Belgium-Brussels: Request for establishments offering accommodation to make their rooms available for officials and other staff of the European Commission/EU agencies

Organisation text: 
European Commission, PMO
Main activities: 
NUTS Code: 
Notice for additional information, information on incomplete procedure or corrigendum
Type of contract: 
Service contract
Bid type: 
Not specified
Awarding procedure: 
Not specified
Award criteria: 
Not specified
Wednesday, December 18, 2013
Monday, December 4, 2017 - 00:00
Tender cycle: 
Tender ID: 
2013/S 245-425692

  • 1. Contact point at the European Commission:

    European Commission, PMO , attention: Mr Vanderstraeten, Head of Unit PMO2 , rue d'Arlon 88 , 1049 Brussels , BELGIUM. Tel. +32 22966499.
  • 2. Object of this request:

    All officials and staff of the European Commission/EU agencies travelling on mission with a signed travel order are eligible for reimbursement of the expenses they have incurred as part of their mission and within the limits of the statutory provisions in force. More specifically, they are entitled to seek reimbursement of accommodation costs arising from their mission. The basic principle is that officials and other staff of the European Commission/EU agencies are free to choose their accommodation facilities — officially designated for that purpose — providing they observe a daily financial limit.

    PMO2 would like to compile lists of accommodation and/or hotel establishments as defined in Luxembourg legislation (hotels, hotel and aparthotel chains, gîtes, guest houses) offering rooms at prices which do not exceed the statutory limit (145 EUR/night, taxes included) for use by officials and other staff of the European Commission/EU agencies on mission in Luxembourg.

    These lists are to be widely publicised among officials and other staff of the European Commission/EU agencies.

    A targeted communication drive will alert officials and other staff to the benefits of making use of the facilities detailed in the list (service quality, applicable prices, ease of management). Best-priced accommodation facilities may thus reasonably expect to see a rise in the number of their guests.

    Inclusion of these accommodation facilities on the list is, however, in no way binding upon the European Commission or upon officials and other staff. No contract or agreement shall be signed by the Commission. Officials and other staff will still be free to choose their accommodation facilities, regardless of whether or not they appear on the lists proposed.

    Operators who express their interest by communicating the number of available rooms at prices not exceeding 145 EUR/night shall undertake to offer these prices to officials and other staff.

    Accommodation facilities wishing to participate must register in the Commission's web portal: and complete the fields shown.

    A response will be sent to all facilities that have responded to this call to inform them as to whether or not they have been included on the list. Any interested party which has not been included may reapply within 6 months of notification of the response.

  • 3. Type:

    This notice is a request for offering rooms in Luxembourg at applicable prices to officials and other staff of the European Commission/EU agencies on mission.

    The proposed services and applicable prices will be detailed in 1 or more lists, valid for 4 years from the date on which the application has been validated in the web application.

    All the establishments are requested to express their interest in line with the provisions of this notice, indicating a point of contact with PMO2. PMO will include on the lists those participants that meet the criteria mentioned in this notice — maximum price of 145 EUR/night, location, compliance with Luxembourg legislation — and successfully register in the web portal.

    Personal data will be processed in accordance with Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. This data and the responses provided may only be processed for the purposes of evaluating documents received by PMO.

    Details on the processing of personal data are available at:

  • 4. Location:

    Establishments that may apply are hotels, hotel chains, aparthotels, gîtes and guest houses based in the 24 districts of Luxembourg City, i.e.: Beggen, Belair, Bonnevoie-Nord-Verlorenkost, Bonnevoie-Sud, Cents, Cessange, Clausen, Dommeldange, Eich, Gare, Gasperich, Grund, Hamm, Hollerich, Kirchberg, Limpertsberg, Merl, Muhlenbach, Neudorf-Weimershof, Pfaffenthal, Pulvermuhl, Rollingergrund-Belair-Nord, Ville-Haute and Weimerskirch.

  • 5. List categories:

    The following categories are to appear on the lists:

    — hotels,

    — aparthotels,

    — gîtes,

    — guest houses,

    and each establishment must comply with relevant Luxembourg legislation in its category.

  • 6. Other information for hotel establishments (and similar):

    6.1. The supporting documents and invoices issued by these establishments to officials and other staff must comply with Luxembourg legislation.

    6.2. These establishments must immediately inform PMO via the web portal of any changes entailing their inability to comply with the price criterion specified in the request.

    6.3. Prices offered may be revised.

    6.4. Establishments that wish to be removed from the list must use the relevant function in the web application.

    6.5. This request will be valid for 4 years from the date of dispatch of this notice to the Publications Office of the European Union.

  • 7. Procedure:

    Establishments are requested to register in the web portal and complete the fields shown.

Low Value Tender: