200 Buses Bid Document

Republic of Sierra Leone
Standard Bidding Document
Procurement of Goods
MINISTRY OF TRANSPORT AND AVIATION
SUPPLY OF TWO HUNDRED (200) CITY & INTER-CITY BUSES, MOBILE

WORKSHOPS, TOW-TRUCKS AND SPARE PARTS FOR SIERRA LEONES’S
NATIONAL PUBLIC TRANSPORTATION SYSTEM
Procurement Number: MTA/PMV/ICB/03/2020
Date of First Publication: 24th. AUGUST, 2020
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Index of Contents 2
Index of Contents
Section I. Instructions to Bidders..............................................................................................5

Section II. Bid Data Sheet........................................................................................................28
Section III. Evaluation and Qualification Criteria....................................................................31
Section IV. General Conditions of Contract............................................................................38
Section V. Special Conditions of Contract...............................................................................48
Section VI. Schedule of Requirements....................................................................................52
Section VII. Technical Specifications.......................................................................................53
Section VIII. Sample Forms......................................................................................................56
Rev 2019 ver.1

Section I. Instructions to Bidders
Invitation for Bids

MINISTRY OF TRANSPORT AND AVIATION
SUPPLY OF TWO HUNDRED (200) CITY & INTER-CITY BUSES AND SPARE PARTS
FOR THE NATIONAL PUBLIC TRANSPORTATION SYSTEM
Procurement Number: MTA/PMV/ICB/03/2020
Date of First Publication: 24th August, 2020.
The Ministry of Transport and Aviation (MTA) is in the process of revamping the national
public transportation system by providing city & inert-city buses, tow-trucks, mobile
workshops and spare parts to the country’s public transportation sector. The buses shall be
utilised for the fleet renewal business plan of the SLRTC. The buses shall be deployed to run
inter-city and international routes including Bo, Kenema, Makeni, Koidu, Monrovia and
Conakry.
The (MTA) is desirous to seek the services of suitable companies to supply these buses and
ancillary equipment on a pre-financing basis to the Government of Sierra Leone using
International Competitive Bidding (ICB) procedures.
Bidding is open to all suppliers/manufacturers who can demonstrate the financial capacity
with experience to supply the required fleet on a pre-finance basis to the Government of
Sierra Leone.
Interested bidders may obtain further information at the address below between the hours of
10:00A.M and 4:00P.M from Monday to Friday. The Bidding document may be purchased
upon payment of a non – refundable fee of One Million Leones (Le. 1,000, 000). Payment
for the bidding document must be made to the account below and the Bank slip presented to
the Accounts Unit of the Ministry of Transport and Aviation for issuance of the bidding
document by the Procurement Unit.
Bank of Sierra Leone, Siaka Stevens Street, Freetown, Sierra Leone
Imprest Account for Ministry of Transport and Aviation
Account No: 0112005047
BBAN No: 00025104 0500000001 011200504784 0269484
Bids must be delivered to the address below on or before Monday 14 th September, 2020
at 12:00 noon. All bids must be accompanied by:
 A bid security of not less than Three Hundred and Eighty-Six Thousand
United States Dollars (U.S.$ 386,000) or Three Billion, Seven Hundred and
Seventy-Four Million Leones (S.L.L 3,774,000,000) from a reputable banking
institution . (Bid securities issued by foreign banking institutions must be
registered and certified by the Bank of Sierra Leone).
 A pre-financing proposal with evidence of financial capability which should
match a minimum of the bidders bid price
 Signed Bid Form, Price Schedule and Schedule of Requirement
 A valid tax certificate from the National Revenue Authority (for local
bidders )
 A Business Registration Certificate
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 A Business Profile of the Supplier

 A NASSIT Clearance Certificate (for local bidders )
 Evidence of Experience in Similar Services/Supplies (financing or supply of
vehicles and spares)
 A Manufacturer Authorization or evidence of dealership for the buses to be
supplied
 A Municipal Council Business Certificate(for local bidders )
 Brochure/Photos of the exact vehicles the bidder intends to supply under
the agreement
 A signed Integrity Pact between the bidder and the Ministry; [see
attached]
Bids will be publicly opened on Monday 14 th September, 2020 at 12:00 noon at the
Conference Room of the Ministry of Transport and Aviation 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.
The Conference Room ..............................

Ministry of Transport and Aviation
7th. Floor
Youyi Building ..............................
Brookfields
Freetown
Table of Clauses
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A. Introduction..........................................................................................................................7
1. Source of Funds..................................................................................................................7
2. Eligible Bidders...................................................................................................................7
3. Eligible Goods and Services................................................................................................7
4. Cost of Bidding...................................................................................................................7
B. The Bidding Documents........................................................................................................8
5. Content of Bidding Documents..........................................................................................8
6. Clarification of Bidding Documents....................................................................................8
7. Amendment of Bidding Documents...................................................................................9
C. Preparation of Bids................................................................................................................9
8. Language of Bid..................................................................................................................9
9. Documents Constituting the Bid......................................................................................10
10. Bid Form.........................................................................................................................10
11. Bid Prices........................................................................................................................10
12. Bid Currencies................................................................................................................12
13. Documents Establishing Bidder’s Eligibility and Qualification.......................................12
14. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents...13
15. Bid Security.....................................................................................................................14
16. Period of Validity of Bids................................................................................................15
17. Format and Signing of Bid..............................................................................................16
D. Submission of Bids..............................................................................................................16
18. Sealing and Marking of Bids........................................................................................16
19. Deadline for Submission of Bids..................................................................................17
20. Late Bids......................................................................................................................17
21. Modification and Withdrawal of Bids.........................................................................17
E. Opening and Evaluation of Bids..........................................................................................18
22. Opening of Bids by the Purchaser...............................................................................18
23. Clarification of Bids......................................................................................................18
24. Preliminary Examination.............................................................................................18
25. Conversion to Single Currency....................................................................................19
26. Evaluation and Comparison of Bids.............................................................................20
27. Domestic Preference......................................................................................................24
28. Contacting the Purchaser...............................................................................................24
F. Award of Contract...............................................................................................................24
29. Post-qualification.........................................................................................................24
30. Award Criteria.............................................................................................................25
31. Purchaser’s Right to Vary at Time of Award...............................................................25
32. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids.............................26
33. Notification of Award..................................................................................................26
34. Signing of Contract......................................................................................................26
35. Performance Security..................................................................................................26
36. Fraud and Corruption..................................................................................................27
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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 should not be associated, or have been associated in the past,
directly or indirectly, with a firm or any of its affiliates which have been engaged by
the Purchaser to provide consulting services for the preparation of the design,
specifications, and other documents to be used for the procurement of the goods to
be purchased under this Invitation for Bids.
2.3 Bidders shall not be under a declaration of suspension for corrupt and
fraudulent practices as issued by the Government in accordance with ITB Clause
36.1.
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 countries.
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.
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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 & 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 submission of 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.
6. Clarification of Bidding Documents

6.1 A prospective Bidder requiring any clarification of the bidding documents
may notify the Purchaser in writing at the Purchaser’s address indicated in the Bid
Data Sheet. The Purchaser will respond in writing to any request for clarification of
the bidding documents that it receives no later than twenty-one (21) days prior to
the deadline for the submission of bids prescribed in ITB Clause 19.1. Written copies
of the Purchaser’s response (including an explanation of the query but without
identifying the source of inquiry) will be sent to all prospective bidders that have
received the bidding documents.
7. Amendment of Bidding Documents

7.1 At any time prior to the deadline for submission of bids, the Purchaser, for any
reason, whether at its own initiative or in response to a clarification requested by a
prospective Bidder, may modify the bidding documents by amendment.
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7.2 All prospective bidders that have received the bidding documents will be
notified of the amendment in writing and the amendment will be binding on them.
7.3 To allow prospective bidders reasonable time in which to take the

amendment into account in preparing their bids, the Purchaser, at its discretion, may
extend the deadline for the submission of bids.
C. Preparation of Bids
8. Language of Bid
8.1 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 the
language specified in the Bid Data Sheet. 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 to the language
specified in the Bid Data Sheet, in which case, for purposes of interpretation of the
Bid, the translation shall govern.
9. Documents Constituting the Bid

9.1 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 10, 11, and 12;
(b) documentary evidence established in accordance with ITB Clause 13

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 14

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 15.
10. Bid Form

10.1 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.
10.2 Unless otherwise indicated in the Bid Data Sheet, alternative bids shall not be
considered.
11. Bid Prices

11.1 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.
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11.2 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) any Republic of Sierra Leone sales and other taxes which will
be payable on the goods if the contract is awarded.
(iii) the price for inland transportation, insurance, and other local
costs incidental to delivery of the goods to their final destination, if
specified in the Bid Data Sheet.
(iv) the price of other (incidental) services, if any, listed in 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 of the goods quoted FOB port of shipment (or FCA, as
the case may be), if specified in the Bid Data Sheet.
(iii) the price of goods quoted CFR port of destination (or CPT as
the case may be), if specified in the Bid Data Sheet.
(iv) the price for inland transportation, insurance, and other local
costs incidental to delivery of the goods from the port of entry to their
final destination, if specified in the Bid Data Sheet.
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(v) the price of other (incidental) services, if any, listed in the Bid
Data Sheet.
11.3 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.
11.4 The Bidder’s separation of price components in accordance with ITB Clause 11.2
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.
11.5 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. A bid submitted with an adjustable price quotation will be
treated as non-responsive and will be rejected, pursuant to ITB Clause 24. If,
however, in accordance with the Bid Data Sheet, prices quoted by the Bidder shall be
subject to adjustment during the performance of the contract, a bid submitted with
a fixed price quotation will not be rejected, but the price adjustment would be
treated as zero.
11.6 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 their bid the price reductions applicable to
each package, or alternatively, to individual Contracts within the package.
12. Bid Currencies

12.1 Prices shall be quoted in the following currencies:
(a) For goods and services that the Bidder will supply from within the
Republic of Sierra Leone, the prices shall be quoted in Leones, unless
otherwise specified in the Bid Data Sheet.
(b) For goods and services that the Bidder will supply from outside the
Republic of Sierra Leone, the prices shall be quoted in any currency freely
convertible within the Republic of Sierra Leone. If the Bidder wishes to be
paid in a combination of amounts in different currencies, it may quote its
price accordingly but use no more than three foreign currencies.
13. Documents Establishing Bidder’s Eligibility and Qualification

13.1 Pursuant to ITB Clause 9, 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.
13.2 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.
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13.3 The documentary evidence of the Bidder’s qualifications to perform the

contract if its bid is accepted shall establish to the Purchaser’s satisfaction:
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(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.
14. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents

14.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, documents
establishing the eligibility and conformity to the bidding documents of all goods and
services which the Bidder proposes to supply under the contract.
14.2 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.
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14.3 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.
14.4 For purposes of the commentary to be furnished pursuant to ITB Clause 14.3(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.
15. Bid Security

