Job Description

STATEMENT OF CONFIDENTIALITY

All information within this ITB, regardless of the communication form, is given in absolute confidence and may not be disclosed without written permission from World Vision International.

Contents

1. Introduction 2

1.1 Invitation to Bid 2

2. Project Background 3

2.3 World Vision Contact 3

3. Instructions for Submitting Proposals 3
4.   Important Notes for consultants 4

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6. Evaluation and Agreement Formation 9

6.1 Administrative Evaluation Criteria 10

6.2 Technical Evaluation criteria 10

6.3 Financial evaluation criteria 10

6.4. Overall evaluation criteria 10

6.2 Agreement Formation 11

Form Completed By: 12

Form Witnessed By: 12

1. Introduction

1.1 Invitation to Bid

World Vision International Sierra Leone/ Global Fund GC 7 grant project  invites your organization or qualified individuals to submit a proposal for a 12-month Framework contract for Motorbikes maintenance in Western area Urban, Western Area Rural, Portloko, Bombali, Koinadugu, Bo and Moyamba Districts  based on the specifications, requirements, and terms and conditions set forth in this Invitation to Bid (ITB).  This ITB is intended to enable World Vision International Sierra Leone to identify a Service Provider for Motorbike Repairs and Maintenance.

1.2 Information about World Vision 

What World Vision is:

World Vision Sierra Leone is a non-profit, non-denominational Christian humanitarian aid and development organization that is dedicated to helping children and their communities reach their full potential by tackling the causes of poverty.  

Who we serve:

We serve poor children, families, and communities.  Through means such as emergency relief, education, health care, economic development and promotion of justice, approximately 40,000 World Vision staff members assist impoverished communities help themselves.  Our work touches approximately 100 million people in nearly 100 countries, assisting people regardless of religion, ethnic background, or gender.  

Why we serve:

Motivated by our faith in Jesus, we serve the poor unconditionally, recognizing their individual dignity and honoring their God-given potential.

Some ways in which we serve:

Community Development  – Each community’s needs are different.  We provide the resources that enable people to discover and use their own ideas and skills to move from poverty to self-sufficiency. Communities develop such things as access to clean water, reliable food production, basic health services, educational opportunities, microfinance programs to generate income, and AIDS prevention and care.

Emergency Response – We respond to natural disasters and long-term humanitarian emergencies.  We track potential crises, pre-position emergency supplies for effective rapid response, and remain after the crisis to help people rebuild their communities.

Protecting Children – We believe in every child’s individual worth.  We advocate for their well-being: for a world where orphans are cared for; where children are no longer forced to be soldiers, prostitutes, or laborers; and where they are safe and free from oppression. To implement these projects effectively, we depend on supplier networks to obtain reasonable pricing, quality products, and delivery in the shortest lead time possible.

2. Project Background

2.1 Purpose

 The purpose of this document is to assist World Vision International Sierra Leone in the identification and evaluation of potential service providers who may subsequently be contacted to be considered for the provision of Vehicle Repairs and Maintenance.

2.2 Timetable

2.3 World Vision Contact 

The service provider will submit any inquiries, responses of intent to bid, clarification requests, and submissions related to this ITB to the following WVISL contact: email:  evarde_rugwizangoga@wvi.org

The Service Providers may not enter into communications with other World Vision international Sierra Leone staff about this ITB without the prior written permission from World Vision International Sierra Leone listed above.

3. Instructions for Submitting Proposals

1. An exploratory conference call may be arranged to assist in the preparation of your written response and presentation/demonstration.  If so, you agree to absorb any costs incurred in so doing.  Please send your queries to listed in Section 2.3 should you need such a conference call to establish greater clarity. To ensure that the same level of information is conveyed equally to all Service Providers, World Vision reserves the right to share questions and responses with all other vendors.
2. You must submit your bid in a sealed envelope and it must be received by World Vision by close of business on the 03rd  February, 2026.  Any response received after this date may be considered non-responsive, and World Vision would not be obligated to engage your organization any further in our ITB process.  
3. All responses and supporting documentation shall become the property of World Vision and will not be returned.
4. World Vision ultimately reserves the right throughout this process to select any servicing option that best meets its business requirements and to hold discussions with any and all respondents.  

