REQUEST FOR PROPOSAL (RFP)

RFP N° 2009577

SECTION I: GENERAL INFORMATION

2. Project Background

Catholic Relief Services (CRS) has operated in Liberia since 1957, establishing a permanent office in 1990 to address emergency relief. Over time, CRS expanded its mission to focus on poverty, injustice, and sustainable development, using a holistic approach to empower vulnerable populations. The organization maintains strong partnerships with the Government of Liberia and Catholic Church social agencies, enabling effective community-based programs. CRS currently addresses poverty and resilience by improving maternal and child health, water and sanitation, agriculture, peacebuilding, youth livelihoods, and financial inclusion through Savings and Internal Lending Communities (SILCs), contributing significantly to Liberia’s development and well-being.

3. Purpose of this RFP

The purpose of this RFP is to engage a qualified institution, consulting firm, group, or individual consultant to develop a comprehensive HELINA Implementation Model (“How-To Guide”). This resource will consolidate the project’s methodologies, tools, lessons learned, and best practices from its multi-phased implementation in Liberia.

4. Procurement Method Justification

This procurement uses Quality and Cost Based Selection (QCBS) with a 70/30 Technical/Financial split. QCBS is used because:

• Consultancy service requires specific expertise
• Quality of methodology and deliverables vary significantly.
• Complex knowledge management and documentation work
• Experience and qualifications critical

The quality and technical approach are critical factors beyond price alone. This method is consistent with CRS Procurement Policy Procurement Guidelines.

5. Registration Requirement

SECTION II: INSTRUCTIONS TO BIDDERS (ITB)

6. Evaluation Sequence

7. Pre-Proposal Meeting

N/A

8. Method of Submission — Email Only

9. Technical Proposal — Format and Page Requirements

10. Submission Deadline

11. Bid Opening Procedure

Email 1 (Eligibility & MQR & Technical Proposal) is processed in the first place. The Procurement Lead logs all received Email 1 submissions and confirms receipt in the Bid Opening Record.

Technical Proposals are accessed only after Eligibility & MQR evaluation is complete.

Email 2 (Financial) is accessed only after Email 1 evaluation is complete and the minimum technical threshold is confirmed.

Bidders whose proposals are eliminated at any stage will be notified by email and their Financial Proposals submission (Email 2) will remain unread.

12. Price Submission & Tax Provisions

13. Clarification Requests

Written questions must be submitted to liberiarfq@crs.org by June 25, 2026, at 2 PM GMT, with the subject line ‘CLARIFICATION — RFP N° 2009577— [Company Name]’. Responses will be issued as numbered addenda to ALL registered bidders simultaneously. Verbal responses carry no weight.

14. Subcontracting-N/A

Bidders must declare in their technical proposal (Section TP-7) whether they intend to subcontract any part of the works. Major subcontractors (those performing more than 15% of contract value) are subject to the same eligibility checks as the prime contractor. The prime contractor remains fully responsible for all subcontracted work. Subcontractors may not be substituted after award without prior written CRS approval.

15. Sanctions, Anti-Corruption & Prohibited Practices

Bidders represent and warrant that neither the bidder, its affiliates, subsidiaries, subcontractors, nor any of their key personnel are:

• Listed on the U.S. Treasury OFAC Specially Designated Nationals (SDN) list or subject to any OFAC sanctions programme.
• Subject to debarment or suspension by the U.S. Government (SAM.gov exclusions list) or CRS.
• Listed on the UN Security Council Consolidated Sanctions List.
• Subject to EU restrictive measures / sanctions.
• Debarred by the Global Fund or any other public international body.

CRS will conduct Bridger screening on all bidders as part of the Eligibility check. Bidders found on any sanctions list will be immediately disqualified.

SECTION IIA: FINANCIAL CONDITIONS OF CONTRACT

16. Advance Payment

• Issued by a reputable bank licensed to operate in Liberia, acceptable to CRS.
• Amount: Equal to or greater than the advance payment amount.
• Form: Unconditional, irrevocable, and payable on first demand by CRS without proof of default.
• Validity: Must remain valid until the full advance has been recovered through deductions. The vendor must extend the APG if recovery is not complete before the expiry date.
• Currency: Same currency as the advance payment.
• Submission: Original hard copy delivered to CRS Liberia offices before advance is disbursed. Electronic copies are not accepted for this purpose.

Failure to provide a compliant APG will result in the advance request being declined. CRS may proceed to contract execution without the advance payment in such cases.

17. Performance Bond / Guarantee

18. Retention / Retention Guarantee

First Tranche — [50] % of total retention released when:

— All deliverables or works substantially completed and accepted in writing by CRS.

— Practical completion certificate issued by CRS or appointed supervisor.

— No material defects outstanding at completion.

Second Tranche — remaining [50]% released when:

— Defects liability / warranty period has elapsed without outstanding defects.

— Any defects notified during the defects liability period have been rectified to CRS’s satisfaction.

