Request For Proposal (RFP)

Request for Proposal (RFP)- Provision of Vending Machine Services and Maintenance in Dar es Salaam, Tabora, and Kagera Regions.

  1. INTRODUCTION

Management and Development for Health (MDH) invites qualified vendors to submit proposals for the provision of routine maintenance, corrective repairs, and refilling services for digital vending machines supporting HIV prevention activities under the Afya Jumuishi Project.

This RFP responds to MDH’s need for a competent service provider to ensure uninterrupted functionality of six (6) vending machines installed in the following regions:

  • Dar es Salaam – 4 units
  • Kagera – 1 unit
  • Tabora – 1 unit

The service period is as follows:

  • Kagera and Tabora: December 01, 2025 – March 31, 2026
  • Dar es Salaam: December 01, 2025 – December 31, 2025
  1. PROJECT BACKGROUND

MDH, through the Afya Jumuishi Project funded by PEPFAR via CDC Tanzania, implements comprehensive HIV prevention, care, and treatment services across Tanzania. To increase access to HIV Self-Test (HIVST) kits and condoms, MDH has deployed digital vending machines that operate 24/7, complementing community-based HIV testing approaches and reaching key and priority populations.

To ensure continuous availability of commodities and full functionality of the machines, MDH requires a qualified vendor to provide preventive maintenance, corrective repairs, and timely refilling services.

  1. GOAL AND OBJECTIVES

3.1 Goal

To maintain optimal functionality of vending machines and ensure sustained access to HIV self-test kits and condoms in Dar es Salaam, Kagera, and Tabora.

3.2 Objectives

  1. To ensure regular preventive and corrective maintenance of the six (6) vending machines for optimal performance.
  2. To ensure continuous availability of HIV self-test kits and condoms through routine refilling, monitoring, and accurate reporting.
  3. To engage a vendor capable of providing reliable vending machine services funded through the donor-supported MDH program.

 

  1. SCOPE OF WORK

The vendor will deliver comprehensive maintenance, repair, and refilling services for all vending machines across the three regions. This includes preventive maintenance, timely corrective repairs, commodity restocking, and regular reporting to MDH.

  1. IMPLEMENTATION APPROACH AND ACTIVITIES

The approach will focus on ensuring uninterrupted machine functionality. Activities will be jointly coordinated between the vendor and MDH to ensure timely, efficient, and high-quality service delivery.

  1. VENDOR OBLIGATIONS

6.1 Preventive Maintenance

The vendor shall:

  1. Conduct monthly scheduled maintenance for all six (6) machines.
  2. Inspect and clean dispensers, screens, sensors, and internal components.
  3. Conduct system diagnostics and software health checks.
  4. Test all dispensing functions to ensure proper performance.

6.2 Corrective Maintenance and Repairs

The vendor shall:

  1. Respond to repair requests within 2 days of notification.
  2. Repair or replace faulty components (with prior MDH approval for spare parts).
  3. Troubleshoot hardware and software issues affecting machine performance.
  4. Restore functionality and conduct post-repair testing.

6.3 Reporting Requirements

The vendor will:

  1. Submit maintenance reports after each scheduled visit.
  2. Submit detailed repair reports for every intervention.
  3. Provide quarterly progress reports to MDH by the 10th day of the following month.
  4. Provide weekly and monthly data for program monitoring.
  1. MDH OBLIGATIONS

7.1 Oversight and Coordination

MDH will:

  1. Oversee implementation to ensure compliance with the agreement.
  2. Conduct quarterly follow-ups to assess progress.
  3. Support administrative needs to facilitate smooth operations.

7.2 Technical and Financial Support

MDH will:

  1. Provide technical assistance in planning and service delivery.
  2. Ensure timely financial disbursements to support implementation.

7.3 Performance Review and Reporting

MDH will:

  1. Review weekly, monthly, and quarterly reports and provide technical feedback.
  2. Ensure follow-up and action on identified performance gaps.
  1. PERFORMANCE MONITORING

MDH will monitor performance using the indicators outlined below:

Table 1: Key Performance Indicators

Sn

Activity

Indicator

Deliverable

1

Preventive Maintenance

·         % of scheduled monthly maintenance visits completed on time

·         % of machines operational at any given time.

·         % of repairs fully resolved without recurrence within 7 days.

