Annex BUILDING CONSULTATION SHEET. to the COMMISSION DECISION

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EUROPEAN COMMISSION Brussels, XXX [ ](2016) XXX draft ANNEX 20 PART 2/3 Annex BUILDING CONSULTATION SHEET to the COMMISSION DECISION on the Internal

1 EUROPEAN COMMISSION Brussels, XXX [ ](2016) XXX draft ANNEX 20 PART 2/3 Annex BUILDING CONSULTATION SHEET to the COMMISSION DECISION on the Internal Rules on the implementation of the general budget of the European Union (European Commission section) for the attention of the Commission departments EN EN

2 BUILDING CONSULTATION SHEET I. GENERAL PROJECT TITLE COUNTRY TOWN PROJECT TYPE: CURRENT USE NEW PROJECT Rent Ownership Long-term lease Usufruct Other ne Rent Usufruct Extension of existing lease Building purchase Land purchase Construction Land and building purchase L.term lease-purchase option Long-term lease Other II. GROSS AREA M² A. OFFICE BUILDINGS CURRENT SITUATION NEW PROJECT DIFFERENCE Above ground - offices 0

3 Above ground - other specific areas (conference rooms, computer rooms, test rooms, laboratories...) Info-Points (Representation Offices) 0 Under ground (excluding parking areas) 0 Underground parking areas 0 TOTAL AREA Number of parking spaces Under ground 0 Outside 0 Number of occupants 0 Above-ground area per person (M²/P) B. OTHER TYPES OF BUILDINGS Creche Computer room Laboratories Research area Residence Head of Delegation Info-Point Technical building 0 Above ground 0 Under ground 0 TOTAL AREA Number of parking spaces Under ground 0 Outside 0

4 III. CONTRACT TERMS CURRENT AREA Contract start date Contract end date Early exit Period of notice (months) Penalties t applicable NEW PROJECT Proposed contract signature date Proposed contract entry into force date Proposed occupancy date Contract end date In the event of purchase/construction, specify the last year of refund or payment Early exit Possibility of early exit? t applicable Period of notice (months) Penalties Early repayment of the purchase cost (indicated in the contract) t applicable t applicable

5 Early repayment for specific alterations (indicated in the contract) t applicable Purchase option? t applicable Survey/Valuation carried out? Type of market prospecting carried out? Prospecting and negotiating methodology employed (Bxl/Lux)? Opinion of the Real Estate Committee (Bxl/Lux) Opinion of the Real Estate Committee (EEAS) t applicable t applicable Derogation (Art.4) t Applicable Favourable with comments Favourable without comments Negative t Applicable Favourable with comments Favourable without comments Negative

6 Is this a Maison d'europe (Representation Offices)? t applicable IV. EXPENDITURE ( ) CURRENT SITUATION NEW PROJECT DIFFERENCE Payment methods for the new project IV.1. Annual rent/fee (excluding alterations) Cost per m² of above-ground offices Cost per m² of other specific areas Cost per m² of Info-Points (Representation Offices) Cost per m² of above-ground areas for other types of buildings Cost per m² of underground areas Cost per parking space under ground outside Single Payment non-identical instalments regular intervals TOTAL ANNUAL COST mixed Number of annual instalments Timing of payments Payment deadlines Monthly Quarterly Six-monthly Annual Occasional Early

7 Indexing % annual indexing (fixed rate) when due t applicable IV.2. Specific alterations (annual repayment) Included in the rent/fee? Cost per m² of above-ground offices Cost per m² of other specific areas Cost per m² of Representation Offices Cost per m² of Info-Points (Representation Offices) t applicable OVERALL COST 0 Number of repayment years Annual repayment 0 ANNUAL SUB-TOTAL IV. 3. Other significant annual expenditure Security guards 0 Maintenance costs, charges, etc. 0 TOTAL ANNUAL EXPENDITURE IV. 4. Specific expenditure Specific alterations (single payment) Security equipment and facilities Furniture Removals Rehabilitation of existing areas Exit penalties for existing areas

8 Other (solicitor's fees, registration fees, etc.) TOTAL SPECIFIC EXPENDITURE 0 IV. 5. Other acquisition/construction data Price of purchase, if applicable In the event of construction Financing interest rate (estimated or final) Cost Fees TOTAL COST 0 % fees / cost! IV. 6. Trends in expenditure (commitments) in Year (please specify) et seq. Rent/fee (excluding alterations) Alterations Other recurrent expenditure Specific expenditure TOTAL FOR YEAR Amount on line (please specify) XX 26 ex-ba COMMENTS Indicate any specific details that are not mentioned elsewhere in the sheet but should be taken into account by DG BUDG (EMAS impact, owner discounts, etc.). These details must be outlined in the building procedure note.

10 BUILDING CONSULTATION SHEET (proposed building) This sheet must indicate the alternatives analysed before proposing the chosen solution. The first row (Order of choice 1) contains the data of the chosen solution (the data must coincide with the data on the previous sheet). This must be followed by one row for each alternative, in descending order of preference (starting with the most preferable). AUTHORISING DG/OFFICE/SERVICE TYPE OF PROSPECTING Order of choice 1 Title of the solution m² above ground m² under ground Parking spaces Purchase value or total construction cost Rent or fee / annual (in euro) Estimated cost of alterations (in euro) Availability (date) Brief outline of reasons for choosing the adopted solution / Reasons for rejecting the other solutions 2 3 4

ANNEX DEFINITION OF THE METHODOLOGY TO BE FOLLOWED BY THE SERVICES OF THE COMMISSION FOR PROSPECTING AND NEGOTIATING FOR BUILDINGS

ANNEX DEFINITION OF THE METHODOLOGY TO BE FOLLOWED BY THE SERVICES OF THE COMMISSION FOR PROSPECTING AND NEGOTIATING FOR BUILDINGS 1. INTRODUCTION In its communication on buildings policy 1 the Commission