REQUEST FOR PROPOSALS

N°2001962

PURCHASE AND INSTALLATION OF SOLAR SYSTEMS (SOLAR PANELS MONOCRYSTALLINE MODULE 550W 48 VOLTS) IN 27 HEALTH FACILITIES IN LIBERIA

October 2025

Table of Contents

1. Introduction. 3
2. Scope of Work. 5
3. Equipment Specifications. 5
4. Services Required. 5

III. Site Information. 7

1. Eligibility Criteria. 8
2. Administrative Requirements. 10
3. Technical Evaluation. 12

VII. Financial Evaluation. 16

VIII. Submission Instructions. 19

1. Terms and Conditions. 21
2. Payments Terms. 24
3. Post-Qualification Actions. 28

XII. Annexes. 30

I. Introduction

1. Purpose

Catholic Relief Services (CRS) invites qualified suppliers and service providers to submit quotations for the supply and installation of solar energy systems (solar panels) in 27 health facilities in Liberia. This procurement is part of CRS’s commitment to enhancing sustainable energy solutions in its operational areas. The selected vendor will be responsible for delivering, installing, and commissioning solar systems that meet the specified technical and performance standards outlined in this Request for Proposals (RFP).

2. Background

Catholic Relief Services (CRS) Liberia is committed to improving the quality and sustainability of health services across the country. Many health facilities in Liberia face challenges related to unreliable electricity supply, which affects the delivery of essential medical services, storage of vaccines, and operation of diagnostic equipment.

To address this gap, CRS is launching a solarization initiative aimed at equipping 27 health facilities across various counties with reliable solar energy systems. This initiative aligns with CRS’s broader goals of promoting sustainable development, enhancing climate resilience, and strengthening health systems in underserved communities.

The project is funded under Global Fund and forms part of CRS’s strategic efforts to:

• Reduce dependency on fossil fuels and generators
• Improve energy access in rural and peri-urban health facilities
• Ensure continuity of care, especially for maternal and child health services

The selected vendor will play a critical role in delivering, installing, and commissioning solar systems tailored to the energy needs of each facility, as outlined in the system design specifications.

3. Summary of expected deliverables

The selected contractor shall be responsible for the following key deliverables under the scope of this RFP:

1. Procurement and Delivery
   • Supply of solar panels (Monocrystalline Module 550W, 48 volts) and associated components including hybrid inverters, lithium batteries, charge controllers, mounting structures, and accessories.
   • Delivery of all equipment to 27 designated health facilities across Liberia, as listed in Annex 1.
2. Installation and Commissioning
   • Complete installation of solar energy systems at each site in line with the capacity of each system as provided by CRS, including wiring, mounting, and integration of all components.
   • Development and use of a testing tool for system acceptance, subject to CRS approval.
   • Provisional and final commissioning of systems, including load testing and quality assurance.
3. Documentation and Training
   • Provision of installation manuals, warranty certificates, and as-built diagrams for each site.
   • Training of at least two (2) health facility staff at each facility on basic operation and maintenance of the installed systems.
4. Waste Management and Sustainability
   • Submission and implementation of a waste disposal plan for used batteries and damaged panels.
   • Inclusion of sustainability and knowledge transfer strategies in the technical proposal.
5. Monitoring and Support
   • Installation of remote monitoring equipment for system performance tracking by both the health facility staff and the vendor. The monitoring system should be compatible with smart phones.
   • Preventive maintenance services for one-year post-installation.
6. Compliance and Guarantees
   • Submission of Advance Payment Guarantee (if applicable) and Performance Bond.
   • Adherence to CRS’s Code of Conduct and donor compliance requirements.

II. Scope of Work

A. Equipment Specifications

Additional equipment and accessories: Suppliers/services providers are also expected to provide any additional equipment or accessories needed for full installation of the system such as below:

• Aluminum Racks + clamps and accessories package for panels for roof-top installation
• Smart solar MPPT Charge controller
• Invertor DC/AC (invertor capacity varies based on the size of the system)
• Lightning Conductor/protector
• Remote monitoring equipment (to ensure system monitoring from any location)
• Surge Protection
• Earthing system
• Cables and accessories
• Any other thing that is missing in the above

B. Services Required

The selected vendor shall provide a comprehensive suite of services to ensure the successful delivery, installation, and commissioning of solar energy systems across designated health facilities. These services include but are not limited to:

1. Procurement and Delivery

• Supply of solar panels, hybrid inverters, lithium batteries, and all required accessories.
• Packaging, transportation, and delivery of equipment to each health facility as per the system design specifications.
• Provision of documentation including purchase orders, waybills, and inventory verification reports.

2. Installation and Commissioning

• On-site installation of solar systems, including mounting, wiring, and integration of components.
• Configuration and testing of hybrid inverters, charge controllers, and monitoring systems.
• Commissioning of systems to ensure full operational readiness, including load testing and quality assurance.

