world vision international tender no. wvi ......personal computer hardware and services for the east...

Personal Computer Hardware and Services for the East African Region of 12 11/24/2020

WORLD VISION INTERNATIONAL

TENDER NO. WVI/RFP001/FY21

REQUEST FOR PROPOSAL: PERSONAL COMPUTER HARDWARE AND SERVICES

EAST AFRICAN REGION

KENYA, ETHIOPIA, SUDAN, SOUTH SUDAN, SOMALIA, BURUNDI, RWANDA, TANZANIA

AND UGANDA

Release Date: Wednesday, 25th November 2020

Last Date for Receipt of bids: Wednesday, 16th December 2020 at 1700HRS EAT


ISSUE OF TENDER DOCUMENT TO PROSPECTIVE BIDDERS

PERSONAL COMPUTER HARDWARE AND SERVICES FOR THE EAST AFRICAN REGION

This form serves as an acknowledgement of receipt of the tender and participation.

This page is to be completed immediately on downloading/receiving the document and a scan copy e-mailed to

[email protected]

Table 1: Registration of Interest to Participate

Item Supplier Details

Organization Name:

Contact Name:

Physical Address:

Tel No:

Email Address:

Signature:

Date:

Company Stamp:


Table of Contents

SECTION ONE ................................................................................................................................................................................. 4

1. Invitation to Tender ............................................................................................................................................................. 4

2. Organization Background ................................................................................................................................................... 4

3. Goals and Objectives ........................................................................................................................................................... 4

4. RFP Timetable ....................................................................................................................................................................... 5

5. Tender Documents .............................................................................................................................................................. 5

6. Clarification of Bidding Document ................................................................................................................................... 5

7. Submission of Tenders ........................................................................................................................................................ 6

8. Tender Opening and Evaluation ........................................................................................................................................ 6

9. Award of Contract ............................................................................................................................................................... 7

10. Corrupt and Fraudulent practices .................................................................................................................................... 7

11. Required Written Response .............................................................................................................................................. 7

12. Evaluation Criteria ................................................................................................................................................................ 9

SECTION TWO ............................................................................................................................................................................ 10

1. Appendix “A” Technical Specifications ......................................................................................................................... 10

2. Appendix “B” Declaration Form .................................................................................................................................... 12


SECTION ONE

1. Invitation to Tender

World Vision International (WVI), a global Christian relief, development and advocacy organization dedicated to

working with children, families and communities to overcome poverty and injustice, invites your organization to

submit a proposal for supplying personal computer hardware and services in East Africa Region

based on the specifications, requirements and terms and conditions set forth in this Request For Proposal (RFP).

The Organization’s aim is to identify a supplier(s) that can provide products and services for personal computer

hardware within the East Africa Region and into the aforementioned countries. It is the purpose of this Request

for proposal (RFP) to solicit responses from qualified suppliers on the requirements as laid down by this

document.

Completed Tender documents clearly showing the Tender No. and Description should be submitted

electronically to [email protected] and to be received on or before closing date on Wednesday,

16th December 2020 at 1700HRS East Africa Time.

Proposals must remain valid for 90 days from the date of tender closing.

World Vision International reserves the right to accept or reject any bid and is not bound to give reasons for its

decision.

2. Organization Background

World Vision is a global Christian relief, development and advocacy organisation dedicated to working with

children, families and communities to overcome poverty and injustice. We serve all people, regardless of religion,

race, ethnicity, or gender. For more than 40 years, World Vision has partnered with communities in East Africa,

from rural agricultural villages, to disaster, conflict and fragile contexts. World Vision has operations in nine

countries across East Africa, namely; Burundi, Ethiopia, Kenya, Rwanda, Somalia, South Sudan, Sudan, Tanzania,

and Uganda.

For further information, we encourage you to visit our website at www.wvi.org.

