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Supply of IT equipment at Africa Development Consultant, Kigali, Rwanda 08/09/2017 Kigali

Supply of IT equipment at Africa Development Consultant, Kigali, Rwanda 08/09/2017 Kigali

Africa Development Consultant Ltd.

Request for Quotations (RFQ)

RFQ Number:              001/17

Issuance Date:             August 25, 2017

Deadline for Offers:    September 8, 2017

Description:                 Supply of IT equipment

For:                              Africa Development Consultant

Point of Contact:
Section 1: Instructions to Bidders


Africa Development Consultant Limited (ADC) is a management consulting, customer centric organization located in Gasabo district, Kigali city. ADC vision is to see Enterprises in Rwanda growing profitably, sustainably and contributing to the socio-economic empowerment of citizens as a foundation for achieving peace and development. To achieve its vision, ADC offers comprehensive business development services that focus on customized needs of Micro, Small & Medium Enterprises. ADC strives to build long term relationships with its clients and partners through its business development service delivery system to grow and increase the bottom line of clients and beneficiaries.  ADC’s objective is to increase the bottom line profitability of its Micro, Small & Medium Enterprise clients, and better the socio economic wellbeing of its staff and associates. Over the past 10 years ADC has accumulated experiences by working directly with the beneficiaries or through organizations that support the enterprises and grassroots groups in wealth creation. In order for ADC to store, retrieve, safeguard and share documents amongst its staff as well as keep data for future reference, it wishes to procure a server that will help them have a common storage and backup center.

1.      Bidders are responsible for ensuring that their offers are received by ADC in accordance with the instructions, terms, and conditions described in this RFQ.  Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

2.      Offer Deadline and Protocol: Offers must be received no later than 17:00 local Kigali time on September 8, 2017 by email or by hard copy delivery to Africa Development Consultant office. Any emailed offers must be emailed to any hard copy deliveries must be stamped and signed by the bidder’s authorized representative and delivered to ADC Office located at Airport road(KN 5 RD 44) TEDEUM Building, first floor right wing in Remera, Gasabo District.

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of ADC.

3.      Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00 local Kigali time on September 6, 2017 by email to info@adcrwanda.orgQuestions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that ADC believes may be of interest to other bidders will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by ADC will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of ADC or any other entity should not be considered as an official response to any questions regarding this RFQ.

4.      Specifications: Section 3 contains the technical specifications of the required items. All commodities offered in response to this RFQ must be new and unused. In addition, all electrical commodities must operate on 240V, 50Hz.

Please note that, unless otherwise indicated, stated brand names or models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

5.      Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in Rwandan Francs.  Offers must remain valid for not less than thirty (30) calendar days after the offer deadline.

In addition, bidders responding to this RFQ are requested to submit the following:

·         Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.

6.      Delivery: Africa Development Consultant will inspect and pick-up the items at the ADC Office in Remera, KisementiTEDEUM Building. As part of its response to this RFQ, each bidder is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.

7.      Warranty: Warranty service and repair is required for all commodities under this RFQ. The warranty coverage must be valid on all commodities for a minimum of twelve (12) months after delivery and acceptance of the commodities, unless otherwise specified in the technical specifications.

8.      Taxes and VAT:  All quotations must be inclusive of all taxes including VAT.

9.      Eligibility: All companies and individuals that have trading licenses that allow them do supply of IT equipment.

10.  Evaluation and Award: The award will be made to a responsible bidder whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via a trade-off analysis to be the best value based on application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

·         Technical– 50points: Based on the overall approach to RFQ requirements and the degree that the Bidder meets the technical specifications. This includes adherence to the specifications as required in section 3.Bidders must specify a brand/model and provide a catalogue or other descriptive material to appropriately demonstrate that the offered model meets the specifications. ADC reserves the right to exclude bidders who do not provide sufficient information.

·         Delivery – 20 points: Based on the speed of delivery schedule presented in the proposal.

·         Warranty– 10 points: Based on the warranty service offered and the ability of the local agent(s) to provide warranty service.

·         Price – 20 points: Based on the lowest technically acceptable total cost presented in the proposal.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. ADC reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, ADC reserves the right to conduct any of the following:

·         ADC may conduct negotiations with and/or request clarifications from any bidder prior to award.

·         While preference will be given to bidders who can address the full technical requirements of this RFQ, ADC may issue a partial award or split the award among various suppliers, if in the best interest of ADC.

·         ADC may cancel this RFQ at any time.

11.  Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Africa Development Consultant, to make an award or pay for costs incurred by potential bidders in the preparation and submission of an offer.

This solicitation is subject to ADC’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; please note the following terms and conditions will apply:

(a)   Africa Development Consultant standard payment terms are net 15 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.

(b)   Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.

(c)    The title to any goods supplied under any award resulting from this RFQ shall pass to ADC following delivery and acceptance of the goods by ADC. Risk of loss, injury, or destruction of the goods shall be borne by the supplier until title passes to ADC.

Section 2: Bidder Checklist

To assist bidders in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:

·         Official quotation, including specifications of offered equipment

·         Copy of bidder’s registration or business license

Section 3: Technical specifications

Line Item



Requested Model /




SERVER Dell PowerEdge  or equalPlus windows server 2008 installation





Processor: Dual, Intel Xeon E5-2620 v3 2.4GHz, 1 5M Cache, 8.00GT/s, Ram 8GB, 2133MT/s, HD 1TB.




Microsoft server exchange and outlook configurations




Rebecca Ruzibuka

Managing Director

Africa Development Consultant (ADC) Ltd.

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Price Check with seller
Category Food & Beverage Supply Tenders
Published date 27/08/2017
Views 729
Country Rwanda


Location: Kiyovu, Kigali, Nyarugenge, Rwanda