3. Testing Tool Development

• The bidder shall develop a testing tool to verify the performance and quality of the installed solar systems.
• The tool must include parameters for load testing, system diagnostics, and performance validation.
• CRS will review and approve the tool prior to its use.
• The tool will be used during the acceptance phase to confirm that installations meet the required specifications.

4. Waste Management and Environmental Compliance

• Development and implementation of a waste disposal plan for used batteries and damaged panels.
• Inclusion of strategies for reuse, recycling, hazardous waste handling, and vendor take-back programs.
• Compliance with national and international environmental standards.

5. Training and Knowledge Transfer

• Conduct training sessions for at least two (2) health facility staff on system operation, basic troubleshooting, and safety protocols.
• Provide user manuals and documentation in English.
• Ensure knowledge transfer to promote sustainability and local ownership.

6. Monitoring and Support

• Installation of remote monitoring equipment to enable real-time system performance tracking by both the health facility staff and the vendor. The monitoring system should be compatible with smart phones.
• Provision of preventive maintenance services for a minimum of one-year post-installation.
• Availability of technical support during the defect liability period.

7. Documentation and Handover

• Submission of provisional and final commissioning reports.
• Delivery of as-built diagrams, warranty certificates, and system manuals.
• Facilitation of final handover and acceptance by CRS and the Ministry of Health.

The proposed system must comply with international regulations that guarantee the quality, durability and safety of photovoltaic system.

III. Site Information

1. Health Facility List and System Design Specifications

CRS intends to solarize 27 health facilities across Liberia. Each facility has been assigned a system design based on its energy needs.

Refer to Annex 1 for the complete list of facilities, including GPS coordinates and system specifications.

2. Site Visit (Optional)

Bidders are encouraged to visit and inspect the sites of the works and their surroundings to obtain, on their own initiative and responsibility, all information necessary for preparing their bid and executing the contract.

All costs related to the site visit shall be borne by the bidder.

Note: The site visit is not mandatory and will not affect the evaluation outcome.

IV. Eligibility Criteria

To ensure fair competition and the selection of technically and financially capable vendors, CRS has established the following eligibility criteria. Bidders must demonstrate compliance through valid documentation. Failure to meet any mandatory criteria will result in disqualification.

1. General Requirements

• Bidders may apply individually or as part of a consortium.
• Consortium members must designate a lead entity and submit one joint application.
• All consortium members must be clearly identified with defined roles.
• Unless the RFP says otherwise, the consortium can meet the eligibility requirements collectively. But if any member fails to meet a requirement that must be met individually, the whole consortium might be disqualified.

2. Mandatory Eligibility Criteria

Bidders are required to meet the following criteria to be eligible to participate in this procurement:

3. Additional Notes

• Before proceeding to administrative and technical evaluation, CRS will verify that bidders meet the above eligibility criteria.
• Failure to provide these documentations will result in disqualification from the procurement process.
• CRS reserves the right to verify the authenticity of submitted documents.
• All eligibility documents must be submitted in Envelope No. 1.

4. Code of Conduct

All bidders must adhere to the following:

• CRS Terms and Conditions: http://crs.org/Bidder-terms/Bidder-terms.pdf

• CRS Suppliers and Service Provider Code of Conduct: https://www.crs.org/sites/default/files/supplier_code_of_conduct.pdf

5. Screening

The Bidder must verify that it does not appear on:

• The website of the System for Award Management (SAM) formally known as the Excluded Party List System (EPLS): https://www.sam.gov
• The website of the United Nations Security (UNSC) sanctions committee established under UNSC Resolution 1267 (1999) (the “1267 Committee”) http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml;
• The Office of Foreign Assets Control Specially Designated Nationals and Blocked Persons List https://www.treasury.gov/ofac/downloads/sdnlist.pdf

6. Anti-Terrorism Declaration

The Bidder, to the best of its current knowledge, did not provide within the previous 10 years, and will take all reasonable steps to ensure that it does not and will not knowingly provide, material support or resources to any individual or entity that commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated, or participated in terrorist acts. The undersigned declares that he or she is authorized to sign on behalf of the company named above and to bind the company to all conditions and provisions stated in the original RFP document from CRS.

V. Administrative Requirements

To ensure compliance and facilitate a fair evaluation process, bidders must submit the following administrative documents. These documents will be reviewed on a Pass/Fail basis. Failure to submit any of the mandatory items, or submission of non-compliant versions, will result in automatic disqualification.

Examples of non-compliance include (but are not limited to): Expired business or tax clearance, falsified documents, inconsistencies in submitted information, forged diplomas or documents with illegible or missing official stamps.

1. Submission Format for Administrative Requirements

All administrative documents must be enclosed in Envelope No. 1, clearly labeled:
“Envelope No. 1: RFP No: 2001962 Eligibility & Administrative Requirements – Purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts) in 27 health facilities.”

In case of online submission (only for international bidders) refer to VIII; 2; 1.2.

2. Mandatory Documents Checklist

3. Contents of Envelope No. 1: Eligibility & Administrative Requirements

Bidders must submit three (3) copies of the eligibility and administrative documents. The envelope should contain the following:

• Eligibility Documents

1. Annex 5 – Letter of Commitment
2. Articles of Incorporation or equivalent
3. Company Profile
4. Annex 6 – including signed contracts, completion certificates, or client confirmation letters
5. Court Clearance or confirmation of no pending bankruptcy proceedings
   OR Current Balance Sheet and Financial Statements
6. Annex 7
7. Lease Agreement or Utility Bill (for local bidders only)
8. MoU, Subcontracting Agreement, or Consortium Agreement (for international bidders or consortiums)
9. Factsheet or Brochure of Key Equipment, including:
   1. Product photos
   2. Manufacturer name and country of origin

• Administrative Documents

10. Business Registration Certificate or equivalent
11. Valid Tax Clearance Certificate or equivalent
12. Acknowledged, stamped, and signed copies of Annexes 2, 3, 4, 8, and 10

• Post-Qualification Documents (conditionally required)

13. Annex 9 – Form of Advance Payment Guarantee (only if advance payment is requested)
14. Performance Bond (Bank Guarantee) – 30% of total contract value

VI. Technical Evaluation

All technically compliant proposals will be evaluated using a weighted scoring system. The maximum technical score is 70 points. Only bidders who score at least 50 points will qualify for financial evaluation.

1. Evaluation Matrix

2. Submission Format for Technical Documents

All technical documents must be enclosed in Envelope No. 2, clearly labeled:
“Envelope No. 2: RFP No: 2001962 Technical Proposal – Purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts) in 27 health facilities.”

3. Contents of Envelope No. 2: Technical Proposal

Three (3) copies of the technical proposal must be submitted. The proposal should be structured as a single document containing the following elements, aligned with the technical evaluation criteria:

• TechCR01: Evidence of experience ; 5 contracts or purchase orders and their completion certificates or client confirmation letters.
• TechCR02: Product brochures or datasheets with warranties for each products.
• TechCR03: Disposal plan for used batteries and damaged panels.
• TechCR04: CVs and qualifications of key personnel assigned to the project.
• TechCR05 : Logistical resources allocated to works
• TechCR06 : Deployment & Distribution Plan
• TechCR07 : Technical Methodology.

VII. Financial Evaluation

Financial proposals will be evaluated only for bidders who meet the minimum technical score of 50 out of 70 points. The financial evaluation will assess cost competitiveness, completeness, and realism of the proposed budget.

1. Scoring Formula

The lowest-priced proposal will receive the full 30 points. Other proposals will be scored proportionally based on their price relative to the lowest bid.

The financial score will be calculated using the following formula:

Financial Score = (Lowest Bid / Bidder’s Price) × 30

2. Cost Breakdown Expectations

Bidders must provide a detailed financial proposal that includes the following cost elements:

• Purchase and supply of solar panels and all accessories to health facilities.
• Transportation and delivery to all designated health facilities.
• Solar Installation.
• Training/knowledge transfer for health facilities staff.
• Preventive maintenance fee for 1 year.

Note: All prices must be quoted in USD. Bidders must not alter the structure or format of the Bill of Quantities (BOQ).

3. Abnormally Low Offers

CRS reserves the right to investigate any financial proposal that is significantly lower than the internal estimate (e.g., more than 15% below expected cost). If the bidder cannot justify the pricing with clear technical and financial reasoning, the offer may be:

• Rejected on grounds of non-responsiveness or
• Considered a risk to project quality or sustainability.

4. Final Score Calculation

The contract will be awarded to the bidder with the highest combined score, calculated based on the weighted technical score and the weighted financial score. The evaluation committee will consider both technical and financial criteria to determine the bidder that offers the best overall value for money, ensuring the required technical specifications are met while achieving cost-effectiveness.

The final score for each bidder will be the sum of the technical score and financial score, with a maximum of 100 points.

• Technical Score: Maximum 70 points
• Financial Score: Maximum 30 points
• Final Score = Technical Score + Financial Score

5. Tie-Breaking Rule

In the event of a tie in final scores, CRS will apply the following criteria to determine the winning bidder:

• Higher Technical Score: Preference will be given to the bidder with the higher technical score.
• Local Implementation Capacity: If the technical scores are also equal, CRS will compare score under:
  • TechCR05 – Logistics resources and local presence.
  • TechCR06 – Deployment plan and team structure.

The bidder with the higher combined score in these two criteria will be selected.

6. Submission Format for Financial Document

All financial documents must be enclosed in Envelope No. 3, clearly labeled:

“Envelope No. 3: RFP No: 2001962 Financial Proposal – Purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts) in 27 health facilities.”

