1. Background

Partners In Health Liberia, LLC is a 501(c) (3) global health and social justice non-governmental organization. PIH’s mission is to provide a preferential option for the impoverished in health care. PIH came to Liberia in 2014 at the invitation of the Government of Liberia to support the international response to the Ebola Virus Disease Outbreak and to thereafter strengthen and stabilize the healthcare system. The organization is working directly alongside the Ministry of Health to Establish Maryland County as a model county for universal healthcare and rural healthcare service delivery

1. Objectives

This Request serves as a competitive process to identify a Bidder to develop a detailed assessment and list of solutions that will inform the rehabilitation of the J.J. Dossen Hospital electrical systems to allow for 24/7 electricity uptime and quality electricity (referencing the OnePIH quality checklist, National, and industry standards); zero interruption of power to the entire J.J. Dossen facility, especially the critical hospital areas (Oxygen plant, Laboratory, and Operating Theater, etc.)

1. Detailed Activities, Deliverables, and Schedule

The successful Consultant, Individual, Company, or Firm will work with Partners In Health Liberia, Maryland County Health, and J. J. Dossen Hospital’s administration to execute all aspects of this assignment, including:

1. System design and sizing;
2. Surge establishment and proposed solution;
3. Phase load and balancing;
4. System protection design, including appropriate grounding and earthing (including lightning arrestors);
5. Backup electricity generation (generators) design, supply, and distribution;
6. Design of appropriate and seamless transition (power downtime in case of outages – ATSes, <2 minutes) from one power source to another/others;
7. Establish and design UPS needs for critical sections (minimum of five critical sections) of the facility, with a minimum of 30 minutes of battery backup;
8. Appropriate powerhouse setup, safety, and operations plans.
9. Appropriate supply and distribution lines sizing;
10. Fixtures replacement plan (with high consideration for LED fixtures);
11. Work with stakeholders and develop an electrical master plan for the facility;

The selected Consultant, Individual, Company, or Firm will need to conduct the following detailed activities:

1. Conduct a detailed assessment of all existing electrical system components (utility transformer, power generation, supply, switchgear, distribution, usage; grounding, system protection, safety, etc.) to prepare a comprehensive report detailing the existing conditions, system deficiencies, and proposed interventions.
2. Assessment should be detailed down to the subpanel level but also include some assessment of the general condition of observable branch circuits, junction boxes, outlets, above-ceiling wiring, and exposed wiring.
3. Assessment should clearly identify what grounding system is in use at each facility (TT, TN-C, TN-S, TNC-S, etc) and include measurement of the ground loop impedance with appropriate meter.
4. All panels should be assessed for deficiencies, including but not limited to visual inspection for damaged wires, oversized breakers/undersized cables, grounding, neutral bonding (if applicable), overcrowding, loose connections, appropriate panel covers, and appropriate cable glands/panel penetrations. The assessment team should re-torque all connections in each panel and label each panel with a vinyl label indicating the panel name.
5. The assessment report should include a clear photograph of each panel and the list of deficiencies identified.
6. Assessment should include 24 hours of power/energy data logging for subpanels identified as requiring UPS backup. Provide data in the report.
7. Assessment should include a minimum of 72 hours of power quality, power, and energy usage data logging on the main hospital and COC supply. Provide data in the report, including any issues or concerns that can be noted from the data
8. Staff assessment
9. Develop all associated diagrams of the existing conditions, including:

• Site electrical distribution layout showing location on the site of components such as utility transformer, generators, main distribution panel, and all subpanels and show approximate or assumed cable distribution routes
• Single-line electrical diagram showing all component and cable sizes, including but not limited to: transformers, AVRs, generators, transfer switches, main breakers, disconnects, and supply cable sizes.
• Single-line electrical diagram with markup showing recommended alterations/upgrades to cable sizes, main supply breaker sizes, etc.

