Support to EFSA’s communication activities

The European Food Safety Authority (EFSA) has issued a call for tenders, designated as EFSA/2025/OP/0012, to establish a framework contract for communication and multimedia services. This opportunity seeks to engage experienced communication agencies with expertise in science communication, audience engagement, and multi-channel dissemination to develop high-impact communication campaigns and innovative outreach strategies.

Eligible applicants include communication agencies, particularly larger enterprises, since small and medium-sized enterprises (SMEs) are not specifically targeted as indicated by the "smeSuitableIndicator" set to false. The funding type for this opportunity is classified as a procurement contract, specifically for services, with an estimated total contract value of €25 million. The geographical eligibility is likely limited to entities based in EU and EEA countries as per typical EU procurement rules.

The tendering process is classified as an open call, requiring submissions to be submitted electronically, with a deadline set for July 29, 2025. The evaluation criteria will heavily weigh quality at 70% compared to price, which accounts for 30%. Applications may be submitted by single entities or consortiums, as a Personal Identification Code (PIC) is required for participation but there is no explicit consortium requirement stated.

The project stage is at the implementation phase, focusing on delivering services related to multimedia communications and campaigns. There is no mention of co-funding requirements associated with this procurement. Supporting documents such as tender specifications, a financial offer form, and various annexes related to operational capacities and expert profiles will be available for download.

The call for tenders emphasizes submission via the electronic system, which supports multiple file types and languages, ensuring confidentiality through encryption. The selected tenderer will provide services around communication campaigns, addressing various audiences effectively, while the overall contract will last up to a maximum of 48 months.

Key milestones in the tender process include the publication on the TED platform, submission of tenders by the due date, and the public opening at 14:30 on the specified date. Interested parties are encouraged to review the detailed tender documents for comprehensive requirements and conditions applicable to the submission process.

The European Food Safety Authority (EFSA) has published a call for tenders, EFSA/2025/OP/0012, to establish a new framework contract for the provision of communication and multimedia services. The call is titled "Support to EFSA’s communication activities." The objective is to engage experienced communication agencies with a proven track record in science communication, audience engagement, and multi-channel dissemination, both online and offline, with a strong focus on high-impact communication campaigns, creative content production, and innovative outreach strategies tailored to EFSA’s diverse audiences.

This is an open procedure, with an estimated total value of 25,000,000 EUR. The TED publication date is 30/05/2025. The main classification (CPV) code is 79341400, which refers to advertising campaign 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. It is a framework agreement without reopening of competition.

Key milestones include:
TED publication date: 30/05/2025
Date and time of public opening: 30/07/2025 14:30 Europe/Rome
Deadline for receipt of tenders: 29/07/2025 14:30 Europe/Rome
Contracting authority is not bound to reply to questions submitted after: 21/07/2025 05:00 Europe/Rome

Submissions must be sent exclusively via electronic submission.

The following documents are available for download:
1. EN Invitation Letter Development of integrated communication campaign (1) Invitation letter, published on 30/05/2025, Version 1, No translations available
2. EN Tender specs - Open call Support to EFSA’s communication activities (2) Tender specifications, published on 30/05/2025, Version 1, No translations available
3. EN Annex 1 - Financial offer (3) Financial offer form, published on 30/05/2025, Version 1, No translations available
4. EN Annex 2 - Draft Framework Contract Draft contract, published on 30/05/2025, Version 1, No translations available
5. EN Annex 5 - Description of campaigns Other invitation to tender document, published on 30/05/2025, Version 1, No translations available
6. EN Annex 6 - Description of multimedia products Other invitation to tender document, published on 30/05/2025, Version 1, No translations available
7. EN Annex 4 - Presentation of the company Other invitation to tender document, published on 30/05/2025, Version 1, No translations available
8. EN Annex 7 - Statement on operational capacity Other invitation to tender document, published on 30/05/2025, Version 1, No translations available
9. EN Annex 8 - Key experts names Other invitation to tender document, published on 30/05/2025, Version 1, No translations available
10. EN Annex 9 - Statement on availability of profiles Other invitation to tender document, published on 30/05/2025, Version 1, No translations available

