Provision of serviced working stations for the EUAA in Sofia, Bulgaria

The European Union Agency for Asylum (EUAA) has issued a call for tenders designated as EUAA/MLA/2025/OP/0023 for the provision of serviced working stations in Sofia, Bulgaria. This procurement opportunity features a framework agreement with an estimated total contract value of €352,000. The main classification of the contract falls under the Common Procurement Vocabulary (CPV) code 98340000, which pertains to accommodation and office services.

The tendering process is open and requires electronic submissions via the EU’s Funding and Tenders Portal. Submissions must be completed by September 10, 2025, at 14:00 Europe/Malta time, with a public opening scheduled for the same day at 16:00 Europe/Malta time. Interested participants must possess a Participant Identification Code (PIC) to participate, which is mandatory whether applying individually or as part of a consortium.

The contract is structured for a maximum duration of 48 months, allowing for renewal up to three times. The award criteria for this procurement are based solely on price, with a weight of 100%, emphasizing a competitive cost. There is no co-funding requirement stated, and the applicant types are broadly specified without favoring small and medium-sized enterprises (SMEs), although they are not explicitly excluded.

The opportunity is described as being open to various organizations capable of providing the necessary services, indicating a likely openness to EU-based entities beyond Bulgaria, contingent upon their ability to deliver within the specified geographic area. No multiple evaluation stages are documented, suggesting a straightforward application process.

The documents necessary for participation include an invitation letter, a draft contract, administrative and technical specifications, a financial offer form, and standard submission forms. The submission system supports file types and has a maximum file size limit of 50 MB per attachment, with a total of up to 200 files allowed per tender submission.

In terms of procedural integrity, the submission system ensures data confidentiality through encryption. It is multilingual and accommodates all 24 official EU languages. A section for questions and answers is available for prospective applicants until close to the submission deadline, with the stipulation that inquiries after September 1, 2025, at 06:00 Europe/Malta time will not receive responses.

This trial highlights a structured opportunity within the EU’s framework for public procurement, designed to secure essential services for its agencies while maintaining standards of transparency, competitive pricing, and accessibility for a range of applicants.

The EU Funding & Tenders Portal presents a call for tenders, EUAA/MLA/2025/OP/0023, for the provision of serviced working stations for the European Union Agency for Asylum (EUAA) in Sofia, Bulgaria. This is an open procedure with electronic submission. The TED reference is 146/2025 504556-2025.

The estimated total value of this framework contract (FWC) is 352,000 EUR. The TED publication date is 01/08/2025. The lead contracting authority is the European Union Agency for Asylum. The main classification (CPV) code is 98340000, which refers to accommodation and office services. The nature of the contract is for services, and the maximum contract duration is 48 months. The award method is based on the lowest price. It is a framework agreement without reopening of competition.

Key milestones include: TED publication date on 01/08/2025, a public opening on 10/09/2025 at 16:00 Europe/Malta time, and a deadline for receipt of tenders on 10/09/2025 at 14:00 Europe/Malta time. The contracting authority is not bound to reply to questions submitted after 01/09/2025 06:00 Europe/Malta.

The following documents are available for download:
1. ENEN-Invitation to tender EUAAMLA2025OP0023 Serviced working stations BulgariaInvitation letter, published on 01/08/2025, Version 1, no translations available.
2. ENEUAA MLA 2025 OP 0023 DRAFT FWCDraft contract, published on 01/08/2025, Version 1, no translations available.
3. ENEUAA MLA 2025 OP 0023 Tender Specifications Part 1 AdministrativeTender specifications - adm. part, published on 01/08/2025, Version 1, no translations available.
4. ENEUAA MLA 2025 OP 0023 Tender Specifications Part 2 TechnicalTender specifications, published on 01/08/2025, Version 1, no translations available.
5. ENEUAA MLA 2025 OP 0023 Financial Tender SSF7Financial offer form, published on 01/08/2025, Version 1, no translations available.
6. ENEUAA MLA 2025 OP 0023 Standard Submission FormsOther invitation to tender document, published on 01/08/2025, Version 1, no translations available.

Submissions must be sent exclusively via electronic means at the address for submission provided.

A section for Questions and Answers (Q&A) is available, where users can log in to create questions. Currently, there are no public Q&A items.