3. Goals and Objectives

This RFP aims to identify supplier(s) for World Vision who will deliver the following:

3.1 Provide sales and services of personal computer hardware (desktops, laptops, tablets and

accessories) to World Vision in East Africa Region at best-value

3.2 Credit terms of at least 30 days

3.3 Local order fulfillment within competitive delivery lead-times.

3.4 Provide timely & responsive support and services for all World Vision country offices.

3.5 Competitive total cost of ownership during the duration of the contract

3.6 Provide industry- leading innovative solutions that addresses the needs across the organization

3.7 Potential to be recommended to other World Vision country offices outside of East Africa region

where applicable


4. RFP Timetable

EVENT DATE

RFP Release 25 NOV, 2020

Suppliers’ Clarifications and Questions 02 DEC, 2020

World Vision’s Response to Questions 04 DEC, 2020

Suppliers’ Proposal Submission 16 DEC, 2020

Tender Opening 17 DEC, 2020

5. Tender Documents

5.1 The complete set of tender documents comprises the documents listed below:

(a) These Instructions to Tenderers

(b) Technical Specifications

(c) Excel Form: WVI_RFP001_FY21-Supplier Response (available on https://www.wvi.org/call-tender for download )

(d) Requested documentation/proposal and attachments

5.2 The tenderer shall examine all Instructions, Forms to be filled and Specifications in the tender

documents. Failure to furnish all information required by the tender documents, or submission of

a tender not substantially responsive to the tendering documents in every respect will be at the

tenderers risk and may result in rejection of his tender.

5.3 All documents relating to the tender and any correspondence shall be in English language.

6. Clarification of Bidding Document

6.1 A prospective tenderer making an inquiry relating to the tender documents may notify World

Vision in writing at [email protected]. World Vision will only respond to requests

for clarification received no later than Wednesday, 2nd December 2020. Copies of World

Visions response will be forwarded to all registered participants, including a description of the

inquiry, but without identifying its source. The same will be made available at

https://www.wvi.org/call-tender

6.2 The World Vision shall reply to any clarifications sought by the tenderer within 2 days after the

deadline on receiving clarifications to enable the tenderer to make timely submission of its tender.

6.3 The RFP Clarification/Question Template is as follows: -

Company Name:

Contact Person:

E-mail:

# Section / Paragraph (2) Question

1

2

3





7. Submission of Tenders

7.1 The tenderers shall submit one (1) original electronic copy of the proposal which shall bear the

name and identification number of the Tender as defined in the invitation to tender.

7.2 Tenders shall be submitted electronically to [email protected] by the closing date

Wednesday, 16th December 2020 at 1700HRS East Africa Time as detailed in the tender

invitation.

7.3 Any tender received after the deadline prescribed in the invitation to tender will be rejected.

7.4 Tenderers may modify or withdraw their tenders by giving notice in writing before the deadline.

Each tenderers modification or withdrawal notice shall be prepared and marked

“MODIFICATION” or “WITHDRAWAL”, as appropriate. Only the latest dated modification

will be considered. No tender may be modified after the deadline for submission of tenders.

8. Tender Opening and Evaluation

8.1 World Vision International will open the tenders electronically.

8.2 Information relating to the examination, clarification, evaluation, and comparison of tenders and

recommendations for the award of Contract shall not be disclosed to tenderers or any other

persons not officially concerned with such process until the award to the successful tenderer has

been announced. Any effort by a tenderer to influence World Vision’s officials, processing of

tenders or award decisions may result in the rejection of his tender.

8.3 To assist in the examination, evaluation, and comparison of tenders, World Vision at their

discretion, may ask any tenderer for clarification of the tender, including breakdowns of unit rates.

The request for clarification and the response shall be in writing but no change in the price or

substance of the tender shall be sought, offered, or permitted except as required to confirm the

correction of arithmetic errors discovered in the evaluation of the tenders.

