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

Title: RFP for the Provision of Vehicle Rental Services to TMG-PREVAIL.

Service Needed: Vehicle Rental Services to TMG-PREVAIL

RFP Number: TMG/RFP/011/2026

Publication Date: July 15,2026

1. Background

The Mitchell Group, Inc. (TMG), a US-based international development company, implementing the Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL), hereby invites qualified and experienced vehicle rental companies to submit proposals for the provision of vehicle rental services in support of TMG-PREVAIL operations.

TMG-PREVAIL conducts clinical research activities at multiple locations, including the AMD Central Office in Oldest Congo Town, Redemption Hospital, and John F. Kennedy Medical Center (JFKMC), all located in Monrovia, Liberia. Operational requirements may also include travel to other locations as required.

The successful Service Provider(s) will be required to provide safe, reliable, and well-maintained vehicles to support project activities in accordance with the requirements outlined in this Request for Proposal (RFP).

Interested and qualified vehicle rental companies are invited to submit both Technical and Financial Proposals in accordance with the instructions contained in this RFP. Any amendments or clarifications to this solicitation will be communicated in writing via email to all prospective bidders who have received the RFP.

2. Question Answer Period

Prospective bidders are responsible for carefully reviewing this RFP and ensuring full compliance with all instructions, requirements, and conditions contained herein.

Requests for clarification or additional information regarding this RFP must be submitted in writing no later than July 12, 2026, via email to procurement@prevailcr.org.

TMG will not respond to requests for clarification submitted by telephone or through any communication channel other than the email address specified above. Verbal statements or information obtained from any other source shall not be considered official and will not be binding on TMG.

Responses to all questions received within the specified deadline will be consolidated and distributed simultaneously to all prospective bidders who are officially registered as recipients of this RFP. The identity of the requesting bidder will remain confidential.

3. Eligibility, Technical, and Financial Proposals

3.1 Eligibility Package

To qualify for further evaluation, bidders must submit the following mandatory documentation:

• Current and valid business registration.
• Current and valid tax clearance certificate.
• Valid vehicle registration documents.
• National fire service certificate.
• Valid vehicle insurance documents.
• A brief (1-page) company profile detailing the company structure, 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.

Failure to submit any of the mandatory eligibility documents may result in the proposal being declared non-responsive and excluded from further evaluation.

3.2 Technical Proposal

To be considered technically acceptable, bidders must demonstrate how they will meet or exceed all requirements outlined in this solicitation and in the Statement of Work (SOW) attached as Annex A.

Failure to meet one or more of the requirements may result in the proposal being deemed technically unacceptable. Technically unacceptable proposals are those that contain significant weaknesses or deficiencies that cannot be corrected without major revisions or a complete rewrite of the original submission.

The Technical Proposal must not include any financial, pricing, or budgetary information. Inclusion of financial information in the Technical Proposal may result in disqualification.

The Technical Proposal MUST include the following components:

3.2.1 Technical Management Approach (2-page limit/40 points)

Bidders shall submit a clear and concise Technical Management Approach describing how vehicle rental services will be implemented under this contract.

At a minimum, the submission shall include:

• Overall implementation methodology and service delivery strategy
• Fleet availability, allocation, and mobilization plan
• Operational readiness procedures for routine and emergency deployments
• Staffing plan, including availability of qualified drivers and support personnel
• Vehicle maintenance, inspection, and safety assurance procedures
• Risk management plan, including contingency measures for breakdowns and emergencies
• Service delivery schedule and operational timeline
• The approach must demonstrate the bidder’s capacity to deliver efficient, reliable, and continuous transport services in accordance with international best practices.

3.2.2 Personnel Capability (2-page limit/10 points)

Bidders shall demonstrate the availability of qualified personnel required to successfully implement the services described in this solicitation.

This section shall include key staff and operational personnel assigned to the contract who must demonstrate relevant experience in transport operations, fleet management, or vehicle rental services.

Key Personnel Table

3.2.3 Past Performance and References (2-page limit/20 points)

Bidders must demonstrate a minimum of three (3) years of relevant experience in providing vehicle rental or similar transport services.

The bidder shall provide a list of relevant contracts performed within the last three (3) years.