— Written release issued by the CRS Head of Operations.

Defects Liability Period: [12] months from the date of practical completion, unless otherwise stated in the Scope of Work.

CRS reserves the right to use retained amounts to rectify defects not corrected by the vendor within [14] days of written notice.

SECTION III: ADMINISTRATIVE & ELIGIBILITY & MINIMUM QUALIFICATION REQUIREMENTS (MQR)

SECTION IV: EVALUATION CRITERIA

19. Technical Evaluation (Max: 70 Points | Minimum : 45 Points)

See Annex 4 for details technical matrix.

22. Financial Evaluation (Max: 30 Points)

SECTION V: SCOPE OF WORK

1. Background

The HELINA project is a multi‑phased, community-based initiative that empowers adolescent girls and young women (AGYW) to adopt healthier behaviors, improve their nutrition and that of their children under two, and strengthen their path toward economic self‑sufficiency. By focusing on this vulnerable population, the project aims to reduce malnutrition, enhance maternal and child health outcomes, and promote sustainable practices that support long-term well‑being.

HELINA delivers a holistic package of interventions that address the interconnected health, nutrition, and socio‑economic challenges faced by AGYW. Its approach combines health and nutrition education, direct nutrition support, livelihood strengthening, and strong community engagement to ensure both immediate improvements and lasting resilience.

Funded by Latter-day Saints Charities (HELINA) and implemented by CRS in Liberia, the project is currently in its fifth phase. It operates in three communities within Montserrado County: West Point, New Kru Town, and Johnsonville. Over successive phases, HELINA has refined its delivery model, expanded its reach, and demonstrated the effectiveness of community-driven solutions tailored to the needs of AGYW and their young children.

By integrating health, nutrition, and economic empowerment strategies, HELINA contributes to CRS Liberia’s broader commitment to strengthening community systems, supporting vulnerable populations, and advancing sustainable, locally led development. The project positions AGYW and their families to build healthier lives and more resilient communities.

2. Objective

The purpose of this RFP is to engage a qualified institution, consulting firm, group, or individual consultant to develop a comprehensive HELINA Implementation Model (“How-To Guide”). This resource will consolidate the project’s methodologies, tools, lessons learned, and best practices from its multi-phased implementation in Liberia.

In addition to documenting the program model, the consultancy will contribute to CRS’s knowledge management efforts by translating insights from staff, partners, and community stakeholders into clear, practical, and transferable guidance. The consultant will review existing materials, engage project teams, and synthesize operational experience into a structured guide that informs program design, strengthens learning systems, and supports adaptation across contexts.

The final HELINA model will serve as a standardized, user‑friendly reference for CRS, government partners, local organizations, and others interested in adopting or scaling the HELINA approach. It will support future program implementation, training, and capacity strengthening by providing an evidence‑based and replicable blueprint. Ultimately, this consultancy will help institutionalize HELINA as a proven model for improving health, nutrition, and economic empowerment outcomes for AGYW and their young children.

3. Target Segments

• Project’s methodologies, tools, lessons learned, and best practices from its multi-phased implementation in Liberia
• The consultancy will contribute to CRS’s knowledge management efforts by translating insights from staff, partners, and community stakeholders into clear, practical, and transferable guidance
• The consultant will review existing materials, engage project teams, and synthesize operational experience into a structured guide that informs program design, strengthens learning systems, and supports adaptation across contexts.

4. Methodology

The consultant will use a mixed‑methods, participatory, and knowledge‑centered approach to ensure that the HELINA Implementation Model/How‑To Guide is evidence‑based, accurate, and grounded in stakeholder and community experience. The methodology will begin with a comprehensive desk review of HELINA project materials—including strategies, workplans, reports, tools, and evaluations—along with a rapid review of comparable AGYW health, nutrition, and livelihoods models to identify relevant best practices.

The consultant will then conduct structured consultations through key informant interviews (KIIs) and focus group discussions (FGDs) with CRS staff (past and present), community facilitators, implementing partners, government representatives, and selected AGYW participants. These consultations will capture insights, operational experiences, implementation challenges, and undocumented knowledge. Participatory methods—such as process mapping, bottleneck analysis, and storytelling—will be used to document practical steps, decision‑making processes, and community engagement strategies.

Using these inputs, the consultant will synthesize findings into a coherent HELINA model that outlines core components, including health and nutrition education, economic empowerment pathways, community mobilization, behavior change strategies, and monitoring and supervision systems. Draft process maps, templates, job aids, and step‑by‑step operational guidance will be developed to support standardization and replicability.

A draft HELINA How‑To Guide and accompanying knowledge‑management products will be prepared and presented to CRS and key stakeholders for review and validation. The consultant will integrate all feedback and finalize the guide in both editable and print‑ready formats. A brief orientation will also be provided to CRS staff to support effective use, adaptation, and dissemination of the HELINA model in future programs and partnerships.

