TENDER NOTICE: CONSULTANCY-ASSETS REVALUATION (Revaluation of Vehicles & Motorbikes, Plant & Machinery, Computers & Office Equipment, and Furniture, Fixtures & Fittings).

Job Description

REQUEST FOR PROPOSAL FOR CONSULTANCY-ASSETS REVALUATION (Revaluation of Vehicles & Motorbikes, Plant & Machinery, Computers & Office Equipment, and Furniture, Fixtures & Fittings).

PUBLIC TENDER NOTICE

Invitation for Bids

SIERRA LEONE RED CROSS SOCIETY (SLRCS)

NATIONAL COMPETITIVE BIDDING (NCB)

PROJECT NAME: NATIONAL SOCIETY DEVELOPMENT (NSD)-SIERRA LEONE

1. Background and Organizational Context

1.1 The Sierra Leone Red Cross Society

An Act of Parliament established the Sierra Leone Red Cross Society (SLRCS) in 1962 (revised and amended in 2012) and is an autonomous, voluntary, and humanitarian organization that serves as an auxiliary to the public authorities. It is a member of the International Federation of Red Cross and Red Crescent Societies (IFRC). The Society operates nationwide through its Headquarters in Freetown and all its 16 branches in all 16 districts of Sierra Leone, supported by over 20,000 community-based volunteers.

The SLRCS is mandated to provide humanitarian assistance in disaster response, health, WASH, food security, disaster risk reduction, migration and shelter, and national society development. Its strategic plan (2022–2026) emphasizes financial sustainability, transparency, and asset accountability.

1.2 Asset Portfolio and Context

The Society holds a diverse portfolio of assets acquired through government subvention, donor grants from FRC, IFRC, EU, USAID, UN agencies, and other partners, as well as internally generated funds. To support accurate financial reporting, donor compliance, and strategic asset management, SLRCS requires an independent revaluation of the following asset classes as at 31 December 2026:

Vehicles and motorbikes – Ambulances, 4×4 vehicles, trucks, and motorbikes used for emergency response, programme delivery, and administration.

Plant and machinery – Generators, water purification units, communication equipment (HF/VHF radios, satellite phones), medical and first-aid equipment, and other mechanical assets.

Computers & Office Equipment: – 

Furniture, fixtures and fittings – Office furniture, shelving, filing systems, branch office equipment, training centre furniture, and other fixed interior items.

1.3 Rationale for Revaluation

The revaluation is required for:

Compliance with IFRC accounting standards – The IFRC requires National Societies to report assets at fair value, with revaluations every three to five years or whenever a material change occurs.

Donor and audit requirements – Major donors (EU, USAID, DFID, UN) demand audited financial statements with assets stated at current market value.

Insurance adequacy – Accurate revaluation ensures that assets are neither over- nor under-insured against fire, theft, or natural disasters (floods, mudslides, fire).

Asset management and disposal planning – The SLRCS asset management plan (2026) relies on current values to determine replacement schedules, maintenance priorities, and disposal thresholds.

Financial reporting and transparency – To reflect the true financial position of the Society in the 2026 annual financial statements and restore donor confidence after past fiduciary incidents (e.g., Ebola fraud cases).

2. Objectives of the Revaluation

The primary objectives of this engagement are:

Determine Fair Market Value – Establish the current fair market value (or appropriate alternative basis, e.g., depreciated replacement cost where market value is not available) of all land, buildings, vehicles, motorbikes, plant, machinery, furniture, and fittings owned by SLRCS as at 31 December 2026.

Asset Classification and Condition Assessment – Categorize each asset according to its condition (new, good, fair, poor, obsolete) and remaining useful life, in line with IFRC asset classification guidelines.

Identify Discrepancies – Cross-reference the physical revaluation with the existing asset register (to be updated as part of the SLRCS asset management plan) and report any missing, misclassified, or unserviceable assets.

Support Financial Audit – Provide a detailed valuation report that can be used by the external auditors of SLRCS for the FY2026 audit.

Insurance and Risk Management – Produce insurance-ready replacement values for each asset class to inform the Society’s risk management framework (covering natural disasters, theft, and accidents).

Comply with National and International Standards – Ensure valuation methods adhere to the International Valuation Standards (IVS) 2025, the IFRC Financial Regulations, and any applicable Sierra Leonean laws (e.g., SLRCS Act 2012, Stamp Duty Act).

