INSTRUCTIONS TO BIDDERS

Job Description

INSTRUCTIONS TO BIDDERS 

Multi-Lot RFQ | Read this page carefully before completing your quotation 

 WHAT IS IN THIS DOCUMENT 

This RFQ package contains the following sheets. You must read and complete all applicable sections. 

# Sheet Name 1Instructions (this  page) 

2 RFQ Form 

3Annex A — NASSIT  Declaration 

4Annex B — GST  Declaration 

What to Do 

Read first. Explains the multi-lot structure, how to complete your quotation, and which documents to attach. 

The main quotation form with MULTIPLE LOTS. CRS has pre-filled the requirements. You tick which lots you are bidding on, complete the price schedule for  each lot, fill delivery terms, and sign. 

Complete ONLY if you are a sole trader with no employees. If you employ staff, submit your NASSIT Certificate instead. Complete ONLY if you are not required by law to register for GST. If GST-registered, submit your GST Certificate instead. 

HOW MULTI-LOT BIDDING WORKS 

This RFQ is divided into LOTS (groups of related items). You may bid on one lot, some lots, or all lots — it is your choice. Each lot is evaluated separately, so different vendors  may win different lots. 

• You choose which  lots to bid on 
• Price EVERY item in  the lots you bid on 
• You do NOT have to  bid on all lots 
• Different vendors can  win different lots 

In the Lot Summary table on the RFQ Form, tick Y next to the lots you want to bid on. Leave N for lots you are not interested in. If you bid on a lot, you must price ALL items in that lot. Do not leave any item blank — write N/A if you cannot supply a specific item within a lot you are bidding on. Bidding on only one or two lots does not disadvantage you. Each lot is evaluated independently. 

CRS will select the best vendor per lot. Vendor A might win Lot 1 and Vendor B might win Lot 2. 

Mandatory  

requirements apply  ONCE 

You submit one set of documents (registration, tax clearance, etc.) that covers all lots you bid on. You do not need separate documents per lot. 

HOW TO COMPLETE YOUR QUOTATION — STEP BY STEP # Action 

Details 

Step  

1Read the RFQ Form Step  

2Choose your lots 

Go to “RFQ Form.” Read Section 1 (deadline, delivery requirement, evaluation method) and Section 5 (specifications per lot). Understand what CRS is buying  before you price. 

Look at the Lot Summary table. Decide which lots you can supply. Tick Y or N for each lot. 

Step  3 

Step  

Check mandatory  requirements 

Review Sections 2 and 3. If you cannot meet ALL requirements, do not submit. Pay attention to the delivery deadline — it applies to all lots. Go to Section 6. For each lot you are bidding on, enter your UNIT PRICE for every item. Totals calculate automatically. Skip lots you are not bidding on. 

4Fill in prices PER LOT 

Step  5 

Step  

Complete delivery  terms 

Go to Section 7. Confirm delivery days, warranty, and GST status. These apply across all lots. Go to Section 8. Fill in company details, sign, stamp. One signature covers all lots. 

6Sign and stamp Step  

7Gather documents 

Use the checklist below. Attach all required documents with your quotation. 

DOCUMENTS TO ATTACH — CHECKLIST 

Tick each document as you attach it. One set of documents covers all lots. ☐ Document 

Who Submits This? Notes 

☐Completed RFQ Form  (signed + stamped) 

Valid Business  

ALL bidders Sections 6, 7, 8 completed ALL bidders Current / not expired 

☐ 

Registration  Certificate 

☐Valid Tax Clearance  

Certificate (NRA) 

☐Valid City / Local  

Council Business  

☐Valid NASSIT  

Certificate 

☐OR: Annex A —  

NASSIT Self- 

☐Valid GST  

Registration  

☐OR: Annex B — GST  Non-Registration  

ALL bidders Most recent ALL bidders Issued by local council Bidders who employ staff Any employees = need this Sole traders, NO employees Print Annex A, sign, attach GST-registered bidders If above GST threshold NOT required to register for GST Print Annex B, sign, attach. 5.5% WHT applies. 

