UNIVERSITY OF MANAGEMENT AND TECHNOLOGY (UNIMTECH)
Procurement of Equipment for the Establishment of Entrepreneurship Academy
(Procurement and supply of Equipment for the SLEEK Project Entrepreneurship Academy)
Procurement Number: SLEEK/EU-101179506
Date of First Issued: 23RD June 2026
Contents
Section I. Instructions to Bidders…………………………………………………………………………4
Section VII. Technical Specifications…………………………………………………………………..5
Section II. Bid Data Sheet…………………………………………………………………………………26
Section III. Evaluation and Qualification Criteria………………………………………………..28
Section IV. General Conditions of Contract…………………………………………………………35
Section V. Special Conditions of Contract…………………………………………………………..47
Section VI. Schedule of Requirements………………………………………………………………52
Section VIII. Sample Forms…………………………………………………………………………54–73
Invitation for Bids
Procurement Number UNIMTECH-SLEEK- / EU-101179506
Date of First Issue 23RD June 2026]
The University of Management and Technology UNIMTECH – under the Sierra Leone Education in Entrepreneurial Pedagogy and skills –SLEEK project] has received funds from SLEEK-Project/EU-CO FUNDED partners for the Establishment of Entrepreneurship Academy. Total amount of Four Hundred and Forty-Four Thousand Four Hundred and sixty-Five and Eighty Cents (444,468.00 SLL) for the procurement and supply of equipment for SLEEK Project Academy] and now invites sealed bids from eligible bidders for the supply of:
Technical Specifications
GOODS SPECIFICATION AND LINKS
| Equipment approved in the proposal | List of equipment requested by University of Sierra Leone (USL) based on an analysis of the institution’s needs | Specification | Quantity | Link |
| Digital whiteboard | Digital whiteboard | standard white board | 1 | Standard manual whiteboard |
| Projector screens | Projector screens | Standard Projectors | 2 | https://www.amazon.com/-/en/epson-EB-E01-XGA-projector-white/dp/B08LDLM2N2 |
| Samsung TV (42 inches) | 1 | http://www.amazon.com/LG-upScaling | ||
| Audio systems (microphones, speakers) | Audio systems (microphones, speakers) | Microphones | 1 | https://www.amazon.com/phenyx-pro-microphone-adjustment |
| Amplifiers (6 channels) | 1 | http://www.amazon.com/upgrading-2018-wireless-blutheet | ||
| 12 inches Speakers | 1 | https://www.amazon.com/mackie-212poweredloudspeakersheavyduty | ||
| Video conferencing equipment | Video conferencing equipment | Video conference equipment & accessories | 1 | https://www.amazon.com/tongvbo-conference-conferencing-speakerphone-collaboration |
| Webcams | 4 | Amazon Best Sellers: Best Webcams | ||
| 6 Desktop computers for faculty/trainers | 4 Desktop computers for faculty/trainers | 8GB RAM 1TB SSD / HDD 3.0GHz Processor Desktop Computers-corei5 | 1 | What is a Computer Server? Definition and Types | Servermall Blog |
| Computers for Entrepreneurship Academy training (HP -Desktop) | 4 | https://www.amazon.com/dell-optiplex-7040-processor-bluetooth/dp/Bof67RLYjL/ref | ||
| 2 Laptop computers with presentation software | 4 Laptop computers with presentation software | Lap top Computers with 13 presentation software | 4 | https://www/amazon.com/apple-macbook-15-3-10core-early/dp/Bofb |
| Printer/Scanner | Printer/Scanner | Multi-purpose Epson printer | 1 | https://www.amazon.com/tripp-lite |
| Hp -6000 /10000/16000 | 1 | https://www.amazon.com/tripp-lite-hp-600 | ||
| 2 UPS (uninterrupted power supply for the computers and screens) | 2 UPS (uninterrupted power supply for the computers and screens) | Ups (uninterupted power supply for the computers and Screen) | 2 | https://a.co/d/05 |
| High-speed internet connection | High-speed internet connection | High Speed Internet router & accessories | 1 | https://Starlink.com/sl/business |
| Good quality camera / video with video-editing software and recording equipment (tripod, microphones) | Good quality camera / video with video-editing software and recording equipment (tripod, microphones) | Tripod | 1 | https://www.amazon.com/friction-spreader-compatible-manfrotto-Tp37/dp/BOD6k |
| Advance professonioner digital Cameras (Medium) | 1 | https://www.amazon.com/movo-wmx-2-Duo-wireless-lavalier-microphone/dp/BoBBF2xc | ||
| Microphone for cameras | 1 | https://www.amazon.com/movo-wMX-2-Duo-wireless-lavalier-microphone/dp/BoBBF2xc | ||
| Camera | 1 | https://cannon-fullframe | ||
| Entrepreneurship textbooks and reference materials | Entrepreneurship textbooks and reference materials | Digital resources (E-Books Materials) | 1 | https://www.amazon.com/s?k=entrepreneurship+books&strpbooks-int- |
Bidding is open to all suppliers who can demonstrate the ability to supply, partial quotation will be rejected.
