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

The European Union Agency for Asylum (EUAA) is inviting tenders for the provision of serviced working stations in Sofia, Bulgaria, under the procurement opportunity identified as EUAA/MLA/2025/OP/0027. The overall estimated value of the framework contract is €360,000, and the duration of the contract can be up to 48 months. The tender was published on November 20, 2025, with a deadline for receipt of tenders set for January 14, 2026, at 14:00 Europe/Malta time. Public opening of the tenders will occur on the same day at 16:00 Europe/Malta.

This is an open procedure requiring electronic submission through the eSubmission system. The contract will be awarded based solely on the lowest price submitted, without reopening the competition. Interested parties must register for a Personal Identification Code (PIC), which is mandatory for participation, whether bidders are acting individually or as part of a consortium.

The eligible applicant types are broad, including any economic operators capable of providing serviced working stations, but it is noted that this opportunity may not be particularly suitable for small and medium-sized enterprises (SMEs). The opportunity does not impose a co-funding requirement.

The main target sector for this tender falls under accommodation and office services, classified under the Common Procurement Vocabulary (CPV) code 98340000. While the opportunity is open generally, the location for service delivery is explicitly Sofia, Bulgaria, meaning applicants should be able to operate within this geographic area.

Key submission documents including the invitation letter, administrative specifications, technical specifications, and financial offer forms are available for download. Important submission guidelines include a maximum file size of 50 MB per document and up to 200 files allowed per submission. All documents will be encrypted upon upload to maintain confidentiality and integrity.

In summary, this procurement is an open invitation to any qualified organization to submit tenders electronically for the provision of serviced working stations for the EUAA, with a total estimated contract value of €360,000 and a contract duration of up to 48 months, based on competitive pricing. Interested parties are encouraged to consult the complete tender documents for more detailed requirements and administrative procedures.

The European Union Agency for Asylum (EUAA) is launching an invitation to tender, identified as EUAAMLA2025OP0027, for the provision of serviced working stations in Sofia, Bulgaria. The TED reference for this tender is 2025/S 224-769924. The procedure identifier is EUAA/MLA/2025/OP/0027.

This is an open procedure, and submissions must be made electronically. The estimated total value of the framework contract is 360,000 EUR. The TED publication date is 20/11/2025. 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 will be based on the lowest price. It is a framework agreement without reopening of competition.

Key milestones include: TED publication date: 20/11/2025, Date and time of public opening: 14/01/2026 16:00 Europe/Malta, Deadline for receipt of tenders: 14/01/2026 14:00 Europe/Malta, and the Contracting authority is not bound to reply to questions submitted after 06/01/2026 07:00 Europe/Malta.

The following documents are available for download:

1. ENEN-Invitation to tender EUAAMLA2025OP0027 Serviced working stations BulgariaInvitation letter, published on 20/11/2025, Version 1, No translations available.
2. ENEUAA MLA 2025 0027 Tender specifications Part 1 Administrative specificationsTender specifications - adm. part, published on 20/11/2025, Version 1, No translations available.
3. ENEUAA MLA 2025 0027 Tender Specifications Part 2 Technical specificationsTechnical specifications, published on 20/11/2025, Version 1, No translations available.
4. ENEUAA MLA 2025 0027 Financial Tender SSF7Financial offer form, published on 20/11/2025, Version 1, No translations available.
5. ENEUAA MLA 2025 OP 0027 DRAFT FWCDraft contract, published on 20/11/2025, Version 1, No translations available.
6. ENEUAA MLA 2025 OP 0027 Standard Submission FormsOther invitation to tender document, published on 20/11/2025, Version 1, No translations available.

Submissions must be sent exclusively via electronic means to the address provided in the submission section.

