REQUEST FOR QUOTATIONS (RFQ) N°10/011/DLA/2024
EGPAF Cameroon
Street 1878 | Yaoundé Bastos near Gendarmerie de Bastos| P.O. Box 35489, Cameroon
Supply and Delivery of LAPTOP COMPUTERS and others IT related Items
FIRM DEADLINE: 05/11/2024 by 5:00 PM CENTRAL AFRICA TIME
CONTENTS
1. BACKGROUND ...................................................................................................................... 2
2. SPECIFICATIONS .................................................................................................................. 3
3. BIDDING REQUIREMENTS ................................................................................................. 7
4. PRICING INSTRUCTIONS .................................................................................................... 8
5. ADMINISTRATIVE REQUIREMENTS ................................................................................ 8
6. EVALUATION CRITERIA .................................................................................................... 9
7. TERMS AND CONDITIONS ............................................................................................... 10
8. TIMEFRAMES ...................................................................................................................... 11
1. BACKGROUND
The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and
AIDS, working in 19 countries and at over 5,500 sites around the world to prevent the transmission of HIV
to children, and to help those already infected. Today, because of the highly successful work of the
Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a
growing global staff of over 1,000—nine of 10 who work in the field—the Foundation’s global mission is
to implement HIV prevention, care, and treatment programs; further advance innovative research; and to
execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions
of women, children, and families worldwide. For more information, please visit our page:
www.pedaids.org.
EGPAF works in partnership with the Ministry of Health to support HIV Prevention, Care and Treatment
and health systems strengthening services. EGPAF is mainly funded by PEPFAR through the Centers for
Disease Control and Prevention (CDC) and the United States Agency for International Development
(USAID).
ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION Cameroon has his head Office in Yaoundé,
Bastos, registered under number M0914125000911Q and represented by Country Director Dr Patrice
TCHENDJOU.
2.SCOPE OF WORK
EGPAF Cameroon now invites quotes for supply of the following:
✓ 60 LAPTOP COMPUTER Processor: Intel i5 (4.5GHz, 12MB cache, 6cores, generation 13)
✓ 70 LAPTOP COMPUTER Processor: Intel i3 (4.5GHz, 10MB cache, 4cores, generation 13)
✓ 150 Microsoft Office 365 Apps for business
✓ 75 SATA – SSD 512 GB;
✓ 75 Memory Sheets 8GB
3.TECHNICAL SPECIFICATIONS
3.1 LAPTOPS AND ACCESSORIES
EGPAF invites all suppliers to submit bids for the provision of laptops and accessories.
The selected suppliers must be able to provide the following products and are invited to quote on both of
the following:
Lot 1: 60 LAPTOP COMPUTER Processor: Intel I5 (4.5GHz, 12MB cache, 6cores, generation
13)
# ITEM SPECIFICATIONS Unit QTY
LOT 1
1 LAPTOP
COMPUTER
• Processor: Intel i5 (4.5GHz, 12MB cache, 6cores, generation 13)
• Display:12.5”- 13.3” FHD (1920x1080)
• Camera: embedded in screen 720p HD privacy camera
• RAM: 8 GB (1X8 GB) 3200 MHz DDR4
• Hard Disk: 512GB SSD
• Power Cord: Euro (swiss) 65W AC Adaptor
• Battery Long Life, up to 21 hours (3+6-cell 72Whr)
• Bluetooth: Wireless 380 Bluetooth
• Wireless: Intel® Wi-Fi 6E AX211 (2x2) (802.11 a/b/g/n)
• Ports: SuperSpeed USB Type-A 5Gbps signaling rate, SuperSpeed USB Type-
C® 10Gbps signaling rate, HDMI 2.1b, headphone/microphone combo, RJ-45
• Keyboard: AZERTY,
• Computer Bag
• Windows 11 Pro 64 bit EOM
• Extension of manufacturer warranty
Business line of product
Pcs 60
Lot 2: 70 LAPTOPS COMPUTER Processor: Intel i3 (4.5GHz, 10MB cache, 4cores, generation 13)
2 ITEM SPECIFICATIONS Unit QTY
