Title: RFP for Printers Repair & Maintenance Services at TMG-PREVAIL Sites

Service Needed: Printer Repair & Maintenance Services at PREVAIL A.M. Dogliotti (AMD) Central Office, John F. Kennedy Medical Center (JFK), Redemption Hospital and the Liberian Institute for Biomedical Research (LIBR).

RFP Number: TMG/RFP/001/2025

Publication Date: January 7, 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 firms for the provision of Printer Repair and Maintenance Services at the below listed PREVAIL sites.

PREVAIL is a clinical research project with three (3) sites in Monrovia, Montserrado (A.M. Dogliotti (AMD) Central Office, John F. Kennedy Medical Center (JFK), and the Redemption Hospital); and one (1) site in Charlesville, Margibi, the Liberian Institute for Biomedical Research (LIBR).

Qualified Firms wishing to participate in this procurement must submit proposals in accordance with the Technical and Cost Proposal instructions. Any amendment to the RFP will be sent by email to all potential bidders.

2. 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 January 13, 2025, to procurement@tmg-liberia.com. The email subject line should be written «TMG/RFP/001/2025-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.

3. Eligibility, Technical, and Cost Proposal

• Eligibility
  • Eligibility Package

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

• Current and Valid Business Registration
• Current and Valid Tax Clearance
• Any other documents/licensure related to respective bidder’s business.
• Company profile
• Other Eligibility Criteria
• The source, origin and nationality of the goods/ services are not from a Prohibited Country, example China.
• Ability to comply with required or proposed delivery or performance schedules.
• Have a satisfactory record of integrity and business ethics.
• The requested items must be of best quality.
• No secondary specifications will be accepted.
• Technical Proposal

To be considered technically acceptable, bidders must demonstrate how they will meet or exceed all the requirements that are outlined below as Technical Acceptability Requirements. 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 are not able to be corrected without a major rewrite or revision of the original proposal.

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

The Technical Proposal must include:

• Technical Management Approach (2-page limit/30 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.

• Personal Capability (2-page limit/35 points)

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

Key Personnel Table

• Past Performance and References (2-page limit/35 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. At a minimum the list should include each reference award:

• 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.
• Cost Proposal

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

Bidders must ensure that its cost proposal is consistent with its technical proposal in all respects since the cost proposal may be used to determine a bidder’s understanding of the technical requirements. The Bill of Quantities (BOQ) will be used to evaluate the cost reasonableness. The cost proposal must include a breakdown of all costs (materials, transportation, labor etc.) BOQ should be submitted in the template as provided below.

Bidders are required to provide the unit cost for the most frequently used and regularly changeable parts for each of the printers’ description provided in Table 1 below.

Table 1. Printers’ description

4. Evaluation Criteria

• Evaluation Process

The evaluation process will include preliminary screening, a technical evaluation and a commercial evaluation. The technical evaluation will be carried out in two (2) stages. The first stage will involve evaluating the proposals against mandatory criteria. Each criterion will be evaluated on a pass/fail basis and any proposal with a failure in any of the criteria will be considered non-compliant.

The second stage will involve evaluating the proposals that pass the first stage against a rating system. Only those proposals that are found to be technically compliant with be considered for commercial evaluation.

Thereafter, the technical and commercial scores shall be combined to obtain the total score for each proposal, which will be compared to others to arrive at a recommendation for award. The relative weights given to the commercial and technical criteria shall be 30% and 70% respectively.

5. Criteria for Award

Award shall be made to the bidder obtaining the highest combined technical and financial scores.

6. RFP Process and Timeline

7. Submission Instructions

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

• RFP #TMG/RFP/001/2025-Cost Proposal
• RFP #TMG/RFP/001/2025-Technical Proposal

8. Deadline for Submission

Proposal (Technical and Cost) must be submitted no later than Monday, January 20, 2025, at 5:00 pm Liberia time.

9. 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 Statement of Requirements or issue multiple awards based on the RFP.
• Prospective bidders’ office locations may be visited as part of TMG’s assessment of organization capacity.

10. Payment Schedule

Progress payments shall be made based on set milestones for work satisfactorily performed.

Annex 1

Statement of Requirements (SOR)

TMG is requesting the services of a qualified and reliable firm to provide repair and maintenance services for its printers (listed in Table 1) at TMG-PREVAIL sites located in Montserrado and Margibi Counties.

The selected firm 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.

Technical Specification/SOR

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 are 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 sites in Monrovia, Montserrado (A.M. Dogliotti (AMD) Central Office, John F. Kennedy Medical Center (JFK), Redemption Hospital); and one (1) in Charlesville, Margibi (The Liberian Institute of Biomedical Research – LIBR Site).

Minimum Equipment Specifications:

• 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, Monday – Friday. The supplier may be called in on Saturdays if the need exists.
• The maximum allowable downtime for any one (1) piece of equipment is twenty-four (24) hours.
• The vendor assumes all responsibility for hardware performance due to service parts and components.
• The 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.

Table 1. List of Printers for Maintenance and Repair services at PREVAIL’s sites