REQUEST FOR PROPOSAL (RFP)- Supply and Installation of Solar Power System
Job Description
REQUEST FOR PROPOSAL (RFP)
Request for Proposal -Supply and Installation of Solar Power System
RFP # RFP/PLAN/2025/001
Issue Date 30 th April 2025
Closing Date/time Proposals should be received on or before 5:00 pm on 13th May 2025
Contact Information & Questions
All inquiries related to this RFP, including any requests for information,
questions, and clarifications, are to the email address:
plansle.procurement@plan-international.org
Plan International Sierra Leone will respond if time permits. Inquiries and
any responses will be recorded and may be distributed by email to all
RFP recipients who have indicated an interest in bidding.
Delivery of Proposals Please submit a hard copy at 6 Cantonment Road, Off King Harma Road,
Freetown, in a sealed envelope marked “Supply and Installation of Solar
Power”
Successful Proponents
Notified
Date planned to notify those successfully: 16th May 2025
Expected Start Date of Contract:19th May 2025
Expected End Date of Contract: 2nd June 2025
1. Introduction
Plan International Sierra Leone invites qualified and experienced solar energy contractors to
submit proposals for the supply and installation of a solar power system at Moyamba and Port
Loko offices.
This RFP’s objective is to select a vendor capable of delivering a high-quality, cost-effective, and
reliable solar power solution that meets our energy requirements.
2. Scope of Work
The selected vendor shall be responsible for:
Design & Engineering:
Conducting a site assessment at Plan International offices in Moyamba and Port
Loko at his/her own cost.
Developed a detailed BOQ that meets the need of powering the offices at Port
Loko and Moyamba.
Providing a detailed system design, including solar panel layout, inverter, charge
controllers and mounting structures.
Provide detail specifications and descriptions of solar panels, batteries, charge
controllers, inverters and power cables.
Supply of Equipment:
Solar panels (minimum Tier-1 manufacturers).
Inverter(s) (grid-tied/hybrid/off-grid, as required).
Mounting structures (roof/ground-mounted).
Cables, connectors, junction boxes, and other balance of system (BOS)
components.
Batteries and charge controllers
Monitoring system (if applicable).
Installation & Commissioning:
Full installation of the solar power system.
Electrical wiring, connections, and integration with existing power systems.
Testing, commissioning, and performance validation.
Permits & Approvals:
Securing necessary permits and approvals from local authorities/utility providers
(if grid-connected).
Warranty & Maintenance:
Providing warranties for equipment (minimum 10 years for panels, 5 years for
inverters, batteries and charge controllers).
Offering a maintenance plan.
3. Submission Requirements
Interested vendors must submit a proposal including:
Company Profile:
Experience in similar projects (provide copy of contract)
Reference details of at least 3 referees (name of referee, official email address,
contact number and name of organization).
List of previous projects with financial value
Technical Proposal:
Detailed system design.
Specifications of proposed components (brand, model, efficiency, warranty).
Installation methodology and timeline.
Financial Proposal:
Itemized cost breakdown per item
GST to be included
Project Timeline:
Expected start and completion dates.
Statutory documents
Company profile, business registration certificate, updated city council
registration certificate, updated NRA & NASSIT compliance certificate.
4. Evaluation Criteria
Proposals will be evaluated based on:
Technical Compliance (30%) – Suitability of design and components.
Experience & Reputation (20%) – Past projects and client references.
Warranty & After-Sales Support (20%) – Service commitments.
Cost Competitiveness (30%) – Value for money.
5. Submission Deadline & Contact
Proposal Deadline: May 12, 2025
Submission Method: Hardcopy at 6 Cantonment Road, Off King Harma Road Freetown
6. Terms & Conditions
Plan International reserves the right to accept or reject any proposal.
The selected vendor must comply with all local regulations and safety standards.
Selection Process
The final selection will be based on scoring above and face-to-face discussions with the short-
listed company’s main account lead. The account lead proposed to Plan International is
expected to be the single point of contact for all appointed projects.
Validity Period
Offers must remain valid for at least sixty (60) calendar days after the offer deadline noted
above.
Terms & Conditions for the award
Any award as a result of this RFP will be subject to a Service Agreement covering the term of
the Project. Plan Sierra Leone and the successful service provider will put in place appropriate
mechanisms to ensure adherence to the contractual terms and their respective interests.
Appendix A
Terms & Conditions of the Request for Proposal
The submission of a response to this RFP constitutes that the service provider and its
authorised staff have read, understood, and accepted the following terms and conditions and
all other provisions of this RFP. The information in this RFP (or accumulated through other
written or verbal communication) is confidential. It is for proposal purposes only and is not to
be disclosed or used for any other purpose.
In consideration of Plan International Sierra Leone providing such information to the service
provider and as a condition to the review of this RFP, the service provider agrees that they will:
Use all information and material disclosed exclusively to respond to the RFP and will not use
such information or materials to obtain any other commercial, trading, financial or other
advantage or for any other purpose.
Maintain as confidential all information and materials relating to the RFP that they may
acquire in any manner and make copies of such information only to the extent that the
same is strictly required.
Not disclose, directly or indirectly, any information or materials relating to the RFP (or any
part thereof) except to their own personnel and professional advisors, and then only to the
extent strictly required for the purpose and under conditions of confidentiality.
Do not make any announcement, press release or other public statement in connection
with the RFP without the prior written consent of Plan International Sierra Leone.
On request by Plan International Sierra Leone at any time, deliver to Plan International
Sierra Leone as soon as practicable all information and materials relating to the RFP in your
possession, custody or control which contain details of or incorporate the whole or any part
of the RFP.
Be prohibited from discussing the RFP with any other service provider without first
obtaining the prior written consent of Plan International Sierra Leone.
Hold in strict confidence any information received in response to this RFP. This information
will not be disclosed to any party other than an employee or consultant engaged by Plan
International Sierra Leone.
Acknowledge that Plan International Sierra Leone does not generally publicise any
information obtained during this RFP process or to any other service providers involved.
Additionally, Plan International Sierra Leone will not be obligated to share any of the results
or conclusions of the RFP process with any service provider.
Acknowledge that Plan International Sierra Leone reserves the right to change any aspect
of, or cease, the RFP and any subsequent negotiation process at any time.
Notify Plan International Sierra Leone if, during the evaluation, the service provider
becomes aware of an error in this RFP or in the information or data provided.
Acknowledge that all intellectual property rights in this RFP and all materials provided by
Plan International Sierra Leone or its professional advisers and consultants in connection
with this RFP are and shall remain the property of Plan International Sierra Leone,