RFQ No:260401

Issue date: April 27, 2026

Issuing organization: Helping Our People Excel (H.O.P.E Inc.).

Closing date: May 10, 2026, at 3:00 pm

Evaluation Method: Least Cost Selection — Lowest responsive price

Submission method: Sealed envelope

Type of agreement: Contract

Section I: Request for Quotation

1. Introduction

HOPE Liberia invites competitive tenders from qualified suppliers to procure VSLA Training Materials to support vocational training for women and girls in high-demand sectors, including agriculture, crafts, digital entrepreneurship, and cross-border trade compliance. This initiative aims to equip women with marketable skills and income-generating opportunities, promoting economic empowerment and reducing vulnerability to violence and harmful practices in Bong, Grand Gedeh, Maryland, Grand Bassa, and Grand Cape Mount Counties.

Post-qualification Actions

• Verification of the accuracy, correctness, and authenticity of the information provided by the bidder on the administrative, technical, and financial documents submitted.
• Inquiry and reference checking with the entity 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.

2. Instructions to Bidders

Bidders are required to submit their proposals in two separate sealed envelopes (technical and financial proposals) enclosed with an outer sealed envelope with the reference number addressed to:

Helping Our People Excel: HOPE Liberia, Inc.

ElWA Rehab Community

2nd Avenue, Opposite RLJ, Behind the African Dream Academy,

Paynesville, Liberia

Subject: RFQ No: 260401

Expected delivery time:10 days after signing of Purchase Order

HOPE Liberia reserves the right to return, at the vendor’s expense, any item that does not meet the minimum technical specifications upon delivery.

To request a soft copy of this RFQ, the ledger, or additional information, please contact info@hopelib.org.

3. Administrative Criteria (Pass/Fail)

• Submit bids no later than 3:00 PM on May 10, 2026.
• Submit a valid business registration.
• Submit a valid tax clearance.
• Complete pricing for ALL items — no missing line items (see note in sub-section 7)

4. Minimum Technical Requirements (Pass/Fail)

• Submit a signed quotation submission form (Annex I)
• Submit a signed experience form (Annex II)
• Delivery: The vendor must confirm delivery within 10 working days from the purchase order. The delivery timeline should be confirmed in Annex III.
• Operational Capacity Confirmation: The bidder confirms that it has the premises or supply arrangements necessary to store and deliver the goods within the required delivery timeline: Yes □ No □
• Products Guide (describing the specifications of the materials) for Bassam (item 10), Color ink for tie-dying (item 10), Tie-dying Powder (item 10), Caustic Soda (item 10) Gloves (item 10), Red Oil (item 10), Nose Mask (item 10) Candle (item 5) Sewing thread (item 10).

• Product Photos for Bassam (item 10), Color ink for tie-dying (item 10), Tie-dying Powder (item 10), Caustic Soda (item 10), Gloves (item 10), Red Oil (item 10), Nose Mask (item 10), Candle (item 5), Sewing thread (item 10).

Photos must show the actual stock to be supplied. Generic internet images will not be accepted.

• Proof of Compliance with Minimum Technical Specifications Verification

Section II: Technical Specifications

5. Specific Requirement for Delivery

Contractual Obligation and Future Disqualification

• The selected vendor will be contractually obligated to deliver the full quantity of goods as per the accepted sample by the delivery date, 10 working days after signing the Contract. Delivery periods exceeding the maximum acceptable timeline will be considered non‑responsive.
• Failure to meet this obligation without written notice may result in penalties and contract termination.

Section III: Proposals Content

The following documents must be submitted for the submission to be considered:

6. Eligibility Requirements Envelope

• Valid Business registration
• Valid Tax Clearance.
• Bid Submission Form (Annex I)
• Submit a signed experience form (Annex II)
• Operational Capacity Confirmation: The bidder confirms that it has the premises or supply arrangements necessary to store and deliver the goods within the required delivery timeline: Yes □ No □
• Products Guide for Bassam (item 10), Color ink for tie-dying (item 10), Tie-dying Powder (item 10), Caustic Soda (item 10), Gloves (item 10), Red Oil (item 10), Nose Mask (item 10), Candle (item 5), Sewing thread (item 10).
• Product Photos for Bassam (item 10), Color ink for tie-dying (item 10), Tie-dying Powder (item 10), Caustic Soda (item 10), Gloves (item 10), Red Oil (item 10), Nose Mask (item 10), Candle (item 5), Sewing thread (item 10).
• Proof of Compliance with Minimum Technical Specifications Verification

7. Financial Proposal Envelope

• Bill of quantities (Annex III). Note that bidders are required to quote for all items within in the BoQ.

Failure to quote for all items may result in the bid being rejected. However, HOPE Liberia reserves the right to accept a bid that is missing minor items, provided that the missing value does not exceed 10% of the total bid price, by applying the highest quoted price from other bidders for that item for evaluation purposes HOPE Liberia will consider a bid non-responsive if the missing items exceed 10% of the total number of items or 10% of the total estimated value of the lot.

Section IV: Terms and Conditions

• Delivery Location for Equipment: HOPE Liberia Head office – ELWA Rehab Community, 2nd Avenue, Opposite RLJ, Behind the African Dream Academy
• Latest Delivery Date: 10 working days after signing the Contract.
• Payment terms: N30.
• Currency: USD.

