Request for Quotations to Supply and Delivery of Smart Phones and Laptops
REQUEST FOR Quotations
Reference: RFQ#2022-001 – Supply and Delivery of Smart Phones and Laptops Date: October 13, 2022
SECTION 1: Request Letter
Rwanda ICT chamber kindly requests your quotation for the provision of goods as detailed in Annex 1 of this RFQ.

This Request for Quotation comprises the following documents:
• Section 1: This request letter
• Section 2: RFQ Instructions and Data
• Annex 1: Schedule of Requirements
• Annex 2: Quotation Submission Form
• Annex 3: Financial Offer
When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted using Annex 2: Quotation Submission Form and Annex 3 Financial Offer, by the method and by the date and time indicated. It is your responsibility to ensure that your quotation is submitted on or before the deadline. Quotations received after the submission deadline, for whatever reason, will not be considered for evaluation.

Thank you and we look forward to receiving your quotations.
Section 2: RFQ Instructions and Data
Deadline for the Submission of Quotation October 19, 2022
Method of Submission All quotations must be submitted to the procurement email address of the ICT Chamber (procurement@ict.rw)
Cost of Preparation of Quotation The ICT Chamber shall not be responsible for any costs associated with a supplier’s preparation and submission of the proposal, regardless of the outcome or the manner of conducting the selection process
Eligibility Bidders must be an active members of the ICT Chamber _ supported by a membership certificate
Bidders shall have the legal capacity to enter into a binding contract with ICT Chamber and to deliver in the country, or through an authorized representative. An offeror, and all parties constituting the offeror, may have the nationality of any country. An offeror shall be deemed to have the nationality of a country if the offeror it is constituted, incorporated, or registered and operates in conformity with the provisions of the laws of that country.

Language of Quotation and Documentation Including Catalogues, instructions, and operating manuals The Supplier, as well as any and all related correspondence exchanged by the Supplier and the ICT Chamber, shall be written in either English or Kinyarwanda.
Currency of Quotation All prices must be quoted in RWF
Documents to be submitted Bidders shall include the following documents in their quotation:
Annex 2: Quotation Submission Form duly completed and signed
Annex 3: Financial Offer duly completed and signed in accordance with the schedule of requirements in Annex 1
Quotation Validity Period The quotation shall remain valid for 30 days from the deadline for the submission of Quotation
Payment Terms 100% within 30 days after receipt of goods and submission of an EBM invoice
Evaluation Method The contract will be awarded to the lowest price substantially compliant offer

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Evaluation criteria
• Full compliance with all requirements as specified in Annex 1
• Earliest delivery/shortest lead time
• Comprehensiveness of after-sales services
Type of Contract to be awarded Purchase Order
Expected date for contract award October 17, 2022
Right not to accept any quotation Rwanda ICT Chamber is not bound to accept any quotation, nor award a contract or Purchase Order.
Also, RWANDA ICT CHAMBER reserves the right to accept or reject any quotations, and to cancel the procurement process and reject all quotations at any time prior to the award of the Purchase Order or Contract, without thereby incurring any liability to the affected Contractor.
Right to vary requirement at the time of award At the time of award of the Contract or Purchase Order, the ICT Chamber reserves the right to vary (increase or decrease) the number of goods without any change in the unit price or other terms and conditions.
ANNEX 1: Schedule of Requirements

Technical specifications for Goods:
In the framework of boosting digital transformation among cross-border traders, RWANDA ICT CHAMBER invites interested eligible Supplier to submit Quotations for the service to supply one hundred and fifty (150) smartphones and nine (9) laptops with the following specifications:
Item No Item Specifications Quantity
Smart Phone Android Version Between Android 9 and 12
Storage 64GB, 128GB or 256GB
Random Access Memory 4GB, 6GB or 8GB
SIM Slots Single or Dual (Prefer Dual)
150
Laptop Processor i7 (Between 7th and 8th generation)
Storage 512 GB or 1TB
Storage type SSD (Not HDD)
Random Access Memory (RAM) 8GB or 16GB
Brand Dell, HP or Lenovo
9

Delivery Requirements
Delivery date and time Bidders shall deliver the goods at least one (1) week after the contract signature
Customs clearance A supplier must make sure that all the customs duties are met accordingly
The exact address of Delivery locations FabLab _ 44 KG 548 St, Kigali
Warranty Period Standard Manufacturer's warranty _ goods without warranty will not be accepted
After-sales service and local service support requirements The supplier should provide maintenance support that is accepted within the warranty period.

Annex 2. Quotation Submission Form
Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it, and return it as part of their quotation along with Annex 3: Financial Offer. The Bidder shall fill in this form in accordance with the instructions indicated.
Name of Bidder: …
RFQ Reference: … Date: …
Company Profile
Item Description Detail
The legal name of the bidder …
Legal address, city, country …
Year of registration …
Legal Structure …
Are you a member of the ICT Chamber … if yes, attach membership certification to your submission. Note: this tender is open only to members of the ICT Chamber.
Bank information Bank Name:
Bank Address:
IBAN:
SWIFT/BIC:
Account Currency:
Bank Account Number:
Previous Relevant Experience: 3 Contracts
Name of Previous contracts Clients Contract Value Period of Activity Types of Activities Undertaken

Bidder’s Declaration
YES NO Requirement
Requirements and Terms and Conditions: I/We have read and fully understand the RFQ, including the RFQ Information and Data and Schedule of Requirements. I/we confirm that the Bidder agrees to be bound by them.
I/We confirm that the Bidder has the necessary capacity, capability, and necessary licenses to fully meet or exceed the requirements and will be available to deliver throughout the relevant Contract period.
Ethics: In submitting this Quote I/we warrant that the bidder: has not entered into any improper, illegal, collusive, or anti-competitive arrangements with any Competitor; has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit information in relation to the RFQ; has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the Buyer.
I/We confirm to undertake not to engage in proscribed practices, or any other unethical practice, with the ICT CHAMBER or any other party, and to conduct business in a manner that averts any financial, operational, reputational or other undue risks to the ICT CHAMBER
Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against them that could impair their operations in the foreseeable future.
Offer Validity Period: I/We confirm that this Quote, including the price, remains open for acceptance for the Offer Validity.
Signature: _______________
Name: …
Title:...
Date: …

ANNEX 3: Financial Offer – Goods
Bidders are requested to complete this form, sign it and return it as part of their bid along with Annex 2: Quotation Submission Form. The Bidder shall fill in this form in accordance with the instructions indicated.
Name of Bidder: …
RFQ Reference: … Date: …
Currency of the Quotation:
Item No Description Qty Unit Price Total
1.
2.
Total VAT Inclusive
Compliance with the Requirements
Your Responses
Yes, we will comply No, we cannot comply If you cannot comply, please indicate the counter proposal
Minimum technical specifications
Delivery Term
Delivery Lead Time
Validity of Quotation
Payment Terms
I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted
Exact name and address of the company
Company Name:
Address:
Phone No:
Email address: Authorized Signature:
Date:
Name:
Function Title of Authorized Signatory:
Email Address: