Integrated Water Infrastructure Development Project via ReliefWeb

EXPRESSION OF INTEREST

• Cover Letter
• Instruction to Bidders
• Required attachments
• Technical Scope
• Disclaimer/Certifications

EXPRESSION OF INTEREST (“EOI”)

Partners in Health Sierra Leone Integrated Water Infrastructure Development Project (PIH SL_IWIDP)

PART A: COVER LETTER

EOI Reference: PIH/EOI/WASH/001/2025

Issue Date: November 1st 2025

Questions Deadline: November 20th 2025

Submission Deadline: November 30th 2025

Partners in Health is seeking a contractor to provide expression of interest to be shortlisted for tenders related to water supply, sanitation, and hygiene (WASH). Our organization is seeking experienced and reliable materials suppliers and contractors to support WASH infrastructure projects exceeding $500,000 in value over the next five years. We are looking to establish a vetted network of partners committed to quality, accountability, and impact.

Please submit proposals in accordance with the instructions provided below. No award will be issued as a result of this process, but contractors meeting required qualifications may be shortlisted for any potential tenders related to water supply, sanitation, and hygiene (WASH) in Sierra Leone

Part A: Cover Letter

Part B: Instructions to Suppliers

Part C: Technical Scope

Part D: Certifications

Proposals, clarifications, and other correspondences regarding this solicitation can be addressed to:

ADDRESS

Partners In Health

Attn: Supply Chain Team

1 Oliver Street

Aberdeen

Freetown

EMAIL freetownprocurement@pih.org

All interested suppliers must email freetownprocurement@pih.org for Part B, Part C, and Part D of the Expression of Interest.

PART B: INSTRUCTION TO SUPPLIERS

1. Purpose

Our organization is seeking experienced and reliable materials suppliers and contractors to support WASH infrastructure projects exceeding $500,000 in value over the next five years. We are looking to establish a vetted network of partners committed to quality, accountability, and impact.

2. Submission requirements:

Offers must adhere to the requirements cited within this document. Offers must be submitted by the deadline stated on the cover page of thisEOI. Offers received after the deadline may not be considered. Questions and requests for clarification regarding this EOI must be submitted to (1 Oliver Street, Aberdeen, Freetown) by November 30th 2025

Submissions must include a cover letter on official organization letterhead signed by an individual with signatory authority. The submission must be submitted to 1 Oliver Street, Aberdeen, Freetown by November 30th 2025

Submissions must include the following:

• The organization’s valid business registration
• NRA Tax Clearance Certificate (for Sierra Leone context)
• NASSIT Certificate (for Sierra Leone registered suppliers)
• City/Municipal registration certificate (for Sierra Leone context)
• Applicable trade licenses (Works/Construction License)
• Completed questionnaire (Appendix A)
• References (at least 3)
• Project portfolio (as detailed in the questionnaire)
• Statement of capability
• Quality assurance certificates (as detailed in the questionnaire, if applicable)
• Financial documents and bank statements (as detailed in the questionnaire)
• The organization’s Code of Conduct
• Signed Certifications (below)

3. Method of Evaluation

Submissions will be evaluated for completeness and adherence with PIH ethical and legal requirements. Suppliers will be prequalified based on capacity and experience

4. Rejections, modifications, cancellation

PIH reserves the right to reject any and all submissions received, and to negotiate separately with any and all suppliers without explanation and in its sole and absolute discretion. PIH is not responsible for any costs occurred in the preparation, submission, or negotiation of any submission. PIH reserves the right to modify the EOI, modify the Project, alter the selection process, or amend the specifications related to this EOI. PIH reserves the right to cancel this EOI at any time.

PART C: TECHNICAL SCOPE

EOI Reference

1. Background

PIH is a local nongovernmental organization (NGO) which accompanies the Ministry of Health in Sierra Leone. Our mission is to create a preferential option for the poor in health care by accompanying the public sector in strengthening the provision of essential health services.

The project location(s) for possible water supply, sanitation, and hygiene are KONO and FREETOWN Sierra Leone. There is also possibility to be included in regional tenders for HARPER LIBERIA.

