Provision of Travel Agency services for Frontex guests from third countries

The European Border and Coast Guard Agency (FRONTEX) has released a tender (FRONTEX/2025/OP/0023) for the provision of travel agency services for guests from third countries. The estimated total contract value is 2,000,000 EUR, and the contract duration is planned for 48 months, starting with an initial period of 12 months renewable up to three times. The main objectives of this contract are to ensure high-quality travel-related services, including transportation, accommodation, and visa assistance.

Eligible applicants are primarily large enterprises able to meet the contract's scale and complexity. The tender is viewed as unsuitable for small and medium-sized enterprises, as indicated by the SME suitability indicator being false. The procurement type is specifically classified as a services contract.

The geographic eligibility for applicants is generally open to entities registered in the EU and the EEA. Despite the service focus on guests from third countries, bidders must be based within the EU/EEA or countries having agreements with the EU regarding public procurement.

The contract aims to cater primarily to the travel and tourism sector, with specific attention to travel agency services, as denoted by the relevant CPV codes (63500000, 63510000). The tender is open for submissions electronically, employing a single-stage evaluation process. The submission deadline is set for August 26, 2025, with a public opening of tenders scheduled for August 27, 2025.

There are no co-funding requirements for applicants, and the award criteria weigh quality at 60% against price at 40%. The electronic submission process entails the necessity of a Personal Identification Code (PIC), which all applicants must secure to participate.

A comprehensive array of documents related to the tender is available for download, covering terms of reference, specifications, and financial offer forms. The submission method requires compliance with certain technical requirements, including file size limitations.

In summary, this call for tenders reflects FRONTEX's objective to streamline and enhance travel services for its guests, ensuring operational effectiveness over the specified term, with a total estimated contract value of 2 million EUR.

The European Border and Coast Guard Agency (FRONTEX) has issued a call for tenders, FRONTEX/2025/OP/0023, for the provision of travel agency services for Frontex guests from third countries. The TED reference for this tender is 131/2025 453543-2025. The submission method is electronic, and the call is currently open for submission.

The contract aims to ensure high-quality travel agency services, encompassing transportation, accommodation, and other travel-related services such as visa assistance. The selected travel agency will be responsible for providing these services to Frontex guests from third countries who are traveling at the request of Frontex.

This is an open procedure with an estimated total value of 2,000,000 EUR. The TED publication date was 11/07/2025. The lead contracting authority is the European Border and Coast Guard Agency (FRONTEX). The main classification according to CPV is 63000000 Supporting and auxiliary transport services; travel agencies 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 the framework agreement will be without reopening of competition.

Key milestones include: TED publication date: 11/07/2025, Date and time of public opening: 27/08/2025 12:00 Europe/Warsaw, Deadline for receipt of tenders: 26/08/2025 23:59 Europe/Warsaw, Deadline after which the Contracting authority is not bound to reply to questions: 18/08/2025 05:00 Europe/Warsaw.

The following documents are available for download:

EN Invitation to tender Travel Invitation letter, published on 11/07/2025, Version 1, No translations available.
EN Annex I. Tender specifications Travel Tender specifications, published on 11/07/2025, Version 1, No translations available.
EN Annex II Terms of reference 2025 Terms of reference, published on 11/07/2025, Version 1, No translations available.
EN Annex II. Appendix 3. Draft DPA Terms of reference, published on 11/07/2025, Version 1, No translations available.
EN Annex II. Appendix 4. CV template Terms of reference, published on 11/07/2025, Version 1, No translations available.
EN Annex III. Draft contract Draft contract, published on 11/07/2025, Version 1, No translations available.
EN Annex IV Financial offer Financial offer form, published on 11/07/2025, Version 1, No translations available.
EN Annex V Declaration on honour FR 2024 Declaration on honour (tender), published on 11/07/2025, Version 1, No translations available.
EN Annex VI Tender Submission Form Other invitation to tender document, published on 11/07/2025, Version 1, No translations available.
EN Annex VII PoA Commitment Letter-FR 2024 Other invitation to tender document, published on 11/07/2025, Version 1, No translations available.

