Reach Truck Safety & Operations Training Consultant

REQUEST FOR PROPOSALSTitle: Reach Truck Safety & Operations Training ConsultantLocation: Dorma Distribution Center, Koidu City, Kono District, Sierra LeoneIssued by: Partners In HealthIssued Date: March 2, 2026Proposal QuestionsDue Date: March 5, 2026Submission Due Date: March 11, 2026Purpose: Solicit competitive, sealed proposals to establish a contract for reach truck safety and operations training in Koidu City, Sierra Leone1. Background Partners In Health (PIH) is seeking proposals from qualified Training Consultants to conduct a comprehensive Reach Truck Safety and Operations Training at the Dorma Distribution Center in Kono District. The consultant will be responsible for the full lifecycle of the training program, from design to on-site execution. PIH is a global health organization striving to make healthcare a human right. PIH works to bring quality care to the most vulnerable populations by investing in long-term health solutions, infrastructure upgrades, and medical education. In Sierra Leone, PIH has established long-term relationships with the Ministry of Health and and other partnersto support the national health system across multiple districts, from the community to referral hospital level. The creation of the Paul E. Farmer Maternal Center of Excellence (MCOE) at the Koidu Government Hospital is further demonstration of this strong partnership. Built in partnership with Build Health International (BHI) and MOH, this state-of-the-art facility is designed to dramatically expand maternal services and set a new standard for care. This partnership has also resulted in the construction of the Dorma Distribution Center, a 38,880 square-foot (approx. 3,500 m²) climate-controlled warehouse to support the increased volume of items required for patient care. The Dorma Distribution Centerserves as a critical hub for PIH activities across Kono District, providing centralized storage for life-saving medicines, clinical and non-clinical consumables, and equipment. PIH has procured two Toyota Tora-Max Reach Trucks to support operations in the warehouse and requires training of staff to ensure safe and efficient warehouse operations.2. Scope of Work In collaboration with the PIH Sierra Leone team and facility leadership, the selected consultant will conduct a comprehensive Reach Truck Safety and Operations Training at the Dorma Distribution Center in Kono District for the Toyota Tora-Max Reach Trucks. The consultant will be responsible for the full lifecycle of the training program, from design to on-site execution including for the following:1. Designing Training Content: Develop technical slides, coaching tools, and pre-operational safety checklists tailored specifically to the Toyota Reach Truck series. Materials must be designed for a diverse warehouse operations team without experience using reach trucks and include clear, accessible visual aids for safety protocols.2. Safety & Stability Instruction: Facilitate classroom-based modules on incident prevention, addressing the common causes of industrial accidents such as tip-overs, pedestrian safety, and the hazards of walking under raised loads.3. Operational Training:1. Lead an on-site, hands-on intensive user training session (number of hours required to be included in consultant’s proposal) in Koidu, Sierra Leone for eight PIH employees. This includes hands-on vehicle operation and implementation of industry safety standards.2. Lead an on-site, hands-on intensive training of trainers (TOT) session (number of hours required to be included in consultant’s proposal) in Koidu, Sierra Leone for two PIH employees who will have also undergone the user training. This includes the handover of training and assessment materials, advanced user training, and facilitator training for both classroom-based and hands-on user training.4. Evaluation & Certification: Develop and administer practical and written competency assessments to verify operator proficiency and TOT proficiency.5. Establishment of Standard Operating Procedures (SOPs): Draft and formalize actionable reach truck SOPs for the Dorma warehouse including safety checks, usage, cleaning, storage/charging. Maintenance activities are out of scope of this contract.3. Proposed Timeline and Key DatesThe consultant must be available for on-site delivery in Koidu during the first and second week of April 2026. Estimated Time Period Anticipated Activities March 18-20, 2026 Contracting & Orientation: Review of facility as-builts and equipment specs March 23 – March 31, 2026 Design Phase: Submission of tailored training curricula and draft SOPs April 6 – April 10, 2026 Execution Phase: On-site training and hands-on SOP walkthroughs. April 14, 2026 Finalization: Finalized SOP documentation and training/assessment materials handover.4. EvaluationCriteria Offers will first be evaluated for completeness. Offers that fail to include all required documentation may be eliminated from further consideration. Complete proposals will be evaluated based on the following criteria and ranked:4.1. Technical Trainer Expertise (40%): • Proven track record as a professional trainer with the ability to translate complex technical material into accessible, trainable language for diverse learners. • Certification in Reach Truck operations (highly preferred/added advantage).4.2. Proposed Methodology & SOP Design (30%): • Quality of the proposed training curriculum, including timeline, and its alignment with PIH’s clinical warehouse needs. • Demonstrated capability in establishing formal, actionable Standard Operating Procedures (SOPs).4.3. Experience in Sector & Context (15%): • 5+ years of demonstrated experience in coaching warehouse and logistics personnel. • Experience working in Sierra Leone or similar resource-constrained environments. • Positive assessment from at least two references for the same or similar work.4.4. Cost-Effectiveness (15%): • Total project budget clarity and transparency regarding travel and mission-related expenses. PIH reserves the right to request clarifications or interviews with shortlisted firms as part of the evaluation process. PIH is not bound, either legally or otherwise, to select the lowest cost offer. Bidder acknowledges that PIH may award a contract to any bidder of its choice, in PIH’s sole and absolute discretion. PIH may, in its best interests, elect to enter into negotiations with any bidder and the winning bidder shall be confirmed in writing by