exclusion check, selection criteria verification and award by lowest price. The contracting authority may request clarifications or supporting evidence during evaluation; there is a public virtual tender opening session. If a multiple framework arrangement was used there could be additional stages, but this call is a single FWC with no re-opening of competition.

Success Rates:Not published. Award to the lowest cost compliant tender that meets minimum technical and selection requirements. The number of expected bidders is not provided; success rate equals 1 divided by number of compliant tenders submitted (unknown).

Co-funding Requirement:No co-funding required. Prices must be all-inclusive and cover all services listed in Technical Specifications; VAT treatment: EUAA is tax-exempt as an EU body and tenderers are responsible to apply appropriate tax rules and procedures (guidance in tender documents).

Eligibility, Requirements and Evaluation

This section reproduces the key eligibility, selection, technical and administrative requirements extracted from the procurement dossier to guide tender preparation and submission.

1. 1Mandatory registration: economic operators must be registered in the Participant Register and use a PIC when preparing the tender in eSubmission.
2. 2Submission method: tenders must be submitted exclusively via eSubmission (EU Login required). Tenders in any other way are disregarded.
3. 3Language: official procurement documents are published in English which constitutes the sole authentic text; tenders may be submitted in any official EU language supported by the system.
4. 4Form and signature: required submission forms include SSF1 Identification, SSF6 Declaration on honour (exclusion and selection), SSF7 Financial Offer (Excel), SSF8 Technical Tender (technical compliance checklist). Signatures may be QES or handwritten (tenderer retains originals).
5. 5Minimum contractual offer: contractor must be able to make available at least three serviced working stations throughout the implementation of the framework contract.
6. 6Location requirement: proposed premises must be within a maximum radius of 5 km straight‑line distance from the Lampedusa Hotspot (Contrada Imbriacola) and accessible by car; proximity to public transport preferred.
7. 7Access hours: premises must be available at minimum 09:00–19:00; all mechanical and electrical installations must be operational during access hours.
8. 8Facilities: each station must include at minimum a desk/table and office chair; sufficient power sockets, HVAC, wireless internet, shared facilities (printing area, coffee point, kitchenette) and toilet facilities in the same building.
9. 9Safety and compliance: premises must comply with applicable Italian health & safety and fire safety laws; where required, fire detection systems and fire extinguishers must be installed and certified.
10. 10Price format: use the SSF7 Excel template; prices net of VAT in EUR; all-inclusive monthly unit price per working station covering utilities, internet, cleaning, maintenance, security, insurance, taxes and any other costs necessary for compliant delivery.
11. 11Award method: lowest cost among compliant tenders meeting minimum technical, exclusion and selection criteria.
12. 12Selection criteria: (F1) average yearly turnover last two years > €40,000; (T1) experience over past 3 years providing similar or comparable serviced workspaces with total value >= €30,000; (T2) proposed Contract Manager with minimum 2 years contract management experience for similar services and self-declared B1 English.
13. 13Exclusion: standard Financial Regulation exclusion grounds apply; tenderers must submit Declaration on Honour (SSF6).
14. 14Subcontracting: must be declared in SSF3. Identified subcontractors (capacity relied upon or >20% of contract volume) must provide commitment letters (SSF4). Entities on whose capacities tenderer relies must provide SSF5.
15. 15Documents to submit: see Annex 1 (Identification forms, Declaration on Honour, legal/financial evidence, SSF7 financial Excel, SSF8 technical compliance checklist, photos/floor plans, supporting documentation).
16. 16Tender validity: tenders must remain valid for 9 months.

Key Dates and Procedural Details

Application Templates and Forms — Structure and Guidance

The procurement dossier provides a complete set of standard submission forms (SSF1 to SSF8), a Financial Offer Excel (SSF7) and technical compliance list (SSF8). Use the provided templates exactly; do not modify formulae in SSF7 Excel. Below is a concise structure and recommended content per required submission form.

1. 1SSF1 Identification of the Tenderer: full legal name, legal representative(s), contact details, SME self‑declaration (statistical), details for each group member where applicable, and upload of Financial Identification and Legal Entity forms or links to national registries when available.
2. 2SSF2 Agreement / Power of Attorney (joint tenders): signed power of attorney among group members appointing group leader, joint & several liability statement and allocation of roles; required if submitting as a group.
3. 3SSF3 List of Identified Subcontractors: indicate whether subcontracting is planned; identify subcontractors whose share > 20% or those relied upon for selection criteria; provide roles/tasks and percentage of contract volume.
4. 4SSF4 Commitment Letter by Identified Subcontractor: each identified subcontractor must sign a commitment letter confirming availability of resources and compliance with procurement terms.
5. 5SSF5 Commitment Letter by an Entity Whose Capacity is Being Relied Upon: if the tenderer relies on another entity (not subcontractor) to meet selection criteria, that entity must sign SSF5 committing resources.
6. 6SSF6 Declaration on Honour (exclusion & selection criteria): mandatory signed declaration regarding exclusion grounds and confirmation of meeting selection criteria; may be re‑used across procedures if within one year and unchanged.
7. 7SSF7 Financial Tender (Excel): use the provided SSF7 Excel template. Enter the monthly net price per working station (EUR), ensure totals auto-calc correctly, sign and upload. The total net amount for evaluation in the Excel must match the 'Total amount' field in eSubmission.
8. 8SSF8 Technical Tender (Technical Compliance List): complete the mandatory requirements checklist, provide details of premises (address, Google Maps link, photos, floor plans, number of stations, opening hours, contact person), attach supporting documentation (photographs of workstations, common areas, kitchenette, toilets, exterior, Google Maps screenshot). Include proposed cancellation policy and describe compliance with health & safety/fire regulations.

