REQUEST FOR PROPOSAL (RFP)

RFP No.: 2016687

Recruitment of Service Providers (SPs) for Household Registration (HHR), ITN Distribution, Reverse Logistics and Campaign Waste Management during the 2026 Liberia ITN Mass Campaign

Dear Sir/Madam,

Catholic Relief Services (CRS), in partnership with the Ministry of Health (MoH) through the National Malaria Control Program (NMCP), is supporting the implementation of the 2026 nationwide Insecticide-Treated Nets (ITN) Mass Campaign in Liberia.

The campaign will use a hybrid implementation model consisting of single-phase household registration and ITN distribution in urban districts, and double-phase implementation in rural districts comprising household registration followed by ITN distribution through fixed, mobile and outreach distribution sites.

CRS hereby invites qualified and experienced organizations, firms and service providers to submit quotations for the provision of operational services related to household registration, ITN distribution, personnel recruitment and supervision, digital data collection, ITN accountability and reconciliation, reverse logistics of leftover ITNs, campaign waste collection and management, monitoring, reporting and quality assurance.

The selected Service Provider(s) will be responsible for establishing and managing field teams, supervisors, coordinators and associated operational structures across assigned geographic locations while ensuring compliance with campaign standard operating procedures, approved implementation schedules, data collection requirements and reporting obligations.

Interested bidders are encouraged to review this RFP carefully and submit complete proposals in accordance with the instructions provided herein. CRS reserves the right to reject any or all submissions and is not obligated to award a contract solely on the basis of the lowest price.

We thank you for your interest and look forward to receiving your proposal.

Sincerely,

Procurement Committee
Catholic Relief Services (CRS) Liberia

REQUEST FOR PROPOSAL (RFP)

Recruitment of Service Providers (SPs) for HHR, ITN Distribution, Reverse Logistics and Campaign Waste Management

I. Introduction

Catholic Relief Services (CRS) Liberia, in collaboration with the Ministry of Health (MoH) through the National Malaria Control Program (NMCP), is supporting the 2026 nationwide digitalized ITN Mass Distribution Campaign. The campaign will combine single-phase urban household registration and ITN distribution with double-phase rural household registration and ITN distribution.

The objective of this RFP is to recruit qualified Service Providers (SPs) to implement assigned household registration, ITN distribution, reverse logistics, campaign waste management, reporting, data quality and quality assurance activities in accordance with the Scope of Work, the implementation matrix and campaign timelines.

II. Scope of Services

2.1 Single-Phase Urban Districts: Montserrado and Margibi

• Conduct simultaneous household registration and household-level ITN distribution in assigned urban districts.
• Register households using the campaign-approved digital platform.
• Distribute ITNs based on the approved allocation matrix.
• Use the Bring Your Own Device (BYOD) strategy for digital data entry in urban districts.
• Provide social behavior change messages during household visits.
• Mark households consistently using campaign markings such as NET RS, NET NR and NET RF.
• Report daily progress to supervisors and County Coordination Committees.
• Ensure accountability for ITNs issued and distributed.

2.2 Double-Phase Rural Districts

• Phase one: conduct household registration, collect household data and issue token cards.
• Phase two: implement ITN distribution at fixed, mobile and outreach sites.
• Allocate ITNs strictly in accordance with the approved distribution matrix.
• Ensure distribution points are accessible, including mobile or outreach sites for communities located more than one hour from fixed distribution points.
• Form and manage distribution teams for both fixed sites and outreach locations.
• Verify token cards before ITN issuance and scan ITN barcodes for accountability.
• Submit daily and weekly reports to the Campaign Management Team and County Coordination Committees.

2.3 Digital Requirements

• Use the campaign-approved digital platform for household registration and ITN distribution.
• Sync data in real time where internet is available and ensure offline storage and later synchronization where connectivity is limited.
• Ensure accuracy of household data including names, sex, date of birth and mobile number where applicable.
• Maintain confidentiality and security of household data collected.
• Report data discrepancies immediately to supervisors.
• Use campaign-provided devices in rural districts and BYOD devices in urban districts, where applicable.
• Sign campaign consent forms for BYOD use and train personnel on the campaign digital tool.

2.4 Logistics, Leftover ITNs and Waste Management

• Receive ITNs at pre-positioning sites and distribution points as applicable.
• Verify ITN deliveries from third-party logistics providers and sign waybills.
• Use campaign-approved paper-based and digital stock management tools.
• Maintain custody and safeguard ITNs until completion of distribution.
• Manage secure collection and return of leftover ITNs according to the approved return matrix.
• Collect, stack, record and store empty ITN bale bags and straps for accountability.
• Submit waste management, inventory and final summary reports to CRS, CMT and CCC as required.

