REQUEST FOR PROPOSAL

N°2009575

Procurement, Installation, and Annual Subscription of GPS Tracking Systems for 21 Vehicles.

January 2026

Table of Contents

Section I. General Information…………………………………………………….. 2

1. Project Background……………………………………………………………. 3
2. Purpose of the RFP…………………………………………………………….. 3

Section II. Instructions to Bidders (ITB)…………………………………………. 4

3. Format of Submission…………………………………………………………. 4
4. Method of Submission………………………………………………………… 4
5. Deadline for Submission……………………………………………………… 5
6. Price Submission……………………………………………………………….. 5
7. Clarification Request………………………………………………………….. 5
8. Validity Period………………………………………………………………….. 6
9. Code of Conduct……………………………………………………………….. 6
10. Amendment and Bid Modification Procedures…………………………. 6
11. Negotiations……………………………………………………………………… 6
12. Award of Contract……………………………………………………………… 6
13. Rejection of award…………………………………………………………….. 6
14. Confidentiality and Data Ownership………………………………………. 7
15. Confidentiality Obligations………………………………………………….. 7
16. Data Ownership and Custodianship……………………………………….. 7
17. Data Protection and Security………………………………………………… 7
18. Return or Destruction of Data………………………………………………. 7
19. Intellectual Property Rights………………………………………………….. 7
20. Use of Third-Party Platforms or Systems………………………………… 8
21. Gender, Respect, Equity, Diversity, and Inclusion at CRS…………… 8
22. Place of Performance………………………………………………………….. 8
23. Material vs Non-material Deviations Errors and Clarification………. 8
24. Modification or Withdrawal of RFP……………………………………….. 9
25. Consequences of Falsification or Misrepresentation…………………… 9
26. Confidentiality and Data Privacy…………………………………………… 9
27. Debriefing of Unsuccessful Bidders……………………………………….. 9
28. Complaints and Appeals……………………………………………………… 9

Section III. Eligibility and Minimum Qualification Requirements (MQR) 9

29. General Requirements……………………………………………………….. 10
30. Withholding Tax……………………………………………………………… 10
31. Goods Service Tax…………………………………………………………… 10
32. Statutory Compliance……………………………………………………….. 10
33. Eligibility & Minimum Qualification Criteria…………………………. 10

Section IV. Evaluation Criteria…………………………………………………….. 11

34. Administrative Evaluation………………………………………………….. 12
35. Contents of Envelope No. 1 / Zip File 1: Eligibility & Minimum Qualification Requirements………………………………………………………. 12
36. Submission Format for Eligibility & Minimum Qualification Requirements (MQR)……………………………………………………………… 12
37. Technical Evaluation………………………………………………………… 12
38. Contents of Envelope No. 2 / Zip File 2: Technical Proposal……… 14
39. Submission Format for Technical Proposal……………………………. 14
40. Financial Evaluation…………………………………………………………. 15
41. Contents of Envelope No. 3 / Zip File 3: Financial Proposal………. 16
42. Submission Format for Financial Proposal…………………………….. 16

Section V. Post-Qualification Actions…………………………………………… 16

43. Bid Clarification………………………………………………………………. 16

Section VI. Scope of Work………………………………………………………….. 16

44. Scope of Works……………………………………………………………….. 17

Section VII. Bid Forms…………………………………………………………….. 21

Section I. General Information

1. Project Background

Catholic Relief Services (CRS), as the Principal Recipient of the Global Fund Malaria Grant, seeks to strengthen fleet management, enhance operational efficiency, improve vehicle accountability, and ensure the safety and effective utilization of health-sector assets.

To support these objectives, CRS will procure, install, and maintain GPS tracking systems for a total of 21 vehicles. This will include 15 vehicles assigned to County Health Teams, 5 vehicles at the central level of the Ministry of Health, and 1 vehicle designated for the incoming Community-Led Monitoring (CLM) Sub-Recipient (organization to be determined).