Section V: Proposals Submission

8. Submission instructions

Bids are to be delivered to the HOPE Liberia Head Office on or before 3:00 PM on May 10, 2026.

Envelopes Labeling:

• Eligibility Requirements: Clearly labeled as “Envelope 1: Eligibility Requirements – Tender for purchasing of VSLA Training Materials.
• Financial Proposal: Clearly labeled as “Envelope 2: Financial Proposal –

Tender for the purchase of VSLA Training Materials.

envelopes should be enclosed in an outer sealed envelope labeled with the specific Lot:

RFQ Number:260401

RFQ Name: Purchasing of VSLA Training Materials

Bidder’s Name and Contact Information

9. Important Notes

• Late submissions will not be considered.
• Incomplete or improperly labeled submissions may result in disqualification.
• Bidders may be required to provide additional information or participate in a clarification meeting.
• HOPE Liberia reserves the right to accept or reject any quotation and annul the bidding process and reject all quotations at any time prior to the award of the contract, without thereby incurring any liability to the affected bidder or bidders.

Section VI: Selection Process

HOPE Liberia will review received proposals within the deadline through a three-step process:

• Determination of eligibility and minimum technical requirements.
• The lowest responsive bid will be awarded the contract.

Section VII: Evaluation Methodology

The methodology of evaluation will be based on “Least Cost Selection” as follows:

• Administrative and minimum technical evaluations are both considered.
• The responsive proposal with the lowest financial score is selected.

Section VIII: Evaluation Criteria

Only submissions that meet the eligibility criteria (administrative evaluation) will be considered for technical and financial evaluation.

Section IX: Award Criteria

The contract will be awarded to the bidder with the lowest responsive bid.

Section X: Rejection of Award

HOPE Liberia may reject any quote that is not substantively responsive to the terms and conditions of the RFQ.

HOPE Liberia is not bound to accept the lowest or any quote and reserves the right to accept any quote in whole or in part and to reject any or all quotes without assigning any reason therefore, and to Contract on any of the terms offered or on different terms.

HOPE Liberia will send a Notice of Award to the winning bidder. The winning bidder agrees to acknowledge the purchase order or contract by email within one (1) business day of award, in accordance with the terms and conditions stated herein.

Section XI: Cost of Providing Quotes

Bidders shall bear all costs associated with the preparation and submission of the quote, and HOPE Liberia will not be liable for those costs, regardless of the conduct or outcome of the solicitation.

Section XII: Clarification and Amendments of Request for Quotation

To assist in the examination, evaluation, and comparison of Quotes, HOPE Liberia may, at its discretion, ask the Supplier/Vendor for clarification of its Quote. The request for clarification and the response shall be in writing, and no change in price or substance of the Quote shall be sought, offered, or permitted.

HOPE Liberia may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective supplier/vendor, amend the Request for Quotation. To afford prospective suppliers/vendors a reasonable time to consider the amendments when preparing their offers, HOPE Liberia may extend the deadline for submitting quotes. Any amendments will be published in the same manner as the present tender.

Annex I. Quotation Submission Form RFQ No. 260401

The following document is part of this request for quotation and must be completed and returned with your offer.

Quotations must be completed in accordance with the instructions in this request. Quotations must be completed in English, signed, and returned to HOPE Liberia before the specified deadline.

I, the undersigned, having read HOPE Liberia terms and conditions applicable to goods and services for the request for quotation No.260401, as stated above this document, hereby offer to provide the goods and services specified in this request for quotation at the price or prices indicated, in accordance with all specified specifications, and subject to HOPE Liberia terms and conditions applicable to goods and services established or specified in the document.

I, the undersigned, declare that:

1. Our company and our personnel have no conflicts of interest in any activities that could represent, if we are selected, a conflict of interest with HOPE Liberia.
2. Our company confirms that the bidder or subcontractors have not been associated, or in any way involved, directly or indirectly, in the preparation of the project, specifications, and/or other documents used in this tender.
3. Our company, its affiliates, or subsidiaries (including subcontractors or suppliers of any part of the contract) have not been declared ineligible by HOPE Liberia in accordance with Section I. 3: Eligibility Criteria.
4. We have not offered and will not offer any gift and/or favor of any kind in exchange for this request for quotation and will never do so during the execution of any awarded contract.

I, ____________________________________ (Name of authorized signatory), certify that I am the_____________________________(position) _____________________of (legal name of the company) ________________; by signing this request for quotation for and on behalf of (legal name of the company) _______________________________, I certify that all information contained in this document is accurate and true and that signing this offer falls within my authority.

Annex II. Past Experience Form for RFQ No. 260401

Purchase orders or contracts signed by both parties must be provided for each experience.

Annex III. Bill of Quantities

Delivery Commitment Timeline:

Annex IV. Submission Checklist for Bidders

Bid Submission Form.

☐Price Quote which complies with the specifications provided (details of quantities in each pack/carton)

☐Signed Quotation Submission Form (Annex I)

☐Reference list- Past Experience Form (Annex II)

☐Bill of Quantities (Annex III)

☐Business registration, Tax Clearance

☐Photos of tools

☐Products Guide

☐Proof of Compliance