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Supply IT Equipment (Computing, Display, Peripherals & Office Technology Tender at African Wildlife Foundation (AWF)
LOT 2: IT Equipment (Computing, Display, Peripherals & Office Technology)
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Issued by: |
African Wildlife Foundation (AWF) — Rwanda Country Office |
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RFQ Reference: |
AWF-RW-RFQ-2026-03 |
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Issue Date: |
9 May 2026 |
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Submission Deadline: |
30 May 2026 at 17:00 (Kigali local time) |
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Submission Method: |
Electronic via Box.com upload link (see Section 5) |
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Quotation Validity: |
30 calendar days from submission deadline |
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Currency: |
Rwandan Franc (RWF). Quotes in USD accepted with exchange rate declared. |
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Contact for Queries: |
Patrick Nsabimana, Country Coordinator | Rwanda@awf.org |
Bidders may quote for ONE or BOTH lots.
Separate quotation sheets must be submitted for each lot.
1. INTRODUCTION
The African Wildlife Foundation (AWF) Rwanda Country Office invites eligible vendors to submit competitive quotations for the supply and installation of office and IT equipment as specified in this Request for Quotations (RFQ). The goods are divided into two lots. Bidders may submit a quotation for one lot or for both lots. A separate completed quotation submission sheet and activity schedule must be provided for each lot on which a bid is submitted.
AWF is a non-profit conservation organisation. Applicable Rwandan taxes and levies must be clearly stated in the quotation. AWF will evaluate quotations in accordance with the criteria set out in Section 6 of this document.
2. INSTRUCTIONS TO BIDDERS
2.1 Eligibility Requirements
To be eligible, bidders must submit the following documents together with their quotation:
- Valid Certificate of Business Registration issued by the Rwanda Development Board (RDB).
- Valid Tax Clearance Certificate issued by the Rwanda Revenue Authority (RRA) — must be current at the time of submission.
- Completed Vendor Information Sheet (see Annex C) including bank details for payment.
- Company profile (maximum 3 pages) including a list of at least 3 recent similar supply contracts, with client name, goods supplied, value, and year.
Bids that do not include all required eligibility documents will be considered non-responsive and disqualified without further evaluation.
2.2 Preparation of Quotations
- Quotations must be prepared in English.
- Unit prices and total prices must be stated clearly in Rwandan Francs (RWF). If quoting in USD, the applicable exchange rate must be stated.
- All prices must be inclusive of delivery to the AWF Rwanda Country Office in Kigali, installation, configuration, testing, and any applicable warranty services.
- Prices must be fixed and firm for the full 30-day validity period. No price escalation will be accepted.
- Where a specific brand is mentioned in the specifications, it is indicative of the minimum quality standard. Equivalent or superior alternatives will be considered, provided the bidder submits full technical specifications and a comparison table demonstrating compliance.
- Partial bids within a lot are not accepted — a bid must cover all items within a lot to be considered.
2.3 Delivery, Installation and Warranty
- Delivery and installation must be completed within 21 calendar days of contract signature, unless otherwise agreed in writing with AWF.
- All items must be brand new, unused, and covered by a valid manufacturer's warranty.
- Minimum warranty requirements are specified per item in technical specifications (Section 4 and Section 5).
- The supplier is responsible for all logistics, customs clearance (if applicable), and last mile delivery to AWF's premises in Kigali.
- A delivery note signed by AWF's authorized representative is required for each delivery. Payment will only be processed upon AWF's written acceptance of goods.
3. EVALUATION CRITERIA
Responsive quotations (meeting all eligibility requirements and technical specifications) will be evaluated on the following basis:
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Criterion |
Assessment Method |
Weight |
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Technical Compliance |
Pass/Fail — non compliant bids disqualified |
Pass/Fail |
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Total Quoted Price (inclusive of delivery, installation, VAT) |
Lowest evaluated price wins |
70% |
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Warranty Terms (duration and scope beyond minimum) |
Scored against minimum benchmark |
20% |
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Delivery Timeline (days from contract signature) |
Shorter delivery time scores higher |
10% |
AWF reserves the right to award different suppliers for different lots and is not obligated to award to the lowest priced bidder if the quotation does not meet technical requirements.
