Job Description

REHABILITATION AND DEVELOPMENT AGENCY – SIERRA LEONE (RADA-SL)

TERMS OF REFERENCE

REQUEST FOR QUOTATION/PROPOSAL (RFQ/RFP) FOR THE SUPPLY OF IMPORTED BUILDING MATERIALS AND LOCAL FABRICATION OF TOILET SEATS FOR 400 TOILETS IN 60 COMMUNITIES ACROSS BO, PUJEHUN AND KAILAHUN DISTRICTS, SIERRA LEONE

Bo, Pujehun and Kailahun Districts, Sierra Leone

1. Background

In January 2022, RADA-SL received support from German Doctors to implement a WASH pilot project in 20 communities across four chiefdoms in Bo District. The pilot focused on working with communities to identify and address priority water, sanitation and hygiene (WASH) challenges. Successful implementation of the pilot contributed to the development of a subsequent three-year BMZ-funded project implemented in partnership with German Doctors.

Following the successful completion of the three-year intervention, German Doctors and BMZ provided further support for an additional three-year project. The new intervention will work with 60 communities across 12 chiefdoms in Bo, Pujehun and Kailahun Districts to address WASH challenges and strengthen sustainable, community-led WASH systems.

RADA-SL, as the implementing partner, will support sanitation and hygiene interventions aimed at improving access to safe, dignified and sustainable sanitation facilities in the selected communities. A key component is strengthening Community WASH Committees responsible for the management, operation and maintenance of WASH services at community level.

As part of the sanitation intervention, the project intends to support the construction and/or completion of 400 toilets across the 60 target communities. This assignment will engage qualified suppliers of imported building materials and sanitation hardware, as well as competent local fabricators/workshops to produce locally appropriate toilet seats and related components.

The intervention is expected to contribute to improved sanitation coverage, reduced open defecation, improved hygiene practices, and stronger community ownership and sustainability of sanitation facilities.

2. Purpose of the Assignment

The purpose of this assignment is to procure and deliver quality imported construction and sanitation materials and to engage qualified local fabricators to produce durable, hygienic and user-friendly toilet seats and related components required to support the construction and/or completion of 400 toilets.

1. Supply high-quality imported building materials and sanitation-related items required for the construction and/or completion of 400 toilets.
2. Engage qualified local fabricators/artisans to produce durable, hygienic, safe and user-friendly locally appropriate toilet seats and related components.
3. Ensure that all supplied materials and fabricated components comply with approved technical specifications, quality standards and project requirements.
4. Ensure timely delivery and equitable distribution of materials to the 60 selected communities across Bo, Pujehun and Kailahun Districts.
5. Ensure timely availability of all required materials and components in line with the approved toilet construction schedule.

3. Specific Objectives

• Provide the required imported construction and sanitation materials for 400 toilets.
• Locally fabricate 800, or the approved required quantity, of toilet seats based on the approved design and Bill of Quantities (BoQ).
• Ensure that all materials and fabricated components are of acceptable quality and fit for purpose.
• Promote the use of local skills, enterprises and fabrication capacity.
• Reduce transportation and logistical challenges through coordinated delivery based on district and community requirements.
• Establish appropriate quality-control procedures for imported and locally fabricated materials.
• Maintain complete and accurate documentation covering procurement, fabrication, quality assurance, delivery and distribution.

4. Scope of Work

4.1 Supply of Imported Building Materials

• Supply approved imported building materials and sanitation hardware in accordance with the approved BoQ and technical specifications.
• Ensure all materials conform to specifications provided by RADA-SL.
• Provide manufacturer/supplier documentation and product information where applicable.
• Conduct appropriate quality checks before dispatch.
• Package materials appropriately to prevent damage during transportation and handling.
• Transport materials to designated project locations or agreed delivery points.
• Provide delivery notes, waybills and other relevant supporting documentation.
• Replace defective, damaged or non-conforming materials at no additional cost to the project.

Indicative categories may include, but are not limited to:

• Cement and related construction materials
• Reinforcement materials
• Toilet pans or related sanitation hardware, where applicable
• Pipes and pipe fittings
• Other imported materials identified in the approved BoQ.

Final quantities, specifications and brands/acceptable equivalents will be provided in the procurement schedule and/or BoQ issued by the project.

