Situational Monitoring and Awareness Research Techniques

The European Union Agency for Asylum (EUAA) has announced a call for tenders, identified as EUAA/MLA/2025/OP/0026, for a project titled Situational Monitoring and Awareness Research Techniques (SMART). This tender seeks to enhance the EUAA's role as a center of expertise regarding situational awareness in asylum and reception matters across the EU. The project involves collecting data directly from asylum seekers in reception centers, improving coordination and information exchange between Member States and the European Commission, and supporting the implementation of the Asylum and Migration Pact.

The total estimated value of the tender is €800,000, with a contract duration of up to 24 months. This is categorized as a services contract, and the award will be based on a best price-quality ratio, with a weighting of 70% for quality and 30% for price. The submission process is entirely electronic via the EU's Funding and Tenders Portal, with the deadline for tender submissions set for January 30, 2026, at 17:00 CEST.

Eligible applicants include service providers, consulting firms, and organizations with expertise in data collection and analysis related to asylum and migration. The opportunity is open to bidders from EU Member States and potentially some affiliated countries. It is structured as a single beneficiary contract, indicating one primary contractor will manage the deliverables, although subcontracting may be allowed.

Key deliverables will include various situational awareness reports and analyses that inform EU policy decisions. The project scaling incorporates an existing methodology, known as Surveys with Asylum-related Migrants (SAM). The successful contractor will need to manage complex data collection involving vulnerable populations and adhere to strict EU data protection standards.

The application entails a complete proposal submission in a single stage, with no separate preliminary stage. Electronic submission is mandatory, and all bids must be compliant with technical specifications laid out in the published tender documents, which include the invitation to tender, administrative specifications, and technical requirements.

Tenderers must register for a Personal Identification Code (PIC) to participate, and the entire submission process supports all 24 official EU languages, with documents being encrypted to ensure confidentiality. There is no co-funding requirement for this service contract, as the contract value covers 100% funding from the EUAA.

The call is currently open for submissions, with technical questions accepted until January 22, 2026. This is a competitive opportunity with an emphasis on high-quality proposals given the evaluation criteria's weighting.

The European Union Agency for Asylum (EUAA) has published a call for tenders, ENEUAA MLA 2025 OP 0026, for Situational Monitoring and Awareness Research Techniques. The TED reference for this call is 243/2025 839996-2025. The procedure identifier is EUAA/MLA/2025/OP/0026. The submission method is electronic, and the call is currently open for submission.

The primary objective of this tender is to strengthen the EUAA's role as a center of expertise on situational awareness regarding reception and asylum matters within the Union. This will be achieved through the SMART project, which involves collecting data directly from asylum seekers in reception centers and scaling the EUAA Surveys with Asylum-related Migrants (SAM) using a multi-country data collection system.

The SMART project aims to:

Strengthen the Agency's role as a center of expertise on situational awareness.
Enhance the Agency's capacity to gather and analyze information on the asylum situation in Europe.
Improve the Agency's ability to organize, coordinate, and promote information exchange between Member States and the European Commission.

The outsourcing of data collection capacity will specifically:

Facilitate the Agency's support to the European Commission's needs and requests.
Integrate analytical insights from first-hand data into EU meetings and reports.
Create EUAA products for decision-makers and practitioners at EU and national levels.
Support the implementation of the Asylum and Migration Pact by providing assessments, analyses, and situational awareness.
Facilitate the understanding and forecasting of asylum flows.
Assess the performance of EU Member States on specific indicators.

The procedure type is an open procedure. The estimated total value of the tender is 800,000 EUR. The TED publication date is 17/12/2025. The lead contracting authority is the European Union Agency for Asylum. The main classification (CPV) code is 79311200 Survey conduction services. The nature of the contract is for services, with a maximum contract duration of 24 months. The award method is based on the best price-quality ratio. This is a framework agreement without reopening of competition.

Key milestones include:

TED publication date: 17/12/2025
Date and time of public opening: 02/02/2026 11:00 Europe/Malta
Deadline for receipt of tenders: 30/01/2026 17:00 Europe/Malta
Deadline for submitting questions: 22/01/2026 07:00 Europe/Malta

The following documents are available for download:

ENEUAA MLA 2025 OP 0026 Invitation to tender Invitation letter (Published on 17/12/2025, Version 1)
ENEUAA MLA 2025 OP 0026 Tender specifications Part 1 Administrative specifications Tender specifications adm. part (Published on 17/12/2025, Version 1)
ENEUAA MLA 2025 OP 0026 Tender specifications Part 2 Technical Specifications Technical specifications (Published on 17/12/2025, Version 1)
ENEUAA MLA 2025 OP 0026 Financial Tender SSF7 Financial offer form (Published on 17/12/2025, Version 1)
ENEUAA MLA 2025 OP 0026 Draft FWC Draft contract (Published on 17/12/2025, Version 1)
ENStandard Submission Forms Other invitation to tender document (Published on 17/12/2025, Version 1)

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

Regarding questions and answers (Q&A), tenderers can log in to create questions. Any public Q&A will be available.

