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 of Air Conditioners at PREVAIL Sites

RFQ Number: TMG/RFQ/031/2024

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 Air Conditioners Maintenance Services to TMG, PREVAIL project.

Anticipated Award Type: TMG intends to award a Monthly Cost Reimbursable Deliverable Service Provider Agreement (DSPA). 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 made 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
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/service must be of best quality.
5. No secondary specifications will be accepted.

Question Regarding the RFQ No: TMG/RFQ/031/2024-Maintenance of Air Conditioners at PREVAIL Sites:

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/services 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 performing the maintenance at the following locations: Monrovia, Liberia sites (JFK Medical Center, Redemption Hospital, AMD Office on the A.M. Dogliotti’s College of Medicine Campus) from December 1, 2024 through August 30, 2025 and Liberia Institute of Biomedical Research (LIBR) site in Charlesville from December 1, 2024 through February 28, 2025.

Past Performance and Reference Check:

Bidders must submit names of contact people, email addresses, and 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, services to be delivered at the receiving sites listed below based on an established schedule and on an as needed basis include but are not limited to the following:

• Inspect compressor motors for proper operation.
• Lubricate shafts bearing and motors.
• Inspect fan for bent blade and correct as necessary.
• Clean coils with cleaning detergents.
• Inspect pipes and valves for leaks and poorer insulation straighten connection as necessary.
• Check refrigerant pressure and recharge additional refrigerants if necessary.
• Remove debris from air screen and clean area around the unit.
• Check unit for proper operation noise and vibration.
• Clean air and carbon filters.
• Lubricate fan motors and bearings.
• Clean fan motors for proper operation.
• Check electrical wiring and connection for tightness.
• Check power and other control units and systems, correct any defects if any.
• Check and calibrate thermostat.
• Test capacitors.
• Start unit and check for proper operation.
• Straighten up to normal position condenser coil fins using comb.
• Check belts for excessive wears and change if necessary.
• Respond to emergency cases where there is breakdown of any AC unit at any of the sites.

Sites: Four (4) Monrovia, Liberia sites (JFK Medical Center, Redemption Hospital, AMD Office on the A.M. Dogliotti College of Medicine Campus) from December 1, 2024, through August 30, 2025 and LIBR site in Charlesville from December 1, 2024 through February 28, 2025.

Estimated Quantity and Estimated Unit Cost:

Bidders are required to indicate the offered unit cost to maintain each air conditioner in the Table 1 below in the “Unit Cost” column. Price Schedule for all air conditioners to be serviced on a monthly basis.

Table 1. Estimated Quantity and Estimated Unit Cost