PIH.5. Procurement Process and ScheduleThis document serves as a request for proposals and in no way binds PIH to make any award. PIH may choose to award a contract for all or parts of the activities listed in this RFP, in its sole and absolute discretion. The anticipated procurement process and schedule are outlined below. PIH reserves the right to reject any and all offers 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 occurred in the preparation, submission, or negotiation of any offers. PIH reserves the right to modify the RFP, modify the Project, modify the procurement schedule, alter the selection process, or amend the specifications related to this RFP. PIH reserves the right to cancel this RFP at any time until signing of contract. Milestone Anticipated Date RFP issued March 2, 2026 Deadline for questions from proposers March 5, 2026 Proposal submission deadline (Offers must be submitted by this deadline. Offers received after the deadline may not be considered) March 11, 2026 Target period for consultant selection and contract award March 18, 2026 Questions and requests for clarification regarding this RFP shall be submitted in writing to: [email protected] Responses will be circulated to all bidders who submitted questions or requests for clarification. Responses will also be posted in the same locations as the original RFP.6. ContractingIf awarded the project, supplier will be asked to agree to:1. Terms and Conditions • Supplier certifies that it has reviewed and agrees to be bound by PIH’s standard purchase order terms and conditions, and where procurements are made by PIH’s affiliates outside the United States, Supplier further agrees to comply with any applicable local purchase order terms or agreements, provided that such terms shall not be less protective of PIH or its affiliates than the standard terms2. Contract • PIH’s Standard Contract will be used as the vehicle to contract for services if a bid is successful. • Contract payment terms will be agreed upon during contract negotiation.3. Insurance • Provision of insurance for the safety and security of its staff during the course of the contract.4. Ethical Certifications • Acknowledgement and agreement to abide by PIH’s Code of Conduct • Supplier will be required to sign contractual provisions certifying compliance with applicable laws, regulations and restrictions surrounding the following: o Health, safety, and security o Ethical labor practices (no child labor, fair wages) o Sexual exploitation, abuse, harassment, and safeguarding o Anti-bribery and anti-corruption7. Proposal Submission RequirementsPlease submit proposals in accordance with the following requirements. Any award issued as a result of this RFP will be subject to all the terms of this tender and subsequent contracts. Offers must remain valid for at least 30 days after the submission deadline.1. Cover letter on official organization letterhead signed by an individual with signatory authority.2. Organization’s valid business registration, tax registration, applicable trade licenses, and code of conduct.3. Certifications (see section 9 below)1. Certification of Supplier signed by an individual with organizational signatory authority2. Conflict of interest certification signed by an individual with organizational signatory authority.4. Technical Proposal: Resume/C.V., certifications, and a brief methodology (1–2 pages) detailing your approach to training and SOP development.5. Financial Proposal: Budget narrative describing project and cost assumptions, and total costing and itemized budget, including daily rates and estimated travel expenses,required for completion of scope of work.6. At least two references for the same or similar work.8. Submission FormatProposals shall be submitted electronically no later than March 11, 2026, by email to: [email protected]. Proposal documents shall be provided in PDF format.9. CertificationsCertification Of Supplier Supplier represents and warrants that(a) Supplier is duly organized, legally existing and in good standing under the laws of the jurisdiction where it was organized;(b) Supplier is duly qualified to conduct business in the jurisdiction where the Project Site is located;(c) Supplier is financially solvent and possesses sufficient experience, license, authority, personnel and working capital to complete the work required in this RFP;(d) Supplier has the ability to enter into a valid legal contract with PIH and submit a valid and binding offer to PIH in response to this RFP, the offer meets all technical and financial requirements described in this RFP(e) the Cost Proposal provided for herein includes adequate compensation for the timely performance of the work, in compliance with the law. Supplier represents and warrants that Supplier shall comply with all applicable laws, regulations, restrictions and requirements of all governmental authorities in performing the Services.Supplier shall not:(a) undertake any activity or employment;(b) have any significant undisclosed financial or other interests; or(c) accept any contributions, if it would reasonably appear that such actions could compromise Supplier's professional judgment or prevent Supplier from serving the best interests of PIH and the Project.Name:______________________________ Position: ____________________________ Signature: ___________________________ Date:_____________Conflict of Interest Supplier represents and warrants that:(a) no contractual or other commitment or covenant exists that would prevent or limit Supplier’s full performance of Supplier’s duties and responsibilities if their offer is successful;(b) none of Supplier’s employees, agents, officers, managers, or directors (“Supplier Personnel”) have a financial or other interest in any public or private entity or agency that is directly or indirectly involved in the work contemplated in this RFP or that would stand to improperly gain, or give the appearance of an improper gain or influence from this work;(c) Supplier will perform regular due diligence to ensure that no conflict of interest exists between Supplier Personnel and parties contemplated in this RFP and will immediately notify PIH if a Conflict of Interest is discovered.☐Supplier has no conflicts to declare☐Supplier declares the following conflicts: _____________________________________________Name:______________________________ Position: ____________________________ Signature: ___________________________ Date:____________HOW TO APPLYPlease email [email protected].