Supply contract for software and IT hardware to support agricultural, cadastral, and phytosanitary modernisation initiatives

This document outlines a tender opportunity issued by the European Commission's ENEST - Enlargement and Eastern Neighbourhood. It involves the procurement of IT hardware and software to support agricultural and food safety modernization efforts in Ukraine, and is divided into two lots.

Lot 1 focuses on the supply of IT hardware to key agricultural and food safety institutions in Ukraine. This includes equipment such as laptops, printers, and servers, as well as their installation and configuration. The contract duration for this lot is set at 240 days, and the procurement process will favor the lowest price offers.

Lot 2 pertains to the development of an Information System to support phytosanitary inspection measures in its third phase. This lot aims to enhance existing databases for data collection and processing, continuing from previous phases conducted between 2016 and 2024. The project related to this lot has a maximum duration of 730 days and is similarly evaluated based on the lowest price.

The relevant programme supporting this initiative is categorized under the Neighbourhood framework. The place of delivery is specified as Ukraine, and while the audience for applicants is international, the goods and services must be delivered within the country.

Eligible applicants include companies and suppliers capable of providing the necessary IT hardware and software solutions, although specifics regarding size or type of organization have not been strictly defined. The application process is open and requires submission through the EU Funding and Tenders Portal by the deadline of August 20, 2025. A personal identification code (PIC) is required for participation.

The nature of the support provided through this tender is monetary, paying for the delivered goods or services, with no co-funding requirement for the applicants. The application process consists of a single stage requiring the full proposal submission, and while specific success rates are not provided, the award criteria will mainly focus on pricing and compliance with technical specifications.

Overall, this tender represents a significant opportunity for suppliers to engage in critical modernization efforts within Ukraine's agricultural and food safety sectors. Interested parties should review the comprehensive tender documents for further details, including technical specifications, financial offer forms, and additional information necessary for submission.

This is a call for tenders, reference number EC-ENEST/IEV/2025/EA-OP/0068, published on 18/06/2025. The procedure is an open procedure and submissions must be electronic. The lead contracting authority is the European Commission, ENEST - Enlargement and Eastern Neighbourhood. The TED reference is 115/2025 391958-2025.

The call is for a supply contract for software and IT hardware to support agricultural, cadastral, and phytosanitary modernisation initiatives in Ukraine. Specifically, it concerns the procurement of IT hardware and ancillaries to equip the Ukrainian Ministry of Agrarian Policy and Food (MAPF) and the State Service of Ukraine on Food Safety and Consumer Protection (SSUFSCP), as well as some of their subordinated agencies. The SSUFSCP intends to further integrate and expand databases for collection, collation and processing of data. This will be achieved through the further development of existing phytosanitary monitoring software.

The call is divided into two lots:

Lot 1: Supply of IT Hardware to Key Agricultural and Food Safety Institutions in Ukraine. This lot concerns the procurement of IT hardware and ancillaries to equip the Ukrainian Ministry of Agrarian Policy and Food (MAPF) and the State Service of Ukraine on Food Safety and Consumer Protection (SSUFSCP), as well as some of their subordinated agencies. This concerns notably laptops, printers, as well as different types of servers and their installation and configuration. The nature of the contract is supplies and the maximum contract duration is 240 days. The award method is lowest price. The main classification (CPV) code is 30200000 - Computer equipment and supplies, with an additional classification (CPV) code of 48800000 - Information systems and servers. The place of delivery or performance is Ukraine (20001031). The relevant programmes are 42921254 - Neighbourhood and 42921254 - Neighbourhood.

Lot 2: Supply of the development of an Information System to support phytosanitary inspection measures Phase III. This lot concerns the SSUFSCP's intention to further integrate and expand databases for collection, collation and processing of data. This will be achieved through the further development of existing phytosanitary monitoring software. This will be the third phase of development, following the two first phases that took place between 2016 and 2024. The nature of the contract is supplies and the maximum contract duration is 730 days. The award method is lowest price. The main classification (CPV) code is 48800000 - Information systems and servers, with an additional classification (CPV) code of 72200000 - Software programming and consultancy services. The place of delivery or performance is Ukraine (20001031). The relevant programmes are 42921254 - Neighbourhood and 42921254 - Neighbourhood.

Key milestones include:

TED publication date: 18/06/2025
Date and time of public opening: 21/08/2025 11:00 Europe/Kiev
Deadline for receipt of tenders: 20/08/2025 17:00 Europe/Kiev
Contracting authority is not bound to reply to questions submitted after: 30/07/2025 04:00 Europe/Kiev

The following documents are available for download:

