1. Buyer
1.1.
Buyer
Official name: European Union Agency for Asylum
Legal type of the buyer: EU institution, body or agency
Activity of the contracting authority: General public services
2. Procedure
2.1.
Procedure
Title: Provision of Event Organization Services for Administrative and Operational Meetings and Events for the EUAA
Description: EUAA envisages awarding up to three (3) framework service contracts in cascade for each Lot for the provision of high-quality Event Organisation Services and related travel and logistical services required for the organisation and implementation of the Agency's administrative and operational meetings and events. The framework contracts will support events organised in Moldova (Lot 1), Ukraine (Lot 2) and the Western Balkans (Lot 3), as further described in the Technical specifications. The services to be provided under the framework contracts will depend on the specific requirements of each event, as defined by the Agency. They may include, but are not limited to: • Conference venue rental; • Provision of audio-visual (AV) and interpretation equipment; • Catering services; • Coordination of third-party service providers and on-site logistical management; • Preparation of event signage and submission of supporting documents and invoices, where required; • Rental of AV and interpretation equipment for venues provided by the Agency, stakeholders or other third parties; • Organisation of lunches, dinners and other catering arrangements; • Reservation of suitable accommodation in accordance with the Agency's requirements; • Organisation, provision and supervision of transportation services; • Provision of event assistance services before, during and after the event; • Coordination and provision of security and medical services, where required; • Processing and payment of travel, accommodation and/or subsistence allowances for event participants, including the collection of the relevant supporting documents, in accordance with the Agency's instructions. Events in Ukraine will only be organised where the prevailing security situation allows the Agency to hold in-person events, following the Agency's security assessment and any applicable security restrictions.
Procedure identifier: 427ec0f6-51af-4eaa-b755-0a448b79a544
Internal identifier: EUAA/MLA/2026/OP/0028
Type of procedure: Open
The procedure is accelerated: no
2.1.1.
Purpose
Main nature of the contract: Services
Main classification (cpv): 79952000 Event services
2.1.2.
Place of performance
Country: Albania
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: Bosnia and Herzegovina
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: Moldova
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: North Macedonia
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: Montenegro
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: Serbia
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: Ukraine
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.2.
Place of performance
Country: Kosovo
Anywhere in the given country
Additional information: Please consult the procurement documents.
2.1.3.
Value
Estimated value excluding VAT: 4 400 000,00 EUR
2.1.4.
General information
Additional information: In case of unavailability or disruptions in the functioning of the electronic means of communication provided in Section 5.1.11 in the last 5 calendar days before the time limit for receipt indicated in Section 5.1.12, the contracting authority reserves the right to extend this time limit and publish the extension at the Internet address provided in Section 5.1.11, without a preceding publication of a corrigendum to this notice. Economic operators interested in this procurement are invited to subscribe to the call for tenders at the address in Section 5.1.11 in order to get notified when new information or documents are published.
Legal basis:
Regulation (EU, Euratom) 2024/2509
2.1.5.
Terms of procurement
Terms of submission:
Maximum number of lots for which one tenderer can submit tenders: 3
Terms of contract:
Maximum number of lots for which contracts can be awarded to one tenderer: 3
2.1.6.
Grounds for exclusion
Sources of grounds for exclusion: Procurement Document
5. Lot
5.1.
Lot: LOT-0001
Title: LOT 1 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in Moldova
Description: LOT 1 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in Moldova
Internal identifier: EUAA/MLA/2026/OP/0028-LOT-1
5.1.1.
Purpose
Main nature of the contract: Services
Main classification (cpv): 79952000 Event services
Options:
Description of the options: provided they are in conformity with the basic project, new services or works consisting in the repetition of similar services or works, may be entrusted up to 50 % of the initial contract to the initial contractor by negotiated procedure without prior publication of a contract notice.
5.1.2.
Place of performance
Country: Moldova
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.3.
Estimated duration
Duration: 48 Months
5.1.4.
Renewal
Maximum renewals: 3
Other information about renewals: The framework contract is concluded for an initial period of 12 (twelve) months, renewable 3 (three) time(s). Please consult the draft framework contract in the procurement documents.
5.1.5.
Value
Estimated value excluding VAT: 900 000,00 EUR
5.1.6.
General information
Reserved participation:
Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA): no
5.1.9.
Selection criteria
Sources of selection criteria: Procurement Document
5.1.10.
Award criteria
Criterion:
Type: Quality
Description: Please consult the procurement documents.
Category of award weight criterion: Weight (percentage, exact)
Award criterion number: 60
Criterion:
Type: Price
Description: Please consult the procurement documents.
Category of award weight criterion: Weight (percentage, exact)
Award criterion number: 40
5.1.11.