Interested bidders may obtain further information and inspect the bidding document at the address below between [insert hours open for inspection]. Bidding documents may be purchased upon payment of a non-refundable fee of [insert le 500
Account name University of management and Technology
Account number….540110030000493
BBAN= 010401100300004957
Bids must be delivered to the address below on or before 15th July 2026 at 1.pm
All bids must be accompanied by:
A valid Business registration certificate
Bid Security of Le24,000 from the above account;
A valid tax clearance certificate;
A valid NASSIT clearance certificate;
A signed Integrity Pact
[Evidence of Similar supplies]
NPPA registration Certificate
City Council registration certificate
Bids will be publicly opened on July 15th July 2026 at 1pm, in the presence of the bidders’ designated representatives and anyone who chooses to attend, at the address below. Late bids will be rejected and returned unopened to bidders.
113 Hospital Road Kissy Dock Yard
Freetown;
P. O. Box number; CT6
Contact name, and/or Title; Anthony U Khanu
Safiatu Mansaray
Osman Kemoh Sesay
Peter Umaru Kamara
Room number; UNIMTECH European Hall
Telephone 078555831 Email anthony.khanu@unimtech.edu.sl
Telephone: 077608072 Email:Safiatu.mansaray@unimtech.edu.sl
Telephone:078-680390 Email: kemo.sesay@unimtech.edu.sl
Telephone: 078-843725 Email: peter.kamara@unimtech.edu.sl
Section I. Instructions to Bidders
Table of Clauses
A. Introduction ,…………………………………………………………………………………6
1. Source of Funds ………………………………………………………………………………….. 6
2. Eligible Bidders ……………………………………………………………………….6
3. Eligible Goods and Services ………………………………………………………………….6
4. Cost of Bidding …………………………………………………………………………6
B. The Bidding Documents …………………………………………………………………………….6
5. Content of Bidding Documents ……………………………………………………………..6
C. Preparation of Bids ……………………………………………………………………………………..7
6. Language of Bid …………………………………………………………………………………..7
7. Documents Constituting the Bid …………………………………………………7
8. Bid Form ……………………………………………………………………………………………7
9. Bid Prices …………………………………………………………………………………………8
10. Bid Currency ……………………………………………………………………………………….9
11. Documents Establishing Bidder’s Eligibility and Qualification ……………………9
12. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents …………………………………………………………………………………………………….9
13. Bid Security …………………………………………………………………………………10
14. Period of Validity of Bids ……………………………………………………………..11
15. Format and Signing of Bid…………………………………………………………………..11
D. Submission of Bids …………………………………………………………………………………..12
16. Sealing and Marking of Bids ……………………………………………………………12
17. Deadline for Submission of Bids ………………………………………………………….12
18. Late Bids ………………………………………………………………………………………….12
19. Withdrawal of Bids ……………………………………………………………………………12
E. Opening and Evaluation of Bids …………………………………………………………………13
20. Opening of Bids by the Purchaser …………………………………………………………13
21. Clarification of Bids …………………………………………………………………………..13
22. Preliminary Examination ……………………………………………………………………13
23. Evaluation and Comparison of Bids ………………………………………………………14
24. Contacting the Purchaser ……………………………………………………………15
F. Award of Contract ………………………………………………………………………………….15
25. Post-qualification ……………………………………………………………………………..15
26. Award Criteria …………………………………………………………………………………15
27. Purchaser’s Right to Vary Quantities at Time of Award ……………………………..15
28. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids …………….15
29. Notification of Award ………………………………………………………………………..16
30. Signing of Contract …………………………………………………………………………….16
31. Performance Security …………………………………………………………………………16
Instructions to Bidders
A. Introduction
1. Source of Funds
1.1 The Purchaser named in the Bid Data Sheet has an approved budget from Government funds towards the cost of the procurement specified in the Bid Data Sheet, and intends to apply a portion of the funding to eligible payments under a contract for which this Invitation for Bids is issued.