LOT 2
LAPTOP
COMPUTER
• Processor: Intel i3 (4.5GHz, 10MB cache, 4cores, generation 13)
• Display:12.5”- 13.3” FHD (1920x1080)
• Camera: embedded in screen 720p HD privacy camera
• RAM: 16 GB (1X16 GB) 3200 MHz DDR4
• Hard Disk: 1TB SSD
• Power Cord: Euro (swiss) 65W AC Adaptor
• Battery Long Life, up to 21 hours (3+6-cell 72Whr)
• Bluetooth: Wireless 380 Bluetooth
• Wireless: Intel® Wi-Fi 6E AX211 (2x2) (802.11 a/b/g/n)
• Ports: SuperSpeed USB Type-A 5Gbps signaling rate, SuperSpeed USB
Type-C® 10Gbps signaling rate, HDMI 2.1b, headphone/microphone
combo, RJ-45
• Keyboard: AZERTY
• Computer Bag
• Windows 11 Pro 64 bit EOM
• Extension of manufacturer warranty
Business line of product
Pcs 70
Lot 3: ACCESSORIES
# Item Specifications Units Qty
1 SATA – SSD - Internal
- 512 GB
- 3.5 inches
Pcs 75
2 Memory Sheets - DDR4
- 2666 Mbps
- 8GB
- 1.2 V
- UDIMM
Pcs 75
Microsoft Office 365 Apps
for business
- Word
- Excel
- PowerPoint
- Outlook
Accounts 150
Tenders are invited to submit competitive quotes for the applicable items listed above. If applicable, each
item must meet the minimum required specifications listed in Table 1-2 -3 (above). Failure to provide a
quote for any of the items or meet the minimum required specifications as listed in Table 1 may
disqualify a bidder from selection.
The Foundation reserves the right to reject all submissions, in whole or in part, enter negotiations with any
party, and/or award multiple contracts.
At its discretion, the Foundation may require Vendors to submit samples of requested items to verify validity
and acceptability of goods prior to confirming selection of winner(s).
3.3 GUARANTEE
✓ Laptops supply must come with an extended one (01) year warranty, resulting in a total of two (02)
years warranty when including the standard one (1) year warranty.
✓ The laptops supplied in term of this contract is required to have warranty/guarantee which is to be
effective on the date that EGPAF takes possession of them.
✓ The tenderer shall provide full details of the laptop’s warranties/guarantees.
✓ Any damaged items because of manufacture or acquisition, transportation, storage and delivery
must be replaced with new and unused item; Repair to damaged items will not be accepted
✓ The tenderer shall provide a call center number to be used by EGPAF for any technical queries
3.4 REGISTERED MANIFACTURER OF BUSINESS DEALERS
EGPAF will only accept tenders from entities that are registered as Business license partner
For IT Materials dealers or manufacturers.
4. DELIVERABLES
The following must be submitted as part of the technical proposal tender shall provide the following:
Please submit the following:
.
✓ provide complete description of the specification of each material quoted with:
✓ Technical specifications, brochure, guarantee terms and references
✓ Business license partner (if applicable)
✓ Delivery lead time (if necessary for each item)
✓ The tender must submit a minimum of five (5) written contactable reference letters of recent and
current similar services for the last three years; The references should include the name of the customer, the
nature of the goods/services that were provided and the contact’s name, telephone number and email address
of the reference.
4.1 ADMINISTRATIVE REQUIREMENTS
any deviations from this format may invalidate the bid. The proposals for the journals must be in accordance
to the required specifications, designed and printed as per EGPAF’s requirements.
ADMINSTRATIVES ITEMS
1 Completed and Signed Declaration of Interest
2
Supporting documents applicable for a Company:
• Certified copy of Company Registration Document that reflects Company Name,
Registration number, date of registration and list of active Directors or Members.
3 Confirmation of Banking Details not older than 3 months, by means of a stamped letter
from the bank
4 Valid Tax Compliance Certificate (less than three months)
Only submissions that meet the technical specifications in all aspects as stipulated in these terms of
reference will be considered.