Procurement documents
Deadline for requesting additional information: 26/10/2026 23:59:59 (UTC+01:00) Central European Time, Western European Summer Time
Ad hoc communication channel:
Name: Funding and Tenders Portal
5.1.12.
Terms of procurement
Terms of submission:
Electronic submission: Required
Languages in which tenders or requests to participate may be submitted: Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue: Not allowed
Deadline for receipt of tenders: 03/11/2026 16:00:59 (UTC+01:00) Central European Time, Western European Summer Time
Duration during which the tender must remain valid: 9 Months
Information about public opening:
Opening date: 04/11/2026 11:00:00 (UTC+01:00) Central European Time, Western European Summer Time
Terms of contract:
The execution of the contract must be performed within the framework of sheltered employment programmes: No
Electronic invoicing: Allowed
Electronic ordering will be used: yes
Electronic payment will be used: yes
5.1.15.
Techniques
Framework agreement:
Framework agreement, without reopening of competition
Maximum number of participants: 3
Information about the dynamic purchasing system:
No dynamic purchase system
5.1.16.
Further information, mediation and review
Review organisation: Court of Justice of the European Union
Organisation providing more information on the review procedures: European Union Agency for Asylum
5.1.
Lot: LOT-0002
Title: LOT 2 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in Ukraine
Description: Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in Ukraine
Internal identifier: EUAA/MLA/2026/OP/0028-LOT-2
5.1.1.
Purpose
Main nature of the contract: Services
Main classification (cpv): 79952000 Event services
Options:
Description of the options: provided they are in conformity with the basic project, new services or works consisting in the repetition of similar services or works, may be entrusted up to 50 % of the initial contract to the initial contractor by negotiated procedure without prior publication of a contract notice.
5.1.2.
Place of performance
Country: Ukraine
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.3.
Estimated duration
Duration: 48 Months
5.1.4.
Renewal
Maximum renewals: 3
Other information about renewals: The framework contract is concluded for an initial period of 12 (twelve) months, renewable 3 (three) time(s). Please consult the draft framework contract in the procurement documents.
5.1.5.
Value
Estimated value excluding VAT: 1 300 000,00 EUR
5.1.6.
General information
Reserved participation:
Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA): no
5.1.9.
Selection criteria
Sources of selection criteria: Procurement Document
5.1.10.
Award criteria
Criterion:
Type: Quality
Description: Please consult the procurement documents.
Category of award weight criterion: Weight (percentage, exact)
Award criterion number: 60
Criterion:
Type: Price
Description: Please consult the procurement documents.
Category of award weight criterion: Weight (percentage, exact)
Award criterion number: 40
5.1.11.
Procurement documents
Deadline for requesting additional information: 26/10/2026 23:59:59 (UTC+01:00) Central European Time, Western European Summer Time
Ad hoc communication channel:
Name: Funding and Tenders Portal
5.1.12.
Terms of procurement
Terms of submission:
Electronic submission: Required
Languages in which tenders or requests to participate may be submitted: Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue: Not allowed
Deadline for receipt of tenders: 03/11/2026 16:00:59 (UTC+01:00) Central European Time, Western European Summer Time
Duration during which the tender must remain valid: 9 Months
Information about public opening:
Opening date: 04/11/2026 11:00:00 (UTC+01:00) Central European Time, Western European Summer Time
Terms of contract:
The execution of the contract must be performed within the framework of sheltered employment programmes: No
Electronic invoicing: Allowed
Electronic ordering will be used: yes
Electronic payment will be used: yes
5.1.15.
Techniques
Framework agreement:
Framework agreement, without reopening of competition
Maximum number of participants: 3
Information about the dynamic purchasing system:
No dynamic purchase system
5.1.16.
Further information, mediation and review
Review organisation: Court of Justice of the European Union
Organisation providing more information on the review procedures: European Union Agency for Asylum
5.1.
Lot: LOT-0003
Title: LOT 3 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in the Western Balkans – Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia
Description: LOT 3 – Provision of Event Organisation Services for the EUAA administrative and operational meetings and events organised in the Western Balkans – Albania, Bosnia and Herzegovina, North Macedonia, Kosovo, Montenegro and Serbia
Internal identifier: EUAA/MLA/2026/OP/0028-LOT-3
5.1.1.
Purpose
Main nature of the contract: Services
Main classification (cpv): 79952000 Event services
Options:
Description of the options: provided they are in conformity with the basic project, new services or works consisting in the repetition of similar services or works, may be entrusted up to 50 % of the initial contract to the initial contractor by negotiated procedure without prior publication of a contract notice.
5.1.2.
Place of performance
Country: Albania
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.2.