Installation of GPS in all vehicles used for Global Fund work was a recommendation made by the OIG in their 2022 report, and this recommendation has been adopted as a requirement by the Global Fund Country Team. This installation will also support timely implementation of key activities at decentralized levels including but not limited to integrated supportive supervision activities and mentorship, support to other decentralized activities including but not limited to support to CHA/CHSS activities, the ITN campaign, etc.

2. Purpose of the RFP

To procure and deploy a GPS tracking unit (devices + one-year subscription) for 21 vehicles, including installation, configuration, user access, and support, enabling real-time tracking and standardized reporting for authorized stakeholders.

a. 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 April 23, 2026, at 2:00 pm GMT:

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

b. Registration Process

Send an email to liberiarfq@crs.org with the subject line: “Registration for RFP No. 2009575”. Attach or include the information (from a. Registration Requirement) in the body of the email.

c. 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 bidding process and for access to any restricted annexes or documents. Failure to register means the Bidder is responsible for not receiving restricted annexes, documents or clarifications.

Section II. Instructions to Bidders (ITB)

3. Format of Submission

Bidders must submit their proposals in three 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: 2005394 Eligibility & Minimum Qualification Requirements
• Envelope No. 2: RFP No: 2005394 Technical Proposal
• Envelope No. 3: RFP No: 2005394 Financial Proposal

4. Method of Submission

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

d. 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 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 required declarations, commitments, and forms

1.3 Minimum Qualifications Requirements (MQR): Verification of the minimum capacity threshold set out in subclause 33. Eligibility & Minimum Qualification Criteria

• Outcome: Only bidders who pass ALL criteria will proceed with the Technical Evaluation. Envelope No. 2 and. 3 of disqualified bidders will remain unopened and unevaluated; hence it is important to follow envelope content instructions (subclauses 35; 38 and 41).

Stage (2): Technical Evaluation (Envelope No. 2):
Bidders who pass the MQR stage will have their Technical Proposals scored against the criteria outlined in subclause 37. Technical Evaluation.

• 2.1 Technical Scoring: Proposals are scored out of a maximum of 70 points based on Hardware Compliance, Past Experience, Software & Platform and Demo Account
• To verify the claims made in the technical proposal, bidders must provide a live demonstration environment.
• 2.2 Technical Threshold: Only bidders who score a minimum technical score of 40 out of 70 points will qualify for Financial Evaluation.
• Outcome: Envelope No. 3 of bidders who do not meet the minimum technical score will remain unopened and unevaluated.

Stage (3): Financial Evaluation (Envelope No. 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 Financial Scoring: Bids will be scored using the formula in subclause i . Financial Scoring Formula. The lowest Evaluated Price received 30 points.

See subclause 40. Financial Evaluation for more details.

5. Deadline for Submission

• Bids must be received no later than April 24, 2026 at 2.00 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).
• CRS reserves the right to consider or reject Late submission.

6. Price Submission

The project is GST-exempt under the agreement with the Government of Liberia, aligned with Article 3.5 of the Donor’s Grant Regulation; hence, all prices and unit rates MUST be submitted exclusive of Good Service Tax (GST). The estimation of the items MUST include costs of material, transportation, manpower/labor and profit.

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 amendments will be transmitted only to Bidders who have officially registered their intent to bid (a. Registration Requirement). CRS will also ensure that any Bidder who registers between the date of the addendum publication and 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: April 15, 2026, at 4:00 PM GMT.

8. Validity Period

• Payment Terms: 100% after delivery. Payment within 30 days in accordance to CRS’S standards.
• Currency: USD
• Language: All documentation, including installation and operating manuals, shall be in English.

9. Code of Conduct

Adherence to the CRS Code of Conduct https://www.crs.org/sites/default/files/supplier_code_of_conduct.pdf

10. 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 using the same address provided.

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.

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.

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. Confidentiality and Data Ownership

All data, software, documentation, and materials developed under this contract shall remain the property of the Ministry of Health of Liberia. The service provider shall maintain strict confidentiality and comply with all data protection laws and MoH policies. By accepting to take part in this proposal process, the Bidder agrees to keep in confidence all information imparted to the Bidder in relation with the Request for Proposal process, not to disclose it to unauthorized third parties, and not to use it for any other purpose than for the preparation and submission of the Bidder’s proposal.

Participation in this process further signifies the Bidder’s acceptance of these confidentiality and data ownership conditions as binding obligations throughout the proposal and contracting period.

15. Confidentiality Obligations

The Bidder shall treat all information, data, documents, and materials obtained while performing this assignment on behalf of the Ministry of Health (MoH), Government of Liberia, as strictly confidential. Such information shall not be disclosed, shared, reproduced, or used for any purpose other than the execution of this assignment, without the prior written authorization of the Ministry of Health. This obligation shall remain in force both during and after completion of the contract.

16. Data Ownership and Custodianship

All data, digital assets, databases, reports, software, documentation, or any other outputs developed, collected, or generated through this assignment shall remain the sole property of the Ministry of Health, Government of Liberia. The Bidder acknowledges that the MoH is the primary data custodian, in line with the National Digital Health Strategy, and shall ensure that all data are stored, transferred, and managed in compliance with the MoH data governance standards.

17. Data Protection and Security

The Bidder shall adopt appropriate technical, administrative, and organizational safeguards to ensure the confidentiality, integrity, and security of all data handled. All data management practices must comply with applicable Liberian laws, the MoH Data Management and Protection Guidelines, and international standards for data security and privacy. Any suspected or confirmed data breach shall be reported immediately to the Ministry of Health in writing.

18. Return or Destruction of Data

Upon completion or termination of the assignment, the Bidder shall return all data, documents, software, and related materials obtained or produced under this contract to the Ministry of Health. All electronic and hard copies retained by the Bidder shall be securely destroyed, unless otherwise directed in writing by the Ministry.

19. Intellectual Property Rights

All intellectual property, including but not limited to software code, designs, tools, methodologies, and documentation developed under this assignment, shall be vested in the Ministry of Health, Government of Liberia. The Bidder shall not use, publish, or distribute any part of the work or related materials for any commercial or non-project purpose without the prior written approval of the Ministry of Health.

20. Use of Third-Party Platforms or Systems

Where the Bidder employs third-party digital platforms, tools, or hosting services, such use must be explicitly approved by the Ministry of Health and must ensure that all data remains under the control and ownership of the Ministry at all times.

21. Gender, Respect, Equity, Diversity, and Inclusion at CRS

CRS contributes to Integral Human Development by promoting gender equality for women, men, girls, and boys (FHFG) within the organization and in all its advocacy programs and initiatives.

The systematic fight against gender inequalities, both internally and within the communities where we work, is essential to achieving the DHI and the aspirations of CRS’s institutional strategy.

CRS’s mission – based on the teachings of the Catholic Church that every human being has inviolable dignity and worth – is to help poor and vulnerable people of all backgrounds, regardless of creed, race, nationality, or age.

22. Place of Performance

The place of performance is in Liberia. The Successful Bidder should ensure presence in Liberia.

23. Material vs Non-material Deviations Errors and Clarification

e. Material Deviations (Non-Responsive)

A Bid shall be considered materially deficient and non-responsive if it contains a deviation that:

• ​Affects the scope, quality, or performance of the GPS Tracking system.
• Missing signature: A bid that is not signed by an authorized representative is legally invalid and cannot be rectified.
• Missing Financial Proposal: omission of the price component is material deficiency.

f. Consequence

Any Bid deemed materially deficient shall be rejected and disqualified.

g. Non-Material Deviations

CRS reserves the right to seek clarification for minor clerical omissions that do not constitute a material deviation.

Conditional Qualification: A Bidder may be conditionally qualified for the next stage (Technical Evaluation) if they have substantially met all mandatory criteria but have minor, non-material deficiencies. This applies specifically to:

• Missing stamp or formatting: minor administrative oversight (missing company stamp e.g.)

Pre-existing Documentary evidence: if a bidder fails to submit documents (e.g. a tax clearance, business registration) that legally existed prior to the bid deadline, the committee may request its submission within a strict 24-hour window.

Clarification request SHALL NOT be used to allow a bidder to alter the substance of their technical solution or change their bid price.

24. 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.

25. 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.

26. 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.

27. 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.

28. 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.

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. Failure to meet any mandatory criteria will result in disqualification.

29. General Requirements

• Bidders MUST apply individually and NOT as part of a Joint Venture (JV).
• All Bidders MUST demonstrate that they are legitimate, operating entities by providing valid documentation, such as a Land Deed, lease or rental agreement, or a utility bill.
• 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.

30. 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.

31. 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 purchases 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.

32. Statutory Compliance

The Contractor is responsible for securing and maintaining all required local permits and registrations (e.g Labor Ministry for foreign staff).

33. Eligibility & Minimum Qualification Criteria

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

Section IV. Evaluation Criteria

34. 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.

35. 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 33. Eligibility & Minimum Qualification Requirements.

Note: Bidder can find a complete checklist in Annex 3. Eligibility & Minimum Qualification Requirements Checklist.

36. 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.

37. 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 40 points will qualify for Financial Evaluation.

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

A copy 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: Hardware Compliance comprising Manufacturer Datasheet and Installation diagram
• Tech02: Past Experience comprising Contracts AND their Completion Certificate OR Reference Letter
• Tech03: Software & Platform comprising System Screenshots & App Store/Google Play Links and Signed Commitment Letter
• Tech04: Demo Account

39. Submission Format for Technical Proposal

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

40. Financial Evaluation

The Financial Proposal will be evaluated after the Technical Proposal has passed the minimum acceptable score of 40 points and will be subjected to the following four (4) sequential checks. A bid may be rejected at any point in the process.

h. Correction of Arithmetic Errors

The Evaluation Committee will check the bidder’s Financial Proposal 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.

i. 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.

j. 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

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

Bidders must submit a copy of the Financial Proposal, which should include the following components:

1) Duly Signed and Stamped Letter of Tender (Annex 1) by the authorized personnel of the company.

2) Signed Financial Template (Annex 2)

42. 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 their solution and address any questions or concerns the bidder may have before contracting.

43. 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

44. Scope of Works

The selected vendor/service provider will be responsible for providing a complete, functioning GPS tracking solution for all 21 vehicles, including hardware, installation, licensing, and support.

Supply of GPS Tracking Devices (Qty: 21)

The vendor shall supply 21 new, compatible GPS tracking devices suitable for vehicle tracking, with the following features:

– Real-time GPS tracking (location, speed, direction)

– Trip history and route playback (minimum 90 days of historical data preferred)

– Geo-fencing (set boundaries and alerts)

– Ignition on/off status and movement alerts

– Tamper alerts (device unplugged/disconnected)

– Driver behavior indicators where available (speeding, and idling)

– SMS and/or email alerting capability

– Compatibility with local GSM/Cellular networks

– Durable device casing is appropriate for vehicle environments

Installation & Commissioning (Qty: 21 Vehicles)

The vendor will:

– Install GPS devices on all 21 vehicles at designated locations (Monrovia as agreed).

– Ensure installations are safe, discreet, and do not interfere with vehicle wiring/electrical systems.

– Test each unit post-installation and confirm functionality (live tracking, ignition status, alerts).

– Deliverable: Installation and commissioning report with device ID mapped to vehicle details.

Annual Subscription / Service Plan (Qty: 21, Duration: 12 months)

Provide a 12-month tracking subscription for each device, including:

– Platform access (web portal + mobile app where applicable)

– Real-time google map tracking and historical reporting

– Data hosting and retention for the agreed period

– SIM/data plan costs included (preferred as bundled)

– System uptime commitment (target ≥ 95–99% uptime)

– Software updates and security patches included

– Provide weekly and monthly individual reports for each vehicle and create a WhatsApp group for quick communication.

User Accounts, Access Control & Training:

The vendor shall:

Create user accounts and assign access rights by category:

– County Health Teams (15 vehicles) – restricted access to their assigned vehicles,

– CLM SR (1 vehicle) – access to their assigned vehicle

– MoH Central (5 vehicles) – access to MoH Central vehicles (and any broader access as authorized)

– Access to MoH central fleet manager for oversight access of the 20 MOH vehicles (15-County Health Teams and 5-Central MOH vehicles).