5. LOT 2 — IT EQUIPMENT
Computing, Display Systems, Peripherals & Office Technology
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Item No. |
Item |
Technical Specifications |
Qty |
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1 |
4K Conference Projector |
Projection Technology: 3LCD (3-chip) — 100% RGB per frame, no rainbow effect Native Resolution: 4K UHD (3840 × 2160) via 4K enhancement / pixel-shifting Brightness: Minimum 3,000 lumens (colour and white brightness equal) Contrast Ratio: Minimum 100,000:1 (full on/off) HDR Support: 10-bit HDR10, HDR10+, or Dolby Vision Video Processing: 12-bit analogue-to-digital, real-time processing Connectivity: HDMI 2.0 (18 Gbps, HDCP 2.2) × 2, USB-A, audio out Wireless: Bluetooth audio output; WiFi (for screen mirroring) preferred Built-in Speaker: Minimum 10W built-in speaker Lamp Life: Minimum 4,000 hours normal mode; 6,000 hours eco mode Form Factor: Portable/tabletop; tripod mount compatible Operating Noise: Maximum 37 dB(A) in normal mode Warranty: Minimum 2 years unit; lamp excluded after 1,000 hours Brand examples: Epson EH-TW series, Sony VPL series, BenQ, or equivalent |
1 |
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2 |
Smartphone (Android) |
Display: 6.7-inch or larger AMOLED, minimum 1080 × 2400 px, 120Hz Processor: Octa-core, 6nm or better (e.g. MediaTek Helio G100 or Dimensity series) |
1 |
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RAM / Storage: Minimum 8GB RAM + 128GB internal storage; microSD support Main Camera: Minimum 50MP main sensor with OIS, f/1.9 or wider aperture Front Camera: Minimum 32MP Battery: Minimum 5,000 mAh; minimum 45W fast charging OS: Android 14 or higher with manufacturer update commitment Connectivity: 4G LTE, Wi-Fi 6, Bluetooth 5.x, NFC, USB Type-C Durability: IP66 or higher dust and water resistance Security: Under-display fingerprint sensor or face unlock Accessories: USB-C charger, protective case, and screen protector included Warranty: Minimum 1 year manufacturer warranty Preferred model: Tecno Camon 40 Pro or Samsung Galaxy A55 or equivalent |
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4 |
Apple iPad Pro 13-inch + Accessories |
Model: Apple iPad Pro 13-inch (M4 chip or latest available), Wi-Fi + Cellular Storage: 256GB minimum Display: 13-inch Liquid Retina XDR (OLED), ProMotion 120Hz Glass: Standard glass (non-nano-texture) — Space Black or Space Grey Connectivity: Wi-Fi 6E + 5G Cellular; USB-C (Thunderbolt 4) Included accessories: Apple Pencil (USB-C); Magic Keyboard for iPad Pro 13-inch (US English, Black) Warranty: Minimum 1 year Apple limited warranty Note: Supply in original sealed packaging. Grey market units not accepted. |
1 |
|
5 |
Samsung Galaxy Tab S10 Lite |
Model: Samsung Galaxy Tab S10 Lite Colour: Gray (or available equivalent) Display: 10.1-inch IPS LCD, 1920 × 1200 px, 60Hz Processor: Snapdragon 720G or equivalent RAM / Storage: 4GB RAM / 64GB storage minimum; microSD expansion S Pen: S Pen stylus included Battery: Minimum 7,040 mAh; 15W fast charging OS: Android 14 or latest available; Samsung One UI Connectivity: Wi-Fi 5 (802.11ac), Bluetooth 5.0, USB-C Accessories: Protective cover and USB-C charger included per unit Warranty: Minimum 1 year Samsung warranty per unit Note: All 9 units must be identical model and colour. |
9 |
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6a |
Large Format Display 98–100 Inch |
Size: 98 to 100-inch class (diagonal) Resolution: 4K UHD (3840 × 2160) Panel Technology: QLED, Mini-LED, or equivalent quantum dot display Brightness: Minimum 600 nits (700–1,600 nits peak for HDR) Local Dimming: Full-array local dimming (minimum 500 zones) Refresh Rate: Minimum 60Hz native (120Hz preferred) |
1 |
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HDR: HDR10, HDR10+, or Dolby Vision support Connectivity: HDMI 2.1 × 2 minimum; USB-A × 2; Ethernet; Wi-Fi; Bluetooth Smart OS: Google TV, Android TV, or VIDAA Audio: Minimum 40W integrated speaker system; Dolby Audio Mounting: VESA mounting pattern stated; wall-mount bracket included Installation: Full installation and mounting at VNP HQ included Warranty: Minimum 2 years parts and labour on-site service Brand examples: Samsung, LG, Hisense, Sony, TCL 98- inch class |
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6b |
Conference Room Display 55 Inch |
Size: 55-inch class (diagonal) Resolution: 4K UHD (3840 × 2160) Panel Technology: LED (IPS or VA); QLED preferred Brightness: Minimum 350 nits HDR: HDR10 or Dolby Vision support Connectivity: HDMI 2.0 × 2 minimum; USB-A; Ethernet; Wi Fi Smart OS: Google TV, Android TV, or VIDAA Mounting: VESA wall-mount bracket and installation included at VNP Musanze Warranty: Minimum 2 years on-site service Brand examples: Hisense, Samsung, LG, Sony 55-inch 4K range |
