TENDER NOTICE: Request for Quotation for the supply of 5KVA Generator
Job Description
REQUEST FOR QUOTATION (RFQ) SL5591 For Supply of two 5KVA Generators – INSTRUCTIONS TO BIDDERS
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
1
2
Instructions
(this page)
RFQ Form
Annex A –
What to Do
Read first. Explains how to complete your quotation and what documents to attach.
The main quotation form. CRS has pre–filled the requirements. You complete the price schedule, delivery terms, and sign.
Complete ONLY if you are a sole trader with no employees. If you employ staff, submit your NASSIT Certificate instead.
3
NASSIT Self- Declaration
Annex B –
GST Non-
4
Registration
Complete ONLY if you are not required by law to register for GST. If you are GST- registered, submit your GST Certificate instead.
Declaration
HOW TO COMPLETE YOUR QUOTATION–STEP BY STEP
#
Action
Step Read the RFQ
1
Form
Check if you
Step
2
can meet the requirements
Step Fill in the Price
3 Schedule
Complete
Step Delivery and
4 Commercial
Terms
Step Sign and 5 Stamp
Step Gather your
documents
6
Details
Go to the “RFQ Form” sheet. Read Section 1 (what CRS is buying, deadline, delivery requirement) and Section 5 (specifications). Make sure you understand what is being requested before you start pricing.
Review Section 2 (Mandatory Requirements) and Section 3 (Minimum Technical Requirements). If you cannot meet ALL of them, do not submit–your quotation will be rejected. Pay special attention to the delivery deadline.
Go to Section 6. Enter your UNIT PRICE for every item. The Total Price calculates automatically (Qty x Unit Price). All prices must be in NLE and INCLUSIVE of all applicable taxes. Do not leave any item blank–write N/A if you cannot supply a specific item.
Go to Section 7. Write how many working days you need to deliver after receiving the Purchase Order. Confirm whether you can meet the mandatory delivery deadline. State your warranty.
Go to Section 8. Fill in your company details, sign the declaration, and apply your company stamp. Unsigned or unstamped quotations may be rejected.
See the checklist below for which documents to attach. Missing documents may disqualify your quotation.
DOCUMENTS TO ATTACH USE THIS CHECKLIST
Tick each document as you attach it. Submit everything together.
Document
Who Needs to Submit This?
Notes
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Completed
ALL bidders
RFQ Form
(signed +
stamped)
Valid Business
O
Registration
ALL bidders
Section 8 must be
signed
Must be current/not expired
Certificate
Valid Tax
Clearance
ALL bidders
Certificate
(NRA)
Valid City/
Local Council
ALL bidders
Business
Licence
Most recent from NRA
Issued by local council
ᄆ
Valid NASSIT
Certificate
OR: Annex A
Bidders who employ staff
NASSIT Self–Sole traders with NO employees only
Declaration
Valid GST Registration Certificate
OR: Annex B
GST Non-
Registration Declaration
Bidders required to register for GST
Bidders NOT required to register for GST
WHICH ANNEX DO I NEED? – QUICK GUIDE
NASSIT (Annex A)
You employ ANY staff? (permanent, temporary, casual, contract)
You are a sole trader who works alone with zero employees?
Not sure?
If you have ANI
employees
(normanont
Complete the Annex A sheet, sign it, print and attach
If your annual turnover is above the GST threshold
Complete the Annex
B sheet, sign it, print and attach. Put 0 in cell 175 of “RFQ
→ Submit your NASSIT Certificate. Do NOT use Annex A.
Complete and sign Annex A. Attach it instead of a NASSIT Certificate.
If in doubt, register with NASSIT and submit the certificate. It is safer.
GST (Annex B)
You are registered for GST?
Your annual turnover is BELOW the GST threshold?
The goods/services you supply are GST–exempt?
Not sure if you need to register?
Submit your GST Registration Certificate. Do NOT use Annex B.
Complete and sign Annex B.
Complete and sign Annex B. Tick the relevant reason on the form.
→ Check with the National Revenue Authority (NRA). If in doubt, register for GST.
A KEY REMINDERS BEFORE YOU SUBMIT
SBJ
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X Deadline is firm
Sign and
X stamp
everything
X
Price every item
Meet the
X delivery
deadline
✔Keep a copy
✓
Ask questions early
WHERE TO SUBMIT
Your quotation must arrive BEFORE the date and time in Section 1 of the RFQ Form. Late quotations will not be accepted, regardless of the reason.
The RFQ Form AND any Annex you submit must be signed and stamped. Unsigned documents automatic rejection.
Do not leave any line item blank in the Price Schedule. Incomplete pricing or partial quotation = rejection.
You must confirm you can deliver within the number of working days stated in the RFQ. If you cannot, do not submit.
Make a copy of your complete submission (quotation + all documents) for your own records.
If anything is unclear, contact the person listed in Section 1 of the RFQ Form BEFORE the deadline. Do not guess.
By Email:
By Hand:
Questions:
—
Subject: “Quotation for the Supply of Generaotor- RFQ SL5591- – [Your Company Name]”
CRS Sierra Leone, 6 Jagiko Drive Hill Station, Freetown, Freetown – Attention: Procurement Unit
See the contact information in Section 1 of the RFQ Form
Thank you for your interest. CRS Sierra Leone is committed to a fair, transparent, and competitive procurement
process.
SBJ
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CRS
faith. action
CATHOLIC RELIEF SERVICES results
REQUEST FOR QUOTATION (RFQ) SL5591 Supply of two 5KVA Generators CRS Sierra Leone | Least Cost Selection (LCS) Method
SECTION 1: RFQ INFORMATION
Solicitation Reference No.:
Date of Issue:
Description of Goods / Services: Project/Funding Source: Budget Code (POET):
Deadline for Submission:
Submission Method:
Quotation Validity:
Currency:
Evaluation Method:
Type of Contract:
Required Delivery:
Contact for Clarifications:
SL5591
9–Jun–26
Supply of two 5KVA Generators
500037
15th June 2026 @ [2PM]
sl.bids@crs.org OR CRS, 6 Jagiko Drive Hill Station, Freetown
90 days
Nle (New Leone)
Least Cost Selection – lowest responsive price wins
Purchase Order / Fixed Terms Contract
Maximum of [5] working days from PO- MANDATORY
SECTION 2: STAGE 1 – MANDATORY / ADMINISTRATIVE REQUIREMENTS (Pass/Fail)
Your quotation MUST meet ALL of the following mandatory requirements. Failure to meet any one of these will result in your quotation being considered NON–RESPONSIVE and excluded from evaluation, regardless of price.
#
Mandatory Requirement
1 Quotation received before the deadline (date AND time) stated in Section 1
2
Valid Business Registration Certificate attached
3
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:
– NRA tax payment receipt for the current period;
– Stamped bank slip evidencing payment into an NRA account; and
– Application letter for Tax Clearance renewal stamped “Received” by NRA.
A valid Tax Clearance Certificate shall be provided prior to contract award.
4
A valid City or Local Council Business Licence issued by any recognized local council in Sierra Leone.
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.
5
- Valid NASSIT Certificate where the bidder employs staff OR
- A signed NASSIT Self–Declaration (Annex A) confirming the absence of employees for individual sole traders with no employees.
8BJ
Vendor (Y/N)
CRS Use
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6
- Valid GST Certificate where the bidder is required by law to be registered for GST OR
- A signed GST Non–Registration Declaration (Annex B) confirming that the bidder taxable turnover is
below the statutory threshold or that their supplies are GST–exempt. (For bidders not required to register for GST)
7
Complete pricing for ALL items – no missing line items
8 Quotation signed and stamped by authorized representative
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)
Vendors who passed Stage 1 (Section 2) must ALSO meet ALL minimums technical requirements below. Fail ANY = eliminated before price comparison. These are NOT scored – just meet or don’t meet.
#
Minimum Technical Requirement
Meet / Does Not Meet
Evidence Required from Vendor
1
2
DELIVERY: Vendor confirms delivery within a maximum of [5] working days from PO. 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
to store and deliver the goods within the required delivery timeline.