15.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, a bid
security in the amount specified in the Bid Data Sheet.
15.2 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 15.7.
15.3 The bid security shall be denominated in the currency of the bid or in another
freely convertible currency, 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.
15.4 Any bid not secured in accordance with ITB Clauses 15.1 and 15.3 will be
rejected by the Purchaser as non-responsive, pursuant to ITB Clause 24.
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15.5 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 16.
15.6 The successful Bidder’s bid security will be discharged upon the Bidder signing
the contract, pursuant to ITB Clause 34, and furnishing the performance security,
pursuant to ITB Clause 35.
15.7 The bid security may be forfeited if a Bidder
(a) withdraws its bid during the period of bid validity specified by the
Bidder on the Bid Form, or
(b) does not accept the correction of errors pursuant to ITB Clause 24.2;
or in the case of a successful Bidder, if the successful Bidder fails:
(c) to sign the contract in accordance with ITB Clause 34; or
(d) to furnish performance security in accordance with ITB Clause 35.
16. Period of Validity of Bids

16.1 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 19. A bid
valid for a shorter period shall be rejected by the Purchaser as non-responsive.
16.2 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 15 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, except as provided in ITB Clause 16.3.
16.3 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.
17. Format and Signing of Bid

17.1 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.
17.2 The original and the copy or 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 unamended
printed literature, shall be initialled by the person or persons signing the bid.
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17.3 Any interlineations, erasures, or overwriting shall be valid only if they are
initialled by the person or persons signing the bid.
17.4 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
18. Sealing and Marking of Bids

18.1 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.
18.2 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 22.1.
18.3 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.”
18.4 If the outer envelope is not sealed and marked as required by ITB Clause
18.2, the Purchaser will assume no responsibility for the bid’s misplacement or
premature opening
19. Deadline for Submission of Bids

19.1 Bids must be received at the address specified under ITB Clause 18.2 (a) by
the time and date specified in the Bid Data Sheet.
19.2 The Purchaser may, at its discretion, extend this deadline for the submission of
bids by amending the bidding documents in accordance with ITB Clause 7, in which
case all rights and obligations of the Purchaser and bidders previously subject to the
deadline will thereafter be subject to the deadline as extended.
20. Late Bids

20.1 Any bid received by the Purchaser after the deadline for submission of bids
prescribed by the Purchaser pursuant to ITB Clause 19 will be rejected and returned
unopened to the Bidder.
21. Modification and Withdrawal of Bids
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21.1 The Bidder may modify or withdraw its bid after the bid’s submission,
provided that written notice of the modification, including substitution or
withdrawal of the bids, is received by the Purchaser prior to the deadline prescribed
for submission of bids.
21.2 The Bidder’s modification or withdrawal notice shall be prepared, sealed,

marked, and dispatched in accordance with the provisions of ITB Clause 18 but in
addition the envelopes shall be clearly marked “WITHDRAWAL”, “MODIFICATION” or
“REPLACEMENT BID”. 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.
21.3 No bid may be modified after the deadline for submission of bids.
21.4 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 15.7.
E. Opening and Evaluation of Bids
22. Opening of Bids by the Purchaser

22.1 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.
22.2 The bidders’ names, bid modifications or withdrawals, bid prices, discounts, and
the presence or absence of 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 20.
22.3 Bids (and modifications sent pursuant to ITB Clause 21.2) that are not opened
and read out at bid opening shall not be considered further for evaluation,
irrespective of the circumstances.
22.4 The Purchaser will prepare minutes of the bid opening.
23. Clarification of Bids

23.1 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.
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24. Preliminary Examination

24.1 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.
24.2 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.
24.3 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.
24.4 Prior to the detailed evaluation, pursuant to ITB Clause 26, 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 15), 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.
24.5 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.
25. Conversion to Single Currency

25.1 To facilitate evaluation and comparison, the Purchaser will convert all bid
prices expressed in the amounts in various currencies in which the bid prices are
payable to either:
(a) Leones at the selling exchange rate established for similar

transactions by the Central Bank of Sierra Leone or a commercial bank in the
Republic of Sierra Leone;
or
(b) a currency widely used in international trade, such as U.S. dollars, at
the selling rate of exchange published in the international press for the
amount payable in foreign currency; and at the selling exchange rate
established for similar transactions by the Central Bank of Sierra Leone for
the amount payable in Leones.
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25.2 The currency selected for converting bid prices to a common base for the
purpose of evaluation, along with the source and date of the exchange rate, are
specified in the Bid Data Sheet.
26. Evaluation and Comparison of Bids

26.1 The Purchaser will evaluate and compare the bids that have been determined
to be substantially responsive, pursuant to ITB Clause 24.
26.2 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
(c) any allowance for price adjustment during the period of execution of
the contract, if provided in the bid.
26.3 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.
26.4 The Purchaser’s evaluation of a bid will take into account, in addition to the
bid price quoted in accordance with ITB Clause 11.2, one or more of the following
factors as specified in the Bid Data Sheet, and quantified in ITB Clause 26.5:
(a) cost of inland transportation, insurance, and other costs within the
Republic of Sierra Leone incidental to delivery of the goods to their final
destination.
(b) delivery schedule offered in the bid;
(c) deviations in payment schedule from that specified in the Special

Conditions of Contract;
(d) the cost of components, mandatory spare parts, and service;
(e) the availability in the Republic of Sierra Leone of spare parts and
after-sales services for the equipment offered in the bid;
19
(f) the projected operating and maintenance costs during the life of the
equipment;
(g) the performance and productivity of the equipment offered; and/or
(h) other specific criteria indicated in the Bid Data Sheet and/or in the
Technical Specifications.
26.5 For factors retained in the Bid Data Sheet pursuant to ITB 26.4, one or more
of the following quantification methods will be applied, as detailed in the Bid Data
Sheet:
(a) Inland transportation from EXW/port of entry/border point,

insurance, and incidentals.
Inland transportation, insurance, and other incidental costs for delivery of the
goods from EXW/port of entry/border point to Project Site named in the Bid
Data Sheet will be computed for each bid by the Purchaser on the basis of
published tariffs by the rail or road transport agencies, insurance companies,
and/or other appropriate sources. To facilitate such computation, the bidder
shall furnish in its bid the estimated dimensions and shipping weight and the
approximate EXW/CIF (or CIP border point) value of each package. The
above cost will be added by the Purchaser to EXW/CIF/CIP border point price.
(b) Delivery schedule.
(i) The Purchaser requires that the goods under the Invitation for
Bids shall be delivered (shipped) at the time specified in the Schedule
of Requirements. The estimated time of arrival of the goods at the
Project Site will be calculated for each bid after allowing for
reasonable international and inland transportation time. Treating the
bid resulting in the earliest time of arrival as the base, a delivery
“adjustment” will be calculated for other bids by applying a
percentage, specified in the Bid Data Sheet, of the EXW/CIF/CIP price
for each week of delay beyond the base, and this will be added to the
bid price for evaluation. No credit shall be given to early delivery.
or
(ii) The goods covered under this invitation are required to be
delivered (shipped) within an acceptable range of weeks specified in
the Schedule of Requirement. No credit will be given to earlier
deliveries, and bids offering delivery beyond this range will be treated
as non-responsive. Within this acceptable range, an adjustment per
week, as specified in the Bid Data Sheet, will be added for evaluation
to the bid price of bids offering deliveries later than the earliest
delivery period specified in the Schedule of Requirements.
or
20
(iii) The goods covered under this invitation are required to be

delivered (shipped) in partial shipments, as specified in the Schedule
of Requirements. Bids offering deliveries earlier or later than the
specified deliveries will be adjusted in the evaluation by adding to the
bid price a factor equal to a percentage, specified in the Bid Data
Sheet, of EXW/CIF/CIP price per week of variation from the specified
delivery schedule.
(c) Deviation in payment schedule.
(i) Bidders shall state their bid price for the payment schedule
outlined in the SCC. Bids will be evaluated on the basis of this base
price. Bidders are, however, permitted to state an alternative
payment schedule and indicate the reduction in bid price they wish to
offer for such alternative payment schedule. The Purchaser may
consider the alternative payment schedule offered by the selected
Bidder.
or
The SCC stipulate the payment schedule offered by the Purchaser. If a
bid deviates from the schedule and if such deviation is considered
acceptable to the Purchaser, the bid will be evaluated by calculating
interest earned for any earlier payments involved in the terms
outlined in the bid as compared with those stipulated in this
invitation, at the rate per annum specified in the Bid Data Sheet.
(d) Cost of spare parts.
(i) The list of items and quantities of major assemblies,

components, and selected spare parts, likely to be required during the
initial period of operation specified in the Bid Data Sheet, is annexed
to the Technical Specifications. The total cost of these items, at the
unit prices quoted in each bid, will be added to the bid price.
or
(ii) The Purchaser will draw up a list of high-usage and high-value
items of components and spare parts, along with estimated quantities
of usage in the initial period of operation specified in the Bid Data
Sheet. The total cost of these items and quantities will be computed
from spare parts unit prices submitted by the Bidder and added to the
bid price.
or
(iii) The Purchaser will estimate the cost of spare parts usage in
the initial period of operation specified in the Bid Data Sheet, based
on information furnished by each Bidder, as well as on past
experience of the Purchaser or other purchasers in similar situations.
Such costs shall be added to the bid price for evaluation.
21
(e) Spare parts and after sales service facilities in the Republic of Sierra
Leone.
The cost to the Purchaser of establishing the minimum service facilities and
parts inventories, as outlined in the Bid Data Sheet or elsewhere in the
bidding documents, if quoted separately, shall be added to the bid price.
(f) Operating and maintenance costs.
Since the operating and maintenance costs of the goods under procurement
form a major part of the life cycle cost of the equipment, these costs will be
evaluated in accordance with the criteria specified in the Bid Data Sheet or in
the Technical Specifications.
(g) Performance and productivity of the equipment.
(i) Bidders shall state the guaranteed performance or efficiency in

response to the Technical Specification. For each drop in the
performance or efficiency below the norm of 100, an adjustment for
an amount specified in the Bid Data Sheet will be added to the bid
price, representing the capitalised cost of additional operating costs
over the life of the plant, using the methodology specified in the Bid
Data Sheet or in the Technical Specifications.
or
(ii) Goods offered shall have a minimum productivity specified
under the relevant provision in the Technical Specifications to be
considered responsive. Evaluation shall be based on the cost per unit
of the actual productivity of goods offered in the bid, and adjustment
will be added to the bid price using the methodology specified in the
Bid Data Sheet or in the Technical Specifications.
(h) Specific additional criteria
Other specific additional criteria to be considered in the evaluation and the

evaluation method shall be detailed in the Bid Data Sheet and/or the
Technical Specifications.
26.6 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.
27. Domestic Preference

27.1 If the Bid Data Sheet so specifies, the Purchaser will grant a margin of
preference to goods manufactured in the Republic of Sierra Leone for the purpose of
bid comparison, in accordance with the procedures specified in the Bid Data Sheet.
22
28. Contacting the Purchaser

28.1 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.
28.2 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
29. Post-qualification
29.1 In the absence of pre-qualification, the Purchaser will determine to its
satisfaction whether the Bidder that is selected as having submitted the best-
evaluated responsive bid is qualified to perform the contract satisfactorily, in
accordance with the criteria listed in ITB Clause 13.3.
29.2 The determination will take into account the Bidder’s financial, and technical
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 13.3, as
well as such other information as the Purchaser deems necessary and appropriate.
29.3 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 best-evaluated bid to make a
similar determination of that Bidder’s capabilities to perform satisfactorily.
30. Award Criteria

