Business Travel and Accommodation Services for EL EU OHQ ASPIDES

Tenderers shall provide a solemn statement before a judicial or administrative authority, a notary or a qualified professional body in his country of origin or provenance stating that they are not in one of the situations referred to in Article 16 of the EPF Financial Rules-Part II.

It has the legal and regulatory capacity to pursue the professional activity needed for performing the contract as required in OHQ-09/2026. When submitting its tender, the Agency will provide proof of the required authorisations that it has obtained to enable it to issue travel tickets in the fields of civil aviation and in the field of sea links, hotel reservations and other ancillary services. An ad hoc license to operate in Greece is necessary. The FWC is conditional upon these authorisations being obtained.

Tenderers must be able to prove that they meet the economic, financial and technical capacity requirements to perform the services set out in this call for tenders. Minimum financial levels requirements: a) An annual turnover of 800,000.00 EUR for the last three financial years providing in the field of services described in this call of tender. b) Evidence as indicated in the 'Invitation to tender' of the call of tender. Proof must be provided of an annual turnover of €800,000.00 in the area covered by this tender, based on the best year of the last three years available, depending on the dates of incorporation or commencement of the entrepreneur's activities and the date of submission of the bids.

The tenderer has to prove relevant experience in the field services as described in the 'Invitation to tender' of the call of tender. Evidence of the technical and professional capacity of the service providers by submitting the following documents: Two references of longer duration (more than two years) comparable reference in the provision of services similar to the one it is applying. The cumulative amount must be equal to or greater than 500,000 EUR excluding applicable indirect taxes. References must include a brief description of the services provided, the duration of the contract and contact information to facilitate verification. They shall be accompanied by certificates of satisfactory execution, specifying that they have been carried out in a professional manner and have been fully completed (where applicable) signed by an authorized representative of the organizations for which these were provided.

Travel Operator (Working Hours): One person as travel operator during working hours: Working presence in the EL EU OHQ Larissa, Greece. Regular working days in the OHQ from Monday to Friday. Presence time daily between 08:00 up to 15:30 or according to the Battle Rhythm of the OHQ and the Contracting Authority's orders (for a maximum of 8 hours in any case). English as working language. Duties: Personal and phone advice to the travellers; Worldwide travel and accommodation planning and booking; Issuing of tickets.

Travel Operator (Non-Working Hours): A person as travel operator during non-working hours for the service of the Contracting Authority's personnel either via phone or e-mail and, especially but not exclusively, for exceptional or urgent cases due to a modification of the schedule or other extraordinary circumstances and will concern changes/modifications to already approved travels. 24 hour/7 days service cover. English as working language. The Contractor will specify an e-mail address and a mobile phone for that purpose. Duties: Personal and phone advice to the travellers; Worldwide travel and accommodation planning and booking; Issuing of tickets.

Car/Minibus Driver: A person as car/minibus driver. Available on a 24 hour/7 days basis (whenever required). English as working language. Duties: Driving a car or a minibus from the OHQ premises to Thessaloniki or Athens airports and vice versa.

A car and/or minibus available on a 24 hour/7 days basis in order to provide, whenever required, for group transfer (1 to 3 and/or 4 to 7 persons) round-trip of the OHQ personnel between the OHQ premises in Larissa and the airports of Thessaloniki and Athens.

Full business travel service, which includes (compulsory) and is not confined to: Air and ferry travel (quote options, changes, fare/tax refunds, advice and support); Hotel Bookings European Economic Area (EEA); Car hire; Management Information (e.g. Visas etc); Travel Alerts; 24 hour/7 days service cover in English language; Have an international reservation system, global distribution system (GDS), such as Amadeus or Sabre; Delivery of any travel tickets or any other documentation or information regarding the travel or the accommodation to the individual traveller, after the approval of the Travel Officer.