REQUEST FOR PROPOSAL (RFP)

RFP N° 2018762

SECTION I: GENERAL INFORMATION

2. Project Background

Catholic Relief Services (CRS) Liberia is relocating its office from 16th Street, Gardiner Avenue, Sinkor, Monrovia to Mamba Point, Opposite Old US Embassy, UN Drive, Monrovia as part of efforts to improve operational efficiency and working conditions.

To facilitate a smooth transition with minimal disruption to operations, CRS seeks the services of a qualified and experienced moving company to provide comprehensive office moving services, including packing, dismantling, transportation, unloading, and reinstallation of office furniture, equipment, and materials. This exercise is scheduled to take place between August 17-30, 2026.

3. Purpose of this RFP

The objective of this assignment is to safely and efficiently relocate all office assets, furniture, equipment, and materials from the current office at 16th Street, Gardiner Avenue to the new office at Mamba Point Opposite Old US Embassy while ensuring that all items are delivered, assembled, and placed in designated locations without damage or loss.

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-bid 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 August 20, 2026, at 2 PM GMT, with the subject line ‘CLARIFICATION — RFP N° 2018752— [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 : 40 Points)

See Annex 4 for details of the technical matrix.

20. Financial Evaluation (Max: 30 Points)

SECTION V: SCOPE OF WORK

BACKGROUND

Catholic Relief Services (CRS) Liberia is relocating its office from 16th Street, Gardiner Avenue, Sinkor, Monrovia to SAM & G Building, Opposite US Embassy, UN Drive, Monrovia as part of efforts to improve operational efficiency and working conditions.

To facilitate a smooth transition with minimal disruption to operations, CRS seeks the services of a qualified and experienced relocation company to provide comprehensive office moving services, including packing, dismantling, transportation, unloading, and reinstallation of office furniture, equipment, and materials. This exercise is scheduled to take place between August 20-30, 2026.

OBJECTIVE

The objective of this assignment is to safely and efficiently relocate all office assets, furniture, equipment, and materials from the current CRS office at 16th Street, Gardiner Avenue to the new office at 24th Street, between Airfield Shortcut and Tubman Boulevard while ensuring that all items are delivered, assembled, and placed in designated locations without damage or loss.

SCOPE OF WORK

The selected service provider shall undertake all activities necessary to complete the relocation exercise. This will include conducting a pre-move assessment of both locations, providing all required packing materials, and properly packaging and labeling office furniture, equipment, documents, and supplies. Special care shall be taken to protect sensitive and fragile equipment during handling and transportation.

The service provider shall carefully dismantle office furniture and equipment where required and ensure that all parts, accessories, screws, and fittings are properly labeled and secured to facilitate efficient reassembly at the new office location.

The service provider shall provide labor and equipment to safely load all office assets onto transport vehicles and transport them from the current office at 16th Street to the new office at 24th Street, between Airfield Shortcut and Tubman Boulevard. During transportation, the service provider shall maintain full custody of the assets and ensure that appropriate measures are taken to prevent damage, theft, or loss.

Service provider shall offload all items and place them in designated offices and workspaces as directed by CRS. The service provider shall then reassemble all dismantled furniture and equipment, arrange workstations according to the approved office layout, and ensure that all furniture is functional and properly installed.

Following completion of the relocation activities, the service provider shall remove all packing materials, cartons, debris, and waste generated during the move, leaving both premises clean and orderly.

SERVICE PROVIDER RESPONSIBILITIES

Service provider shall provide all personnel, supervisors, laborers, drivers, vehicles, tools, equipment, packing materials, and other resources required to successfully execute the assignment. Service provider shall ensure that all personnel adhere to applicable occupational health and safety standards and that all relocation activities are conducted in a professional and secure manner.

The service provider shall maintain strict confidentiality regarding any documents, records, or information encountered during the relocation process. The provider shall coordinate closely with the CRS-Logistic officer throughout the assignment and provide regular updates on progress and any challenges encountered.

Service provider shall take full responsibility for all costs associated with the assignment, including labor, transportation, packing materials, equipment, permits, and any other expenses necessary for the successful completion of the work.

The service provider shall also assume full liability for all CRS assets while under its custody. Any loss, theft, damage, destruction, or deterioration of CRS property resulting from negligence, mishandling, or improper transportation shall be the sole responsibility of the service provider. The provider shall be required to repair, replace, or compensate CRS for any damaged or lost assets at their full replacement value.

CRS RESPONSIBILITIES

CRS shall provide the service provider with access to both the current and new office locations and designate a focal person to coordinate the relocation exercise.

CRS shall provide guidance on office layout, furniture placement, and workspace allocation and shall conduct inventory verification before and after the move to confirm successful asset transfer.

DELIVERABLES

At the completion of the assignment, the service provider shall have successfully packed, transported, offloaded, assembled, and installed all office furniture, equipment, and materials at the new office location. The provider shall submit a signed asset transfer and handover report confirming the safe movement of all assets and a completion report summarizing the activities undertaken during the assignment.

IMPLEMENTATION SCHEDULE

The relation exercise is expected to start and end within three days considering three phases. Phase one will commence on the first day of the relocation exercise beginning with Office C located on the 2^nd flood. The second day will address the removal of furniture, equipment and other materials from Office B to the new location, considering it as phase two. Phase three will commence on the third day-removing items from Office A at the Ground Floor of the building.

The service provider shall perform relocation activities between 8 am – 5 pm daily or as otherwise agreed with CRS. Where necessary, work may continue beyond regular office hours to ensure timely completion of assignment

Note: Office is open for brief assessment if necessary

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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