Netherlands Red Cross (NLRC) seeks a Consultant to support Informal Consulting Group Facilitation: Closing date 5 Feb 2026
Terms of Reference
Please find the complete Template of Reference and annexes here: LOG 2025 1115_FA ICG Facilitation Services
The rules of public procurement legislation do not apply to this Request for Proposal (RFP). This process is conducted at the Netherland’s Red Cross sole discretion and does not create any obligations under procurement law.
Title of Assignment: Consultant to support Informal Consulting Group facilitation
Framework Agreement and Contractual Arrangements
This tender is launched for the establishment of a Framework Agreement between the Netherlands Red Cross (NLRC) and the selected service provider. The Framework Agreement will cover the provision of consultancy and facilitation services for the Informal Consulting Group (ICG) as described in this Terms of Reference.
The Framework Agreement will be concluded for an initial period of one (1) year, starting on 1 March 2026 and ending on 1 March 2027, and may be tacitly renewed on an annual basis for a maximum total duration of four (4) years. Renewal will be based on satisfactory performance, continued need for the services, and mutual agreement between the parties.
A Framework Agreement does not constitute a guarantee of volume or exclusivity. Instead, it establishes the general terms and conditions—including scope, rates, and service expectations—under which specific assignments or call-offs may be issued during its duration.
Introduction
These Terms of Reference have been developed to bring on board professional support to manage the preparation, facilitation and implementation of the meetings and decisions of the Informal Consulting Group (ICG) of the IFRC Network. The period of the project is for a period of one year, renewable to a maximum of four years.
Context and background
The Informal Consulting Group (ICG) consists of the International Directors of all the Partner National Societies of the IFRC network. The Core Group of the ICG, consists of the International Directors of the American, Canadian, Finnish, British, Norwegian, Danish and Netherlands Red Cross and meets every two weeks. The ICG provides advice and support to IFRC and ICRC leadership and operations and meets three times a year in person and twice a year virtually. The Core Group of the ICG supports the organization of these meetings and follows-up on ICG decisions and newly emerging issues between meetings of the ICG. The consultants are expected to provide professional support to manage the preparation, facilitation and implementation of the meetings and decisions of the ICG Core Group and the ICG.
Purpose and Objectives
- The main purpose of the assignment is to support the collective work of the International Directors of the ICG and the ICG Core Group and facilitate decision-making and follow-up actions to maximize their impact.
- The Consultants will provide support and facilitation for the meetings of the ICG over a one-year period. In all cases, the Consultants will collaborate with the ICG “core group”, bringing instructional design and group coaching approaches to the structure and framework of the meetings. The meetings covered by the terms of this proposal are as follows:
- bi-weekly virtual meetings of the ICG “core group”;
- two virtual meetings of the ICG;
- three in-person meetings of the ICG.
- Additional services can be provided upon request and added to the parameters of this assignment through specific amendments.
Key questions
- The main purpose of the assignment is to support the collective work of the International Directors of the ICG and the ICG Core Group and facilitate decision-making and follow-up actions to maximize their impact.
- The three surveys after the ICG in-person meetings will question the relevance of the topics discussed, the quality of the preparations and facilitation, and the impact of the decisions that have been taken.Methodology
- Consultants prepare and facilitate all meetings and make suggestions on how collaboration and follow-up can be improved
- Consultants facilitate the three surveys following the ICG in person meetingsDeliverables
- Consultation and preparation of agenda, facilitation, and delivery of minutes/action points for the following meetings:
- bi-weekly virtual meetings of the ICG “core group”;
- two virtual meetings of the ICG;
- three in-person meetings of the ICG, followed by three surveys.
- Additional services can be provided upon request and added to the parameters of this assignment through specific amendments.
Profile of the desired Service Provider/Company
- Understanding the specific context, mandate, and challenges of the Red Cross/Crescent Movement.
- Experience in design and facilitation of meetings, team retreats, summits and workshops.
- Experience in instructional design, adult learning, and professional development.
- Experience in leadership, team and group coaching.
- Proven diplomatic skills in dealing with executive humanitarian leadership
- Strong personal network among Red Cross and Red Crescent Movement leadership
Planning
- Agenda for ICG core group meetings are shared two days in advance and minutes/action points are shared two days after the meetings
- Agenda for ICG meetings are shared two weeks in advance, and minutes/action points are shared one week after the meetings.
- Initial period of one year, from 1 March 2026 until 1 March 2027, extendable up to four years.
Responsibilities and lines of communication
This assignment will be managed by the Netherlands Red Cross (NLRC) Director of International Assistance on behalf of the ICG. The NLRC will coordinate the process in close collaboration with the ICG Core Group members. The ICG global meetings will be evaluated through a survey that will be set up by the consultants, but the outcomes will be evaluated by the ICG Core Group.