3. Scope of Work

The revaluation shall cover all assets owned by SLRCS as at 31 December 2026, categorized as follows:

3.1 Vehicles and Motorbikes

Types: All SLRCS-owned ambulances, 4×4 vehicles, pickup trucks, light goods vehicles, motorcycles, and any other registered motorized transport.

Valuation basis: Open market value (OMV) based on current trade guides (e.g., Sierra Leone Automobile Dealers Association guides, Autovaluo, or comparable sales data in the West African market). For non-operational vehicles, scrap value.

Additional requirements: Verification of registration documents, engine/chassis numbers, mileage readings, and maintenance logs.

3.2 Plant and Machinery

Types: Generators (all sizes), water purification units, HF/VHF radio sets, satellite phones, medical equipment (sterilizers, patient monitors, first-aid training manikins), heavy-duty office machines (printers, copiers, large-format scanners), and any other mechanical or electrical plant.

Valuation basis: Depreciated replacement cost (DRC) for operational equipment; forced sale value (scrap) for broken or obsolete items.

Additional requirements: Identify make, model, serial number, age, operational status, and any outstanding service contracts.

3.3. Computers & Office Equipment:- Desktop computers, laptops, tablets, servers, furniture, kitchen/breakout furniture

3.4 Furniture, Fixtures and Fittings

Types: Office desks, chairs, filing cabinets, bookshelves, meeting tables, reception furniture, training centre seating, whiteboards, notice boards, and fixed shelving in warehouses or branch offices.

Valuation basis: Net realizable value (NRV) for items in good condition; nominal value for worn/damaged items.

Additional requirements: Count and condition assessment by room/location, photographic evidence.

3.5 Exclusions

The following are excluded from this revaluation:

Small consumable inventories (e.g., first-aid consumables, relief stock) – covered under separate inventory management procedures.

Intangible assets (software licences, donor-funded intellectual property).

Assets held on lease or loan to third parties where SLRCS does not retain ownership.

4. Methodology and Standards

The valuation shall be conducted in accordance with:

International Valuation Standards (IVS) 2025 (or the latest edition effective in 2026).

IFRC Financial Regulations and Guidance for National Societies – specifically the section on property, plant and equipment (PPE) and the revaluation model.

Sierra Leone Institute of Surveyors (SLIS) guidance for land and building valuation in Sierra Leone.

Red Cross specific asset management guidelines (e.g., IFRC Logistics Manual, fleet management standards)

For each asset class, the following methods shall be applied:

Condition rating scale (to be applied to each asset):

5. Deliverables

The selected valuer shall provide the following deliverables:

Inception Report (within 7 days of contract signature) – detailing the work plan, schedule of visits to each branch/warehouse, methodology, and team composition.

Draft Asset Registers (by class) – An Excel-based register for each of the four asset classes, showing:

Unique asset ID (to be matched with SLRCS’s existing tags/ numbering system)

Description (make, model, serial number where available)

Location (HQ, district branch, warehouse)

Acquisition date (if known) or estimated age

Original cost (if available)

Condition grade (A–E)

Current fair value (as at 31 Dec 2026)

Remaining useful life (in years)

Depreciation rate applied

Final Valuation Report – A comprehensive narrative report (PDF and two printed copies) that includes:

Executive summary

• Scope, methodology, and standards compliance statement
• Breakdown of values by asset class and by location (HQ vs. each district)
• Summary of condition findings and recommendations for disposal or maintenance
• Photographic evidence (representative sample per asset class/location)
• Valuation certificate signed by a qualified valuer (registered with SLIS or equivalent)
• Appendices with detailed asset registers and maps for land/buildings
• Insurance Valuation Schedule – A separate summary table showing replacement cost (new) and insurable value for each asset class, suitable for submission to SLRCS’s insurance provider.
• Recommendations for Asset Register Reconciliation – A gap analysis comparing the revaluation findings with the existing asset register (to be provided by SLRCS), highlighting missing, surplus, or incorrectly recorded assets.

All deliverables shall be submitted in English. All monetary values shall be expressed in Sierra Leonean Leones (SLE), with an annex showing the exchange rate to USD/EUR used as at 31 December 2026.

6. Timeline

The assignment is expected to be completed within 8 weeks from the date of contract signature. The indicative schedule is as follows:

6.1 Indicative Timeline

Note: The schedule may be adjusted based on security and accessibility, especially during the rainy season (June-Oct). SLRCS will facilitate access to all sites in coordination with district branch managers.

