TRAVEL-RELATED SERVICES CONCERNING WORK-RELATED TRAVEL (LOTS 1 & 2)

The European Commission has issued a call for tenders (EC-PMOLUX2024OP0004) for travel-related services concerning work-related travel. This opportunity is divided into two lots: Lot 1 pertains to travel services related to missions and authorized travel, valued at approximately 408.7 million EUR, while Lot 2 focuses on travel services for the organization of meetings and events, estimated at 111.67 million EUR. In total, the estimated value for both lots is around 520.37 million EUR.

The maximum contract duration is 48 months, potentially renewable. The procurement process will assess proposals based on a quality-price ratio, with 60% of the score allocated to quality and 40% to price. The submission method is electronic, and submissions must be submitted through the Funding and Tenders Portal.

Eligible applicants include any economic operators capable of providing the required services, although there are no specific restrictions regarding company size. Due to the "smeSuitableIndicator" being set to false, the opportunity does not specifically target small and medium-sized enterprises, but they can still apply. The project scope is primarily open to EU and EEA entities, but it may also extend to third countries with mutual agreements.

No specific countries are mentioned in the tender's documentation, and the project stage is characterized as service provision. The successful applicants are expected to provide comprehensive travel solutions for EU institution staff and affiliates.

The application process consists of a single-stage submission where proposals must be received by August 29, 2025, at 16:00 CEST. The public opening of tenders will occur on September 2, 2025. Participants must possess a valid Personal Identification Code (PIC) for submission, and the submission is bound by strict technical specifications, including a maximum attachment size of 50 MB and a limit of 200 files per submission.

Overall, this tender represents a significant opportunity for established travel service providers who have the capability to manage complex travel logistics for the EU. The contract aims to ensure efficient travel arrangements while adhering to EU procurement rules and regulations.

The European Commission, PMO Office for the Administration and Payment of Individual Entitlements, has announced a call for tenders EC-PMOLUX2024OP0004 for travel-related services concerning work-related travel. The TED reference is 117/2025 399428-2025. The estimated total value is 520,370,000 EUR. The TED publication date is 20/06/2025. The procedure type is open. The submission method is electronic and open for submission. The main classification (CPV) is 63510000 Travel agency and similar services.

The call is divided into two lots:

Lot 1: Travel-related services in connection with missions and authorised travel. The estimated value is 408,700,000 EUR. This lot covers missions and authorised travel governed by the Guide to Missions and Authorised Travel, as well as work-related travels for individuals who are not staff members but travel in the interest of the entities. It also includes private components of travel added to work-related travels. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. Additional CPV classifications include 63516000 Travel management services and 79997000 Business travel services.

Lot 2: Framework Contract for the provision of travel-related services in connection with the organisation of meetings and events. The estimated value is 111,670,000 EUR. The services covered include all services provided with regard to work-related travel planned and organised in connection to specific events such as meetings, conferences, and other events. These events may be of significant strategic and reputational importance. The work-related travels might be combined with private components. The nature of the contract is services. The maximum contract duration is 48 months. The award method is best price-quality ratio. Additional CPV classifications include 63516000 Travel management services and 79997000 Business travel services.

Milestones for both lots:
TED publication date: 20/06/2025
Date and time of public opening: 02/09/2025 10:00 Europe/Luxembourg
Deadline for receipt of tenders: 29/08/2025 16:00 Europe/Luxembourg
Contracting authority is not bound to reply to questions submitted after: 21/08/2025 05:00 Europe/Luxembourg