2. Eligible Bidders
2.1 This Invitation for Bids is open to all suppliers from eligible source countries except as provided hereinafter.
2.2 Bidders shall not be under a declaration of suspension for corrupt and fraudulent practices as issued by the Government in accordance with ITB Clause 32.1.
3. Eligible Goods and Services
3.1 All goods and related services to be supplied under the contract shall have their origin in eligible source coun tries.
3.2 For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially recognised product results that is substantially different in basic characteristics or in purpose or utility from its components.
3.3 The origin of goods and services is distinct from the nationality of the Bidder.
4. Cost of Bidding
4.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Purchaser named in the Bid Data Sheet, hereinafter referred to as “the Purchaser,” will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
B. The Bidding Documents
5. Content of Bidding Documents
5.1 The goods required, bidding procedures, and contract terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents include:
(a) Instructions to Bidders (ITB)
(b) Bid Data Sheet
(c) Evaluation and Qualification Criteria
(d) General Conditions of Contract (GCC)
(e) Special Conditions of Contract (SCC)
(f) Schedule of Requirements
(g) Technical Specifications
(h) Bid Form and Price Schedules
(i) Bid Security Form
(j) Contract Form
(k) Performance Security Form
(l) Bank Guarantee Form for Advance Payment
(m) Manufacturer’s Authorisation Form
(n) Eligibility and Qualification Form
(o) Integrity Pact Form
(p) Declaration of Conflict of Interest Form
5.2 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to provide all information required by the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in the rejection of its bid.
C. Preparation of Bids
6. Language of Bid
6.1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Purchaser shall be written in English. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages into English, in which case, for purposes of interpretation of the Bid, the translation shall govern.
7. Documents Constituting the Bid
7.1 The bid prepared by the Bidder shall comprise the following components:
(a) A Bid Form and a Price Schedule completed in accordance with ITB Clauses 8, 9, and 10;
(b) Documentary evidence established in accordance with ITB Clause 11 that the Bidder is eligible to bid and is qualified to perform the contract if its bid is accepted;
(c) documentary evidence established in accordance with ITB Clause 12 that the goods and ancillary services to be supplied by the Bidder are eligible goods and services and conform to the bidding documents; and
(d) bid security furnished in accordance with ITB Clause 13.
8. Bid Form
8.1 The Bidder shall complete, sign and stamp the Bid Form and the appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, their country of origin, quantity, and prices.
9. Bid Prices
9.1 The Bidder shall indicate on the appropriate Price Schedule the unit prices (where applicable) and total bid price of the goods it proposes to supply under the contract.
9.2 Prices indicated on the Price Schedule shall be entered separately in the following manner:
(a) For goods offered from within the Republic of Sierra Leone:
(i) The price of the goods quoted EXW (ex-works, ex-factory, ex warehouse, ex showroom, or off-the-shelf, as applicable), including all customs duties and sales and other taxes already paid or payable:
(A) On the components and raw material used in the manufacture or assembly of goods quoted ex works or ex-factory; or
(B) On the previously imported goods of foreign origin quoted ex warehouse, ex showroom, or off-the-shelf.
(ii) the price for inland transportation, insurance and other costs incidental to delivery of the goods to their final destination, if specified on the Bid Data Sheet.
(b) For goods offered from abroad:
(i) The price of the goods shall be quoted CIF named port of destination, or CIP border point, or CIP named place of destination in the Republic of Sierra Leone, as specified in the Bid Data Sheet. In quoting the price, the Bidder shall be free to use transportation through carriers registered in any eligible countries. Similarly, the Bidder may obtain insurance services from any eligible source country.
(ii) the price for inland transportation, insurance and other costs incidental to delivery of the goods from the port of entry to their final destination, if specified on the Bid Data Sheet.
9.3 The terms EXW, CIF, CIP, etc., shall be governed by the rules prescribed in the current edition of Incoterms published by the International Chamber of Commerce, Paris.
9.4 The Bidder’s separation of price components in accordance with ITB Clause 9.2 above will be solely for the purpose of facilitating the comparison of bids by the Purchaser and will not in any way limit the Purchaser’s right to contract on any of the terms offered.
9.5 Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the contract and not subject to variation on any account, unless otherwise specified in the Bid Data Sheet.
9.6 If bids are invited for individual contracts (lots) or for any combination of contracts (packages), bidders wishing to offer any price reduction for the award of more than one Contract, shall specify in its bid the price reductions applicable to each package, or alternatively, to individual Contracts within the package.
10. Bid Currency
10.1 All prices shall be quoted in Leones (SLL).
11. Documents Establishing Bidder’s Eligibility and Qualification
11.1 Pursuant to ITB Clause 7, the Bidder shall furnish, as part of its bid, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the contract if its bid is accepted.
11.2 The documentary evidence of the Bidder’s eligibility to bid shall establish to the Purchaser’s satisfaction that the Bidder, at the time of submission of its bid, is from an eligible country as defined under ITB Clause 2.
11.3 The documentary evidence of the Bidder’s qualifications to perform the contract if its bid is accepted shall establish to the Purchaser’s satisfaction:
(a) that, in the case of a Bidder offering to supply goods under the contract which the Bidder did not manufacture or otherwise produce, the Bidder has been duly authorised by the goods’ Manufacturer or producer to supply the goods in the Republic of Sierra Leone;
(b) that the Bidder has the financial, technical, and production capability necessary to perform the contract;
(c) that, in the case of a Bidder not doing business within the Republic of Sierra Leone, the Bidder is or will be (if awarded the contract) represented by an Agent in the Republic of Sierra Leone equipped and able to carry out the Supplier’s maintenance, repair, and spare parts stocking obligations prescribed in the Conditions of Contract and/or Technical Specifications; and
(d) that the Bidder meets the qualification criteria listed in the Bid Data Sheet.
12. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents
12.1 Pursuant to ITB Clause 7, the Bidder shall furnish, as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods and services that the Bidder proposes to supply under the contract.
12.2 The documentary evidence of the eligibility of the goods and services shall consist of a statement in the Price Schedule of the country of origin of the goods and services offered which shall be confirmed by a certificate of origin issued at the time of shipment.
12.3 The documentary evidence of conformity of the goods and services to the bidding documents may be in the form of literature, drawings, and data, and shall consist of:
(a) a detailed description of the essential technical and performance characteristics of the goods;
(b) a list giving full particulars, including available sources and current prices of spare parts, special tools, etc., necessary for the proper and continuing functioning of the goods for a period to be specified in the Bid Data Sheet, following commencement of the use of the goods by the Purchaser; and
(c) an item-by-item commentary on the Purchaser’s Technical Specifications demonstrating substantial responsiveness of the goods and services to those specifications, or a statement of deviations and exceptions to the provisions of the Technical Specifications.
