ISLAMIC RELIEF WORLDWIDE - SOUTH SUDAN AFEX Compound, Stadium Road,
PREQUALIFICATION DOCUMENT & FORM Off Cemetery Road, Juba
PREQUALIFICATION OF SUPPLIERS FOR THE YEAR 2026 - 2027
20th November 2025
Section A. Introduction
Islamic Relief South Sudan (IRSS) office has been in operation since 2004 with interventions in WASH, Food
Security and Livelihoods (FSL), Emergency Relief Supplies in Non-Food Items (NFIs), Health and unique
seasonal programmes i.e. Ramadan and Qurbani.
Interested eligible suppliers are invited to apply for pre-qualification, indicating the category of goods,
works or services they wish to apply for.
1. IRSS will pre-qualify prospective suppliers for the supply of goods, works, and services from among
those who will have submitted their pre-qualification documents in accordance with the requirements
to undertake the assignment as described herein.
2. Eligible suppliers are invited to submit a pre-qualification document for the supply of goods, works and
services.
3. The pre-qualification documents will be the basis for the pre-qualification and eventual invitation to bid
for the supply of goods, works, and services.
4. The interested suppliers must familiarise themselves with the requirements of the pre-qualification
document.
5. IRSS will not be responsible for any costs or expenses incurred by interested suppliers in the
preparation of the documents and attachments or delivery of these pre-qualification documents,
6. IRSS policy requires that interested suppliers observe the highest standard of ethics during the pre-
qualification process. In pursuance of this policy, IRSS:
Will declare a candidate ineligible for pre-qualification if at any time it determines that the
candidate has engaged in corrupt or fraudulent practices in the prequalification process, in
competing for or in executing a similar engagement.
Will have the right to inspect the business premises of the candidate as part of the
prequalification process.
7. Interested suppliers shall furnish information as described in the pre-qualification document.
9. This is a pre-qualification of suppliers and not an RFQ/ tender for the provision of goods, works and
services.
Notes for completion:
Please answer all questions asked in the questionnaire as failure to do so may result in disqualification. Write
N/A if the question does not apply to you and write N/K if you don’t know the answer.
“Authority” means the purchasing organisation.
“You”/ “Your” or “Potential Provider” means the business or company which is completing this PQQ.
IRSouth Sudan will contact you to let you know whether you have been successful.
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Verification of Information Provided:
Islamic Relief South Sudan may seek verification or ask to see these documents at a later stage mostly during
site visit hence advisable that you ensure they can be made available upon request.
IRSS areas of Operation
S/No. Location Supplier to Tick on areas they can operate
1. Country Office, Juba
2. Wau
3. Warrap
4. Yei
5. Narus, Kapoeta
6. Kajo Keji
Categories for the prequalification. Tick accordingly.
PRE-QUALIFICATION OF SUPPLIER FOR FY 2026-2027
Category Number Items Description Tick
Category
Applying
for
IRSS-FY-26/27-1 Supply and delivery of Food Items (Sorghum, maize flour, sugar, rice, lentil,
beans, salt and cooking oil)
IRSS-FY-26/27-2 Agriculture inputs (Seeds and tools)
IRSS-FY-26/27-3 Vertinary inputs drugs and Equipment
IRSS-FY-26/27-4 NFI/Relief Supplies (Blankets, Tents, Mosquito Nets, safety equipment,
hygiene kits etc.)
IRSS-FY-26/27-5 Supply and delivery of fishing equipment (Fishing hooks, net, twine,
scrappers and floats)
IRSS-FY-26/27-6 Medical supplies (Human drugs and medical equipment)
IRSS-FY-26/27-7 Supply and delivery of IT hardware equipment e.g. laptops, scanners,
printers, copiers and UPS
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IRSS-FY-26/27-8 Borehole drilling works and rehabilitation services including flushing, , test-
pumping, camera inspection. hand pump, solarized pumps, drip irrigations
and rehabilitations
IRSS-FY-26/27-9 Provision of borehole equipping, electromechanical works and Solar
PV/Electricity/Genset Installations, of hand pumps, solarized pumps, drip
irrigations and rehabilitations
IRSS-FY-26/27-10 Hotel / Lodging and Venue (Hotel Rooms and meeting venues)
IRSS-FY-26/27-11 Supply and delivery of general hardware items, electricals, tools and
plumbing materials
IRSS-FY-26/27-12 Construction works. VIP latrines, Hospitals, staff houses, rain water harvest
system, Fences, etc.
