Request for Supply and Delivery of Dell Pro 14" Laptops and Laptop Bags

Zambia Office

8 Ngumbo Road, Long Acres

P.O. Box 36873  Lusaka, Zambia

Tel: +260-21-1256255 / 6 / 7: +260-21-1253314

                                                              REQUEST FOR BIDS FOR THE SUPPLY OF DELL PRO 14" LAPTOPS AND LAPTOP BAGS.

Introduction

Jhpiego Corporation is an international, non-profit, global health affiliate of Johns Hopkins University, that works to improve the health of women and throughout the world. In Zambia, Jhpiego is providing strategic assistance to the Government of Republic of Zambia’s Ministry of Health to improve maternal and child health outcomes. We invite proposals from eligible and reputable suppliers for the provision of brand-new laptops and bags to support our Country office.

Through this Request for Proposal, Jhpiego intends to engage the Supplier upon the date of signing the Purchase Order.

The engagement will be dependent on the vendor’s ability to provide goods that meet the requirements outlined in the Scope of Work and the most competitive price. Although Jhpiego is entering into this RFP process with the intention of evaluating vendors and possibly procuring Laptops and Laptop bags from a vendor, this document is not in any way a commitment for Jhpiego to make any purchase or make any other legal commitment to enter a business relationship with any bidder.

Jhpiego Schedule

The following is the planned schedule for this RFP process. All dates are listed in the local time for central Africa Time, Lusaka, Zambia (GMT+2). Jhpiego will give updates if circumstances dictate a change to this schedule.

Ø Publication of the RFP October 7, 2026 -October 26, 2026

Ø Bidder Questions Due: October 12, 2026/ 13:00 Hours.

Ø Proposals Due: October 26, 2026 / 13:00 Hours.

Ø Note: Failure to meet the specified deadlines will be interpreted as a decision not to participate in this Request for Proposal (RFP) process

Contact Details

Please direct all questions to the following primary contact:

ZMProcurement@jhpiego.org

Scope of Work

The successful bidder will supply and deliver the following items at our head office in Lusaka

·       Dell Pro 14” Plus Laptops: 74 units (Intel Ultra 5 Processor, 3.09 lbs., 16GB RAM, 512GB SSD, 14-inch Monitor)

·       Dell Pro 14 - 16 Premium EcoLoop Backpack (CP7625):74 units

Through this Request for Proposal, Jhpiego intends to engage the Supplier upon the date of signing the Purchase Order.

The Dell Laptops and Laptop bags required by the selected vendor are to be priced and shall comprise of the following:

Item Description

Category

Specifications

Unit

Quantity

Dell Pro 14” Plus Laptop

IT

 14” display-Weight: 3.09 lbs-Intel Ultra 5 Processor-16GB RAM-512GB SSD

 EACH

74

Dell Pro 14 - 16 Premium EcoLoop

IT

 Dell Pro 14 - 16 Premium EcoLoop Backpack (CP7625)

EACH

74

Deliverables

·       Deliver Dell 74 Dell Laptops within the agreed period

·       Includes a three-year extended warrant

Duration of Assignment

Payment will be made after full delivery based on satisfactory of agreed Dell Pro 14’’ Laptops and Laptop bags:

Application Process

Interested applicants should submit:

·       A technical proposal outlining products, delivery period and availability of products and accessories.

·       A financial proposal with detailed Payment terms and budget

·       Evidence of financial capacity to execute the contract

·       Recent bank statement or bank reference letter                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        

Eligibility and Requirements

Bidders must submit the following documents with their proposal:

·       Valid Company Registration Certificate from PACRA (Patent and Companies Registration Agency)

·       Valid Tax Clearance Certificate from ZRA (Zambia Revenue Authority)

·       Proof of authorized dealership or distributorship for the proposed computer brands

·       Evidence of past similar supplies to NGOs or corporate institutions in Zambia

·       Company profile

·       Workers Compensation License for 2026

·       Bank detail on a bank letter head

·       Proof of physical business and official email address

·       At least 3-5 references on a headed paper from institutions where the organisation has or has similar laptop supply contract

·       Evidence of financial capacity to execute the contract (currently audited financial bank statements)

Evaluation criteria section

(a) Technical Capability:

Suppliers should demonstrate:

• Ability to provide after-sales support.
• Availability of technical support personnel.
• Capacity to deliver within the required timelines.
• Experience supplying laptops and ICT equipment.