4.2 THE FOLLOWING MUST BE SUBMITTED AS PART OF THE FINANCIAL
PROPOSAL:
i. Service providers must submit a proposed cost in Dollard US / commercial offer as per Pricing
Schedule :(Custom code of the goods; the price Ex word 2020, The FOB 2020 Price at the
Airport port of shipment, and the Price CIP 2020 Douala or Yaounde,).
ii. If there is an additional cost for service, it must be indicated as part of the costing proposal.
iii. The tenderer must guarantee that all items supplied under the contract are brand new and
unused. Furthermore, the insurance of laptops and accessories against loss, theft or damage
incidental to manufacture or acquisition, transportation, storage and delivery will be the
responsibility of the tenderer until the handover of the laptops and accessories to EGPAF or
its agents has occurred.
iv. The tenderer shall guarantee the availability of local partner in Cameroun base in Douala or
Yaounde.
v. Tenderers will be evaluated on the total price, should there be any calculation error on the total
price, the evaluation will be based on the corrected amount accepting that the amounts in the
main and sub-items are correct
5. EVALUATION CRITERIA
Only submissions that meet the technical specifications in all aspects as stipulated in these terms of
reference will be considered. Evaluation will be split into 3 stages:
Evaluation Criteria for Proposals
The evaluation of proposals will be managed by an Evaluation Committee which will prepare a shortlist
of applicants that meet the eligibility for appointment. EGPAF will use the shortlist drawn by the
evaluation committee to recommend applicant(s) to be appointed.
The evaluation process will be conducted according to the following stages:
• Stage 1: Assessment of administrative compliance with eligibility criteria. Applications that
do not comply will not be evaluated further.
• Stage 2: Assessment on specification of services competency focusing on the ability to fulfil
the required scope of work. Applicants need to achieve a score of at least 70 out of 100 points
of the specification of services competency requirements to progress further. Selection will be
done by an evaluation committee.
For applicants that satisfy the eligibility criteria and the administrative requirements, the weighting of the
overall specification of services competence score is as follows
EVALUATION STAGE 1: CORRECTNESS AND COMPLETENESS
Bidders must provide the above documentation as specified. EGPAF reserves the right to reject any tender
submission found to be incomplete or illegible. Non-submission of the following documents will lead to
immediate disqualification:
• Valid Tax Compliance Certificate
• Detailed quotation
• Declaration of interest
• Proof of registration of the tender from the Original Equipment Manufacturer’s delegated
authority confirming that the tender is an approved dealer for all the laptops.
• EVALUATION
ADMINSTRATIVES ITEMS YES OR NO
1 Completed and Signed Declaration of Interest
2
Supporting documents applicable for a Company:
• Certified copy of Company Registration Document that reflect Company Name,
Registration number, date of registration and list of active Directors or Members.
(mandatory)
• Most recent year’s financial statements show comparative figures.
3 Confirmation of Banking Details not older than 3 months, by means of a stamped letter
from the bank
4 Valid Tax Compliance Certificate (less than three months)
5 Authorization from the manufacturer to distribute the equipment (mandatory)
• STAGE 2: TECHNICAL EVALUATION
Bidders whose bids contain all mandatory requirements will be evaluated on price. Bids that do not
meet these requirements will be excluded from the process.
TECHNICALS ITEMS Weighting
1 Past performance:
The tender must submit a minimum of five (5) written contactable reference letters of
recent and current similar services for the last three years; The references should include
the name of the customer, the nature of the goods/services that were provided and the
contact’s name, telephone number and email address of the reference
(5 or more reference letter attached = 5 points 3 - 4 reference letters attached = 3 points 1
– 2 reference letters attached = 01 points No reference letter attached = 0 points)
15%
2 Business license partner (when applicable) or the approval authorization from the
manufacturer as business representative
A letter from the Original Equipment Manufacturer’s delegated authority confirming
that the tender is an approved dealer for all the laptops offered on tender
Proof of letter attached = 5 points, no letter attached = 0 points
10%
3 Clear timeline on the delivery of the items in Cameroon (CIP Douala or Yaounde
Version 2000)
NB: The timelines provided in the bidding process will be used as the basis for contracting
Less than 30 days= 5 points – Between one and two (02) months = 2 points; Others = 0
points)
10%
4 Detailed technical brochures including images all sides and the term of warranty of the
laptops
NB: The tender most specify the validity of the Bid
Attached brochure with all requirements needed = 5 points, no brochure and
requirements = 0 points
10%
5 Specifications and Performance
Specifications and performance are very important. Points will be awarded during the
evaluation of the proposal(s). Zero (0) points will be awarded for low
specifications/performance and Cinq (5) points will be awarded for high
specifications/performance as per the scope of work on this RFP
Bid with low specifications will be considered nonresponsive.