2. Overview of Technical Scope

Partners In Health (PIH) is seeking Expressions of Interest (EOI) from qualified firms, contractors, and suppliers withdemonstrated experience in the delivery of water supply, sanitation, and hygiene (WASH) infrastructure and services. The purpose of this EOI is to prequalify organizations capable of supporting the assessment, planning, design, implementation, and maintenance of water resources systems and related equipment at large rural Hospitals in Sierra Leone.

Respondents should outline which components of the scope they can deliver. Submissions must include a portfolio or reference projects demonstrating relevant capabilities and prior experience for each component.

1. Water Source Development and Groundwater Services

Development of sustainable groundwater sources, including:

• Geophysical surveys for groundwater exploration.
• Borehole drilling, cleaning, and redevelopment.
• Borehole yield testing, including measurement of yield, drawdown, and recharge rates.

2. Water Supply and Distribution Design and Implementation

Full-service design, supply, installation, and commissioning of water supply systems, including:

• Design of complete water mains distribution networks, including pipe sizing, pressure loss analysis, and hydraulic modeling.
• Supply and installation of submersible pumps, booster pumps, and associated pumping equipment.
• Supply and installation of water metering and control systems.
• Maintenance and repair services for pumps and control systems.
• Supply and installation of high-pressure piping systems (10 bar pressure rating; PE80/PE100; PN10/12.5; Class 10/16) and associated fittings.
• Construction of infrastructure such as manholes and valve chambers.
• Supply and installation of ground-level and elevated water storage tanks.
• Engineering, supply, and construction of water towers.

3. Wastewater Management System Design and Construction

Technical capability and experience in the design and implementation of wastewater management systems, including:

• Site topographic and soil percolation surveys.
• Design and construction of septic tanks, grease traps, soak-aways, and drainage fields.
• Design of wastewater drainage networks, including elevations and manhole siting.
• Supply and installation of wastewater pipelines.
• Design and construction of sumps, collection pits, and pump chambers.
• Provision of wastewater desludging services.

4. Water Treatment and Quality Monitoring

Designing and implementing water treatment facilities and water quality monitoring systems:

• Design and construction of water treatment facilities using appropriate technologies (e.g., filtration, chlorination, ozonation, etc.).
• Supply of water quality testing equipment and consumables.
• Conducting comprehensive water quality analysis (physical, chemical, and biological parameters).

5. Sustainability and Environmental Considerations

• Use of solar-powered pumping systems.
• Eco-friendly materials and construction practices.
• Water conservation technologies (e.g., low-flow fixtures, smart irrigation)

PART D: CERTIFICATIONS

1. Certification Of Supplier

Supplier represents and warrants that (a) Supplier is duly organized, legally existing and in good standing under the laws of the jurisdiction where it was organized; (b) Supplier is duly qualified to conduct business in the jurisdiction where the Project Site is located; (c) Supplier is financially solvent and possesses sufficient experience, license, authority, personnel and working capital to complete the work required in this RFP; (d) Supplier has the ability to enter into a valid legal contract with PIH and submit a valid and binding offer to PIH in response to this RFP, the offer meets all technical and financial requirements described in this RFP (e) the Cost Proposal provided for herein includes adequate compensation for the timely performance of the work, in compliance with the law,

Supplier represent and warrants that Supplier shall comply with all applicable laws, regulations, restrictions and requirements of all governmental authorities in performing the Services. Service Provider shall not: (a) undertake any activity or employment; (b) have any significant undisclosed financial or other interests; or (c) accept any contributions, if it would reasonably appear that such actions could compromise Supplier’s professional judgment or prevent Supplier from serving the best interests of PIH and the Project.

2. Conflict of Interest

Supplier represents and warrants that: (a) no contractual or other commitment or covenant exists that would prevent or limit Supplier’s full performance of Supplier’s duties and responsibilities if their offer is successful; (b) none of Supplier’s employee, agents, officers, managers, or directors (“Supplier Personal”) have a financial or other interest in any public or private entity or agency that is directly or indirectly involved in the work contemplated in this RFP or that would stand to improperly gain, or give the appears of an improper gain or influence from this work; (c) Supplier will perform regular due diligence to insure that no conflict of interest exists between Supplier Personnel and parties contemplated in this RFP and will immediately notify PIH is a Conflict of Interest is discovered.

3. Acknowledgement and agreement to abide by PIH’s Code of Conduct

4. Acknowledgement and agreement to abide by PIH’s Policy on Prevention of Sexual Exploitation, Abuse and Harassment Policy (PSEAH).

APPENDIX A: Facilities Suppliers and Contractors Questionnaire

I. General Information

Organization Name: _______________________________________________________

Address: ________________________________________________________________

Contact Name/Position: ___________________________________________________

Phone: ______________________________________

Fax: ________________________

Email: _______________________________________

Website: ____________________

Year Established:

Ownership/management structure: _______________________________________________________

In your own words how would you describe your business?

Do you offer products/materials or works or other (check all that apply)?

☐ Products/Materials:

☐ Works/Services (construction, design, engineering, renovation, installations):

☐ Other:

Which types of products/services do you offer (check all that apply)? In the space provided, you may indicate specifics or specialties.

☐ Construction: ___________________

☐ Architectural Design: ___________________

☐ Engineering. If checked, which type: ___________________

☐ Biomedical Equipment: ___________________

☐ General Construction Materials: ___________________

☐ Power Tools: ___________________

☐ Securityand Safety (including PPE and fire safety): ___________________

☐ Electrical: ___________________

☐ Clean Water Supply: ___________________

☐ Waste Management: ___________________

☐ HVAC: ___________________

☐ Vehicles: ___________________

☐ Mechanical (generators, etc.): ___________________

☐ IT/networking: ___________________

☐ Office supplies: ___________________

☐ Hygienesupplies: ___________________

☐ Other: _______________________________________

List any specific brands or manufacturers of products your company offers? If you have exclusive rights, please indicate

Do you work with the government, any NGO’s, UN agencies, or multi-lateral organizations? Please list.

What is your annual revenue? ___________________________________________________

If applicable, please list large (greater than $25K USD) construction or renovation works projects completed or underway with emphasis on projects from the last 3 years. Please include: name of project, brief project description, name of client, contract value, year of completion

Please provide contact information for at least 3 references for clients

Please attach a portfolio of relevant projects including:

• Quotations/proposals
• Schematics/engineering drawings
• Bills of materials
• Equipment/material datasheets
• Photos
• Other relevant documents

Marketing and Registration

Are you licensed by the government’s regulatory body? ☐ Yes ☐ No

Please list the date of licensure: _______________________

Please provide your registration number: ______________________

Quality Assurance

Please select all that apply for the products you offer (if you only offer services, please leave blank)

☐ Which countries/markets do you serve?

☐ Products meet ISO standards and ISO certificates are available

Please provide your policy for handling recalls and quality complaints.

Please describe how you ensure quality of products and manufacturers. Describe any prequalification processes and your purchasing policies.

Personnel

Number of employees: _______________________

Please elaborate on the qualifications of key personnel: engineers, contract/project managers, technical experts, etc. Include CVs of management/technical leads.

How many employees under the age of 16? In what capacity? What are their ages?

Financial

Banking Name:

Address:

Account Number:

Account Name:

Swift/BBAN Number:

Payment terms:

Pre-Payment percentage:

Describe any discount or contract policies, including discounts for NGOs and non-profit organizations.

Ethical Commitment

Supplier agrees that they take all appropriate measures to prevent sexual exploitation, harassment or abuse of anyone by its employees or any other persons engaged and controlled by Supplier. Supplier agrees to comply with applicable laws regulations and restrictions regarding health, safety and security.

Supplier agrees to comply with all applicable laws, regulations, and restrictions relating to anti-bribery and anti-corruption.

Signature _________________________________________

Date ___________________

1. Commitment

Signature _________________________________________

Date ___________________

I, undersigned, ______________________________ , certify that the information provided in this questionnaire is correct.

Signature _________________________________________

Date __________________

How to apply

Email application to freetownprocurement@pih.org.