7. Contents of Envelope No. 3: Financial Proposal

Bidders must submit three (3) copies of the financial proposal, which should include the following components:

• Completed Bill of Quantities (BoQ): This is the primary financial document. It must be submitted exactly as issued by CRS, without any changes to format, structure, or specifications. Any modification will result in automatic disqualification.
• Supporting Financial Breakdown (if applicable): should complement the BoQ not replace it.
• Cover Letter or Summary Sheet (optional but recommended) summarizing
  • Total contract value
  • Currency
  • Validity period of the quote
  • Any assumptions or exclusions

VIII. Submission Instructions

To ensure proper handling and evaluation of proposals, bidders must adhere to the following submission guidelines:

1. Format of Submission

Local bidders must submit their proposals in three separate sealed envelopes, enclosed in an outer sealed envelope clearly labeled with the RFP reference number and subject line:

• Envelope No. 1: RFP No: 2001962 Eligibility & Administrative Requirements – Purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts) in 27 health facilities.
• Envelope No. 2: RFP No: 2001962 Technical Proposal – Purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts) in 27 health facilities.
• Envelope No. 3: RFP No: 2001962 Financial Proposal – Purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts) in 27 health facilities.

Each envelope must be clearly marked with bidder’s Name and Contact Information.

For international bidder, refer to 2. Submission Methods, subsection 1.2.

2. Submission Methods

• Local Bidders

Local bidders must submit three (3) hard copies of their proposals for each envelope in sealed envelope to:

Catholic Relief Services – Liberia Program
16th Street Gardiner Avenue
Seaside, C-140 Building, Sinkor
Monrovia, Liberia

• International Bidders

To ensure proper evaluation, international bidders are strongly encouraged to submit three separate ZIP files or three clearly named PDF attachments corresponding to:

• Eligibility & Administrative Requirements
• Technical Proposal
• Financial Proposal

International bidders may submit their proposals electronically via email to liberiaprocurement@crs.org.

The subject line of the email must include the RFP Number and Title.

Note: International bidders may also submit hard copies via courier, but CRS will not be responsible for delays in delivery.

• Naming Convention for Attachments (International Bidders)

To facilitate evaluation, international bidders are encouraged to name their files using the following format:

• 2001962_Eligibility & Administrative Requirements_CompanyName
• 2001962_Technical Proposal_CompanyName
• 2001962_Financial Proposal_CompanyName

3. Evaluation Sequence

The evaluation of proposals will follow a three-stage process:

1. Eligibility & Administrative Evaluation (Envelope No. 1 or ZIP File 1):
   The Evaluation Committee will first open and review Envelope No. 1 (local bidders) or the Eligibility & Administrative Requirements ZIP folder / PDF attachment (for international bidders) to assess compliance with eligibility and administrative requirements.
   • Only bidders who pass this stage will proceed to the technical evaluation.
   • Envelope No. 2 and. 3 (or their corresponding ZIP folders/PDFs) of disqualified bidders will remain unopened and unevaluated; hence it is important to follow envelope content instructions (clauses V.3; VI.3 and VII.7)
2. Technical Evaluation (Envelope No. 2 or ZIP File 2):
   Bidders who pass the eligibility stage will have their technical proposals evaluated against the criteria outlined in Section VI.
   • Only bidders who score a minimum of 50 out of 70 points will qualify for financial evaluation.
   • Envelope No. 3 (or Financial Proposal ZIP folder/PDF ) of bidders who do not meet the minimum technical score will remain unopened and unevaluated.
3. Financial Evaluation (Envelope No. 3 or ZIP File 3):
   Financial proposals will be opened and evaluated only for bidders who meet the minimum technical score. The financial score will be calculated using the formula provided in Section VII.

4. Deadline for Submission

• Bids must be received no later than November 24, 2025 at 4.00 PM Liberia Time.
• Late submission is defined as:
  • Any proposal that arrives at the designated submission address after the exact time and date specified above, regardless of the reason for delay (e.g., courier issues, traffic, misrouting, or administrative errors).
• Late submissions will not be considered, opened, or evaluated.

5. Clarification Request

To assist in the examination, evaluation and comparison of Quotes, CRS may, at its discretion, ask the Supplier/Bidder for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered, or permitted.

CRS may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective supplier/Bidder, amend the Request for Proposals. To afford prospective suppliers/Bidders reasonable time in which to take the amendments into account in preparing their offers, CRS may, at its discretion, extend the deadline for the submission of quotes. Any amendments will be published in the same manner as the present tender.

All questions or requests for clarification must be submitted in writing to: liberiarfq@crs.org. Deadline for clarification requests: November 6, 2025 at 4:00 PM Liberia Time.

6. Soft Copy Access

A soft copy of the RFP and Bill of Quantities (BoQ) can be requested via liberiarfq@crs.org.

7. Important Notes

• Bidders must complete the BoQ exactly as issued, without modifying structure, format, or specifications.
• Any alteration or omission will result in disqualification.
• All documents must be submitted in English and in USD currency.

