Contractor sought to undertake Filoxenia during Cyprus' Council of EU Presidency

The state's preparations are continuing at an intensive pace in view of the Republic of Cyprus assuming the Presidency of the Council of the European Union in the first half of 2026.

Following the actions to convert part of the premises of the Higher Hotel Institute of Cyprus (HHI) into a Press Office for the needs of the Cyprus Presidency, the State Treasury has announced a tender to find a contractor who will undertake the management of both the ‘Filoxenia’ Conference Centre and the Press Centre from 1 September, 2025 to 31 August, 2026.

According to the tender documents posted on the Electronic Procurement System (e-procurement), Cyprus is aspiring to organise a credible and effective Presidency, which will reflect the reforms and foundations laid on the principles of sustainable development and digital transformation.

Regarding the Filoxenia Conference Centre, it is emphasised that it was chosen to host a significant number of meetings during the Cyprus Presidency, as it meets the requirements in terms of functionality and security set by the EU itself.

In fact, as reported, it is estimated that one Informal Summit of Heads of State or Government of the EU, 20 Informal Ministerial Councils and 4 Ministerial conferences/meetings will be held at the Conference Centre.

At the same time, two other important meetings are expected to take place at the same venue, the Visit of the College of Commissioners and the Visit of the Presidents of the Political Groups of the European Parliament.

It is added that 150-900 people, including journalists, are expected to participate in these meetings.

Additionally, it is estimated that another 100 meetings and events, both high and low level, will be held at the Conference Centre, in which participation is expected to range from 10 people for a small meeting, to up to 800 people for a large conference.

In addition to the various delegates and journalists, there is expected to be staff at the conference venue on a daily basis, estimated at around 20-25 people, which will include staff from the Contracting Authority in the Conference Centre offices, the Registration and Accreditation Centre and the Gift Storage and Sorting Centre.

At the same time, it is expected that there will be police personnel on a daily basis for the security of both the venue and the physical safety of the participants, estimated at around 70-90 people.

Additionally, outside the fenced area, there will be parking spaces for vehicles, as well as a designated area for participants to board and disembark from buses.

Furthermore, in accordance with the instructions of the Police, the area around the Conference Centre and the Press Centre will be surrounded by a security fence with three controlled entry/exit points: One entrance for officials/leaders to the Conference Centre, one entrance for catering and staff to the Conference Centre and one entrance for journalists to the Press Centre.

It is noted that near the entrances there will be control areas that will include appropriate equipment and facilities for Police personnel.

There will also be an entrance connecting the Conference Centre with the Press Centre.

The contract’s objective

Regarding the contract to be signed for the management of the Conference Centre, according to the relevant documents, the general objective of the contract consists of two sub-objectives, as follows:

• The effective and high-quality management of the Conference Centre and the Press Centre towards conducting meetings and other work within the framework of the Presidency of the Council of the EU in the first half of 2026 in Cyprus, based on the principles of sustainable development and digital transformation.
• The uninterrupted provision of food services within the framework of the Presidency of the Council of the EU in the first half of 2026 in Cyprus.

The special objectives of the contract are the following:

• Perfect organisation of the premises for the smooth execution of all activities of the Cyprus Presidency, utilising cutting-edge technology and ensuring environmental sustainability.
• Providing high-quality catering services to attendees, which will reflect a high level of hospitality, professionalism and environmental sustainability.
• Ensuring and maintaining a permanently clean, healthy work environment and tidiness of the equipment of the space, with appropriate decoration of plants and flowers.

Anticipated results

It is worth mentioning that the contract will be divided into three periods and for each of them, the following results are expected:

• Preparatory period from 1 September, 2025 to 15 December, 2025: The Contractor will secure (supply and install) all the required equipment included in its technical offer, and will hire the necessary number of personnel to carry out the various tasks.
  During this period, it will properly train the personnel, so that they become familiar with the premises and are fully prepared to provide the requested services to achieve the objectives of the contract.
• Presidency Period from 16 December, 2025 to 30 June, 2026: The Contractor will carry out all necessary work to a high standard so that all meetings are conducted smoothly, with a view to achieving the specific objectives of the contract, as mentioned above.
• Contractor Withdrawal Period/Handover of the Conference Centre and Press Centre from 1 July 2026 to 31 August 2026: The Contractor shall prepare appropriate reports and studies with statistical data on the services provided during the Contract.
  In addition, it shall remove any of its own equipment from the Conference Center and Press Center premises and shall hand over the premises in the condition in which they were received.

Conditions and risks

Regarding the conditions and risks in relation to the contract to be signed, the basic conditions for the implementation of the object of the contract are:

• The Contractor's performance of obligations under the Contract.
• Coordination and good cooperation between the Contracting Authority and the Contractor.
• The effective functioning of the Contractor's Project Team.

At the same time, the most serious risks associated with failure to meet the above conditions are:

• Delays in the execution of services (e.g., preparing rooms, serving meals).
• Problems with the quality or quantity of food services.
• Cleanliness and safety problems for visitors to the space and/or staff.
• Problems in the management of classified information/documents.
• Problems in the operation of equipment or other activities.
• Damage to equipment due to insufficient staff training.
• Failure to take corrective actions during the execution of the Contract.

Estimated value and duration of contract

According to the tender documents, the estimated value of the contract was set at €4,500,000, excluding VAT, as follows:

• €4,340,000 for the management of the Conference Centre and the Press Centre for the purposes of the Cyprus Presidency of the Council of the European Union 2026, and
• €160,000 option that can be activated in the event of an informal summit of EU Heads of State or Government.

The duration of the contract will be for one year, specifically from 1 September, 2025 to 31 August, 2026.

It is noted that offers will be accepted until 11 April, 2025 at 12:00.

(Source: InBusinessNews)