REQUEST FOR PROPOSAL

N°2008063

Construction of a mini stand-alone water supply system in The Jacob Town Rehab Community, Montserrado County and Weala, Margibi County, Liberia

March 2026

Table of Contents

Section I. General Information. 4

1. Project Background. 4
2. Purpose of the RFP. 4

Section II. Instructions to Bidders (ITB) 5

3. Format of Submission. 5
4. Method of Submission. 6
5. Deadline for Submission. 7
6. Price Submission. 7
7. Clarification Request 7
8. Validity Period. 7
9. Code of Conduct and ESHS. 8
10. Amendment and Bid Modification Procedures 8
11. Tie-Breaking Rule. 8
12. Negotiations. 8
13. Award of Contract 9
14. Rejection of award. 9
15. Material Errors and Clarification. 9
16. Modification or Withdrawal of RFP. 10
17. Consequences of Falsification or Misrepresentation. 10
18. Confidentiality and Data Privacy. 10
19. Debriefing of Unsuccessful Bidders. 11
20. Complaints and Appeals 11
21. Contract Audits. 11

Section III. Eligibility and Minimum Qualification Requirements (MQR) 11

22. General Requirements. 11
23. Tender Security (Bid Security Guarantee) (Annex 1) 11
24. Performance Security – Guarantee. 12
25. Advance Payment Terms 12
26. Contract Insurance. 12
27. Withholding Tax. 12
28. Goods Service Tax. 12
29. Statutory Compliance. 12
30. Past non-performance or ES incidents Requirement 12
31. Eligibility & Minimum Qualification Criteria. 13

Section IV. Evaluation Criteria. 18

32. Administrative Evaluation. 18
33. Contents of Envelope No. 1 / Zip File 1: Eligibility & Minimum Qualification Requirements 18
34. Submission Format for Eligibility & Minimum Qualification Requirements (MQR) 18
35. Technical Evaluation. 18
36. Technical Scoring Protocol 20
37. Contents of Envelope No. 2 / Zip File 2: Technical Proposal 20
38. Submission Format for Technical Proposal 21
39. Financial Evaluation. 21
40. Conversation Rate. 22
41. Contents of Envelope No. 3 / Zip File 3: Financial Proposal 22
42. Submission Format for Financial Proposal 23

Section V. Post-Qualification Actions 23

43. Bid Clarification. 23

Section VI. Scope of Work. 24

44. Scope of Works. 24
45. Deliverables Schedule. 39
46. Design Drawings, Specification and Bill of Quantities 39

Section VII. Bid Forms. 40

Section VIII. ANNEXES. 52

Section IX. Drawings. 65

Section X. Bill of Quantities 66

Section XI. Construction Contract Template. 6

Section I. General Information

1. Project Background

CRS, through its internal resources, has been implementing WASH activities in Liberia since 2022. The overarching goal of the project is to transform water service delivery and urban agriculture in Montserrado and Margibi counties by piloting an integrated digital governance model and climate-smart irrigation system. Leveraging CRS’ proven HELPS II water infrastructure, this investment will:

• Increase operational efficiency and transparency through real-time data collection.
• Boost cost recovery and reduce nonrevenue water via mobile-enabled billing and leak detection.
• Use wastewater from the water systems as a reliable irrigation source, enhancing urban food security, and
• Increase water access in the Jacob town community.

2. Purpose of the RFP

Catholic Relief Services (CRS) hereby invites qualified and experienced construction firms to submit proposals for the construction of two (2) Water Supply Systems, one in Jacob Town Rehab and one in Weala, Margibi County, as detailed in the drawings provided in Section IX. This intervention is funded by CRS internal resources and aims to significantly improve access to basic water services for the Jacob Town Rehab community and Weala community, serving more than 12,000 residents in Monsterrado and Margibi Counties. The construction will include:

• One Min Stand-alone Water Supply System of 12,000 gallons capacity will be constructed in Jacob Town Rehab Community, Montserrado County, and
• One Mini Stand-alone Water Supply System of 6,000 gallons capacity will be constructed in Weala, Margibi County.

Given the critical importance of this project, timely execution is essential. Construction is anticipated to commence in April 2026 and be completed by September 2026.

a. Sites Location and Visit Requirements

Location/Site #1: Jacob Town Rehab Community, Monsterrado County.

Location/Site #2: Weala, Margibi County.

Type of work: Construction of two Mini Stand-alone Water Supply Systems

Site visit #1: Jacob Town Rehab, One (1) group visit will be organized on March 10, 2026, at 10:00 am GMT. All interested Bidders should be at the Jacob Town Petro Trade Gas Station at 10:00 am GMT.

Site visit #2: Weala Margibi County, One (1) group visit will be organized on March 11, 2026, at 10:00 am GMT. All interested Bidders should be at the Mount Barclay Police Checkpoint at 10:00 am GMT.

b. Pre-Bid Meeting

A Pre-Bid Meeting will be held both in person (for company based in Liberia) and online (for international bidders only) on March 13, 2026 at 9:00 am to 12:00 pm GMT at Corina Hotel (24th Street Sinkor). All interested bidders are encouraged to attend.

To receive the meeting link, international bidders MUST register their interest by emailing liberiarfq@crs.org no later than 2 days before the pre-bid meeting. Attending the pre-bid meeting is highly recommended. Bidder MUST review the RFP prior to the pre-bid meeting.

c. Registration Requirement

All interested bidders MUST register their intent to participate in this procurement process by submitting the following information to liberiarfq@crs.org no later than March 25, 2026, at 4:00 pm GMT:

• Company Name
• Contact Person
• Position/Title
• Email Address
• Telephone Number

d. Registration Process

Send an email to liberiarfq@crs.org with the subject line: “Registration for RFP No. 2008063”. Attach or include the information (from b. Registration Requirement) in the body of the email.

e. Importance of Registration

• Only registered bidders will receive official communications, including complete bid documents, amendments, clarifications, and addenda to the RFP.
• CRS will not be responsible for any failure by a bidder to receive such communications if the bidder has not registered.
• Registration is mandatory for participation in the pre-bid meeting and for access to any restricted annexes or documents. Failure to register means the Bidders is responsible for not receiving restricted annexes, documents or clarifications.

Section II. Instructions to Bidders (ITB)

Bidders are advised that all specific financial, time, and liability obligations are defined in the Particular Conditions (PC). The bid price MUST reflect the full cost of meeting these binding contractual requirements.

3. Format of Submission

f. Local Bidders

Local Bidders must submit their proposals in three (3) separate sealed envelopes, enclosed in an outer sealed envelope (where each envelope must be marked with bidder’s name and contact information) clearly labeled with the RFP reference number and subject line:

• Envelope No. 1: RFP No: 2008063 Eligibility & Minimum Qualification Requirements.
• Envelope No. 2: RFP No: 2008063 Technical Proposal.
• Envelope No. 3: RFP No: 2008063 Financial Proposal.

g. International Bidders

To ensure proper evaluation, International Bidders must submit three separate ZIP files corresponding to:

• ZIP File 1: 2008063 Eligibility & Minimum Qualification Requirements Company Name
• ZIP File 2: 2008063 Technical Proposal Company Name
• ZIP File 3: 2008063 Financial Proposal Company Name

Note: Attachment should not be more than 20 megabytes (20 MB). Alternatively, bidders may provide a secure link to an online location (e.g., cloud storage or file-sharing platform) where their application documents can be accessed and downloaded, ensuring the link remains active and accessible to the evaluation committee throughout the evaluation period.

4. Method of Submission

h. 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

i. International Bidders

International Bidders may submit their proposals electronically via email to liberiaprocurement@crs.org with the following subject line: RFP No. 2008063.

International Bidders may also submit hard copies via courier (by following Local Bidders format in sub-section (f)), but CRS will not be responsible for delays in delivery.

NOTE: Bidders MAY choose to submit a proposal for ONLY one water supply system or BOTH systems; they MUST meet all the requirements as outlined in the RFP.

j. Evaluation Sequence

The evaluation of proposals will follow a three-stage, sequential process based on the contents of the three (3) sealed envelopes/Zip files:

Stage (1): Eligibility & Minimum Qualification Requirements (MQR) (Envelope No. 1 or ZIP File 1) (PASS/FAIL)
The Evaluation Committee will first open and review Envelope No. 1 (Local Bidders) or the ZIP File 1 (International Bidders) to assess compliance with mandatory PASS/FAIL criteria. This stage is a prerequisite for opening Envelope No. 2/ Zip File 2.

• 1.1 Eligibility Check
• 1.2 Administrative Compliance: Verification of all mandatory declarations, commitments, and forms
• 1.3 Minimum Qualifications Requirements (MQR): Verification of the minimum capacity threshold set out in subclause 36. Mandatory Eligibility & Minimum Qualification Criteria.
• Outcome: Only bidders who pass ALL criteria (1.1, 1.2 and 1.3) will proceed with the Technical Evaluation. Envelope No. 2 and 3 (or corresponding ZIP File 2 and 3) of disqualified bidders will remain unopened and unevaluated; hence, it is important to follow envelope content instructions (subclauses 35; 39 and 43).

Stage (2): Technical Evaluation (Envelope No. 2 or ZIP File 2):
Bidders who pass the MQR stage will have their Technical Proposals scored against the criteria outlined in subclause 40. Technical Evaluation.

• 2.1 Technical Scoring: Proposals are scored out of a maximum of 70 points based on Past Experience, Technical Methodology, Key Personnel, Pre-Construction Timeline and Environmental Health and Safety.
• 2.2 Technical Threshold: Only bidders who score a Minimum Technical Qualifying Score (MTQS) of 49 out of 70 points will qualify for Financial Evaluation.
• Outcome: Envelope No. 3 (or corresponding ZIP File 3) of bidders who do not meet the MTQS will remain unopened and unevaluated.

