Submission of offers to

Procurement Department
Plan International Liberia

Plan International Liberia Country Office

Fish market Community,

Tubman Boulevard, Monrovia

Liberia.Procurementinfo@plan-international.org and Contact: 07700090133/0770009000.

Contents

PART 1 – BACKGROUND.. 5

1. Background Information on Plan International 5
2. 1 Company overview.. 5
3. 2 The Opportunity. 5
4. 3 Purpose of the RFI 5

PART 2 – INSTRUCTIONS. 6

2. 1 RFI key dates. 6
3. 2 Company contact. 6

Name. 6

Title/Position. 6

Email address. 6

Postal address. 6

2. 3 Queries and questions during the RFI period. 6
3. 4 Opportunity briefing and site visit. 6
4. 5 Response lodgement methods and requirements. 6
5. 6 Late responses. 6
6. 7 Suppliers to inform themselves. 7
7. 8 Costs of preparing the response. 7
8. 9 Confidentiality. 7
9. 10 Acceptance of these Conditions. 7

PART 3 – INFORMATION TO BE PROVIDED.. 7

3. 1 Supplier details. 7
4. 2 Supplier capabilities and experience. 8
5. 3 Supplier financials. 8
6. 4 Certifications and awards. 8
7. 5 Policies. 8
8. 6 Indicative Pricing. 8
9. 7 Other Information. 9

Cover Letter

[Insert Title and address of letter recipient]

Dear …………..

RE: Request for Information for (insert opportunity)

Plan International is currently reviewing the provision of Request for Information (RFI) background on vehicle spare parts As part of developing our plans to meet this requirement we are issuing this Request for Information (RFI). This RFI is one vehicle by which we can systematically identify similarities and differences between suppliers in the market and additionally gain a greater understanding of specific suppliers’ abilities, core business and strategic outlook with respect to the Secretarial Services.

You are invited to submit a response to this RFI. This will be considered solely for the purposes of building a greater understanding of the marketplace and industry’s ability to fulfil our requirements. We look forward to your response by the closing date and time provided on the cover page of our RFI documentation.

Yours sincerely

[insert name and title]

PART 1 – BACKGROUND

Plan International Liberia is seeking to identify qualified suppliers for the provision of vehicle spare parts to support its fleet operations. Reliable access to genuine spare parts is essential to ensure the safety, efficiency, and continuity of program activities across Liberia.

The organization operates a range of vehicles that require regular maintenance and timely replacement of parts. To streamline procurement and ensure compliance with internal and donor requirements, this RFI is being issued to gather information from potential suppliers regarding their capacity, product range, pricing structures, and delivery timelines.

This process will enable Plan International Liberia to establish a pool of vetted suppliers who can provide consistent, high‑quality spare parts and related services. The information collected will inform future procurement decisions and contribute to achieving operational efficiency and cost‑effectiveness.

1. Background Information on Plan International

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child, but this is often suppressed by poverty, violence, exclusion and discrimination and its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood, and we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 80 years, and are now active in more than 75 countries.

Read more about Plan International’s Global Strategy: 100 Million Reasons athttps://plan-international.org/strategy

1. 1 Overview

Plan started working in Liberia in 1981 and resumed operations in 2007 after the end of the second civil war. Today, Plan International Liberia is one of the leading girls- and child-centred organizations in the country. We operate in the counties of Lofa, Nimba, Bomi, Margibi, and Montserrado to reach the most marginalized children and young people.

We collaborate with various government agencies and local and national partners to achieve sustainable outcomes for children and young people in Liberia.

We won’t stop until we are all equal.

Our key areas of work include:

• Combating violence with a particular focus on early marriage, female genital mutilation, and child abuse.
• Youth economic empowerment and participation in decision-making.
• Improving the health of children by combating TB/HIV/RSSH/Malaria.

Vehicle maintenance is a key back-office service required by Plan International to keep operations running smoothly. To achieve this, Plan International aims to establish a Long-Term Agreement to ensure its fleet and the vehicle fleets of its projects and partners remain operational and well-maintained in a cost-effective manner, enabling efficient delivery of program activities.

Plan International seeks a competitive and reliable company to provide efficient and cost-effective vehicle maintenance and repair services for each vehicle type. These services include routine minor and major maintenance as well as ad-hoc repairs.

1. 2 The Opportunity

Plan International is considering options for the provision of periodic & unscheduled vehicle maintenance and repair services. The service provider must have the capability to source and supply, through a reliable supplier, an adequate number of genuine spare parts for the vehicles as needed for maintenance and repairs. The service provider should make every effort to secure original or standard spare parts.

1. The Service Provider will avail the services of his workshop and give priority to provide Plan International vehicles with all necessary repairs and maintenance.
2. The Service Provider shall perform all services diligently, skillfully, and workmanlike, in strict accordance with the provisions of this TOR and the instructions of Plan International, consistent with this ToR or the respective contract.
3. The Service Provider shall keep and maintain up-to-date records of all services provided to Plan International’s vehicles and shall notify Plan International of the next scheduled service. The service provider shall keep a complete history of each vehicle.
4. The Service Provider shall ensure that the mechanics performing repair work are skilled and adequately trained on the specific vehicles. Apprentices or unskilled mechanics shall not perform any major repairs on Plan International vehicles.
5. The vehicle’s service kilometer, next service kilometer, and estimated date should also be indicated and displayed in the vehicles.
6. Billing procedures shall be in accordance with the following:
   1. Plan International Authorized Official will sign all Maintenance and Repair Orders; any additional services or repairs beyond the requested work should be approved before the service occurs.
   2. All invoices must be attached to the corresponding Work Order.
   3. Plan International Logistics Service shall receive a monthly statement from the vendor. The statement shall specify all maintenance services completed, including vehicle number and invoice number.
   4. The total statement shall equal the sum of all attached invoices.
   5. All invoices must include the vehicle numbers of the vehicle receiving services.
   6. Every invoice needs a unique ID number.
7. At any time, Plan International may request that replaced parts be shipped to the Plan International office at the vendor’s expense for inspection.

Levels of services

The Service provider shall determine the required service level for a vehicle and inform Plan International Liberia for review and approval. It is essential for the service provider to follow the manufacturer’s manual regarding which service level to apply when servicing the vehicle. The service levels are outlined as follows:

1. a) Periodic maintenance service

• Service level “A”
  • Change engine oil and filter;
  • Replace air filter, PCV valve, and filter;
  • Lubricate chassis;
  • Check and “top off” all fluids (brake, clutch, power steering)
  • Check and adjust belts;
  • Check all hoses;
  • Check all lights;
  • Check electrical system, including all fuses;
  • Check windshield wipers;
  • Check and adjust doors; – Check wheel alignment;
  • Check brake pedal and parking brake;
  • Check brake pads and discs;
  • Check Drive axle service;
  • Check exhaust system;
  • Check & rotate tires;
  • Inspect ball joints and dust cover;
  • Inspect air cleaner filter for diesel engine;
  • Check steering wheel, linkage and gear box;
  • Check front and rear suspension.

• Service level “B”
  • All items listed in service level “A”; and additionally,
  • Inspect and clean the air-conditioning system;
  • Check cooling system;
  • Tune-up engine (replace fuel filter, spark plugs, and rotor);
  • Check and service transmission (includes replacing fluid, filter, and gasket);
  • Pack front wheel bearings and replace seals;
  • Perform visual inspection of front and rear shocks;
  • Check water (diesel engine);
  • Check all lights, horn, wipers and washer; and – Check battery.
  • Clean and flush cooling system and replace with coolant recommended for the climate;
  • Replace brake-pads and shoes, and bleed brakes;
  • Inspect front/rear axles and change fluids;
  • Inspect shields and under hood insulation;
  • Check thermostatically controlled engine-cooling fan;
  • Check exhaust pipes and mountings;
  • Check brake line pipes and hoses;
  • Check drive shaft boots;
  • Check differential gear oil; and
  • Check valve clearance without three-way catalytic converter.

Service level “C”

• All items listed in service level “B”, and additionally:
• Replace differential gear oil;
• Check manual transmission oil;
• Check automatic transmission fluid;
• Check Transfer oil;
• Inspect drive belts;
• Inspect charcoal canister (gasoline engine);
• Inspect diesel smoke (diesel engine);
• Inspect fuel tank cap, fuel lines and connections;
• Inspect manual transmission oil;
• Inspect automatic transmission fluid;
• Inspect cooling and heater system hoses and connections; and – Change engine coolant.

Services A, B and C will occur as follows:

1. b) Intermittent Service

The service provider can be requested to carry out intermittent service such as:

• Oil filter change
• Brake pad set change
• Brake shoes set change
• Air conditioner servicing
• Wheel alignment
• Tires installation and balancing
• Towing of vehicles (within 50 KM Monrovia limits)

1. c) Ad-hoc Maintenance and Repair that are not covered by Service levels A to C

The service provider shall repair vehicles that are referred to workshop for repair. Such vehicles shall be prioritized, and the services of repair could be:

• Windscreen replacement
• Vehicle body alignment in case of accidents.
• Bumper repair or replacement
• Any other tasks required to repair the vehicle.

The service provider shall send pro-forma invoices for such maintenance and repairs in advance to Plan International. Plan International’s logistics service will review the pro-forma and approve it before replacing spare parts or conducting maintenance. Plan International will not be liable for payment of invoices related to the ad-hoc service level that are not pre-approved by Plan International.

Service Request Procedures

The procedure of vehicle admission to the workshop shall be in accordance with the following:

• The company will receive a Purchase Order from Plan International specifying the vehicle’s plate number and requesting service or maintenance to be provided. Any additional work or services not mentioned in the Purchase Order must be approved before the work or services are performed. Plan International shall not be obligated to compensate for services that were not approved in advance (No work orders to be accepted verbally).
• After the vehicle’s maintenance and repair, it is handed over to the driver, who signs to certify the service. This clearly identifies the maintenance or repair performed once the services are completed.
• At any time, Plan International may request that replaced parts be sent at the service provider’s expense to Plan International for inspection.

1. 3 Purpose of the RFI

The purpose of this RFI is to allow Plan to assess supplier responses and use the resultant assessments in future decision making in regard to supply of the Opportunity. Whilst it is the intent of Plan to compare supplier responses for the purposes of pre-qualification and possible short listing for further consideration, Plan Limited makes no obligations or undertakings in any way to:

1. a) go to tender; or
2. b) accept any RFI information received from suppliers; or
3. c) include suppliers responding to this RFI in any future tender invitation; or
4. d) any other commitment to suppliers whatsoever, including any intention to form a contract with any supplier for provision of the Opportunity.

PART 2 – INSTRUCTIONS

This Part sets out instructions regarding the submission of responses to this RFI.

2. 1 RFI key dates

The following key dates apply to this RFI:

RFI Issue Date As stated on the RFI Cover Page

Date of Supplier briefing/site visit: March 2, 2026

RFI Closing Date and Time As stated on the RFI Cover Page

2. 3 Queries and questions during the RFI period

Suppliers are to direct any queries and questions regarding the RFI content or process to the Company contact. All questions should be submitted by email to liberia.procurementinfo@plan-international.org Plan may choose to convey responses to submitted questions and queries to all suppliers so that each is equally informed.

2. 4 Response lodgement methods and requirements

Suppliers must submit one copy of their response to Plan International Liberia and must include the ITT reference number: LBR_PA-ITT-SP_021

Bidders are expected to submit physical copies of their bids by or before Monday, February 23, 2026, at 4:30 P.M., to the address below:

Plan International Liberia Country Office,

Fish Market Community, Sinkor,

Tubman Boulevard;

Monrovia.
Contact: 0770009133/0770009000

Responses must be prepared in English and in the format requested in Part 3 of this RFI

2. 5 Late responses

Suppliers are responsible for submitting their response prior to the RFI closing date and time in accordance with the acceptable lodgement requirements described in Clause 2. 5. There will be no allowance made by Plan for any delays in transmission of the response from supplier to Plan. Any Proposal received by the Company later than the stipulated RFI closing date and time may be removed from further consideration by Plan.

2. 6 Suppliers to inform themselves

Plan has taken all reasonable care to ensure that the RFI is accurate; however, Plan gives no representation or warranty as to the accuracy or sufficiency of the contained information.

2. 7 Costs of preparing the response

All costs relating to the preparation and submission of a response are the sole responsibility of the supplier. Plan shall not pay the supplier, wholly or in part, for its response.

2. 8 Confidentiality

Except as required for the preparation of a proposal, suppliers must not, without Plan’s prior written consent, disclose to any third party any of the contents of the RFI documents. Suppliers must ensure that their employees, consultants and agents also are bound and comply with this condition of confidentiality.

2. 9 Acceptance of these Conditions

Suppliers, by submitting a response to this RFI, are deemed to have acknowledged and agreed to the conditions set out in this RFI and have read and agreed to Plan’s general Terms and Conditions included in this RFI.

PART 3 – INFORMATION TO BE PROVIDED

This Part details all the information suppliers are required to provide to Plan. Submitted information will be used by Plan as set out in Clause 1. 3. The following minimum information is to be provided. If this information, or any additional information, is available on your website please provide the address to enable Plan to undertake further analysis.

3. 1 Supplier details

1. a) Supplier name (Trading and Registered), ABN, registered address.
2. b) Details of supplier operations and operating locations.
3. c) Supplier ownership information, including details of Directors and other key office bearers.
4. d) Details of any current legal actions pending against the supplier or its directors and/or office bearers.
5. e) Relationships with any parent company (if applicable).
6. f) Details of joint venture arrangements (if applicable).
7. g) Details of when the supplier organisation was founded, including origins and historical development of the organisation (if needed).
8. h) Total number of employees.

3. 2 Supplier capabilities and experience
The following criteria are required for the preferred company. The service provider:

• Must have proven experience in motor vehicle maintenance for over five (5) years, especially with Toyota 4×4 vehicles.
• Should have adequate and well-secured garage facilities to ensure the safety and security of Plan’s vehicles while under maintenance, including firefighting capabilities.
• Should have a proper, experienced, and skilled workforce in motor vehicle maintenance, such as motor vehicle engineers/mechanics, auto-electricians, air conditioner technicians, panel beaters, and spray painters.
• Should possess a Business Registration certificate and a Tax Clearance certificate.
• Should provide at least three (3) company references that they have offered such service in the past five (5) years.
• Should have adequate equipment owned or leased to deliver vehicle repair and maintenance services, such as an air compressor, jack stand and jack, free-standing press, engine hoist, drain pans and caddy, strut compressor, air conditioner machine, digital vehicle inspection software, vehicle lift, steel workbench, jump box and battery charger, etc.

3. 3 Service Providers financials

1. a) Details of Service providers financial background in particular latest annual report or latest financial statements.
2. b) Details of held insurances relevant to the Opportunity.
3. c) Supplier market share in terms of turnover, revenue and volume output.
4. d) Details of potential funding arrangements, lines of credit etc. to support investment in the Opportunity (if relevant).

3. 4 Certifications and awards

1. a) Details of all certifications held (e.g. ISO 9001) including date of last certification/recertification and details of the certifying body (copies of certifications may be appended to your response).
2. b) Details of any recent external corporate awards, including the awarding body, if relevant to the Opportunity.

3. 5 Policies

1. a) Details of all major service provider policies, including Health and Safety, Environmental/ Sustainability, Employee Relations and Local Participation. Copies of policies are to be appended to your response.

3. 6 Indicative Pricing

1. a) Details of indicative rates and prices to perform the Opportunity.

3. 7 Other Information

1. a) Any further information you believe Plan may require in support of its RFI review