III. Campaign Implementation Windows

IV. Proposed Lot Structure

The lot structure below is proposed for procurement planning and may be adjusted based on the final campaign allocation matrix and county/district implementation plan.

Bidders may submit quotations for one lot, multiple lots or all lots based on their operational capacity. Each lot will be evaluated independently. CRS reserves the right to limit the number of lots awarded to a single bidder based on capacity, risk and implementation requirements.

V. Instructions to Bidders

5.1 Registration Requirement

IMPORTANT: ALL interested bidders MUST register their intent to participate by emailing liberiarfq@crs.org with the

Subject line: ‘REGISTRATION — RFP N°2016687 — [Company Name]’

Provide: Company Name | Contact Person & Title | Email Address | Telephone Number

Registration deadline: August 28, 2026, 2:00 PM GMT. Only registered bidders will be considered under this quotation. All registered bidders will receive the RFP, addenda, and clarification responses if any. Registration does not oblige you to submit a quotation.

5.2 Clarifications

Bidders requiring clarification must submit written questions to liberiarfq@crs.org by August 25, 2026 3:00 PM GMT. Responses will be shared with all registered bidders by August 27, 2026, 2:00 PM GMT Latest. No verbal clarifications are binding.

5.3 Submission Requirements

VI. Administrative and Eligibility Requirements

VII. Technical Requirements and Evaluation

Bidders who pass administrative evaluation will be evaluated using a weighted technical scoring system. Maximum technical score: 70 points. Minimum technical passing score: 49 points. Only bidders reaching the minimum technical score will proceed to financial evaluation.

7.1 Detailed Technical Scoring

VIII. Financial Evaluation

Only bidders that reach the minimum technical score will proceed to financial evaluation. The financial evaluation will be based on the total evaluated price for each lot. Financial proposals must be complete, arithmetically correct and inclusive of all costs required to deliver the services.

Financial Score = (Lowest Evaluated Price / Bidder Evaluated Price) x 30

Award recommendation shall be made to the bidder with the highest combined technical and financial score, subject to administrative compliance, due diligence, post-qualification and CRS approval processes.

IX. Post-Qualification and Due Diligence

• Verification of accuracy, correctness and authenticity of submitted administrative, technical and financial documents.
• Reference checks with previous clients and entities that have done business with the bidder.
• Review of bidder history with CRS and other donors, including contract defaults, poor performance or ethical concerns.
• Verification of proposed staffing, operational capacity, equipment, phones and field deployment arrangements, where applicable.
• Confirmation of insurance or indemnity coverage before contract signature or mobilization, as required by CRS.

X. Important Additional Information

X.1 Rejection of Award

CRS may reject any quotation that is not substantively responsive to the terms and conditions of the RFP. CRS is not bound to accept the lowest or any quotation and reserves the right to accept any quotation in whole or in part and to reject any or all quotations without assigning any reason.

X.2 Cost of Preparing Quotations

Bidders shall bear all costs associated with the preparation and submission of their quotation. CRS will not be liable for those costs regardless of the conduct or outcome of the solicitation.

X.3 Clarification and Amendments

To assist in the examination, evaluation and comparison of Quotes, CRS may, at its discretion, ask the Supplier/Vendor 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/vendor, amend the Request for Quotation. To afford prospective suppliers/vendors reasonable time to consider the amendments in preparing their offers, CRS may extend the deadline for the submission of quotes. Any amendments or clarifications will be shared with all the registered bidders.

XI. General terms and conditions.

General terms and conditions of CRS applicable to goods and services can be downloaded at the following address: http://CRS.org/vendor-terms/vendor-terms.pdf or obtained upon request from the CRS’ office and are applicable within the national legal context.

Vendors must not be associated or have been associated in the past directly or indirectly with a firm or any of its affiliates which have been engaged by CRS to provide services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this request for quotation.

Bidders, Suppliers and Service Providers, while conducting their activities, should to comply with the following policies and regulations:

CRS Terms and Conditions: http://CRS.org/vendor-terms/vendor-terms.pdf.

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

Global Fund Code of conduct for supplier: https://www.theglobalfund.org/media/3275/corporate_codeofconductforsuppliers_policy_en.pdf.

1. Annexes

Annex I – Quotation Submission Form

I, the undersigned, having read CRS terms and conditions and the requirements of this RFP, hereby offer to provide the services specified in this request for quotation at the price or prices indicated in our financial proposal, in accordance with all specifications and requirements.

Annex II – Past Experience Form

Annex III – Conflict of Interest Declaration

Catholic Relief Services (CRS) Liberia Office

Declares that:

• 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;
• 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;
• 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;
• 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.

Annex IV – Key Personnel Form

Annex V – Bid submission template (Methodology and Financial BOQ)

The bid submission template including the financial BOQ is provided as an Excel workbook and forms part of the bidding package. Bidders are required to complete and submit the worksheets corresponding to the Methodology and the Distribution, Reverse Logistics, and Waste Management for the lot(s) for which they intend to submit a bid.

Annex VI – Insurance and Indemnity Commitment Form

The Bidder must demonstrate the capacity to provide a bank guarantee or insurance coverage acceptable to CRS for an amount equivalent to 20% of the total value of the ITNs assigned for distribution under the county or lot being bid. The value of ITNs shall be calculated at US$2.56 per net, excluding freight and delivery costs to regional warehouses.

Furthermore, the Bidder shall be financially liable for any phones assigned under the contract and shall reimburse CRS at a rate of US$129 per device in the event of loss, theft, or non-return.

Annex VIII – Bid Submission Checklist

Annex VI – Detailed Scope of WORK

1. Single-Phase (Seven (7) Urban Districts – Montserrado & Margibi)

• Conduct simultaneous Household Registration (HHR) and ITN distribution in assigned urban districts.
• Register households using the campaign digital platform.
• Distribute ITNs at the household level based on the approved allocation matrix.
• Ensure each team visits a set number of households per day during the campaign time allotted for each activity.
• Use Bring Your Own Device (BYOD) strategy for digital data entry in urban districts.
• Provide social behavior change messages during household visits.
• Mark households consistently (NET RS, NET NR, NET RF) for monitoring purposes.
• Report daily progress to supervisors and County Coordination Committees (CCC).
• Ensure accountability for ITNs issued.

2. Double-Phase (Rural Districts – 91 Districts Nationwide)

• Phase-one: Conduct HHR collecting household data and issuing token-cards.
• Phase-two: Implement ITN distribution at fixed and mobile/outreach sites.
• Allocate ITNs strictly according to the approved distribution matrix.
• Ensure distribution points are accessible.
• Consider mobile/outreach sites to serve communities located more than1 hour away from the fixed distribution points.
• Form and manage distribution teams for fixed sites and outreach locations
• Verify token-cards before ITN issuance and scan ITNs barcodes for accountability.
• Provide social behavior change messages during ITNs distribution.
• Submit daily and weekly reports to the Campaign Management Team (CMT) and CCC

3. Digital Requirements

• Use Campaign-approved digital platform for household registration and ITN distribution.
• Sync data in real-time where internet is available; otherwise, ensure offline storage and later synchronization.
• Ensure accuracy of household data (name, sex, DOB, mobile number).
• Maintain confidentiality and security of household data collected.
• Report data discrepancies immediately to supervisors.
• Use campaign-provided devices in rural districts BYOD in urban districts.
• Sign the campaign consent forms for BYOD use.
• Train personnel on how to conduct HHR and ITNs distribution using the campaign digital tool
• Ensure token generation and validation through the campaign digital tool.

4. Logistics Responsibilities

• Receive ITNs at pre-positioning sites (PPS) and distribution points (DP).
• Verify ITN deliveries from third-party logistics providers (3PL) and sign waybills.
• Use campaign-approved paper-based and digital stock management tools.
• Transport ITNs from PPS to communities in urban districts.
• Maintain custody of ITNs until the end of distribution.
• Ensure reverse logistics of ITNs after distribution.
• Provide insurance and indemnity against loss, theft, or damage of ITNs/devices.
• Report stock discrepancies immediately upon notice.
• Return all devices and materials in original condition post-campaign.
• Safeguard ITNs during storage and distribution.

5. Reporting Requirements

• Submit daily household registration and distribution reports.
• Provide weekly logistics and inventory reports.
• Report waste management activities (empty bales, straps) to the CMT and CCC.
• Document and report challenges, discrepancies, and corrective actions.
• Provide final summary report at the end of campaign activities.

6. Logistics of Leftover ITNs

• Ensure secure, accountable collection of leftover ITNs
• Deliver leftover ITNs to health facilities or return to PPS based on leftover ITNs return matrix
• Transport leftover ITNs from disposition points to PPS as applicable
• Document ITNs deliver to health facilities and or return to PPS on campaign logistics tools
• Ensure secure custody of ITNs in SP’s possession until collection by 3PL

7. Reverse Logistics & Waste Management

• Collect and stack empty ITN bale bags and straps after distribution.
• Bundle straps securely for collection.
• Record waste collected on dedicated stock cards.
• Store waste in orderly rows for easy counting and collection by 3PL.
• Submit waste management reports to the CMT and CCC.
• Ensure safe transport of waste to PPS/DP for accountability.

Annex VIII – Specification of Digital Devices for BYOD