Yes No
Committee will verify this information in Section 7 – Proposed Delivery
Tick one box, as applicable
3 Picture Sample of All Items Quotaed
RESULT: Only vendors who meet ALL minimums above proceed to Stage 3 (Financial Comparison).
SECTION 4: KEY TERMS AND CONDITIONS
Payment:
Tax:
Delivery:
100% upon satisfactory delivery and acceptance of goods/services. Payment by bank transfer within 30 days of receipt of valid invoice.
Prices INCLUSIVE of all taxes.
Within mandatory [5] days of PO. At vendor’s cost. Late delivery may result in PO cancellation. Vendor must notify CRS at least 24 hours before delivery. Partial deliveries are not accepted unless pre- approved in writing.
Inspection & Acceptance:
Warranty:
Cancellation:
Confidentiality:
Language:
Datasheet or certificate of origin
CRS inspects upon delivery. Items not meeting the specifications or found to be damaged, defective, or of inferior quality will be rejected; replacement within 2 days at no cost.
Vendor must state the warranty period (if applicable) for all goods. Minimum warranty: manufacturer’s standard warranty.
CRS reserves the right to cancel this RFQ, reject all quotations, or accept any quotation other than the lowest, without obligation to provide reasons.
This RFQ and all related information is confidential. Vendors must not disclose to any third party.
All documentation must be submitted in English.
Provide Certificate of Origin
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CRS completes this section with the detailed descriptions of what is being purchased. . For equipment: specify technical requirements (capacity, dimensions, warranty, spare parts). For goods: model, size, material, color, or other technical specifications. For services: scope and deliverables.
Description of Requirements: Please take note of the Specifications and Items are to be deliver at Kalagba CHC and Jembe CHC so when sending in your quotation please include Delivery and Installation fee.
SECTION 6: STAGE 3 – QUOTATION SCHEDULE (To Be Completed by Vendor)
Enter UNIT PRICE per item. Total = Qty x Unit Price. Do NOT leave blank–write N/A if cannot supply. Financial evaluation shall be based on the total price payable by CRS.
#
Item Description
1
2
Specifications
Total
Unit Qty
Unit Price (NLE)
Brand /
Price (NLE)
Remarks
8 KVA Generator
Prime/Max Power: 5.0 kVA (Max), Engine Type: 4- Stroke: Air–Cooled Diesel Engine, Rated Voltage: 220V–240V, Frequency: 50 Hz / 60 Hz, Rated Current: 20.8 A (at 240V), Phase: Single–Phase, Starting System: Recoil (Manual) and Keyed Electric Start, Fuel Tank Capacity: 12 to 15 Litres, Fuel Consumption: 1.0 to 1.5 Litres/Hour (depending on load), Engine Speed: 3000 RPM / 3600 RPM, Dry Weight: 120 kg to 200 kg (varies by open–frame or silent canopy), Noise Level: 72 dB to 75 dB (Silent Cabin variants). Preferable HONDA or YAMAHA Generator. Including Delivery and Installation fee.
Each
2
SUBTOTAL Discount (–) GST
15%
SECTION 7: DELIVERY AND COMMERCIAL TERMS (Vendor Completes)
CRITICAL: Your proposed delivery timeline MUST meet the mandatory requirement in Section 3, Requirement # 1. Non–compliant delivery timelines will result in disqualification.
Proposed Delivery Timeline:
Meet required [5] day deadline? (Y/N):
Delivery Location Confirmed?:
Warranty Period:
[5] working days after receipt of Purchase Order
Kalagba CHC and Jembe CHC
12 Months
100% upon delivery, check or bank transfer
Payment Terms Accepted? (Y/N):
Any Conditions or Exceptions:
SECTION 8: VENDOR DECLARATION AND SIGNATURE
I/We hereby submit this quotation in accordance with the terms and conditions set out in this RFQ. I/We confirm that: (a) the prices quoted are valid for 90 days; (b) all mandatory requirements in Section 2 and Section 5 are met; (c) all required documents are attached; (d) we can deliver within the mandatory timeline; and (e) 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:
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SBJ
Email:
A 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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faith.
CRS CRS action.
CATHOLIC RELIEF SERVICES results.
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
SL5591
