Public internet access and fixed telephony services

This document details a public procurement opportunity issued by the European Food Safety Authority (EFSA) for Information Technology Solutions focusing on public internet access services and fixed telephony services. The procedure identifier for this call is EFSA/2025/OP/0024, with a TED reference of 195/2025 and a publication date of October 10, 2025.

The procurement is structured into two lots. Lot 1 pertains to public internet access services with an estimated value of €400,000, while Lot 2 relates to fixed telephony services with an estimated value of €50,000, culminating in a total estimated budget of €450,000 for the entire contract period. The duration of the contract is a maximum of 48 months, inclusive of an initial period of 12 months that can be renewed up to three times.

Eligible applicants include a wide range of companies and organizations capable of delivering the required services, which may include both SMEs and large enterprises. The specific types of eligible applicants are not strictly defined, allowing for considerable flexibility in participation. Importantly, the framework agreement allows for contracts to be awarded without reopening the competition.

Geographically, the tender is expected to be open to entities registered within the EU and possibly EEA countries, although specifics are not explicitly outlined. Applicants are advised to verify eligibility as per the call documents.

The procurement explicitly seeks service providers with established infrastructure in the ICT sector. It is set at the operational stage, meaning it targets service providers already delivering similar services rather than entities involved in research or development projects.

The submission process is an open call that mandates electronic submission through the designated eSubmission system. Interested parties must ensure that all proposals are submitted by the deadline of November 21, 2025, at 14:30 Europe/Rome time. Any queries must be directed to the contracting authority prior to November 13, 2025, as no responses will be provided after this date.

Submissions must adhere to strict guidelines concerning file types, sizes, and naming conventions, and require a Participant Identification Code (PIC) to participate. The award method will evaluate tenders based on the best price-quality ratio, emphasizing both cost-effectiveness and service quality.

Additional documents supporting the tender, including specifications and contracts, have been published and are available for download. The tender aims to attract skilled providers capable of fulfilling the ongoing internet and telephony service needs of EFSA.

This procurement is fundamentally a competitive tender for services, different from traditional grant opportunities, with successful bidders compensated directly for their services based on the contractual agreement.

This is a call for tenders by the European Food Safety Authority (EFSA) with the procedure identifier EFSA/2025/OP/0024. The TED reference is 195/2025 668012-2025. The call is for providing Information Technology Solutions in the fields of public internet access services and fixed telephony services. It is an open procedure, and submissions must be electronic. The estimated total value is 450000 EUR. The TED publication date is 10/10/2025. The lead contracting authority is the European Food Safety Authority. The main classification (CPV) code is 72400000.

The call is divided into two lots:

Lot 1: Public Internet Access Services
Title: Public Internet Access Services
Description: Provision of public internet access services
Nature of the contract: services
Maximum contract duration: 48 months
Award method: best price-quality ratio
Estimated value: 400000 EUR
Lead contracting authority: European Food Safety Authority
Framework agreement: framework agreement, without reopening of competition
Main classification (CPV): 72400000
Additional classification (CPV): 45314200
Milestones:
TED publication date: 10/10/2025
Date and time of public opening: 24/11/2025 14:30 Europe/Rome
Deadline for receipt of tenders: 21/11/2025 14:30 Europe/Rome
Contracting authority is not bound to reply to questions submitted after: 13/11/2025 07:00 Europe/Rome

Lot 2: Fixed Telephony Services
Title: Fixed Telephony Services
Description: Provision of fixed telephony services
Nature of the contract: services
Maximum contract duration: 48 months
Award method: best price-quality ratio
Estimated value: 50000 EUR
Lead contracting authority: European Food Safety Authority
Framework agreement: framework agreement, without reopening of competition
Main classification (CPV): 72400000
Additional classification (CPV): 45314200
Milestones:
TED publication date: 10/10/2025
Date and time of public opening: 24/11/2025 14:30 Europe/Rome
Deadline for receipt of tenders: 21/11/2025 14:30 Europe/Rome
Contracting authority is not bound to reply to questions submitted after: 13/11/2025 07:00 Europe/Rome

The following documents are available for download:
ENOC Invitation to tender Internet& Telephony services (1)Invitation letterPublished on 10/10/2025All lotsVersion 1 No translations available
ENTender specs - Internet&Telephony servicesTender specificationsPublished on 10/10/2025All lotsVersion 1 No translations available
ENAnnex 8 – Information on environmental managementTerms of referencePublished on 10/10/2025All lotsVersion 1 No translations available
ENANNEX 3 DETAILED TECHNICAL SPECIFICATIONSTechnical specificationsPublished on 10/10/2025All lotsVersion 1 No translations available
ENAnnex 7 - Assessment of interference risks (VaRiS)Technical specificationsPublished on 10/10/2025All lotsVersion 1 No translations available
ENAnnex 5 - quality - Award CriteriaTechnical specificationsPublished on 10/10/2025All lotsVersion 1 No translations available
ENAnnex 4 - Substantial Service RequirementsTechnical specificationsPublished on 10/10/2025All lotsVersion 1 No translations available
ENAnnex 6 - EFSA Calendar 2025Technical specificationsPublished on 10/10/2025All lotsVersion 1 No translations available
ENAnnex 2.2 - Draft FWC - Lot 2Draft contractPublished on 10/10/2025Lot 2Version 1 No translations available
ENAnnex 2.1 - Draft FWC - Lot 1Draft contractPublished on 10/10/2025Lot 1Version 1 No translations available

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

FAQ regarding the eSubmission system:

How to proceed if the system is slow or doesn’t work while uploading/downloading documents?
Make sure you use the latest versions of Google Chrome or Mozilla Firefox. If the issue persists, try the following steps: 1. 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. Thus, the system will not allow decryption after the upload.