IRSS-FY-26/27-13 Mechanical Works (Fabrication of Steel Towers and Tanks including
foundation Civil Works
IRSS-FY-26/27-14 Office Equipment: Office furniture and fittings, solar supplies and Repair
and maintenance)
IRSS-FY-26/27-15 Motor Vehicle spare parts and Services
IRSS-FY-26/27-16 Supply and delivery of office supplies e.g. sugar, milk, tea leaves, brush etc
IRSS-FY-26/27-17 Supply and delivery of general office stationery, toners and cartridges
IRSS-FY-26/27-18 Supply and delivery of office furniture and fittings
IRSS-FY-26/27-19 Printing and Supply of branded promotional items
IRSS-FY-26/27-20 Provision of Legal Retainer services
IRSS-FY-26/27-21 Provision of ICT equipment repair, maintenance and servicing
IRSS-FY-26/27-22 Professional Unarmed guarding services
IRSS-FY-26/27-23 Vehicle Tracking Services
IRSS-FY-26/27-24 Supply and delivery of motor vehicle tyres and tubes
IRSS-FY-26/27-25 Provision of car hire, lease and taxi services.
IRSS-FY-26/27-26 Provision of Internet Services
IRSS-FY-26/27-27 Provision of Travel agent services.
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A: Organisation and Contact Details
Full name of
organisation
Date of Registration
Registration Certificate
Number
Street Road
Address Building
Town Website
Email Telephone No.
Name of Parent Company
Description Tick Accordingly
A Public Limited Company
A Limited Company
Type of Organisation
A Limited Liability
Partnership
Other Partnership
Sole Trader
Other (Please Specify)
DETAILS FOR CONTACT PERSON
Contact details for enquiries about this PQQ/Business Issues
Name of Staff
Address
Position in
Organisation
Town
Phone
Mobile
Email
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QUESTIONS 1.1 and 1.2 FOR COMPLETION
1.1 Is your business registered with the
South Sudan Chamber of Commerce?
1.2 Is your organization in Possession of
Certificate of
Incorporation/Registration?
1.3 Do you have all the licenses from the
Central Government
1.4 Do you have all the licenses from the
local authority/government
B – Mandatory Documents
The following documents are mandatory for business to be considered
i.
N
Requirement Score/
o.
Legal documents
1. Certificate of Incorporation/Registration
2. Tax clearance certificate
1 Mandatory (Yes/No)
3. Chamber of Commence
4. Copies of Directors ID and MOU
2 Valid Tax Compliance Certificate & Import License Mandatory
Air Travel Firms must be registered with International Air
3 Mandatory
Travel Association (IATA)
Pharmaceutical companies must have license from
4 Mandatory
National Drug Authority
Vehicle Hire Firms, Taxis must attach evidence of having
5 Mandatory
taken all the necessary insurance covers.
6 Valid Operating License Mandatory
7 IRSS Suppliers declaration form filled Mandatory
Evidence of physical Registered office– Please attach
8 utility bill e.g. Electricity/Water bill etc. or tenancy Mandatory
agreements with the name of the firm
A minimum of three reference letters from current
10 Mandatory
clients. i.e. For the period 2023-2025
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Bank statement for the last six months in the name of the
11 Mandatory
firm i.e. (April 2025 to October 2025)
Evidence Of physical Registered office– Attach utility bill
12 e.g. Electricity /Water bill etc. or tenancy agreements with
the name of the supplier
Past performance experience
13 Attach LPOs/Contracts/completion certificates i.e. For the
period 2023-2025
C - Grounds for Mandatory Rejection
Important Notice:
In some circumstances the Authority is required by law to exclude you from participating further in a
procurement. If you cannot answer ‘no’ to every question in this section it is very unlikely that your
application will be accepted, and you should contact us for advice before completing this form.
Please state ‘Yes’ or ‘No’ to each question.
Has your organisation or any directors or partner or any other person Answer
who has powers of representation, decision or control been convicted
of any of the following offences?
(a) A crime
(b) Corruption
(c) The offence of bribery;
(d) Fraud within the meaning of:
(e) Money laundering
(f) Any other offence
D - Grounds for Discretionary Rejection
Important Notice:
The Authority is entitled to exclude you from consideration if any of the following apply but may decide
to allow you to proceed further. If you cannot answer ‘no’ to every question it is possible that your
application might not be accepted. In the event that any of the following do apply, please set out (in a
separate Annex) full details of the relevant incident and any remedial action taken subsequently. The
information provided will be taken into account by the Authority in considering whether or not you will
be able to proceed any further in respect of this procurement exercise.
Please state ‘Yes’ or ‘No’ to each question.
Is any of the following true of your organisation?
(a) Is bankrupt or under receivership or bankruptcy restrictions order made
against the organization
(b) Is insolvent,
(c) Is the subject of an order by the court winding up otherwise than for the
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purpose of bona fide reconstruction or amalgamation, or had a receiver,
manager or administrator on behalf of a creditor appointed in respect of the
company’s business or any part thereof or is the subject of similar procedures
under the law of any other state?
Has your organisation
(a) been convicted of a criminal offence relating to the conduct of your
business or profession;
(b) committed an act of grave misconduct in the course of your business or
profession;
(c) failed to fulfil obligations relating to the payment of social security
contributions
(d) failed to fulfil obligations relating to the payment of taxes
e) been guilty of serious misrepresentation in providing any information
required
[Note to Authority: Please insert any specific criminal offences or
misconduct which may be appropriate to draw Potential Providers attention
to having regard to the specific sector or circumstances of this
procurement. (i.e. any offences or misconduct particularly relevant to or
prevalent in the sector)]
D - Financial
2 BANK INFORMATION
2.1 Bank
Branch
Account Name
Account Number
Swift Code
Attach Letter of Credit
From your respective
Bank
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E - References
4 REFERENCES – (EXPERIENCE & CONTRACT EXAMPLES)
Please provide details of up to three contracts (that where your organization served), that
are relevant to Islamic Relief’s category/ categories applying for. Contracts for the supply
of goods or services should have been performed during the past two years. Works
contracts may be from the past three years.
(The customer contact should be prepared to speak to the purchasing organisation to
confirm the accuracy of the information provided below if we wish to contact them).
Description Contract 1 Contract 2 Contract 3
4.1 Organisation Name
Contact Person
Phone Number
Position in the
organization
Email
4.2 Contract Details:-
Start date
Completion
date
Contract
Value
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2.1 4.3 Brief description of
contract (max 150
words)
If you cannot provide at least one example, please briefly explain why (100 words max)
NB: Attach recommendation letters or purchase orders from them
F - Declaration
5. I declare that to the best of my knowledge the answers submitted in this PQQ are
correct. I understand that the information will be used in the process to assess my
organisation’s suitability to be invited to tender for Islamic Relief’s requirement
and I am signing on behalf of my organisation. I understand that the Contracting
Authority may reject this PQQ if there is a failure to answer all relevant questions
fully or if I provide false/misleading information. By signing the PQQ I certify that all
of the above statements are accurate and factual.
FORM COMPLETED BY
5.1 Name:
5.2 Position:
5.3 Signature:
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5.4 Date:
5.5 Stamp:
IRW-SS reserves the right to accept any bid and reject any or all prequalification documents.
IRSS reserves the right to accept and to annul the prequalification processes at any time prior to
finalization of the prequalification process, without, thereby incurring any liability to the affected
interested suppliers or interested supplierss or any obligation to inform the affected interested supplier (s)
or s on the grounds of its action.
Tender Schedule
Instructions to Interested Suppliers
No hardcopy submissions will be accepted.
All prequalification documents should be submitted via email to Tendering.IRSS@islamic-
relief.com.ss with the subject of the email as PREQUALIFICATION OF SUPPLIERS 2026/2027( with
the category of vendors choice e.g IRSS-FY-25/26-17
The size of the email should not exceed 25MB
Interested suppliers should send the documents in PDF format that is not password protected.
Any links sent or password protected documents will not be considered.
Suppliers are encouraged to send the documents as one batch in one email.
All prequalification documents must be submitted before or on 4th December 2025 at 10:00 AM (local
time).
Interested suppliers are required to strictly follow the specified criteria and submit all documents online to
the following email address: [email protected] with the subject of the email as
PREQUALIFICATION OF VENDOR 2026/2027( with the category of vendors choice e.g IRSS-FY-25/26-17
Procurement Committee
Islamic Relief South Sudan
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