Request for Proposals - Framework Supply of Laptops

Request for Proposals: Framework Supply of Laptops

1. Introduction and Key Facts

Irembo LTD ("the Client") invites eligible and qualified suppliers to submit proposals for a framework agreement for the supply and delivery of laptops. The successful bidder will supply the Apple and Windows laptops listed in Part 3 whenever Irembo places an order over the next two years. This RFP explains what Irembo needs, how to bid, and how the winner will be chosen.

2. About the Framework

The Client buys laptops now and then, not every day. Rather than run a new tender for each purchase, it will appoint one supplier for the full list, and order from that supplier when a need arises.

1. Appointment. The winning bidder signs a framework agreement that fixes the equipment, specifications, unit prices, and terms.
2. Ordering. When equipment is needed, the Client sends a Purchase Order naming the items, quantities and delivery date. Each order is supplied at the agreed prices.
3. Delivery and payment. The supplier delivers, the Client inspects and accepts the goods, and the supplier is paid for that order.

Bidders should note that:

• Every item in Part 3 must be priced. A bid that leaves out an item is rejected.
• The Client promises no minimum or maximum order. The indicative quantities in Annex B are used only to compare bids.
• The framework is non-exclusive: the Client may buy elsewhere if the supplier cannot meet a need or a delivery date.
• The framework lasts 24 months and may be extended if both sides agree in writing, with each extension agreed for a stated period.

3. Equipment Required

All equipment must be new, genuine and sealed in the manufacturer's retail packaging, with the standard accessories (charger, cables and manuals). Laptops are named by brand and model because they must collaborate with the Client's device management and security tools, so no other brands or models are accepted. Where a processor or display is marked "or equivalent", an equivalent that meets or exceeds the requirement is accepted. A newer model of the same series is also accepted if it meets or exceeds every requirement at no higher price. Bidders confirm compliance for each line in Annex B.

3.1 Apple MacBook laptops

3.2 Windows laptops

All Windows laptops are supplied with Windows 11 Pro pre-installed.

4. Service Requirements

4.1 Ordering and delivery

The Client sends each Purchase Order through the portal, and the supplier confirms it within two (2) working days. Goods are delivered to KG 9 Avenue, Nyarutarama, Gasabo District, Kigali, during working hours, at the supplier's cost and risk.

Bidders state the actual guide time for every item in Annex B. Goods must arrive complete unless the Client agrees otherwise in writing, with a delivery note listing refs, quantities and serial numbers.

4.2 Device enrolment before shipping

Before shipping, the supplier uploads the hardware hashes of Windows devices to the Client's Microsoft Autopilot tenant and adds Apple devices to the Client's Apple Business Manager. The Client provides the access details with each Purchase Order.

4.3 Warranty and support

Every device needs the cover below for three (3) years from the date of acceptance, valid in Rwanda, with proof of coverage for each serial number. The supplier also names an account manager and assist contact for orders and warranty claims.

Inspection, acceptance and replacement of faulty goods are covered in the framework agreement.

5. Who May Bid and What to Submit

Any legally registered company that supplies laptops in Rwanda may bid. A bid has a technical part and a financial part, uploaded as two separate files, and must include every document below:

1. Company registration certificate (RDB)
2. Valid tax clearance certificate (RRA)
3. Social security compliance certificate (RSSB)
4. Three references for similar supplies in the last three years, with completion certificates
5. Letter from the manufacturer or its distributor authorising the bidder to resell each brand offered in Rwanda
6. Manufacturer datasheets for the models offered
7. Manufacturer datasheets for the models offered
8. Signed bid form and declaration (Annex A)
9. Pricing schedule (Annex B)
   
   Pricing rules:

• Prices are in RWF, include all taxes (including VAT), and cover delivery to the Client's premises.
• Each unit price must include the warranty and assist cover in Part 4.3 and the Windows 11 Pro licence.
• Unit prices are fixed for the first 12 months of the framework (see Part 8).
• Alternative brands or models are not accepted, except where Part 3 allows an equivalent.