12.4 For purposes of the commentary to be furnished pursuant to ITB Clause 12.3(c) above, the Bidder shall note that standards for workmanship, material, and equipment, as well as references to brand names or catalogue numbers designated by the Purchaser in its Technical Specifications, are intended to be descriptive only and not restrictive. The Bidder may substitute alternative standards, brand names, and/or catalogue numbers in its bid, provided that it demonstrates to the Purchaser’s satisfaction that the substitutions ensure substantial equivalence to those designated in the Technical Specifications.
13. Bid Security
13.1 Pursuant to ITB Clause 7, the Bidder shall furnish, as part of its bid, a bid security in the amount specified in the Bid Data Sheet.
13.2 The bid security is required to protect the Purchaser against the risk of Bidder’s conduct that would warrant the security’s forfeiture, pursuant to ITB Clause 13.7.
13.3 The bid security shall be denominated in Leones, and shall be in one of the following forms:
(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the Republic of Sierra Leone or abroad, in the form provided in the bidding documents or another form acceptable to the Purchaser and valid for thirty (30) days beyond the validity of the bid; or
(b) A cashier’s or certified cheque.
13.4 Any bid not secured in accordance with ITB Clauses 13.1 and 13.3 will be rejected by the Purchaser as non-responsive, pursuant to ITB Clause 22.
13.5 Unsuccessful bidders’ bid securities will be discharged or returned as promptly as possible but not later than thirty (30) days after the expiration of the period of bid validity prescribed by the Purchaser pursuant to ITB Clause 14.
13.6 The successful Bidder’s bid security will be discharged upon the Bidder signing the contract, pursuant to ITB Clause 30, and furnishing the performance security, pursuant to ITB Clause 31.
13.7 The bid security may be forfeited:
(a) if a Bidder:
(i) Withdraws its bid during the period of bid validity specified by the Bidder on the Bid Form, or
(ii) Does not accept the correction of errors pursuant to ITB Clause 22.2; or
(b) in the case of a successful Bidder, if the Bidder fails:
(i) to sign the contract in accordance with ITB Clause 30; or
(ii) to furnish performance security in accordance with ITB Clause 31.
14. Period of Validity of Bids
14.1 Bids shall remain valid for the period specified in the Bid Data Sheet after the date of bid submission prescribed by the Purchaser, pursuant to ITB Clause 17. A bid valid for a shorter period shall be rejected by the Purchaser as non-responsive.
14.2 In exceptional circumstances, the Purchaser may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The bid security provided under ITB Clause 13 shall also be suitably extended. A Bidder may refuse the request without forfeiting its bid security. A Bidder granting the request will not be required nor permitted to modify its bid.
14.3 In the case of fixed price contracts, if the award is delayed by a period exceeding sixty (60) days beyond the expiry of the initial bid validity, the contract price may be increased by a factor specified in the request for extension.
15. Format and Signing of Bid
15.1 The Bidder shall prepare an original and the number of copies of the bid indicated in the Bid Data Sheet, clearly marking each “ORIGINAL BID” and “COPY OF BID,” as appropriate. In the event of any discrepancy between them, the original shall govern.
15.2 The original and the copies of the bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the contract. All pages of the bid, except for amended printed literature, shall be initialled by the person or persons signing the bid.
15.3 Any interlineations, erasures, or overwriting shall be valid only if they are initialled by the person or persons signing the bid.
15.4 The Bidder shall furnish information as described in the Form of Bid on commissions or gratuities, if any, paid or to be paid to agents relating to this Bid, and to contract execution if the Bidder is awarded the contract.
D. Submission of Bids
16. Sealing and Marking of Bids
16.1 The Bidder shall seal the original and each copy of the bid, in separate envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be enclosed in an outer envelope and sealed.
16.2 The inner and outer envelopes shall:
(a) be addressed to the Purchaser at the address given in the Bid Data Sheet; and
(b) bear the Project name indicated in the Bid Data Sheet, the Invitation for Bids (IFB) title and Procurement Number indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN BEFORE,” to be completed with the time and the date specified in the Bid Data Sheet, pursuant to ITB Clause 20.1.
16.3 The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared “late.”
16.4 If the outer envelope is not sealed and marked as required by ITB Clause 16.2, the Purchaser will assume no responsibility for the bid’s misplacement or premature opening.