30.1 Subject to ITB Clause 32, 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 best-evaluated bid, provided further that the Bidder is
determined to be qualified to perform the contract satisfactorily.
31. Purchaser’s Right to Vary at Time of Award

31.1 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 amount of goods
originally specified in the Schedule of Requirements without any change in unit price
or other terms and conditions.
32. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids
32.1 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.
33. Notification of Award

33.1 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.
23
33.2 The notification of award will constitute the formation of the Contract.
33.3 Upon the successful Bidder’s furnishing of the performance security pursuant
to ITB Clause 35, 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
15.
33.4 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.
34. Signing of Contract

34.1 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.
34.2 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
35. Performance Security

35.1 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, using the Performance Security Form
provided in the bidding documents, or in another form acceptable to the Purchaser.
35.2 Failure of the successful Bidder to comply with the requirement of ITB Clause
34.2 or ITB Clause 35.1 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 best-evaluated Bidder or call for new bids.
36. Fraud and Corruption

36.1 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 any thing 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;
24
(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.
36.2 Furthermore, Bidders shall be aware of the provision stated in Clause 24.1 of
the GCC.
25
Section II. Bid Data Sheet 26
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.
Introduction
ITB Clause 1.1 The Ministry of Transport and Aviation is desirous to seek the
services of a company to provide the goods and services required
on a pre-financing arrangement
Purchaser’s address, telephone, and facsimile numbers: 7th. Floor,
Youyi Building, Brookfield’s , Freetown, Sierra Leone
ITB Clause 1.1 Procurement Number: MTA/PMV/ICB/03/2020
ITB Clause 1.1 Procurement Title: Procurement of Two Hundred (200) Buses
ITB Clause 6.1 Clarification of Bid is required no later than One (1) week prior to
the deadline for submission of bids
Purchaser’s address, telephone, and facsimile numbers: 7 th. Floor,
Youyi Building, Brookfield’s , Freetown, Sierra Leone , +232-76-656-
159
ITB Clause 8.1 The Language of the Bid is English.
26
Bid Price and Currency

ITB Clause 9.1 (a) In addition to the document required , the bidder shall submit a
pre-financing proposal with evidence of financial capability
(availability of resources or credit facility which should match up
the bidders bid price) to guarantee contract execution
ITB Clause 11.2 (b) The price of the goods shall be quoted on Cost Insurance & Freight
(CIF) terms, Queen Elizabeth II Quay.
ITB Clause 11.2 (b) A separate price to facilitate inland transportation and other local
(iv) costs incidental to delivery of the goods to the final destination is
required
27
Preparation and Submission of Bids

ITB Clause 13.3 (d) The required documentary evidence to be submitted by the bidder
to confirm eligibility to bid are as follows: a bid security , a pre-
financing proposal, a signed bid form, price schedule and schedule
of requirement, a valid tax clearance certificate , a business
registration certificate, a business profile of the bidder, a NASSIT
clearance certificate, evidence of experience in similar services, a
manufacturer’s authorisation or dealership for the vehicles to be
supplied and a brochure of the exact vehicle the bidder intend to
supply under the agreement
ITB Clause 14.3 (b) Spare parts are required to be available for five (5) of year of
operation. ( See list of required spares )
ITB Clause 15.1 The amount of Bid Security shall be not less than U.S.$ 386,000 or
Le. 3,774,000,000
ITB Clause 16.1 The period of bid validity shall be 120 days from the date of
deadline for submission of bids.
ITB Clause 17.1 In addition to the original of the bid, the number of copies required
is four (4)
ITB Clause 18.2 (a) The address for submission of bids is:
The Conference Room
7th. Floor, Youyi Building
Brookfields, Freetown.
ITB Clause 19.1 Deadline for submission of bids is 12:00 hours on Monday, 14th
September, 2020.
ITB Clause 22.1 The opening of bids shall take place at 12:15 hours on Monday 14th
September, 2020 at the Conference Room, Ministry of Transport
and Aviation, 7th Floor, Youyi Building, Brookfield, Freetown.
Bid Evaluation
ITB Clause 25.2 The common currency for evaluation purposes is Leones and all
bids in other currencies will be converted to Leones at the selling
exchange rate quoted by the Central Bank of Sierra Leone on the
date of the deadline for submission of bids.
28
ITB Clause 26.4 (h) In addition to the factors indicated the following will be taken into
account in determining the best-evaluated bid:
a) Soundness of the pre-financing proposal, and
b) A determination that the bidder can perform the contract
satisfactorily
ITB Clause 26.5 (b) The purchaser requires that the goods under the Invitation for Bids
shall be delivered at the time specified in the Schedule of
Requirements
ITB Clause 26.5 (c) The Special Conditions of Contract stipulate the payment schedule
offered by the Purchaser
ITB Clause 26.5 (d) The list of spares and equipment as annexed is attached detailing
the items to be supplied with the buses. The total cost of the items
at the unit prices will be added to the total bid price.
ITB Clause 29 Post Qualifications shall be carried out to determine whether the
lowest evaluated responsive bidder is qualified to perform the
contract effectively as follows:
i. A confirmation of the bidders experience in similar
supplies
ii. A determination of the soundness of the bidders
financial proposal to guarantee contract execution
Contract Award
ITB Clause 31.1
The percentage for quantity increase or decrease is fifteen percent
(15%).
29
Section III. Evaluation and Qualification Criteria 30
Section III. Evaluation and Qualification Criteria
This Section contains all the criteria that the Purchaser shall use to evaluate bids and qualify
Bidders. In accordance with ITB 13, no other factors, methods or criteria shall be used. The
Bidder shall provide all the information requested in the forms included in Section VIII,
Sample Forms.
Evaluation Criteria and Methodology
1.1 Correction of Arithmetical Errors (In accordance with ITB 24.2)
(a) Where there are errors between the total of the amounts given under the column for the
price breakdown and the amount given under the Total Price, the former shall prevail and
the latter will be corrected accordingly
(b) 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 in the opinion of the Purchaser there is an obvious misplacement of the
decimal point in the unit price, in which case the total price as quoted shall govern and the
unit price shall be corrected;
(c) If there is an error in a total corresponding to the addition or subtraction of subtotals,

the subtotals shall prevail and the total shall be corrected; and
(d) If there is a discrepancy between words and figures, the amount in words shall prevail,
unless the amount expressed in words is related to an arithmetic error, in which case the
amount in figures shall prevail subject to (a) and (b) above.
1.2 Conversion to a Single Currency (In accordance with ITB 25)

The currency that shall be used for bid evaluation and comparison purposes to convert all
bid prices expressed in various currencies into a single currency is Leones.
The source of exchange rate shall be The Central Bank of Sierra Leone.
The date for the exchange rate shall be: 11th September, 2020
1.3 Discounts (In accordance with ITB 22.2)
The Purchaser will adjust the Bid Price, using the methodology prescribed by the Bidder in
its Letter of Bid, to take account of the Discounts offered by the Bidder in its Letter of Bid, as
read out at the Bid Opening.
1.4 Quantifiable Nonmaterial Nonconformities (In accordance with ITB 24.3)
1.5 Margin of Preference (If permitted, in accordance with ITB 27)

[N/A]
1. Qualification Criteria
30
N.B.: This SBD for Procurement of Services assumes that no Prequalification has taken place
before bidding. However, if a Prequalification process is undertaken, the Qualification
Criteria stipulated in this Section III, Evaluation and Qualification Criteria must be updated to
ensure that the Bidder and any Subcontractors shall meet or continue to meet the Criteria
used at the time of Prequalification.
2 Qualification (Without Prequalification)

2.1 Eligibility (Table)
2.2 Historical Contract Non-Performance (Table)
2.3 Financial Situation (Table)
2.4 Experience (Table)
31
2. Qualification Tables (Without Prequalification)
2.1 Eligibility
Factor Requirement Single Entity Bidder Joint Venture, Consortium or Association Bidder
All Partners Combined Each Partner
2.1.2 Conflict of There must be no conflict of Must meet Existing or intended Must meet requirement
Interest interests (ITB 2.2) requirement JVCA must meet
requirement
2.1.3 Ineligibility Must not have been declared Must meet Existing JVCA must Must meet requirement
ineligible (ITB 2.3 & 36.1) requirement meet requirement
32
2.2 Historical Contract Non-performance

All Partners Each Partner
Combined
2.2.1 History of Non- Non-performance of a Must meet Existing or intended Must meet requirement
performing contracts contract did not occur within requirement JVCA must meet
the last 2 years prior to the requirement
deadline for application
submission, based on all
information on fully settled
disputes or litigation.1
1. A fully settled dispute or litigation is one that has been resolved in accordance with the Dispute Resolution Mechanism under the respective
contract, and where all appeal instances available to the bidder have been exhausted.
2.2.2 Failure to sign Having not signed a contract Must meet Must meet Must meet requirement itself or as
contract and/or failed to provide requirement requirement itself or partner to past or existing JVCA
performance security (ITB as partner to past or
35.2) for 2 years existing JVCA
2.2.3 Pending Litigation All pending litigation shall in Must meet Must meet Must meet requirement itself or as
total not represent more than requirement requirement itself or partner to past or existing JVCA
five percent 5 % of the as partner to past or
Bidder’s net worth and shall existing JVCA
be treated as resolved against
the Bidder.
33
2.3 Financial Situation

All Partners Each Partner
Combined
2.3.1 Submission of audited balance Must meet Not applicable Must meet requirement
Historical sheets [or other financial requirement
Financial statements acceptable to the
Performance Purchaser,] for the last 2 years
to demonstrate the current
soundness of the bidders
financial position and its
prospective long term
profitability.
2.3.2 Average Annual Minimum average annual Must meet Must meet Must meet fifty percent 50 % of
Turnover turnover of Le. 20,000,000,000, requirement requirement the requirement
calculated as total certified
payments received for contracts
in progress or completed, within
the last 3 years
34

2.3.3 Financial The Bidder must demonstrate Must meet requirement Must meet Must meet fifty percent 50 %
Resources access to, or availability of, requirement of the requirement
financial resources such as liquid
assets, unencumbered real
assets, lines of credit, and other
financial means, other than any
contractual advance payments
to meet:
(i) the following cash-flow
requirement:
Le.20,000,000,000
and
(ii) the overall cash flow
requirements for this contract
and its current commitments.
35
2.4 Experience
2.4.1 Experience as Supplier, in at Must meet Must meet Must meet requirement for one
least 3 contracts within the last requirement requirement for all characteristic
5 years, each with a value of at characteristics
least Le. 30,000,000,000 that
have been successfully and
substantially completed and
that are similar to the proposed
Goods and Related Services.
36
Section IV. General Conditions of Contract 37
Section IV. General Conditions of Contract

