Training venue with accommodation for a week

Dear Candidate,

The Netherlands Red Cross (NLRC) as candidate buyer, hereafter called buyer herewith invites candidate seller, hereafter called seller, to submit the best firm offer for the delivery of services mentioned below. This invitation is without engagement until written acceptance in terms of a duly signed and agreement by both parties.

1. Services: To provide the buyer with accommodation including breakfast and a training venue from 18-26 November 2023, including refreshments and lunch.
2. Quality specification: See the Venue Requirements at the end
3. Payment: within 30 days net after receipt of the invoice provided that both the required documents and the delivered services are in conformity with the specifications stated in the agreement or it’s enclosures; advance payment of expenditures and instalment payments may be possible, but remain subject to final approval by the NLRC**.**
4. Price(s): in EUR excl. VAT. per day ALL IN. Please provide a detailed breakdown of the prices.
5. Dates:
   1. The training rooms are needed from Monday 20- Saturday 25 November.
   2. The accommodation for 6 trainers is needed from 18-27 November (check out 28 November.
   3. The accommodation for 28 participants is needed from 19-25 November (check out: 26 November)
6. Validity: date to be indicated in sellers' proposal.

Yours sincerely,

The Netherlands Red Cross, The Hague

International Assistance Department

Venue Requirements:

Location:

• The venue location should be centrally located, ideally within Utrecht, North/ South Holland. Ideally, the location is outside of a large city, close to nature.
• Easy to access with public transport.

Accommodation:

• The venue should be able to host 34 people (all single rooms)
  • 6 people (trainers) from 18 – 27 November and
  • 28 people from 19 – 26 November
• All rooms should have access to wifi
• Accommodation should include breakfast.

Training rooms

• There should be at least 3 training rooms; one large room that can host 34 people, and at least two smaller (‘break out’) training rooms that can host 10 people.
• The seating needs to be able to be rearranged in 6 tables
• Lighting should be sufficient and controllable (preferred natural daylight)
• Room temperature should be controllable.
• Training supplies (flip charts, data projectors, laptop, extension cables) are available
• Wifi possibilities on site
• Access to photocopier on site
• Rooms should be available at night time, and secured overnight.

Refreshments/ lunch:

• Tea/ coffee breaks and lunch are catered for and will be served
• Special meals (vegetarian, lactose/ gluten free) available if needed

Other:

• Ideally, the training venue would offer outdoor space that can be used for certain interactive training sessions.

How to apply

Please submit your offer with your commercial quotation per email to: logistics@redcross.nl and in CC to dmulder@redcross.nl

Do not forget to mention the Reference number:RFQ - Log-2023-0386

You can ask any further information to dmuder@redcross.nl until the closing date.

Closing date is set to 30th of September 2023 09:00 CEST or GMT 07:00 hours