Stage (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. This stage includes a fiduciary risk check before scoring.

• 3.1 Arithmetical Correction
• 3.2 Abnormally Low Offers (ALO) and Unit Rate Analysis (URA)
• 3.3 Financial Scoring: Bids that pass the ALO/URA checks will be scored using the formula in subclause x. Financial Scoring Formula. The lowest Evaluated Price received 30 points.

See subclause 39. Financial Evaluation for more details.

5. Deadline for Submission

• Bids must be received no later than March 26, 2026 at 4.00 pm GMT.
• 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).

6. Price Submission

The project is Good Services Tax (GST)-exempt under the agreement with the Government of Liberia; hence, all prices and unit rates in the Bill of Quantities (BoQ) MUST be submitted exclusive of GST. The estimation of the items in this BOQ MUST include costs of material, transportation, manpower/labor, machinery, installation, and profit. No other costs will be included beyond this BOQ.

7. Clarification Request

To assist in the examination, evaluation, and comparison of quotes, CRS may, at its discretion, ask the Bidder for clarification of its bid. 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 Bidder, amend the Request for Proposals. To afford prospective /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 bids.

Any addenda will be transmitted only to Bidders who have officially registered their intent to bid (b. Registration Requirement). CRS will also ensure that any Bidder who registers the submission deadline is immediately provided with all previously issued addenda and clarifications.

All questions or requests for clarification must be submitted in writing to: liberiarfq@crs.org. Deadline for clarification requests: March 17, 2026, at 4:00 pm GMT. CRS will respond to the clarifications within 3 working days after the deadline.

8. Validity Period

• Payment Terms: Payments shall be made in accordance with the milestone schedule defined in Section IX Payment Schedule.
• Currency: USD
• Language: All bidding documentation, including installation and operating manuals, MUST be in English.
• Retention Period (for defect and liability): 6 months

9. Amendment and Bid Modification Procedures

CRS reserves the right to modify any part of this Request for Proposal including the deadline for submission of bids, either at its own initiative or because of requests for clarification or otherwise from one or several prospective bidders.

Bidders may modify or withdraw by means of a modification to the bid already submitted or by a notice of withdrawal, respectively. Modifications or notices of withdrawal shall be addressed in the same way as bids and must reach CRS. In case of a modification, the bidder should submit a full new proposal following the same procedures.

10. Tie-Breaking Rule

In the event of a tie in final scores (Technical Score + Financial Score), CRS will apply the following criteria to determine the winning bidder:

• Priority 1: Higher Technical Score: Preference will be given to the Bidder with the higher Technical Score.
• Priority 2: Critical Technical Categories. If the Technical Scores are also equal, the Bidder with the higher combined score in two criteria: Tech02 (Technical Methodology) and Tech03 (Key Personnel), shall be selected.
• Final Tiebreaker (If Necessary). Should a tie persist after applying Priority 2, the Bidder with the higher score in the Technical Methodology Criteria (Tech02) shall be selected.

11. Negotiations

The financial proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a contract. The financial proposal will include all costs associated with implementation of the technical proposal, including profit, and other fees.

Supporting information must be provided in sufficient detail to allow for a complete analysis of each financial element or line item. CRS reserves the right to request additional financial information if the evaluation committee has concerns of the reasonableness, realism, or completeness of a Bidder’s proposed cost.

Under no circumstances MAY FINANCIAL PROPOSAL INFORMATION BE INCLUDED IN ENVELOP 1 AND ENVELOP 2. Financial quotation must only be shown in the Financial Proposal.

Best offer proposals are requested. It is anticipated that a contract will be awarded based on the original offers received. However, CRS reserves the right to request clarifications and conduct a negotiation with the entire bid committee in attendance, prior to award. At the sole discretion of CRS, Bidders may be requested to conduct oral presentations. If deemed an opportunity, CRS reserves the right to make separate awards per component or to make no award at all.

12. Award of Contract

A Contract will be executed with the Bidder whose proposal is determined to be responsive to this solicitation document, meets the eligibility criteria stated in this RFP, meets the technical, management/personnel, and corporate capability requirements, and is determined to represent the best Value for Money (VfM) to CRS. Best Value for Money will be decided using a weighted scoring process. Upon being notified, the awarded bidder will confirm acceptance by submitting a Letter of Acceptance. (Annex 3).

13. Rejection of award

This RFP does not obligate CRS to execute a contract, nor does it commit CRS to pay any costs incurred in the preparation and submission of the proposals. Furthermore, CRS reserves the right to reject any and all offers, if such action is considered to be in the best interest of CRS.

CRS may reject any bid that is not substantively responsive to the terms and conditions of the RFP.

14. Material Errors and Clarification

k. Material Errors

A Bid shall be considered materially deficient and non-responsive if the omission of information prevents the Evaluation Committee from verifying the Bidder’s compliance with any mandatory Minimum Qualification Requirement (MQR), including but not limited to:

• ​Missing signature.
• ​Incomplete or missing financial statements necessary to verify Total Annual Construction Turnover.

l. Consequence

Any Bid deemed materially deficient shall be rejected and disqualified.

m. Clarification of Non-Material Errors

CRS reserves the right to seek clarification for minor clerical omissions (missing phone number or stamp, minor formatting issues) that do not affect the substance of the MQR or the Bid Price. Such clarification requests will not be used to solicit missing mandatory documentation.

For the purposes of financial (Financial Capabilities, Average Annual Construction Turnover) and experience criteria (Specific Construction Experience), substantially meet means fulfilling the quantitative requirement by at least 95% (95/100). Failure to meet any numerical threshold by more than 5% shall be deemed a material failure and result in disqualification.

An Applicant may be conditionally qualified (for the next stage), that is, qualified subject to the Applicant submitting or correcting certain specified non-material documents or deficiencies to the satisfaction of CRS. Conditionally prequalified applies to an Applicant who has substantially met all criteria but has a minor, non-material deficiency (e.g., a missing stamp on mandatory forms).

Note: Eligibility criteria (e.g sanctions, conflicts of interest, bid security etc.) must be strictly met and cannot be substantially met.

15. Modification or Withdrawal of RFP

CRS reserves the right, at its sole discretion, to amend, modify, or withdraw this Request for Proposal (RFP), in whole or in part, at any time prior to the deadline for submission of proposals. Any such changes will be issued as formal written amendments and communicated to all prospective bidders who have received the RFP. CRS will distribute amendments via liberiarfq@crs.org. Bidders are responsible for ensuring they have received all amendments prior to submission. CRS shall not be liable for any costs incurred by respondents as a result of such amendment, modification, or withdrawal.

16. 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.

17. Confidentiality and Data Privacy

All information submitted by bidders will be treated as confidential and used solely for the purpose of evaluating proposals and administering the procurement process. CRS will not disclose any information relating to the evaluation of proposals or recommendations concerning contract award to any person not officially involved in the process.

CRS will process all personal data submitted in accordance with its applicable internal privacy policy. Personal data will be used solely for the purposes of this procurement and will not be shared with third parties except as required by law or donor policy.

18. Debriefing of Unsuccessful Bidders

Upon written request, unsuccessful bidders may receive a debriefing outlining the strengths and weaknesses of their proposal. Requests must be submitted to the email address; liberiarfq@crs.org within 5 days of notification of award.

19. Complaints and Appeals

Any complaints regarding the procurement process must be submitted in writing to CRS through liberiaprocurement@crs.org within 7 days of the event giving rise to the complaint. CRS will acknowledge receipt and respond.

20. Contract Audits

The Contractor must provide full cooperation for all compliance reviews and audit by CRS/CRS Private Fund.

Section III. Eligibility and Minimum Qualification Requirements (MQR)

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.

CRS reserves the right to request any Bidder to clarify its bid or to provide missing historical information that does not change the substance of the bid. The Organization may, at its sole discretion, allow a Bidder to rectify a non-material omission within a stipulated timeframe. (See subclause 15. Material Errors and Clarification)

21. General Requirements

• Bidders may apply individually.
• No subcontract is allowed in this RFP. This applies to the subcontracting of the main works.
• The cost of preparing the bid and negotiating the possible contract, including any related travel, is neither reimbursable nor can it be included in applicants’ Financial Proposal.
• Warranties and Representations: The Contractor MUST provide all legal representations and warranties required by the contract agreement.

22. Tender Security (Bid Security Guarantee) (Annex 1)

n. Mandatory Requirement

The Bidder shall furnish, as part of its Bid, a Tender Security (or Bid Security Guarantee) in the amount of US$ 10,000.00 (Ten Thousand United States Dollars). This is a mandatory eligibility requirement, and failure to submit the Tender Security in the required form and amount shall result in the immediate rejection of the Bid.

o. Period of Validity

The Tender Security shall remain valid for a period of thirty-five (35) days beyond the expiry of the Bid Validity Period (90 days).

p. Forfeiture

The Tender Security may be forfeited if a Bidder:

(a) Withdraws its Bid during the Bid Validity Period (90 days).

(b) Does not accept the correction of arithmetical errors, as specified in clause 44. Financial Evaluation subclause n. Correction of Arithmetic Errors.

(c) Fails to sign the Contract Agreement or fails to furnish the required Performance Security after having been notified of the acceptance of its Bid.

23. Advance Payment Terms

The ten percent (20% of the contract price) Advance Payment is conditional upon submitting a valid Advance Payment Guarantee and satisfying all other requirements detailed in PC – Part B, Sub-Clause 14.2.

24. Contract Insurance

The cost of insurance with specific minimum coverage limits MUST be priced by the Bidder and is fully specified in PC– Part B, Sub-Clause 19.2.

25. Withholding Tax

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 evidence of tax paid 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:

• Level of Effort
• Training/knowledge transfer
• Maintenance and Technical support.

26. Goods Service Tax

Bidder understand and acknowledge that the purchase and import of any goods or services using funds provided under this Agreement must be exempt from the relevant taxation applicable in the Host Country, including, but not limited to:

(1) Customs duties, import duties, taxes or fiscal charges of equal effect levied or otherwise imposed on the goods or services imported into the Host Country under this Agreement, and

(2) The value-added tax levied or otherwise imposed on the purcashes of goods and services using funds provided under this Agreement.

The Contractor represents to CRS that the goods and services procured under this Agreement are not subject to any such taxes and that any such taxes will not be included in any invoice submitted by the Contractor to CRS. In the event that any such taxes are paid, CRS has the right to obtain a refund from the Contractor of any such tax payment.

27. Statutory Compliance

The Contractor is responsible for securing and maintaining all required permits and registrations (e.g Labor Ministry for foreign staff) as detailed in PC – Part B, Sub-Clause 1.13.

28. Past non-performance or ES incidents Requirement

The Bidder shall be subject to automatic disqualification and rejection of its Bid at the Minimum Qualification Requirements (MQR) stage if any of the following facts are disclosed in the Bidder’s submission (including Forms CON-2 and Forms CON-3) or discovered by the Employer during due diligence:

1. Contract Termination: Any declaration or evidence of a contract terminated for the Bidder’s default or material breach in the past five (5) years.
2. Major E&S/Integrity Breach: Any declaration or evidence of a material breach of the following Zero-Tolerance safeguards on a past contract, regardless of the funding source:
   • Proven involvement in Sexual Exploitation, Abuse, or Harassment (SEAH) by the Bidder or its personnel.
   • Proven use of Child Labor or Forced Labor.
3. Sanctions/Exclusion: The Bidder or any of its Key Personnel are listed on sanctions list (including the CRS Private Fund’s Office of the Inspector General – OIG).
4. Failure to Disclose: Any instance where the Bidder or its personnel provided false, inaccurate, or misleading information regarding past performance, legal status, or E&S compliance in any part of this Application. This will be grounds for rejection due to Fraud and Corruption.

Note: Past non-performance or ES incidents will be evaluated based on their severity and relevance to the current contract’s risks. The key determinant for qualification is the Bidder’s integrity (full disclosure) and its current capacity to manage and resolve such issues. Only breaches related to integrity, contract termination for default, or CRS Private Fund zero-tolerance policies (child protection, sexual exploitation and abuse etc) will result in disqualification.

29. Eligibility & Minimum Qualification Criteria

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

Section IV. Evaluation Criteria

30. Administrative Evaluation

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.

31. Contents of Envelope No. 1 / Zip File 1: Eligibility & Minimum Qualification Requirements

Bidders MUST submit three (3) copies of the eligibility and administrative documents. Envelop No.1 should be structured as a single, comprehensive document that addresses all criteria listed as per Sub-clause 36. Mandatory Eligibility & Minimum Qualification Requirements.

Note: Bidder can find a complete checklist in Annex 9. Mandatory Eligibility & Minimum Qualification Requirements Checklist.

32. Submission Format for Eligibility & Minimum Qualification Requirements (MQR)

All Eligibility and MQR documents MUST be submitted as per instruction in subclause 3. Format of Submission.

33. 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 49 points will qualify for Financial Evaluation.

34. Technical Scoring Protocol

The Evaluation Committee (EC) will assess proposals using two distinct scoring protocols:

q. Simple Scoring Protocol (Tech01 & Tech03)

These criteria will be scored based on verification process against the defined thresholds (number of additional contracts and key personnel with minimum years of experience).

The final score will be determined by consensus among the Evaluation Committee and recorded directly on the final scoring sheet.

r. Average Scoring Protocol (Tech02, Tech04, Tech05)

The final score for these sections will be determined by the Arithmetic Average of the individual scores provided by the Committee Members. To ensure transparency, the EC will calculate the variance for every section. If the variance between the highest and lowest individual score equals or exceeds twenty five percent (25%) of the maximum points, the EC will be mandated to hold a review and documentation meeting. The purpose of this meeting is to document the reason for the significant technical disagreement, which will be included in the evaluation report for audit purposes.

35. Contents of Envelope No. 2 / Zip File 2: Technical Proposal

Three (3) copies of the Technical Proposal must be submitted. It should be structured as a single, comprehensive document that addresses all criteria listed in the Technical Evaluation table:

• Tech01: Past experience; at least three (3) additional contracts (different from the one submitted during eligibility phase) that meet subfactor 4.2 (a) and their signed Certificate of Substantial Completion or Final Acceptance Certificate AND a copy of the Final Interim Payment Certificate (IPC) or a letter from the client stating the Total Certified Value paid/due on that project.

• Tech02: Technical Methodology.
• Tech03: Key Personnel personnel assigned to the project with their biodata (Annex 6).
• Tech04: Pre-Construction (Mobilization & Timeline).
• Tech05: Environmental Health and Safety.

36. Submission Format for Technical Proposal

All technical documents must be submitted as per instruction in subclause 3. Format of Submission.

37. Financial Evaluation

The Financial Proposal will be evaluated after the Technical Proposal has passed the minimum acceptable score 49 points and will be subjected to the following three (3) sequential checks. A bid may be rejected at any point in the process.

s. Correction of Arithmetic Errors

• The Evaluation Committee will check the bidder’s Bill of Quantity (BoQ) for any arithmetic errors. All technically qualified Bids are subject to this correction.

• Inconsistency Rule: if there is discrepancy between the unit rate and the total price obtained by multiplying the unit rate by the quantity, the unit rate as quoted will govern and the total price shall be corrected; unless in the opinion of CRS there is an obviously gross misplacement of the decimal point in the unit rate, in which case the unit rate will be corrected and the line item total respected or corrected in accordance with this paragraph, if need be
• Subtotal/Grand Total Rule: if there is an error in the summation of the subtotals, the subtotals will govern, and the Grand Total shall be corrected.
• Words vs. Figures: if there is a discrepancy between the amounts in figures and in words, the amount in words will govern, unless the amount in words is contradicted by the Inconsistency Rule.
• Bidder Acceptance: The corrected amounts will be substituted for the original amounts. The Bidder MUST accept the correction of the arithmetic errors. Refusal to accept the correction shall result in the rejection of the Bid.
• Evaluated Price: The price used for the Financial Scoring Formula will be the Corrected Bid Price.

t. Financial Scoring Formula

Total financial score is 30 points allocated using:

PF = 30 * Co/C, with

• PF = attributed score for the Financial Proposal (points),
• C = Bidder’s corrected price of the Financial Proposal,
• Co = Lowest Corrected Bid Price

CRS reserves the right to accept or reject any bid, and to cancel the bidding process and reject all bids, at any time prior to the award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for such action.

u. 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

v. Identification of Abnormally Low Offers (ALOs)

The purpose of this check is to identify Bids that are so low they raise material concerns about the bidder’s ability to perform the contract without compromising quality and safety. This check will be applied sequentially, starting with Bidder with the highest final score.

• Abnormal Low Threshold: A bid will be classified as a Potential Abnormally Low Offer (ALO) if the financial proposal is more than fifteen percent (15%) below the Engineer’s Estimate (EE).
• ALO Procedure: If the bid is identified as a Potential ALO, CRS will request the Bidder in writing to provide a detailed written explanation and justification for the low price within 3 (three) days.

w. Unit Rate Analysis (URA) and Unbalanced Bidding

The URA checks shall be performed concurrently with the ALO check on financial proposal of the bidder with the highest combined score. URA is performed to prevent front-loading and non-responsive pricing on specific items, even if the total price is reasonable.

• Targeted Items: The URA will be performed on the following critical Bill of Quantities (BoQ): Reinforced concrete for all concrete works; and Plumbing works; for the entire water supply system .
• URA Pass Criteria: For a Bid to pass, the URA, all specified targeted BoQ items MUST meet the following criteria:
  • Unreasonably High Rate: No unit rate shall exceed the Engineer’s Estimate (EE) for that item by more than twenty percent (20%).
  • Unbalanced Low Rate: No unit rate shall be lower than fifty percent (50%) of the EE for that item, unless the Bidder provides satisfactory written justification for the rate.

x. Financial Viability Decision and Sequential review

For bid identified as an ALO or having Unbalanced Unit Rates, CRS, in consultation with the Engineer and CRS Regional Office shall decide whether to accept or reject the Bid. The Bid will be rejected if the Bidder’s explanation and evidence are not satisfactory for the low price and confirm that the Bidder can execute the Contract for the offered price without detriment to quality or ESHS standards.

If the top ranked bidder financial proposal fails the ALO or URA, the Committee shall proceed to review the next top ranked bidder by applying the same ALO and URA checks, continuing until a financially sustainable bid is confirmed.

38. Conversation Rate

For the purpose of bid comparison and evaluation, all foreign currencies will be converted to United States Dollars (USD) using the OANDA Interbank Mid-Rate published on the day of the Bid Submission Deadline.

39. Contents of Envelope No. 3 / Zip File 3: Financial Proposal

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

• Duly Signed and Stamped Letter of Tender (Annex 2) by the authorized personnel of the company
• Duly Signed and Stamped Detailed Bill of Quantities by the Authorized Personnel of the company. It MUST be submitted exactly as issued by CRS, without any changes to format, structure, or specifications. Any modification will result in automatic disqualification.

40. Submission Format for Financial Proposal

All financial documents must be submitted as per instruction in subclause 3. Format of Submission.

Section V. 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 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 faults, poor performance, or ethical violations.
• In-person meeting: An in-person meeting will be held with the selected bidder to discuss the details of the MINI STAND-ALONE WATER SUPPLY SYSTEM Construction and address any questions or concerns the bidder may have before contracting.

41. Bid Clarification

The bid committee may seek clarifications from bidders after the technical and financial evaluations. The request for clarifications shall be in writing and sent to the authorized representative of the bidder by the CRS procurement person involved with the bid. The request shall provide the bidder with adequate time to respond, depending on the nature of the questions. Bidders shall be given a timeframe to submit clarifications to CRS. All requests for clarification shall be issued and responded to in writing, and no change in the price or substance of the bid shall be sought, offered, or permitted, except as required, in order to allow for correction of arithmetic errors discovered by CRS.

Section VI. Scope of Work

42. Scope of Works

This scope of work is to be undertaken by the selected construction contractor. It includes the construction and handover of a Mini Stand-alone Water Supply System. The construction activities described in this Scope of Work shall be governed by the signed Contract Agreement comprised of the FIDIC Red Book (Second Edition 2017, Reprinted 2022), including General Conditions, Particular Conditions, Technical Specifications, Drawings, and all Addenda. All referenced documents form an integral part of the Contract and shall be read together.

Details of the scope of work include, but are not limited to, the following activities:

1.1 Site Clearance

This includes removing bushes and trees to allow access and undisturbed construction work.

The Contractor shall prepare the site or other areas indicated on the drawings, bill of quantities, or as instructed by the CRS Program Manager or partner supervisors, by carrying out a general clearance of the ground and by removing trees to permit the proper execution of the works.

Stumps and major roots shall be grubbed out and all combustible material arising shall be gathered into windrows and burnt. The Contractor shall take precautions to prevent the spread of fire to adjacent land/property.

1.2 Excavation

1.2.1 Ground Levels and Measurement of Excavation

After having completed the removal of the topsoil and before commencing any other excavation or refilling, the Contractor shall take levels at frequent intervals and agree upon them with the CRS Program Manager or Partner Supervisor. The depth of excavations shall be taken as the depth from the ground surface to the levels designated on the drawings or bill of quantities, except that if the Supervisor’s Representative instructs additional excavation below the required formation level, the extra depth shall be added to the direct measurement.

Where measurements are based on volumes, whether for excavation in an open trench, back-filling excavations with concrete or other approved material, or for any other purpose, the dimensions of excavation shall, for the purpose of measurement and payment, be taken as the elevation dimensions except otherwise specified. The Contractor should in his rate make available some allowance for working space.

1.2.2 Excavation – General

Excavation shall be carried out in such a manner and in such climatic conditions as to avoid damage to or deterioration of suitable material that is designated for incorporation in the works. Where excavation reveals a combination of suitable and unsuitable materials the Contractor shall, wherever the Supervisor’s Representative considers it practicable, carry out the excavation in such a manner that the suitable material is excavated separately for use in the works without contamination by the unsuitable material.

Suitable material that is rendered unsuitable by the operations of the Contractor due to non-compliance with the specification shall be run to spoil and replaced by an equal quantity of excavation from the works. The excavation shall proceed with such portions at one time as the Supervisor’s Representative may direct. All excavated material shall be deposited so that it will cause no damage or inconvenience to the public.

1.2.3 Excavation for the Installation of the Pipeline

The width of any trench for pipe work of whatever diameter shall be the minimum required for the installation of the pipe and for the installation of temporary supports, should they be necessary. The dimension of the trench shall be as shown on the Laying Instructions in the relevant contract drawing and bill of quantities but shall generally be not less than 24 inches from ground level to the bottom of the pipe for a single pipe in a trench. For a trench with more than one pipe, the diameters of the pipes should be added to the prescribed width for excavation. After laying the pipe, the space between the adjacent pipes and pipe and excavation walls shall not be less than 200mm. The Supervisor’s Representative shall approve the width and depth of the trench per the bill of quantities. The Contractor SHALL provide appropriate caution tapes to ward off any intruders from the trenches and prevent any accidents occurring once the trenches have been excavated and not yet laid. No trench SHALL be left unattended overnight.

1.3 Materials for Concrete

1.3.1 Aggregates

Aggregates shall be hard, clean, and free of all organic material. They should conform to the appropriate national standards. Samples of all aggregates to be used SHALL be brought to the Employer’s Representative for approval before use.

Coarse aggregates SHALL be comprised of well-graded material between 6mm and 15mm in size. Sand used for concrete SHALL consist of hard material of size not less than 4mm and shall contain no more than 5% silt. Sand used for cement mortar shall be fine-grained and if required shall be screened through a 3mm sieve.

1.3.2 Cement

Cement SHALL be normal Portland cement delivered in 50kg bags. The bags shall be in perfect condition when delivered to the site and SHALL be not more than 3 months old at the time of use. All broken bags or bags showing evidence of dampness or caking SHALL be immediately removed from the site. Reuse of spilled cement is not permitted.

1.3.3 Steel reinforcement

Plain mild steel bars with dimensions specified in the bill of quantities SHALL be used for the reinforced beam and slabs and other purposes. The Contractor SHALL remove any loose rust from the bars by brushing with a steel brush.

1.3.4 Water

The Contractor SHALL provide all water needed on the site. Water used for mixing concrete SHALL be clean and of a quality suitable for drinking.

1.3.5 Concreting

Concrete mixes

The following concrete mixes are specified:

1.3.6 Curing

All concrete works, including beams and slabs, SHALL be protected from rapid drying for 14 days by covering them with white polythene sheets and watered daily.

1.3.7 Formwork

Slab formwork SHALL have a maximum deviation from straightness of 5mm over the full length of the slab. All formwork inner surfaces should be planed smooth as all concretes shall be cast to finish.

1.3.8 Mixing, placing, and compaction

Casting of concrete slabs and mixing of concrete SHALL be carried out adjacent to where it is needed, and hand mixing SHALL be carried out on a wooden or metal sheet or cement platform. Concrete SHALL be mixed in the correct proportions as directed by the Technical Supervising Officer. All concrete surfaces shall be finished immediately upon placing (Cast to finish all surfaces)

1.3.9 Cement mortar

Cement mortar for all block laying (all works shall however be concrete except for the walls of the pump head station) shall be made by mixing 4-part sand with 1-part cement by volume. Cement mortar shall be mixed on a clean surface such as a cement platform or wooden or metal sheet. Mortar shall be mixed in small quantities and used within 1 hour. Mortar that has already hardened shall not be knocked up and remixed for use.

1.4 Fencing and Protective Area

1.4.1 Dwarf Wall:

Footing depth to the dwarf walls shall not be less than 250mm and shall have a concrete depth of not less than 150mm. The height of the dwarf wall (mass concrete) at the front and side views of all fencing areas shall not be more than mm from the walkway floor. Finishing to these walls shall be cast to finish and painted with 3 coats of oil-based paint. The color is to be determined by the CRS Technical Supervising Officer.

1.4.2 Galvanized Iron (GI) Poles:

Galvanize Iron pipes of ‘dog leg’ shape and diameter 50mm (2 inches) shall be used as support poles for the fencing and 50mm (2 inches) as corner posts.

The galvanized poles shall be not less than 1750mm high above walkway floor level and at least 600mm below ground level or as directed by the CRS Senior Project Officer and specified in the BoQ.

The base of the steel pipes shall have a be a reinforced concrete column to receive 50mm steel pipes (Total Length > = 2500mm long).

The galvanized steel pipes shall be primed or painted with anti-rust. All unprimed metalwork to be painted shall be cleaned down by wire brushing and scraping to remove all loose scale, dirt, and grease, and shall be primed immediately afterward.

Metalwork which has been primed before delivery shall be inspected for errors by the CRS Senior Project Officer. Unsatisfactory priming shall further be cleaned, wire brushed, and primed or rejected for replacement. The number and distances between galvanized pipes shall be as detailed in the design drawings and as directed by the CRS technical person.

Aluminum barbed wires shall be fixed on dog leg GI poles as protection to prevent intrusion into all fenced areas. The length of barbed wires shall be as specified in BoQ or enough to provide the necessary protection.

1.4.3 Chain link fence

• The chain link fence shall not be less than 3mm thick and cover an area of 38’ x 25’
• The chain link fence shall be galvanized 50 x 50mm spacing square chain link fence/mesh (pre- coated with anti-rust).
• The chain link fence shall have an average height of not less than 1.8m or similarly approved as directed by the CRS Senior Project Officer.
• The square chain fence shall be fixed to the galvanize post.
• The square chain fence shall be held firm by strain wires installed vertically at 600mm c/c.
• The square chain fence shall be fixed in place before dwarf wall concrete is cast and finished.
• A metal gate with a lock shall be installed at the entry point to the high-level tank or as directed in the bill of quantities, drawings, and CRS Senior Project Officer.

1.4.4 Metal Gates

Metal gates, the overall size of opening space; 36’’ x 82’’ high; with 2 inches galvanized pipe as stiles, top, bottom, and bracing rails; cover one side with 3mm diameter expanded galvanized iron square mesh as shown in drawing shall be installed at all fenced areas. Single or double gates will be installed in each area as specified in the BoQ. Doors shall be painted with one coat of red oxide undercoat and two finishing coats of gloss oil paint and protected with one brass high-security padlock.

1.4.5 Yard graveling

Granitic hard stone chippings of size ranging from 12mm to 20mm shall be used for graveling to cover the entire space of the fenced areas up to a thickness not less than 75mm from the level graded ground. Also, a damp-proof membrane (DPM) or Polythene Plastic sheeting shall be provided for spreading over all the yard areas to prevent the growth of grasses within the yards.

1.5 Elevated Tank and Stand

1.5.1 Concrete Work for the Tank Stand

The concrete works for the elevated tower will be per the provisions under section 1.3.5 and as specified in the drawings or as determined by the CRS Senior Project Officer.

1.5.2 Storage Tank

A total of 12No. 3.8m³ or 3,785-liter per Polytank shall be installed with water level indicator as storage on the second and third levels of the concrete stand at 20ft first level and 30ft 2^nd level high above ground level. Tanks shall be equipped and fitted with galvanized pipes for supply, distribution main, washout or drain, and overflow as shown on the drawings and specified in BoQs. All water-retaining structures shall be subjected to a water-tightness test after completion.

On completion of the water tightness test, the Contractor shall thoroughly clean the interior of the tanks by hosing down the roof, walls columns, baffle walls, and floor, as applicable, with, clean, potable water from an approved source and remove all debris, soil, silt or other material.

The Contractor shall then, when instructed by the CRS Senior Project Officer disinfect the tanks by chlorination (including the provision of the chlorine), which shall be capable of injecting the required concentration of chlorine at a steady rate into the tanks.

1.6 UPVC Pipes

uPVC pipes shall comply with global standards. Pipes less than 50 mm in diameter can be glue-jointed, but joints of larger diameters shall be mechanical and of the POWER LOCK type.

Jointing of pipes shall be carried out in strict compliance with the manufacturer’s instructions. Glue joints shall be made only with the glue recommended by the pipe manufacturer. The glue that has passed its expiry date SHALL not be used under any circumstances.

To simplify maintenance works in the future, pipe sizes are restricted to those below or as specified in BoQ. Pipes used should be generally available on the market, 2’’ PVC pipes.

1.7 Pipelaying

1.7.1 Handling and Storing of Pipes.

When handling, transporting and laying pipes and accessories, care must be taken to prevent cracks and other damage to the pipes and the accessories. Special care shall be taken to keep the coating and lining of the pipes intact. PVC pipes, rubber gaskets, glue, etc., shall always be stored under cover and in the shade. In storage, pipes shall be arranged in such a manner that the pressure of pipes placed on each other will not cause cracking or deformation or damage to the pipe and/or the coating. The interior and the machined ends of the pipes SHALL be kept free from dirt and foreign matter, always. Pipes shall not be moved by dragging or rolling them on the ground but shall be lifted and placed carefully.

1.7.2 Laying of Pipes

Pipes shall be laid to a minimum cover of 2ft under roads and footpaths and to a minimum cover of 2ft below ground level elsewhere.

The pipes shall be laid to the lines and levels shown on the drawings. Each pipe shall be separately laid upon an even foundation of 100 mm sand bedding prepared as shown in the drawings and to be free from stones and any other projections. If the characteristic of the excavated material is found to be close to that of sand (grain size, uniformity, absence of hard bodies likely to damage pipe), the Project CRS Senior Project Officer may approve the use of this material to be used wholly for the backfilling.

Before pipes are jointed, they shall be thoroughly cleaned of all earth lumps, stones, or any other objects that may have entered the interior of the pipes.

When pipe laying is not in progress, the open ends of installed pipes shall be closed by approved means. The plugs shall be imperforated and shaped to close the pipe bore completely so water from the trench excavation shall not gain access into the pipeline.

Where curves of a long radius are required, these shall be obtained by deflection at the joints; such deflections, however, shall not exceed either vertically or horizontally the limits given in the relevant contract drawings.

1.7.3 Cutting of Pipes

No cutting shall be made on any kind of pipe with chisel and hammer. Where cutting is necessary it shall be done with an approved turning machine or approved cutting saw or knife. The cut and turned ends of pipes shall be neatly trimmed and burrs and sharp edges shall be removed.

1.7.4 Testing of Pipelines

The pressure test is to allow the Contractor to identify points of leakage and cracks in the laid pipe to be rectified. The Contractor shall notify the CRS Senior Project Officer 24 hours before a test is conducted.

The tests shall be carried out in sections of a length proposed by the Contractor but not exceeding 100m joints whichever is less. The test shall be carried out as soon as possible after laying of the section. Each section to be tested shall have been backfilled except the joints, which shall be left open for inspection. The Contractor may also backfill the joints but has to bear in mind that he will have to re-excavate them at his own cost if the section does not pass the test. All thrust blocks on each line to be tested must have been cast at least 72 hours before testing.

All valves shall be operated and examined, and a special check shall be made on the air valves for proper functioning. The Contractor shall take care to properly close all valves on each section to be tested. Chambers, if completed shall be checked for proper finish and easy access.

Procedure to be followed for pipe testing:

• All valves within the testing section shall be opened fully.
• The pipe section to be tested shall be cleaned using potable water.
• Close off all temporary ends.
• Fill the pipe slowly with potable water and leave it to stand for 24 hours before the start of the test.
• Expel all air from the system.
• Apply the pressure in increments of 1. 0 bar with a pause of one minute between each increment, until the requisite pressure or the nominal pressure of the pipe, whichever is higher.
• The pressure drop measured shall not exceed 0.2 bars for 500 m of the test section in 30 minutes

For the test, the Contractor shall supply the following equipment:

• A pressure gauge calibrated in meters of water column.
• A low-horsepower pump for filling the pipe.
• A high horsepower pump for pressurizing and performing the test.

If a test fails, the Contractor shall locate and repair the leakage(s) and then repeat the test following the first procedure, all at his own expense. The test on each section shall be repeated until the specified degree of water tightness has been obtained.

An allowance shall be made for a static head between the lowest point and the point of measurement if both are not on the same level. The Contractor shall establish a report of the test in an approved format.

The cost of preparing lines for testing and execution of tests including the supply of all necessary test equipment, supply of water for scouring, filling, and testing the line, and any work done in connection thereof shall be deemed to be included in the Contractor’s rates for pipework, laying and jointing.

1.7.5 Sterilization of Pipelines

All pipelines that have passed the pressure test as laid out, shall be flushed out until the wash water runs clear. Sterilization of pipelines shall be effected by introducing a chlorine solution (the chlorine solution shall be derived from a 1% solution of calcium hypochlorite in water or chlorinated lime, also called ”bleaching powder” or liquid sodium hypochlorite known as ”liquid laundry bleach”), in a concentration of 25 mg per liter into the pipeline so that a residual-chlorine of not less than 10 mg per liter remains in the water after 24 hours standing in the pipes during which time, all intermediate valves shall be operated at least once.

1.7.6 Pipeline Markers

Pipeline indicators in class B concrete and according to the approved drawing of the Contractor shall be supplied and installed by the Contractor 1000 mm from the center of the pipeline at 100 m intervals, and at all junctions, locations of valves, washouts, road crossings, and all characteristics points on the mains. The pipe markers shall be placed as far as possible from roads along which pipes have been laid. The pipe marker shall be engraved with the symbol of the item by which it is placed and shall also show the direction of the pipeline. The indicator posts shall be set up in holes dug into the ground and backfilled with tamped earth, and where in rocky ground, shall be concreted.

1.7.7 Household Connection

The Contractor shall ensure that 50 households are connected to the water supply system. The Contractor is responsible for the installation and connection of UPVC pipes, including all necessary plumbing fittings and accessories, to the designated homes.

The project participants are responsible for the procurement of water meters.

1.8 Electro-Mechanical Installations

The main electro-mechanical installations involve mechanization of the borehole(s) using submersible pumps including all the necessary control panels and associated fittings, powered by a 2-phase power generator. The water to be abstracted is generally non-aggressive and therefore not subject to corrosion. Before the installation of pumps, however, the Contractor is required to test the quality of the water to confirm its suitability for the pump units.

1.8.1 Construction of Boreholes

The scope of work covers all activities required to develop a functional groundwater source for the mini stand‑alone water supply system. Key tasks include:

Site Assessment and Mobilization

• Conduct preliminary site reconnaissance and confirm the drilling location in coordination with CRS Project officer.
• Mobilize drilling equipment, tools, materials, and personnel to the site.

Borehole Drilling

• Drill a borehole to the specified depth using appropriate drilling technology (e.g., rotary or down-the-hole hammer).
• Maintain accurate records of drilling progress, geological formations encountered, and depths.

Casing and Screen Installation

• Supply and install suitable well casings and screens (UPVC 8’’ diameter) to prevent collapse and ensure proper groundwater flow.
• Place gravel pack around the screened section and install sanitary seal where required.

Borehole Development

• Conduct development using airlifting, surging, or pumping to remove fines and improve water yield and quality.
• Record development duration, water clarity, and yield improvement.

Pumping Test

• Perform step‑drawdown and constant‑rate pumping tests to determine borehole yield, aquifer characteristics, and system design capacity.
• Collect and document water level measurements and discharge rates.

Water Quality Testing

• Collect water samples for laboratory analysis to assess potability and suitability for drinking and domestic use according to WHO minimum water quality standards.

Pump Installation

• Supply and install the appropriate submersible pump based on test‑pumping results.
• Install rising main, pump protection systems, and electrical or solar power components.

Headworks Construction

• Construct borehole concrete chamber and protective housing for the pump.
• Install protective fencing where required.

9. Storage and Distribution Connection

• Connect the boreholes to elevated storage tanks and distribution lines as specified for the mini stand‑alone water supply system.

Commissioning and Handover

• Conduct system testing and commissioning.
• Provide borehole construction logs, and operational manuals.
• Train the CBE or project representatives on operation and maintenance.

1.8.2 Submersible Pump

All pumps shall have the following characteristics:

• Multistage solar submersible pump with integrated non-return valve,
• Pump and motor diameters compatible with well PVC ID,
• Stainless steel allowing good wear resistance and reduced risk of corrosion when pumping ordinary water with a low content of chloride.
• Motor control panel or control box linear current booster (LCB) function along with all accessories
• Flat electrical power-supply cable and adapted sealed waterproof connectors.
• Auto-start Mechanism preferred.