At minimum, each reference shall include:

• Name of contracting or awarding organization
• Activity title and location
• Brief description of services provided
• Period of performance (start and end dates)
• Contract value, including amendments or change orders (if applicable)
• Name and full contact details of the client representative

3.3 Financial Proposal (Separate Proposal Required/30 points)

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 companies 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.

The Financial Proposal must include a detailed cost breakdown, including but not limited to:

• Vehicle rental with driver and fuel (including estimated daily fuel consumption per vehicle)
• Vehicle rental with driver only (fuel excluded)
• Fleet composition list (vehicle types and quantities available)
• Unit rates for each vehicle category and service type

Bidders shall complete the following pricing table:

Evaluation Process

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

• Preliminary Screening: This stage assesses administrative compliance and completeness of submissions. Proposals that do not include all required documentation or formats may be rejected without further evaluation.
• Technical Evaluation: Technical proposals that pass preliminary screening will be evaluated against predefined criteria. Each criterion will be scored independently. Only proposals achieving a minimum score of 50% of the total technical score (50/100 points) will be considered technically compliant and eligible for financial evaluation.
• Financial Evaluation: Only technically compliant proposals will proceed with financial evaluation, where cost proposals will be assessed in accordance with the award criteria.

5. Basis for Award

The contract will be awarded to the bidder whose proposal is determined to be:

• Technically responsive (meets all technical requirements in the RFP), and
• Lowest evaluated price (Lowest Price Technically Acceptable – LPTA basis)

Full acceptance of the TMG Terms and Conditions is mandatory. Failure to accept the Terms and Conditions may result in disqualification.

5.1 RFP Process and Timeline

6. 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/011/2026-Financial Proposal
• RFP #TMG/RFP/011/2026-Technical Proposal

7. Deadline for Submission

Proposal (Technical and Financial) must be submitted no later than Wednesday, July 24, 2026, at 5:00 pm GMT.

8. TMG Terms and Conditions

• TMG reserves the right to terminate the RFP and declines 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.

Annex A: Statement of Work

TMG-PREVAIL seeks qualified and experienced Service Providers for the provision of vehicle rental services to support operational activities across program sites.

Based on TMG’s operational needs, vehicle rental services will be provided upon request from designated TMG staff. These requests may be initiated through the official TMG Vehicle Request Form or via email from an authorized TMG representative. Each request will clearly specify: the type of vehicle required; the intended period of use and the location where the vehicle(s) will be needed.

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

• Offered Vehicles and Rates: The Service Provider offers the vehicle types and corresponding rates as outlined in their Financial Proposal.
• Cancellation or Modification: TMG will reserve the right to cancel or modify any vehicle rental request at least 24 hours prior to the agreed service period without incurring additional costs.
• Delivery of Vehicles: The Service Provider is responsible for delivering the vehicle(s) to the designated TMG premises.
• Rental Time Coverage: Rental rates are charged daily, as per the Service Provider Financial Proposal. Coverage hours are Monday to Friday, 7:00 am to 8:00 pm including weekends and holidays and some late-night work up to 11:00 pm or 12:00 am midnight based on need.
• Fuel, Maintenance, and Repairs: Subject to the option selected by TMG-PREVAIL, the Service Provider may be required to bear all fuel costs incurred during the vehicle’s assignment period.

The Service Provider must maintain the vehicle(s) in good mechanical condition, ensuring all parts and systems are functional and safe.

Annex B: Vehicle Use Policy and Operational Guidelines

Purpose: To establish clear and consistent guidelines for the use of project vehicles.

1. General Vehicle Use Policy

• Vehicles are for official project business
• Only project staff and participants may travel in project vehicles.
• Seatbelts must be worn at all times.
• Vehicle logs must be completed for each trip by the driver and passengers.

2. Passenger Responsibilities

• Always wear seatbelts.
• Sign the vehicle log at the end of each trip.
• Use project resources efficiently: plan trips in advance; share vehicles when possible/combine trips with other staff.
• Report unsafe driver behavior.
• Do not ask drivers to violate policies.
• Avoid travel after official work hours.

3. Driver Responsibilities

1. Ensure all passengers wear seatbelts.
2. Operate vehicles safely and responsibly.
3. Practice defensive driving and obey traffic laws.
4. Complete vehicle logs for each trip throughout the day.
5. Report any violations of vehicle use policies.