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

Frequently Asked Questions (FAQ) related to the eSubmission system:

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 20:52

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 20:52

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 20:50

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in one of these sections: In ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate. Published on 17/10/2024 20:40

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 20:36

How should I name attachments in eSubmission? Attachments must be named following the System Requirements. See the following conditions: The Published on 03/10/2024 16:39

Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements of eSubmission. Published on 03/10/2024 16:37

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 16:37

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 Published on 03/10/2024 16:36

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 16:36

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. You are able to check the eSubmission System Requirements in the documentation by clicking Published on 03/10/2024 16:35

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. Therefore, if your organisation already Published on 23/04/2024 17:14

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 Published on 23/04/2024 16:07

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 22:55

How many languages does the system support? The system is multilingual and supports all 24 official EU languages. Published on 01/04/2024 19:56

Which is the character set encoding in the system? The character set encoding is UTF-8. Published on 22/02/2024 23:58

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 22/02/2024 23:57

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. M Published on 21/02/2024 23:55

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 21:32

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 22:07

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 22:05

In summary, this is a call for tenders by Frontex seeking a travel agency to provide comprehensive travel services, including transportation, accommodation, and visa assistance, for Frontex guests from third countries. The tender is an open procedure with a maximum contract duration of 48 months and an estimated value of 2,000,000 EUR. The award will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by 26/08/2025, and a Participant Identification Code (PIC) is mandatory for participation. The eSubmission system supports various file types and has specific requirements for file sizes and naming conventions.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that travel agencies, potentially including SMEs and large enterprises, are eligible.

Funding Type: This is a procurement opportunity, specifically a service contract.

Consortium Requirement: The information does not explicitly state whether a single applicant or a consortium is required. However, the FAQ section mentions that a Personal Identification Code (PIC) is mandatory to participate as a sole candidate/tenderer or as a member of a group (consortium), suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender by Frontex, it is likely open to entities registered in the EU and potentially EEA countries. The services concern Frontex guests from third countries, implying that the travel agency itself needs to be based within a region that can contract with the EU.

Target Sector: The target sector is travel agency services, including transportation, accommodation, and visa services.

Mentioned Countries: France is mentioned in the "Declaration on honour FR 2024" document, but this likely refers to the declaration being in French or related to French regulations rather than limiting the opportunity to French entities. Poland is mentioned as the location for the date and time of the public opening (Europe/Warsaw). Third countries are mentioned as the origin of Frontex guests.

Project Stage: This opportunity is for the operational provision of travel agency services; therefore, it is at the commercialization stage.

Funding Amount: The estimated total value of the contract is 2,000,000 EUR.

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

Nature of Support: Beneficiaries will receive money in exchange for providing travel agency 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: The success rates are not mentioned.

Co-funding Requirement: Co-funding is not mentioned, implying that it is not required.

Summary:

This is a call for tenders issued by the European Border and Coast Guard Agency (FRONTEX) to procure travel agency services. The selected travel agency will be responsible for providing high-quality travel-related services, including transportation, accommodation, and visa assistance, to Frontex guests from third countries. The estimated total value of the contract is 2,000,000 EUR, and the maximum contract duration is 48 months. The procedure type is an open procedure, and submissions must be sent electronically. The award method will be based on the best price-quality ratio. The deadline for receipt of tenders is August 26, 2025, at 23:59 Europe/Warsaw. A public opening of the tenders is scheduled for August 27, 2025, at 12:00 Europe/Warsaw. The contracting authority will not reply to questions submitted after August 18, 2025, at 05:00 Europe/Warsaw. Tenderers must submit their proposals electronically through the eSubmission system, ensuring that all attachments comply with the system's technical requirements, including file size limits (under 50 MB) and naming conventions. A Personal Identification Code (PIC) is mandatory for participation, whether as a sole tenderer or as part of a consortium. The system supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.