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

Request for Quotation (RFQ)

Project Title: RFQ for the Supply of 60KVA or 80KVA Uninterrupted Power Supply (UPS) and accessories to TMG-PREVAIL

Supply Needed: One complete unit of 60KVA or 80KVA UPS to be installed within the biorepository at JFK Medical Center (JFK).

Publication Date: December 3, 2025

RFQ Number: TMG/RFQ/017/2025

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 quotations from qualified and licensed vendors to supply one complete unit of 60 KVA or 80KVA UPS to be installed within the Biorepository at JFK.

PREVAIL is a clinical research project with sites at Redemption and JFK 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 quotations for the 60KVA UPS or the 80KVA UPS in accordance with the Technical and Financial instructions. Any amendment to the RFQ will be sent by email to all potential bidders.

2. Eligibility Package

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

• Current and valid business
• Current and valid tax clearance
• 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.
• Ability to pre-finance the supply and installation of the UPS.
• The source, origin and nationality of the goods.
• Provide timeline for delivery or performance
• Provide at least three (3) references.
• Must meet USG 889 Compliance regulations.
• Any other documents/licensure related to respective bidder’s

3. Technical Capabilities

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 technical specifications of the UPS outlined in Annex 1. Specifications and cost table attached. If the quotation fails to meet one or more of the requirements, it will be deemed technically unacceptable. Quotations deemed technically unacceptable contain significant weaknesses or deficiencies that cannot be corrected without a major rewrite or revision of the original quote.

4. Financial Capabilities

The suppliers must demonstrate financial capabilities by pre-financing the supply, delivery and installation of the UPS to TMG’s place of acceptance, which is the JFK.

5. Question and Answer Period

Each bidder is responsible for complying with the terms and conditions of this RFQ. Requests for clarification or additional information must be submitted in writing via email by December 5, 2025, to procurement@prevailcr.org. The email subject line should be written «TMG/RFQ/017/2025-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 RFQ.

Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having received this RFQ.

RFQ Process and Dates:

6. Evaluation Process

The evaluation will be conducted in three (3) stages: Preliminary or eligibility screening, technical evaluation, and financial evaluation. Following the evaluations, TMG-PREVAIL will award a firm-fixed price purchase order to a selected vendor. For this RFQ, availability of the UPS or shortest estimated delivery time, technical specifications and past performance are of equal importance for the purpose of evaluating and selecting the best value awardee.

• Preliminary or Eligibility Screening: This stage assesses the completeness and administrative compliance of each submission, ensuring that all required documents and formats are properly provided as outlined in “2. Eligibility Package”
• Technical Evaluation (70pts):

Quotations meeting preliminary requirements will be evaluated against predefined technical criteria. Each criterion will be scored independently, and only quotations achieving a minimum of 70% of the total technical score will be considered technically compliant. The following Criteria will account for the full points for technical evaluation:

• Technical Data Sheet for each UPS (10 pts)
• Dealership License for the brand of the UPS (15 pts)
• Warranty (10 pts)
• Past performance – Three (3) contacts of firms, preferably non-governmental organization that the bidders have similar scope over the last three to five (5) years (10 pts)
• Confirmation of availability of each UPS (10 pts)
• Shortest Delivery Time (15 pts)

• Financial Evaluation (30 pts): Only technically compliant quotations will proceed to financial evaluation, where cost will be assessed in accordance with the award criteria.

7. Past Performance and References (2-page limit)

The bidders must demonstrate a minimum of ten (10) years of experience. Bidders should provide a detailed account of the track record in implementing similar activities to those outlined in this RFQ. Provide a list of all relevant awards performed within the last three to five (5) years. The information provided shall be stated on a table. The data points below must be included in the past performance table:

• 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.

8. Criteria for Award

TMG-PREVAIL will award a firm fixed price purchase order 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 quotation.

9. Submission Instructions

Response to this RFQ 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:

«RFQ #TMG/RFQ/017/2025-Quotation for Supply of 60KVA or 80KVA UPS»

10. Deadline for Submission

Quotations must be submitted no later than Wednesday, December 10, 2025, at 5:00 pm GMT.

11. TMG Terms and Conditions

• TMG reserves the right to terminate the RFQ and declines to make any selections following the
• Issuance of the RFQ does not constitute an award commitment by
• TMG reserves the right to disqualify a bidder based on the failure of the bidder to comply with RFQ instructions.
• TMG will not reimburse any bidder for quotation preparation
• TMG reserves the right to issue an award based on the initial evaluation of offers without further
• TMG may choose to award only part of the activities in the RFQ scope of work or issue multiple awards based on the RFQ.
• Prospective bidders’ office locations may be visited as part of TMG’s assessment of organization
• The source, origin and nationality of the goods/ services shall not be a Prohibited Country, example

Annex 1. Specifications and cost table

60KVA UPS

80KVA UPS