 WHICH ANNEX DO I NEED? NASSIT (Annex A) 

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Employ ANY staff? → Submit NASSIT Certificate 

Sole trader, zero employees? → Complete & sign Annex A 

Not sure? → Register with NASSIT to be safe • 

GST (Annex B) 

GST-registered? → Submit GST Certificate 

Turnover below GST threshold? → Complete & sign Annex B (5.5% WHT applies) 

Not sure? → Check with NRA. If in doubt, register. • 

⚠ KEY REMINDERS ✖ Deadline is firm 

✖ Sign and stamp ✖Price every item in  

lots you bid on 

✖Meet the delivery  

deadline 

✔You can bid on just  

one lot 

✔Keep a copy of your  submission 

 WHERE TO SUBMIT 

Late = rejected, no exceptions. 

RFQ Form + any Annex. Unsigned = rejected. Blank items in a lot you bid on = rejection for that lot. Applies to ALL lots. Cannot meet it? Do not submit. No penalty for not bidding on all lots. 

For your records. 

By Email: sl.bids@crs.org — Subject: “Quotation — [RFQ Ref] — [Company]” By Hand: CRS Sierra Leone, 6 Jagiko Drive, Hill Station, Freetown — Attn: Procurement Questions: See contact in Section 1 of the RFQ Form 

Thank you for your interest. CRS Sierra Leone is committed to fair, transparent, and competitive procurement. 

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CRS Sierra Leone | Mulit-Lot | Least Cost Selection (LCS) Method  SECTION 1: RFQ INFORMATION 

Solicitation Reference No.: SL5335/SL5336 

Date of Issue: 12-Mar-26 

Description of Goods / Services: Supply of Megaphones and Torchlights for Reach malaria Project / Funding Source: REACH MALARIA 

Budget Code (POET): 

Deadline for Submission: 17/03/2026 by 2PM GMT 

Submission Method: sl.bids@crs.org OR CRS, 6 Jagiko Drive Hill Station, Freetown Quotation Validity: 90 days 

Currency: Nle (New Leone) 

Evaluation Method: Least Cost Selection — lowest responsive price per lot Required Delivery: Maximum of 5 working days from PO — MANDATORY Contact for Clarifications: sierraleonerfq@crs.org 

 LOT SUMMARY — Vendor: Tick which lots you are bidding on 

Lot Bidding? 

(Y/N) CRS Use 

Lot 1 

Description 

Rechargeable Head Torchlights  

Lot 2 

Megaphones and Batteries 

SECTION 2: STAGE 1 — MANDATORY REQUIREMENTS (Pass / Fail) 

 Applies ONCE overall (not per lot). ALL must be met. Failure on ANY = non-responsive = rejected before evaluation. #Vendor 

(Y/N) CRS Use 

1 

Mandatory Requirement 

Quotation received before deadline (date AND time) 

Valid Business Registration Certificate attached 

2 

Valid Tax Clearance Certificate issued by the National Revenue Authority. 

Where a Tax Clearance Certificate is under renewal, bidders may submit a Renewal Evidence  

Packet as interim proof. 

The Renewal Evidence Packet shall include: 

4 

– NRA tax payment receipt for the current period or; 

– Stamped bank slip evidencing payment into an NRA account; or 

– Application letter for Tax Clearance renewal stamped “Received” by NRA. 

A valid Tax Clearance Certificate shall be provided prior to contract award. 

A valid City or Local Council Business Licence issued by any recognized local council in  

Sierra Leone. 

3 

The licence shall evidence that the bidder maintains an established place of 

business and is authorized to operate by a local council. The specific 

jurisdiction of issuance shall not be grounds for disqualification. 

1. Valid NASSIT Certificate where the bidder employs staff OR 
2. A signed NASSIT Self‑Declaration (Annex A) confirming the absence of employees for  

5 

individual sole traders with no employees. (Declaration must be made under oath and  

commissioned by a Commissioner for Oaths or Notary Public ) 

1. Valid GST Certificate where the bidder is required by law to be registered for GST OR 
2. A signed GST Non-Registration Declaration (Annex B) confirming that the bidder taxable  

6 

turnover is below the statutory threshold or that their supplies are GST‑exempt. (For bidders not  

required to register for GST) 

Complete pricing for ALL items — no missing line items 

7 

Quotation signed and stamped by authorized representative 

8 

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For conditional administrative requirements (NASSIT, GST, City Council), failure to submit the applicable certificate or declaration may be subject to clarification where  applicability is unclear. Where the requirement is applicable and the bidder fails to comply, the bid shall be declared non‑responsive. 

