Procurement of IEC Materials for the RCRP Project for the National Flood Awareness Raising Campaign

5th August 2025

ALL INVITED SUPPLIERS

Ref No: SS-MWRI-503395-GO-RFQ

• The Government of South Sudan through the Ministry of Water Resources and Irrigation (MWRI) is implementing the Regional Climate Resilience Program for Eastern and Southern Africa Project (RCRP Project).

• The Ministry of Water Resources and Irrigation (MWRI) has received funding from the World Bank and it intends to apply part of the proceeds to pay for Supply of Information, |Education and Communication (IEC) Materials for National Awareness Raising Campaigns as per the schedule of Requirement in section A.

• The Ministry now invites qualified suppliers to submit quotations to Supply IEC Materials for the RCRP Project for the National Awareness Raising Campaign. More details are provided in the Technical Data (Section D).

• A firm will be selected under the Request for Quotations procedures and in a format as described in this RFQ, in accordance with the policies of the World Bank’s Procurement Regulations for IPF Borrowers: Procurement in Investment Financing - Goods, Works, Non-Consulting and Consulting Services dated July 2016 and current edition February 2025. (“Procurement Regulations”), which can be found at the following website: https://thedocs.worldbank.org/en/doc/6c0602876d68949e80820507d90a14ed-0290012023/procurement-regulations-september-2023

Section A: Quotation Requirements

• Brief description of the services required are listed below.

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• Polo T-Shirts.

Piece

500

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• Shirts.

Piece

50

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• Round Neck T-Shirts.

Piece

1000

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• Half Jackets

Piece

50

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• Caps

Piece

1000

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• Branded Handbags

Piece

200

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• Branded Note Books

Piece

100

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• Coffee Cups

Piece

200

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• Reflector Jackets

Piece

50

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• Life Jackets

piece

50

• Quotations: Bidders must quote for all the required items in the package. Partial quotations will be rejected. Quotations shall cover all costs of labour, materials, overheads, profits and all associated costs for performing the supply. The cost of performing the supply shall be included in the items stated and the cost of any incidental supply or materials shall be deemed to be included in the prices quoted.

• Quotation must be in US Dollars.

• Validity: Quotations must be valid for 30 days from the date of submission of quotations given below.

• Delivery period: 30 days after contract signature and certification of samples by the MWRI.

• Warranty period shall be two (2) Months from the date of acceptance of the Goods. Any defects must be rectified within two weeks.

• Award of contract shall be based on the lowest evaluated price.

• Percentage increase or decrease. The Purchaser has the right to increase or decrease the quantities by 10%.

• Contract shall be awarded after the MWRI is satisfied that samples meet the required technical specifications.

• Payment Terms: Payments will be made in the following manner:

• Submission of Invoice upon delivery and confirmation of the IEC Materials by the Senior Communication and Knowledge Management Specialist.

• Full Payment shall be made into the Supplier’s Bank Account in the currency of the quotation within 30 days on completion of satisfactory performance of the purchase order and upon receipt of an invoice supported by a Delivery Note.

• Quotations (clearly marked with the quotation number and description and no other markings) must be delivered to the address above by hard copy on or before Wednesday, 13th August 2025 at 10:00 AM local Time. Late bids shall be rejected.

• Your quotation in the attached format should be sealed in an envelope and addressed to and delivered at the following address:

The Project Coordinator (RCRP)

Project Implementation Unit

Ministry of Water Resources and Irrigation (MWRI)

Plot No: 11, Block No: AXII, Hai Cinema,

Juba, South Sudan

Section B: Quotation Submission Sheet

• Currency of Quotation: US Dollars

• Delivery period offered: ………… days from date of contract signature

• The validity period of this Quotation is: …… days from the date for receipt of Quotations.

• Warranty and or license period (where applicable): …………………….. Months.

• We attach the following documents:

• Section C of the Request for Quotations completed and signed;

• A copy of valid Business Registration Certificate from bidder’s country of origin,

• A copy of a valid Tax Certificate from bidders country of origin

• A list of two recent contracts of similar nature supplied and of comparable value,

• We confirm that our quotation is based on the terms and conditions stated in your Request for Quotations referenced above, and that any resulting contract will be subject to the draft Contract attached.

• We confirm that the prices quoted are fixed and firm for the duration of the validity period and will not be subject to revision or variation.

Authorized By:

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Name:

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……………………………………….

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Signature

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………………………

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Position:

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..........................................................

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Date:

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………………………

Authorized for and on behalf of:

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Vendor:

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……………………………………………………………………………………..

Address: ……………………………………………………………………………………….