8.4 Prior to the detailed evaluation of tenders, World Vision will determine whether each tender (a)

meets the eligibility criteria defined in this tender, (b) is accompanied by the required

documentation; and (c) is substantially responsive to the requirements of the tendering

documents. A substantially responsive tender is deemed to contain all documents or information

specifically called for in this RFP document.

8.5 If a tender is not substantially responsive, it will be rejected, and may not subsequently be made

responsive by correction or withdrawal of the nonconforming item(s).

8.6 The tenderer shall not influence World Vision on any matter relating to his tender from the time

of the tender opening to the time the Contract is awarded. Any effort by the Tenderer to

influence World Vision on tender evaluation, tender comparison or Contract award may result in

the rejection of the tender.


9. Award of Contract

9.1 The award of the Contract will be made to the tenderer(s) whose tender has been determined to

be substantially responsive to the tendering documents and has been determined as the best

evaluated bid.

9.2 WV reserves the right to accept or reject any tender, and to cancel the tendering process and

reject all tenders, at any time prior to the award of Contract, without thereby incurring any

liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or

tenderers of the grounds for the action.

9.3 The tenderer(s) whose tender has been accepted will be notified of the award prior to expiration

of the tender validity period in writing.

9.4 The Regional Framework Agreement will be for a minimum of 3 years with buyer’s option to

extend under same terms and conditions for another 1 year contingent upon agreement by both parties.

9.5 A tenderer who gives false information in the tender document about its qualification or who

refuses to enter into a contract after notification of contract award shall be considered for

debarment from participating in future World Vision procurement.

10. Corrupt and Fraudulent practices

10.1 The procuring entity requires that tenderers observe the highest standards of ethics during

procurement process and execution of contracts.

11. Required Written Response

Suppliers need to respond in a format that refers to the following sections and numbered items and must

specifically address each and every request contained herein. If you are unable to comply with any information

requested, an explanation must be provided as part of the response.

11.1 Company Information

i. Provide Company Profile with Organogram/Organization Chart

ii. Provide Certificate of Incorporation, Certificate of Registration

iii. Provide Relevant Government Revenue Authority documentation- VAT and PIN Registration

Certificate

iv. Provide Valid Tax Compliance Certificate

v. Provide Valid Trading License

vi. Provide official document issued by Registrar of Companies detailing ownership structure

(names of Directors/Shareholders with % of shares held)

vii. Provide Audited financial statements for last two years

viii. Provide written letters of partnership/agency/distributor/reseller

ix. Provide 3 references from previous or current customers

x. Provide Documentary evidence of physical location e.g. lease agreement within any of or all of the following countries: Kenya, Sudan, South Sudan, Uganda, Ethiopia, Uganda, Tanzania,

Burundi and Rwanda.

xi. Describe any conflicts of interest that your company may have in entering into a relationship

with World Vision.


xii. Sign statement that the bidder (or any of its directors or officers), would be open to back

ground checks including watch dog screening (where applicable)

xiii. Sign Supplier Code of Conduct, Conflict of Interest Disclosure Form, Safeguarding WV policy

and Anti-Corruption Policy (To be provided by World Vision upon successful award).

xiv. List any creative solutions or innovations that you have implemented with regards to delivery

fulfilment for personal computers.

xv. List if you have a cost reduction and/or rebate or similar oriented program towards

customers.

11.2 Pricing & Pricing Methodology

World Vision is seeking a fixed-price proposal for the services requested in this RFP but is also open to other

creative proposals.

Prices offered by supplier to World Vision shall not be higher than the price supplier has or will offer to any

other customer under similar conditions. In the event World Vision finds an alternative supplier offering a lower price, including volume discounts, for the same product, the supplier will match the price and World Vision shall

be entitled to pay the lower pricing.

Supplier should also state in their proposal the following:

a) How pricing was set or Price structure.

b) How pricing will be established as new models and versions of hardware are introduced to the

general market.

c) How pricing will remain fixed for duration of contract.