 SECTION 3: STAGE 2 — MINIMUM TECHNICAL REQUIREMENTS (Pass / Fail Gateway) 

 Applies ONCE overall (not per lot). Fail ANY = eliminated from ALL lots. Vendors who passed Stage 1 must ALSO meet ALL minimums below. 

Minimum Technical Requirement Meet / Does 

# 

Not Meet 

DELIVERY: Vendor confirms delivery within a maximum of 5 working  

days from PO. 

1 

Delivery periods exceeding the maximum acceptable timeline will be  

considered non‑responsive. 

Operational Capacity Confirmation: 

The bidder confirms that it has the premises or supply arrangements  

necessary 

2 

to store and deliver the goods within the required delivery timeline. 

☐ Yes ☐ No 

Product Sample: The bidder must provide a physical sample of the  

offered torchlight(s) and/or megaphone(s) for technical verification  

against specifications in Section 6, #1.1, #2.1 and #2.2. 

3 

Evidence Required 

from Vendor 

Committee will verify this information in Section 7 –  Proposed Delivery 

Tick one box, as applicable 

The bidder must submit samples for the lot for  which they are submitting an offer, or both  samples if they are bidding for both lots.Samples  from unsuccessful bidders shall be returned 

RESULT: Only vendors who meet ALL minimums above proceed to proceed to pricing / scoring 

 SECTION 4: KEY TERMS AND CONDITIONS 

Payment: 100% upon delivery. Bank transfer within 30 days of valid invoice. 

Tax: Prices INCLUSIVE of all taxes.  

Delivery: Maximum of 5 working days from PO. At vendor’s cost. Late delivery may result in PO cancellation. Inspection: CRS inspects upon delivery. Non-conforming items rejected; replacement within 2 days at no cost. Warranty: State warranty period. Minimum: manufacturer’s standard. 

Cancellation: CRS may cancel or reject all quotations without obligation. 

Confidentiality: This RFQ is confidential. 

Language: All documentation in English. 

 SECTION 5: SPECIFICATIONS (CRS Completes — per lot or overall) 

LOT 1: Rechargeable Head Torchlights (Headlamp) (see specifications in Section 6, #1.1) 

LOT 2: Megaphones and batteries (see specifications in Section 6, #2.1 and 2.2) 

 SECTION 6: STAGE 3 — PRICE SCHEDULE – BY LOT (Vendor Completes) 

 Enter UNIT PRICE per item. All SLE, inclusive of taxes. Write N/A if not bidding on a lot. 

 LOT 1: SL5335_Torchlight 

# Item Description Specifications Unit Qty Unit Price (Nle) 

Total Price (Nle) 

Brand / 

Remarks 

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1.1 Rechargeable Head  

Torchlights 

1.2 

1.3 

Nle0.00 

Head Torchlight (Headlamp) 1. Type: LED head‑mounted  torchlight suitable for hands‑free  use 

2. Water Resistance: The head  torchlight must be water‑resistant  or waterproof, suitable for use in  rainy or wet conditions. 
3. Power Source: Battery‑powered  (rechargeable batteries). 
4. Head Strap: Adjustable elastic  head strap to allow secure and  comfortable wearing. 

Each 750 

LOT 1 SUBTOTAL 

LOT 2: SL5336_Megaphone 

Discount (−) 

GST 

LOT 1 GRAND TOTAL (Nle, inclusive of all taxes) 

Nle0.00 15% Nle0.00 

# Item Description Specifications Unit Qty Unit Price (Nle) 

Professional Portable Megaphone  

1. Volume control 
2. Built‑in siren function 
3. Foldable handle for easy handling 

Total Price 

(Nle) Remarks

2.1 Megaphones 

4. Battery‑powered 
5. Voice and/or music recording  and playback function 
6. Power 30W minimum Dimensions: Variable /  

manufacturer standard 

Each 375

2.2 Batteries 1.5V AAA Alkaline Batteries Packet 125 0.00 

LOT 2 SUBTOTAL 

LOT 3: [Description] 

Discount (−) 

GST 

LOT 2 GRAND TOTAL (Nle, inclusive of all taxes) 

Nle0.00 15% Nle0.00 

# Item Description Specifications Unit Qty Unit Price (SLE) 

3.1 

3.2 

3.3 

3.4 

3.5 

3.6 

LOT 3 SUBTOTAL 

Discount (−) 