1. Work with stakeholders and develop a detailed electrical master plan for the facility, considering future load growth as a result of new buildings and new equipment. The master plan should take into consideration the timeline (what’s anticipated in 1-2 years, 3-5 years, 5-10 years).
2. Develop a minimum of three concept design options for rationalizing the main switchgear, ATSs, and emergency power options to meet the goals laid out for power quality and reliability for JJD Hospital and the COC, and taking into account the potential growth of the campus as determined by the master planning exercise. Include with each option a rough cost estimate to inform stakeholders of the selection of the most operationally effective and cost-effective option
3. For the selected design, develop the detailed design drawings and comprehensive Bill of Quantities (BOQ) and Cost Estimate, scope of works, and material specifications for all aspects of the intervention as informed by the detailed assessment;
4. Costing should be in a phased approach, considering the most immediate needs to have a safe, functional system, intermediate needs to improve the system, and long-term needs to perfect the system;
5. Ensure the intervention aligns with all statutory (Ministry of Health, Ministry of Public Works, Liberia Electricity Regulatory Commission, Liberia Electricity Cooperation, OnePIH Quality Checklist for Electricity; Environmental Protection Agency of Liberia, etc.) requirements;
6. Develop a comprehensive detailed scope of work and other technical details and write-ups for the earmarked interventions; Comprehensive work break schedule and timeline;
7. Diagnosis of technical issues that may arise during the assessments and implementation, and submit detailed solutions;
8. Have a clear knowledge, experience, and appreciation of electrical works and materials, specifications, materials properties, and qualities;
9. Provision of all equipment, tools, and apparatus needed to initiate and complete all aspects of the assignment, including the final report;
10. Provision of all associated labor (skilled and unskilled) needed to initiate and complete the assignment;

Please note that the site is an active medical facility. Please outline clear assessment and implementation challenges and mitigation strategies to ensure continuous services, protect patients, and ensure staff, including the assessment/implementation team safety during the work.

For an initial understanding of the campus and OnePIH quality checklist, please visit this link:

https://tinyurl.com/tendersliberia

Deliverables

The selected Consultant, Individual, Company, or Firm must provide a detailed report including the following information:

Phase I

• Current state report, including single-line diagrams and sketches;
• Current system deficiencies, solutions, and recommendations;
• Facility electrical master plan;
• Recommendations;
• Meeting to review the findings of the report and the options

Phase II

• Design documents, BOQ, and Cost estimates
• Phase approach solutions with associated costs to address system gaps/challenges with the most critical first; intermediate, second, and long-term being the third;
• Risk analysis (technical, environmental, occupational, social, etc.) and proposed mitigation strategies;
• Comprehensive work break schedule and time frame to implement each phase of the proposed intervention;
• System management (including routine maintenance, monitoring, operational maintenance, spare parts projection, repair plan, etc.) plan with associated skill needs;

How to Apply:

PART B: INSTRUCTION TO BIDDERS

1. Definitions
2. RFP (Request for Proposal): Public announcement posted by PIH seeking bids from qualified bidders. It outlines the scope of the project and the requirements for submission of proposals
3. Bidder: Any electrical engineer (individual, registered company, consultant, company, or firm), qualified to meet the requirements of this solicitation that submits a Proposal.
4. Electrical System: Electrical design, power generation, supply, distribution, future expansion and maintenance.
5. Registered company, consultant, firm: Fully registered entity meeting statutory requirements to execute electrical works;
6. Individual: A person having an electrical engineering credential from a recognized University along with experience implanting work of similar scale and magnitude;
7. TOR: Term of Reference relating to this request for proposal.
8. Purpose

The purpose of this RFP is to solicit competitive, proposals to establish a contract to fully assess and design the rehabilitation/replacement of electrical systems at the J. J. Dossen Hospital and PIH’s Clinical Operation Center (COC) – Pharmacy, Oxygen Plant and Power house in Harper, Maryland County, Liberia.