8. Consortium Participation Restriction

In the case of consortium bids, only one joint application must be submitted on behalf of the consortium. If individual members of a consortium submit separate applications, all such applications will be disqualified from the procurement process.

The consortium must designate a lead entity responsible for coordination and contract execution. All consortium members must be clearly identified in the proposal, and their roles and responsibilities must be defined

IX. Terms and Conditions

This section outlines the contractual and operational terms that will govern the implementation of the solarization project.

• Incoterms 2020 (insured): DAP
• Delivery Location: Each health facility
• Delivery Timeline: The complete delivery and installation of solar systems must be finalized within six (6) months from the date of contract signing. Delays beyond this period may result in penalties or contract termination unless formally approved by CRS.
• Bid Validity: Quote must be valid for 90 days from date of submission.
• Payment Terms: Payments shall be made in accordance with the milestone schedule defined in Section X of this RFP.
• Currency: USD
• Language: All documentation, including installation and operating manuals, shall be in English.
• Retention Period (for defect and liability): 12 months

1. Tax Obligations

In accordance with the tax laws of the Republic of Liberia, CRS shall withhold applicable taxes from all payments made under this contract. The current withholding tax rate is:

• 10% for services provided by resident entities
• 20% for services provided by non-resident entities

The withheld amount shall be remitted directly to the Liberia Revenue Authority (LRA), and a Tax Credit Certificate shall be issued to the Contractor upon request.

It is the responsibility of the Contractor to ensure compliance with all applicable tax obligations in Liberia. CRS shall not be liable for any tax liabilities arising from the Contractor’s failure to comply with national tax laws.

Tax will be applied to the following:

• Solar Installation
• Training/knowledge transfer
• Preventive maintenance fee for 1 year.

2. Rejection of award

• CRS may reject any quote that is not substantively responsive to the terms and conditions of the RFP.
• CRS is not bound to accept the lowest or any quote and reserves the right to accept any quote in whole or in part and to reject any or all quotes without assigning any reason therefore and to Contract on any of the terms offered or on different terms.
• CRS will send a Notice of Award to the winning bidder. The winning bidder agrees to acknowledge the purchase order by email upon award within one (1) business day under the terms and conditions stated herein.

3. Cost of providing quotes

Bidders shall bear all costs associated with the preparation and submission of the quote, and CRS will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.

4. Consequences of Falsification or Misrepresentation

CRS reserves the right to verify the authenticity of any document or information submitted at any stage of the procurement process. If any document is found to be forged, altered, or misleading, whether intentionally or due to negligence, the following actions will be taken:

• Immediate disqualification of the bidder from the current procurement process.
• CRS may contact the second-ranked vendor to initiate contracting procedures.
• Initiation of the process to blacklist the bidder from participating in future CRS procurement activities for a minimum period of six (6) months, subject to extension based on the severity of the infraction.
• Reporting to relevant national authorities (e.g., Public Procurement and Concessions Commission) and donor agencies, where applicable.

CRS maintains a zero-tolerance policy for fraud, misrepresentation, and unethical conduct in its procurement processes.

X. Payments Terms

1. Advance Payment

An advance payment of up to ten percent (10%) of the total contract value may be granted upon written request by the Contractor. Bidder intending to request an advance must submit Annex 9 – Form of Advance Payment Guarantee. The selected bidder shall submit the Form of Advance Payment Guarantee, as per the format in Annex 9, prior to contract signing (30 days upon notification) and disbursement of any advance payment. Annex 9 is conditionally mandatory; only if the selected bidder plans to request an advance. If the selected bidder does not intend to request an advance, Annex 9 is not required.

The Contractor must provide an Advance Payment Guarantee equal to 100% of the requested advance, issued by a reputable financial institution. The guarantee must be unconditional, irrevocable, and payable on first demand, and remain valid until the full recovery of the advance through subsequent milestone payments.

Failure to submit Annex 9 will result in no advance being granted, and the Contractor will be expected to mobilize without advance funding.

2. Milestone-Based Payments

Note: Each payment is subject to submission of an Interim Payment Certificates – IPCs and verification by CRS and/or Official Representative. Advance payments are optional and subject to the conditions outlined in the Payment Terms section.

3. Final Payment (IPC-04)

The Final Payment Certificate will be issued only after:

• Completion of installation, testing, and acceptance of all 27 solar systems
• Submission of final documentation (user manuals, warranties, as-built diagrams)
• Completion of the Defects Liability Period (12 months)

If the Contractor wishes to receive the final payment before the end of the Defects Liability Period, they must submit a Retention Guarantee covering the full retention amount. This guarantee must meet the same conditions outlined in Section 7.

4. Payment Currency

All payments shall be made in the currency specified in the contract.

5. Payment Timeline

Each payment will be contingent upon the satisfactory completion and acceptance of the corresponding milestone deliverables by CRS Liberia/Ministry of Health. All invoices must reference the relevant milestone and be submitted with supporting documentation.

6. Advance Recovery

Any advance payment made shall be deducted proportionally from subsequent milestone payments until fully recovered.