(b) Manufacturer Authorization:

For genuine products and warranty support, provide:

• Evidence that equipment is sourced through authorized distribution channels.
• Manufacturer Authorization Letter (MAL) from Dell.
• Proof of partnership or reseller status with the manufacturer.

(c) Product Compliance:

• Brand new equipment only.
• Compliance with required specifications.
• Genuine manufacturer products.
• Original manufacturer's packaging.
• Serial numbers traceable through the manufacturer.

References will be considered as an evaluation if you are selected as a finalist. The references will not be contacted unless Jhpiego informs you in advance.

Directions for Response

All responses to this RFP must include the components and follow the guidelines below. Any proposal that does not follow these guidelines shall be disqualified.

Complete and submit the following component in your proposal:

1.     All prices shall be quoted in Zambian Kwacha.

2.     Complete description/specifications of the goods.

3.     Proposals shall be submitted on your company’s original letterhead (Not the one for Jhpiego) and signed.

4.     Unit price shall be indicated separately.

5.     A VAT Local Purchase Order shall be issued for the VAT amount indicated on the quotation.

6.     The Proposal validity period shall be 90 days from the date of submission.

Direct all questions to the primary contact (see “Contact Details” section) via e-mail by the time indicated “Central Africa Time, Lusaka, Zambia (GMT+2)” on the day indicated in the schedule.

Questions about the designated primary contact are entirely welcome. However, any violation of these directions will be considered an attempt to gain an unfair advantage over the other competitors and will result in disqualification of the violating bidder. Any disqualified bidders will be removed from the process and any further submissions by that bidder will not be accepted.

Jhpiego reserves the right to reject proposals and bears no responsibility for any costs of preparing any proposal.

Questions From Bidders

In the interest of and completeness of answers, all questions from all bidders will be aggregated, answered and sent to all bidders on the date and time indicated in the schedule.

Please submit your questions to the primary contact identified above via email by the day they are due (see “Schedule” section).

Proposal Validity

Vendor shall submit a proposal that is valid for 90 days after the proposal due date per the “Schedule” section above.

Award of Contract

The firm that, in the opinion of Jhpiego, has submitted the proposal providing the best value for Jhpiego based on the evaluation criteria will be selected as best evaluated Vendor for the agreed period of task execution.

Contract Terms

Any resulting agreement will be conditional upon the vendor’s acceptance of Jhpiego Corporation’s Terms and Conditions Annexed to this RFP. Jhpiego’ s standard payment terms are 30 Days.

SUBMISSION AND CLOSING DATE OF THE PROPOSALS

·       A technical proposal submitted on the company’s letterhead, outlining products, delivery period and availability of products and accessories.

·       A financial proposal with detailed payment terms and budget. All prices shall be quoted in Zambian Kwacha, and unit price shall be indicated separately.

·       The Proposal validity period shall be 90 days from the date of submission

·       The REQUEST FOR PROPOSALS shall be submitted in four packs (One Original and Three Copies) in sealed envelopes clearly marked “REQUEST FOR PROPOSALS FOR THE SUPPLY OF DELL PRO 14" LAPTOPS AND LAPTOP BAGS.” to Plot 8 Ngumbo Road Long acres, Lusaka, Jhpiego Zambia Country Office on or before 13:00 hours, October 26, 2026, in the Tender box placed at the RECEPTION and signed off in the tender register book.

·       Quotations submitted after the deadline set shall not be received or accepted.

·       Jhpiego Zambia Country Office reserves the right to accept or reject any quotation and annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to bidders

·       Direct all bid queries to ZMProcurement@jhpiego.org before October 13 at 13:00 CAT