……………………………………………………………………………………………........

Section C: Schedule of Requirements

(to be priced by Bidder on their headed form)

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• Polo T-Shirts.

Piece

500

|

|

|

|

• Shirts.

Piece

50

|

|

|

|

• Round Neck T-Shirts.

Piece

1000

|

|

|

|

• Half Jackets

Piece

50

|

|

|

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• Caps

Piece

1000

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• Branded Handbags

Piece

200

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• Branded Note Books

Piece

100

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• Coffee Cups

Piece

200

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• Reflector jackets

Piece

50

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|

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• Life Jackets

piece

50

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Total

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Authorized By:

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Name:

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……………………………………….

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Signature

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………………………

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Position:

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..........................................................

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Date:

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………………………

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Authorized for and on behalf of:

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Vendor:

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……………………………………………………………………………………..

Section D: TECHNICAL DATA/SPECIFICATIONS

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No.

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Description

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required minimum specification

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bidder’s offered detailed specification

1

Polo T-Shirts.

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• Material Type. 100% Cotton or Cotton - Polyester Blend of 65%:35%.

• Weight. 160-200gsm

• Color. Vibrant, Fade-resistant

• Fit. Men’s & Women Sizes (Regular fit)

• Design Front. Project Logo & Key Messages

• Sizes. Mixed (60% XXL, 20% XL, 20% L)

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2

Shirts.

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• Material Type. 100% Cotton or Cotton - Polyester Blend.

• Weight. 160-200gsm

• Color. Vibrant, Fade-resistant

• Fit. Men’s & Women Sizes (Regular fit)

• Design Front. Project Logo & Key Messages

Sizes. Mixed (60% XXL, 20% XL, 20% L)

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3

Round Neck T-Shirts.

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• Material Type. 100% Cotton or Cotton - Polyester Blend.

• Weight. 160-200gsm

• Color. Vibrant, Fade-resistant

• Fit. Men’s & Women Sizes (Regular fit)

• Design Front. Project Logo & Key Messages

Sizes. Mixed (60% XXL, 20% XL, 20% L)

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4

Half Jackets

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• Materia Type. Lightweight, Water Resistant Fabric

• Weight. 100-150gsm

• Color. Bright, Reflective Colors

• Fit. Men’s and Women’s Sizes

• Design Front. Project Logo and Key Messages

• Sizes. Mixed (Men & Women)

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5

Caps

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• Material Type. 100% Cotton or Polyester

• Color. White and Light Blue

• Fit. Adjustable

• Design Front. Project Logo

• Sizes. Adjustable

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6

Branded Handbags

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• Material Type. Durable Canvas or Polyester

• Weight. 300-350gsm

• Color. Project branding colors

• Fit. One-Size

• Design Front. Project Logo and branding design

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7

Branded Note Books

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• Material Type. Hardback cover with premium papers

• Color. Project branding colors

• Design Front. Project Logo

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8

Coffee Cups

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• Material Type. Ceramic or Stainless Steel

• Color. White with Project branding

• Design Front. Project Logo and branding text

• Sizes. Standard Sizes

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9

Reflector jackets

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• Polyester (often mesh or waterproof), breathable fabrics

• 2-inch (5 cm) retroreflective strips (typically silver or grey)

• Fluorescent yellow, orange, green—high-contrast for visibility

• Up to 300 meters depending on lighting and class

• Zipper, Velcro, or snap-button front closure

• Optional multiple pockets for tools, pens, ID cards

• Options available in waterproof, windproof, or insulated (for cold climates)

• Vest (sleeveless), short-sleeve, long-sleeve

• Hooded, ID tag holder, company logo area, radio mic tabs

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10

Life Jackets

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• Ranges from 15.5 lbs (70N) to 33 lbs (150N+) depending on type and standard (e.g., EN ISO, USCG).

• Adults (M,L&XL) (based on weight and chest size).

• Foam (closed-cell), inflatable (CO₂ cartridge), or hybrid. Nylon or polyester outer shell.

• Bright/high-visibility colors (e.g., orange, red, yellow) for better detection in water

• Required for offshore and commercial use (SOLAS reflective tape).

• Often attached for sound signaling. Required in SOLAS-approved jackets.

• USCG (United States), ISO 12402 (EU/international), SOLAS (commercial), CE mark.

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We confirm that we comply with the technical requirements or scope of services as detailed above.

Authorized By:

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Signature:

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___________________________

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Name:

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____________________________

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Position:

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___________________________

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Date:

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____________________________

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Authorized for and on behalf of:

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(DD/MM/YY)

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Suppli