Table of Clauses
1. Definitions.........................................................................................................................39
2. Application........................................................................................................................39
3. Country of Origin...............................................................................................................39
4. Standards..........................................................................................................................40
5. Use of Contract Documents and Information...................................................................40
6. Not Used............................................................................................................................40
7. Performance Security........................................................................................................40
8. Inspections and Tests........................................................................................................41
9. Not Used............................................................................................................................41
10. Delivery and Documents.................................................................................................41
11. Not used..........................................................................................................................41
12. Not used..........................................................................................................................41
13. Not used..........................................................................................................................41
14. Not used..........................................................................................................................41
15. Not used..........................................................................................................................41
16. Payment..........................................................................................................................41
17. Prices...............................................................................................................................42
18. Change Orders.................................................................................................................42
19. Contract Amendments....................................................................................................43
20. Assignment......................................................................................................................43
21. Subcontracts....................................................................................................................43
22. Delays in the Supplier’s Performance.............................................................................43
23. Liquidated Damages........................................................................................................43
24. Termination for Default..................................................................................................44
25. Force Majeure.................................................................................................................44
26. Termination for Insolvency.............................................................................................45
27. Termination for Convenience.........................................................................................45
28. Settlement of Disputes....................................................................................................45
29. Limitation of Liability.......................................................................................................46
30. Governing Language........................................................................................................46
31. Applicable Law................................................................................................................47
32. Notices.............................................................................................................................47
33. Taxes and Duties.............................................................................................................47
37
General Conditions of Contract
1. Definitions
1.1 In this Contract, the following terms shall be interpreted as indicated:
(a) “The Contract” means the agreement entered into between the Purchaser
and the Supplier, as recorded in the Contract Form signed by the parties, including all
attachments and appendices thereto and all documents incorporated by reference
therein.
(b) “The Contract Price” means the price payable to the Supplier under the
Contract for the full and proper performance of its contractual obligations.
(c) “The Goods” means all of the equipment, machinery, commodities and/or
other materials.
(d) “The Services” means services that are contracted on the basis of
performance of measurable physical outputs (for example, maintenance of equipment
and office machines, surveys, exploratory drilling, aerial photography, catering services
and satellite imagery and similar).
(e) “GCC” means the General Conditions of Contract contained in this section.
(f) “SCC” means the Special Conditions of Contract.
(g) “The Purchaser” means the Procuring Entity purchasing the Services, as
named in the SCC.
(h) “The Purchaser’s country” is the Republic of Sierra Leone.
(i) “The Supplier” means the individual or firm supplying the Services under this
Contract and named in SCC.
(j) “The Project Site,” where applicable, means the place or places named in
SCC.
(k) “Day” means calendar day.
2. Application
2.1 These General Conditions shall apply to the extent that they are not
superseded by provisions of other parts of the Contract.
3. Country of Origin
3.1 Services supplied under the Contract shall have their origin in eligible
countries and territories, as further elaborated in the SCC.
38
4. Standards
4.1 The Services supplied under this Contract shall conform to the standards
mentioned in the Technical Specifications.
5. Use of Contract Documents and Information

5.1 The Supplier shall not, without the Purchaser’s prior written consent, disclose
the Contract, or any provision thereof, or any specification, plan, drawing, pattern,
sample, or information furnished by or on behalf of the Purchaser in connection
therewith, to any person other than a person employed by the Supplier in the
performance of the Contract. Disclosure to any such employed person shall be made
in confidence and shall extend only so far as may be necessary for purposes of such
performance.
5.2 The Supplier shall not, without the Purchaser’s prior written consent, make
use of any document or information enumerated in GCC Clause 5.1 except for
purposes of performing the Contract.
5.3 Any document, other than the Contract itself, enumerated in GCC Clause 5.1
shall remain the property of the Purchaser and shall be returned (all copies) to the
Purchaser on completion of the Supplier’s performance under the Contract if so
required by the Purchaser.
39
6. Not Used
40
7. Performance Security
7.1 Within fourteen (14) days of receipt of the notification of Contract award, the
successful Bidder shall furnish to the Purchaser the performance security in the
amount specified in SCC.
7.2 The proceeds of the performance security shall be payable to the Purchaser
as compensation for any loss resulting from the Supplier’s failure to complete its
obligations under the Contract.
7.3 The performance security shall be denominated in the currency of the

Contract, or in a freely convertible currency acceptable to the Purchaser 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, acceptable
to the Purchaser, in the form provided in the bidding documents or another
form acceptable to the Purchaser; or
(b) a cashier’s or certified cheque.
7.4 The performance security will be discharged by the Purchaser and returned
to the Supplier not later than thirty (30) days following the date of completion of the
Supplier’s performance obligations under the Contract, including any warranty
obligations, unless otherwise specified in SCC.
8. Inspections and Tests

8.1 The Purchaser shall have the right to inspect and/or to test that the Services
supplied are in conformity to the Contract specifications at no extra cost to the
Purchaser.
8.2 Not used
8.3 Should any inspected or tested Services fail to conform to the Specifications,
the Purchaser may require the Supplier make good the Services to meet specification
requirements free of cost to the Purchaser.
8.4 Not used
8.5 Nothing in GCC Clause 8 shall in any way release the Supplier from any
warranty or other obligations under this Contract.
41
9. Not Used
10. Delivery and Documents

10.1 Delivery of the Services shall be made by the Supplier in accordance with the
terms specified in the Schedule of Requirements. The Services shall be deemed
completed upon provision by the Purchaser of a certificate stating that Services under
the terms of the Contract have been completed.
10.2 Not used
10.3 Not used
11. Not used
12. Not used
13. Not used
14. Not used
15. Not used
16. Payment
16.1 The method and conditions of payment to be made to the Supplier under this
Contract shall be specified in SCC.
16.2 The Supplier’s request(s) for payment shall be made to the Purchaser in
writing, accompanied by an invoice describing, as appropriate, the Services performed,
and by documents submitted pursuant to GCC Clause 10, and upon fulfilment of other
obligations stipulated in the Contract.
16.3 Payments shall be made promptly by the Purchaser, but in no case later than
forty five (45) days after submission of an invoice or claim by the Supplier.
16.4 The currency or currencies in which payment is made to the Supplier under
this Contract shall be specified in SCC subject to the following general principle:
payment will be made in the currency or currencies in which the payment has been
requested in the Supplier’s bid.
42
16.5 All payments shall be made in the currency or currencies specified in the SCC
pursuant to GCC 16.4.
17. Prices
17.1 Prices charged by the Supplier for Services performed under the Contract
shall not vary from the prices quoted by the Supplier in its bid, with the exception of
any price adjustments authorised in SCC or in the Purchaser’s request for bid validity
extension, as the case may be.
18. Change Orders

18.1 The Purchaser may at any time, by a written order given to the Supplier
pursuant to GCC Clause 32, make changes within the general scope of the Contract in
any one or more of the following:
(a) the place of delivery; and/or
(b) the Services to be provided by the Supplier.
18.2 If any such change causes an increase or decrease in the cost of, or the time
required for, the Supplier’s performance of any provisions under the Contract, an
equitable adjustment shall be made in the Contract Price or delivery schedule, or both,
and the Contract shall accordingly be amended. Any claims by the Supplier for
adjustment under this clause must be asserted within thirty (30) days from the date of
the Supplier’s receipt of the Purchaser’s change order.
19. Contract Amendments

19.1 Subject to GCC Clause 18, no variation in or modification of the terms of the
Contract shall be made except by written amendment signed by the parties.
20. Assignment
20.1 The Supplier shall not assign, in whole or in part, its obligations to perform
under this Contract, except with the Purchaser’s prior written consent.
21. Subcontracts
21.1 The Supplier shall notify the Purchaser in writing of all subcontracts awarded
under this Contract if not already specified in the bid. Such notification, in the original
bid or later, shall not relieve the Supplier from any liability or obligation under the
Contract.
43
21.2 Subcontracts must comply with the provisions of GCC Clause 3.
22. Delays in the Supplier’s Performance

22.1 Performance of Services shall be made by the Supplier in accordance with the
time schedule prescribed by the Purchaser in the Schedule of Requirements.
22.2 If at any time during performance of the Contract, the Supplier or its
subcontractor(s) should encounter conditions impeding timely performance of
Services, the Supplier shall promptly notify the Purchaser in writing of the fact of the
delay, its likely duration and its cause(s). As soon as practicable after receipt of the
Supplier’s notice, the Purchaser shall evaluate the situation and may at its discretion
extend the Supplier’s time for performance, with or without liquidated damages, in
which case the extension shall be ratified by the parties by amendment of Contract.
22.3 Except as provided under GCC Clause 25, a delay by the Supplier in the
performance of its obligations shall render the Supplier liable to the imposition of
liquidated damages pursuant to GCC Clause 23, unless an extension of time is agreed
upon pursuant to GCC Clause 22.2 without the application of liquidated damages.
23. Liquidated Damages

23.1 Subject to GCC Clause 25, if the Supplier fails to perform the Services within
the period(s) specified in the Contract, the Purchaser shall, without prejudice to its
other remedies under the Contract, deduct from the Contract Price, as liquidated
damages, a sum equivalent to the percentage specified in SCC of the delivered price of
the unperformed Services for each week or part thereof of delay until actual
performance, up to a maximum deduction of the percentage specified in SCC. Once
the maximum is reached, the Purchaser may consider termination of the Contract
pursuant to GCC Clause 24.
24. Termination for Default

24.1 The Purchaser, without prejudice to any other remedy for breach of Contract,
by written notice of default sent to the Supplier, may terminate this Contract in whole
or in part:
(a) if the Supplier fails to perform any or all of the Services within the period(s)
specified in the Contract, or within any extension thereof granted by the
Purchaser pursuant to GCC Clause 22; or
(b) if the Supplier fails to perform any other obligation(s) under the Contract.
(c) if the Supplier, in the judgement of the Purchaser, has engaged in

corrupt, fraudulent, collusive or coercive practices in competing for or in
executing the Contract.
For the purpose of this clause:
44
“corrupt practice” means the offering, receiving, or soliciting, directly or

indirectly, of any thing of value to influence the action of a public official in
the selection process or in contract execution;
“fraudulent practice” means a misrepresentation or omission of facts in
order to influence a selection process or the execution of a contract;
“collusive practices” means a scheme or arrangement between two or more
consultants, with or without the knowledge of the Purchaser, designed to
establish prices at artificial, non-competitive levels;
“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.
24.2 In the event the Purchaser terminates the Contract in whole or in part,
pursuant to GCC Clause 24.1, the Purchaser may procure, upon such terms and in such
manner as it deems appropriate, Services similar to those undelivered, and the
Supplier shall be liable to the Purchaser for any excess costs for such similar Services.
However, the Supplier shall continue performance of the Contract to the extent not
terminated.
25. Force Majeure