11.3 Customer Service & Support

Customer Service and Support are an equally important part of this proposal. Supplier must provide the

following services and support. This list is not intended to be an exhausted list and World Vision can add

additional expectations anytime it sees fit:

a) Supplier to maintain stock of regularly moving equipment and supplies for key sites as aligned with World Vision.

b) Supplier to provide and maintain a website where an order management system will contain

order status.

c) Supplier to provide telephone and/or email assistance 24/7.

d) Supplier to provide a single dedicated Account Manager.

e) Supplier shall acknowledge and work to resolve service and warranty related issues in key

World Vision sites.

f) Supplier to make available optional additional enhanced warranty offerings including onsite

support, accidental damage protection (ADP) and travelers’ coverage where appropriate

regarding product and country location.

g) In scenarios wherein newly delivered laptops encounter hardware issues the entire unit should

be replaced immediately.


h) Supplier to provide reports on monthly and annual orders for all sites and other reports as

requested by World Vision.

i) Supplier shall be open to work with World Vision automated source to pay system.

12. Evaluation Criteria

12.1 All tender responses will be evaluated in three phases: - a. Preliminary evaluation that will determine administrative compliance

b. Detailed technical evaluation that will determine technical compliance and support

responsiveness of the vendor.

c. Financial evaluation to consider pricing competitiveness and the financial capability of the

vendor

12.2 World Vision will evaluate proposals and select a Supplier(s), at its discretion. A few criteria it may

use, include, but are not limited to the following:

a) Best-in-class solutions in supplying personal computer hardware and services to all World

Vision sites in East Africa. Superior quality and performance has been demonstrated in a

complex organization and environment.

b) Superior order to delivery timings and capability to monitor all orders and update customer

on order status.

c) Thoroughness of proposal preparation.

d) Demonstrated excellence in service, support and warranties.

e) Competitive pricing: best in class, competitive and fixed for duration of contract.

f) Ability to deliver the requested devices and after sales services.

g) Capability to provide actual delivered costs to the aforementioned World Vision countries and

establish firm order to delivery lead-times and fulfillment objectives.

h) Demonstrated ability to provide regional account coordination and consolidate purchase

reports. Optimize benefits of regional commercial agreement while ensuring local support and

service needs are addressed with excellence.

12.3 Technically shortlisted suppliers shall be invited to make a presentation to World Vision on their

technical solution.


SECTION TWO

1. Appendix “A” Technical Specifications

The recommendations in Table below are optimized for four user profiles:

1. Traveling workers and executives: Require portability and screen size.

2. Mainstream users: Require a good compromise between performance and portability.

3. Technology-driven users: Use performance-demanding applications.

4. Communication and Marketing users: Require graphics in tented computers for creating marketing

contents.

All devices should be available with both Intel and AMD processors, if applicable.

Item Traveling Worker and

executives

Mainstream User Technology

Driven User

Communications &

Marketing Users

Description "Best fit is a thin, light

system. Typical form

factors include detachable

and convertible two-in-

ones and ultraportable."

Best served by general-

purpose notebook

deployments and

ultraportable form

factors.

Requires cutting-

edge performance

and other specialty

capabilities

Requires cutting edge

with high resolution

computers in creating

videos and marketing

contents.

Processor Intel Core i5-

8365U or higher

generation

Optional: AMD Ryzen 5

PRO 3600

Intel Core i5-8365U or

higher generation

Optional: AMD Ryzen 5

PRO 3600

Intel Core i7-8665U

or higher generation

Optional: AMD

Ryzen 7 PRO 2800U

Intel Core I7-

8665U or higher

generation

Optional: AMD Ryzen

7 PRO 2800U

Memory 8GB double data rate

(DDR3 or DDR4)

8GB (DDR4) 16GB DDR4 32 GB DDR4

Hard Drive 256GB SSD 256GB or 512GB SSD 512GB SSD 1024GB SSD

Optical Drive Optional Optional Optional Optional

Graphics Integrated Integrated NVIDIA, AMD

Graphic card or

embedded (2 GB

GDDR5)

