Quotation Are Invited For Conference Services

Quotation are invited for Conference Services for Two Workshops for the National Police of Ukraine in Lviv, Ukraine, on 27-28 October and 29-30 October 2026. SCOPE OF SERVICES 1. Conference room rental for the event on 2728 October 2026 with a capacity of 25 participants; 2. Two conference rooms rental for the event on 2930 October 2026: 1) 1st room with a capacity of up to 45 participants; 2) 2nd room with a capacity up to 20 participants. 3. The conference rooms for both events should preferably be located in the venues shelter area to ensure the continuation of activities during possible air alerts. Should be offered according to the list of venues cleared by the OSCE in Lviv (indicated in p. VI of this Annex) 4. Accommodation for event participants. Preferably at the same venue where the conference rooms are available, or nearby if it is not available. - 11 twin-rooms with two separate beds/per room and 1 single room (expert) for the event on 27- 28 October 2026 (26 October is the day of arrival and 28 October is the day of departure). - 20 twin-rooms with two separate beds/per room (28 October is a day of arrival and 30 October is a day of departure). The final number of rooms and check-out dates will be confirmed by 12 October 2026. - 1 single room should be book from 26 to 30 October for event organizer (26 October is the day of arrival and 30 October is a day of departure). 5. Coordinate and book domestic round-trips for the event participants. Type of transport - train or bus. The approximate total number of participants is up to 63 people. The event management services provider can include the travel arrangement coordinators fee in the offer for its services. 6. Provide necessary technical equipment, including laptop, projector and projector screen, 2 wireless microphones. 7. Provide catering services; coffee breaks, lunch breaks. 8. Provide stationery equipment: flipcharts, markers, stickers, notebooks, pens, etc. 9. Ensure on-site possibility for printing additional materials - printer. 10. Ensure the presence of representatives of the event management services provider on site during all days of the event at least one person to coordinate the practical aspects of the event and assist OSCE staff, and one technical specialist responsible for equipment work. The coordinator and the RFQ-SEC-770772-2026 4 event specialist should have a good command of the Ukrainian language. A good command of the English language is an asset. 11. Arrange the services of a photographer. The photographer will be responsible for taking and selecting high-quality photos on 27th and 29th October 2026. The assignment requires involvement for up to 3 hours per date. 12. Include the offer event management services provider fee for the services. General Requirements (reflecting the Price Schedule): - 1 st workshop: 27-28 October 2026, conference room for 25 people, 11 twin-rooms, 1 single room (for expert) (26 October is the day of arrival and 28 October is the day of departure). - 2 nd workshop: 29-30 October 2026, two conference rooms: 1) 1st room for up to 45 people; 2) 2nd room for up to 20 people. 20 twin-rooms with two separate beds/ per room (28 October is the day of arrival and 30 October is the day of departure). - 1 single room should be book from 26 to 30 October for event organizer (26 October is the day of arrival and 30 October is a day of departure). 1. Accommodation in Lviv for two events, book single and twin-rooms, preferably in the same facility with the conference room(s) or well connected to the conference facility (preferably, within walking distance). The accommodation/event facility is equipped with a bomb shelter or underground parking/or has a municipal shelter within a short walking distance, and has an alternative electricity generator in case of electricity power cuts. The event venue and hotel should be selected from the OSCE-cleared list of venues. 2. Breakfast should be included in all room bookings. 3. Conference Facility Spacious U-Shape style to seat up the required number of participants for each workshop, conference room, preferably on the ground floor or in a sheltered area. Air-conditioned and equipped with a free high-speed Internet connection (Wi-Fi), the conference facility features a bomb shelter or underground parking and an alternative electricity generator in case of power outages. 