RFP 250034 - TENDER FOR THE PROVISION OF DEMATERIALIZED MEAL VOUCHERS AND RELATED SERVICES

The University of Luxembourg is launching this Call for Tenders to select a qualified service provider for the supply, delivery, and management of dematerialized meal vouchers in accordance with Article 15.6 of the current Collective Bargaining Agreement, and applicable Luxembourg legislation, including the Law of 19 December 1986 and the Grand-Ducal Regulation of 29 December 1986, as amended. Meal vouchers are provided to full-time employees of the University based on the following model: • 220 meal vouchers per year, distributed as 18 per month and 19 every third month; • The number of vouchers is pro-rated for part-time employees; • Meal vouchers are allocated for each day worked and exclude non-working periods such as holidays (already factored into the annual allocation); • Periods of sickness, maternity leave, parental leave, and other unpaid leave are to be deducted from the entitlement The University currently provides meal vouchers to approximately 2,700 employees. We are seeking a modern, efficient, and secure digital solution that manages the full lifecycle of meal vouchers, including issuance, usage, balance deduction, reporting, and customer support. The proposed solution should: • Be fully dematerialized and accessible through digital platforms. • Offer integration with commonly used payment applications. • Provide, upon employee request, a physical (card-based) option for those who prefer not to use digital tools. The selected supplier will be responsible for delivering a comprehensive service that ensures ease of use, data security, and administrative efficiency. The solution must: • Offer broad acceptance across eligible merchants in Luxembourg; • Be intuitive and accessible for all users; • Integrate effectively with the University’s HR, payroll, and financial systems; • Include access to a comprehensive and regularly updated list of affiliated restaurants, shops, and other eligible establishments. This Call for Tenders is aimed at concluding a Framework Agreement, fixed at two (2) years, renewable two (2) times for one (1) year each (2 + 1 + 1) at the sole discretion of the University, in order to retain a Contracting Party known for its expertise in the provision and administration of dematerialized meal vouchers and related support services.