– Access to CRS fleet manager for oversight for all 21 vehicles at least during the first 12 months

Conduct user orientation/training (in-person or virtual) for designated focal persons, covering:

– Dashboard use, map views, and key indicators.

– Generation report (daily/weekly/monthly)

– Geo-fencing and alerts setup,

– Troubleshooting and support escalation

Deliverable: Training completion notes and quick reference guide/user manual.

Reporting Requirements (System Capability) The platform should support exporting or generating reports including:

– Vehicle utilization (distance travelled, trip frequency)

– Idling time Speeding events

– Geo-fence breach events

– Vehicle location history by date range

– Summary dashboard by vehicle and by organizational unit

– Reports should be exportable to Excel/PDF.

Warranty, Maintenance & Support

The vendor shall provide:

– Hardware warranty (minimum 12 months) covering manufacturing defects

– Ongoing technical support during the subscription period (WhatsApp/email)

– Replacement or repair process and timelines for faulty devices

– Service Level Agreement (SLA) including response and resolution times (e.g., response within 24 hours, resolution within 72 hours depending on issue severity)

Roles and Responsibilities Vendor/Service Provider

– Supply GPS devices and subscription

– Install, test, and commission devices

– Provide platform access, training, and support

– Provide warranty and replacement as needed

Client (MoH/Implementing Partner/CRS or designated lead)

– Provide the list of vehicles and installation locations

– Facilitate access to vehicles for installation

– Nominate focal persons for each unit (CHTs, MoH Central, CLM SR)

– Verify deliverables and approve acceptance

Deliverables

– 21 GPS devices delivered (with serial/device IDs documented)

– Installation completed on 21 vehicles + commissioning/verification report

– 12-month subscription activated for 21 devices

– User accounts created with agreed access levels

– Training conducted + user guide provided

– Support and warranty terms documented in the Service Level Agreement (SLA)

Timeline (Indicative)

– Installation and commissioning: Within 10 working days after delivery

– Platform setup + training: Within 3 working days after installation

– Go-live: Immediately upon commissioning approval

Acceptance Criteria:

The project will be considered complete when:

– All 21 vehicles appear correctly in the tracking platform with accurate identifiers.

– Real-time tracking and ignition/movement status work for each vehicle.

– Reports can be generated and exported

– User accounts and permissions align with the agreed structure

– Training has been completed and documented

Section VII. Bid Forms

Application Submission Form

[For a joint venture, either all members shall sign or only the authorized representative, in which case the power of attorney to sign on behalf of all members shall be attached]

Date: [Insert day, month, year]

RFP No. and title: 2009575 – GPS

To: CRS Liberia

We, the undersigned, declare that:

We have examined and have no reservations for the Scope of Work, Specifications, including the Addendum, for the Supply, Installation, and Annual Subscription of GPS Tracking Systems for 21 Vehicles.

We offer to execute the Works for this Contract in accordance with the Scope of Work and the RFP requirements.

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.

We have no conflict of interest in the current process.

We have not been suspended by Catholic Relief Services USCCB or the Global Fund based on execution of a Bid Securing Declaration.

Our firm, its affiliates or subsidiaries, including any subcontractors or suppliers for any part of the Contract, has not been declared ineligible by CRS or the Global Fund

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 agrees to uphold, observe such standard set forth by your organization.

Suspension and Debarment: We, 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 the Global Fund or a debarment imposed by CRS or the Global Fund 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, the Global Fund or any public international body, or under any Global Fund project.

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 respects 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.

Signed [insert signature(s) of an authorized representative(s) of the Applicant

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:

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 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 Global 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 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: _______________________________

Annex 1. Letter of Tender

NAME OF CONTRACT:

TO:

We have examined the RFP requirements and Addenda Nos for the above-named Contract. We offer to execute and complete the Services 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 complete the services in accordance with the above-named documents within the agreed 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 2. Financial Template

Annex 3. Eligibility & Minimum Qualification Requirements Checklist