4.2 Local Fabrication of Toilet Seats

• Fabricate toilet seats according to the approved technical design.
• Use durable, safe and appropriate materials.
• Ensure correct dimensions, finishing and structural strength.
• Produce smooth, hygienic surfaces that are easy to clean and maintain.
• Ensure fabricated units are free from cracks, sharp edges, structural defects and other hazards.
• Conduct quality control throughout fabrication.
• Package and transport fabricated units safely to designated locations.
• Submit a prototype/sample for RADA-SL approval before mass production.

5. Technical Specifications and Quality Standards

All supplied materials and fabricated components shall comply with the technical specifications provided by RADA-SL. Particular attention shall be given to:

• Durability
• Structural strength
• Appropriate dimensions
• User safety
• Hygiene and ease of cleaning
• Resistance to normal environmental conditions
• Suitability for the local context
• Availability of replacement or repair components, where appropriate.

Where applicable, materials shall comply with relevant Sierra Leonean standards and recognised international construction and sanitation standards. No substitution of specified materials, brands or designs shall be made without prior written approval from the project.

6. Geographic Coverage and Target Allocation

The final allocation of toilets and materials by community will be provided by RADA-SL based on the approved implementation plan.

7. Key Deliverables

• Procurement plan and detailed delivery schedule.
• Detailed quotation based on the approved BoQ and technical specifications.
• Samples/prototypes of locally fabricated toilet seats and related components for approval.
• Approved quantities of imported building and sanitation materials.
• Required quantity of fabricated toilet seats/slabs.
• Delivery of materials and fabricated components to designated locations.
• Distribution records showing quantities delivered to each community.
• Signed delivery notes and/or waybills.
• Quality-control and inspection reports.
• Final completion report documenting procurement, fabrication, delivery and distribution.

8. Quality Assurance, Inspection and Acceptance

RADA-SL will establish and implement a quality-control process to ensure that supplied materials and fabricated products meet approved specifications. RADA-SL reserves the right to:

• Inspect materials before dispatch.
• Inspect materials upon delivery.
• Reject materials that do not meet specifications.
• Inspect fabrication workshops and production processes.
• Inspect and approve prototypes before mass production.
• Conduct random quality checks on fabricated toilet seats/slabs.
• Require replacement of defective, damaged or substandard materials/components.

Payment for rejected materials or components shall not be considered complete until acceptable replacements have been delivered and verified.

9. Procurement, Logistics and Delivery Requirements

• Demonstrate capacity to source required materials within the agreed timeframe.
• Maintain adequate stock or reliable supply arrangements to avoid delays.
• Transport materials and fabricated components safely and securely.
• Deliver to Bo, Pujehun and Kailahun Districts and designated communities/delivery points as instructed.
• Coordinate delivery schedules with the RADA-SL project team.
• Provide accurate and complete documentation for every delivery.
• Deliver according to the agreed schedule to prevent disruption to toilet construction activities.

10. Responsibilities of RADA-SL / Project

• Provide approved technical specifications and BoQ.
• Provide the distribution plan and designated delivery locations.
• Review and approve samples/prototypes before mass production.
• Facilitate coordination with district and community structures where necessary.
• Inspect delivered materials and fabricated components.
• Verify quantities and quality against approved specifications.
• Approve satisfactory deliverables for payment.
• Monitor compliance with the ToR and contractual requirements.

11. Responsibilities of the Supplier/Fabricator

• Deliver all materials and fabricated components in accordance with approved specifications and quantities.
• Maintain appropriate quality standards throughout procurement and fabrication.
• Meet agreed delivery and production deadlines.
• Provide competent personnel and adequate technical capacity.
• Ensure safe handling, packaging and transportation.
• Maintain accurate procurement, fabrication and delivery records.
• Immediately report anticipated delays, supply constraints or other risks affecting delivery.
• Replace defective or non-conforming materials/components at no additional cost, where applicable.
• Comply with all applicable laws and regulations of Sierra Leone.

12. Duration and Schedule

The assignment is expected to run for approximately 1 months, commencing from the date of contract signing or issuance of the purchase order. A detailed production, procurement and delivery schedule shall be agreed with the successful supplier/fabricator and incorporated into the contract.

