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(RFQ) for Supply of IT Equipments for Smart Africa Secretariat

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Request for Quotations For Supply of IT Equipments For Smart Africa Secretariat

Client

Smart Africa Secretariat

9th Floor, Block C, Makuza Peace Plaza, 

10 KN4 Avenue, Kigali, Rwanda

+250 788-300-581/ 732-310-014

PO Box: 4913 info@smartafrica.org  www.smartafrica.org  

RFQ#:

053/S.A/RFQ/10/2021

Release date:

11th October 2021

Closing date:

11th November 2021 at 5:00 PM Kigali time

Contact

For any questions or inquiries, please write to:

tenderenquiries@smartafrica.org  

 

For Submissions, please write to: procurement@smartafrica.org

1. ORGANISATION BACKGROUND

Smart Africa is a bold and innovative commitment from African Heads of State and Government to accelerate sustainable socio-economic development on the continent, ushering Africa into a knowledge economy through affordable access to Broadband and usage of Information and Communications Technologies.

The Transform Africa Summit held in Kigali, Rwanda on 28th-31st October 2013 culminated in the adoption of the Smart Africa Manifesto document by seven (7) African Heads of States (Rwanda, Kenya, Uganda, South Sudan, Mali, Gabon, Burkina Faso) in which they committed to providing leadership in accelerating socio-economic development through ICT’s.

On 30th-31st January 2014, The Smart Africa Manifesto was endorsed by all Heads of State and Government of the African Union at the 22nd Ordinary Session of the Assembly of the African Union in Addis Ababa. This development places the Manifesto at the heart of the ICT agenda in Africa beyond just the 7 original signatories at the Summit to all the 54 African countries. The Smart Africa Alliance has since grown to include 30 African countries that represent 750+ million people.

The Smart Africa Manifesto aims to put ICT at the center of national socio-economic development agenda of member countries; improve access to ICT especially Broadband; to improve accountability, efficiency, and openness through ICT promoting the introduction of advanced technologies in telecommunication; to put Private Sector first, and to leverage ICT to promote sustainable development.

2. REQUEST FOR QUOTATION (RFQ) OBJECTIVES

I. RFQ GENERAL OBJECTIVE

 The general objective of this RFQ is to find a potential supplier for supplying laptops that fit quality as specified below in section. The potential supplier should have the capacity to supply the full quantity within the shortest period. Also, willing and able to provide warrant and support. The warrants and support period must be within 12 months after delivery.

II. MINIMUM SPECIFICATIONS

The minimum specification of the needed laptops consist of:

Item

Technical Specifications

Estimated  Quantity

LAPTOP for Smart Africa Staff and Consultants

Processor (Apple M1 chip);

Memory (8GB unified memory);

Storage (512 GB);

Display (13");

Connectivity: (802.11ax Wi-Fi 6 wireless networking, Bluetooth 5.0 wireless technology);

Sound card;

Power AC power adapter;

Camera (HD Webcam)

 

10

LED Monitor Screen

Display Resolution:  1920x1080

Screen Size: 27 Inches

Display Type: LED

Refresh Rate: 60 hertz

Other Feature: Anti Glare Screen, Ultra Thin Bezel, Edge to Edge, Blue Light Filter, Thin Bezel, Flicker-Free

Power: power adapter;

5

 

Type C Adapter

4K video USB-C to HDMI Adapter

Super speed USB 3.0 ports

10

 

Protector Case

Hardshell Case for the proposed laptops

10

 3. REQUIRED BIDDING DOCUMENTS  

I. Administrative documents
The following mandatory documents must be submitted:

I. Business Registration certificate
II. Business profile
III. Most recent tax compliance certificate 
IV.Declarartion Certificate for company non bankruptcy for the last three (3) years 
V. Five (5) authorized certificates/letters of completion for similar projects.  The certificates/ letters should detail delivery including the descrition of goods, quantities, dates, organization contact details (email, telephone), etc.

II. Technical documents 

The following documents must be submitted:

I. Technical offer must include, but not limited to: 

a. Laptop brand and year of make. 
b. Full specifications of the laptop meeting at least requirements in section 3. 
c. Delivery period. 
d. Warranty coverage and period. 

II. Financial offer (must be password protected) 

a. The offer should be presented in both USD and RWF currencies with fixed converted rates at the dates of submisions refering to the BNR rate.

b. The offer should clearly indicate any applicable taxes or charges as per RRA requirements.

4. EVALUATION CRITERIA

The following model will be used to evaluate all bidders and proposals submitted:

a) All mandatory  documents indicated in 4.1 above. The bidder missing any of the mentioned documents shall be automatically disqualified.

b) Technical Evaluation Criteria

Item

Assigned Points

100

Point Range

Technical Documents

I. Adherence to the specs of the laptop meeting requirements in section 4.II.

II. Delivery period upon contract/Purchase Order signing
 

a. Between 0 to 10 working days:                                  

b. Between 10 to 15 working days:                                

c. Between 15 to 20 working days:                              

d. Above 20 working days:        
                                    

 III. Warranty coverage and period.
 

a. Above one(1) year

b.One(1) year

c.Below 1 year

 IV.Five (5) signed and stamed certificates/letters certifying successful delivery of similar products.

a.Five(5) certificates and above

b.Four(4) certificates

c.Three(3) certificates

d. Below three(3) certificates

    30

   

    20

 

    20 

    15

    10

   0

  

    20

 

   20

15

0

   

    30

 

20

15

10

0

 

 

 

 

/100

         

Note: Adherence to the specs of the laptop meeting requirements in section 4.II will be a pre-condition to proceed with the next technical evaluation criteria. Offers not meeting the required technical specifications will be disqualified.

The Financial proposal of only those bidders who will secure a minimum score of 80/100 in the technical evaluation will be opened.

St= Score for the Technical Evaluation

c) Financial Criteria

Once the technical requirements have been evaluated, the costs of bidders who passed the technical evaluation therehold  will be considered from low to high.

5. SUBMISSION PROCESS

Soft copies of both technical and financial proposals must be submitted to procurement@smartafrica.org in separate folders zipped together  each showing the nature of the offer concerned (technical or financial offer), the email subject must be marked as follow: “053/S.A/RFQ/10/2021: Supply of Laptops for Smart Africa Secretariat the firm’s name not later than 11th November 2021 at, 5:00 pm local time (Kigali)

Late bidding documents will be rejected.

6. RIGHTS RESERVED

This RFP does not obligate the Smart Africa Secretariat (SAS) to complete the RFP process. SAS reserves the right to amend any segment of the RFP before the announcement of a selected firm. SAS also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in SAS’s best interest to do so. SAS also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. SAS may negotiate a compensation package and additional provisions to the contract awarded under this RFP.

7. INCOTERMS 

This tender’s delivery is strictly based on DDP incoterm.

8. VALIDITY

Proposals and quotes must remain valid for 120 days after the date of closing noted above. After, the closing date and time, all proposals received by the Smart Africa Secretariat become its property.

9. ENQUIRIES

Any inquiries will only be received and addressed 3 days or more before the bid submission deadline. Prospective respondents who may have questions regarding this RFP may submit their inquiries tenderenquiries@smartafrica.org

10. Notifications 

Only bidders who qualify for technical specifications shall be notified after the technical evaluation, and only the bidder who shall pass both the technical & financial score shall be notified after the financial evaluation.

11. Anti Corruption 

Smart Africa is committed to preventing any act of corruption and other malpractices, and expects that all bidders will adhere to the same ethical principles.