Request for Quotations (RFQ) for Providing Laptops Tender at Carnegie Mellon University Africa

Overview

Carnegie Mellon University Africa (CMU-Africa), located in Kigali Innovation City, is the only U.S. research university delivering graduate programs in engineering and technology on the African continent. Founded in partnership with the Government of Rwanda, CMU-Africa is dedicated to advancing Africa’s digital transformation through world-class education in ICT, AI, data science, and smart systems. Our impact extends beyond the classroom through initiatives such as the Industry Innovation Lab, applied research in smart mobility, and strategic collaborations with industry to co-create solutions to Africa’s most pressing challenges. To accommodate our incoming student cohort, CMU-Africa is procuring 200 laptops for students’ use.

2. Scope of Supply

Minimum Specifications

• Quantity: 200(Two Hundred) units

Operating System: Windows 11 Pro 64-bit

CPU: Intel Core Ultra 7- 15th Gen Processor. Must possess capacity to run data science, AI development and engineering simulation software smoothly.

Memory: 32GB

GPU: 8GB- must be suitable for machine learning workloads. 

Storage:1TB SSD

Ports: Thunderbolt port/s

Display: 16.0-inch AG WUXGA (1920x1200) LED UWVA 300 fFHDC 60Hz bnt LCD Panel

Network: Intel AX211 Wi-Fi 6E + Bluetooth 5.3 WW WLAN

Security: Fingerprint Sensor

Keyboard: Clickpad Backlit with numeric keypad, spill-resistant

BIOS: Pre-Boot UEFI Wi-Fi support

Power Cord: C5 1.0m Sticker Conventional Power Cord

Battery: RX Long Life 56Whr Fast Charge 3-cell Battery

Accessories: Laptop Bag (Backpack)
 

Condition: The computers must be brand new; refurbished computers are NOT allowed.
 

Compliance: The vendor must be an authorized supplier, certified by the manufacturer for the specific computer brand they intend to supply to CMU-Africa.
3. Delivery and Commissioning

• Delivery Location: CMU-Africa Campus, Kigali Innovation City, Bumbogo, Kigali
   
• Delivery Timeline: Within 45 days of contract signing
   
• Payment terms: 100 % after delivery (Net 30)

4. Proposal Timeline 

• Issuance of RFP:3rd December 2025
   

• Submission Deadline:05th January 2026
   
• Selection & Notification:20th January, 2026
   

5. Proposal Requirements

• Company profile (history, capabilities) with Experience in supplying similar IT Equipment, including references

• Detailed product specifications for computers offered. 
• Suppliers must be fully authorized as a local distributor or reseller for the manufacturer of the laptops
• Warranty terms (minimum 2 years) and after-sales service. Suppliers must include certifications of qualified technicians and provide evidence of an authorized repair center in Kigali. Proposals without proof of the above will not be considered.
   
• Delivery timelines to CMU-Africa
• Financial Proposal: Provide a detailed cost breakdown:
  • Cost per computer in RWF (Prices should be VAT inclusive and all applicable fees)

6. Mandatory Attachments

• Audited financial statements (last 3 years)
   
• RDB registration certificate
   
• Valid Tax Clearance Certificate from RRA. Conflict of interest disclosure. Manufacturer authorization dated within last 12 months, confirming that the supplier is officially licensed to distribute the offered laptops

Proof of local warehousing or service presence. Suppliers must also provide at least 2 references for similar supplies.

7. Additional Information

• Indicate whether your company has previously done business with CMU-Africa
• Indicate whether your company has previously done business with any Higher Education Institution in Rwanda.
• Highlight competitive advantages (pricing, availability, servicing, innovation)

8. Submission Instructions

All proposals must be submitted via email in PDF format with the subject line “CMU Africa RFP Computer Procurement”; no later than 5th January 2026, 5:00 PM CAT to:

africa-finance@andrew.cmu.edu

All questions or requests for clarification must be submitted via email by December 16th, 2025. Communication with any university staff or third parties outside this process will result in automatic disqualification.

9. Evaluation Criteria

Criteria: All proposals will be graded against the weighted criteria below:

1. Technical Proposal (40%)- specifically, compliance with the specifications, including additional value added (battery life, extended after sales service, energy efficiency, shorter delivery timeline, etc.)
2. Cost Reasonableness and Financial Proposal (35%) per unit cost, taxes and applicable fees listed clearly and separately. 
3. Delivery and After Sales Service (15%)
4. Vendor History and Past Performance: (10%)

10. Contact Person
africa-finance@andrew.cmu.edu

11. Terms & Conditions

• The University reserves the right to accept or reject any or all proposals.CMU-Africa adheres to transparent, competitive and ethical procurement standards. Any attempt to influence the process outside official channels may result in disqualification.
   
• Proposals must remain valid for a minimum of 60 days.
• No costs associated with proposal preparation will be reimbursed. All costs must be fully itemized and included in the submitted proposal. The University will not be responsible for any additional, unforeseen, or unquoted costs, including but not limited to customs duties, taxes, VAT, levies, surcharges, delivery charges, insurance, or compliance-related fees. Any costs not expressly included in the final agreed contract price shall be deemed to be borne by the supplier.Supplier is responsible for all export procedures from country of origin

• “CMU-Africa reserves the right to terminate for non-performance or material misrepresentation.
   
• The award will be subject to CMU Africa's Standard Terms and Conditions for Goods Purchase, which will be provided to shortlisted bidders prior to final award."