1. Project Objective

The Mitchell Group, Inc. (hereinafter “TMG”), a corporation incorporated under the laws of the State of Washington, DC, United States of America is implementing the Partnership for Research on Vaccines and Infectious Diseases in Liberia (PREVAIL) project. The PREVAIL administrative office is located at A.M. Dogliotti College of Medicine Campus, Oldest Congo Town, Monrovia, Liberia.

2. Purpose of the RFQ

The RFQ invites qualified Service Providers to submit quotations for the provision of office renovation works (roof removal & installation, painting and floor polishing) at the TMG Supply Chain Office located at the John F. Kennedy Medical Center (JFK) as described in Annex I, the Statement of Work (SOW).

3. Anticipated Award Type

TMG intends to award a Firm Fixed Price with the Deliverables Service Provider Agreement (DSPA) for the supply chain office renovation. For the consideration set forth below, the Service Provider shall provide the deliverables or outputs in the timeframe or schedule, and in accordance with the performance standards specified in Technical Specification/Scope of Work (SOW) (Annex I). The Service Provider shall comply with all DSPA requirements.

4. Pre-Bid Submission – Site Visit

A site visit will be scheduled for April 1, 2025, from 10:00 am – 11:00 am. Potential bidders will visit the site to assess the infrastructure. Please reach out via email at procurement@tmg-liberia.com to confirm your availability.

5. Required Documents
   • Copy of current and Valid Business Registration.
   • Copy of current and Valid Tax Clearance.
   • Copy of Ministry of Public Works Certificate.
   • Copy of Association of Liberian Construction Contractors (ALCC) Certificate.
   • Any other documents/licensure related to respective bidder’s business.

6. Eligibility Requirements

A DSPA will be awarded to an eligible bidder whose bid is responsive in line with the terms and conditions of the RFQ. Bidders must submit all the required documents and meet all other eligibility criteria listed below to be qualified for evaluation. Prior to evaluating the quotations, TMG will determine which supplier(s) submitted all the required documents to be qualified for evaluation.

Meeting the eligibility requirements does not obligate TMG to award DSPA to a particular bidder. Required documents to be submitted and other eligibility criteria to be met by suppliers are as follows:

7. 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.

8. Technical Submissions
   • Past Performance and Reference Check

Bidders must submit names of contact people, email addresses, telephone numbers for three (3) organizations to which the bidder has provided similar services or goods. TMG may disqualify a bidder if a reference check demonstrates that the bidder has not been able to satisfactorily perform/deliver the goods or services.

• List of Personnel

Bidders must submit a list of staff, consultants and qualifications presented in a table format with the following information: name, title experience/area of expertise, education and work experience included.

• Technical Management Approach (2-page limit)

Bidders to indicate how they will implement the renovation work. Describe the technical approach and include project implementation plan/delivery schedule and a safety plan

• Track record in implementing similar activities within the last three (3) years.

Bidders to provide the information in a table format and should include the name of the contracting organization, activity description and title, location, contracts amount and period of performance.

9. Financial Offer

Bidders are required to use the Bill of Quantities (BOQ) template provided in Annex II for the submission of their financial offers.

10. Evaluation Criteria

The evaluation process will include preliminary screening, a technical evaluation and a financial evaluation. The technical evaluation will be carried out using a pass or fail method. Only those offers that are found to be technically compliant will be considered for financial evaluation.

11. Criteria for Award

Award shall be made to the bidder offering the most technically acceptable/compliant offer with fair market costing.

12. Payment Schedule

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

13. Questions Regarding the RFQ

Each bidder is responsible for reading the terms and conditions of the RFQ. Questions and communications regarding this RFQ may be submitted to TMG Procurement via email address: procurement@tmg-liberia.com up until March 31, 2025/5:00pm GMT. Responses to questions will be shared by April 3, 2025, before the close of business.

RFQ Process and Dates

ANNEX I: Technical Specification/SOW

TMG is requesting the services of a qualified and reliable firm to provide services related to office renovation work, which include roof removal and installation, painting and floor polishing with no concrete work required, at the TMG-PREVAIL Supply Chain Office located at the JFK. 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.

The office renovation works will include but are not limited to the following:

Roof Works

• Inspect the existing roof to assess its condition.
• Identify any structural issues or damage that need to be addressed.

Preparation:

• Remove the existing roofing materials.
• Dispose of old materials in accordance with local regulations.
• Repair or replace any damaged roof decking or structural components.

Installation:

• Install underlayment and any necessary waterproofing materials.
• Install long span aluminum roofing sheets (long span roofing sheet to be provided by TMG-PREVAIL).
• Ensure proper alignment and secure fastening of panels.

Flashing and Ventilation:

• Install flashing around roof penetrations, valleys, and edges.
• Ensure proper ventilation to prevent moisture buildup.

Finishing Touches:

• Inspect the completed roof for any issues or defects.
• Clean up the job site and remove any debris.
• Provide a final walkthrough with TMG Facility Team to ensure satisfaction.

Documentation:

• Provide the client with warranty information and maintenance guidelines.

Safety:

• Ensure the necessary safety measures to protect staff and assets within and around the space.

Painting (Contractor Grade Paint)

• Discuss color, finishings, and any specific requirements.
• Measure areas to be painted.

Preparation:

• Cover supplies, electrical and electronics equipment with drop cloths.
• Move furniture and cover floors with drop cloths.
• Clean walls and ceilings to remove dust and stain.
• Fill holes and cracks, sand rough areas, and prime surfaces as needed.

Painting:

• Apply the first coat of paint, ensuring even coverage.
• Allow the second coat to dry, then apply additional coats as necessary.
• Paint other areas as needed.

Clean-Up:

• Remove protective coverings and move furniture back into place.
• Clean any paint spills or splatters.
• Inspect the work to ensure quality and touch up any missed spots.

Final Inspection:

• Walk through with TMG facility team to ensure satisfaction.
• Address any final touch-ups or concerns.

Floor cleaning

• Clean floor
• Grind floor
• Polish floor using wax

ANNEX II: Bill of Quantities (BOQ)

The bidders are requested to provide the cost breakdown for each deliverable listed in Table 1, based on the BOQ.

TMG will provide the materials listed in Table 2 of this BOQ. Bidders will ensure NOT to include the below listed materials in their quotations.

Table 1: Cost breakdown

Table 2: Materials to be Provided by TMG-PREVAIL for the Roof Works

*** To be provided by TMG. Bidders SHOULD NOT include the above listed materials in their BOQ.