There are also several FAQs available:
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 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? 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? 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? Follow the System Requirements. See the following conditions: The attachment name must contain a maximum of 50 characters, only one dot to separate the file name from the extension, use only Latin alphanumeric characters, spaces, and the following characters: _ - + ( ). 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 not mandatory. 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. 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. Check the eSubmission System Requirements. 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. Published on 23/04/2024 17:14
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 under 'How to Participate' > Participant Register. 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. 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 tender is an invitation for experienced communication agencies to bid for a framework contract with the European Food Safety Authority (EFSA). The goal is to secure communication and multimedia services, emphasizing impactful campaigns, creative content, and innovative outreach. EFSA seeks agencies with a strong background in science communication and audience engagement to help disseminate information effectively through various channels. The contract is worth an estimated 25 million EUR and will last for a maximum of 48 months. The selection will be based on the best price-quality ratio. Interested parties must submit their tenders electronically by 29/07/2025, following the guidelines and requirements detailed in the provided documents. A key requirement is having a Participant Identification Code (PIC).

Eligible Applicant Types: The call aims to engage experienced communication agencies. Therefore, eligible applicant types are communication agencies with a proven track record in science communication, audience engagement, and multi-channel dissemination, both online and offline.

Funding Type: Procurement. The opportunity is a call for tenders, which implies a procurement process where the contracting authority (European Food Safety Authority) purchases services from the selected tenderer.

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). Therefore, either a single applicant or a consortium is acceptable.

Beneficiary Scope (Geographic Eligibility): The text does not explicitly specify geographic eligibility. However, given that it is an EU funding opportunity managed by the European Food Safety Authority (EFSA), it is highly likely that the geographic eligibility includes EU member states, and possibly EEA countries or other countries associated with EU programs. Further details would be in the tender specifications.

Target Sector: The program targets the communication and multimedia sector, specifically focusing on science communication, advertising, and multimedia services. The main classification (CPV) code provided is 79341400 - Advertising campaign services.

Mentioned Countries: No specific countries are mentioned, but Europe/Rome is mentioned in the context of the date and time of the public opening and the deadline for receipt of tenders. The European Food Safety Authority (EFSA) is the lead contracting authority.

Project Stage: The project stage is for the provision of services, specifically communication and multimedia services. This suggests that the project is at the implementation or service delivery stage, rather than research, development, or demonstration.

Funding Amount: The estimated total value of the framework contract is 25,000,000 EUR.

Application Type: Open call. The procedure type is explicitly stated as an "Open procedure".

Nature of Support: Beneficiaries will receive money in exchange for services provided. The nature of the contract is services.

Application Stages: The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender. The award method is based on the best price-quality ratio, suggesting there is an evaluation stage after submission.

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

Co-funding Requirement: The text does not explicitly mention a co-funding requirement.

Summary:

This is a call for tenders (EFSA/2025/OP/0012) issued by the European Food Safety Authority (EFSA) to establish a framework contract for communication and multimedia services. The objective is to find experienced communication agencies to support EFSA’s communication activities, with a focus on high-impact communication campaigns, creative content production, and innovative outreach strategies. The estimated total value of the contract is 25,000,000 EUR, and the maximum contract duration is 48 months. The procedure is an open call, meaning any eligible communication agency can apply. Submissions must be sent electronically, and the deadline for receipt of tenders is 29/07/2025 at 14:30 Europe/Rome. The award method is based on the best price-quality ratio. The tender documents include an invitation letter, tender specifications, a financial offer form, a draft framework contract, and other annexes related to the description of campaigns, multimedia products, company presentation, operational capacity, key experts, and availability of profiles. A Personal Identification Code (PIC) is mandatory for participation, whether as a single tenderer or as part of a consortium. The eSubmission system supports various file types and has specific requirements for attachment names and sizes (less than 50 MB). The system also supports all 24 official EU languages and uses encryption to ensure the integrity and confidentiality of the information.