Travel arrangement services for CEPOL

This opportunity is a public procurement tender issued by CEPOL, the European Union Agency for Law Enforcement Training, seeking a travel agency to provide comprehensive travel arrangement services for its personnel and participants in its activities. The tender is structured as a single framework contract, estimated at a total value of €25,800,000 over 48 months, with an emphasis on a high-quality service delivery. The selected contractor will manage all travel logistics, including flight bookings, accommodation, and event organization.

Eligible applicants are primarily established travel agencies with proven experience in corporate travel management, and the opportunity is not deemed suitable for small and medium-sized enterprises due to its scale and complexity. The application procedure is straightforward, classified as an open tender with electronic submission required by November 7, 2025. Bidders need to submit both technical and financial proposals through the EU's Funding and Tenders Portal.

The evaluation will focus primarily on the quality of service (weighted at 70%) versus cost (30%), reflecting CEPOL's preference for excellent service delivery. The contracting authority intends to award the entire contract to one bidder, thereby negating the need for reopening of competition after the initial award.

Key deadlines include publication of the tender on October 6, 2025, a deadline for questions by October 30, 2025, and the tender submission deadline by 11:00 CET on November 7, 2025, with a public opening at 14:00 CET on the same day in Budapest, Hungary. Participants are required to have a Personal Identification Code (PIC), and submissions must adhere to specific electronic submission guidelines, including document size limitations.

Overall, this procurement opportunity presents a significant contract for travel services with a reputable EU agency, aimed at organizations with substantial operational capacities capable of fulfilling the service requirements. Interested parties should thoroughly review all provided documentation and comply with the electronic submission system to ensure successful participation.

This is a call for tenders with procedure identifier CEPOL/2025/OP/0015. The submission method is electronic and the call is currently open for submission. The TED reference is 191/2025 652972-2025.

CEPOL, the European Union Agency For Law Enforcement Training, requires the services of a travel agency to make travel arrangements for its staff members going on mission, participants in CEPOL’s activities, and other persons traveling at the invitation of CEPOL. The objective is to conclude a single framework contract with a travel agency (the Contractor) that has extensive and proven experience in providing travel arrangement services, including transportation, accommodation, and event organization (the Services). The Contractor must be capable of delivering the required volume and quality of Services as detailed in the tender specifications.

The procedure type is 47396220. The estimated total value is 25,800,000 EUR. The TED publication date is 06/10/2025. The lead contracting authority is the European Union Agency For Law Enforcement Training. The main classification (CPV) code is 63515000 - Travel agency services. The nature of the contract is for services. The maximum contract duration is 48 months. The award method is the best price-quality ratio. It is a framework agreement without reopening of competition.

Key milestones include:
TED publication date: 06/10/2025
Date and time of public opening: 07/11/2025 14:00 Europe/Budapest
Deadline for receipt of tenders: 07/11/2025 11:00 Europe/Budapest
The contracting authority is not bound to reply to questions submitted after: 30/10/2025 07:00 Europe/Budapest

There are 14 documents available for download:
1. ENTender Specification: Tender specifications, published on 06/10/2025, Version 1, No translations available.
2. ENAnnex 6 Financial offer: Financial offer form, published on 06/10/2025, Version 1, No translations available.
3. ENAnnex 2 DoH: Declaration on honour (tender), published on 06/10/2025, Version 1, No translations available.
4. ENDraft FWC: Draft contract, published on 06/10/2025, Version 1, No translations available.
5. ENAppendix 2: Draft contract annex, published on 06/10/2025, Version 1, No translations available.
6. ENAppendix 3: Draft contract annex, published on 06/10/2025, Version 1, No translations available.
7. ENAnnex 4: Other invitation to tender document, published on 06/10/2025, Version 1, No translations available.
8. ENAnnex 3: Other invitation to tender document, published on 06/10/2025, Version 1, No translations available.
9. ENAnnex 8 Hotel categories: Other invitation to tender document, published on 06/10/2025, Version 1, No translations available.
10. ENAnnex 5_1_5_2: Other invitation to tender document, published on 06/10/2025, Version 1, No translations available.