A list of Frequently Asked Questions (FAQ) is provided, addressing technical aspects of the eSubmission system:
1. 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. Clear the cache and cookies on the Internet browser. Published on 13/02/2025 21:52
2. 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. Published on 13/02/2025 21:52
3. 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. Published on 13/02/2025 21:50
4. 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. Published on 17/10/2024 21:40
5. Which size should attachments have? eSubmission accepts files that are less than 50 MB in size. Published on 17/10/2024 21:36
6. How should I name attachments in eSubmission? Follow the System Requirements. See the following conditions: The attachment names. Published on 03/10/2024 17:39
7. Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 17:37
8. 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”. Published on 03/10/2024 17:37
9. 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). Published on 03/10/2024 17:36
10. 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. A) For procurement procedures: B) For req. Published on 03/10/2024 17:36
11. 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. Published on 03/10/2024 17:35
12. 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. Only one PIC per organisation must be used. Published on 23/04/2024 18:14
13. 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. Published on 23/04/2024 17:07
14. What is the validity period of a PIC? A PIC is unique and its validity is not limited in time. Published on 22/04/2024 23:55
15. How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 20:56
16. Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 23/02/2024 00:58
17. 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. Published on 23/02/2024 00:57
18. 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. Published on 22/02/2024 00:55
19. 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. Published on 24/03/2023 22:32
20. 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. Published on 03/08/2021 23:07
21. 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. Published on 03/08/2021 23:05

In summary, this is a call for tenders by the European Union Agency for Asylum (EUAA) seeking a framework contract for the provision of serviced working stations in Sofia, Bulgaria. The contract is valued at 352,000 EUR and has a maximum duration of 48 months. The tendering process is open and electronic, with a deadline for submissions on September 10, 2025. The award will be based on the lowest price offered. Interested parties must register for a PIC (Participant Identification Code) and submit their tenders electronically, adhering to specific file size and naming conventions. The eSubmission system supports all 24 official EU languages and uses encryption to ensure data integrity and confidentiality. Several FAQs address technical issues related to the eSubmission process, providing guidance to potential tenderers.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely open to businesses or organizations capable of providing accommodation and office services. This could include SMEs, large enterprises, or other entities with the relevant capacity.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The nature of the contract is for 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). This suggests that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The specific geographic eligibility is not explicitly stated, but the tender is for the provision of services in Sofia, Bulgaria. Therefore, it is likely that applicants must be based in Bulgaria or have the capacity to operate there. Given that it is an EU tender, it is possible that companies from other EU member states are also eligible, provided they can deliver the services in Bulgaria.

Target Sector: The target sector is accommodation and office services. The Common Procurement Vocabulary (CPV) code provided, 98340000, confirms this.

Mentioned Countries: Bulgaria is explicitly mentioned as the location where the services are to be provided. Malta is mentioned in relation to the time zone for the public opening and deadline.

Project Stage: This opportunity is for the provision of existing services, so it is at the commercialization stage.

Funding Amount: The estimated total value of the framework agreement is 352,000 EUR.

Application Type: This is an open call for tenders. The submission method is electronic.

Nature of Support: Beneficiaries will receive money in exchange for providing serviced working stations.

Application Stages: The number of stages is not explicitly mentioned, but it involves at least the submission of a tender, evaluation, and contract award. It is likely a multi-stage process.

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

Co-funding Requirement: There is no mention of a co-funding requirement.

Summary:

This is a call for tenders issued by the European Union Agency for Asylum (EUAA) for the provision of serviced working stations in Sofia, Bulgaria. The procedure identifier is EUAA/MLA/2025/OP/0023. The estimated total value of the framework agreement is 352,000 EUR. The contract duration is a maximum of 48 months. The award method is based on the lowest price. The deadline for receipt of tenders is September 10, 2025, at 14:00 Europe/Malta time. The TED publication date was August 1, 2025. Submissions must be sent electronically. The tender documents include an invitation letter, a draft contract, administrative and technical tender specifications, a financial offer form, and standard submission forms. A Personal Identification Code (PIC) is mandatory for participation. 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 UTF-8 character set encoding. The system encrypts all uploaded documents. The contracting authority is not bound to reply to questions submitted after September 1, 2025, at 06:00 Europe/Malta time. The date and time of the public opening is September 10, 2025, at 16:00 Europe/Malta.