6. How to Submit

Bids are submitted only through the Irembo e-procurement portal. Bids sent by email or on paper are not accepted. To submit:

1. Register on the portal athttps://procure.iremboinc.com/login
2. Add the service category "Electronic devices" to your company profile. The Client must approve each profile, so register well before the deadline.
3. Once approved, log in, open Tenders, and find reference1100028.
4. Upload your technical bid and your financial bid as two separate files, with all the documents listed in Part 5.

Questions: Send questions by email toprocurement@irembo.combefore the clarification cut-off.
The Client's rights: The Client may accept or reject any bid, or cancel this RFP, without liability. Each bidder pays its own costs of preparing a bid.

7. Evaluation and Award

The Client selects the supplier using Quality and Cost-Based Selection (QCBS): technical quality counts for 70% of the final score and price for 30%.

7.1 Technical scoring

To be scored, a bid must meet the minimum requirements in Part 3, the delivery times in Part 4.1 and the warranty cover in Part 4.3.

7.2 Financial scoring and final score

The price of a bid is the sum of unit price multiplied by indicative quantity for every item in Annex B. Arithmetic errors are corrected, and the unit price prevails over the line total.

The financial scores for technically qualified bids (those that achieved at least 70 marks in technical evaluation) are calculated using the following formula:
Fs = (Lf x 100) / Fi, where: Lf = Lowest financial bid; Fi = Financial bid under evaluate

To determine the final score, both technical and financial evaluations will be integrated using the formula:
S = Ts x TW% + Fs x FW%, where: S = Combined score, TS = Technical score, FS = Financial score,
TW = Technical weightage (70%), FW = Financial weightage (30%)

7.3 Award

The bidder with the highest final score is appointed supplier for the whole framework. The Client may ask a bidder to clarify its bid, but bidders cannot change their price or the substance of their bid. The Client notifies the winner in writing and tells the other bidders the outcome. The winner must sign the framework agreement within seven (7) working days of notification.

8. Framework Terms

The terms below affect pricing and form part of this RFP. The full legal terms (inspection, remedies, confidentiality, data protection, disputes and governing law) are set out in the framework agreement, which is governed by Rwandan law.

• Duration: 24 months from signature, extendable by written agreement, with each extension agreed for a stated period. The Client may end the framework on 30 days' written notice.
• No commitment: The Client guarantees no minimum or maximum orders, and the framework is not exclusive.
• Prices: unit prices in RWF are fixed for the first 12 months. After that, they may be reviewed no more than once every six months, by written agreement, only for documented changes in manufacturer prices or exchange rates. Orders already placed are never repriced.
• Discontinued models: the supplier offers the direct successor at the same or a lower price with equal or better specifications, subject to the Client's written approval.
• Payment: each order is paid within 30 days of the Client's signed acceptance and a valid tax invoice. No advance payment is made unless the supplier provides a guarantee for the same amount.
• Performance: The Client may suspend orders and end the framework if the supplier delivers late on three (3) orders within any six-month period.

Annex A: Bid Form and Declaration

To: Irembo LTD RFP reference:1100028

We have read this RFP, including any clarifications issued, and offer to supply the complete equipment list in Part 3 at the prices in Annex B, on the framework terms in Part 8. We will deliver within the times in Part 4.1 for every Purchase Order, and this offer stays valid for 90 days after the bid deadline. Exceptions to the minimum configurations in Part 3:____________________ (write "none" if there are none).

We also confirm that:

1. We are not bankrupt, insolvent or in liquidation, and we are not barred from public or private procurement.
2. We have no conflict of interest with the client or its staff.
3. We have not offered, and will not offer, any gift or payment to influence this RFP.
4. We are an authorised reseller or partner in Rwanda for every brand we offer.
5. The information in our bid is true and complete.

Company name: ____________________ Name and title of signatory:____________________ Signature and company stamp: ____________________ Date: ____________________

Annex B: Pricing Schedule

All amounts are in RWF, including all taxes, delivery and the assist cover in Part 4.3. Indicative quantities are for comparing bids only. Bidders fill in the brand and model offered, the unit price and the guide time for every line. Pricing a line confirms that the item meets the minimum configuration in Part 3.