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

There are some 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.
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 not accessible after the deadline as the system encrypts all attachments upon upload.
Where can I find my submissions in Manage My Area, in the Funding & Tenders portal? Submissions can be found in ‘My Submission(s)’: tenders in response to open calls for tenders, requests to participate.
Which size should attachments have? Attachments must be less than 50 MB in size.
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 of eSubmission.
I received an invitation from the F&T Portal but cannot view the procurement documents. Select an organisation in F&T Portal, “My Invitations”.
Do I need to validate my PIC in order to submit a tender in eSubmission? A Personal Identification Code (PIC) is mandatory for participation.
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 or a request to participate.
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.
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 using an asymmetric key.
Which file types does the system support? The supported file types depend on the type of submission. The allowed file types are specified within the system requirements.
Can I view and edit my draft submission? Until the deadline, submissions in 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 and is not blocking.
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 is a call from the European Union Agency For Law Enforcement Training (CEPOL) for a travel agency to provide comprehensive travel arrangement services. The contract is a framework agreement with an estimated value of 25.8 million EUR and a duration of 48 months. The selection will be based on the best price-quality ratio. Interested travel agencies must submit their tenders electronically by November 7, 2025, and ensure they meet all the technical requirements for eSubmission, including obtaining a PIC and adhering to file size and naming conventions. The eSubmission system supports multiple languages and encrypts documents for security. Potential applicants should carefully review all provided documents and FAQs to prepare a compliant and competitive tender.

Eligible Applicant Types: The eligible applicant type is a Travel Agency. The tender specifies that the contracting authority aims to conclude a single framework contract with a Travel Agency (hereafter referred to as “the Contractor”) processing extensive and proven experience in the provision of travel arrangement services.

Funding Type: This is a procurement opportunity, specifically a service contract. The nature of the contract is explicitly stated as "services".

Consortium Requirement: The tender aims to conclude a single framework contract, suggesting that a single applicant is preferred. 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), implying that consortia are also eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated, but given that it is an EU tender from CEPOL (European Union Agency For Law Enforcement Training), it is likely open to entities within the EU and potentially EEA countries.

Target Sector: The target sector is travel arrangement services, including transportation, accommodation, and event organization.

Mentioned Countries: No specific countries are mentioned, but the opportunity is from the European Union Agency For Law Enforcement Training (CEPOL), implying a focus on the EU. The location for the public opening is Budapest, Hungary.

Project Stage: The project stage is for established travel agencies with extensive and proven experience in providing travel arrangement services. The tender seeks a contractor capable of delivering the required volume and quality of services, implying an operational or commercialization stage.

Funding Amount: The estimated total value of this procurement is 25,800,000 EUR.

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

Nature of Support: The selected travel agency will receive money in exchange for providing travel arrangement services.

Application Stages: The number of application stages is not explicitly mentioned, but the process involves submitting a tender, and the award method is based on the best price-quality ratio, suggesting at least two stages: submission and evaluation.

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

Co-funding Requirement: Co-funding requirements are not mentioned in the provided text.

Summary:

This is a call for tenders issued by CEPOL (European Union Agency For Law Enforcement Training) for travel arrangement services. CEPOL requires a travel agency to manage travel arrangements for its staff, participants in CEPOL activities, and other invited travelers. The objective is to establish a single framework contract with a qualified travel agency experienced in transportation, accommodation, and event organization. The estimated total value of the contract is 25,800,000 EUR, and the maximum contract duration is 48 months. The award will be based on the best price-quality ratio. Submissions must be electronic, and the deadline for receipt of tenders is November 7, 2025. The contracting authority may not reply to questions submitted after October 30, 2025. The eSubmission system supports multiple languages and encrypts uploaded documents. Tenderers need a Participant Identification Code (PIC) to submit a tender. The maximum number of documents that can be uploaded per tender is 200, and attachments should be less than 50 MB in size.