7. Qualifications and Experience of the Valuer

The valuation team must include:

A lead valuer who is a Registered Valuer with the Sierra Leone Institute of Surveyors (SLIS) or an equivalent internationally recognised professional body (RICS, IVSC). 

The lead valuer must have at least 7 years of experience in asset valuation, including valuation of land, buildings, vehicles, and plant/machinery.

Demonstrable experience in valuing assets for non-governmental organizations (NGOs) or public sector entities in Sierra Leone or the West Africa region.

Knowledge of IFRC/Red Cross financial and asset management regulations is an advantage.

The firm must have professional indemnity insurance/performance bond of at least SLE 500,000 (or equivalent in USD).

Key team members must be named in the proposal, and CVs provided.

8. Proposal Requirements

Interested firms/individuals shall submit a technical and financial proposal as separate documents.

8.1 Technical Proposal (max. 20 pages) to include:

Understanding of the ToR and approach to the revaluation.

Detailed work plan and schedule (Gantt chart).

Team composition, roles, and CVs of key personnel.

Examples of at least three similar assignments completed in the last three years (with client references).

Quality assurance and data verification procedures.

Confirmation of compliance with IVS and IFRC standards.

8.2 Financial Proposal (in SLE) to include:

All-inclusive professional fees (excluding VAT, if applicable).

Reimbursable expenses (transport, accommodation, per diems for field visits to upcountry branches) – to be broken down by cost category.

Any other costs (e.g., title deed searches, photocopying, report printing)

Payment schedule (milestone-based, e.g., 30% on inception, 40% on draft report, 30% on final report).

9. Evaluation Criteria

Proposals will be evaluated using a combined quality-cost basis (80% technical, 20% financial)

10. Reporting and Coordination

The valuer will report directly to the Secretary General / CEO of SLRCS.

A designated SLRCS Asset Management Officer will accompany the valuer during all branch visits to facilitate access and provide existing records.

Weekly progress updates shall be provided via email to Internal Audit.

11. Confidentiality and Data Protection

All asset data, location details, and valuation results are strictly confidential. The valuer shall sign a confidentiality agreement. Under no circumstances may the draft or final report be shared with third parties without the prior written approval of the Secretary General of SLRCS. The valuer shall comply with the SLRCS Data Protection Policy (based on ICRC Rules on Personal Data Protection).

12. Ownership of Deliverables

All deliverables (reports, asset registers, photographs, maps, working papers) remain the sole property of the Sierra Leone Red Cross Society. The valuer shall not retain any rights to reuse or publish the data without explicit permission.

13. Application Procedure

Interested and qualified firms/individuals should submit their proposals in a sealed envelope marked “SLRCS Asset Revaluation 2026 – Confidential” to:

The Sierra Leone Red Cross Society
6 Liverpool Street
Freetown, Sierra Leone

Deadline for submission: 30th September,2026, 16:00 GMT.

Late submissions will not be accepted.

14. Contact for Clarifications

Written inquiries must be sent to sbangura@sierraleoneredcross.org or 076-616058 before the 30th September, 2026. 

15. Approval and Governing Law

This ToR is approved by the Secretary General of the Sierra Leone Red Cross Society. The contract arising from this ToR shall be governed by the laws of Sierra Leone.

Note: Bidding will be conducted through a national Competitive Bidding (NCB) procedure in accordance with the Sierra Leone Red Cross Society procurement manual, which is in line with the National Public Procurement Act 2016, and open to all eligible bidders defined in the Bid Document.

Interested eligible Bidders may obtain further information from the Procurement Unit, Sierra Leone Red Cross Society, #6 Liverpool Street, Freetown from 10:00 am to 3:30 pm – Mondays to Fridays inclusive, except on public holidays.

 Bids must be marked on the outer envelope “SLRCS/PPE/REVAL/2026/001’’

” and delivered to the above office on or before: 4:00 PM, 30th September, 2026 

Submission deadline: 

On or before 4:00 PM 30th September, 2026.

Sierra Leone Red Cross Society reserves the right to accept or reject any or all the offers without assigning any reason whatsoever and is not bound to accept incomplete Bids. 

Approved by: 

Secretary General – Sierra Leone Red Cross Society