Procurement of Diesel Generators
Catholic Relief Services

We work with organizations around the world to help poor and vulnerable people overcome emergencies, earn a living through agriculture and access affordable health care.

 

 


 Bid No: SD-CRS-505002-GO-RFQ
 City: Sudan
 Deadline: 10 Nov 2025
 Description:

Request for Quotation

 

Title: Procurement of Diesel Generators

 

Name of Project: Enhancing Community Resilience / Thabat Project

Grant No.: E4710 – SD

Procurement Plan Ref: SD-CRS-505002-GO-RFQ

RFQ number: SD-CRS-505002-GO-RFQ

 

CRS is accepting Bids from suppliers for the supply of Diesel Generators

 

  1. Requirements and price list

 

Quotations need to be submitted using the Price List template provided in annex A and the Requirements and technical specifications in annex B.

 

  1. Currency

 

All prices shall be quoted in USD only.

CRS reserves the right to reject any bids submitted in a currency other than the mandatory bidding currency stated above. CRS may not accept bids submitted in another currency than stated above if the Offeror confirms during clarification of bids (paragraph 4) in writing that it will accept a contract issued in the mandatory bid currency and that for conversion the operational rate of exchange of the day of RFQ deadline as stated in the RFQ letter shall apply.

 

Regardless of the currency of bids received, the contract will always be issued and subsequent payments will be made in the mandatory bidding currency above.

 

  1. Language of the Quote:

 

The quote prepared by the supplier/vendor and all correspondence and documents relating to the quote exchanged by the supplier/vendor and CRS shall be in English.

 

  1. Clarification of Solicitation Documents:

 

Suppliers/vendors requiring any clarification on the Request for quotation, or a pre-bid conference may notify CRS in writing. The response will be made in writing to any request for clarification of the RFQ that it receives earlier than one week prior to the Deadline for the Submission of Quote. Written copies of CRS’s response (including an explanation of the query but without identifying the source of inquiry) will be published in the same manner as the present tender. Clarification may be sought in writing to:

CRS Email: Procurement.sudan@crs.org ATTENTION TO PROCUREMENT TEAM

 

  1. Delivery of Goods/services

 

Assuming that the tendering process can be satisfactorily concluded during the month of November 2025, the supplier is expected to deliver the goods in the month of November 2025 after issuance of Purchase Order to selected bidder(s).

DDP (Delivered Duty Paid) INCOTERMS 2020 TO CRS office Madani

 

The assignment is expected to commence on 15th November 2025.

 

  1. Payment terms

 

Payment will be made within NET 30 days after receipt of the hundred (100%) ordered goods at CRS delivery location, inspection & original invoice.

 

Payment will be done by Wire Transfer issued in the name of the bidding company. The supplier shall be responsible for payment of any taxes, custom duties, dues, transportation cost, levies or other charges that may be arise from the supply of the goods to CRS.

 

 

  1. Your quotation should include:
  • Completed price list (using the template provided in annex A)
  • Completed requirements and technical specifications form (using the template provided in annex B)
  • Quotation submission form (using the template in Annex C)
  • Past References (using the template provided in annex E)
  • Delivery Lead Time (Annex F)

 

CRS approved suppliers:

 

CRS Approved Master Suppliers Master List (MSL) are not required to submit any additional documents except below:

 

  • Valid business license to operate in the country where the vendor is established and or in the country of destination of the products or services.
  • Valid Tax Certificate

 

  1. Cost of Providing Quotes

 

Suppliers/Vendors shall bear all costs associated with the preparation and submission of the quote, and CRS will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.

 

  1. Quotation’s due date and submission manner

 

All quotations must be received at the physical address or by email address stated below no later than:

 

                                    Date: 10th November 2025

                                    Time: 4:00 P.M

 

  1. Submission of quotes by hand delivery:
     

One (1) original copy of duly completed bids must be in a sealed envelope addressed to CRS/Sudan clearly marked by “Bidders Name, Address, legal stamps, signatures and Tender No.” and submit their technical and financial documents (sealed envelopes) and should be deposited in the tender box located at CRS office during office hours Sunday to Thursday (Working days only) from, 8:00 A.M to 4:00 P.M.