How to apply
Please find the complete Template of Reference and annexes here: LOG 2025 1115_FA ICG Facilitation Services
Bid Requirements & Analysis Criteria
Interested consultants/firms should submit references of employees within the Movement, a CV and cover letter to NLRC’s Logistics Department as further explained below.
Bids Submission guidelines
In submitting an offer, the applicant accepts in full and without restriction the special and general conditions governing this contract as the sole basis of this competitive procedure, whatever their own conditions of sale may be – NLRC General Purchasing Terms and Conditions.pdf.
Submission Deadline
The proposal shall be submitted before the deadline for reception of applications on the 4th of February 2026 at 23:59 Amsterdam CET (Central European Time) UTC/GMT +1 hour.
Submission Method
- Proposals must be submitted electronically by email to logistics@redcross.nl
- For any questions in relation to the tender process or content of this assignment, an email can be sent to: logistics@redcross.nl please indicate in the email subject: RFP LOG 2025 1115 – Questions + [Name of the bidder]. Questions can be asked until 1 week before the deadline; answers will be uploaded in the shared document folder.
Bid Format
- Email subject must be: LOG 2025 1115 – Proposal Submission + [Name of the bidder].
- All the bidding documents will be attached to the same email.
- The attachments to be included are described in the next section
- NRLC encourages the usage of links for sharing documents.
- Language: All documents shall be submitted in English.
The application should include:
- Cover Letter: clearly summarising the experience of the consultant and understanding of the requested assignments
- Curricula Vitae: a comprehensive document detailing education, professional experience, and accomplishments of the consultant(s);
- References: References from professionals within the Red Crescent/Cross Movement including contact details;
- Financial Proposal: Detailing all relevant financial information, including a breakdown of all costs;
- Vendor Registration Form: Bidders are required to complete the NLRC_Vendor Registration Form.docx and submit all relevant supporting documentation referenced in the form (Administrative checklist, Part 1 and Part 2).
- Commitment Note: If the engagement under this ToR requires travel outside the vendor country of residence, the selected bidder will be required to sign NLRC_Personal Commitment Note Non-RC staff.docx prior to departure. Provided during the tender process for review and acknowledgement
NLRC’s standard Framework Agreement: Bidders are expected to review this contract template carefully.
- Any comments, reservations, or proposed amendments to the Framework Agreement must be explicitly stated in the bidder’s submission.
- Submitting a proposal implies acceptance of the contract terms, unless specific comments are raised in writing at the time of submission.
- NLRC reserves the right not to consider any contractual comments or conditions submitted after the deadline for tender submission.
Evaluation Criteria
- Incomplete applications will not be considered. Failure to satisfy all aspects of the tender dossier may lead to the offer being rejected without further reason being given.
- A round of interviews might take place as part of the selection process.
- The contract will be awarded to the bidder with the highest total weighted score, based on a combination of quality, compliance, and price. This will be deemed the most economically advantageous offer.
Vendor code of conduct
NLRC is committed to upholding the highest sustainability standards and requirements (ethical, social, environmental and quality) in all our business providing high-quality services and products. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment.
The NLRC_Vendor Code of Conduct NLRC.pdf expresses the expectations we hold for all of NLRC vendors. The Vendor Code of Conduct outlines the behaviours expected of Vendors who commit to uphold these standards and prevent misconduct. It is legally binding and forms an integral part of the contract between the Vendor and the NLRC. The winning applicants will be requested to sign this Code of Conduct at the contract stage.
Supplier Registration
The Netherlands Red Cross is currently implementing a selection and registration process for all service providers and suppliers with whom it enters into contractual agreements.
As part of this process:
- Bidders are required to complete the NLRC_Vendor Registration Form.docx and submit all supporting documents requested in the form.
- If the engagement under these ToR requires travel outside the supplier’s country of residence, the selected bidder must sign a NLRC_Personal Commitment Note Non-RC staff.docx before departure. A template of this note will be provided during the tender process for review and signature.
Supplier registration is a prerequisite for the final award of the contract.
Climate and Environmental Impact
- The NLRC has recently signed the environmental charter. As we work towards ensuring that all our operations coincide with this new agreement we must also demand that any collaborations we have with external parties also falls within the parameters of this charter.
- Any additional requirements for the service provider to try to adhere to (e.g. working remotely, not flying large teams to the field, proof of company’s own environmental commitments)
Annexes
- NLRC_Vendor Registration Form.docx
- NLRC_Vendor Code of Conduct NLRC.pdf
- NLRC_Personal Commitment Note Non-RC staff.docx
- NLRC Framework Agreement
- NLRC General Purchasing Terms and Conditions.
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