17. Deadline for Submission of Bids
17.1 Bids must be received at the address specified under ITB Clause 16.2 (a) by the time and date specified in the Bid Data Sheet.
18. Late Bids
18.1 Any bid received by the Purchaser after the deadline for submission of bids prescribed by the Purchaser pursuant to ITB Clause 17 will be rejected and returned unopened to the Bidder.
19. Withdrawal of Bids
19.1 The Bidder may withdraw its bid after the bid’s submission, provided that written notice is received by the Purchaser prior to the deadline prescribed for submission of bids.
19.2 The Bidder’s withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of ITB Clause 16 but in addition the envelopes shall be clearly marked “WITHDRAWAL”. A withdrawal notice may also be sent by fax or Email, but followed by a signed confirmation copy, postmarked not later than the deadline for submission of bids.
19.3 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the Bidder on the Bid Form. Withdrawal of a bid during this interval may result in the Bidder’s forfeiture of its bid security, pursuant to ITB Clause 13.7.
E. Opening and Evaluation of Bids
20. Opening of Bids by the Purchaser
20.1 The Purchaser will open all bids in the presence of bidders’ representatives who choose to attend, at the time, on the date, and at the place specified in the Bid Data Sheet. The bidders’ representatives who are present shall sign a register evidencing their attendance.
20.2 The bidders’ names, withdrawals, bid prices, discounts, and the presence or absence of the requisite bid security and such other details as the Purchaser, at its discretion, may consider appropriate, will be announced at the opening. No bid shall be rejected at bid opening, except for late bids, which shall be returned unopened to the Bidder pursuant to ITB Clause 18.
20.3 Bids that are not opened and read out at bid opening shall not be considered further for evaluation, irrespective of the circumstances.
20.4 The Purchaser will prepare minutes of the bid opening.
21. Clarification of Bids
21.1 During evaluation of the bids, the Purchaser may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted.
22. Preliminary Examination
22.1 The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order.
22.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected, unless there is an obvious discrepancy in placement of the decimal point. If there is a discrepancy between words and figures, the amount in words will prevail. If the Bidder does not accept the correction of the errors, its bid will be rejected, and its bid security may be forfeited.
22.3 The Purchaser may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder.
22.4 Prior to the detailed evaluation, pursuant to ITB Clause 23, the Purchaser will determine the substantial responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially responsive bid is one that conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from, or objections or reservations to critical provisions, such as those concerning Bid Security (ITB Clause 13), Applicable Law (GCC Clause 31), and Taxes and Duties (GCC Clause 33), will be deemed to be a material deviation. The Purchaser’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.
22.5 If a bid is not substantially responsive, it will be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the nonconformity.
23. Evaluation and Comparison of Bids
23.1 The Purchaser will evaluate and compare the bids that have been determined to be substantially responsive, pursuant to ITB Clause 22.
23.2 The Purchaser’s evaluation of a bid will exclude and not take into account:
(a) in the case of goods manufactured in the Republic of Sierra Leone or goods of foreign origin already located in the Republic of Sierra Leone, sales and other similar taxes, which will be payable on the goods if a contract is awarded to the Bidder;
(b) in the case of goods of foreign origin offered from abroad, customs duties and other similar import taxes which will be payable on the goods if the contract is awarded to the Bidder; and
23.3 Price comparison shall be between the EXW price of the goods offered from within the Republic of Sierra Leone, such price to include all costs, as well as duties and taxes paid or payable on components and raw material incorporated or to be incorporated in the goods, and the CIF named port of destination (or CIP border point, or CIP named place of destination) price of the goods offered from outside the Republic of Sierra Leone.
23.4 When bids are invited for individual lots and award of multiple contracts to individual bidders is permitted, the methodology of evaluation and the application of any conditional discounts to determine the award of contracts shall be specified in the Bid Data Sheet.
24. Contacting the Purchaser
24.1 From the time of bid opening to the time of contract award, if any bidder wishes to contact the Purchaser on any matter related to the bid, it should do so in writing.
