Government preparations are continuing more and more intensively in view of Cyprus assuming the Presidency of the Council of the European Union in the first half of 2026, with all relevant ministries and services carrying out all necessary procedures to ensure everything is ready and on time.
In this context and given that several thousand delegates will be arriving in Cyprus to participate in conferences and events planned within the framework of the Cypriot Presidency of the EU, the Deputy Ministry of Tourism has announced a fifth competition for securing rooms in hotels in the Limassol district.
This tender comes as a follow-up to corresponding tenders announced through the Electronic Procurement System (e-procurement), with the objective of securing rooms in hotels in the districts of Nicosia, Limassol, Larnaca and Paphos.
The subject of the competition
According to the tender documents, the primary objective of the contract that will be signed when the contractor is selected is the smooth, timely and high-level provision of conference services, rooms and catering, in the context of the needs arising from the assumption of the Cyprus Presidency of the Council of the European Union in the first half of 2026.
As it is characteristically stated, "the successful implementation of the services, with professionalism and consistency, is expected to contribute decisively to strengthening the image of the Republic of Cyprus as a capable and reliable organiser of high-level European meetings and at the same time to highlight the quality of the hospitality services provided in Cyprus."
Specifically, and based on the tender documents, the contractor that will be selected will undertake the provision of conference facilities and related equipment, including the provision of rooms and catering for the needs of the Cyprus Presidency of the Council of the European Union during the first half of 2026, in accordance with the terms and conditions that will be set out in the contract to be signed.
Based on a relevant list included in the documents, the convention will be divided into 15 sections as many as the conferences that will be held in the Limassol district within the framework of the Cyprus Presidency of the Council of Europe.
The costs that will be covered
It is noted that the cost for the rooms that will be reserved will be borne either by the contracting authority (Deputy Ministry of Tourism) or by the conference participants as follows:
- The contracting authority will only bear the cost of Single Use accommodation with breakfast only for the number of rooms and only for the nights presented in the relevant tables included in the tender documents.
- The participants will bear all costs not covered by the contracting authority.
- It is noted that when booking overnight stays, the cost of which is borne by the delegates, the following will apply:
*When booking the rooms, there will be a prepayment (guarantee) from the delegate himself for the first night of his stay.
*In case of cancellation or reduction of the duration of stay, five days before the scheduled arrival, then the amount of the guarantee (i.e. the amount prepaid) is not refunded. It is clarified that the amount of the guarantee is refunded to the delegate in the event that the cancellation of the reservation is due to the cancellation of the conference for the reasons of force majeure referred to in article 18 of the Agreement.
- In the event that after booking overnight stays, the cost of which is borne by the contracting authority, the conference is canceled for any reason, the reservation is also canceled and no amount is paid as remuneration or compensation to the contractor.
Other requirements
It is noted that the contractor will also have the following obligations during the duration of the contract:
- In a prominent place in the hotel entrance hall, an information sign should be placed to guide delegates to the Conference venue and on which the conference programme will also be posted.
- It must ensure that during the conference proceedings, no other activities are carried out in the halls or other areas of the hotel that may create a nuisance (visual, acoustic, odors, etc.) and affect the smooth conduct of the conference proceedings. It is clarified that it is acceptable for conferences of other organisations to be held in parallel at the hotel.
- Not to accept any sponsorships in relation to the services of the contract.
- Free wireless internet access is provided in the hotel's public areas.
- To procure and place in the hotel a defibrillator, a first aid kit and a sufficient number of fire extinguishers. To take all appropriate measures for the safety and health of the delegates, such as an emergency management plan for health emergencies (fainting, accidents, etc.), earthquakes and fires, to keep emergency exits accessible and clear of obstacles, to place up-to-date evacuation plans of the building in visible places, to ensure the safe installation of sound, lighting and audiovisual equipment, to ensure the safe preparation of food, etc.
- To procure and place in the hotel the flags of Cyprus and the European Union, which must meet the following specifications:
-220m mast with silver base,
-Flags 180x120,
-Flag expander, which should be compatible with the mast.
- Throughout the duration of the contract, there must be toilet paper and soap in the rooms, a non-slip surface in the bathtub or shower in the rooms or a non-slip mat in the bathtub or shower in the rooms, on the large glass surfaces, whether opening or fixed, of the hotel, appropriate signage must be placed to prevent accidents, and there must be a waste basket in the room.
It is noted, finally, that bids will be accepted until 20 November at 1pm , while the unsealing of the bids is expected to take place half an hour after the closing of the bids.
(Source: InBusinessNews)