100% of Machines are Functional

2

Distribution of Condoms using digital vending machine

·         # Condoms distributed per year

173,416 condoms distributed by March 2025 (Dar 69,431 KGR 50,867 TBR 53,118)

3

Distribution of HIV Self-Test Kits using digital vending machine

·         # HIV self-Test Kits distributed per year

1,348 Kits distribution by March 2026 (Dar 208 KGR 362 TBR 778)
  1. VENDOR CAPACITY STATEMENT
    The vendor should provide information on technical expertise, experience in similar assignments, staffing capacity, logistics capability, and past performance.
  2. FINANCIAL PROPOSAL
    The proposal should include:
  • Preventive maintenance costs
  • Corrective repair costs
  • Refilling service costs
  • Transport/logistics costs
  • Administrative or overhead charges
  • Total cost per region and consolidated total cost
  1. PROPOSAL SUBMISSION GUIDELINES

The Proposal to be submitted to the email; pmu@mdh.or.tz and addressed to;
Management and Development for Health (MDH)
P.O. Box 79810
Mikocheni B, Old Bagamoyo Road, Plot No. 802
Dar es Salaam, Tanzania

Submission Deadline: 26th November 2025

Request for Proposal (RFP)-For Provision of Motor Vehicle and Motorcycle Tracking Services

1. Background

Management and Development for Health (MDH) is a leading non-profit Tanzanian Public Health Organization that focuses primarily on health services, education, and research in the United Republic of Tanzania.

To improve the safety, efficiency, and operational monitoring of its motor vehicle and motorcycle fleet, MDH is seeking qualified service providers to supply, install, and maintain a Motor Vehicle and Motorcycle Tracking System (Fleet Management System) for use at its head office in Dar es Salaam and across its regional offices in Kagera and Tabora.

2. Objective of the Assignment

The main objective is to procure a reliable, real-time motor vehicle and motorcycle tracking system that supports performance monitoring, safety, fuel management, and route tracking for all MDH motor vehicles and motorcycles.

The system should provide central management through a web-based dashboard with historical and live tracking capabilities, alert systems, and detailed reporting.

3. Scope of Services

3.1 Obligations of the Service Provider

The service provider shall:

 

    1. Install and maintain Fleet Management System (FMS) in all identified MDH vehicles and motorcycles.

    1. Provide real-time tracking of vehicle location using a central monitoring system.

    1. Ensure all features such as speed monitoring, odometer reading, engine revolution, fuel level, etc., are accessible online and through reports.

    1. Ensure the tracking is able to provide cost analysis per vehicle on all operational cost of the vehicles (i.e. tyre changes, fuel utilization, repairs, maintenances, etc.)

    1. Upgrade the system software and hardware to maintain performance and technology standards.

    1. Complete installation and testing of the system within 14 days of contract award.

    1. Provide all required equipment, cables, connectors, and installation materials.

    1. Provide end-user training to MDH staff and offer ongoing support.

    1. Visit MDH upcountry offices for installation, maintenance, or repair as needed.

    1. Refrain from making any system changes without prior written consent from MDH.

3.2 Obligations of the Client (MDH)

 

    1. Ensure all contact and fleet details are updated with the service provider.

    1. Reduce false alarms and ensure communication availability during alerts.

    1. Promptly process payments based on agreed terms.

    1. Notify the provider about decommissioned vehicles that no longer require tracking.

3.3 Delivery and Installation

 

    1. Installation shall be performed at an agreed MDH or provider-approved center.

    1. For additional devices or software requested, delivery should be within 10 days of written confirmation.

    1. Fuel monitoring will function only when the vehicle’s fuel system components are in working condition.

4. Schedule of Requirements and Cost Breakdown

Please fill out the table below in your proposal:

Description of services Unit Prices (TZS) VAT (TZS) Total (TZS)
Management Device Installation (per vehicle)      
Monthly Subscription      
Tracker System (Initial down payment – one-time)      
Monthly Tracker Subscription (per vehicle)      
Labour charge installation per vehicle/motorcycles      

Note: All prices should be quoted in Tanzanian Shillings (TZS) and VAT indicated separately.

5. Proposal Submission Requirement

All interested vendors must submit the following documents:

 

    1. Detailed financial proposal using the table above.

    1. Valid Business License.

    1. Company Registration and TIN Certificate.

    1. At least two (2) reference letters from reputable organizations

    1. Company profile and summary of relevant experience in similar projects.

    1. Details of tracking software system and features (attach brochures)

    1. Proposed installation timeline and delivery schedule.

 

    • Warranty and support details for devices and services.

    • Payment terms.

6. Submission Instructions

 

    • Proposals must be clearly labelled “Proposal for Car and Motorcycle Tracking Services – MDH”.

    • All proposals, signed and stamped must be submitted to the email: pmu@mdh.or.tz

    • Deadline for submission: 29th October 2025 at 11:00 AM EAT

7. Evaluation Criteria

All proposals will be evaluated based on the following:

Criteria Weight
Compliance with technical specifications and instructions 20%
Price and cost-effectiveness 40%
Submission of required documentation 15%
Past experience and performance on similar contracts 15%
Proposed payment terms 10%

8. Clarification

For any clarification regarding this RFP, please contact the Procurement Management Unit at pmu@mdh.or.tz no later than 23rd October 2025.

9.  Reservation of Rights

MDH reserves the right to:

 

    • Accept or reject any proposal;

    • Cancel the procurement process at any stage;

    • Award the contract in full or in part;