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

Request for Proposal (RFP)

Title: RFP for the Provision of Employee Group Medical & Life Insurance Coverage Services to TMG-PREVAIL.

Service Needed: Employee Group Medical & Life Insurance Coverage Services to TMG-PREVAIL

RFP Number: TMG/RFP/004/2025

Publication Date: September 18, 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 group medical and life insurance providers for the provision of employee group medical and life insurance coverage 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 Firms 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. 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 September 23, 2025, to procurement@prevailcr.org. The email subject line should be written «TMG/RFP/004/2025-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 Financial Proposals

3.1.Eligibility Package

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

• Current and valid Central Bank of Liberia ()license.
• 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.

3.2.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:

3.2.1.Technical management approach (4-page limit/40 points)

Bidders must submit a well-defined proposal outlining the technical approach to implementing the Scope of Work (SOW) – Annex A.

Bidders are expected to propose solutions that include, but are not limited to:

• Medical Coverage: Inpatient and outpatient services, emergency care, maternity, chronic illness management, and preventive health benefits.
• Life Insurance: Group life coverage with clearly defined benefits, claims procedures, and beneficiary support.
• Network Access: Availability of medical facilities and service providers within Liberia and internationally (where applicable).
• Claims Administration: Efficient processing, reporting tools, and dedicated account management.
• Compliance: Adherence to national insurance regulations and international best practices.

The insurer must be clear what the overall benefit limit is for the policy. The insurer must provide clearly the area of coverage and proposed limit of coverage.

3.2.2.Management Approach and Staffing (2-page limit/30 points)

• Describe the relevant experience and skills of your team to provide group medical and life insurance services to TMG/PREVAIL.
• Describe your organizational structure, roles, and responsibilities, and explain why this will be an effective management approach

Key Personnel Table

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

The proposal should provide a detailed account of the insurance firm’s track record in implementing similar activities to those outlined in this RFP. The information should include all relevant contracts performed within the last five years that are similar in size, scope, and objectives. At a minimum, each referenced contract should include:

• 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.

3.3.Financial Proposal

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

Bidders must ensure that its 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.

4. 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.
• 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.

5. 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/004/2025-Financial Proposal
• RFP #TMG/RFP/004/2025-Technical Proposal

7. Deadline for Submission

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

8. 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

Scope of Work for group medical and life insurance for Ninety-Nine (99) employees and Seven Hundred Seven (707) dependents for one year.

Note: The total number of staff and dependents mentioned above are provisional numbers. The actual will be determined during the award stage.

Note: Bidders must submit a detailed financial proposal with all the information requested above.