25.1 Notwithstanding the provisions of GCC Clauses 22, 23, and 24, the Supplier
shall not be liable for forfeiture of its performance security, liquidated damages, or
termination for default if and to the extent that its delay in performance or other
failure to perform its obligations under the Contract is the result of an event of Force
Majeure.
25.2 For purposes of this clause, “Force Majeure” means an event beyond the
control of the Supplier and not involving the Supplier’s fault or negligence and not
foreseeable. Such events may include, but are not restricted to, acts of the Purchaser
in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine
restrictions, and freight embargoes.
25.3 If a Force Majeure situation arises, the Supplier shall promptly notify the
Purchaser in writing of such condition and the cause thereof. Unless otherwise
directed by the Purchaser in writing, the Supplier shall continue to perform its
obligations under the Contract as far as is reasonably practical, and shall seek all
reasonable alternative means for performance not prevented by the Force Majeure
event.
26. Termination for Insolvency

26.1 The Purchaser may at any time terminate the Contract by giving written notice to
the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event,
termination will be without compensation to the Supplier, provided that such
termination will not prejudice or affect any right of action or remedy which has
accrued or will accrue thereafter to the Purchaser.
27. Termination for Convenience
45
27.1 The Purchaser, by written notice sent to the Supplier, may terminate the
Contract, in whole or in part, at any time for its convenience. The notice of
termination shall specify that termination is for the Purchaser’s convenience, the
extent to which performance of the Supplier under the Contract is terminated, and the
date upon which such termination becomes effective.
27.2 For the remaining Services, the Purchaser may elect to cancel the remainder
and pay to the Supplier an agreed amount for partially completed Services.
28. Settlement of Disputes

28.1 If any dispute or difference of any kind whatsoever shall arise between the
Purchaser and the Supplier in connection with or arising out of the Contract, the
parties shall make every effort to resolve amicably such dispute or difference by
mutual consultation.
28.2 If, after thirty (30) days, the parties have failed to resolve their dispute or
difference by such mutual consultation, then either the Purchaser or the Supplier may
give notice to the other party of its intention to commence arbitration, as hereinafter
provided, as to the matter in dispute, and no arbitration in respect of this matter may
be commenced unless such notice is given.
(a) Any dispute or difference in respect of which a notice of intention to

commence arbitration has been given in accordance with this Clause shall be
finally settled by arbitration. Arbitration may be commenced prior to or after
delivery of the Services under the Contract.
(b) Arbitration proceedings shall be conducted in accordance with the rules

of procedure specified in the SCC.
28.3 Notwithstanding any reference to arbitration herein,
(a) the parties shall continue to perform their respective obligations under
the Contract unless they otherwise agree; and
(b) the Purchaser shall pay the Supplier any monies due the Supplier.
29. Limitation of Liability

29.1 Except in cases of criminal negligence or wilful misconduct, and in the case of
infringement pursuant to Clause 6,
(a) the Supplier shall not be liable to the Purchaser, whether in contract,
tort, or otherwise, for any indirect or consequential loss or damage, loss of
use, loss of production, or loss of profits or interest costs, provided that this
exclusion shall not apply to any obligation of the Supplier to pay liquidated
damages to the Purchaser and
46
b) the aggregate liability of the Supplier to the Purchaser, whether under

the Contract, in tort or otherwise, shall not exceed the total Contract Price,
provided that this limitation shall not apply to the cost of repairing or
replacing defective equipment.
30. Governing Language

30.1 The Contract shall be written in English unless otherwise specified in SCC.
Subject to GCC Clause 31, the version of the Contract written in the specified language
shall govern its interpretation. All correspondence and other documents pertaining to
the Contract which are exchanged by the parties shall be written in the same language.
31. Applicable Law

31.1 The Contract shall be interpreted in accordance with the laws of the Republic
of Sierra Leone, unless otherwise specified in SCC.
32. Notices
32.1 Any notice given by one party to the other pursuant to this Contract shall be
sent to the other party in writing to the address specified in SCC.
32.2 A notice shall be effective when delivered or on the notice’s effective date,
whichever is later.
33. Taxes and Duties

33.1 A foreign Supplier shall be entirely responsible for all taxes, stamp duties,
license fees, and other such levies imposed outside the Republic of Sierra Leone.
33.2 A local Supplier shall be entirely responsible for all taxes, duties, license fees, etc.,
incurred resulting from the contracted Services to the Purchaser.
47
Section V. Special Conditions of Contract 48
Section V. Special Conditions of Contract
Table of Clauses
GCC Clause 1 - Definitions........................................................................................................49

GCC Clause 3.1 - Country of Origin..........................................................................................49
GCC Clause 7.1 - Performance Security...................................................................................49
GCC Clause 8.1 - Inspections and Tests....................................................................................49
GCC Clause 9.2 - Packing..........................................................................................................49
GCC Clause 10.3 - Delivery and Documents.............................................................................49
GCC Clause 11.1 - Insurance.....................................................................................................50
GCC Clause 13.1 Incidental Services........................................................................................50
GCC Clause 14.1 - Spare Parts..................................................................................................50
GCC Clause 15.2 - Warranty.....................................................................................................50
GCC Clause 15.4 - Repair or Replacement of Defective Goods...............................................50
GCC Clause 15.5 – Failure to Repair or Replace Defective Goods...........................................50
GCC Clause 16.1 - Payment......................................................................................................50
GCC Clause 23.1 - Liquidated Damages...................................................................................51
GCC Clause 28.2.2 - Settlement of Disputes............................................................................51
GCC Clause 30.1 - Governing Language...................................................................................51
GCC Clause 32.1 - Notices........................................................................................................51
48
Special Conditions of Contract
The following Special Conditions of Contract shall supplement the General Conditions of
Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the
General Conditions of Contract. The corresponding clause number of the GCC is indicated in
parentheses.
GCC Clause 1 - Definitions
GCC 1.1 (g)—The Purchaser is: Ministry of Transport and Aviation
GCC 1.1 (i)—The Supplier is: The lowest evaluated responsive bidder satisfactorily
qualified to perform the contract
GCC 1.1 (j)—The Project Site is: The Sierra Leone Road Transport Corporation, Kissy
Dockyard, Freetown.
GCC Clause 3.1 - Country of Origin

All countries and territories which are member states of the United Nations are
eligible.
GCC Clause 7.1 - Performance Security

The amount of performance security, as a percentage of the Contract Price, shall be a
minimum of five percent (5%).
GCC Clause 8.1 - Inspections and Tests

Inspection and tests prior to shipment of Goods and at final acceptance are as follows:
The purchaser shall constitute a three man pre-shipment inspection team comprising
of technical people to confirm that the goods to be supplied met the minimum
technical specifications in the bidding document and the contract as follows:
i. Inspection and tests prior to shipment of the goods and at the final point of
acceptance for compliance with the specification
ii. Fitness test
The Purchaser shall conduct a pre-shipment inspection of the vehicles to confirm their
conformity with the technical specification. Any material deviation in the specifications
provided will not be accepted.
The cost for the five (5) man pre-shipment inspection shall be the responsibility of the
bidder and must be calculated and factored in the total bid price.
GCC Clause 9.2 - Packing

The additional packing, marking and documentation shall be as follows: N/A
49
GCC Clause 10.3 - Delivery and Documents

Upon shipment, the Supplier shall notify the Purchaser and the Insurance Company
with the full details of the shipment, including Contract number, description of
Goods, quantity, the vessel, the bill of lading number and date, port of loading, date
of shipment, port of discharge, etc. The Supplier shall mail the following documents
to the Purchaser, with a copy to the Insurance Company:
(i) copies of the Supplier’s invoice showing Goods’ description, quantity,

unit price, and total amount;
(ii) original and 2 copies of the negotiable, clean, on-board bill of lading
marked “freight prepaid” and two copies of non-negotiable bill of lading;
(iii) copies of the packing list identifying contents of each package;
(iv) insurance certificate;
(v) Manufacturer’s or Supplier’s warranty certificate;
(vi) inspection certificate, issued by the nominated inspection agency, and
the Supplier’s factory inspection report; and
(vii) certificate of origin.
The above documents shall be received by the Purchaser at least one week before
arrival of the Goods at the port or place of arrival and, if not received, the Supplier
will be responsible for any consequent expenses.
GCC Clause 11.1 - Insurance

The Insurance shall be in an amount equal to 110 percent of the CIF or CIP value of the
Goods from “warehouse” to “warehouse” on “All Risks” basis, including War Risks and
Strikes.
GCC Clause 13.1 Incidental Services

Incidental services to be provided are: N/A
GCC Clause 14.1 - Spare Parts

Additional spare parts requirements are:
No. Spare Part Unit Quantity
1
2
3
4
GCC Clause 15.2 - Warranty

A warranty period of thirty-six (36) months or 150,000 KM or whichever comes first is
required for all the buses.
50
GCC Clause 15.4 - Repair or Replacement of Defective Goods

The period for correction of defects in the warranty period is 21 days.
GCC Clause 15.5 – Failure to Repair or Replace Defective Goods

The period for correction of defects in the warranty period is 40 days.
GCC Clause 16.1 – Payment

Payment for the buses shall be made from the proceeds of operations of the buses.
The Government of Sierra Leone, through the Ministry of Finance shall provide assurance of
the repayment of any shortfall in the agreed instalment repayment package. Re-payment
shall be made in Leones at the exchange rate of the date of repayment:
(i) First (1st) instalment ((1/6) of the payment package) after six months operations
of the buses
(ii) Second (2nd) instalment ((1/6) of the payment package) after twelve months
operations of the buses
(iii) Third (3rd) instalment ((1/6) of the payment package) after eighteen months
(iv) Fourth (4th) instalment ((1/6) of the payment package) after twenty-four
months operations of the buses
(v) Fifth (5th) instalment ((1/6) of the payment package) after thirty months
(vi) Sixth (6th) instalment ((1/6) of the payment package) after thirty-six months
GCC Clause 23.1 – Liquidated Damages

The applicable rate for liquidated damages is 0.5 percent per week or part thereof.
The maximum deduction for liquidated damages is 10 percent.
GCC Clause 28.2.2 – Settlement of Disputes

The basis of arbitration shall be:
For a Contract with a foreign Supplier:

Any dispute, controversy or claim arising out of or relating to this Contract, or
breach, termination or invalidity thereof, shall be settled by arbitration in
accordance with the UNCITRAL Arbitration Rules as at present in force.
Or
For a Contract with a Supplier national of the Republic of Sierra Leone:
51
In the case of a dispute between the Purchaser and a Supplier who is a

national of the Republic of Sierra Leone, the dispute shall be referred to
adjudication or arbitration in accordance with the laws of the Republic of
Sierra Leone.
GCC Clause 30.1 – Governing Language

The Governing Language of the Contract shall be English.
GCC Clause 32.1 – Notices

The Purchaser’s address for notice purposes is:
7th. Floor, Youyi Building
Brookfields, Freetown
The Supplier’s address for notice purposes is :
52
Section VI. Schedule of Requirements 53
Section VI. Schedule of Requirements