NVIDIA, AMD Graphic

card or embedded

(4 GB GDDR5)

Screen Size 12 to 14 inches 13 or 15 inches 14 or 15 inches 13 or 15 inches

Touch Optional No Optional (except on

two-in-one devices)

Optional (except on

two-in-one devices)

Screen

Resolution

1920 x 1080 1920 x 1080 2560 x 1440 2560 x 1440

Camera Yes Yes Yes Yes

Video-Out Connection

HDMI HDMI HDMI HDMI

USB Ports USB 3.0 type-A

USB 3.1 type-C

USB 3.0 type-A

USB 3.1 type-C

USB 3.0 type-A

USB 3.1 type-C

USB 3.0 type-A

USB 3.1 type-C

Wired

Network

Interface

Giga Ethernet Giga Ethernet Giga Ethernet Giga Ethernet


Wireless

LAN

(WLAN)

802.11n, 802.11ac and

802.11ad; Intel WLAN

required for vPro

802.11n, 802.11ac and


required for vPro

802.11n, 802.11ac

and 802.11ad; Intel

WLAN required for

vPro

802.11n, 802.11ac and


required for vPro

Docking

Station or

Port

Replicator

USB Type-C docking USB Type-C docking USB Type-C docking USB Type-C docking

Second

Power Supply

Second power supply for

traveling; optional 65-

watt barrel power supply

to reduce traveling weight

No No No

Security Kensington lock Kensington lock Kensington lock Kensington lock

Weight Weight 2.0 to 3.5 pounds 3.0 to 6.0 pounds 3.5 to 5.0 pounds 3.5 to 5.0 pounds

Warranty Three Years Onsite

Optional: 5 years Onsite

Optional: Accidental

Damage Protection

Three Years Onsite

Optional: 5 years Onsite


Damage Protection

Three Years Onsite

Optional: 5 years

Onsite


Damage Protection

Three Years Onsite

Optional: 5 years

Onsite


Damage Protection

Accessories

Backpacks Laptop Standard Bag

External Monitor (Screen) Size: 19” LCD TFT or LED Monitor

Minimum Resolution: 1280x1024

Video Input Interface/Ports: HDMI, VGA

External keyboard

Keyboard Layout: English

Keyboard height: Adjustable height with 2 different positions

Interface: 2.4GHz USB wireless receiver

Keys: Touch panel multimedia keys

Spill Resistant: Yes

Wireless Scroll Mouse Interface: 2.4GHz USB wireless receiver

Buttons: Left, Right, Wheel.

Headphones

with Integrated Mic.

Wired

Form factor: On ear

Interface: 3.5mm jack/USB adaptor Cord Length: 4 feet

Wireless

Form factor: On ear

Interface: 2.4GHz USB wireless receiver or Bluetooth


2. Appendix “B” Declaration Form

I/We………………………………………………………………. hereby declare:

That the information given above is true and further state that I/We also understand that acquisition of this

form does not guarantee registration.

That I/We are not insolvent/in receivership, bankrupt or being wound up, business activities not

suspended/not subject to legal proceedings.

That I/We have legal capacity to enter into contract.

That I/We have fulfilled obligations to pay taxes/social security contributions.

That if the legal, technical, financial position, or the contractual capacity of the firm changes, we commit ourselves to inform you and acknowledge your sole right to review the selection made.

That I/We understand that I/We shall be disqualified should the information submitted here for purpose of

seeking qualification be materially inaccurate or materially incomplete.

That I/We give World Vision authority to seek any other references concerning my/our Company from

whatever sources deemed relevant. That I/We would be open to back ground checks including watch dog

screening.

Name…………………………………………………………………………

Designation……………………………………………………………………

Signature………………………………………………………………………

Official rubber stamp...……………………………………………………….

Date……………………………………………………………………………