International Rescue Committee
(SOUTH SUDAN COUNTRY PROGRAM)
Request for Proposal (RFP)
(TAX SERVICES_JUBA-SOUTH SUDAN)
Ref. #: IRC/SS/JUB/MSA/2025/02
Planned Timetable
Issue Request for Proposal 3rd April 2025
Suppliers return signed Intent to Bid forms due date 4th April 2025
Questions from Suppliers due date 7th April 2025
Answers to Suppliers questions due date 9th April 2025
17th April 2025@ 16:30hrs South Sudan Local
Bid submission due date
time
Bid Opening and Evaluation date 21st April 2025
Suppliers visit if applicable 22nd & 23rd h April 2025
Award of Business 30th April 2025
Contract start 1st May 2025
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Ref. #: IRC/SS/JUB/MSA/2025/02
Table of Content
Pages
I. INTRODUCTION ..................................................................................................................... 3
1. The International Rescue committee ............................................................................. 3
2. The Purpose of this Request for Proposal (RFP) ......................................................... 3
3. Cost of Bidding ................................................................................................................ 3
II. THE BIDDING DOCUMENTS: ................................................................................................ 3
4. The Bidding Documents ................................................................................................. 3
5. Clarification of Bidding Documents............................................................................... 3
III. PREPARATION OF BIDS: .................................................................................................. 4
6. Language of Bid .............................................................................................................. 4
7. Documents Comprising the Bid ..................................................................................... 4
9. Bid Currencies ................................................................................................................. 5
10. Document Establishing Goods Eligibility and Conformity to Bidding Documents ... 5
11. Bid Security ..................................................................................................................... 5
12. Period of Validity of Bids ................................................................................................ 5
13. Format and Signing ......................................................................................................... 6
IV. SUBMISSION OF BIDS ....................................................................................................... 6
14. Submission and Marking of Bids: .................................................................................. 6
15. Modification and Withdrawal of Bids ............................................................................. 7
V. BID OPENING AND EVALUATION ........................................................................................ 7
16. Preliminary Examination................................................................................................. 7
17. Evaluation and Comparison of Bids .............................................................................. 7
18. Contacting the Purchaser ............................................................................................... 8
19. Notification of Award ...................................................................................................... 8
VI. CONTRACTING ................................................................................................................... 8
20. Contract award and notification ..................................................................................... 8
21. Warranty ........................................................................................................................... 8
22. Inspection ........................................................................................................................ 9
23. Price Schedules and Location........................................................................................ 9
24. Service or consultant agreements ................................................................................. 9
25. Disclaimer ........................................................................................................................ 9
26. Ethical Operating Standards ............................................... Error! Bookmark not defined.
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A. INTRODUCTION
1. The International Rescue committee
The International Rescue Committee, hereinafter referred to as “the IRC”, is a non-profit,
humanitarian agency that provides relief, rehabilitation, protection, resettlement services, and
advocacy for refugees, displaced persons and victims of oppression and violent conflict.
2. The Purpose of this Request for Proposal (RFP)
It is the intent of this RFP to secure competitive proposals to select Supplier(s) for the
International Rescue committee (South Sudan Country Program) to supply (TAXI Services) to
or at the following locations (Juba Office). All qualified and interested Suppliers are invited to
submit their proposals.
The winning Bidder(s) will enter into a fixed price Master Purchase Agreement (MPA/MSA) for
one (1) year. Bidders shall be domiciled in and shall comply with all Government Regulations
to operate in (South Sudan). Bidders shall be regular taxpayers and shall furnish a copy of
their operating license/certificate of registration valid for the fiscal year (2025). Bidders shall not
be under a declaration of ineligibility for corrupt or fraudulent practices.
3. Cost of Bidding
The Bidder shall be responsible for all costs associated with the preparation and submission of
its bid, and IRC hereinafter referred to as “the Purchaser”, will in no case be responsible or
liable for those costs, regardless of the conduct or outcome of the bidding process.