4. Deliverables

SECTION VI: POST-QUALIFICATION ACTIONS

CRS will verify the accuracy and authenticity of information submitted by the recommended bidder before contract execution. This includes: reference checks (minimum 2), document authentication, site visits (if applicable), and financial capacity verification.

If the recommended bidder fails post-qualification, CRS reserves the right to offer the contract to the next-ranked bidder subject to the same post-qualification process.

SECTION VII: BID FORMS & ANNEXES

ANNEX 1 — BID SUBMISSION / APPLICATION FORM (Submit in Email 1)

We, the undersigned, declare that:

• We have examined and have no reservations to the Scope of Work, Specifications, and all Addenda for this contract.
• We offer to carry out the contract in accordance with the RFP requirements.
• Our bid shall remain valid for ninety (90) calendar days from the submission deadline.
• We have no conflict of interest in this procurement process.
• Neither we nor our affiliates, subcontractors, or key personnel are listed on any sanctions list referenced in Section 15.
• We have not been suspended or debarred by CRS, the Global Fund, or any public international body.
• We understand CRS may cancel the RFP process at any time and is not bound to accept any bid.
• All information in this proposal is true, correct, and complete to the best of our knowledge.
• We agree to the standstill notification process described in Section 16.
• If an advance payment is requested: we understand that an Advance Payment Guarantee is required before disbursement.
• If a performance bond applies we commit to providing a compliant Performance Bond within 14 days of contract signature.
• If retention applies we acknowledge that retention will be deducted per Section 20 and released under the stated conditions.

ANNEX 2 — DECLARATION OF ABSENCE OF CONFLICT OF INTEREST (Submit in Email 1)

(Print on company letterhead)

Date: ____________________
To: Evaluation Committee

Declare 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.
• We confirm we have not been associated, directly or indirectly, in the preparation of the design, terms of reference, or other documents used in this procurement.
• Neither our company nor its affiliates have been declared ineligible by CRS or under any Global Fund / donor project.
• We have not offered and will not offer gifts, payments, or favours in exchange for this tender.
• We are participating independently, not as part of a joint venture (unless explicitly disclosed in Annex 11).
• I authorize CRS to verify this information and accept consequences of any breach.

ANNEX 3 — ADMINISTRATIVE & ELIGIBILITY & MQR COMPLIANCE CHECKLIST (Bidder Self-Audit) (Submit in Email 1)

Complete and include as the first page of Email 1. Tick each item to confirm inclusion.

ANNEX 4 — TECHNICAL EVALUATION MATRIX

ANNEX 5: PAST CLIENT REFERENCE INFORMATION FORM (Submit in Email 1)

• Complete the reference form below for each project (minimum 3 references).
• Attach client reference letters on official letterhead if available.
• Ensure contact information is current — the evaluation committee WILL contact references.

• Quality, relevance, and verification of references directly impact your technical score.
• False or unverifiable references will result in disqualification.
• References that cannot be contacted may not be counted toward your score.

1. Client organization name and contact details
2. Project title and contract value
3. Scope of work description
4. Contract duration (start and end dates)
5. Statement of completion — on time, on budget, quality delivered
6. Your company’s role and performance on the contract
7. Any notable achievements or challenges overcome
8. Contact person name, title, signature, and date

ANNEX 6 — KEY PERSONNEL CVs – Submit in Email 1 (Technical Proposal)

• Use the CV template provided in this annex (or a similar professional format).
• Maximum 3 pages per CV — focus on relevant experience only.
• Each CV must be SIGNED and DATED by the individual.
• Attach copies of relevant certificates and qualifications.
• Focus experience descriptions on aspects relevant to this RFP.

• Qualifications and experience of key personnel directly impact your technical score.
• CVs without signatures or dates may not be counted toward your score.
• Personnel changes after contract award require prior written CRS approval.

1. Prior written approval from CRS Liberia must be obtained BEFORE any change.
2. Justification for the substitution must be provided.
3. A replacement CV demonstrating equal or superior qualifications must be submitted.
4. CRS will evaluate the replacement before acceptance.
5. Unauthorized personnel substitution may constitute a material breach of contract and result in penalties.

ANNEX 7 — LETTER OF TENDER (Submit in Email 2)

We have examined the RFP and all Addenda. We offer to execute and complete the contract in conformity with the RFP requirements.

Our financial proposal totaling [AMOUNT IN CURRENCY] (all-inclusive) is submitted separately in Email 2.

We agree to abide by this Tender for 90 calendar days from the submission deadline.

We understand CRS is not bound to accept the lowest or any bid.

We acknowledge the financial conditions set out in Sections 18–20 (Advance Payment / Performance Bond / Retention) and commit to complying with whichever are marked applicable.

This Tender, together with the written acceptance by CRS, shall constitute a binding contract between our organizations.

ANNEX 8 — FINANCIAL PROPOSAL / BILL OF QUANTITIES (Submit in Email 2)

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