Frequently Asked Questions (FAQ) related to 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. If the issue persists, 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. Thus, the system will not allow decryption after the 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. Any larger sizes will not be accepted by the system. Published on 17/10/2024 21:36.
6. How should I name attachments in eSubmission? Name the attachments for your tender draft following the System Requirements. See the following conditions: The attachment names must comply with the system requirements. 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” column. 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). For subcontractors PIC is not mandatory. 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: check system requirements. B) For request procedures: check system requirements. 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. Check the eSubmission System Requirements in the documentation. 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. If your organisation is a bigger structure, use the tool. Published on 23/04/2024 17:07.
14. 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.
15. Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 23/02/2024 00:58.
16. 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.
17. 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.
18. 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.
19. 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.
20. 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 tender opportunity, EUAA/MLA/2025/OP/0027, is an invitation for companies to bid on a framework contract to provide serviced working stations for the European Union Agency for Asylum (EUAA) in Sofia, Bulgaria. The contract is valued at an estimated 360,000 EUR and has a maximum duration of 48 months. The tendering process is an open procedure, meaning any eligible company can submit a bid electronically. The award will be based on the lowest price offered. Interested parties must submit their tenders by 14:00 Europe/Malta time on 14/01/2026. The tender documents, including the invitation letter, administrative specifications, technical specifications, financial offer form, draft contract, and standard submission forms, are available for download. Potential tenderers should pay close attention to the eSubmission system requirements, particularly regarding file size (maximum 50 MB per file) and the number of attachments (maximum 200 files). A Personal Identification Code (PIC) is mandatory for participation.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that companies or service providers capable of providing serviced working stations are eligible. This could include SMEs, large enterprises, or other organizations with the relevant capacity.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The financial mechanism is a service contract.

Consortium Requirement: The opportunity does not explicitly state whether a single applicant or a consortium is required. However, the FAQ mentions that a Personal Identification Code (PIC) is mandatory to participate 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 location for the service is Sofia, Bulgaria. While the announcement does not explicitly restrict applicants based on their location, it is implied that applicants should be able to provide services in Sofia, Bulgaria. Therefore, companies registered in Bulgaria or with the capacity to operate there are likely to be favored.

Target Sector: The target sector is accommodation and office services, as indicated by the CPV code 98340000. This falls under the broader category of business services.

Mentioned Countries: Bulgaria is explicitly mentioned as the location for the serviced working stations.

Project Stage: The project is at the procurement stage, where the EUAA is seeking a service provider to deliver serviced working stations.

Funding Amount: The estimated total value of the tender is 360,000 EUR.

Application Type: The application type is an open call for tenders, with electronic submission.

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

Application Stages: The number of stages is not explicitly mentioned, but typically a tender process involves at least two stages: submission of the tender and evaluation of the tenders received.

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

Co-funding Requirement: The text does not mention any 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/0027. The estimated total value of the tender is 360,000 EUR, and the maximum contract duration is 48 months. The tender was published on November 20, 2025, and the deadline for receipt of tenders is January 14, 2026, at 14:00 Europe/Malta time. The public opening of the tenders will take place on January 14, 2026, at 16:00 Europe/Malta time. The contracting authority is not bound to reply to questions submitted after January 6, 2026, at 07:00 Europe/Malta time.

The submission method is electronic, and tenderers must submit their proposals through the designated eSubmission portal. The award method is based on the lowest price. The contract is a framework agreement without reopening of competition.

To participate, tenderers must register for a Participant Identification Code (PIC). The eSubmission system supports various file types and allows a maximum of 200 files per submission, with each file being less than 50 MB in size. The system supports all 24 official EU languages and uses UTF-8 character set encoding. The system encrypts all uploaded documents to ensure integrity and confidentiality.

Several documents are available for download, including the invitation letter, administrative specifications, technical specifications, financial offer form, draft contract, and standard submission forms. These documents provide detailed information about the requirements and procedures for submitting a tender.

The EUAA is seeking a provider who can offer serviced working stations in Sofia, Bulgaria, for a period of up to 48 months. The tender is open to any organization capable of providing these services, and submissions must be made electronically through the eSubmission portal by the specified deadline. The contract will be awarded to the tenderer offering the lowest price.