13. Minimum Qualifications and Experience

• Valid registration/licence to operate in Sierra Leone.
• Proven experience in the supply of construction and/or sanitation materials.
• Proven experience in fabrication of concrete, metal, plastic or other sanitation components, where applicable.
• Demonstrated capacity to handle medium- to large-volume orders.
• Adequate technical, human and logistical resources.
• Experience working with NGOs, government institutions or donor-funded projects is an advantage.
• Demonstrated capacity to deliver to rural communities and difficult-to-access locations.
• Evidence of successful completion of similar assignments.

14. Required Bid Submission Documents

• Company/business profile.
• Valid business registration documents.
• Relevant licences and certifications.
• Evidence of previous similar assignments.
• At least two references from previous clients.
• Technical proposal/methodology describing the proposed approach.
• Detailed financial quotation.
• Proposed procurement, fabrication and delivery schedule.
• Product/material specifications, catalogues or brochures, where applicable.
• Warranty and quality-assurance information, where applicable.
• Contact details of an authorised representative.

15. Evaluation Criteria

Bids may be evaluated using a combination of technical and financial criteria. The following indicative weighting is proposed:

RADA-SL reserves the right to verify references and conduct physical inspections of suppliers’ premises and/or fabrication workshops before contract award.

16. Payment Terms

Payment shall be made against satisfactory delivery, verification and acceptance of agreed outputs, in accordance with the final contract and applicable procurement procedures.

• Indicative: 60% upon contract signing/approved mobilisation, where applicable.
• 20% upon satisfactory delivery/fabrication of agreed quantities.
• 20% upon final verification and acceptance of all materials and deliverables.

The final payment schedule will be agreed with the successful bidder and specified in the contract.

17. Ethical, Safeguarding and Compliance Requirements

The successful supplier/fabricator shall comply with all applicable RADA-SL/German Doctors requirements, including:

• Code of Conduct
• Anti-fraud and anti-corruption requirements
• Safeguarding requirements
• Child protection requirements
• Prevention of Sexual Exploitation and Abuse (PSEA) requirements
• Occupational health and safety requirements
• Environmental and social safeguards.

Any attempt to influence the procurement process through bribery, gifts, commissions or other improper means may result in disqualification, contract termination and/or other appropriate action.

18. Environmental Considerations

The supplier/fabricator should minimise environmental impacts associated with procurement, transportation and fabrication. Where feasible, preference should be given to:

• Durable materials with a long service life.
• Appropriate locally available materials.
• Responsible waste management.
• Reduced and appropriate packaging.
• Safe disposal and/or recycling of fabrication waste.
• Environmentally responsible transportation practices.

19. Reporting Requirements

The supplier/fabricator shall provide periodic progress updates as requested by RADA-SL and submit a final report summarising:

• Quantities procured and/or fabricated.
• Quantities delivered.
• Locations and communities served.
• Delivery dates.
• Quality-control measures undertaken.
• Challenges encountered.
• Corrective actions taken.
• Outstanding issues, if any.

20. Confidentiality

All information, documents, designs, specifications, beneficiary/community information and project-related materials obtained during the assignment shall be treated as confidential and shall not be disclosed to third parties without prior written authorisation from RADA-SL.

21. Right to Reject, Clarify or Amend

RADA-SL reserves the right to:

• Accept or reject any quotation/proposal.
• Reject individual items that fail to meet approved specifications.
• Request clarification from bidders.
• Cancel or amend the procurement process where necessary and in accordance with applicable procedures.
• Negotiate with the preferred bidder where permitted by applicable procurement procedures.

22. Expected Outcome

At completion of the assignment, RADA-SL should have received, inspected and accepted the required imported building materials and locally fabricated toilet seats/components necessary to support the construction and/or completion of 400 functional toilets in 60 target communities across Bo, Pujehun and Kailahun Districts.

The intervention is ultimately expected to contribute to improved access to safe sanitation, increased community sanitation coverage, improved dignity, reduced open defecation and reduced exposure to sanitation-related health risks.

• Proposed Procurement Notice Title

 (RFQ/RFP) for the supply of imported building materials and the local fabrication of toilet seats/components for 400 household/community latrines across 60 communities in Bo, Pujehun and Kailahun Districts, Sierra Leone.

Please address all applications to:

 John Lebbie

Admin Finance Officer

RADA-SL

O79 – 470 400

Email: jaamjlebbie@yahoo.com

CLOSING DATE OF ALL APPLICATIONS:

Friday, 18th September, 2026