GST 

Total Price 

(SLE) Remarks 

0.00 

Nle0.00 15% 5 of 8

LOT 3 GRAND TOTAL (Nle, inclusive of all taxes) 

GRAND TOTAL — ALL LOTS BID ON 

 SECTION 7: DELIVERY AND COMMERCIAL TERMS (Vendor Completes) Proposed Delivery: [ ] working days after PO Meet required [X] day deadline? (Y/N): 

Nle0.00 0.00 

Delivery Location Confirmed?: 

Warranty Period: 

 SECTION 8: VENDOR DECLARATION AND SIGNATURE 

CRS, 6 Jagiko Drive Hill Station, Freetown 

I/We hereby submit this quotation in accordance with the terms and conditions set out in this RFQ. I/We confirm that the prices quoted are valid for the period  stated, that all required documents are attached, and that we have no conflict of interest with CRS or its staff. 

Company / Business Name: 

TIN: 

Authorized Representative (Name): 

Title / Position: 

Signature: 

Company Stamp: 

Date: 

Telephone: 

Email: 

⚠ IMPORTANT: This quotation must be signed and stamped. Unsigned quotations may not be considered. Return this form together with all documents listed in  Section 2 AND 3 (if applicable). Questions: sierraleonerfq@crs.org 

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ANNEX A 

NASSIT SELF-DECLARATION 

For Sole Traders with No Employees 

 PURPOSE 

This declaration is to be completed ONLY by individual sole traders who do not employ any staff. It replaces the NASSIT Certificate requirement  in the administrative eligibility check (Section 2 of the RFQ). All other bidders MUST submit a valid NASSIT Certificate. 

 BIDDER INFORMATION 

Bidder / Business Name: 

Business Registration Number (OARG/NIB): 

Registered Business Address: 

Tax Identification Number (TIN): 

RFQ/P Reference: 

 DECLARATION 

I, the undersigned, hereby declare that: 

I am the sole owner and operator of the above-named business. 

The business does not employ any staff, whether permanent, temporary, casual, or contract. 

As there is no employer–employee relationship, the business is not currently required to register with the National Social Security  3. 

and Insurance Trust (NASSIT) under the laws of Sierra Leone. 

I undertake to register with NASSIT immediately should the business engage any employee at any time, including during the  4. 

contract period resulting from this procurement. 

I solemnly declare under oath that the information provided in this declaration is true and correct. I understand that any false  declaration or misrepresentation may result in: 

• Immediate disqualification from the procurement process. 

• Termination of contract awarded on the basis of this declaration 
• Debarment from future CRS procurement opportunities 
• Referral for any applicable legal or administrative action 

I certify that the information provided above is true and correct to the best of my knowledge. 

 DECLARANT SIGNATURE 

Name of Declarant: 

Signature: 

Date: 

Official Stamp (if applicable): 

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ANNEX B 

GST NON-REGISTRATION DECLARATION 

For Bidders Not Required by Law to Register for Goods and Services Tax 

 PURPOSE 

This declaration is to be completed by bidders who are not legally required to register for GST under the laws of Sierra Leone. It replaces the  GST Registration Certificate requirement in the administrative eligibility check (Section 2 of the RFQ). 

 BIDDER INFORMATION 

Bidder / Business Name: 

Business Registration Number (OARG/NIB): 

Tax Identification Number (TIN): 

Registered Business Address: 

RFQ/P Reference: 

 DECLARATION 

I, the undersigned, hereby declare that: 

The above-named business is not legally required to register for Goods and Services Tax (GST) under the laws of Sierra Leone. 1. 

This is because (tick one or both, as applicable): 

The business’s annual taxable turnover is below the statutory GST registration threshold ☐ 

The goods and/or services supplied by the business are GST-exempt under Sierra Leone law ☐ 

The business does not charge GST on its invoices and does not hold a GST Registration Certificate. 

3 

I/We undertake to register for GST immediately should the business become legally required to do so at any time, including during  4. 

the contract period. 

I solemnly declare under oath that the information provided in this declaration is true and correct. I understand that any false  declaration or misrepresentation may result in: 

• Immediate disqualification from the procurement process. 

• Termination of contract awarded on the basis of this declaration 
• Debarment from future CRS procurement opportunities 

I certify that the information provided above is true and correct to the best of my knowledge. 

 DECLARANT SIGNATURE 

Name of Declarant: 

Signature: 

Date: 

Official Stamp (if applicable): 

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