24.2 Any effort by a Bidder to influence the Purchaser in its decisions on bid evaluation, bid comparison, or contract award may result in the rejection of the Bidder’s bid.
F. Award of Contract
25. Post-qualification
25.1 In the absence of pre-qualification, the Purchaser will determine to its satisfaction whether the Bidder that is selected as having submitted the lowest priced responsive bid is qualified to perform the contract satisfactorily, in accordance with the criteria listed in ITB Clause 11.3.
25.2 The determination will take into account the Bidder’s financial, technical, and production capabilities. It will be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, pursuant to ITB Clause 11.3, as well as such other information as the Purchaser deems necessary and appropriate.
25.3 An affirmative determination will be a prerequisite for award of the contract to the Bidder. A negative determination will result in rejection of the Bidder’s bid, in which event the Purchaser will proceed to the next lowest priced bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily.
26. Award Criteria
26.1 Subject to ITB Clause 28, the Purchaser will award the contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined to be the lowest priced bid, provided further that the Bidder is determined to be qualified to perform the contract satisfactorily.
27. Purchaser’s Right to Vary Quantities at Time of Award
27.1 The Purchaser reserves the right at the time of contract award to increase or decrease, by the percentage indicated in the Bid Data Sheet, the quantity of goods and services originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions.
28. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids
28.1 The Purchaser reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to the affected Bidder or bidders.
29. Notification of Award
29.1 Prior to the expiration of the period of bid validity, the Purchaser will notify the successful Bidder in writing by registered letter that its bid has been accepted.
29.2 The notification of award will constitute the formation of the Contract.
29.3 Upon the successful Bidder’s furnishing of the performance security pursuant to ITB Clause 31, the Purchaser will promptly notify the name of the winning Bidder to each unsuccessful Bidder and will discharge its bid security, pursuant to ITB Clause 13.
29.4 If, after notification of award, a Bidder wishes to ascertain the grounds on which its bid was not selected, it should address its request to the Purchaser. The Purchaser will promptly respond in writing to the unsuccessful Bidder.
30. Signing of Contract
30.1 At the same time as the Purchaser notifies the successful Bidder that its bid has been accepted, the Purchaser will send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the parties.
30.2 Within fourteen (14) days of receipt of the Contract Form, the successful Bidder shall sign and date the contract and return it to the Purchaser.
31. Performance Security
31.1 Within fourteen (14) days of the receipt of notification of award from the Purchaser, the successful Bidder shall furnish the performance security in accordance with the Conditions of Contract, in the Performance Security Form provided in the bidding documents, or in another form acceptable to the Purchaser.
31.2 Failure of the successful Bidder to comply with the requirement of ITB Clause 30.2 or ITB Clause 31.1 shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event the Purchaser may make the award to the next lowest price Bidder or call for new bids.
32. Fraud and Corruption
32.1 The Government requires that Purchasers, as well as Bidders/ Suppliers/Contractors, observe the highest standard of ethics during the procurement and execution of such contracts. In pursuance of this policy the Government:
(a) Defines, for the purposes of this provision, the terms set forth below as follows:
(I) “corrupt practice” means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and
(ii) “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract;
(iii) “Collusive practices” means a scheme or arrangement between two or more bidders with or without the knowledge of the Purchaser, designed to establish prices at artificial, non-competitive levels;
(iv) “Coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of a contract.
(b) Will reject a recommendation for award of contract if it determines that the Bidder has engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract;
(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Government financed contract if it at any time determines that the firm has engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a Government financed contract.
(d) Notwithstanding the generality of the provisions of this Standard Bidding Document, the authority may refer any such malfeasance to the ACC for further investigation.
32.2 Furthermore, Bidders shall be aware of the provision stated in Clause 24.1 of the General Conditions of Contract
Section II. Bid Data Sheet
The following specific data for the goods to be procured shall complement, supplement, or amend the provisions in the Instructions to Bidders (ITB). Whenever there is a conflict, the provisions herein shall prevail over those in ITB.