The delivery schedule expressed as weeks stipulates hereafter a delivery date which is the
date of delivery on Cost Insurance & Freight (CIF) terms, Queen Elizabeth II Quay. In order
to determine the correct date of delivery hereafter specified, the Purchaser has taken into
account the additional time that will be needed for international or national transit to the
Project Site.
Item
Description Quantity
No.
1 Inter State/Inter District Bus (Executive) 2
[51 Seats]
2 City Service Bus [45 Seats] 31
3 Inter District Buses [30 Seats] 30
4 City Buses [30 Seats plus Standing] 33
5 Inter District/State [53Seats] 15
6 Inter City Services Bus [45 Seats] 45
7 City Service Buses [20 Seater] Plus Standing 34
8 Inter Cities Buses [20 Seats] 10
Delivery Schedule
The delivery of the two hundred (200) buses shall be as follows:
First (1st) Delivery: One Hundred buses shall be manufactured and delivered with nine (9)
months of signing of contract and provision of a repayment guarantee by the Ministry of
Finance.
Second (2nd) Delivery: The remaining One Hundred (100) buses shall be manufactured
and delivered within fifteen (15) months after the signing of the contract
Item First Second

Description
No. Delivery Delivery
1 Bus (Executive) 1 1
[51 Seats]
2 City Service Bus [45 Seats] 21 10
3 Inter District Buses [30 Seats] 17 13
4 City Buses [30 Seats plus Standing] 15 18
5 Inter District/State [53Seats] 8 7
6 Inter City Services Bus [45 Seats] 16 29
7 City Service Buses [20 Seater] Plus 13 21
Standing
8 Inter Cities Buses [20 Seats] 9 1
TOTAL 100 100
53
Section VIII. Sample Forms 54
Section VII. Technical Specifications

1. Technical Specification for 49+1+1 Seater Buses (Executive)
Section VIII. Sample Forms
DIMENSION L x W x H = 12000mm x 2550mm x 3800mm

Wheel Base = 6100mm
Front Track Width = 2056mm
Rear Track Width = 1860mm
Front Overhanging =2570mm
Rear Overhanging = 3330mm
Interior Height = 2050mm
WEIGHT (Front) Axle capacity =6500 kg
(Rear) Axle capacity =13000kg
Gross Vehicle Weight (GVW) =18000kg
RASSENGER SEATING 49+1+1 (Standard Seat Layout)
CAPACITY
Leg Room 670mm
ENGINE Engine - Euro III
No. of Cylinders - 6 cylinders Turbo Charger with
Intercooler
Displacement - 8.9L
Max Power - 276kw (375hp) /2100rpm
Max Torque - 1550Nm/1100-1400rpm
Engine Position - Rear
Transmission/Gearbox -FAST Manual 6+1 with hydraulic
retarder
Fuel Injection pump - In-line fuel injection pump (diesel)
SUSPENSION Front - Leaf springs with hydraulic shock absorbers
Rear - Leaf springs with hydraulic shock absorbers
BODY Monocoque type
DIFFERENTIAL Differential Ratio ( 3.364)
BRAKES Front & Rear - Dual-circuit service pneumatic brake, front disc
rear drum brake
STEERING/POSITION Left Hand Drive (LHD) Hydraulic Power Steering
DOORS Front -Aluminium remote controlled out-
swing
Middle -Aluminium remote controlled out-
swing
Driver’s Door - None
Lugg. Compartment Doors - Manual out-swing luggage
Aluminium compartment door
ELECTRICALS/ELECTRONIC Batteries - 2X165AH
S
Engine Alternator - 1 x 28 Volts
Horns - 1 set electrical, 1 set air and 1 set
air horn
Destinations Boards - Coded electronic destination boards
Power Switch - One unit power main switch
Clock - Digital Clock
Lamps - High Combinations lamps Front and Rear
Wiper - Electrical Opposite Scrape Type wiper
Video Systems - RADIO, DVD player + front fixed 22" LCD,
middle fixed 22" LCD
55
Rear Monitoring System - LCD Reverse monitor, Electrical rear view

mirror (defrosting)
A/C Systems - Top mounted A/C 32000 kcal/h
Defroster - Yes
TYRES 295/80R22.5 with one spare
GRADEABILITY 25%
FUEL TANK CAPACITY 480 Litres
TURNNING RADIUS 12m
WINDSHIELD FRONT - Separated (with rubber felt for ease of shock)
WINDSHIELD REAR - Full
WINDOWS Sliding
COLOUR National Flag (Green ,White & Blue)
LUGGAGE COMPARTMENT REAR = None
SIDE compartment and internal overhead luggage carriage
TOW BAR Attached to front/back Chassis
Provision of charging ports for Ipads/phones
External body advertising frames
Cooler for soft drinks, water etc.
Internal PA system mic
Toilet
Wifi accessibility
Seat with artificial leather cover
FLEET MGT. SYSTEMS E – Ticketing and GPS control systems.
56
2. Specification for 44+1 seat + 20 standing City Service Buses
57
Dimension L x W x H = 10490mm x 2490mm x 3565mm

Wheel Base = 5300mm
RASSENGER SEATING CAPACITY 45+1+1 (Standard Seat Layout) and 20+ Standing
Leg Room 670mm
Intercooler
Displacement - 8.9L
Transmission/Gearbox -FAST 6+1 Automatic
Transmission
Fuel Injection pump - In-line fuel injection pump
(diesel)
BODY Monocoque type
DIFFERENTIAL Differential Ratio (3.73)
BRAKES Front & Rear - Dual-circuit service pneumatic brake, front
disc and rear drum brake
DOORS Front -Aluminium remote controlled
out swing
Middle - Aluminium remote controlled
out swing
Lugg. Compartment/ Doors - Manual out-swing luggage
Aluminium
compartment door
ELECTRICALS/ELECTRONICS Batteries - 2 x 195AH
Horns - 1 set electrical and one set air
horn
Destinations Boards - Coded electronic destination
boards
Lamps - High Combinations lamps Front
58
and Rear
Video Systems - MP3 player
Rear Monitoring System - LCD Reverse monitor, Electrical rear
view
mirror (defrosting)
A/C Systems - Roof mounted A/C 26000kcal/h
Defroster - YES
TYRES 10R22.5 with one spare
GRADEABILITY 20%
TURNNING RADIUS 21m
WINDSHIELD FRONT - Separated (with rubber felt for
ease of shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT REAR= None
SIDE compartment and overhead internal luggage carriage
Wifi accessibility
Manual Ramp for disables
DISABLE FRIENDLY RAMPS Manual
59
3. Technical Specification for 29+1 Seat Inter District
60

Wheel Base = 5100mm
RASSENGER SEATING 29+1 (Standard Seat Layout)
CAPACITY
Leg Room 670mm
ENGINE ENGINE - Euro III
Intercooler
Displacement - 6.7L
Max Torque - 925Nm/1400rpm
Transmission/Gearbox -Manual
BODY Monocoque type
and rear drum brake
DOORS Front -Inward pneumatic passenger door
Middle -Inward pneumatic passenger door
Lugg. Compartment/ Doors - Should be made available on both
sides of
the bus
ELECTRICALS/ELECTRONIC Batteries - 2 x 120Ah
S
Horns - 1 set electrical and 1 set air horn
boards
Power Switch - One unit powered main switch
Lamps - High Combinations lamps LED Front and
Rear
Rear Monitoring System - LCD Reverse monitor, Manual rear view
mirror
61
Defroster - YES
GRADEABILITY 20%
TURNNING RADIUS 11m
WINDSHIELD FRONT - Separated (with rubber felt for ease of
shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT Should be made available on both Left and Right sides of the bus
Disable friendly with manual operated ramps
Wifi accessibility
62
4. Technical Specification for 30 Seat + Standing City Service Buses
63

Wheel Base = 5100mm
RASSENGER SEATING 29+1 (Standard Seat Layout) Plus Standing
CAPACITY
Leg Room 670mm
Intercooler
Displacement - 6.7L
Transmission/Gearbox -Manual
BODY Monocoque type
and rear drum brake
DOORS Front -Inward pneumatic passenger door
Middle -Inward pneumatic passenger door
Lugg. Compartment/ Doors - Should be made available on both
sides of
the bus
S
boards
Rear
mirror
64
Defroster - YES
GRADEABILITY 20%
TURNNING RADIUS 11m
shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT Should be made available on both Left and Right sides of the bus
Wifi accessibility
65
5. Technical Specification For 51+1+1 Seat Inter State/Inter District Buses
66

Wheel Base = 6100mm
WEIGHT (Front) Axle capacity = 6500 kg
RASSENGER SEATING 51+1+1 (Standard Seat Layout)
CAPACITY
Leg Room 670mm
Intercooler
Displacement - 8.9L
Transmission/Gearbox -FAST Manual 6+1 with hydraulic
retarder
BODY Monocoque type
DIFFERENTIAL Manufacturer - Differential Ratio ( 3.364)
rear drum brake
DOORS Front -Aluminium remote controlled out-
swing
Middle -Aluminium remote controlled out-
swing
Lugg. Compartment Doors - Manual out-swing luggage
Aluminium compartment door
ELECTRICALS/ELECTRONIC Batteries - 2X165AH
S
boards
Lamps - High Combinations lamps Front and Rear
Video Systems - RADIO, DVD player + front fixed 22" LCD,
middle fixed 22" LCD
67
Rear Monitoring System - LCD Reverse monitor, Electrical rear view

mirror (defrosting)
A/C Systems - Top mounted A/C 32000 kcal/h
Defroster - Yes
TYRES 295/80R22.5 with one spare
GRADEABILITY 25%
TURNNING RADIUS 12m
shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT REAR = None
TOW BAR Attached to front Chassis
Wifi accessibility
68
6. Specification for 44+1 seat + 20 standing City Service Buses
69

Wheel Base = 5300mm
RASSENGER SEATING CAPACITY 45+1+1 (Standard Seat Layout) and 20+ Standing
Leg Room 670mm
Intercooler
Displacement - 8.9L
Transmission/Gearbox -FAST 6+1 Automatic
Transmission
Fuel Injection pump - In-line fuel injection pump
(diesel)
BODY Monocoque type
BRAKES Front & Rear - Dual-circuit service pneumatic brake, front
disc and rear drum brake
DOORS Front -Aluminium remote controlled
out swing
Middle - Aluminium remote controlled
out swing
Lugg. Compartment/ Doors - Manual out-swing luggage
Aluminium
compartment door
ELECTRICALS/ELECTRONICS Batteries - 2 x 195AH
Horns - 1 set electrical and one set air
horn
boards
Lamps - High Combinations lamps Front
70
and Rear
Rear Monitoring System - LCD Reverse monitor, Electrical rear
view
mirror (defrosting)
Defroster - YES
GRADEABILITY 20%
TURNNING RADIUS 21m
WINDSHIELD FRONT - Separated (with rubber felt for
ease of shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT REAR= None
Wifi accessibility
Manual Ramp for disables
DISABLE FRIENDLY RAMPS Manual
71
7. City Service Buses (20 Seater) Plus Standing
72

Wheel Base = 4000mm
Interior Height >= 2200mm
RASSENGER SEATING 19+1 (Standard Seat Layout) and 10+ Standing
CAPACITY
Leg Room 670mm
Intercooler
Displacement - 4.5L
Transmission/Gearbox -FAST 5+1 speed Manual
Transmission
BODY Monocoque type
DIFFERENTIAL Differential Ratio (dana 4.875)
and rear drum brake
DOORS Front -Inward pneumatic passenger doors
Middle -Inward pneumatic passenger doors
Lugg. Compartment Doors - None
S
boards
Rear
mirror
TYRES 8.25R22.5 with one spare
73
GRADEABILITY 20%
TURNNING RADIUS 9m
shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT None
Wifi accessibility
74
8. Technical Specification for 19+1 Seat Inter –Cities Service Buses
75