1. Submission requirements:

Proposals must adhere to the requirements cited within this document. Proposals must be submitted by the deadline stated on the cover page of this RFP. Proposals received after the deadline may not be considered.

Questions and requests for clarification regarding this RFP must be submitted by email: tendersliberia@pih.org or call: 0772307470 / 0770827487. Responses will be circulated to all interested bidders by email.

1. Administrative proposal

Proposals must include a cover letter on official organization letterhead signed by an individual with signatory authority. The Proposal must be submitted to tendersliberia@pih.org by May 30th, 2025. Proposals must remain valid for at least 190 days after the specified submission deadline.

Proposals must include the organization’s valid business registration, tax registration/certificate, applicable trade licenses, and employee insurance. The Proposal must include any applicable quality certificates. The Proposal must include the organization’s Code of Conduct.

Proposals must include all certifications listed in Part D of this RFP. Proposals must include a signed conflict of interest declaration.

Technical Proposal

The technical proposal shall provide details on the Bidder’s qualifications. It should include a portfolio of similar projects/assessments completed. The Bidder should provide an overview for how Bidder intends to conduct and report on the assessment. It should reference the design codes and requirements that Bidder intends to follow. The Bidder must provide a statement of capability that includes staffing qualifications, size of the organization, and financial resources. The Proposal must include evidence of past projects and references that may be contacted for three previous projects.

1. Cost Proposal

The cost proposal must include unit costing and total costing for the completion of the assessment described in the TOR. Costs must be stated in USD.

A detailed budget narrative must accompany the price schedule. The narrative should clearly describe the Project and cost assumptions.

1. Method of Evaluation

Proposals will first be evaluated for administrative requirements and completeness. Proposals that fail to include all required documentation may be eliminated from further consideration.

Administratively acceptable Proposals will be technically reviewed and scored.

After the technical review is completed, Proposals will be reviewed in relation to their corresponding cost proposal and ranked. PIH is not bound, either legally or otherwise, to select the lowest cost Proposal. Bidder acknowledges that PIH may award a contract to any bidder of its choice at PIH’s sole and absolute discretion. PIH may, in its best interests, decide to enter into negotiations with any bidder, and the winning bidder shall be confirmed in writing by PIH.

1. Award / Terms of Contract

This document serves as a request for proposals and in no way binds PIH to make any award. PIH will award a contract for the activities (in whole) listed in this RFP, at its sole and absolute discretion.

Contract payment terms will be agreed upon during contract negotiation.

1. Rejections, modifications, cancellation

PIH reserves the right to reject any and all Proposals received and to negotiate separately with any and all competing bidders without explanation and in its sole and absolute discretion. PIH is not responsible for any costs incurred in the preparation, submission, or negotiation of any Proposals. PIH reserves the right to modify the RFP, modify the Project, alter the selection process, or amend the specifications related to this RFP. PIH reserves the right to cancel this RFP at any time until issuance of the award.

1. Required Attachments

Cover Letter

Technical Proposal:

• Statement of Capability
• Portfolio of Recent Projects (at least 3)
• References (at least 3)
• Summary of intended processes and standards that will be used to conduct the assessment

Cost Proposal:

• Price Schedule for completing the assessment and reports

Others/Administrative:

• Valid business registration
• Tax registration/certificate
• Applicable business documents
• For Liberia-registered companies, please include: Valid Public Works Construction Certificate and Liberia Electricity Regulatory Commission Certificate
• For Liberia-registered individuals please include: License/certificate from the Engineering Society of Liberia, Curriculum Vitae, proof of a Master’s Degree in Electrical Engineering, and proof of a minimum of 10 years of experience
• Proposed Terms and Conditions
• Signed Certifications (Part D)

Proposals, clarifications, and other correspondences regarding this solicitation can be addressed to:

Partners In Health

Attn: Infrastructure Department

Partners In Health Liberia

S Baltimore Street, Up Cape

Harper, Maryland, Liberia

Email: tendersliberia@pih.org