7. Retention

To ensure the correction of any defects that may arise during the defect liability period, a retention of ten percent (10%) of each milestone payment shall be withheld.

The total retained amount shall be released at the end of the defect liability period, subject to satisfactory performance and resolution of any identified defects.

Alternatively, the Contractor may submit a Retention Guarantee from a reputable financial institution, equivalent to the total retention amount, in lieu of the withheld funds. The guarantee must be unconditional, irrevocable, and payable on first demand, and remain valid until the end of the defect liability period (12 months).

XI. Post-Qualification Actions

Following the evaluation of bids, CRS will undertake a post-qualification process to verify the accuracy and authenticity of the information and documentation submitted by the bidder. This process may include, but is not limited to:

• Verification of accuracy, correctness and authenticity of the information provided by the bidder on the administrative, technical, and financial documents submitted.
• Inquiry and reference checking with entities that may have done business with the bidder.
• Inquiry and reference checking with other previous clients on the quality of performance of ongoing or previous contracts completed.
• Physical inspection of the bidder’s branches or other places where business transpires, with or without notice to the bidder (if applicable).
• Background Checks: Reviewing the bidder’s history with CRS and other donors, including any record of contract defaults, poor performance, or ethical violations.
• In-person or online presentation of technical proposal. The presentation should include the following:
  • Experience and past performance
  • Technical approach and methodology, Workplan and timeline, Waste disposal plan
  • Risk mitigation measure
  • Innovation in implementation
  • Addressing abnormally low offers questions (if any)

1. Performance Security Requirements

The successful bidder shall, within 30 days of receiving the contract award notification, submit a Performance Bond (Bank Guarantee) equivalent to ten percent (10%) of the total contract value.

The bond must be:

• Issued by a reputable financial institution.
• Unconditional, irrevocable, and payable on first demand.
• Valid until final system handover and acceptance by CRS and the Ministry of Health, including a minimum six (6) month defect liability period.

Failure to submit the required Performance Bond within the specified timeframe may result in the withdrawal of the award and selection of the next ranked bidder.

2. Customs and Duties Clause

Upon initiation of the customs clearance process, the vendor’s clearing agent must promptly contact CRS, who will issue a letter of request for duty free (LRA) to the Liberia Revenue Authority (LRA) to facilitate duty-free clearance of the imported items.

While customs duties and import taxes are exempted, vendors should anticipate and budget for the payment of standard customs broker-related fees, which are not considered duties or taxes and are therefore eligible for reimbursement under Global Fund guidelines. These may include, but are not limited to:

• ASYCUDA processing fees
• ECOWAS User Fee
• CTN (Cargo Tracking Note) Fee
• Delivery Order fees
• Vendors must ensure that no customs duties, VAT, or other import taxes are included in the financial proposal. CRS will provide necessary documentation to support duty-free clearance.

XII. Annexes

Annex 1. Health Facility List and System Design Specifications

Note: GPS coordinates for some facilities are pending confirmation and will be provided prior to contract execution.

Annex 2. Application Submission Form

Date: [Insert day, month, year]

RFP No. and title: [insert RFP number and title]

To: CRS Liberia

We, the undersigned, hereby submit our application in response to the Request for Proposals (RFP) reference above, and declare the following:

(a) We have examined the RFP documents and have no reservations regarding their content

(b) We confirm that neither we nor any proposed subcontractors or suppliers have any conflict of interest.

(c) We confirm that neither we nor any proposed subcontractors or suppliers have been declared ineligible to participate in public procurement processes by any national authority, nor are we subject to any sanctions or restrictions imposed by the United Nations Security Council or other relevant international bodies. We further confirm compliance with applicable laws and procurement ethics.

(d) [Insert either: “We are not a government-owned entity” or “We are a government-owned entity and confirm that we operate on a commercial basis, are legally and financially autonomous, and are not dependent on the Contracting Authority”]

(e) We intend to subcontract the following key activities and/or parts of the works:

[Insert any key activities identified in that the Applicant intends to subcontract.]

(g) We declare that the following commissions, gratuities, or fees have been paid or are to be paid in connection with this RFP process or the execution of the resulting contract:

[If none have been paid or are to be paid, indicate “None.”]

(h) We understand that the CRS Liberia may cancel the RFP process at any time and is not bound to accept any proposal received, nor to award a contract, without incurring any liability to the Applicants

Signature of Authorize Representative:

Name:

Title or Role:

Duly authorized to sign the application for and on behalf of:

Applicant’s Name: [Insert full legal name of Applicant]

Address: [Insert full address: street number, city/town, country]

Date: [Insert day] of [Insert month], [Insert year]

Annex 3. Applicant Information Form

Date: [insert day, month, year]

RFP No. and title: [insert RFP number and title]

Page [insert page number] of [insert total number] pages

Annex 4. Applicant’s Party Information Form

[The following form shall be filled in for the Applicant’s parties including partner(s) of a consortium, subcontractors, suppliers and other parties]

Date: [insert day, month, year]

RFP No. and title: [insert RFP number and title]

Page [insert page number] of [insert total number] pages

Annex 5. Letter of Commitment

To: CRS Liberia

I, the undersigned, [Name and title of Authorized Representative], acting on behalf of [Name of the Company],
Registered in [Country of Registration] under registration number [Business Registration Number]
Tax Identification Number (TIN): (If applicable)
Located at: [Company address]

Having reviewed all the clauses of the Contract and assessed, under my own perspective, the nature of the works related to the purchase and installation of solar systems (Solar Panels Monocrystalline Module 550W 48 volts), I hereby submit this letter of Commitment.