 

CRS Sudan

Almatar Area Block 4 House 366,

Elwalideian Mosq Street, Port Sudan, Sudan

 

The quotation should be signed and stamped in all relevant places. The envelope should be addressed as follows:

 

Attn: CRS BID COMMITTEE - SUDAN

Subject: Provision of Diesel Generators

Ref: SD-CRS-505002-GO-RFQ

                                                                                                            OR

 

 

  1. Submission of quotes to a secured email:

 

You can submit your quotation by email only to: tenders.sudan@crs.org . Your email must not exceed 3MB. Please specify in the message subject line, the above RFQ reference number. CRS has right not to accept documents shared through google drive or any other link. Submission of quotation to any other email address will disqualify the bidder from tendering process.

 

The quote shall remain valid for Ninety (90) days after the closing date prescribed by CRS. Any prices accepted during this period will be considered firm/fixed for the resulting purchase order.

 

CRS has right to award in total or partial quantity for any one or both items to selected bidders. The supplier agrees to acknowledge the purchase order in the form provided upon award, under the terms and conditions stated herein, and for the agreed amount.

 

 

  1. Amendments of Request for Quotation:

 

No later than 6th November 2025 prior to the Deadline for Submission of Quotes, CRS may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective supplier/vendor, amend the Request for Quotation. In order to afford prospective suppliers/vendors reasonable time in which to take the amendments into account in preparing their offers, CRS may, at its discretion, extend the Deadline for the Submission of Quotes. Any amendments will be published in the same manner as the present tender.

 

  1. Qualification and Evaluation Criteria

 

Quotations shall be evaluated to determine the lowest price (best value) and most technically acceptable offer. CRS will evaluate the received bids and award the assignment based on Qualification and financial feasibility (Most Advantageous Bid).

 

Quotations shall be evaluated to determine the lowest priced (best value) most technically                                                            acceptable offer that meets CRS’s delivery schedule requirements:   

 

  • Compliance with required specifications/technical requirements
  • Estimated time of delivery/effectiveness
  • Lowest price offered
  • Warranty offered
  • Discounts offered

 

  1. Financial evaluation:
  • Offers that are found technically compliant shall be evaluated financially.
  • 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. If the Supplier/Vendor does not accept the correction of errors, its Quote will be rejected. If there is a discrepancy between words and figures the amount in words will prevail.

 

  1. Most Advantageous Bid

The CRS shall use the criteria and methodologies listed in Section XI below to determine the Most Advantageous Bid. The Most Advantageous Bid is the Bid of the Bidder that meets the qualification criteria and whose Bid has been determined to be:

 

  1. substantially responsive to the bidding document
  2. Meet minimum technical criteria; and
  3. the lowest evaluated cost.

 

  1. Clarification of Quotes

 

To assist in the examination, evaluation and comparison of Quotes, CRS may at its discretion ask the Supplier/Vendor for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered or permitted within 48 hours after receipt of email for clarification.

 

 

  1. Eligibility

 

Offerors must 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 CRS to provide services for the preparation of the design, specifications and other documents to be used for the procurement of the goods under this request for quotation.

 

Offerors shall not be eligible to submit an offer and to be awarded a contract when, at the time of quotation submission:

  • Offerors are already suspended by CRS or by other United Nations, the World Bank or public international entities.
  • Offerors name are associated with terrorism and appear in the list that the European Union, the U.S. Government and the United Nations Security Council have published identifying individuals and organizations considered to be associated with terrorism.
  • Offeror does not possess a valid business license to operate in Sudan.
  • Offerors refuse to comply with Sudan Government Laws: CRS suppliers code of conduct, Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations and Standards of Conduct and Disclosure.

Furthermore, as a condition to doing business with CRS, it is necessary that the supplier, their subsidiaries, agents, intermediaries and principals cooperate with the CRS or its agent in the conduct of evaluation, review, audit, inspection, assurance validation, counter-fraud activities, investigations or other action.

Failure to fully cooperate with investigations will be considered sufficient grounds to allow CRS to repudiate and terminate the contract, and to include the supplier on CRS list of suspended suppliers.

 

 

As described in the standard Terms and Conditions, Bidders while conducting their activities, are expected to comply with the following policies and regulations: with:

 

  • CRS Suppliers Code of Conduct
  • Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations
  • Standards of Conduct and Disclosure
  • CRS General Terms & Conditions for Goods & Services

 

  1. Samples

                                                                                                                                                                                      

No samples are required with bidding documents for this RFQ.

 

  1. Purchaser’s Right to Vary Requirements at Time of Award

CRS reserves the right at the time of making the award of contract to increase or decrease by up to 50 - 70 % the quantity of goods specified in the Request for Quotation without any change in unit price or other terms and conditions.

  1. Notification of Award:

Prior to the expiration of the period of Quote Validity, CRS will send the successful Supplier/Vendor the Contract. The Contract may only be accepted by the Supplier/Vendor’s signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Contract, as herein specified. Acceptance of this Contract shall affect a contract between the parties under which the rights and obligations of the parties shall be governed solely by the terms and conditions of this Contract.

  1. Signing of the Contract:

 

Within 3 working days of receipt of the Purchase Order / Contract the successful Supplier/Vendor shall sign, date and return it to CRS.

 

  1. Vendor Protest

Our vendor protest procedure is intended to afford an opportunity to appeal to persons or firms did not award a Contract or contract in a competitive procurement process. It is not available to non-responsive or non-timely proposers/bidders or when all proposals/bids are rejected. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures on www.crs.org .

  1. INSPECTION OF GOODS
  • The Supplier guarantees that the goods shall be of the quality specified in all ways to the specifications of the pro-forma Invoice and other descriptions set forth in technical specifications generally applicable to the goods sold.
  • Should the goods fail to meet the specifications in the pro-forma invoice and as well different from the sample the Supplier shall replace the goods at its own cost. If any major defects are found in the goods during inspection CRS Sudan reserves the right to reject the entire consignment and seek damages for breach of contract.

 

  1. Bid Securing Declaration

The Bidder shall fill in Annex H Bid Securing Declaration Form in accordance with the instructions indicated

  1. Delivery Conditions & Delivery Place
  • The delivery of goods shall be up on demand issuance of the purchase order, and the Supplier agreed to finalize as per delivery deadline starting from the date of signing of Purchase order / contract. Where there is a delay in the delivery of the goods purchased under this contract, CRS Sudan reserves the right to claim damages equal to 1% of the price of the goods for each day of delay to a maximum of 5 % of the value of the goods.
  • The Supplier shall deliver the required goods as per approved specifications by CRS at CRS Office Elgazira state Madani City. The price in Annex A includes costs of transportation.
  • The vendor is responsible for transporting the goods at CRS office in Madani City
  • If the goods are not delivered for any reason (excluding force majeure) within agreed period of time, CRS Sudan reserves the right to cancel the Purchase Order immediately upon notification to the Supplier, and the Supplier shall reimburse buyer any payments already made.
  1. Environmental and Social Standards

 

  • The Supplier shall implement its activities in accordance with the applicable Environmental and Social Standards (ESSs) under the World Bank’s Environmental and Social Framework and comply with the Project’s Environmental and Social Commitment Plan, Environmental and Social Management Plan.
  • Labor and Working Conditions
      1. Employ workers in accordance with Sudanese national labor laws.
      2. Avoid use of child labor or forced labor in any form.
      3. Provide written contracts and fair wages.
      4. Maintain safe and healthy working conditions.
      5. The supplier must ensure adequate measures are in place for the health and safety of its workers and surrounding communities.
  • Prevention of Sexual Exploitation, Abuse, and Harassment (SEA/SH) All workers must:
  • Sign and comply with a Code of Conduct prohibiting SEA/SH.
  • Ensure staff receive SEA/SH awareness training.
  • Termination for E&S Non-Compliance: Failure to comply with the obligations in this Bidding document, including E&S standards, may result in corrective actions or disqualification.
 Documents:

   -  Request for Quotation (RFQ) - Generators Madani.docx




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