Where can I find my submissions in Manage My Area, in the Funding & Tenders portal?
Depending on the type or step of procedure, you can find the submissions in one of these sections: 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. Any larger sizes will not be accepted by the system.

How should I name attachments in eSubmission?
In eSubmission, you must name the attachments for your tender draft following the System Requirements. With regards to all attachment names, please see the following conditions: The attachment name must not exceed 100 characters. Only use Latin alphanumeric characters, numbers, underscore (_), hyphen (-) and dot (.). Other characters are automatically removed by the system.

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” column.

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.

I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do?
When uploading a file in eSubmission, you must first make sure it follows the technical requirements of the system. A) For procurement procedures: Allowed file extensions: .pdf, .doc, .docx, .xls, .xlsx, .odt, .ods, .zip. Maximum file size: 50 MB. B) For request to participate: Allowed file extensions: .pdf, .doc, .docx. Maximum file size: 50 MB.

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. Only one PIC per organisation must be used.

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.

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 your submission and submitting a new version.

In summary, this is a call for tenders by the European Food Safety Authority (EFSA) seeking IT solutions for public internet access and fixed telephony services. The tender is divided into two lots: one for public internet access services and another for fixed telephony services. The total estimated value of the tender is 450,000 EUR. The deadline for submitting tenders is November 21, 2025. The submission must be done electronically, and potential tenderers must adhere to specific guidelines regarding file types, sizes, and naming conventions. A Participant Identification Code (PIC) is mandatory for participation. The eSubmission system supports all 24 official EU languages and uses encryption to ensure data integrity and confidentiality. Several FAQs address common technical issues and requirements related to the eSubmission process.

Eligible Applicant Types: The opportunity is open to any type of applicant capable of providing the required services. This includes companies and organizations that can deliver Information Technology Solutions in the fields of public internet access services and fixed telephony services. The specific types of eligible applicants are not further defined, implying a broad range of potential applicants from SMEs to large enterprises, provided they meet the technical and service requirements.

Funding Type: This is a procurement opportunity, specifically a call for tenders. The financial mechanism is a service contract where the selected tenderer(s) will be contracted to provide public internet access and fixed telephony services in exchange for payment. The procedure aims to establish a framework agreement.

Consortium Requirement: The opportunity does not explicitly state whether a single applicant or a consortium is required. However, the documentation mentions the need for a Personal Identification Code (PIC) for each member of a group (consortium), suggesting that consortia are permitted. The possibility exists for both single applicants and consortia to apply.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender, it is likely open to entities registered in the EU and potentially EEA countries. The absence of specific restrictions suggests a broad eligibility within the European economic area, but applicants should verify this in the official call documents.

Target Sector: The target sector is Information Technology (IT) and Telecommunications. Specifically, the tender targets companies providing services in public internet access and fixed telephony. The relevant sectors include telecommunications, internet service providers, and IT solutions providers.

Mentioned Countries: No specific countries are mentioned. The contracting authority is the European Food Safety Authority (EFSA), which operates at the EU level. The applicable region is the European Union.

Project Stage: The project stage is for service provision. The tender is seeking established providers of internet and telephony services, not projects in the research, development, or demonstration phases. The expected stage is operational and commercialization, where the selected provider will deliver services according to the tender specifications.

Funding Amount: The estimated total value of the tender is 450,000 EUR. Lot 1, Public Internet Access Services, has an estimated value of 400,000 EUR, and Lot 2, Fixed Telephony Services, has an estimated value of 50,000 EUR.

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

Nature of Support: The nature of support is monetary. Successful tenderers will receive payments for the services they provide under the framework agreement.

Application Stages: The number of application stages is not explicitly detailed, but it involves at least one stage of submitting a tender. The evaluation process will likely involve assessing the quality and price of the tenders, as indicated by the award method being the best price-quality ratio.

Success Rates: There is no information about the success rates for this tender.

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

Summary:

This is a call for tenders issued by the European Food Safety Authority (EFSA) to secure Information Technology Solutions in public internet access and fixed telephony services. The procedure is an open call with electronic submission. The estimated total value of the tender is 450,000 EUR, divided into two lots: one for public internet access services (400,000 EUR) and another for fixed telephony services (50,000 EUR). The contract duration is a maximum of 48 months.

The tender seeks established service providers capable of delivering reliable and high-quality internet and telephony services. The award method is based on the best price-quality ratio, indicating that both the cost and the quality of the proposed services will be evaluated.

Interested applicants must submit their tenders electronically through the designated eSubmission portal, adhering to the specified deadlines and technical requirements. A Participant Identification Code (PIC) is mandatory for participation, whether as a single entity or as part of a consortium. The system supports all 24 official EU languages, and attachments must comply with the system's file size and naming conventions.

The tender documents include an invitation letter, tender specifications, detailed technical specifications, information on environmental management, assessment of interference risks, quality and award criteria, substantial service requirements, and draft framework contracts for both lots.

The deadline for receipt of tenders is November 21, 2025, at 14:30 Europe/Rome time. Potential tenderers are advised to submit any questions well in advance of the deadline, as the contracting authority is not bound to reply to questions submitted after November 13, 2025, at 07:00 Europe/Rome time.