4. Rental of Technical Equipment - For two events, a total of 4 days throughout October required the following equipment: - LCD Multimedia Projector and Screen with a remote control (connected to a laptop); - Laptop - MS software Word and PowerPoint, USB port, as well as access to the internet), the laptop should be connected to the multimedia projector; - PowerPoint presentation remote control (clicker); - Printer; - 2 wireless handheld microphones; - sound system suitable for video presentations and/or Zoom connection. The supplier must ensure that the equipment is modern and in excellent technical condition. For calculation purposes, please indicate a per-day rate. 5. Coffee Breaks 3 coffee breaks per 23 people 2728 October 2026; 3 coffee breaks per 43 people 29-30 October 2026. Coffee breaks should include coffee and tea variety (green, black, flavoured), 3 kinds of snacks, assorted cookies/cakes, selected juices, bread (Optional Vegetarian menu options) 6. Lunches 2 lunches per 24 people 2728 October 2026; 2 lunches per 43 people 29-30 October 2026. Buffet menu option: appetizer, first course, main course, dessert, soft drink and bread (Optional Vegetarian menu). Please provide menu suggestions. Note: ideally, lunch should be quoted at a price per person, including one soft drink, water and one coffee/tea. RFQ-SEC-770772-2026 5 7. Water during the event (100% still water, 0.75 litres) and glasses for the participants. Empty bottles to be replaced during break. 24 p x 3 = 72 bottles per event (approximate calculation) 2728 October 2026; 43 x 3 = 129 bottles per event (approximate calculation) 29-30 October 2026. 8. Technical assistance is needed to conduct a functionality check before the beginning of the training and to provide support during the event. Technical issues, should they arise, must be resolved in a manner that enables the continuous and smooth operation of the training. Conference facilities have to be fully ready for the event at least two hours in advance (water/glasses in place, microphones/laptops ready to be used, Wi-Fi connection available for the duration of the whole event). The selected provider (event organizer or hotel) must ensure that the equipment is modern and in excellent technical condition. 9. Event management provider/coordination assistance (Ukrainian and English speaking, with good written command). Event coordinator must be available throughout the entire event and be accessible (either on call or via email) to assist with any further venue/travel arrangements. 10. Travel expense compensation Average amount per person: 2500 UAH; Number of people to be reimbursed: 63; Total amount to be reimbursed: 157 500 UAH. 11. Stationary includes the following - Notebooks 65 pcs; - Pens 65 pcs; - Paper masking tape, 5 cm wide or wider (for name badges and attaching completed flipchart sheets) 2 rolls; - Flipchart stands 2 pcs; - Flipchart paper up to 60 sheets in total (23 pads of 2030 sheets each); - A4 white copy paper 1 pack; - Flipchart markers 6 sets, 4 colours per set; - Yellow square sticky post-ist 6 pads. 12. Photographer - will be responsible for taking and selecting high-quality photos on 27 and 29 October 2026 (3 hours involvement per day). File with photos not more than 100 selected photos from all events. Photos will be the OSCEs property. 13. Event management services provider fee includes all payable costs and expenses (planning, booking, management services, staff cost, etc.) to coordinate and arrange the complete event services. 1 Single occupancy room with breakfast and city tax included for 1 pax for 4 nights (26- 30 Oct) 4 Each 2 Single occupancy room with breakfast and city tax included for 1 pax for 2 nights (26- 28 Oct) 2 Each 3 Twin rooms with breakfast and city tax included for 22 pax for 2 nights (26-28 Oct) 11 Each 4 Twin rooms with breakfast and city tax included for 40 pax for 2 nights (28-30 Oct) 20 Each 5 Conference room for up to 25 pax (27-28 Oct) 2 Day 6 Conference room for up to 45 pax (29-30 Oct) 2 Day 7 Conference room for up to 20 pax (29-30 Oct) 1 Day 8 1 LCD multimedia projector with a remote control/clicker and at least 1 screen 4 Day 9 1 laptop 4 Day 10 1 printer 4 Day 11 2 wireless handheld microphones 4 Day 12 sound system suitable for video presentations and/or Zoom connection 4 Day 13 201 water bottles in the meeting room (72 on 27-28 Oct and 129 on (29-30 Oct) 201 Each 14 Coffee breaks for 23 pax, 3 times (27-28 Oct) 69 Each 15 Coffee breaks for 43 pax, 3 times (29-30 Oct) 129 Each 16 Lunches for 24 pax for 2 days (27-28 Oct) 48 Each 17 Lunches for 43 pax for 2 days (29-30 Oct) 86 Each 18 Event support including technical assistance when needed 4 Day 19 Stationary (as per p.11 of the ToR) 1 Set 20 Photographer (up to 3 hours per day on 27 2 Day and 29 Oct) 21 Travel expense compensation for 63 pax (2500 UAH each in average) 63 Person 2500 UAH 157500 UAH 22 Other expenses (If any, the description; unit of measure/quantity; unit price to be provided Tender Link : https://procurement.osce.org/tenders