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/006/2025

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 qualified and reliable companies for the provision of vehicle rental 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. 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/006/2025-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 business registration.
• Current and valid tax clearance certificate.
• Valid vehicle registration documents.
• National fire service certificate.
• Valid vehicle insurance documents.
• 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 (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.

3.2.2.Personal 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

3.2.3.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. 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 person responsible 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 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 submit their offers reflecting the details mentioned in the table below:

Eg. Quote must include the following details:

• Vehicle + driver + fuel (please include fuel/gas daily consumption estimate per vehicle).
• Vehicle + driver only.
• Additionally, please provide the list/type of vehicles in your fleet.

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.

5. 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.

6. RFP Process and Timeline

7. 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/006/2025-Financial Proposal
• RFP #TMG/RFP/006/2025-Technical Proposal

8. Deadline for Submission

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

9. 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.
• The source, origin and nationality of the goods/ services shall not be a Prohibited Country, example China.

Annex A: Technical Specification/SOW

TMG/Prevail is seeking reliable vehicle rental services to support its operational needs and is therefore requesting qualified and reliable company to participate in a competitive bidding process and to submit detailed proposals for the provision of vehicle rental services as outlined below.

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 works up to 11:00pm or 12:00 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: Standard Operating Procedures (SOP) – Vehicle Use Policy

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

General Vehicle Use Policy

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

Passenger Responsibilities

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

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.