1. You must agree to the following conditions if you choose to respond to World Vision international Sierra Leone regarding this ITB:

1. Neither issuance of this ITB nor receipt of proposals represents a commitment on the part of World Vision International Sierra Leone, World Vision or any office within the World Vision Partnership.  
2. If World Vision chooses you or your organization, the terms and conditions in Appendix 1 is a non-inclusive list of terms and conditions that will be included in any binding agreement between you and World Vision International, World Vision or any office in the World Vision Partnership.   In your proposal submitted to WORLD VISION international Sierra Leone, you must indicate any issues you may have in accepting any of these terms and conditions.  
3. World Vision will not be responsible for, or in any way liable for, any costs incurred by vendors/service providers in the preparation of any responses or presentations relating to this ITB.  

6.     The completed bid shall be signed by Director of the organization or the individual consultant him/herself and stamped on each page.        
7.   Important Notes for Service Providers

1. All documents must be submitted in English Language.
2. World Vision international Sierra Leonne reserves the right to visit and inspect business premises of all the applicants to verify the information provided.
3. Prospective bidders will not be considered qualified unless they can demonstrate they have the capacity, capability, experience, qualified personnel available, net current assets or working capital sufficient to satisfactorily execute the contract for goods or services.
4. The information provided in the Bid is strictly confidential and solely for use by World Vision international Sierra Leone.
5. Service providers will meet all costs associated with preparation and submission of their applications.
6. It is WVISL policy to require that Service Providers observe the highest standard of ethics during the selection and execution of such pre-qualifications. In pursuance of this policy, WVISL defines, for the purpose of this provision, the terms set forth below as follows:

• “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of an officer of the Purchaser/Employer in the pre- qualification process; and
• “Fraudulent practice” means a misrepresentation of facts in order to influence the pre-qualification process to the detriment of the Purchaser/Employer, and includes collusive practices among suppliers prior to or after submission of s) designed to establish prices at artificial, non-competitive levels and to deprive the Purchaser of the benefits of free and open competition.
• World Vision will disqualify a consultant where it is determined that he/she has engaged in corrupt or fraudulent activities in competing for the pre- qualification in question;

1. World Vision has the right to accept or reject any offer or proposal before the award of a contract, or to annul the bidding process and reject all offers at any time.

5. Requirements of Written Proposal

Service Providers need to respond in a format that refers to the following sections and numbered items and must specifically address each and every request for information contained herein.  If you are unable to comply with any information requested, an explanation must be provided as part of the response.  Women and minority groups are strongly encourage to apply. 

5.1 Minimum documentation requirements to be submitted

1. Profile of the company/organization
2. Provide copy of Certificate of Business Registration
3. Valid NASSIT clearance certificate 
4. Valid Tax clearance certificate
5. Evidence of at least three years’ experience in providing similar services with details of referees (Preferably INGOs, UN Organizations, and other international institutions), including contact name, email address, telephone number, and job completion certificates.

1. Timing and Delivery Window

1. Availability to start and time required to provide services described above if agreement is   reached: 3 Weeks 
2. If agreement is reached, the number of days from the time a contract is signed until the service provider start delivering services requested by WVISL (Lead-time)

5.5 Validity of the offer: 3 months from the submission of proposals 

5.7 Primary Location and Location of Branches: World Vision International Sierra 2B Frazer Davies Drive King Street, Freetown, Sierra Leone.

6. Evaluation and Agreement Formation

6.1 Administrative Evaluation Criteria

World Vision will evaluate proposals and select the most responsive service providers at its discretion. A few criteria it may use include, but are not limited to, the following:

1. Profile of the company/ Organization
2. Provide a copy of Certificate of Business Registration
3. Valid NASSIT clearance certificate 
4. Valid Tax clearance certificate
5. Evidence of at least three years’ experience in providing similar services with details of referees (Preferably INGOs, UN Organizations, and other international institutions), including contact name, email address, telephone number, and job completion certificates

6.2 Technical Evaluation criteria

Technical evaluation will rate 100% using the criteria listed below:

At the end of this evaluation, World Vision International Sierra Leone will proceed with the service provider who scored at least 80% for the financial evaluation.

6.3 Financial evaluation criteria 

The financial proposals will be evaluated for completeness, accuracy, and proper documentation, including submission of payment for previous service provided. The service provider will be contacted when errors arise in unit rates and documented figures.

6.4. Overall evaluation criteria 

Selection will be based on technical quality and cost. The lowest financial proposal (FP) among those shortlisted based on technical evaluation will receive the maximum financial score (FS) out of 100 points. The financial scores (FS) for other proposals will be calculated using the following formula:

The technical proposal will account for 70% of the evaluation weight, while the financial proposal will account for 30%. Proposals will be ranked based on their technical weight (TW) and financial (FW) scores, with the weights assigned as follows: TP = 0.70 for the technical proposal and FP = 0.30 for the financial proposal. The overall score (S) will be calculated using the formula: S= TP% + FP%.

If we require a presentation, the Procurement Management office will schedule a time and place.  Each vendor should be prepared to discuss and substantiate any of the areas of the proposal that is submitted, its qualifications for the services required and any other area of interest relative to its proposal.  

6.2 Agreement Formation (Framework Contract – 12 Months)

World Vision will carefully evaluate all proposals received.  World Vision will then select the most responsive and competitive bidder deemed to be fully qualified and best suited among those submitting proposals, on the basis of evaluation criteria described above.  World Vision will then conduct negotiations with the selected company/organization.  After negotiations have been conducted, World Vision international Sierra Leone will select the Service Providers that, in its opinion, have made the best overall proposal and execute a written agreement based on this ITB, the proposal submitted, and the negotiations concerning these. 

Issuance of this ITB, the preparation and submission of responses by company/organization and the subsequent receipt and evaluation of responses by World Vision international Sierra Leone shall not commit World Vision international Sierra Leone to award a contract to any Service Provider.  Furthermore, in no event shall choosing a specific service provider for presentation, negotiations or otherwise be construed to create any legal obligations on the part of World Vision international Sierra Leone.  Only the execution of a written agreement by World Vision International Sierra Leone, World Vision or an office within the World Vision service providers will be binding on the relevant parties in accordance with the terms and conditions contained in such agreement.   

7. Submission Guidelines

Bids should be properly bound and delivered in a sealed envelope.  The services, that are being quoted on, should be listed on the outside of the envelope. The envelope should be delivered to the address listed below no later than (03/02/2026) at 14:30PM GMT.  Late applications shall be rejected.

The Procurement Secretariat,

World Vision Sierra Leone

Address: World Vision Sierra Leone Office

World Vision International Sierra Leone

2B Frazer Davies Drive King Street, Freetown, Sierra Leone 

Attn: (Supply Chain Manager, Global fund)

Electronic offers should be sent in PDF format via email and submitted at wv_sl_supplychain@wvi.org and copy evarde_rugwizangoga@wvi.org

World Vision reserves the right to reject any or all applications and assumes no obligation to disclose reasons for rejection or acceptance.

Form Completed By:

Name; ……………………………………………………………………………………………………… 

Position held (title)…………………………………………………………………………………… 

Telephone Number ………………………………………………………………………………….. 

E-mail address…………………………………………………………………………………………..

Signature………………………………………Stamp/Seal…………………………………………

Form Witnessed By:

Name; ……………………………………………………………………………………………………….

Position held (title)…………………………………………………………………………………..

Telephone Number …………………………………………………………………………………..

E-mail address…………………………………………………………………………………………..

Signature………………………………………Stamp/Seal…………………………………………

Appendix 1- Basic Terms and Conditions

Parties to Agreement

The binding Agreement may be entered into by (1) the chosen winning respondent (“VENDOR”) and World Vision International (“WVI”) with the ability of other World Vision offices worldwide to receive goods and services under that Agreement from WVI or VENDOR, (2) VENDOR and WVI and its affiliated World Vision offices, (3) VENDOR and any office in the World Vision Partnership, or (4) whatever other arrangement that the World Vision offices determine would be most suited for the Partnership’s procurement needs.   Any World Vision party will be referred to as “WORLD VISION” for purposes of these Standard Terms and Conditions.

Most Favored Nation

VENDOR warrants and represents that the discount or prices with respect to the good and services provided pursuant to the Agreement are comparable to or better than the discount or prices offered prior to and as of the effective date, by VENDOR to any of its customers with respect to similar good and services.

