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

Request for Proposals (RFP)

Title: RFP for Repairs and Maintenance of Air Conditioners at TMG-PREVAIL Sites

Service Needed: Air conditioner maintenance services

RFP Number: TMG/RFP/014/2026

Publication Date: September 11, 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 air conditioning maintenance companies to submit proposals for the provision of air conditioners repairs and maintenance 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.

The successful Service Provider(s) will be required to provide quality, reliable, and safe air conditioner maintenance services in support of project activities in accordance with the requirements outlined in this Request for Proposal (RFP).

Interested and qualified air conditioner maintenance firms 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 September 17, 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.

Bidders will be required to conduct site visits in collaboration with TMG-PREVAIL to provide an overview of the sites and guide the preparation of their proposals. The sites visit schedule is outlined in the table below:

3. 
   Eligibility, Technical, and Financial Proposals
   • Eligibility Package

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

• Current and valid Ministry of Justice Certificate
• Current and valid business registration.
• Current and valid Article of Incorporation.
• A brief (1-page) company profile detailing the company structure, date of establishment, location of head office and primary contact details, branches, 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.

• 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

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:

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

Bidders shall submit a clear and concise Technical Management Approach describing how the air conditioning repair and maintenance services will be provided under this contract.

Bidders must submit a well-defined proposal outlining the technical approach to implementing the Scope of Work (SOW) promptly from the date of signing the contract. The technical approach must include brief contextual information on the conditions of the air conditioning units at PREVAIL sites. The technical approach must describe your understanding of and how specifically you propose to achieve every task in the SOW of the RFP. The technical approach must present a detailed description of the planning process through which the SOW will be implemented, including any other unique or important characteristics of your approach.

• Management approach 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 air conditioners repairs and maintenance services.
• Bidder must describe your organizational structure, roles, and responsibilities, and explain why this will be an effective management approach

The personnel section must include:

• Capacity to recruit and retain qualified staff
• How to manage key tasks in SOW
• Team organization,
• Staffing Plan
• Plan to manage recruited staff
• Key personnel CVs
• Summary table of key management and AC technicians

Key Personnel Table

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

The proposal must provide a detailed account of the AC maintenance firm’s track record in implementing similar activities to those outlined in this RFP. The information must include all relevant contracts performed within the last five (5) years that are similar in size, scope, and objectives.

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

• 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.

Bidders must provide the labor cost for servicing each air conditioning unit, 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.

4. 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 70% of the total technical score (49/70 points) will be considered technically acceptable and eligible for financial evaluation.

Financial Evaluation: Only technically acceptable 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 acceptable (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.

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/014/2026-Technical Proposal
• RFP #TMG/RFP/014/2026-Financial Proposal

8. Deadline for Submission

Proposal (Technical and Financial) must be submitted no later than September 21, 2026, 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.

Annex A: Technical Specification/SOW

Based on TMG operations, services will be delivered to the receiving sites listed below based on an established schedule and on an as needed basis.

• Inspect compressor motors for proper operation.
• Lubricate shafts bearing and motors.
• Inspect fan for bent blade and correct as necessary.
• Clean coils with cleaning detergents.
• Inspect pipes and valves for leaks and poorer insulation straighten connection as necessary.
• Check refrigerant pressure and recharge additional refrigerants if necessary.
• Remove debris from air screen and clean area around the unit.
• Check unit for proper operation noise and vibration.
• Clean air and carbon filters.
• Lubricate fan motors and bearings.
• Clean fan motors for proper operation.
• Check electrical wiring and connection for tightness.
• Check power and other control units and systems, correct any defects if any.
• Check and calibrate thermostat.
• Test capacitors.
• Start unit and check for proper operation.
• Straighten up to normal position condenser coil fins using comb.
• Check belts for excessive wears and change if necessary.

Sites: Three (3) Monrovia, Liberia sites (JFK Medical Center, Redemption Hospital, AMD Office on the A.M. Dogliotti College of Medicine Campus) from October 1, 2026, through August 30, 2027.

Estimated Quantity and Estimated Unit Cost:

Bidders are required to indicate the offered unit cost to maintain each air conditioner in the Table 1 below in the “Unit Cost” column. Price Schedule for all lab and office air conditioners to be serviced on a monthly basis.

Table 1. Estimated Quantity and Estimated Unit Cost, subject to change based on actual assessment

Table #2: Estimated Unit Cost for Frequently & Regularly Used Changeable Parts

Replacement parts shall be procured and paid for only when required and authorized by TMG-PREVAIL