Place of performance
Country: Bosnia and Herzegovina
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.2.
Place of performance
Country: North Macedonia
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.2.
Place of performance
Country: Montenegro
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.2.
Place of performance
Country: Serbia
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.2.
Place of performance
Country: Kosovo
Anywhere in the given country
Additional information: Please consult the procurement documents.
5.1.3.
Estimated duration
Duration: 48 Months
5.1.4.
Renewal
Maximum renewals: 3
Other information about renewals: The framework contract is concluded for an initial period of 12 (twelve) months, renewable 3 (three) time(s). Please consult the draft framework contract in the procurement documents.
5.1.5.
Value
Estimated value excluding VAT: 2 200 000,00 EUR
5.1.6.
General information
Reserved participation:
Participation is not reserved.
Procurement Project fully or partially financed with EU Funds.
The procurement is covered by the Government Procurement Agreement (GPA): no
5.1.9.
Selection criteria
Sources of selection criteria: Procurement Document
5.1.10.
Award criteria
Criterion:
Type: Quality
Description: Please consult the procurement documents.
Category of award weight criterion: Weight (percentage, exact)
Award criterion number: 60
Criterion:
Type: Price
Description: Please consult the procurement documents.
Category of award weight criterion: Weight (percentage, exact)
Award criterion number: 40
5.1.11.
Procurement documents
Deadline for requesting additional information: 26/10/2026 23:59:59 (UTC+01:00) Central European Time, Western European Summer Time
Ad hoc communication channel:
Name: Funding and Tenders Portal
5.1.12.
Terms of procurement
Terms of submission:
Electronic submission: Required
Languages in which tenders or requests to participate may be submitted: Bulgarian, Czech, Danish, German, Greek, English, Spanish, Estonian, Finnish, French, Irish, Croatian, Hungarian, Italian, Lithuanian, Latvian, Maltese, Dutch, Polish, Portuguese, Romanian, Slovak, Slovenian, Swedish
Electronic catalogue: Not allowed
Deadline for receipt of tenders: 03/11/2026 16:00:59 (UTC+01:00) Central European Time, Western European Summer Time
Duration during which the tender must remain valid: 9 Months
Information about public opening:
Opening date: 04/11/2026 11:00:00 (UTC+01:00) Central European Time, Western European Summer Time
Terms of contract:
The execution of the contract must be performed within the framework of sheltered employment programmes: No
Electronic invoicing: Allowed
Electronic ordering will be used: yes
Electronic payment will be used: yes
5.1.15.
Techniques
Framework agreement:
Framework agreement, without reopening of competition
Maximum number of participants: 3
Information about the dynamic purchasing system:
No dynamic purchase system
5.1.16.
Further information, mediation and review
Review organisation: Court of Justice of the European Union
Organisation providing more information on the review procedures: European Union Agency for Asylum
8. Organisations
8.1.
ORG-0001
Official name: European Union Agency for Asylum
Registration number: EUAA
Department: EUAA.ED - Executive Director,EUAA.ED.C4 - Institutional and Horizontal Affairs Centre,EUAA.ED.C4.CPRU - Communication and Public Relations Unit
Postal address: MTC Block A, Winemakers Wharf,, Grand Harbour
Town: Valletta
Postcode: MRS 1917
Country subdivision (NUTS): Malta (MT001)
Country: Malta
Telephone: +356 22487500
Roles of this organisation:
Buyer
Organisation providing more information on the review procedures
8.1.
ORG-0002
Official name: Court of Justice of the European Union
Registration number: CURIA
Postal address: Rue du Fort Niedergrünewald
Town: Luxembourg
Postcode: L-2925
Country subdivision (NUTS): Luxembourg (LU000)
Country: Luxembourg
Telephone: +352 4303-1
Roles of this organisation:
Review organisation
8.1.
ORG-0003
Official name: European Commission
Registration number: EUCOM
Postal address: Mondrian (CDMA), Rue du Champ de Mars 21
Town: Brussels
Postcode: B-1050
Country subdivision (NUTS): Arr. de Bruxelles-Capitale/Arr. Brussel-Hoofdstad (BE100)
Country: Belgium
Telephone: +32 2 299 11 11
Roles of this organisation:
TED eSender
Notice identifier/version: 13a3ea3d-f2a9-49c9-8aa4-2c56c71ee32e - 01
Form type: Competition
Notice type: Contract or concession notice – standard regime
Notice subtype: 16
Notice dispatch date: 23/09/2026 17:17:36 (UTC+02:00) Eastern European Time, Central European Summer Time
Languages in which this notice is officially available: English
Notice publication number: 660868-2026
OJ S issue number: 186/2026
Publication date: 25/09/2026