25%
6 Price:
The bidder must provide detailed unit price taxes exclusives for each item.
Points will be awarded during the evaluation of the proposal(s).
The lowest price shall be awarded (5 points)
30%
Each lot can be awarded separately as per the discretion of the foundation.
6. DELIVERY AND SUBMISSIONS
6.1 Delivery
All Delivery shall be made at CIP Douala or Yaounde Version 2020 (preferable Airport)
6.2 Submission
Bids must be submitted to Cameroontenders@pedaids.org NOT LATER than 5PM on the 05th of
November 2024 Central Africa Time.
PLEASE NOTE: No telephonic queries will be entertained by any EGPAF Procurement staff member.
Written questions must be emailed Cameroonprocurement@pedaids.org. with the tender reference in
the subject line. Questions may be submitted until 16h00 on the 29 Octobre 2024
7.TERMS AND CONDITIONS
Invitation not an offer
This bid serves an invitation to facilitate a requirement-based decision and not an offer to do business with
EGPAF. Bidders making enquiries on the tender information may notify EGPAF by email only at the email
address provided for communication.
Bid Validity
The prices quoted shall remain firm for a period of at least 90 days after the closing date of this bid.
Language
The submission prepared by the bidder including correspondences and documents relating to this bid
shall be written in the English language.
Preparation Costs
The bidder shall responsible for all its costs incurred in preparing, submitting and presenting any
response to this bid and all other costs incurred by it throughout the bidding process.
Due Diligence
EGPAF reserves the right to conduct due diligence on the prospective bidder prior to final award of the
contract. This may include site visits, requests for additional information and presentations.
Awarding of Contract
EGPAF will award the contract to the successful tender subject to proven relevant experience providing the
required services including the ability to deliver effective and reliable services. The successful bidder shall
not be insolvent, in dissolution, bankrupt or in the process of being wound up and is not the subject of legal
proceedings relating to such matters.
Discretion
EGPAF reserves the right to accept or reject any bid and to cancel the bidding process and reject all bids at
any time, whether before or after the closing date of this bid without attracting any liability. Also, EGPAF is
not bound to accept the lowest price(s) quotation and may award to the most economically advantageous bid.
EGPAF may at its discretion award this bid to more than one (1) bidder.
Information Validity
EGPAF has made reasonable efforts to ensure accuracy in compiling the terms of reference for this project.
The bidder is deemed to have examined the terms of reference, and any other information supplied by
EGPAF to the bidder an have satisfied itself as to the correctness and sufficiency of such before submitting
its proposal. Also, neither EGPAF nor its employees or agents will be held liable to the bidder or any third
party for any inaccuracy or omission in this bid.
Failure to provide any of the above specifications and requirements may be considered
non-responsive and disqualify the applicant from final selection.
ETHICAL BEHAVIOUR
As a core value to help achieve our mission, the Foundation embraces a culture of honesty,
integrity, and ethical business practices and expects its business partners to do the same.
Specifically, our procurement processes are fair and open and allow all vendors/consultants equal
opportunity to win our business. We will not tolerate fraud or corruption, including forging program
outputs, kickbacks, bribes, undisclosed familial or close personal relationships between vendors
and Foundation employees, or other unethical practices. If you experience or suspect unethical
behavior by a Foundation employee, please contact our Fraud Investigations team at
fraud@pedaids.org or the Foundation’s Ethics Hotline at www.reportlineweb.com/PedAids/. Any
vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation
will have their proposal disqualified and will not be solicited for future work.