Pump Selection

• Pumps shall be from any reputable manufacturer (preferably GRUNDFOS OR LORENTZ).
• Pumps selected shall have steep characteristic curves, which give a small change in quantity for a large head.
• Pumps selected shall be capable of running out on their curves without requiring excessive NPSH.
• Where possible, pump power characteristics shall be non – overloading and motors shall be sized to give a general margin of at least 20% above the maximum absorbed pump power.
• Pump reliability and robustness shall be of greater importance than high operating efficiency.
• Pump sets shall be supplied complete with riser pipes, delivery bend, air release valve, non-return valve, delivery isolating valve, water meter, pressure gauge, level or pressure switch, and sample tap, together with packaged electrical starter panel, cabling, and junction boxes and low water level protection.
• Submersible pump sets.

Protections for Pumping Equipment

The system must be equipped with the following protections:

• protection against lightning strikes by surge or lightening arrestors or equivalent,
• protection against dry running and overheating of the pump,
• protection against pump motor stalling by magneto-thermal relay or equivalent,
• protection against phase failure, phase sequence, and phase asymmetry,
• protection against voltage fluctuations (voltage control system) and generally against all types of current fluctuations that may delivered by the power supply system,
• protection against high pressure in the transmission pipe, resulting from the closure of the float valve in the tanks.
• Protection against corrosion
• Provision of sleeving where necessary
• The protection of the control box by a lockable door, including a window so that all indicating lamps can be seen by the operator without opening the door.
• “Danger” labels must be stuck in all places where there are electrical risks.

COMPLIANCE WITH ENVIRONMENTAL MANAGEMENT PLAN

Safety, Security, and Environmental Management

General

1. Before the order to commence any works, the Contractor is required to implement the Environmental Management Plan (EMP) to be agreed with the Senior Project Officer. The plan shall spell out how the Contractor should achieve environmental targets and objectives specified in the EMP (Excerpts available for reference). The plan shall include, to the extent practicable and reasonable, all steps to be taken by the Contractor to protect the environment in accordance with the current provisions of national environmental regulations and or the EMP established for this project.
2. Notwithstanding the Contractor’s obligation under the above clause, the Contractor shall implement all measures necessary to restore the sites to acceptable standards and abide by environmental performance indicators specified under the EMP to measure progress towards achieving objectives during execution or upon completion of any works. These measures shall include but not be limited to the following:

• Minimize the effect of dust on the surrounding environment resulting from earth mixing sites, asphalt mixing sites, dispersing coal ashes, vibrating equipment, temporary access roads, etc. to ensure the safety, health, and protection of workers and communities living downwind of dust-producing activities.
• Ensure that noise levels emanating from machinery, vehicles, and noisy construction activities are kept at a minimum for the safety, health, and protection of workers within the vicinity of high noise levels and communities near rock-blasting areas.
• Ensure that existing water flow regimes in rivers, streams, and other natural or irrigation channels are maintained and/or re-established where they are disrupted due to civil works being carried out.
• Prevent bitumen, oils, lubricants, and wastewater used/produced during the execution of works from entering into rivers, streams, irrigation channels, and other natural water bodies/reservoirs, and also ensure that stagnant water in uncovered borrow pits is treated in the best way to avoid creating possible breeding grounds for mosquitoes.
• Upon discovery of ancient heritage, relics, or anything that might or be believed to be of archaeological or historical importance during the execution of works, a report SHALL be made of such findings to the National Commission on Culture or the body with such mandate in fulfillment of the measures aimed at protecting such historical or archaeological resources.
• Discourage construction workers from engaging in the exploitation of natural resources such as hunting, fishing, collection of forest products, or any other activity that might harm the social and economic welfare of the communities.
• Implement soil erosion control measures to reduce surface run-off and help to prevent siltation, etc.
• Ensure that garbage, sanitation, and drinking water facilities are provided in construction workers’ camps.
• Ensure that in as much as possible, materials are utilized to avoid importation of foreign materials and long-distance transportation.
• Ensure public safety and meet traffic safety requirements for the operation of work to avoid accidents.

3. The Contractor shall indicate the period within which he/she shall maintain status on site after completion of civil works to ensure significant perturbations arising from such works have been considered.
4. The Contractor shall adhere to the proposed activity implementation schedule and the monitoring plan/strategy to ensure effective feedback of monitoring information to project management and the Director/EPA so that impact management can be implemented properly, and if necessary, adapt to changing and unforeseen conditions.
5. If the Contractor fails to implement the approved Environmental Management Plan after written instruction by the CRS Senior Project Officer to fulfill his obligation within the requested time, the Client reserves the right to arrange through the CRS Officer for execution of missing action by a third party on account of the Contractor.

Specific Environmental Issues to be Considered.

Worksite/camp Site Waste Management

• All vessels (drums, containers, bags, etc.) containing oil/fuel/surfacing materials and other hazardous chemicals must be bound to contain spillage. All waste containers, litter, and any other waste generated during the construction shall be collected and disposed of at designated disposal sites in line with the Waste Management Regulations of the Environmental Protection Agency of Liberia.
• All worksites and campsites shall have appropriately improved latrines for use by workers and site visitors, and open defecation shall not be practiced on or around the worksites or campsites
• All drainage and effluent from storage areas, workshops, and campsites shall be captured and treated before being discharged into the drainage system in line with national Water Pollution Control Regulations (as appropriate).
• Used oil from maintenance shall be collected and disposed of appropriately at designated sites or be re-used or sold for re-use locally.
• Entry of runoff to the site shall be restricted by constructing diversion channels or holding structures such as banks, drains, dams, etc. to reduce the potential of soil erosion and water pollution.
• Construction waste shall not be left in stockpiles along the road. Waste and other excess materials shall be used for rehabilitating borrow areas and landscaping around the road.
• If other spoil disposal sites are necessary, they shall be located in areas, approved by the CRS Senior Project Officer in consultation with GoL partners, of low land use value and where they will not result in material being easily washed into drainage channels. Whenever possible, spoiled materials should be placed in low-lying areas and should be compacted and planted with species indigenous to the locality.

Material Excavation

• Contractors will have to indicate the source of material such as gravel for concrete production, sand bedding of pipes, or any other purpose.
• Contractors shall obtain appropriate licenses/permits from relevant authorities to operate quarries or borrow areas.
• The location of quarries and borrow areas shall be subject to approval by relevant authorities including traditional authorities if the land on which the quarry or borrow areas fall in the traditional land and by the Environmental Protection Agency of Liberia.
• New Extraction sites shall not be located in the vicinity of settlement areas, cultural sites, wetlands, or any other valued ecosystem component and shall not be located less than 10km from such areas.
• New Extraction sites shall not be located adjacent to stream channels wherever possible to avoid siltation of river channels. Where they are located near water sources, borrow pits and perimeter drains shall surround quarry sites.
• New Extraction sites shall not be located in forest reserves. However, where there are no other alternatives, permission shall be obtained from the Ministry (ies) in charge of Lands, Forestry and Mines and an environmental impact study shall be conducted.
• New Extraction sites shall not be located on high or steep ground or in areas of high scenic value.
• Only sites that can easily be rehabilitated shall be chosen. Areas with minimal vegetation cover such as flat and bare ground or areas covered with grass only or covered with shrubs with a height of less than 1.5 m.
• New Extraction site boundaries shall be demarcated and marked to minimize vegetation clearing.
• Vegetation clearing shall be restricted to the area required for the safe operation of construction work. Vegetation clearing shall not be done more than three months in advance of operation.
• New Extraction sites shall not be located in archaeological areas. Excavations in the vicinity of such areas shall proceed with great care and shall be done in the presence of relevant regulatory staff.
• Stockpile areas shall be located in areas where trees can act as buffers to prevent dust pollution. Perimeter drains shall be built around stockpile areas.

Material Deposit

• The Contractor shall deposit any excess material per the principles of the EMP at areas approved by local authorities and/or the Project Officer.
• The Contractor has in advance of the commencement of work clarified with the authorities, dumpsites, or areas for hazardous deposits of contaminated liquid and solid materials, that cannot be used any longer as backfill.

Rehabilitation and soil erosion prevention

• To the extent practicable rehabilitate the site progressively so that the rate of rehabilitation is similar to the rate of construction.
• Always remove and retain topsoil for subsequent rehabilitation. Soils shall not be stripped when they are wet as this can lead to soil compaction and loss of structure.
• Topsoil shall not be stored in large heaps. Low mounds of no more than 1 to 2m high are recommended.
• Re-vegetate the stockpile to protect the soil from erosion, discourage weeds, and maintain an active population of beneficial soil microbes.
• Locate stockpiles where they will not be disturbed by future construction activities.
• To the extent practicable reinstate natural drainage patterns where they have been altered or impaired.
• Remove toxic materials and dispose them of in designated sites. Backfill excavated areas with soils or overburden that is free of foreign material that could pollute groundwater and soil.
• Identify potentially toxic overburden and screen with suitable material to prevent mobilization of toxins.
• Ensure the reshaped land is formed to be inherently stable, adequately drained, and suitable for the desired long-term land use and that would allow natural regeneration of vegetation.
• Minimize the long-term visual impact by creating landforms, which are compatible with the adjacent landscape.
• Minimize erosion by wind and water both during and after the process of reinstatement.
• Compacted surfaces shall be deep ripped to relieve compaction unless subsurface conditions dictate otherwise.
• Re-vegetate the area with plant species that will control erosion, provide vegetative diversity, and that will through succession; contribute to a stable and compatible ecosystem. The choice of plant species for rehabilitation shall be done in consultations with local research institutions, the forestry department, and the local people, as they will be the long-term beneficiaries.

Water resources management

• The Contractor shall at all costs avoid conflicting with the water demands of communities.
• Abstraction of both surface and underground water shall only be done with the consultation of the local community and after obtaining a permit from the relevant Water Authority.
• Abstraction of water from wetlands shall be avoided. Where necessary, authority has to be obtained from relevant authorities.
• Temporary damming of streams and rivers shall be done in such a way that disruption of water supplies to communities downstream is avoided and maintains the ecological balance of the river system.
• No construction water containing spoils or site effluent, especially cement and oil shall be allowed to flow into natural water drainage courses.
• Wash water from washing out of equipment shall not be discharged into water courses or road drains.
• Site spoils and temporary stockpiles shall be located away from the drainage system and surface runoff shall be directed away from stockpiles to prevent erosion

Traffic management

• Location of access roads/detours shall be done in consultation with the local community especially where access roads shall traverse important ecosystem components. Access roads shall not traverse wetland areas.
• Upon the completion of civil works, all access roads shall be ripped and rehabilitated.
• Access roads shall be sprinkled with water at least five times a day in settled areas and three times in unsettled areas to suppress dust emissions.

Blasting

• Blasting activities shall not take place in the vicinity of settlement areas, cultural sites, or wetlands and shall not be located at less than 10km from such areas.
• Blasting activities shall be done during working hours and local communities shall be consulted on the proposed blasting times
• Noise levels reaching the communities from blasting activities shall not exceed 90 decibels.

Disposal of Relocated Elements

• In some areas, no longer usable materials and construction elements will have to be disposed of such as electro-mechanical equipment, pipes, accessories, and demolished structures.
• The Contractor has to agree with the local administration of the Client, which of these elements are to be surrendered to the Client’s premises, or in which way they could be recycled best.
• As far as possible unused pipelines shall remain at their current position. Where for any reason no alternative alignment for the new pipeline is possible, the old pipes have to be stored at a safe place to be agreed upon with the Client and the local authorities concerned.
• AC-pipes as well as broken parts thereof have to be treated as hazardous material and deposed subsequently as indicated before.
• Unsuitable and demolished elements shall be dismantled to size fitting on ordinary trucks to be transported for the purpose of recycling or to an official scrapyard.
• For each area where the probability exists for the disposal of debris, the Contractor has to make arrangements with the Local Authorities for adequate disposal areas.

Health and Safety

• The Contractor in advance of the construction work shall ensure all staff are equipped with appropriate PPEs (hard helmets, steel-toe boots, gloves, goggles, nose guards, etc.) that should be worn while on site. Spare PPEs (hard helmets, nose guards, and goggles) should be made available on-site for use by visitors and other inspection teams. Also, first aid kits should be available on-site to take care of minor injuries that may be inflicted due to the execution of work by field staff. There must be at least one staff on site always, with training on basic health and safety practiced.
• Adequate road signs to warn pedestrians and motorists of construction activities, diversions, etc. shall be provided at appropriate points.
• Construction vehicles shall not exceed a maximum speed limit of 40km per hour.

Repair of Private Property

Wherever the Contractor, whether deliberately or incidentally damages private property it has to be repaired. For each repair the Contractor has to obtain from the owner the certificate, that the damage has been made good satisfactorily in order to indemnify the Client from subsequent claims.

• Landscaping: Completion of grading, planting, and gravel paving.

Final Deliverables

• Construction Completion: Completion of all components of the two Water Supply System construction in accordance with the approved drawings, technical specification, and bill of quantities.
• Household Connection: Connection of 50 houses to the water supply system
• Construction of Three (3) Boreholes: Construct three boreholes in line with the design and bill of quantities.
• Construction eight (8) extended water distribution kiosks (4 four each water system)
• Operation & Maintenance Manuals: Provide O&M manuals for installed systems.
• Testing & Commissioning Reports: Verification of system functionality by CRS and stakeholders.
• Completion Certificate: CRS issued work completion certificate, confirming 100% work completion.
• Warranty: Covering the defects liability period (6 months).

43. Deliverables Schedule

The works specified in the scope of work shall be completed within 210 calendar days from the time the Commencement Date. However, the bidder has the right to propose a realistic construction schedule based on their workplan and methodology. If the bidder’s proposed duration to complete the scope of work is over the estimated period provided by CRS, a negotiation between CRS and the winning bidder to find a middle ground will be conducted prior to the signing of Contract. The detailed construction schedule shall be part of the construction contract once agreed to with CRS.

44. Design Drawings, Specification and Bill of Quantities

The design drawings, specifications and bill of quantities are shown in the given link. Design drawings for …. are contained in s, blank Bill of Quantities are shown in excel file and the Specification in pdf file.

Section VII. Bid Forms

Application Submission Form

Date: [Insert day, month, year]

RFP No. and title: 2008063 – Water Supply Systems Construction

To: CRS Liberia

We, the undersigned, declare that:

1. We have examined and have no reservations to the Scope of Work, Specifications, Drawings, and related materials, including the Addendum, for the Construction of a Mini Stand-alone Water Supply System in Jocab Town Rehab Community, in Montserrado County.
2. We offer to execute the Works for this Contract in accordance with the Design Drawings, Specification, Bill of Quantities, General and Special Conditions of the Contract accompanying this Declaration.
3. Our Bid shall be valid for a period of ninety (90) calendar days from the date fixed for the submission of bids and shall remain for the bid validity period.
4. If our offer or sworn declaration is accepted, we commit to obtain an Advance Payment Guarantee equivalent to the proposed advanced amount of ten percent (20%) of the contract price.
5. We have no conflict of interest in the current process.
6. We have not been suspended by Catholic Relief Services USCCB, or based on execution of a Bid Securing Declaration.
7. Our firm, its affiliates or subsidiaries, including any subcontractors or suppliers for any part of the Contract, has not been declared ineligible by CRS.
8. We understand that you are bound to accept only the highest quality of workmanship as dictated by the designs and specifications shared to all bidders prior to this declaration and that our firm accepts to uphold, observe such standard set forth by your organization.
9. Suspension and Debarment: We, along with any of our Joint Venture Members, suppliers, consultants, manufacturers, or service providers for any part of the contract, are not subject to, and not controlled by any entity or individual that is subject to, a temporary suspension or a debarment imposed by CRS or a debarment imposed by CRS or any other public body. Further, we are not ineligible to participate in this project under the law of Liberia, US law, or under any requirement or decision of the United Nations.
10. We understand that you may cancel the RFP process at any time and that you are neither bound to accept any Bid that you may receive nor are you required to award a contract under this RFP and under no circumstances shall CRS incur any liability to Bidders in connection with this RFP.

• We hereby declare that we are able to make the representations as set out in Appendix to the contract entitled “Contractor Representations and Warranties”. All information, statements and description contained in the Bid are in all respect true, correct and complete to the best of our knowledge and belief.
• We likewise certify/confirm that the undersigned, is duly authorized representative of the contracting firm, and granted full power and authority to do, execute and perform all acts necessary to participate, submit the bid, and to sign and execute the ensuing contract. We further certify that every commitment, declaration, and acceptance contained within this Application Submission Form is made and accepted, including with respect to any Joint Venture, on a joint and several liability basis by all members of the Joint Venture.

1. Legal Name of Joint Venture Member: [Insert legal name of Joint Venture here]

Signed [insert signature(s) of an authorized representative(s) of the Applicant and signed by the authorized representative of each company forming any Joint Venture]

Name [insert full name of person signing the Application]

In the capacity of [insert capacity of person signing the Application]

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

Applicant’s Name: [insert full name of Applicant or the name of the JV

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

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

Form CoI – 1.3

Declaration of Absence of Conflict of Interest

Print on the candidate’s letterhead if possible

Date:

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 Joint Venture Member(s) 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 Joint Venture Member(s) or suppliers of any part of the contract), have been declared ineligible by CRS or under any CRS Private Fund project
• 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.
• Exclusive Participation: We confirm that our firm our firm is participating in this bidding process solely as a member of this Joint Venture.

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.

Company Name: ______________________

Name of In-Charge: ____________________

Position: _____________________________

Signature: ____________________________

Date: _______________________________

Form CON – 2

Historical Contract Non-Performance, Pending Litigation and Litigation History

[The following table shall be filled in for the Applicant]

Applicant’s Name: [insert full name]

Date: [insert day, month, year]

RFP No. and title: 2008063 – MINI STAND-ALONE WATER SUPPLY SYSTEMS Construction

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

*The Bidder shall use the OANDA Interbank Mid-Rate published on the last day of the fiscal year.

Company Name: ______________________

Name of In-Charge: ____________________

Position: _____________________________

Signature: ____________________________

Date: _______________________________

Form CON – 3

ES Performance Declaration

[The following table shall be filled in for the Applicant]

Applicant’s Name: [insert full name]

Date: [insert day, month, year]

RFP No. and title: 2008063 – MINI STAND-ALONE WATER SUPPLY SYSTEMS Construction

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

The Bidder shall use the OANDA Interbank Mid-Rate published on the last day of the fiscal year.

Company Name: ______________________

Name of In-Charge: ____________________

Position: _____________________________

Signature: ____________________________

Date: _______________________________

Form FIN – 3.1

Bank Certificate to confirm Financial Situation and Performance

[This certificate MUST be issued by the primary bank either on behalf of a joint venture or a single applicant]

Minimum content of the Bank Certificate

1. Bank Name: (Required to verify authenticity)
2. Bank Address: (Required to verify authenticity)
3. Name & Role of the authority issuing the certificate: (Required to verify authenticity)
4. Date of Issue: (Must be within 30 days of submission deadline)

• Confirmation of Access to Funds: A statement from the bank confirming that the client (the Bidder) has access to immediately available unencumbered funds or an unused line of credit of at least US$ 50,000 (or equivalent).

Important Note: The bank certificate SHOULD NOT list the specific account number nor the current balance.

Form FIN – 3.2

Total Annual Construction Turnover

[The following table shall be filled in for the Applicant AND for each member of a Joint

Venture]

Applicant’s Name: [insert full name]

Date: [insert day, month, year]

RFP No. and title: 2008063 – MINI STAND-ALONE WATER SUPPLY SYSTEMS Construction

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

* The Bidder shall use the OANDA Interbank Mid-Rate published on the last day of the fiscal year being reported for each of the five years submitted.

* Average Annual Construction Turnover calculated as total Certified Payments received for work in progress or completed, divided by the number of years (5)

Eligibility Requirements subfactor 3.2

Calculation: Total Revenue (Year 1) + Total Revenue (Year 2) + Total Revenue (Year 3) + Total Revenue (Year 4) + Total Revenue (Year 5) total.

Verification: None needed beyond the Audited financial statements.

Company Name: ______________________

Name of In-Charge: ____________________

Position: _____________________________

Signature: ____________________________

Date: _______________________________

Form EXP – 4.2 (a)

Specific Construction and Contract Management Experience

[The following table shall be filled in for contracts performed by the Applicant]

Applicant’s Name: [insert full name]

Date: [insert day, month, year]

RFP No. and title: 2008063 – Mini Stand-alone Water Supply Systems Construction

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

List chronologically works performed as Prime Contractor of a nature and amount similar to the work proposed in this bid over the past five years. Also list details of work in progress or committed to, including the expected completion date(s), using the table below.

*The Bidder shall use the OANDA Interbank Mid-Rate published on the last day of the fiscal year.

Note: In order to verify if the contracts have been successfully or substantially completed, each contract should be accompanied by:

1) A copy of signed Certificate of Substantial Completion or Final Acceptance Certificate of the Client/Employer OR

2) A copy of the Final Interim Payment Certificate (IPC) or a letter from the client stating the Total Certified Value paid/due on that project.

This form will be verified against the information of the Audited Financial Statement for the last five years.

The total certified payments claimed for any given fiscal year will be cross-checked against the Total Construction Turnover in the Audited Financial Statement. To account for standard retentions and accounting timing differences, the reported revenue in the financial statement MUST represent at least 80% of the total certified values claimed for that period.

In case of discrepancy (between certified payments and the audited financial statement) exceeding 20%, CRS reserves the right to seek clarification. Failure to provide a satisfactory reconciliation within the stipulated timeframe shall result in the rejection of the affected project experience. If the rejection brings the total number of qualifying projects below the mandatory five (5), the entire bid will be deemed non-responsive.

Company Name: ______________________

Name of In-Charge: ____________________

Position: _____________________________

Signature: ____________________________

Date: _______________________________

Section VIII. ANNEXES

Annex 1. Form of Tender Security (Bid Security Guarantee)

Guarantee No.: [ insert guarantee reference number ]

The Guarantor: [ insert name and address of place of issue, unless indicated in the letterhead ]

Name of Contract/Contract No.: [ insert reference number or other information identifying the contract with regard to which the tender is submitted]

The Beneficiary (the “Employer”): CRS Liberia [ insert name and address of the Beneficiary ]

We have been informed that [ insert name and address of the Tenderer ] (hereinafter called the “Applicant”) is submitting an offer for such Contract in response to your invitation, and that the conditions of your invitation (the “Conditions of Invitation”, which are set out in a document entitled Instructions to Tenderers) require his/her offer to be supported by a tender security.

At the request of the Applicant, we [ insert name of Guarantor ] hereby irrevocably undertake to pay you, the Beneficiary/Employer, any sum or sums not exceeding in total the amount of US$ 10,000.00 (Ten Thousand United States Dollars and Zero Cents) upon receipt by us of your demand in writing and your written statement (in the demand) that:

• the Applicant has, without your agreement, withdrawn his/her offer after the latest time specified for its submission and before the expiry of its period of validity, or
• the Applicant has refused to accept the correction of errors in his/her offer in accordance with such Conditions of Invitation, or
• you awarded the Contract to the Applicant and he/she has failed to comply with Sub-Clause 1.6 of the Conditions of Contract, or
• you awarded the Contract to the Applicant and he/she has failed to comply with Sub-Clause 4.2.1 of the Conditions of Contract.

Any demand for payment must contain your signature(s) which must be authenticated by your bankers or by a notary public. The authenticated demand and statement must be received by us at the following office [ insert address of office ] on or before [ insert the date 35 days after the expiry of the validity of the Letter of Tender ], when this guarantee shall expire.

The party liable for the payment of any charges: The Applicant

[ insert the name of the party ].

This guarantee shall be governed by the laws of the Republic of Liberia [ insert the law

governing the guarantee ], and shall be subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No. 758.

SIGNED by: SIGNED by(1):

(signature) (signature)

(name) (name)

Date:

(1) Whether one or more signatories for the bank are required will depend on the bank and/or applicable law.

Annex 2. Letter of Tender

NAME OF CONTRACT:

TO:

We have examined the Conditions of Contract, Specification, Drawings, Schedules including the Bill of Quantities, the Contract Data and Addenda Nos for the above-named Contract and the words and expressions used herein shall have the meanings assigned to them in the Conditions of Contract. We offer to execute and complete the Works and remedy any defects therein, in conformity with this Tender which includes all these documents, for the sum of

[ currency and amount in figures ]

[ currency and amount in words ]

or such other amount as may be determined in accordance with the Contract.

We agree to abide by this Tender until [ date ] and it shall remain binding upon us and may be accepted at any time before that date.

If this offer is accepted, we will provide the specified Performance Security, commence the Works as soon as is reasonably practicable after the Commencement Date, and complete the Works in accordance with the above-named documents within the Time for Completion.

Unless and until a Contract Agreement is prepared and executed this Letter of Tender, together with your written acceptance thereof, shall constitute a binding contract between us.

We understand that you are not bound to accept the lowest or any tender you may receive. Signature in the capacity of

duly authorized to sign tenders for and on behalf of

Address:

Date:

Annex 3. Letter of Acceptance

NAME OF CONTRACT:

CONTRACT NUMBER:

TO:

Date:

Your Reference:

Our Reference:

We thank you for your Tender dated for the execution and completion of the Works comprising the above-named Contract and remedying of defects therein, all in conformity with the terms and conditions contained in the Contract.

We have pleasure in accepting your Tender for the Accepted Contract Amount of:

[ currency and amount in figures ]

[ currency and amount in words ]

which amount includes the Provisional Sums (if any).

In consideration of you properly and truly performing the Contract, we agree to pay you the Accepted Contract Amount or such other sums to which you may become entitled under the terms of the Contract, at such times and as prescribed by the Contract.

We acknowledge that this Letter of Acceptance creates a binding Contract between us, and we undertake to fulfil all our obligations and duties in accordance with the terms of this Contract.

Signed by: (signature) For and behalf of:

Date:

Annex 4. Tech02 – Technical Methodology Scoring Matrix

Annex 5. Tech02 List of Essential Equipment (Owned or Leased)

In the case of a Joint Venture, either of partner or member company must provide duly completed information.

Required Supporting Document:

1. Photos of the equipment including Capacity details.
2. Proof of Ownership (O.R./C.R./Deed of absolute sale)/Rental/Leased for equipment.

Company Name: ______________________

Name of In-Charge: ____________________

Position: _____________________________

Signature: ____________________________

Date: _______________________________

Annex 6. Tech03 – Key personnel (format of Biodata)

Give the detailed information of the key personnel who are scheduled to be assigned as full-time field staff for the project. Fill up a form for each key personnel.

– Authorized Managing Officer / Representative

– Sustained Technical Employee

1. Name : ____________________________________________
2. Date of Birth : ____________________________________________
3. Nationality : ____________________________________________
4. Education and Degrees :_______________________________________
5. Specialty : ____________________________________________
6. Registration : ____________________________________________
7. Length of Service with the Firm :___ Year from___ (months) _____ (year) To ____ (months) _____ (year)
8. Years of Experience : ____________________________________________
9. If Item 7 is less than five (5) years, give name and length of service with previous Clients for a five (5)-year period (attached additional sheet/s), if necessary:

Name and Address of Client Length of Service

_____ year(s) from _____ to ______

10. Languages : ____________________________________________

Supporting Documents for each key personnel

(1) Copy of degree (bachelor or master)

(2) CV

Note: For key personnel to be validated, Bidder MUST fill out this Annex AND provide (1) and (2). This is a PASS/FAIL to have the point.

Company Name: ______________________

Name of Key Personne: ____________________

Role in the Proposal: _____________________________

Signature of Key Personnel: ____________________________

Date: _______________________________

Tech04

Annex 7. Pre-Construction (Mobilization & Timeline)Tech04 Pre-Construction (Mobilization & Timeline)

Annex 8. Tech05 – Environmental Health and Safety

Annex 9. Eligibility & Minimum Qualification Requirements Checklist

Section IX. Payment Schedule

PAYMENT SCHEDULE

This PAYMENT Schedule defines the Contractor’s obligations to complete the Works in Milestones (Sections) and corresponding payment percentages for the Works.

Section X. Drawings

Section XI. Bill of Quantities

Section XII. Construction Contract Template

Contractor shall indicate with its bid any proposed changes to the form of contract.

Contract Form Flexibility

The contract form attached to this RFP is provided as a draft for reference. CRS may propose modifications during negotiations to reflect project requirements, applicable laws, or risk allocation. Respondents may also propose alternative language for consideration, provided such changes do not conflict with mandatory provisions of the RFP. Final terms will be subject to mutual agreement.

[1] Non performance, as decided by CRS, shall include all contracts where (a) non-performance was not challenged by the contractor, including through referral to the dispute resolution mechanism under the respective contract, and (b) contracts that were so challenged but fully settled against the contractor. Non performance must be based on all information on fully settled disputes or litigation, i.e. dispute or litigation that has been resolved in accordance with the dispute resolution mechanism under the respective contract and where all appeal instances available to the applicant have been exhausted.

2 CRS may use this information to seek further information or clarifications during the bidding stage and the associated due diligence.