Request for Quotation (RFQ) for printing services.

RFQ Number: LIB/mL/LWEP-001/2025

Issuance Date: May 22, 2025

Issuing Organization; medica Liberia

Closing Date: June 2, 2025 (Deadline submission request should be submitted by June 2, 2025 before 2:00pm)

Submission method: sealed envelope

REQUEST FOR QUOTATION

INTRODUCTION

medica Liberia (mL) formerly medica mondiale Liberia is a non-governmental women’s rights organization working in Liberia. Our organization offers support to women and girls who have been affected by sexual gender based violence (SGBV). Since 2006, medica Liberia has been implementing programs for women and girls in Liberia South eastern and recently extended coverage to Montserrado, Gbarpolu and Margibi Counties. medica Liberia has also recently extended coverage to Rivercess, River Gee and Grand Gedeh Counties.

The Government of Liberia, through the Ministry of Gender, Children, and Social Protection (MGCSP), is implementing the Liberia Women Empowerment Project (LWEP) with financing from the International Development Association (IDA) of the World Bank Group. Medica Liberia is part of a consortium led by Plan International, serving as the Lead Service Provider.

medica Liberia is co-implementing the SASA! Together component of the project in 298 communities across 4 counties (Grand Gedeh, Rivercess, Montserrado and Gbarpolu), which aims to transform gender norms, prevent violence against women and girls (VAWG), and empower women. This globally recognized methodology facilitates behavior change by addressing power dynamics and social norms related to gender inequality and gender-based violence (GBV).

medica Liberia is accepting quotation from reputable vendors for printing services.

Post –Qualification Requirements

Post-qualification Actions

• Verification of accuracy, correctness and authenticity of the information provided by the bidder on the administrative, technical, and financial documents submitted.
• Inquiry and reference checking with the entity that may have done business with the bidder.
• Inquiry and reference checking with other previous clients on the quality of performance of ongoing or previous contracts completed.
• Physical inspection of the bidder’s office or other places where business transpires, with or without notice to the bidder.

INSTRUCTIONS TO BIDDERS

Bidders are required to submit their proposals intwo separate sealed envelopes (technical and financial proposals) enclosed with an outer sealed envelope with the reference number addressed to:

medica Liberia

Old Swiss Building

Old road, Monrovia Liberia

Subject:IEC Printing Services

Bids must be received no later thanJune 2, 2025, at 4:00PM.

Failure to comply with these instructions may result in disqualification.

Additional information or request for clarification can be requested atmichelle.comlan@medicaliberia.org 886-842-488 and office cell# 0774-501-630.

TECHNICAL SPECIFICATIONS

Services SPECIFICATIONS

QUANTITY

As mentioned above in the table

SPECIFIC REQUIREMENT FOR DELIVERY

Contractual Obligation and Future Disqualification

• The selected vendor will be contractually obligated to deliver the full quantity by the delivery date which will be mentioned in the call order.
• Failure to meet this obligation without written noticemayalso result in penalties and contract termination.

PROPOSALS CONTENT

The following documents must be submitted for the submission to be considered:

TECHNICAL PROPOSAL ENVELOPE

• Bid submission Form
• Valid Business registration & Tax Clearance
• Business profile
• Price Guarantee for 6 months

FINANCIAL PROPOSAL ENVELOPES

• Price Quote which complies with the specifications provided.Please be clear in describing the service including quantities in each category. Quotes without clear quantities will not be reviewed.

TERMS AND CONDITIONS

• Delivery Location:mL Office
• Latest Delivery Date:June 2, 2025
• Currency: USD.

PROPOSALS SUBMISSION

SUBMISSION INSTRUCTIONS

Bids are to be delivered to mL office before4:00PMno later thanJune 2, 2025.

Envelopes Labeling:

• Technical Proposal: Clearly labeled as“Envelope 1: Technical Proposal – Tender for Printing Services”.
• Financial Proposal: Clearly labeled as“Envelope 2: Financial Proposal – Tender for Printing Services”.

Both envelopes should be enclosed in an outer sealed envelope labeled with:

RFQ Number: LIB/mL/LWEP-001/2025

RFQ Name: Printing Services IEC

Bidder’s Name and Contact Information

IMPORTANT NOTES

• Late submissions will not be considered.
• Incomplete or improperly labeled submissions may result in disqualification.
• Bidders may be required to provide additional information or participate in a clarification meeting.
• mL reserves the right to accept or reject any quotation, and to annul the bidding process and reject all quotations at any time prior to the award of the contract, without thereby incurring any liability to the affected bidder or bidders.

SELECTION PROCESS

mL will review received proposals within the deadline through a three-step process:

• Determination of eligibility.
• Technical review of eligible proposals.
• Financial review of eligible proposals.

EVALUATION CRITERIA

Only submission that meets the eligibility criteria will be considered for technical and financial evaluation.

AWARD CRITERIA

The evaluation committee will consider both technical and financial criteria to determine the bidder that offers the best overall value for money, quality and ensuring the required technical specifications are met while achieving cost-effectiveness.

REJECTION OF AWARD

mL may reject any quote that is not substantively responsive to the terms and conditions of the RFQ.

mL is not bound to accept the lowest or any quote and reserves the right to accept any quote in whole or in part and to reject any or all quotes without assigning any reason therefore and to Contract on any of the terms offered or on different terms.

mL will send a Notice of Award to the winning bidder. The winning bidder agrees to acknowledge the call order or contract by email upon award within one (1) business day under the terms and conditions stated herein.

COST OF PROVIDING QUOTES

Bidders shall bear all costs associated with the preparation and submission of the quote, and mL will not be liable for those costs, regardless of the conduct or outcome of the solicitation.

CLARIFICATION AND AMENDMENTS OF REQUEST FOR QUOTATION

To assist in the examination, evaluation and comparison of Quotes, mL may, at its discretion, ask the Supplier/Vendor for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered, or permitted.

mL may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective supplier/vendor, amend the Request for Quotation. To afford prospective suppliers/vendors reasonable time to consider the amendments in preparing their offers, mL may extend the deadline for the submission of quotes. Any amendments will be published in the same manner as the present tender.

QUOTATION SUBMISSION

The following document is part of this request for quotation and must be completed and returned with your offer.

Quotations must be completed according to the instructions in this request. Quotations must be completed in English, signed, and returned to mL before the specified deadline. mL terms and conditions applicable to the provision of goods and services.

I, the undersigned, having read mL’s terms and conditions applicable to goods and services for the request for quote No: LIB/mL/LWEP-001/2025 as stated in the attached document, hereby offer to provide the goods and services specified in this request for quotation at the price or prices indicated, in accordance with all specified specifications, and subject to mL’s terms and conditions applicable to goods and services established or specified in the document.

I, the undersigned, declare that:

1. Our company and our personnel have no conflicts of interest in any activities that could represent, if we are selected, a conflict of interest with mL.
2. Our company confirms that the bidder or subcontractors have not been associated, or in any way involved, directly or indirectly, in the preparation of the project, specifications, and/or other documents used in this tender.
3. Our company, its affiliates, or subsidiaries (including subcontractors or suppliers of any part of the contract) have not been declared ineligible by mL in accordance with the Eligibility Criteria.
4. We have not offered and will not offer any gift and/or favor of any kind in exchange for this request for quotation and will never do so during the execution of any awarded contract.

I, ____________________________________ (Name of authorized signatory), certify that I am the_____________________________(position) _____________________of (legal name of the company)________________; by signing this request for quotation for and on behalf of (legal name of the company) _______________________________, I certify that all information contained in this document is accurate and true and that signing this offer falls within my authority.

PAST EXPERIENCE FORM

Kindly provide 3 Clients that you have worked with.

Authorized Signature: __________________________ (entity stamp)

Date: _____________

SUBMISSION CHECKLIST FOR BIDDERS

• Bid submission Form.
• Price Quote which complies with the specifications provided (detail of quantities)
• Reference list
• Business registration, Tax Clearance, any required license (if any)
• Price Guarantee for 6 months
• Business Brochure/Profile including names of management team/partners