I commit to executing the contract in accordance with its terms and conditions, for the amount proposed in our financial offer of USD [insert amount]

I further commit to:

• Commencing and completing the works within [insert duration] from the date of receipt of the contract approval notification.
• Providing the required advance payment bank guarantee within thirty (30) calendar days of contract notification (if applicable).
• Addressing and repairing any defects during the one-year warranty period following installation.
• Indemnifying CRS Liberia against any legal claims arising from the use of patented processes or technologies.

All payments due under this contract shall be transferred to the following account in accordance with the milestone-based payment schedule:

• Bank account number: [insert]
  Account Name: [insert]
• Bank Name: [insert]

Signed at [Location], on [Date]

Signature and stamp of the Authorized Representative

Annex 6. Solarization Experience

[The following table shall be filled in for contracts performed by the Applicant, each partner

of a Joint Venture, and specialist sub contractors]

Applicant’s/Consortium Partner’s Legal Name: [insert full name]

Date: [insert day, month, year]

JV Party Name: [insert full name]

RFP No. and title: [insert RFP number and title]

Page [insert page number] of [insert total number] pages

Annex 7. Confirmation of absence of sanction measures form

Print on the candidate’s letterhead if possible

We hereby certify that delete:

has. No sanction measures have been taken in the last 5 (five) years against my entreprise_______________________________________,

1. In the last 5 (five) years, the execution of previous contracts has resulted in one or more sanction measures against my company ___________________________________. These sanction measures included:

Insert the date and reasons for the sanction measures and the outcome of the sanctions, i.e. suspension or cancellation of the manufacturing license by the regulatory authorities, product recalls, blacklisting, exclusion from participation in tenders, etc.

Signature_______________

Name___________________

Stamp__________________

Date____________________

Annex 8. Declaration of absence of conflict of interest

Print on the candidate’s letterhead if possible

Date:

Catholic Relief Services (CRS) Liberia Office

Declares that:

1. Neither our company nor our staff have any conflict of interest in any activity that would place us, if selected, in a conflict of interest with CRS;
2. Our company confirms that neither the applicant nor its subcontractors have been associated, or involved, in any way, directly or indirectly, in the preparation of the design, terms of reference and/or other documents used in the context of this call for tenders;
3. Neither our company nor its affiliates or subsidiaries (including our subcontractors or suppliers of any part of the contract), have been declared ineligible by CRS in accordance with Article 2 – Conditions for Participating in the Tender;
4. We have not and will not offer gifts or favours of any kind in exchange for this tender, and we will not do so throughout the performance of any contract awarded.

Finally, I authorize CRS to verify this information. I also agree to assume the consequences of any breach of this Agreement in connection with the performance of this Agreement.

Date:___________________________________________________________________

________________________________________________________________________

Signature of the company’s Authorized Representative Stamp

Annex 9. Form of Advance Payment Guarantee

Bank Letterhead]

Date: [Insert Date]

Guarantee No.: [Insert Guarantee Number]

Amount: $[insert amount] USD

Beneficiary: CRS Liberia

Contractor:

Contract Reference: [Insert Contract Title and Number]

Subject: Advance Payment Guarantee

We, [Insert Name of Bank], having our registered office at [Insert Address], hereby issue this irrevocable and unconditional guarantee in favor of Catholic Relief Services – United States Conference of Catholic Bishops through its office in Monrovia, Liberia (“the Beneficiary”) for an amount not exceeding [$insert amount] United States Dollars (“the Guaranteed Amount”).

This guarantee is issued in connection with the contract dated [Insert Date] between the Beneficiary and [Entity Name], (“the Contractor”) for the provision of design and engineering services under the Global Fund grant 4042.

In consideration of the Beneficiary making an advance payment to the Contractor, we hereby irrevocably undertake to pay the Beneficiary, upon its first written demand, any amount up to the Guaranteed Amount without requiring proof or justification of such demand, and without reference to the Contractor.

This guarantee shall remain valid until the expiration of the above-mentioned Contract, or until the advance payment has been fully liquidated and confirmed by the Beneficiary in writing, whichever occurs first.

This Guarantee is governed by the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No. 758.