Wheel Base = 4000mm
Interior Height >= 2200mm
RASSENGER SEATING 19+1 (Standard Seat Layout)
CAPACITY
Leg Room 670mm
Intercooler
Displacement - 4.5L
Transmission/Gearbox -FAST 5+1 speed Manual
Transmission
BODY Monocoque type
DIFFERENTIAL Differential Ratio (dana 4.875)
and rear drum brake
DOORS Front -Inward pneumatic passenger doors
Middle -Inward pneumatic passenger doors
Lugg. Compartment Doors - Sides
S
boards
Rear
mirror
TYRES 8.25R22.5 with one spare
76
GRADEABILITY 20%
TURNNING RADIUS 9m
shock)
WINDOWS Sliding
LUGGAGE COMPARTMENT Should be made available on both Left and Right sides of the Bus
Wifi accessibility
77
78
Notes on the Sample Forms
The Bidder shall complete and submit with its bid the Bid Form and Price Schedules
pursuant to ITB Clause 9 and in accordance with the requirements included in the bidding
documents.
When requested in the Bid Data Sheet, the Bidder should provide the Bid Security, either
in the form included hereafter or in another form acceptable to the Purchaser, pursuant
to ITB Clause 15.3.
The Contract Form, when it is finalised at the time of contract award, should incorporate
any corrections or modifications to the accepted bid resulting from price corrections
pursuant to ITB Clause 16.3 and GCC Clause 17, acceptable deviations (e.g., payment
schedule pursuant to ITB Clause 26.5 (c)), spare parts pursuant to ITB Clause 26.4 (d), or
quantity variations pursuant to ITB Clause 31. The Price Schedule and Schedule of
Requirements deemed to form part of the contract should be modified accordingly.
The Performance Security Form and Bank Guarantee Form for Advance Payment should
not be completed by the bidders at the time of their bid preparation. Only the successful
Bidder will be required to provide performance security and bank guarantee for advance
payment in accordance with one of the forms indicated herein or in another form
acceptable to the Purchaser and pursuant to GCC Clause 7.3 and SCC 11, respectively.
The Manufacturer’s Authorisation form should be completed by the Manufacturer, as

appropriate, pursuant to ITB Clause 13.3 (a).
The Eligibility and Qualification Form is to be completed, signed and dated by Bidder.
Place a tick mark [ ✔ ] against each statement to confirm that it is true and sign and date
the form where indicated.
The Bidder shall complete and submit with its bid the Integrity Pact
Both the Procurement Committee members and Evaluation Committee members should
complete the Declaration of Conflict of Interest form before performing their roles in a
procurement process.
Sample Forms
79
1. Bid Form and Price Schedules.............................................................................................58

2. Bid Security Form................................................................................................................63
3. Contract Form.....................................................................................................................64
4. Performance Security Form................................................................................................65
5. Bank Guarantee Form for Advance Payment......................................................................66
6. Manufacturer’s Authorisation Form...................................................................................67
7. Eligibility and Qualification Form.........................................................................................68
8. Integrity Pact Form………………………………………………………………………………………….…………… 61
9. Declaration of Conflict of Interest Form………………………………………………………………………. 63
80
1. Bid Form and Price Schedules

Date _____________ Procurement No: ____________
To: [name and address of Purchaser]
Gentlemen:
Having examined the bidding documents including Addenda Nos. [insert numbers], the
receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and
deliver [description of goods and services] in conformity with the said bidding documents for
the sum of [total bid amount in words and figures] or such other sums as may be
ascertained in accordance with the Schedule of Prices attached herewith and made part of
this Bid.
We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery
schedule specified in the Schedule of Requirements and to provide a performance security
in the form, in the amounts, and within the times specified in the Bidding Documents.
We agree to abide by this Bid for the Bid Validity Period specified in Clause 16.1 of the Bid
Data Sheet and it shall remain binding upon us and may be accepted at any time before the
expiration of that period.
Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and
to contract execution if we are awarded the contract, are listed below:
Name and address of agent Amount and Purpose of Commission or

Currency gratuity
(if none, state “none”)
81
Until a formal Contract is prepared and executed, this Bid, together with your written
acceptance thereof and your notification of award, shall constitute a binding Contract
between us.
We understand that you are not bound to accept the lowest or any bid you may receive.
We certify/confirm that we comply with the eligibility requirements as per ITB Clause 2 of
the bidding documents.
Dated this ________________ day of ________________ 20______.
[signature] [in the capacity of]
Duly authorised to sign Bid for and on behalf of ____________________
82
Price Schedule for Goods Offered from Abroad
Name of Bidder _________________________________ Procurement No. __________________ Page _____ of _______
1 2 3 4 5 6 7 8 9
1 1 1
Item Description Country Quantity Unit price FOB or Unit price CIF port Total CIF or CIP Unit price of Total Cost
of FCA port or place of entry (specify price per item inland delivery Duties and
origin of loading port) or CIP named (col. 4 x 6) to final Taxes
(specify port or place destination and
2
place) (specify border unit price of
point or place of other incidental
destination) services3
1. Currencies to be used in accordance with Clause 12 of the Instructions to Bidder.

2. Optional, but in accordance with Clause 11.2 (b) (ii) or (iii) of the Instructions to Bidders and the related provisions in the Bid Data Sheet.
3. Optional, but in accordance with Clause 11.2 (b) (iv) and (v) in the Instructions to Bidders and the related provisions in the Bid Data Sheet.
Signature of Bidder _________________________________________________

Note: In the case of discrepancy between the unit price and the total, prices shall be adjusted by the Purchaser in accordance with the provisions of Clause 24.2 of the
Instructions to Bidders.
Price Schedule for Goods Offered from within the Republic of Sierra Leone
Name of Bidder . Procurement No. ___ _. Page __ of _.
1 2 3 4 5 6 7 8 9
Ite Description Country Quantity Unit price1 Cost of local Total Unit prices1 per item Sales and other
m of origin EXW per labour, raw price final destination and taxes payable if
item material, and EXW per unit price of other Contract is
component2 item incidental services3 awarded
(cols. 4
x 5)
1. Currencies to be used in accordance with Clause 12 of the Instructions to Bidders. The price shall include all customs duties and sales and other taxes already paid or
payable on the components and raw material used in the manufacture or assembly of the item or the customs duties and sales and other taxes paid on the previously
imported item offered ex warehouse, ex showroom, or off-the-shelf. These factors should not be entered separately.
2. Indicated as a percentage of the EXW price.
3. Optional and only when required in accordance with Clause 11.2 (a)(iii) and (iv) in the Instructions to Bidders and the related provisions in the Bid Data Sheet.
Signature of Bidder _______________________________________
Note: In the case of discrepancy between the unit price and the total, prices shall be adjusted by the Purchaser in accordance with the provisions of Clause 24.2 of the
Instructions to Bidders.
84
2. Bid Security Form
Whereas [name of the Bidder] (hereinafter called “the Bidder”) has submitted its bid dated
[date of submission of bid] for the supply of [name and/or description of the goods]
(hereinafter called “the Bid”).
KNOW ALL PEOPLE by these presents that We [name of bank] of [name of country], having
our registered office at [address of bank] (hereinafter called “the Bank”), are bound unto
[name of Purchaser] (hereinafter called “the Purchaser”) in the sum of [amount] for which
payment well and truly to be made to the said Purchaser, the Bank binds itself, its
successors, and assigns by these presents. Sealed with the Common Seal of the said Bank
this _____ day of ____________ 20____.
THE CONDITIONS of this obligation are:
1. If the Bidder
(a) withdraws its Bid during the period of bid validity specified by the Bidder on the
Bid Form; or
(b) does not accept the correction of errors in accordance with the Instructions to
Bidders; or
2. If the Bidder, having been notified of the acceptance of its Bid by the Purchaser
during the period of bid validity:
(a) fails or refuses to execute the Contract Form, if required; or

(b) fails or refuses to furnish the performance security, in accordance with the
Instructions to Bidders;
we undertake to pay to the Purchaser up to the above amount upon receipt of its first
written demand, without the Purchaser having to substantiate its demand, provided that in
its demand the Purchaser will note that the amount claimed by it is due to it, owing to the
occurrence of one or both of the two conditions, specifying the occurred condition or
conditions.
This guarantee will remain in force up to and including thirty (30) days after the period of
bid validity, and any demand in respect thereof should reach the Bank not later than the
above date.
[signature of the bank]

3. Contract Form
THIS AGREEMENT made the _____ day of __________ 20_____ between [name of
Purchaser] of the Republic of Sierra Leone (hereinafter called “the Purchaser”) of the one
part and [name of Supplier] of [city and country of Supplier] (hereinafter called “the
Supplier”) of the other part:
WHEREAS the Purchaser invited bids for certain goods and ancillary services, viz., [brief
description of goods and services] and has accepted a bid by the Supplier for the supply of
those goods and services in the sum of [contract price in words and figures] (hereinafter
called “the Contract Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to.
2. The following documents shall be deemed to form and be read and construed as
part of this Agreement, viz.:
(a) the Bid Form and the Price Schedule submitted by the Bidder;
(b) the Schedule of Requirements;
(c) the Technical Specifications;
(d) the General Conditions of Contract;
(e) the Special Conditions of Contract;
(f) the Purchaser’s Notification of Award;
(g) the Eligibility and Qualification Criteria; and
(h) the Integrity Pact;
3. In consideration of the payments to be made by the Purchaser to the Supplier as

hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the
goods and services and to remedy defects therein in conformity in all respects with the
provisions of the Contract
4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision
of the goods and services and the remedying of defects therein, the Contract Price or such
other sum as may become payable under the provisions of the contract at the times and in
the manner prescribed by the contract.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.
Signed, sealed, delivered by the (for the Purchaser)
Signed, sealed, delivered by the (for the Supplier)
86
4. Performance Security Form
To: [name of Purchaser]
WHEREAS [name of Supplier] (hereinafter called “the Supplier”) has undertaken, in