ENc4a invit enInvitation letterPublished on 18/06/2025All lotsVersion 1 No translations available
ENa5f additional information contract notice enOther invitation to tender documentPublished on 18/06/2025All lotsVersion 1 No translations available
ENInstructions to TenderersInformation for candidates and tenderersPublished on 18/06/2025All lotsVersion 1 No translations available
ENc4c mainconditions enDraft contractPublished on 18/06/2025All lotsVersion 1 No translations available
ENc4d specialconditions enDraft contract: special conditionsPublished on 18/06/2025All lotsVersion 1 No translations available
ENc4e annex i gc enDraft contract: general conditionsPublished on 18/06/2025All lotsVersion 1 No translations available
ENc4f annex ii techspec iii techoffer en LOT 1Technical specificationsPublished on 18/06/2025Lot 1Version 1 No translations available
ENc4f annex ii techspec iii techoffer en Lot2 updTechnical specificationsPublished on 18/06/2025Lot 2Version 1 No translations available
ENc4g annex iv finoffer en LOT 1Financial offer formPublished on 18/06/2025Lot 1Version 1 No translations available
ENc4g annex iv finoffer en LOT 2Financial offer formPublished on 18/06/2025Lot 2Version 1 No translations available

Submissions must be sent exclusively at the address for submission given. The submission method is electronic.

Some frequently asked questions (FAQ) are provided:

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In summary, this tender opportunity is about procuring IT hardware and developing software to modernize agricultural, cadastral, and phytosanitary systems in Ukraine. The European Commission, through its ENEST program, is seeking suppliers for two distinct lots. Lot 1 focuses on providing essential IT equipment like laptops, printers, and servers to key Ukrainian agricultural and food safety institutions. Lot 2 is centered around the development of an information system to enhance phytosanitary inspection measures, building upon previous phases of development. Companies interested in supplying IT hardware or developing specialized software for the agricultural sector in Ukraine should carefully review the tender documents and consider submitting a bid. The deadline for submissions is August 20, 2025.

Eligible Applicant Types: The document "Instructions to TenderersInformation for candidates and tenderers" suggests that the eligible applicant types are candidates and tenderers. The specific types of organizations that can be candidates or tenderers are not explicitly defined in the provided text. However, based on the nature of the tender, it is likely that eligible applicants could include companies, firms, and other organizations capable of supplying IT hardware and software development services.

Funding Type: The funding type is procurement, specifically a supply contract. This is indicated by the title "Supply contract for software and IT hardware" and the description of the lots as "Procurement of IT hardware" and "Supply of the development of an Information System". The "Nature of the contract" is also specified as "supplies" for both lots.

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 indicates that both single applicants and consortia are eligible to apply.

Beneficiary Scope (Geographic Eligibility): The place of delivery or performance is specified as Ukraine (20001031). This suggests that the primary beneficiaries are located in Ukraine. The geographic eligibility for applicants is not explicitly stated, but it can be inferred that the opportunity is open to entities that can supply goods and services to Ukraine.

Target Sector: The target sectors are agriculture, food safety, and information technology. This is evident from the description of the tender, which involves the procurement of IT hardware and the development of phytosanitary monitoring software for the Ukrainian Ministry of Agrarian Policy and Food and the State Service of Ukraine on Food Safety and Consumer Protection.

Mentioned Countries: Ukraine is explicitly mentioned as the place of delivery or performance.

Project Stage: The project stage for Lot 1 (Supply of IT Hardware) is likely commercialization or deployment, as it involves procuring and installing existing IT hardware. For Lot 2 (Development of Information System), the project stage is development, specifically Phase III of an existing project. The previous phases took place between 2016 and 2024, indicating that this is a continuation of an ongoing effort.

Funding Amount: The estimated total value is not specified in the provided text. The estimated value for each lot is also not provided. Therefore, the funding range is variable.

Application Type: The application type is an open call for tenders, as indicated by the "Procedure type: Open procedure" and "Open For Submission" in the call for tenders details.

Nature of Support: The beneficiaries will receive non-monetary services in the form of IT hardware and software development services. This is a supply contract, so the successful tenderers will be paid for providing these goods and services.

Application Stages: The number of application stages is not explicitly stated, but it can be inferred that there is at least one stage involving the submission of a tender. The evaluation process likely involves multiple stages, but the details are not provided in the scraped content.

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

Co-funding Requirement: The co-funding requirement is not mentioned in the provided text.

Summary:

This opportunity is a call for tenders issued by the European Commission, ENEST - Enlargement and Eastern Neighbourhood, for the procurement of IT hardware and software development services to support agricultural, cadastral, and phytosanitary modernisation initiatives in Ukraine. The tender is divided into two lots: Lot 1 focuses on supplying IT hardware to key agricultural and food safety institutions in Ukraine, including laptops, printers, and servers. Lot 2 involves the supply of the development of an Information System to support phytosanitary inspection measures Phase III, which aims to further integrate and expand databases for data collection and processing through the development of existing phytosanitary monitoring software.

The call is open to both single applicants and consortia, and submissions must be made electronically. The deadline for receipt of tenders is August 20, 2025, and a public opening of the tenders will take place on August 21, 2025. The contracting authority will not reply to questions submitted after July 30, 2025.

The tender documents include an invitation letter, additional information, instructions to tenderers, draft contracts, technical specifications for each lot, and financial offer forms. Tenderers must register for a Participant Identification Code (PIC) to participate. The eSubmission system supports various file types and has specific requirements for attachment names and sizes. The system also uses encryption to ensure the integrity and confidentiality of the information.