INVITATION TO BID.

NO: PSI/ITB/2023/002

ISSUANCE DATE: November 1st, 2023

LAST BID RECEIPT DATE: November 24th, 2023, 5 PM Monrovia Time

OPENING OF THE BIDS: November 2,8 2023, in the PSI conference room at 02:00 PM

INTRODUCTION

Population Services International (PSI), is the world’s leading non-profit social marketing organization. PSI Liberia is implementing the USAID-funded Countywide Sanitation Activity. USAID-CWSA is a five-year activity that aims to achieve universal coverage of basic sanitation in five counties of Liberia, namely, Lofa Bong, Nimba, Montserrado, and Grand Bassa. This activity seeks to end open defection through market-based approaches.

PART I: BIDDING INSTRUCTIONS AND PROCEDURES

1.0 Transaction/Financing: Population Services International invites prospective Bidders to compete for the above-mentioned ITB.

1.1 As described in this ITB. Any award(s) and contract(s) resulting from this ITB willbe financed by PSI.

The content of this document is strictly confidential. You are authorized to use this document only in preparing a response to PSI’s ITB.

1.2 Part I. This part, Bidding Instructions and Procedures, will not form part of any resulting award or contract. It is intended solely for the collection of information related to prospective Bidders. 1.3 Part II. This part provides the ITB Terms of Reference(TOR).

1.4 Part III. The basis for evaluation of the proposals.

1.5 Business Requirement. In the event of you winning the entire, or portion, of this contract you will be expected to draw up a Standard Level Agreement (SLA) for each award guaranteeing PSI’s standard level of service. It is expected and must be accepted that there will be penalty clauses placed on each contract for lack of performance in line with these SLAs.

1.6 Definitions and Headings. Except as otherwise specifically provided herein, all time periods specified shall be consecutive working days. The term ITB is used throughout this ITB to refer to the entire document including all attachments hereto. Anyheadings contained in the text of the ITB are for reference only and do not alter, limit, or waive the full provisions.

1.7 Bidding Costs. Prospective Bidder(s) are under no obligation to prepare and submit bids in response to this ITB and do so solely at their own risk and expense. PSI does not undertake to reimburse any costs incurred,therefore.

1.8 Currency. All costs shall be in($USD) United States Dollars.

1.9 Payment Terms. It is important to note that PSI Liberia strongly discourages advance payments before the service has been provided. However, there are a few exceptional cases whereby advance payment is made. Standard payment terms for PSI are within thirty (30) working days after receipt of the service and approval of the invoice.

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1.10 Review of ITB. Prospective Bidders are solely responsible to examine carefully all terms and conditions of this ITB – including, but not limited to Part I, Bidding Instructions, and Procedures, Part II; basic information, and The Scope ofWork.

1.11 Probity and Ethics. In its purchasing efforts PSI follows, and by virtue of the submission of their bids all bidders and Bidders commit to following, the highest standards of integrity, professionalism, and transparency.

1.12 Language. All documents submitted in response to this ITB, as well as all correspondence in connection with the ITB, shall be in the EnglishLanguage.

1.13 Inquiries concerning this ITB must be addressed latest by November 20, 2023, latest by 05:00 pm, to permit a timely response by PSI Liberia. All inquiries shall be addressed to; (LR_Tenders@psiliberia.org and copy sballa@psiliberia.org Responses to inquiries will be shared with allbidders.

2.0 PROCUREMENT PROCEDURES: COMPETITIVEBIDDING

2.1 Format and Content of Bids.

1. All bids must be signed and dated by an authorized employee of the bidder.
2. Bids must be in A4 format, with printing on one side of a page only.
3. Prospective Bidders shall submit bids as per the detail’s technical specification. PSI reserves the right to award different parts of this ITB to different Bidders.

2.2 Submission and Handling of Bids.

(a) Please Submit 3 hard copies of each technical and financial bid whereby 1 original document and 2 copies of each document.

(b) It is important to note that; the tender documents shall be submitted in one sealed envelope that contains two further sealed envelopes, with one envelope containing the technical proposal and the second envelope containing the financial proposal. Both envelopes must be marked. The technical bids shall be evaluated by the technical committee and disqualify those that do not meet the technical specifications. Bids that meet the set threshold on technical scores shall be allowed to proceed to the valuation of the financial proposal.

(c) Bids are to be delivered by hand, or courier. All Bids must be contained in

sticker-sealed unmarked envelopes and addressed asfollows:

PSI/ITB/2023/002

Population Services International

Fish Market Tubman Boulevard

Second floor Monrovia, Liberia

It is important to note that unsealed, late submitted, marked bids will be disqualified immediately.

(b) Upon receipt of the Bid, PSI will stamp the envelope and bids will not be opened until the final receipt date and time. Bids received after the date and time required, regardless of the reason for the late receipt, will generally not be considered.

(c) Bids may not be altered, corrected, or withdrawn after the last bid receipt date, except that PSI, at its sole discretion, may contact the bidder to make the change for correction of arithmetic errors, transposition errors, or other clerical or minor mistakes, in cases in which PSI deems that both the mistake and the intended bid can be established conclusively on

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the face of the bid. Other than the mistakes listed in the previous sentence, no mistakes alleged by a bidder after the last bid receipt date will be permitted to be corrected.

2.3 Misrepresentation. PSI, the decision-making process, will to a large extent be reliant upon the information supplied by the bidder. Should it be found that aspects of such information are incomplete, untrue, or misleading, PSI reserves the right to terminate /disqualify the bidder. 2.4 Evaluation of Bids.

1. Evaluation of bids submitted under this ITB will be carried out by PSI as appropriate. 2. In evaluating bids, PSI will seek the best value for money rather than merely the lowest price bid. PSI reserves the right to do partial awards.

2.5 Amendments. If at any time before the award, PSI deems there is a need for a significant modification to the terms and conditions of this ITB, PSI will issue such a modification as a written ITB amendment to all competing bidders. No oral statement of any person shall in any manner be deemed to modify or otherwise affect any ITB term or condition, and no bidder shall rely upon any such statement. Upon release of this ITB, all bidder communications concerning this ITB should be directed to the ITB Requestor. Unauthorized contact regarding this ITB with other PSI employees may result in disqualification.

2.6 Post-Tender and Iterative Negotiation. PSI reserves the right, in its sole discretion, to conduct post-tender and/or iterative negotiations to the extent necessary.

2.7 Extension of Bid Validity Dates. When necessary and appropriate under the circumstances, PSI may request bidders in writing to extend the validity period ofthe bids. A bidder may refuse to extend its bid; however, its bid will bedisqualified.

2.8 Rejection or Award.

1. PSI is not bound to accept the lowest price and reserves the right to accept any bid in whole or in part and to reject any or all tenders without disclosing any of its reasons

for taking the decision resulting from this ITB. If this contract is split the pricing

offered in the bid is expected to be maintained. Should there be pricing differences

in line with the business awarded; this must be clearly stated in your proposal.

2. Rejection may be initiated by the following circumstances: (i) None of thebids are adequately responsive to the specifications, (ii) there is evidence of insufficient

competition, or (iii) the lowest bid exceeds the estimated value or funds available

by a significant amount and cannot be reduced by negotiation, etc.

3. All awards are subject to the availability of adequate funds from PSI and the receipt of all required approvals from Donors.
4. PSI will notify all successful and unsuccessful bidders through an official letter.

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Part II: SCOPE OF WORK / Technical Specification

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Part III: Financial Proposals shall have a score of 30% while the Technical will have a score of 70%

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Part IV: EVALUATION CRITERIA

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