B. THE BIDDING DOCUMENTS:
4. The Bidding Documents
The Bidder is expected to examine all instructions, forms, terms, and specifications in the
bidding documents prepared for the selection of qualified suppliers. Failure to furnish all
information required as per the bidding documents or to submit a bid not substantially
responsive to the bidding documents in every respect will be at the Bidder’s risk and may result
in bid rejection.
The Bidding documents shall include the following documents:
• The Request for Proposal – RFP (this document).
• Price offering sheet (space provided on the list) Annex A
• TOR- Terms of Reference Annex B
• With the intention of bid form completed, signed and stamped Annex D
• Vendor information form completed, signed and stamped Annex C
5. Clarification of Bidding Documents
A prospective Bidder requiring clarification of the Bidding Documents may notify the Purchaser
in writing at (
[email protected]). The request for clarification must reach the
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purchaser not later than (7th April 2025). The Purchaser shall respond by e-mail providing
clarification on the bid documents no later than (9th April 2025). Written copies of the
Purchaser’s response (including an explanation of the query but without identifying the source
of inquiry) shall be communicated to all prospective Bidders which express an intention to
submit bids.
C. PREPARATION OF BIDS:
6. Language of Bid
The Bid and all related correspondence and documents exchanged between the Bidders and
the Purchaser shall be written in (English Language). Any printed literature furnished by the
Bidder and written in another language shall be accompanied by a (English Language)
translation of its pertinent passages, in which case, for purposes of interpretation of the bid, the
(English Language) version shall prevail.
7. Documents Comprising the Bid
The submitted bid shall include the following information. Failure to provide all requested
information or to comply with the specified formats may disqualify the Bidder from
consideration.
Eligibility and Technical Documents
• A cover letter explaining Bidder’s interest in supplying the service to the IRC.
• Profile of the company maximum 4 pages
• A Certificate of Business Registration or certificate of incorporation.
• Taxpayers’ documents in South Sudan, Provide valid Tax compliance certificate
• Provide Valid Trading License/ Operations License in South Sudan.
• . Provide at least three (3) copies of vehicle Logbooks or copies of vehicle rental
agreements.
• Providing a driver’s valid driving license, copy of Education certificates- minimum Senior
three- (English Speaking) or above and CVs) for at least 3 drivers.
• Providing drivers with a minimum of 3years driving experience or more in South Sudan.
• Provide at least three copies of insurance stickers (comprehensive cover)
• Provide Copy of Agreement with vehicle service and maintenance service provider
• Provide proof or copy of vehicle tracking system document.
• Three (3) References from current or past clients, INGOs, Corporate sector (at least one
must be in the last one year). attach Copy contract or certificate of completion or stamped
recommendations. The same references should be indicated in Vendor Information
Form, Annex C
• Provide current bank statement for the last 6 months or audited books of accounts for the
past 2 years i.e. 2023-2024
• Intent to bid form completed, signed and stamped ANNEX D
• Vendor Information Form completed, signed and stamped ANNEX C
• Other important documents which Bidder attaches to support its bid.
Financial Proposal
A Bid detailing the services and their unit prices only in the sheet given for the purpose. –
Annex A
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8. Bid Prices.
The Bidder shall clearly indicate the unit price of the goods it proposes to supply. All unit prices
shall be clearly indicated in the space provided in the price schedule, and all unit prices quoted in
the RFP response shall be agreed to be in effect for a minimum of twelve (12) months beginning
on the date when the contract is executed, with the exception of products or services which are
subject to significant and unavoidable market forces which prevent this, in which case the Bidder
shall describe and justify the driver(s) of potential price fluctuation during the first twelve (12)
months of the agreement. The Bidder shall sign the price schedule and shall stamp the price
schedule with the Bidding Company’s seal where feasible.
9. Bid Currencies
All financial rates and amounts entered in the Bid Form and Price Schedule and used in
documents, correspondence, or operations pertaining to this tender shall be expressed in (United
States Dollars- USD)
10. Document Establishing Goods Eligibility and Conformity to Bidding Documents
Pursuant to Clause 8, 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.