Risk of Loss

VENDOR shall bear all risk of loss or damages to goods, until such time as received by the WORLD VISION, F.O.B. point notwithstanding.

Taxes

VENDOR has sole responsibility for the payment of all applicable taxes (income, payroll, unemployment, etc.) relating to VENDOR and VENDOR’s employees arising from payments received under this Agreement

Insurance

VENDOR has sole responsibility under this Agreement to obtain any and all insurance needed to provide the good and services herein.  Neither VENDOR nor VENDOR’s employees, workers, or subcontractors shall be deemed employees of WORLD VISION for any purposes, nor shall they participate in any WORLD VISION employee benefit or insurance programs.

Acceptance

The acceptability of any goods and/or services provided by VENDOR will be based on WORLD VISION’s reasonable satisfaction.  If any of the goods and/or services are not acceptable, WORLD VISION will notify VENDOR within thirty (30) days of receipt, specifying its reasons in reasonable detail, and VENDOR will, at no additional cost, promptly conform the goods and/or services to World Vision’s reasonable satisfaction.  

Security and Evacuation

VENDOR’s services hereunder may be performed in a country with existing or potential political or social unrest.  VENDOR agrees to assume all risks, including damage to person and property, resulting from any such unrest.  VENDOR is solely responsible for the safety of VENDOR’s property and employees, and for obtaining any desired insurance protections with respect to VENDOR’s work in such countries.

Should VENDOR be performing services in a country where WORLD VISION has operations, VENDOR will coordinate with WORLD VISION on security issues.  WORLD VISION may include VENDOR in the security and evacuation planning and procedures that WORLD VISION conducts for its own staff, but VENDOR is responsible for assessing the adequacy of such plans and procedures to VENDOR’s own satisfaction, and making alternative arrangements if judged necessary by VENDOR.

Confidentiality

VENDOR agrees to not discuss the terms of this Agreement with any third party without written consent from WORLD VISION.  VENDOR agrees to hold in confidence for the benefit of WORLD VISION any and all non-public information which may be disclosed to VENDOR or to which VENDOR may have access, as a result of this Agreement, including the results of VENDOR’s services hereunder.

No Assignment or Subcontracting

VENDOR shall not assign its rights or obligations under this Agreement, in whole or in part, nor enter into any subcontract to perform any portion of this Agreement, without the written consent of WORLD VISION.

Representations by VENDOR – 

VENDOR hereby represents and warrants to WORLD VISION that:

All goods/services furnished hereunder shall be free from defects in workmanship and material.

VENDOR is in compliance with all applicable laws regarding business permits and licenses that may be required to carry out the work to be performed under this Agreement.

VENDOR has full rights to use and to transfer to WORLD VISION any intellectual property utilized in performing this Agreement.

WORLD VISION’s use of the goods in accordance with the terms of this Agreement, does not and will not violate, infringe or misappropriate any intellectual property rights or the laws or regulations of any governmental or judicial authority. 

VENDOR is not a party to any agreement restricting VENDOR’s ability to enter into this Agreement, and VENDOR’s performance of this Agreement does not require the consent of any person or entity.

Indemnification

VENDOR agrees to indemnify and hold harmless WORLD VISION, and any of its affiliates or subsidiaries, and all of the officers, agents, and employees of WORLD VISION and such entities, from any and all claims, liabilities, loss, or damages arising out of the performance of this Agreement, except to the extent that such claims or liabilities arise from the gross negligence of WORLD VISION or its affiliates or subsidiaries.

Termination

WORLD VISION may terminate this Agreement at any time upon 30 days written notice for any other reason.  In the event of such a termination, VENDOR will be paid approved fees and expenses for good provided in accordance with this Agreement up to the date of termination.

This Agreement may be terminated immediately by either Party in the event of a breach of the provisions herein by the other Party, in addition to whatever remedies or damages are provided under the governing law.

This Agreement may be terminated by either Party in the event of any intervening “force majeure” (natural disaster, war, etc.) recognized under the governing law.  In the event of such a termination, VENDOR will be paid approved fees and expenses for goods provided in accordance with this Agreement up to the date of termination