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. Clear the cache and cookies.
Which Internet browsers does eSubmission support? Use the latest versions of Google Chrome or Mozilla Firefox. Refer to the System Requirements link for technical recommendations.
Is it possible to view the details of the submission after the deadline? No, the content is encrypted upon upload and cannot be accessed after the deadline.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? In ‘My Submission(s)’: tenders in response to open calls, requests to participate.
Which size should attachments have? Less than 50 MB.
How should I name attachments in eSubmission? Follow the System Requirements for attachment names.
Can I submit a video in eSubmission? Which formats are supported? Check the System Requirements.
I received an invitation from the F&T Portal but cannot view the procurement documents. Select an organisation in the F&T Portal, “My Invitations”.
Do I need to validate my PIC in order to submit a tender in eSubmission? Yes, the Personal Identification Code (PIC) is mandatory.
I have an issue uploading a file in eSubmission and it’s giving me an error. What do I do? Ensure the file follows the technical requirements of the system.
How many attachments can I upload per submission? The maximum is 200 files.
Why do tenderers need a PIC? It is mandatory to register for a PIC to submit a tender.
How do I register my organisation and get a Participant Identification Code (PIC)? Check if the organisation is already registered using the Search PIC tool.
How many languages does the system support? The system 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.
Which file types does the system support? The supported file types depend on the type of submission.
Can I view and edit my draft submission? Yes, until the submission deadline.
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.
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.

In summary, this tender opportunity, EUAA/MLA/2025/OP/0026, focuses on enhancing the European Union Agency for Asylum's (EUAA) capabilities in situational monitoring and awareness through data collection and analysis related to asylum seekers and migration. The project, named SMART, aims to strengthen the EUAA's expertise, improve information exchange, and support the implementation of the Asylum and Migration Pact. The tender is an open procedure with an estimated value of 800,000 EUR and a maximum contract duration of 24 months. Interested parties must submit their tenders electronically by 30/01/2026, following the guidelines and requirements outlined in the tender documents. The award will be based on the best price-quality ratio. The eSubmission system is used for electronic submissions, and tenderers should ensure they meet the system's technical requirements, including file size limits and naming conventions. A Participant Identification Code (PIC) is mandatory for participation.

Eligible Applicant Types: The eligible applicant types are not explicitly defined in the provided text. However, given the nature of the tender, it is likely that eligible applicants could include research institutes, consulting firms, organizations with expertise in survey conduction, data collection, and analysis related to asylum and migration.

Funding Type: The funding type is procurement, specifically a service contract.

Consortium Requirement: The text 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. However, given that the lead contracting authority is the European Union Agency for Asylum and the project focuses on asylum within the Union, it is highly likely that the geographic eligibility includes EU member states and potentially other countries associated with EU asylum policies.

Target Sector: The target sector is related to asylum and migration, specifically focusing on situational awareness, data collection, and analysis related to asylum seekers and migrants in Europe. The thematic areas include research, data analysis, policy support, and information exchange related to asylum and migration.

Mentioned Countries: No specific countries are mentioned, but the opportunity focuses on EU Member States.

Project Stage: The project stage is focused on implementation and data collection, specifically scaling the EUAA Surveys with Asylum-related Migrants (SAM) through a multi-country data collection system. This suggests a stage of development and implementation rather than basic research or idea generation.

Funding Amount: The estimated total value of the tender is 800,000 EUR.

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

Nature of Support: The beneficiaries will receive money in exchange for services.

Application Stages: The number of application stages is not explicitly mentioned, but it can be inferred that there are multiple stages, including submission of the tender, evaluation, and contract award.

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

Co-funding Requirement: The text does not explicitly state whether co-funding is required.

Summary:

This is a call for tenders issued by the European Union Agency for Asylum (EUAA) for "Situational Monitoring and Awareness Research Techniques" with the procedure identifier EUAA/MLA/2025/OP/0026. The tender aims to strengthen the EUAA's role as a center of expertise on situational awareness regarding reception and asylum matters in the EU. The project involves collecting data directly from asylum seekers in reception centers and scaling the EUAA Surveys with Asylum-related Migrants (SAM) through a multi-country data collection system. The objectives are to enhance the Agency's capacity to gather and analyze information, improve information exchange between Member States and the European Commission, and support the implementation of the Asylum and Migration Pact. The estimated total value of the tender is 800,000 EUR, and the maximum contract duration is 24 months. The award method is based on the best price-quality ratio, and the contract is a framework agreement without reopening of competition. The deadline for receipt of tenders is 30/01/2026, and submissions must be sent electronically. The tender documents include an invitation letter, administrative specifications, technical specifications, a financial offer form, a draft contract, and standard submission forms. The EUAA seeks to outsource data collection capacity to facilitate its support role to the European Commission, create EUAA products for decision-makers, and support the understanding and forecasting of asylum flows. Tenderers must register for a PIC (Personal Identification Code) to participate, and the system supports all 24 official EU languages. The eSubmission system accepts files less than 50 MB, and the maximum number of documents allowed per tender is 200. The system encrypts all uploaded documents to ensure integrity and confidentiality.