Important operational note:tenderers should ensure the proposed premises are not shared with other organisations for the EUAA working areas, provide clean and ready-to-use facilities, and take operational responsibility for utilities and technical issues. Preferable features (24/7 access, Wi-Fi >=75 Mbps, disability access, meeting room, reception) are optional and informational only; they will not impact award evaluation but may be considered during operational negotiations.

Evaluation and Award — Practical Advice

1. 1Ensure non‑exclusion: submit SSF6 Declaration on Honour and be aware that the contracting authority may check EDES and request documentary evidence at any time during the procedure.
2. 2Meet selection minima: include profit & loss accounts and balance sheets for last two closed years to evidence turnover criteria (F1), and provide references/contracts/aggregated bookings to demonstrate experience meeting T1 value and scope requirements.
3. 3Proposed Contract Manager: include CV and English self-declaration (B1 minimum) per T2.
4. 4Technical compliance: complete SSF8 fully and attach high-quality photos, floor plans and a Google Maps screenshot proving distance to Lampedusa Hotspot (use Google Maps measure tool).
5. 5Financial offer: do not alter formulas in SSF7 Excel. Quote all-inclusive net monthly unit price in EUR per working station and ensure the value entered in the eSubmission 'Total amount' field matches the Excel total. Prices will be ranked lowest first among compliant tenders.
6. 6Subcontracting & reliance: if relying on others to meet selection criteria, include SSF3/SSF4/SSF5 evidence and ensure those entities can provide requested documentary evidence upon contracting authority request.
7. 7Timeliness & system readiness: prepare eSubmission upload well ahead of deadline to avoid technical issues (supported browsers Chrome/Firefox). Max attachment size and number limitations apply; check eSubmission System Requirements.

Procurement contact and Q&A:Questions must be submitted via the F&T Portal Questions & Answers section before 29/09/2026 23:59 Europe/Malta. The contracting authority is not bound to respond to questions submitted after that date. All procurement documents, clarifications and Q&A will be published at the F&T Portal opportunity page F&T Portal tender page ¹.

Concluding summary

What this opportunity is about and how to approach it:EUAA seeks a single contractor to conclude a non-reopenable framework contract to provide a minimum of three serviced working stations and related services in Lampedusa, Italy, for EUAA operational use. The contract is a services framework (CPV 98340000) with an overall ceiling of €160,000 and up to 48 months duration (initial 12 months plus renewals). Tenderers must submit a complete electronic package via eSubmission including identification, exclusion and selection declarations, a technical compliance checklist with supporting evidence (premises photos, floor plans, Google Maps location), and a fully completed SSF7 financial Excel template with an all-inclusive net monthly unit price per working station. Award is by lowest cost among tenders that meet mandatory technical, legal and selection criteria. Carefully follow the templates, demonstrate immediate availability of suitable premises within 5 km of the Lampedusa Hotspot, ensure completeness of documentary evidence for financial and technical selection criteria, and submit on time using eSubmission. For documents and registration use the EU Funding & Tenders Portal; submit any clarifying questions via the Portal Q&A before the stated deadline and monitor the portal for updates and published clarifications ¹.

Footnotes

1. 1All procurement documents (Invitation to tender, Tender specifications Part 1 and Part 2, Technical specifications, Draft framework contract, Financial offer template, Standard Submission Forms SSF1-SSF8) are available on the EU Funding & Tenders Portal tender details page: ec.europa.eu

This is a public procurement tender, not a grant, for a services framework contract to provide serviced working stations and related services for the European Union Agency for Asylum in Lampedusa, Italy. The opportunity is identified as EUAA/MLA/2026/OP/0022 and is published on the EU Funding and Tenders Portal¹[1][2].

Key procurement facts

What the contract is about

The contract covers the provision of serviced working stations and associated support services needed by EUAA in Lampedusa. The published classification places the procurement under accommodation and office services, which indicates a facility based service package rather than a purely advisory or IT contract[1].

Who can apply

The call is open to economic operators that can deliver the required services and satisfy the exclusion and selection criteria set out in the procurement documents. Because it is an open procedure, any interested supplier meeting those conditions may submit a tender, subject to the formal submission rules in the tender documents[1].

Practical bidder requirements:Tenders must be submitted electronically, the tender package includes administrative, technical and financial forms, and questions submitted after the published cut off date are not guaranteed a reply[1].

1. 1Review the administrative and technical specifications before preparing the offer[1].
2. 2Complete the financial tender form and any standard submission forms required by the portal package[1].
3. 3Submit electronically before the Malta time deadline of 7 October 2026 at 16:00[1][2].
4. 4Plan for the framework contract structure, which may run for up to 48 months if renewed as provided in the draft contract[1].

What applicants should know

There is no grant funding rate, co financing percentage, or reimbursement model here. The decisive commercial factor is the offered price, because the award method is lowest cost and the contract is structured as a service framework agreement[1].

Footnotes

1. 1Official procurement notice and associated documents on the EU funding portal and the EUAA procurement listing.