Title: RFP for the Provision of Generator Repair & Maintenance Services to TMG-PREVAIL.

Service Needed: Generator Repair & Maintenance Services to TMG-PREVAIL

RFP Number: TMG/RFP/005/2025

Publication Date: September 17, 2025

1. 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 reliable companies for the provision of generator repair and maintenance services to TMG-PREVAIL.

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

Qualified companies 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.

2. Pre-Bid Submission

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

The site visit will take place on September 30 & October 1, 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.

3. Question 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 October 8, 2025, to procurement@prevailcr.org. The email subject line should be written «TMG/RFP/005/2025-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.

4. Eligibility, Technical, and Financial Proposals

• Eligibility Package

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

• Current and valid business registration.
• Current and valid tax clearance certificate.
• A brief company 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 business.

• 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.

The Technical Proposal must include:

• Technical management approach (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.

Key Personnel Table

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

The proposal must demonstrate a minimum of three (3) 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 in 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 responsible person in the contracting or awarding organization.

• 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.

Bidders must provide the labor cost for servicing each generator, along with the cost of all parts required per service. Additionally, bidders should include pricing for any other maintenance-related components or variables, as applicable, using the tables provided below.

Servicing Two (2) Perkins Generator 60 KVA at Redemption Hospital

Servicing Perkins Generator 100 KVA at A.M. Dogliotti (AMD) Central Office

Servicing Perkins Generator 250 KVA at AMD

Servicing Perkins Generator 250 KVA @ Liberia Institute for Biomedical Research (LIBR)

Servicing Perkins Generator 275 KVA at LIBR

Servicing Perkins Generator 350 KVA @ LIBR

Servicing Perkins Generator 330 KVA #1 @ JFK Medical Center

Servicing Perkins Generator 330 KVA #2 @ JFK Medical Center

Retainer Fees for Scheduled Check-up for 2 x 330 KVA Perkins Generators located at JFK

Medical Center

5. 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 compliant.
• Financial Evaluation: Only technically compliant proposals will proceed to financial evaluation, where cost proposals will be assessed in accordance with the award criteria.

6. 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.

7. RFP Process and Timeline

8. 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/005/2025-Financial Proposal
• RFP #TMG/RFP/005/2025-Technical Proposal

9. Deadline for Submission

Proposal (Technical and Financial) must be submitted no later than Wednesday, October 8, 2025, at 5:00 pm GMT.

10. TMG Terms and Conditions

• TMG reserves the right to terminate the RFP and decline to make any selections following the announcement.
• Issuance of the RFP does not constitute an award commitment by TMG.
• 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 costs.
• TMG reserves the right to issue an award based on the initial evaluation of offers without further discussion.
• 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 capacity.
• The source, origin and nationality of the goods/ services shall not be a Prohibited Country, example China.

Annex A: Technical Specification/SOW

TMG is requesting the services of a qualified and reliable company to provide repair and maintenance services for the below listed nine (9) generators at TMG sites located at the Redemption and JFK Hospitals in Montserrado County, Liberian Institute for Biomedical Research (LIBR) in Charlesville and the AMD Central Office located in Oldest Congo Town, Monrovia, Liberia.

The selected company will be required to ensure that all reasonable measures are taken to ensure that its personnel strictly conform to the highest standards of safety, moral and ethical conduct.

Based on TMG’s operational activities, all maintenance service and supply requests shall be initiated via email by the TMG Facility Manager to the Service Provider. The Service Provider will then deliver the required maintenance services and supplies to the designated site(s).

Any request from TMG involving the replacement of spare parts, technical, electrical, or maintenance work not listed in the contract price schedule will be quoted separately by the Service Provider.

Additionally, any request for the replacement of oil filters, fuel filters, air filters, engine oil, or coolant that falls outside the scheduled 200 running hours must receive prior approval from the Facility Manager, in consultation with the Country Coordinator, before the work is carried out.

The duties and obligations include the following:

Conditional Maintenance Variables

Certain maintenance components are not required for every service job and will only be applied under specific conditions:

Radiator Servicing: When the water radiator is found to be dirty, the Service Provider must notify TMG. Servicing a 250 KVA generator radiator involves washing labor and a refill of 30 liters of ready-mixed coolant, typically every four months.

Air Filter Servicing: The need for air filter replacement depends on usage and environmental conditions. In most cases, the lifespan of an air filter is approximately 600 running hours.

Generator Scheduling – Power Supply Constraints

Due to limited power supply from the Liberian Electricity Corporation (LEC) at certain PREVAIL sites (e.g., LIBR and Redemption), the Service Provider will collaborate with TMG to develop and implement generator operation schedules. These schedules will ensure that frequently used generators are run at appropriate intervals to minimize technical issues and maintain operational reliability.

The Service Provider shall ensure prompt and uninterrupted preventive generator maintenance services to all TMG-PREVAIL sites during emergencies or disaster-related events, as part of its commitment to maintaining uninterrupted operations.