The Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL)

Request for Proposal (RFP)

Project Title: RFP for consultancy to conduct electrical Load Study of PREVAIL equipment and facilities (JFK / LIBR)

Service Needed: Electrical Load Study for PREVAIL Equipment and Facilities (JFK/LIBR)

Publication Date: December 3, 2025

RFP Number: TMG/RFP/007/2025

Background

The Mitchell Group, Inc. (hereinafter “TMG”), a corporation incorporated under the laws of the State of Washington, DC, United States of America, implementing PREVAIL, with office based at the AMD Central Office, Oldest Congo Town, Monrovia, requests proposals from qualified and licensed electrical firms or electrical engineers/consultants to perform a comprehensive electrical load study for the facilities including the Biorepository and Research Laboratory at JFK Medical Center and the Liberia Institute for Bio-medical Research (LIBR) facility in Charlesville, Margibi County. The study aims to verify existing electrical capacity, evaluate critical equipment loads, identify any deficiencies or required upgrades, and provide recommendations to address any gaps identified.

PREVAIL is a clinical research project with sites at Redemption and JFK Medical Centers in Montserrado County, Liberian Institute for Biomedical Research (LIBR) in Charlesville and the AMD Central Office located in Oldest Congo Town, Monrovia, Liberia.

Qualified firms or electrical engineers/consultants wishing to participate in this procurement must submit proposals in accordance with the Technical and Financial Proposal instructions. Any amendment to the RFP will be sent by email to all potential bidders.

Pre-Bid Submission

Site Visit: TMG will arrange a site visit for potential bidders to provide an overview of the equipment at the site which would serve(s) as input into the preparation of proposals.

The site visit will take place on December 8th and 10th, 2025, following the timetable outlined below:

Each bidder will be responsible for transportation for the site visits, including costs associated with the preparation of their proposal.

Question And Answer Period

Each bidder is responsible for complying with the terms and conditions of this RFP. Requests for clarification or additional information must be submitted in writing via email by December 11, 2025, to procurement@prevailcr.org. The email subject line should be written «TMG/RFP/007/2025-Request for Clarification»

No questions will be answered by phone. Any verbal information received from outside the email address above shall not be considered an official response to any question regarding this RFP.

Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having received this RFP.

Eligibility, Technical, and Financial Proposals

1. Eligibility Package

Proposals must contain the following documentation to be eligible for consideration.

• Current and valid business
• Current and valid tax clearance
• A brief company/electrical engineer profile confirming in concise form, the structure of the company, date of establishment, location of head office and primary contact details, branches, products/services, leadership team, telephone, E-mail, website.
• Any other documents/licensure related to respective bidder’s

1. Technical Proposal

To be considered technically acceptable, bidders must demonstrate how they will meet or exceed all the requirements that are outlined above and detailed in the Statement of Work (SOW) attached as Annex 1. If the proposal fails to meet one or more of the requirements, it will be deemed technically unacceptable. Proposals deemed technically unacceptable contain significant weaknesses or deficiencies that cannot be corrected without a major rewrite or revision of the original proposal.

The Technical Proposal must not reference or include any financial/budget information.

Technical Proposal must include:

• Technical management approach/methodology (2-page limit/40 points)

Bidders must submit a technical/management plan on how they will implement the required services. The approach will describe the technical approach, including availability of qualified workforce. Proposals should also include project implementation plan/delivery schedule.

• Personnel Capability (2-page limit/30 points)

The personnel section should present the staff, consultants and qualifications of the firm using the format below.

• Past Performance and References (2-page limit/30 points)

The proposal must demonstrate a minimum of ten (10) years of experience. Bidders should provide a detailed account of the track record in implementing similar activities to those outlined in this RFP. Provide a list of all relevant awards performed within the last three years. The information provided shall be stated on a table. The data points below must be included in the past performance table:

• The name of the contracting or awarding organization
• The activity title, including location
• A brief description of the activity
• The period of performance (start and completion dates)
• The award amount (contract budget), and amount of any Amendments or Change Orders
• The name and contact information of the person responsible in the contracting or awarding

1. Financial Proposal

The bidder shall submit a Financial Proposal separate from the Technical Proposal.

Bidders must ensure that their financial proposal is consistent with its technical proposal in all respects since the financial proposal may be used to determine bidder’s understanding of the technical requirements. The budget will be used to evaluate cost reasonableness. The financial proposal must include detailed breakdown of the entire cost.

The financial proposal must be secured with a password. Only bidders whose technical submissions are deemed compliant and eligible for financial evaluation will be invited to provide the password to access their financial proposal at the designated stage of the evaluation process.

Evaluation Process

The evaluation will be conducted in three stages: preliminary screening, technical evaluation, and financial evaluation.

• Preliminary Screening: This stage assesses the completeness and administrative compliance of each submission, ensuring that all required documents and formats are properly provided.
• Technical Evaluation: Proposals meeting preliminary requirements will be evaluated against predefined technical criteria. Each criterion will be scored independently, and only proposals achieving a minimum of 70% of the total technical score will be considered technically
• Financial Evaluation: Only technically compliant proposals will proceed to financial evaluation, where cost proposals will be assessed in accordance with the award criteria.

Criteria for Award

Contract will be awarded to the lowest price quote among technically responsive offers.

Full acceptance of the TMG Terms and Conditions (TC). Non-acceptance of the TC may be grounds for the rejection of the Proposal.

RFP Process and Timeline

Submission Instructions

Response to this RFP must be submitted electronically to the email address: procurement@prevailcr.org in Word, Excel, or PDF format. The email submissions must include the below subject lines respectively:

• RFP #TMG/RFP/007/2025-Financial Proposal
• RFP #TMG/RFP/007/2025-Technical Proposal

Deadline for Submission

Proposal (Technical and Financial) must be submitted no later than Friday, December 12, 2025, at 5:00 pm GMT.

TMG Terms and Conditions

• TMG reserves the right to terminate the RFP and declines to make any selections following the
• Issuance of the RFP does not constitute an award commitment by
• TMG reserves the right to disqualify a bidder based on the failure of the bidder to comply with RFP instructions.
• TMG will not reimburse any bidder for proposal preparation
• TMG reserves the right to issue an award based on the initial evaluation of offers without further
• TMG may choose to award only part of the activities in the RFP scope of work or issue multiple awards based on the RFP.
• Prospective bidders’ office locations may be visited as part of TMG’s assessment of organization
• The source, origin and nationality of the goods/ services shall not be a Prohibited Country, example

Annex A: Technical Specification/SOW

TMG-PREVAIL facilities comprise multiple ultra-low temperature freezers, LN₂ storage systems, essential scientific equipment, and supporting Heating, Ventilation Air Conditioning (HVAC) and safety systems which are connected to generators and LEC power grid. Reliable and stable electrical supply is essential for operations, sample integrity and regulatory compliance.

The consultant/firm is required to conduct:

1. Assessment & Documentation of Existing Infrastructure

• Perform a comprehensive onsite evaluation and assessment of the electrical infrastructure of PREVAIL Facility at JFK and LIBR.
• Review facility-provided equipment lists (freezers, LN₂ systems, lab equipment, Uninterrupted Power Supply (UPS,) Heating, Ventilation Air Conditioning (HVAC) loads).
• Conduct electrical load measurement by evaluating equipment power consumption, peak demand vs actual power supply
• Inspect main panels, sub-panels, distribution systems, and labeling.
• Identify and verify circuits supplying critical equipment.
• Identify overloaded circuits, shared circuits, or areas lacking redundancy.
• Identify risks such as overloaded circuits, shared circuits, or inadequate capacity.

1. B) Additional Equipment Impact Analysis (Transfer of the Biorepository and Research lab from LIBR to JFK).

• Assess the impact and increased demand of adding additional LN₂ systems (e.g., another auto-fill system or vaporizer), Biosafety cabinets, Incubators, Refrigerators (-80°C), Centrifuges, imaging systems, PCR or analytical instruments, etc.
• Projected load increases and require infrastructure improvements.

1. C) Evaluation of Need for Higher Power Source (Service Upgrade assessment)

• Assess whether the current electrical service is sufficient for current and projected loads for both the generators and 100KVA UPS on the PREVAIL floor and new one to be procured for the Warehouse and Biorepository.
• Identify when a service upgrade (e.g., higher amperage, new panelboards, new feeders) becomes necessary based on future equipment scenarios.
• Provide engineering recommendations for the type and size of upgrade required, if applicable.

1. D) UPS Capacity and Recommendation

• Identify all critical biorepository and research laboratory equipment that requires uninterruptible power supply (UPS) protection (UL freezers, LN₂ systems, alarms, IT-linked sensors, etc.)
• Provide recommendations for the required UPS capacity-kVA/kW sizing to maintain uninterrupted power supply for critical laboratory equipment within the newly renovated Biorepository.

1. E) Recommendations & Report

• Provide a comprehensive report summarizing all findings.
• Current load analysis and risk assessment
• Future equipment load projections
• Recommendations for power service upgrades
• Recommended UPS capacity and configuration

1. F) Deliverables/Outcome of the assessment:

• Measured loads, peak demand data, and updated panel schedules
• Analysis of capacity vs. current and future equipment electricity needs
• Determination of whether a higher-power source / service upgrade is required
• Recommended UPS capacity, type, and sizing
• Risk mitigation recommendations for critical equipment power reliability

1. Documentation to Capture

• Photos of panels and equipment
• Copies of nameplates
• Updated panel schedules
• Equipment load table
• Notes on deficiencies or potential risks