pursuance of Contract No. [reference number of the contract] dated ____________
20_____ to supply [description of goods and services] (hereinafter called “the Contract”).
AND WHEREAS it has been stipulated by you in the said Contract that the Supplier shall
furnish you with a bank guarantee by a reputable bank for the sum specified therein as
security for compliance with the Supplier’s performance obligations in accordance with the
Contract.
AND WHEREAS we have agreed to give the Supplier a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of
the Supplier, up to a total of [amount of the guarantee in words and figures], and we
undertake to pay you, upon your first written demand declaring the Supplier to be in default
under the Contract and without cavil or argument, any sum or sums within the limits of
[amount of guarantee] as aforesaid, without your needing to prove or to show grounds or
reasons for your demand or the sum specified therein.
This guarantee is valid until the _____ day of __________20_____.
Signature and seal of the Guarantors
[name of bank or financial institution]
[address]
[date]
87
5. Bank Guarantee Form for Advance Payment
To: [name of Purchaser]
[name of Contract]
Gentlemen:
In accordance with the payment provision included in the Special Conditions of Contract,
which amends Clause 16 of the General Conditions of Contract to provide for advance
payment, [name and address of Supplier] (hereinafter called “the Supplier”) shall deposit
with the Purchaser a bank guarantee to guarantee its proper and faithful performance
under the said Clause of the Contract in an amount of [amount of guarantee in figures and
words].
We, the [bank or financial institution], as instructed by the Supplier, agree unconditionally
and irrevocably to guarantee as primary obligator and not as surety merely, the payment to
the Purchaser on its first demand without whatsoever right of objection on our part and
without its first claim to the Supplier, in the amount not exceeding [amount of guarantee in
figures and words].
We further agree that no change or addition to or other modification of the terms of the
Contract to be performed thereunder or of any of the Contract documents which may be
made between the Purchaser and the Supplier, shall in any way release us from any liability
under this guarantee, and we hereby waive notice of any such change, addition, or
modification.
This guarantee shall remain valid and in full effect from the date of the advance payment
received by the Supplier under the Contract until [date].
Yours truly,
Signature and seal of the Guarantors
[name of bank or financial institution]
[address]
[date]
88
6. Manufacturer’s Authorisation Form
[See Clause 13.3 (a) of the Instructions to Bidders.]
To: [name of the Purchaser]
WHEREAS [name of the Manufacturer] who are established and reputable manufacturers of
[name and/or description of the goods] having factories at [address of factory]
do hereby authorise [name and address of Agent] to submit a bid, and subsequently
negotiate and sign the Contract with you against Procurement No. [reference of the
Invitation to Bid] for the above goods manufactured by us.
We hereby extend our full guarantee and warranty as per Clause 15 of the General
Conditions of Contract for the goods offered for supply by the above firm against this
Invitation for Bids.
[signature for and on behalf of Manufacturer]
Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed by a
person competent and having the power of attorney to bind the Manufacturer. It should be included by the
Bidder in its bid.
89
7. Eligibility and Qualification Form

Bidder is to confirm with a tick [√] in each box on the right that the statement is true and
sign and date the form where indicated.
2.1 Eligibility
2.1.2 Conflict I confirm that there is no conflict of interests (ITB 2.2)
of Interest
2.1.3 Neither I [nor my Joint Venture Partners] have been declared
Ineligibility ineligible (ITB 2.3)
2.2 Historical Contract Non-performance
2.2.1 History Non-performance of a contract has not occurred within the last [ ]
of Non- years prior to the deadline for application submission, based on all
performing information on fully settled disputes or litigation.
contracts
2.2.2 Failure I have not failed to sign a contract and/or failed to provide
to sign performance security (ITB 31) for [ ] years
contract
2.2.3 Pending All pending litigation shall in total not represent more than [ ]
Litigation percent [ ]% of my net worth and shall be treated as resolved
against me.
2.3.1 Submission of audited balance sheets [or other financial statements
Historical acceptable to the Purchaser,] for the last [ ] years to demonstrate
Financial the current soundness of the my financial position and prospective
Performance long term profitability.
2.3.2 Average Minimum average annual turnover of [Le ], calculated as total

Annual certified payments received for contracts in progress or completed,
Turnover within the last [ ] years
2.3.3 I confirm that I have access to, or availability of, financial resources
Financial such as liquid assets, unencumbered real assets, lines of credit, and
Resources other financial means, other than any contractual advance
payments to meet:
(i) the following cash-flow requirement: [Le…………………………]
and
(ii) the overall cash flow requirements for this contract and its
current commitments.
2.4 Experience
2.4.1 I confirm that I have experience as Supplier, in at least [ ] contracts
within the last [ ] years, each with a value of at least [ Le ]
that have been successfully and substantially completed and that
are similar to the proposed Goods and Related Services.
The statements in this form are true and accurately reflect my eligibility and qualification.
Signed …………………………………… Name …………………………………………..Date ……….……………

8. Integrity Pact Form
This Integrity Pact is entered into on the …………… day of …………………. in the Year of
Our Lord Two Thousand and …………... Between
______________________________ hereinafter referred to as “(Purchaser)”,
and
_______________________________ hereinafter referred to as “(Supplier)”
Preamble
Whereas “the Parties” are cognizant of the scourge of corruption and its negative effects on
the development of a country and are aware also of the immense benefits which doing
business in a corruption free environment holds for their individual businesses as well as for
the country as a whole
AND Whereas corruption and corrupt practices in the form of procurement
violations particularly conflict of interest have been identified as an area for immediate and
targeted attention in the relationship between the public service and the private sector
AND Whereas the parties now wish to further commit themselves to actions which
will promote a corruption free business environment including full compliance with all
relevant laws, rules and regulations which may currently be in force relating to anti-
corruption and good business practices in line with the Anti-Corruption Act, 2008 and other
government initiatives relating to the private sector in Sierra Leone
The Parties hereby commit themselves and pledge as follows:
1. To maintain a strict and unwavering adherence to good business practices in the
execution of all their undertakings.
2. To take all measures necessary to prevent corruption in their mutual and other
dealings.
3. To observe and implement recommendations, instructions or directives from the
Anti-Corruption Commission made pursuant to the Anti-Corruption Act 2008.
4. To uphold implement and maintain a No bribery policy in the conduct of their
transactions.
Reporting violations
5. To promptly inform the Anti-Corruption Commission of any employee, agent,
representative or an associate, whether its own or of the other Party, who conduct may
constitute corruption, or is likely to engender corruption or corrupt practices.
Conflict of Interest
6. To actively guard against Conflict of Interest including situations when an employee
or staff’s interest may interfere with the interests of the enterprise/organization to
which he/she is employed.
7. To insist that employees or staff shall disclose to the enterprise/organization any
situation that reasonably would be expected to give rise to a conflict of interest or
the appearance of the same.
91
8. To ensure that employees or staff obtain approval prior to accepting any position to
serve on a board of directors, an advisory board or on a committee of any entity.
9. That no employee/staff may obtain any personal material benefit or favour because
of his or her position with the enterprise/organization.
10. That no employee/staff may have financial interest (indirect ownership, direct
ownership or otherwise) in a company whose business/operations relate to his/her
post, functions held or otherwise supervised in his/her current employment.
11. To closely monitor and regulate actual or potential conflict of interests, occasioned
by the influence of certain social relationships on the objectivity of the
employee/staff in making dispassionate judgment on behalf of the
enterprise/organization.
THE PARTIES HEREBY demonstrate their pledge and commitment to the above
Principles by signing hereunder on the day and year above first written
AND THEY FURTHER DECLARE that this pledge shall have the same binding
effect as
any policy instrument that the parties use in the management of their business/entity.
SIGNATURE ……………………………………..…DATE:…………………………..
(PROCURING ENTITY)
In the presence of:-
Name:………………………………………………
Address:…………………………………………
Designation:……………………………………
SIGNATURE ……………………………………..…DATE:…………………………..
SIGNATURE ……………………………………..…DATE:…………………………..
(BIDDER)
In the presence of:-
Name:………………………………………………
Address:…………………………………………
Designation:……………………………………
92
SIGNATURE ……………………………………..…DATE:…………………………..
9. Declaration of Conflict of Interest Form
PROCUREMENT COMMITTEE
TECHNICAL EVALUATION COMMITTEE
PROCUREMENT TITLE: ………………………………………….
PROCUREMENT NUMBER: ……………………………………..
I …………………………………………………………………..declare that, I have an

interest / do not have any personal or financial interest with companies whose bids
the ( Name of Procuring Entity) is about to evaluate.
Declaration: Have you or your partner any financial or other interest in any relevant
commercial entities intending to do business with the ( Name of Procuring Entity)
which may be considered as constituting a real, potential or apparent conflict of
interest?
Yes No
If yes, please give details in the box below
Type of interest, e.g. patent, Name of Belongs to Current interest

shares, employment, association, Business you, parter or
payment Entity unit?
(Including details on the
compound, work, etc.)
93
Is there anything else that could affect your objectivity or independence in

participating in this evaluation or the perception by others of your objectivity and
independence? Please state.
…………………………………………………………………………………………………
…………………………………………………………………………………………………
…………………………………………………………………………………………………
I hereby declare that disclosed information is correct and that no other situation of
real, potential or apparent conflict of interest is known to me. I undertake to inform
you of any change in these circumstances, including if an issue arises during the
course of my term.
Signature Date
Name Designation
94

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Republic of Sierra Leone

Standard Bidding Document

MINISTRY OF TRANSPORT AND AVIATION

SUPPLY OF TWO HUNDRED (200) CITY & INTER-CITY BUSES, MOBILE

Procurement Number: MTA/PMV/ICB/03/2020

Date of First Publication: 24th. AUGUST, 2020

Section I. Instructions to Bidders..............................................................................................5

Rev 2019 ver.1

Invitation for Bids

Procurement Number: MTA/PMV/ICB/03/2020

Date of First Publication: 24th August, 2020.

 A Business Profile of the Supplier

Late bids will be rejected and returned unopened to bidders.

The Conference Room ..............................

Section I. Instructions to Bidders

3. Eligible Goods and Services

B. The Bidding Documents

a) Instructions to Bidders (ITB)

6. Clarification of Bidding Documents

7. Amendment of Bidding Documents

7.3 To allow prospective bidders reasonable time in which to take the

9. Documents Constituting the Bid

(b) documentary evidence established in accordance with ITB Clause 13

(c) documentary evidence established in accordance with ITB Clause 14

(d) bid security furnished in accordance with ITB Clause 15.

10. Bid Form

11. Bid Prices

(A) on the components and raw material used in the

(b) For goods offered from abroad:

12. Bid Currencies

13. Documents Establishing Bidder’s Eligibility and Qualification

13.2 The documentary evidence of the Bidder’s eligibility to bid shall

13.3 The documentary evidence of the Bidder’s qualifications to perform the

14. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents

(a) a detailed description of the essential technical and performance

(c) an item-by-item commentary on the Purchaser’s Technical

15. Bid Security

(a) a bank guarantee or an irrevocable letter of credit issued by a

(b) a cashier’s or certified cheque.

15.5 Unsuccessful bidders’ bid securities will be discharged or returned as promptly

15.7 The bid security may be forfeited if a Bidder

(c) to sign the contract in accordance with ITB Clause 34; or

(d) to furnish performance security in accordance with ITB Clause 35.

16. Period of Validity of Bids

17. Format and Signing of Bid

18. Sealing and Marking of Bids

18.2 The inner and outer envelopes shall:

19. Deadline for Submission of Bids

20. Late Bids

21. Modification and Withdrawal of Bids

21.2 The Bidder’s modification or withdrawal notice shall be prepared, sealed,

E. Opening and Evaluation of Bids

22. Opening of Bids by the Purchaser

22.4 The Purchaser will prepare minutes of the bid opening.

23. Clarification of Bids

24. Preliminary Examination

24.2 Arithmetical errors will be rectified on the following basis. If there is a

25. Conversion to Single Currency

(a) Leones at the selling exchange rate established for similar

26. Evaluation and Comparison of Bids