Documents available for download:
ENEN-Invitation to tender EC-PMOLUX2024OP0004 TRAVEL-RELATED SERVICESInvitation letterPublished on 20/06/2025All lotsVersion 1 No translations available
ENLots 1&2 - Annex 2 to the Admin. specifications - Declaration on honourTender specifications - adm. partPublished on 20/06/2025All lotsVersion 1 No translations available
ENLots 1&2 - Tender specifications - Part 1 - Administrative specificationsTender specifications - adm. partPublished on 20/06/2025All lotsVersion 1 No translations available
ENLot 1 - Tender specifications - Part 2 - Technical specificationsTechnical specificationsPublished on 20/06/2025Lot 1Version 1 No translations available
ENLot 1 - Annex 1 to the Tech. specifications - Guide to Missions and Authorised TravelTechnical specificationsPublished on 20/06/2025Lot 1Version 1 No translations available
ENLot 1 - Annex 2 to the Tech. - Most common destinationsTechnical specificationsPublished on 20/06/2025Lot 1Version 1 No translations available
ENLot 1 - Annex 3 to the Tech. specifications - Volume over the year 2024Technical specificationsPublished on 20/06/2025Lot 1Version 1 No translations available
ENLot 1 - Annex 4 to the Tech. - Accommodation ceilingsTechnical specificationsPublished on 20/06/2025Lot 1Version 1 No translations available
ENLot 1 - Annex 5 to the Tech. - Information on holidaysTechnical specificationsPublished on 20/06/2025Lot 1Version 1 No translations available
ENLot 1 - Annex 6 to the Tech. specifications - Financial tender formFinancial offer formPublished on 20/06/2025Lot 1Version 1 No translations available

Submissions must be sent exclusively via electronic submission.

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In summary, this is a call for tenders by the European Commission for travel-related services. It is divided into two lots: one for general mission and authorised travel, and another for travel related to the organization of meetings and events. The total estimated value is significant, and the contracts will be awarded based on the best price-quality ratio. The tender documents provide detailed specifications and requirements, and submissions must be made electronically through the eSubmission portal. The portal has specific technical requirements for file sizes, naming conventions, and supported browsers. A PIC (Participant Identification Code) is mandatory for participation. The deadline for submitting tenders is August 29, 2025.

Eligible Applicant Types: The eligible applicant types are not explicitly stated, but based on the nature of the tender, it is likely that travel agencies, travel management companies, and similar service providers are eligible.

Funding Type: The funding type is procurement, specifically a service contract. The tender aims to establish framework agreements for travel-related services.

Consortium Requirement: The opportunity does not explicitly state whether a single applicant or a consortium is required. However, the documentation mentions the use of a Personal Identification Code (PIC) for both sole candidates and members of a group (consortium), suggesting that both single applicants and consortia are eligible.

Beneficiary Scope (Geographic Eligibility): The geographic eligibility is not explicitly stated. However, given that it is an EU tender, it is likely open to entities registered in the EU and potentially the EEA.

Target Sector: The target sector is travel-related services. Specifically, it targets travel agency services, travel management services, and business travel services.

Mentioned Countries: Luxembourg is explicitly mentioned as the location for the public opening of tenders.

Project Stage: The project stage is service provision. The tender is for established service providers to deliver travel-related services.

Funding Amount: The estimated total value for both lots is 520,370,000 EUR. Lot 1 has an estimated value of 408,700,000 EUR, and Lot 2 has an estimated value of 111,670,000 EUR.

Application Type: The application type is an open call for tenders.

Nature of Support: The beneficiaries will receive money in exchange for providing travel-related services.

Application Stages: The number of application stages is not explicitly stated, but it involves at least one stage of submitting a tender.

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

Co-funding Requirement: The co-funding requirement is not mentioned in the provided text.

Summary:

This is an invitation to tender EC-PMOLUX2024OP0004, issued by the European Commission, PMO, for travel-related services concerning work-related travel. The tender is divided into two lots. Lot 1 focuses on travel-related services in connection with missions and authorized travel, covering official travel and potentially including private components. Lot 2 concerns travel-related services for the organization of meetings and events, also potentially including private components. The estimated total value of the tender is 520,370,000 EUR, with Lot 1 valued at 408,700,000 EUR and Lot 2 at 111,670,000 EUR. The maximum contract duration is 48 months. The award method is based on the best price-quality ratio. The deadline for receipt of tenders is August 29, 2025, at 16:00 Europe/Luxembourg time. The public opening of the tenders will be on September 2, 2025, at 10:00 Europe/Luxembourg time. Submissions must be sent electronically. The tender documents include administrative and technical specifications, a declaration on honor, a guide to missions and authorized travel, information on common destinations, travel volume, accommodation ceilings, information on holidays, and a financial tender form. A Participant Identification Code (PIC) is mandatory for participation. The system supports 24 official EU languages and uses encryption for data integrity and confidentiality. The maximum size for attachments is 50 MB, and there is a limit of 200 files per submission.