The Documentary evidence of the goods and services’ conformity to the Bidding Documents
may be in the form of technical specifications, literature, drawings, data (tables, graphs etc.),
and shall furnish:
• A detailed description of the goods’ essential technical and performance characteristics.
• A clause-by-clause commentary on the Purchaser’s Technical Specifications
demonstrating the goods and services’ substantial responsiveness to those specifications
or a statement of deviations and exceptions to the provisions of the Technical
Specifications.
The Bidder may propose alternate standards, brand names and/or catalogue numbers in its
bid, provided that it demonstrates to the Purchaser’s satisfaction that the substitutions are
substantially equivalent or superior to those designated in the Technical Specifications.
11. Bid Security
For the Purpose of this Tender Process, Bid Security or Bond is not applicable.
12. Period of Validity of Bids
Bids shall remain valid for 90 working days after the date of bid opening prescribed by the
Purchaser. A bid valid for a shorter period may be rejected by the Purchaser as non-
responsive.
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In exceptional circumstances, the Purchaser may request the Bidders to extend the period of
validity. The request and the responses thereto shall be made in writing by letter or e-mail. A
bidder agreeing to the request will not be required nor permitted to modify his bid.
13. Format and Signing
The original bid shall be signed by the Bidder or by a person or persons authorized to bind the
Bidder to the contract. Financial proposal pages of the bid shall be initialed by the person or
persons signing the bid and stamped with the Bidder’s company seal.
Interlineations, erasures, annotations, or overwriting shall be valid only if they are initialed by
the person or persons signing the bid.
Please note: A single bidder may not bid on the same tender via more than one company
under his or her ownership. In addition, bidders having close relationships with other
bidders (members of the same family, subsidiary, or daughter companies, etc.) may not bid
on the same tender. This type of action, or any other action judged by the Purchaser to
constitute collusive behavior, will lead to the bidder(s) being automatically eliminated from
this tender and disqualified from participating in future IRC tenders. On the other hand, one
bidder may submit more than one offer in response to the same tender only if the offers
demonstrate clear differences in specifications, quality, lead time, and other characteristic of
the goods and services offered.
D. SUBMISSION OF BIDS
14. Submission and Marking of Bids:
Bidder shall submit sealed bids addressed to
The Procurement Committee,
International Rescue Committee
Aptech Building Office Block
3rd Floor Konyokonyo Road
Opposite James Hotel, Juba
Republic of South Sudan
All bids shall be submitted before 4:30pm on 17th April 2025 South Sudan Local time). All
bids shall be submitted physically at the IRC Juba Office, South Sudan. NOTE: Bids submitted
after the deadline will not be accepted
Bidders shall sign the bid register form at the reception of the IRC office indicating them
company name, telephone number, and date of submission.
The PURCHASER may, at its discretion, extend the deadline for the submission of bids, in
which case all rights and obligations of the PURCHASER and Bidders, as documented in the
RFP, will be applicable to the new deadline.
.
Format
The Bidder’s proposal shall include:
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1. Eligibility and Technical documents as per Clause 7
2. Financial proposal.
The bids shall be submitted, in separate sealed envelopes to the above address, clearly
indicate the tender reference number Ref: #: IRC/SS/JUB/MSA/2025/02
15. Modification and Withdrawal of Bids
The Bidder may modify or withdraw its Bid after 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.
The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked, and
dispatched. No Bid may be modified after the deadline for submission of bids.
E. BID OPENING AND EVALUATION
16. Preliminary Examination
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 bids are generally in order.
.
17. Evaluation and Comparison of Bids
Bids determined to be substantially responsive as per section 7 above will be considered
evaluated by the IRC Procurement Committee, with the below scoring criteria.
EVALUATION Description Weight
CRITERIA (%)
Eligibility Refers to Bidder’s ability to demonstrate that they have the documents listed in clause 7. YES/NO
Note: To proceed with full technical evaluation bidders are expected to provide all the
documents listed in clause 7
Payment terms Refers to the Bidder providing the most favorable terms of payment. The 5%
Purchaser payment terms are to be paid within 60 calendar days of acceptance of
goods/services and receipt of invoice
Fleet size and Referring to the service provider’s owned fleet size, office location and vehicle 25%
vehicle maintenance. Provide at least three (3) copies of vehicle Logbooks or copies of
management vehicle rental agreements. At least 3 Copies of compressive insurance stickers
System and a copy of Agreement with vehicle service and maintenance service provider.
Demonstration of vehicle tracking system.
Drivers Capacity Referring to the experience and qualifications of key individuals who are 10%
assigned to the delivery of the service supported by Certificates (Provide at least
three(3) copies of driver’s license, and 3 copies Education certificates-minimum
Senior three (English speaking) Certificate or above and CVs with minimum
experience at least 3 years or more).
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Past experiences Refers to Bidders ability to demonstrate relevant experience and technical 20%
knowledge of the services required, experience working with IRC, other INGOs,
corporate sector supported by Three (3) References from current or past clients
(at least one must be in the last one year). attach Copy contract or certificate of
completion or official recommendations letter. The same should be indicated in
Vendor information form, Annex C
Financial proposal Offer as per Price schedule/ Offering Sheet- inclusive of VAT and any other 40%
relevant taxes/duties- Annex A
100%
18. Contacting the Purchaser
Subject to Clause 5, no Bidder shall contact the Purchaser on any matter relating to its bid,
from the time of the bid opening to the time the Contract is awarded, or the selected qualified
supplier is announced.
19. Notification of Award
Prior to the expiration of the period of bid validity, the Purchaser shall notify the successful
bidder in writing or where necessary by telephone that his or her bid has been accepted and
selected for Master Purchase Agreement for the specific goods and/or services. At this stage
IRC may also choose to negotiate with the selected bidder to finalize the offer.
F. CONTRACTING
20. Contract award and notification
The Purchaser shall award the Contract to the notified successful Bidder(s) whose bid has
been determined to be substantially responsive and has been determined to be the best
evaluated bid considering price and performance factors, provided further that the Bidder is
determined to be qualified to enter into a Master Purchase Agreement and perform its
obligations satisfactorily.
21. Warranty
The Supplier shall warrant that the goods to be supplied are new, unused, of the most recent
or current models (products), and meet the Purchaser’s specifications.
The warranty shall remain valid for a period of time as may be specified by the supplier in the
Bid and this warranty period shall be considered as one of the bids advantages and shall in no
case be less than that which is provided for by (South Sudan) Law if any.
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22. Inspection
The Purchaser shall have the right to inspect the goods to confirm their conformity to the
specification. The inspection will be conducted by assigned staff of the Purchaser or a reputed
relevant consultant selected by the Purchaser.
In the future business relation, should any inspected goods fail to conform to the specification,
the Purchaser may reject them, and the Bidder shall replace the rejected goods without
extension of time except at the Purchaser’s sole discretion.
23. Price Schedules and Location
Vendors interested in the provision of TAXI Services to the IRC Country Program Office should
submit the list of services required as per attached price schedule/Offering Sheet Annex A in
this RFP.
24. Service or consultant agreements
For service or consultant agreements time and material awards are not authorized unless it is
the only suitable award and a ceiling is established.
25. Disclaimer
The Purchaser reserves the right to alter the dates of the timetable.
The Purchaser does not bind itself to accept the lowest or any proposal.
G. ETHICAL OPERATING STANDARDS
1. Compliance with the IRC Way
The IRC Way: Standards for Professional Conduct (“The IRC Way”), the IRC’s code of conduct,
which can be found at: https://www.rescue.org/page/our-code-conduct and IRC’s combating
Trafficking in Persons Policy, which can be found at:
https://rescue.app.box.com/s/h6dv915b72o1rnapxg3vczbqxjtboyel. The IRC Way provides three
(3) core values - Integrity, Service, and Accountability – and twenty-two (22) specific undertakings.
The IRC Way provides, inter alia, that IRC does “not engage in theft, corrupt practices, nepotism,
bribery, or trade in illicit substances.” IRC’s procurement systems and policies are designed to
maximize transparency and minimize the risk of corruption in IRC’s operations.
IRC requests a supplier
(i) informs IRC upon becoming aware that the integrity of IRC’s business has been
compromised during the RFP process, and
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(ii) Reports such events through IRC’s confidential hotline, Ethics point, which can be
accessed at www.ethicspoint.com or via toll–free (866) 654–6461 in the U.S., or
collect (503) 352–8177 outside the U.S.
2. Bidder Non-Collusion Statement
IRC prohibits collusion and will disqualify all bids where collusion is detected. Collusion happens
when related parties submit separate bids for the same tender. Collusion includes situations where:
a) Members of the same family submit separate bids for the same tender
b) Separate companies owned by the same person submit separate bids for the same tender
c) Employees of a bidding company submitting separate bids through companies they own
for the same tender
d) Partners in a bidder submitting separate bids under their own names/ companies they own
for the same tender
It is collusion for a person to be involved in more than companies/ businesses submitting a bid
to the same tender. Collusion will lead to IRC disqualifying the involved Individuals or
companies from that tender as well as disqualify them from submitting bids for future tenders.
In addition, IRC may share information relating to this collusion with other international aid
organizations operating in the region leading to loss of business opportunities for the colluders.
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Ref. #: IRC/SS/JUB/MSA/2025/02
Annex A- Price schedule/ offering sheet
Price Schedule - Annex A
TAXI SERVICES FOR THE IRC JUBA OFFICE
Ref. #: IRC/SS/JUB/MSA/2025/02
Vehicle Cost with Driver, Fuel, and Insurance / Cost in USD Including applicable taxes.
PRICE FOR
PRICE FOR HALF FULL DAY-
Vehicle Type Model
DAY-INCLUSIVE INCLUSIVE OF
OF VAT VAT
Costa 25-Seater or equivalent 2014 and above
Toyota HiAce 14 seaters or equivalent 2014 and above
Land Cruiser 10 seaters 76 series (5doors) or
Equivalent 2014 and above
Land Cruiser 13 seaters 78 series (3doors) or
Equivalent 2014 and above
Land Cruiser PRADO TX or equivalent 2014 and above
Double cabin Toyota Hilux 4X4 2.5cc 5-seater
or equivalent 2014 and above
Noah/ Equivalent 2014 and above
Toyota Hilux 4X4 2.5cc Single Cab 2014 and above
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Ref. #: IRC/SS/JUB/MSA/2025/02
Annex B: Scope of Works (SoW) for Provision of TAXI Services
IRC Reference #: IRC/SS/JUB/MSA/2025/02
This Scope of Work (“SOW”) will be added to the Service Agreement between International
Rescue Committee, Inc. (“IRC”) and the “Provider”, (individually, a Party, collectively, the
“Parties”) and shall be governed by the terms and conditions of that certain master services
agreement between the Parties. To the extent that the terms of the SOW and the Services
Agreement contradict, the terms of this SOW shall prevail.
Services
1. The Provider shall provide to IRC the following (“Services”) at his/her own cost:
Provide fully insured, road worthy and not older than 10 years, vehicles of various sizes.
Maintenance/Service and repair of the vehicle(s)
Transport of IRC Passengers within Juba
Pay for parking fees in all destinations or during the journey if applicable
Pay for any clearance required on the road
Payment for road toll if applicable
Ensure that vehicles are always fully fueled.
All drivers will have under-gone eye tests in the last one year and shall have a valid driving
license for the type of vehicle they are driving.
2. Rental payment will not be paid for the time in which the vehicle is undergoing mechanical
repair or maintenance, or during times when the vehicle is unavailable for use by IRC.
3. All rented vehicles will be subject to inspection by the IRC. Any vehicle found to be in poor
condition at the time of delivery will not be rented by IRC and no payments will be made as
a result. The Provider (vehicle owner) must give IRC two (2) days’ notice when the vehicle
is due for service, repair, or maintenance. The Provider (vehicle owner) shall be
responsible for all maintenance, repairs, servicing and any other services related to the
maintenance of the vehicle.
4. The Provider (vehicle owner) is responsible for maintaining proper registration and
insurance for the vehicle during the period of this rental contract.
5. The Provider (vehicle owner) must provide a driver with the vehicle. The Provider (vehicle
owner) shall be responsible for the driver's food, salary, and lodging. Delays in the
availability of the vehicle that result from late attendance, unprofessional behavior, or
improper/unsafe driving by this driver will be deducted from the rental payment for that
period. The driver must have a valid driver's license for South Sudan
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Ref. #: IRC/SS/JUB/MSA/2025/02
Annex C: Supplier Information form
INTERNATIONAL RESCUE COMMITTEE
Vendor Information Form
The information provided will be used to evaluate the Company before contracting with
the IRC.
Please complete all fields.
Fields marked (*) are mandatory.
Vendor Information
*Company\Organization
Name
*For individual vendors,
provide legal first and
last name
*Any other names
company is operating
under (Acronyms,
Abbreviations, Aliases)
if any
*Previous names of the
company
*Address
*Website
*Phone/Fax Numbers Phone: Fax:
First Name: Last Name:
*Primary Contact
Phone Number: Email Address:
*Number of Staff
Number of Locations
Avg. $ Value of Stock
on Hand
*Name(s) of Company
Owner(s) or Board of
Directors or CEO
*Parent companies if
any
*Subsidiary or affiliate
companies if any
Financial Information
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*Bank Name and
Address
*Name under
which company is This field is mandatory if Wire Transfer is the selected payment method
registered at bank
*Specify Standard
Payment Terms
(Net, 15, 30 days
etc.)
*Payment Method
(select all that Payment By: Check Yes | No Wire Transfer Yes | No Cash Yes | No
applies)
*Name under
which company is
registered at bank
*Bank account This field is to be completed upon notification of awarding of order\contract
number
This field is to be completed upon notification of awarding of order\contract
Routing Number
Swift code (if This field is to be completed upon notification of awarding of order\contract
applicable)
Product/Service Information
List Range of
Products/Services
Offered
Basis For Pricing
(Catalog, List, etc.)
Documentations as applicable:
*Registration
Provided ____
Not provided: _____ Reasons: _____
*Tax ID (W9, Tax
exempt certificate. Provided ____
etc.)
US Vendors only
*Do you require a Yes____ No____
Form 1099?
References (optional)
Client Name: Contact Name, Phone, Email Address:
Client Name: Contact Name, Phone, Email Address:
Client Name: Contact Name, Phone, Email Address:
Vendor Self-Certification of Eligibility
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Ref. #: IRC/SS/JUB/MSA/2025/02
Company certifies that:
1. They are not debarred, suspended, or otherwise precluded from participating in major donor
(e.g., European Union, European and United States Government, United Nations)
competitive bid opportunities.
2. They are not bankrupt or being wound up, are having their affairs administered by the courts,
have entered arrangements with creditors, have suspended business activities, are the subject of
proceedings concerning those matters, or are in any analogous situation arising from a similar
procedure provided for in national legislation or regulations.
3. They have not been convicted of an offense concerning their professional conduct.
4. They have not been guilty of grave professional misconduct proven by any means that the
contracting authority can justify or been declared to be in serious breach of contract for failure to
comply with their contractual obligations towards any contracts awarded in the normal course of
business.
5. They have fulfilled obligations related to the payment of social security contributions or the
payment of taxes in accordance with the legal provisions of the country in which they are
established or with those of the country where the contract is to be performed.
6. They have not been the subject of a judgment for fraud, corruption, involvement in a criminal
organization or any other illegal activity.
7. They maintain high ethical and social operating standards, including:
• Working conditions and social rights: Avoidance of Child Labor, bondage, or forced labor;
assurance of safe and reasonable working conditions; freedom of association; freedom
from exploitation, abuse, and discrimination; protection of basic social rights of its
employees and the IRC’s beneficiaries.
• Environmental aspects: Provision of goods and services with the least negative impact on
the environment.
• Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more
vulnerable to attack or bring unintended advantage to any military actors or other
combatants.
• Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of
weapons; not engaged in smuggling of drugs or people.
8. Company warrants that, to the best of its knowledge, no IRC employee, officer, consultant, or
other party related to IRC has a financial interest in the Company’s business activities, nor is any
IRC employee related to principals or owners of the company. Discovery of an undisclosed
Conflict of Interest situation will result in immediate revocation of the Company’s Authorized
Vendor status and disqualification of Company from participation in future IRC procurement.
9. Vendor hereby confirms that the organization is not conducting business under other names
or alias’s that have not been declared to IRC.
10. Vendor herby confirms it does not engage in theft, corrupt practices, collusion, nepotism,
bribery, or trade in illicit substances.
By signing the Vendor Information Form, you certify that your Company is eligible to supply goods
and services to major donor funded organizations and that all of the above statements are
accurate and factual.
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IRC Conflict of Interest and Vendor Code of Conduct
Supplier hereby agrees that Supplier and Supplier’s employees and subcontractors, if any, shall
abide by and follow all established written policies of IRC related to work conduct, including, but
not limited to, The IRC Way: Standards for Professional Conduct (“The IRC Way”), the IRC’s code
of conduct, which can be found at: https://www.rescue.org/page/our-code-conduct and IRC’s
Combating Trafficking in Persons Policy, which can be found here:
https://rescue.app.box.com/s/h6dv915b72o1rnapxg3vczbqxjtboyel.
The IRC Way provides three (3) core values - Integrity, Service, and Accountability – and twenty-
two (22) specific undertakings. Supplier acknowledges that all IRC employees and independent
contractors are expected to apply these core values and follow these undertakings in carrying
out work on behalf of IRC. It is a point of pride for IRC to apply these behavioral standards in
IRC’s everyday operations.
Integrity - At IRC, we are open, honest, and trustworthy in dealing with beneficiaries, partners,
co-workers, donors, funders, and the communities we affect.
• We work to build the trust of the communities in which we work and sustain the trust
earned by our reputation in serving our beneficiaries.
• We recognize that our talented and dedicated staff are our greatest asset, and we conduct
ourselves in ways that reflect the highest standards of organizational and individual
conduct.
• Throughout our work, IRC respects the dignity, values, history, religion, and culture of those
we serve.
• We respect equally the rights of women and men, and we do not support practices that
undermine the human rights of anyone.
• We refrain from all practices that undermine the integrity of the organization including any
form of exploitation, discrimination, harassment, retaliation or abuse of colleagues,
beneficiaries, and the communities in which we work.
• We do not engage in theft, corrupt practices, nepotism, bribery, or trade in illicit substances.
• We accept funds and donations only from sources whose aims are consistent with our
mission, objectives, and capacity, and which do not undermine our independence and
identity.
• We support human rights consistent with the UN Universal Declaration of Human Rights and
The Convention on the Rights of the Child.
• We rigorously enforce the UN Secretary General’s Bulletin on the Protection from Sexual
Exploitation and Abuse of Beneficiaries.
• IRC recognizes its obligation of care for all IRC staff and assumes their loyalty and
cooperation.
Service - At IRC, our primary responsibility is to the people we serve.
• As a guiding principle of our work, IRC encourages self–reliance and supports the right of
people to fully participate in decisions that affect their lives.
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• We create durable solutions and conditions that foster peace, stability, and social,
economic, and political development in communities where we work.
• We design programs to respond to beneficiaries’ needs including emergency relief,
rehabilitation, and protection of human rights, post–conflict development, resettlement,
and advocacy on their behalf.
• We seek to adopt best practices and evidence–based indicators that demonstrate the
quality of our work.
• We endorse the Code of Conduct for the International Red Cross and Red Crescent
Movement and NGOs in Disaster Relief.
Accountability - At IRC, we are accountable – individually and collectively – for our behaviors,
actions, and results.
• We are accountable and transparent in our dealings with colleagues, beneficiaries, partners,
donors, and the communities we affect.
• We strive to comply with the laws of the governing institutions where we work.
• We maintain and disseminate accurate financial information and information on our goals
and activities to interested parties.
• We are responsible stewards of funds entrusted to our use.
• We integrate individual accountability of staff through the use of performance evaluations.
• We utilize the resources available to our organization in order to pursue our mission and
strategic objectives in cost effective ways.
• We strive to eliminate waste and unnecessary expense, and to direct all possible resources
to the people we serve
Conflict of Interest and Legal Compliance
• Supplier hereby warrants that, to the best of its knowledge, no IRC employee, officer,
consultant, or other party related to IRC has a financial interest in the Supplier’s business
activities.
• Supplier hereby warrants that, to the best of its knowledge, no IRC employee, officer,
consultant, or other party related to IRC has a family relationship with the supplier’s owners.
• Discovery of an undisclosed conflict of interest will result in immediate termination of any
Agreement and disqualification of Supplier from participation in current and future IRC
activities.
• Supplier hereby warrants that the organization is not conducting business under other
names or alias’s that have not been declared to IRC.
• Supplier hereby warrants that it does not engage in theft, corrupt practices, collusion,
nepotism, bribery, trade in illicit substances, or terrorism or support of terrorism.
• Supplier hereby warrants that it complies with all applicable laws, statutes and regulations,
including, but not limited to, export controls, import controls, customs regulations, trade
embargoes and other trade sanctions and laws governing unlawful boycotts and payments
to foreign government officials.
Supplier hereby agrees to maintain high ethical and social standards:
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Ref. #: IRC/SS/JUB/MSA/2025/02
• Working conditions and social rights: Avoidance of child labor, bondage, or forced labor;
assurance of safe and reasonable working conditions; freedom of association; freedom from
exploitation, abuse, and discrimination; protection of basic social rights of its employees and
IRC’s beneficiaries; prohibition of trafficking in persons.
• Environmental aspects: Provision of goods and services with the least negative impact on
the environment.
• Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more
vulnerable to attack or bring unintended advantage to any military actors or other
combatants.
• Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of
weapons; not engaged in smuggling of drugs or people.
Disclosures of conflict of interest shall be made in writing to the IRC Supply Chain Coordinator or
Deputy Director of Operations in your country. For global procurement, please write to GSCQA.
Email: [email protected]
These IRC officials shall then determine whether a conflict exists and is material, and whether
the contemplated transaction may be authorized as just, fair, and reasonable. If conflict exists,
then the supplier with such a conflict shall be prohibited from participating in the transaction.
If you believe that any IRC employee, volunteer, or intern is acting in a manner that is
inconsistent with these Standards, please notify a supervisor or the confidential helpline Ethics
point, irc.ethicspoint.com or call Ethics point toll-free (866) 654-6461 in the U.S./call collect
(503) 352-8177 outside the U.S. There will be no retaliation against any person who raises
concerns that are based on good faith belief of improper conduct. An intentionally false report
or a failure to report conduct that is known to violate these standards may result in disciplinary
action.
By signing this statement supplier acknowledges any violation of the above IRC policies will
result in immediate termination of any agreement in place and disqualification from
participation in future IRC activities.
Supplier Name:
Signature:
Title:
Print Name:
Date:
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Annex D: Intent to Bid Form
International Rescue Committee, Inc.
Intent to Bid
IRC Reference #: _______________
Company Name ______________________________
(Please indicate #1 or #2 below)
1. □ It is the intent of this company to submit a response to the (Title of RFP) Request
for Proposal.
Please provide a name and email address for the person within your company that
should receive notices, amendments, etc. that are related to this RFP:
Name ______________________________
Phone ______________________________
Email ______________________________
Signature (If faxed) ______________________________
Title of Person signing ______________________________
Date ______________________________
We realize that this is an intent to bid and in no way obligates this company to participate
in this process.
2. □ This company DOES NOT intend to participate in this RFP.
Name (Signature if faxed) ______________________________
Title of Person signing ______________________________
Date ______________________________
Please fax or email this form at your earliest convenience to the attention of:
Name (YOU) ______________________________
Fax ______________________________
Email ______________________________
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