Signed on behalf of [Insert Name of Bank]

Authorized Representative: ____________________

Name: [Insert Name]

Title: [Insert Title]

Date: [Insert Date]

Bank Seal: [Affix Seal]

Annex 10. Code of Conduct for Suppliers / Service Providers

Catholic Relief Services (CRS) is committed to the principles of responsible sourcing, and we expect our suppliers and service providers to fully comply with applicable contractual obligations in order to include CRS’s terms and conditions, local and relevant/otherwise applicable laws and adhere to internationally recognized environmental, social and corporate governance standards. We also expect our suppliers to implement these standards with their suppliers and subcontractors, as inspired by the Global Compact initiative, the United Nations Guiding Principles and Human Rights, the International Labour Organization’s Declaration on Fundamental Principles and Rights at Work, the ETI Basic Code and applicable CRS policies, procedures and standards.

1) SOCIAL

Prohibit all forms of harassment, sexual harassment, exploitation and abuse, including sexual exploitation and abuse, and trafficking in persons.1 Any sexual activity with a child, defined as a person under the age of 18, is considered sexual abuse regardless of the local age of consent.

• Have mechanisms in place to prevent, address and actively respond to harassment, sexual harassment, exploitation and abuse, including sexual exploitation and abuse, and human trafficking.
• Support the protection of internationally proclaimed human rights and prohibit forced, forced and involuntary labour and child labour.
• Do not recruit or employ children under the age of 15. Do not recruit or employ children under the age of 18 for work that is mentally or physically dangerous or that interferes with schooling.
• Treat employees with dignity and respect and provide a safe and hygienic workplace that complies with national laws and is free from discrimination based on race, gender, age, religion, sexuality, culture or disability.
• Provide accessible and confidential reporting mechanisms for employees and other stakeholders to report concerns or suspicions of any form of harassment, abuse, and exploitation described above and potentially illegal practices by management or employees.
• Commit to protecting journalists or whistleblowers from reprisals.
• Respect freedom of association and the right to collective bargaining as defined in applicable laws.
• Ensure that wages and hours of work are in line with national legal standards.

2) GOVERNANCE

• Comply with all applicable domestic and international trade laws and regulations, including but not limited to antitrust laws, trade controls, and sanctions regimes.
• Think of business integrity as the foundation of business relationships.
• Ban all types of bribery, corruption, money laundering and terrorist financing
• Prohibit gifts to public or private officials that aim to influence business decisions or encourage them to act contrary to their obligations.
• Respect the privacy and confidential information of all your employees and business partners and protect data and intellectual property from misuse.
• Establish data protection and management standards that address data collection, backup, sanitation, and disposal. The Data Owner is aware of the terms and conditions for the provision of the Data and gives consent in accordance with CRS’s Responsible Data Values and Principles.

Implement an appropriate compliance management policy and procedure, which facilitates compliance with applicable laws, regulations and standards.

Refer to pages 6 and 7 of CRS’s Safeguard Policy for more details on prohibited exploitative practices, including the provision of commercial sexual services, employment practices, and relationships with beneficiaries that are abusive or abusive.

3) ENVIRONMENT

• Promote the safe and environmentally friendly development, manufacture, transportation, use, and disposal of your products.

Comply with all applicable environmental, health and safety regulations.

• Ensure, using appropriate management policies and procedures, that the quality and safety of products meet applicable requirements.
• Protect the lives and health of your employees and neighbors, as well as the general public from the hazards inherent in your processes and products.
• Use resources efficiently, apply energy-efficient and environmentally friendly technologies, and reduce waste, as well as emissions to air, water, and soil.

Since CRS is a recipient of many grants or contracts provided by governmental, public, and private donors, all suppliers and service providers are hereby informed that other donor-specific compliance measures may be included in the legal instrument by which the goods or services are purchased.

CRS reserves the right to conduct audits or due diligence assessments to ensure your compliance and will take reasonable steps to investigate or take appropriate action to address concerns. CRS reserves the right to terminate any relationship for non-compliance with the requirements mentioned above.

If you have any concerns or suspicions about any form of harassment, abuse, and exploitation described above and in CRS’s Safeguard Policy, illegal or inappropriate conduct, CRS requires you to report through any of the following channels:

• CRS Management
• CRS denunciation site: http://bit.ly/crshotline
• Email: alert@crs.org
• Phone/Skype: 1-866-295-2632
• Email: (mark “Confidential”)

Attention: General Counsel

Catholic Relief Services 228 W. Lexington Street Baltimore, MD 21201

Ensuring the principles of sustainability in our supply chain is important to CRS. We hope that as a partner, you show your commitment by complying with your own code of conduct or the corporate policies that encompass these standards.

By accepting CRS business in the form of a purchase order, contract, or agreement, you implicitly agree to the roles and responsibilities of your organization described in this document.

I, the undersigned ______________________________________, Title ________________________ certify that I am the legal representative of the company mentioned below, that I have read, understood and will enforce the CRS Code of Business Conduct by any agent of the company.

Company Name

Signature Date: Company stamp: