The Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL) Subcontract IDIQ No. 23X006, Task Order No. F1 Warm Base

Request for Quotation (RFQ)

Maintenance and Repair of Printers

RFQ Number: TMG/RFQ/033/2024

Publication Date: November 5, 2024

Project Objective:

The Mitchell Group, Inc. (hereinafter “TMG”), a corporation incorporated under the laws of the State of Washington, DC, United States of America is implementing the Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL). The PREVAIL offices are located at A.M. Dogliotti College of Medicine Campus, Oldest Congo Town, Monrovia, Liberia.

Purpose of the RFQ:

The RFQ invites qualified bidders to submit quotations for Repair and Maintenance of Heavy-Duty Multifunctional Printers and Scanners services to TMG, PREVAIL project.

Anticipated Award Type: TMG intends to award a Monthly Cost Reimbursable Deliverable Service Provider Agreement (DSPA) for the repair and maintenance of project printers. For the consideration set forth below, the Service Provider shall provide the deliverables or outputs in the timeframe or schedule, and in accordance with the performance standards specified in Technical Specification/Scope of Work (SOW) (Annex I). The Service Provider shall comply with all DSPA requirements based on a Monthly Ceiling Cost Reimbursable contract.

Eligibility Requirements:

A contract will be awarded to an eligible bidder whose bid is responsive in line with the terms and conditions of the RFQ. Bidders must submit all the required documents and meet all other eligibility criteria listed below to be qualified for evaluation. Prior to evaluating quotations, TMG will determine which vendor(s) submitted all the required documents to be qualified for evaluation.

Meeting the eligibility requirements does not obligate TMG to award Contract to a particular vendor. Required documents to be submitted and other eligibility criteria to be met by vendors are as follow:

Required Documents:

1. Copy of valid business registration
2. Valid up-to-date tax clearance.
3. Have a satisfactory past performance Please provide at least three references.

Other Eligibility Criteria:

1. The source, origin and nationality of the goods/ services are not from a Prohibited Country, example China.
2. Ability to comply with required or proposed delivery or performance schedules.
3. Have a satisfactory record of integrity and business ethics.
4. Requested items must be of best quality.
5. No secondary specifications will be accepted.

Question Regarding the RFQ:

Each bidder is responsible for reading the terms and conditions of the RFQ. Questions and communications regarding this RFQ may be submitted to TMG Procurement via email address: procurement@tmg-liberia.com by each bidder.

RFQ Process and Dates:

Evaluation:

Issuing this RFQ does not obligate TMG to award contract to a vendor. TMG may decide to issue multiple awards or procure selected items from a particular vendor. Evaluation and award decisions will be based on the lowest price technically acceptable. Bidders must state whether their prices are subject to change at any given time. Similarly, bidders must state cost of delivering catering at the following locations:

Monrovia, Liberia sites: AMD Office on the A.M. Dogliotti’s College of Medicine Campus, JFK Medical Center, Redemption Hospital, and Liberia Institute of Biomedical Research (LIBR) site in Charlesville.

Past Performance and Reference Check:

Bidders must submit names of contact people, email addresses, telephone numbers for three organizations to which the bidder has provided similar services or goods. TMG may disqualify a bidder if a reference check demonstrates that the bidder has not been able to satisfactorily perform/deliver the goods or services.

Annex I: Technical Specification/SOW

Based on TMG operations activities, maintenance and repair services will be delivered to the receiving sites on an as needed basis. The duties and obligations include but are not limited to the provision of the following:

• Replace parts of the printer that is malfunctioning or damaged with high quality genuine parts.
• Provide reliable services with very little turnaround time.
• Update contractor on printer status and maintenance schedule.
• Perform routine preventive maintenance on printers to prevent breakdowns.
• Maintain a log of all service requests, issues, and repairs.
• Keep an updated record of parts replaced and inventory used.
• Offer recommendations for printer upgrades or replacements if necessary.

Sites: Three (3) Monrovia, Liberia sites: AMD Office on the A.M. Dogliotti’s College of Medicine Campus, JFK Medical Center, and Redemption Hospital

One (1) Outside Monrovia, Liberia site: LIBR site in Charlesville

Estimated Quantity and Estimated Unit Cost:

Bidders are required to conduct a site visit to PREVAIL’s sites to assess all available printers and provide the offered unit cost for the most frequently used and regularly changeable parts for each of the printers’ description provided in the Table 1 below.

Table 1. Provision of maintenance and repair services at PREVAIL’s sites

Minimum Equipment Specifications for the printers above are a follow:

• Copy, Print, Fax–ability to fax from desktop, Scan to email, Scan to network file folders in PDF format
• Black/White and Color units- 45-55 ppm (min)
• Paper-Feed Units, normal drawer able to hold a ream of copy paper 8”x11” minimum
• Bypass Tray
• Extra-large capacity paper tray (8.5”x 14” and 11”x17”)
• Automatic Paper Selection
• Automatic Tray Switching
• Automatic Document Feeder (ADF)
• Reversing Automatic Document Feeder (RADF)
• Automatic duplexing enabled, the ADF must be a RADF unless the ADF is equipped to accomplish duplex scanning (scan both sides of the original in the same pass)
• Automatic Magnification Selection – enlargement and reduction, image shift capabilities
• Automatic Exposure Selection
• ID Card Copy feature
• Collating and stapling
• 2/3 Hole Punch
• Off Set Stacking
• Same Manufacturer – so they operate similarly
• Standard Print Management Capabilities

Vendor or Service Requirements:

• Service charge needs to include service, repairs, parts, labor, and support.
• Response to service requests within one (1) hour.
• Maintenance/repair calls must be performed within four (4) hours of request for service.
• The maximum allowable downtime for any one piece of equipment is twenty-four (24) hours.
• Vendor assumes all responsibility for hardware performance due to service parts and components.
• Contractor will assume responsibility for disposal of and recycling of all service parts.
• Provide a single point of contact for PREVAIL.
• All replacement parts and materials provided shall have a minimum of a one (1) year warranty.
• Machine Removal, Delivery, Setup and Acceptance.