1 |
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7 |
Dell Slim Desktop Computer |
Model: Dell OptiPlex 7010 Micro / OptiPlex Small Form Factor, or Dell Slim Desktop equivalent Processor: Intel Core Ultra 5 225 (10 cores, 20MB cache, up to 4.9GHz) or equivalent OS: Windows 11 Home or Windows 11 Pro (64-bit, licensed) Graphics: Intel UHD integrated graphics (discrete GPU not required) RAM: 16GB DDR5 (5600 MT/s) — single DIMM Storage: 1TB M.2 PCIe NVMe SSD Keyboard: Dell Wired Keyboard KB216 (or equivalent) — English Mouse: Dell Wired Mouse MS116 (or equivalent) Connectivity: USB-A × 4 minimum, USB-C × 1, HDMI + DisplayPort, Ethernet 1GbE, Wi-Fi 6, Bluetooth Power: 90W external power adapter Security: TPM 2.0; Kensington lock slot Recovery: Factory recovery media or Dell OS recovery tool included Warranty: Minimum 3 years on-site next business day Note: All 4 units must be same model. Pre-configured to same spec. |
4 |
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8 |
Dell 27" 240Hz Gaming Monitor |
Model: Dell SE2726HGS or direct equivalent Panel Size: 27-inch Panel Type: IPS or Fast IPS Resolution: Full HD (1920 × 1080) or higher Refresh Rate: 240Hz native Response Time: 1ms GtG Brightness: Minimum 350 nits |
4 |
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Connectivity: HDMI 1.4/2.0, DisplayPort 1.2 minimum; headphone jack Stand: Height-adjustable stand; VESA 100×100mm compatible Warranty: Minimum 3 years Dell Advanced Exchange |
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9 |
Barco CTRL Software (Control Room Platform) |
Product: Barco CTRL — control room data distribution software platform Licence Type: Perpetual or annual subscription (specify clearly; include renewal cost if subscription) Scope: Enables secure source connectivity, video wall distribution, and operator desk content interaction Scalability: Scalable deployment; supports future node expansion Cybersecurity: Built-in cybersecurity features; role-based access control Deployment: Compatible with Barco SAS-050 appliance (Item 10 below) Support: Vendor-provided technical support and software updates for minimum 1 year Delivery: Valid software licence key and installation support included Warranty: Software support and maintenance for minimum 1 year post-activation Note: Barco CTRL is a named product. Offer must include original Barco licence. No third-party alternatives. |
1 (licence) |
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10 |
Barco SAS-050 Server Appliance |
Model: Barco SAS-050 (P50_X platform) Interfaces: 2× 1Gbps Ethernet (active failover); 2× USB 3.0 Type-A; 2× USB 2.0 Type-A OSD: Output OSD available Power: 19V DC, 3.42A; max 55W consumption Dimensions: 33 × 180 × 190 mm (with cover); Weight ~1.03 kg Environmental: Operating temp 0–40°C; Humidity max 80% non-condensing Noise: Max 24 dB(A) at 1m distance at 25°C Compliance: CE, CB, UL, FCC Class B, KC, CCC, RCM, BSMI, UKCA, TAA Compatibility: Designed for Barco CTRL environment (pairs with Item 9) Delivery: Supply, rack/desk placement, cabling, and integration with Barco CTRL included Warranty: Minimum 2 years Barco hardware warranty . |
1 |
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11a |
Dell P24 Professional Monitor |
Model: Dell Pro P2426H or Dell Pro 24 Plus P2425H (either acceptable) Size / Resolution: 24-inch, Full HD (1920 × 1080) IPS Connectivity: HDMI, DisplayPort, USB hub Stand: Height/tilt/pivot/swivel adjustable; VESA 100×100mm Warranty: Minimum 3 years Dell Advanced Exchange |
6 |
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11c |
Dell USB-C Docking Station |
Type: Dell USB-C universal docking station (e.g. Dell WD19S or equivalent) Power Delivery: Minimum 65W USB-C host charging Video Output: Supports dual-monitor configuration (HDMI + DisplayPort) |
1 |
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Ports: USB-A × 3 minimum, USB-C, HDMI, DisplayPort, Ethernet (RJ45), audio Compatibility: Compatible with Dell OptiPlex and Dell Latitude laptops; universal USB-C Warranty: Minimum 1 year |
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11d |
Dual Monitor Arm |
Type: Dual monitor arm / desk mount for two 24-inch monitors VESA: 100 × 100mm compatible (fits Dell P2426H / P2425H) Mount: Desk clamp and grommet mount options Adjustment: Full articulation: height, tilt, swivel, rotation per arm Cable Management: Integrated cable management channels Max load per arm: Minimum 8 kg per monitor Warranty: Minimum 2 years |
1 |
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11e |
External SSD 8TB (USB 4.0) |
Model/Type: Oyen Digital 8TB USB 4.0 NVMe SSD (or equivalent high-capacity external SSD) Interface: USB 4.0 (40Gbps) / Thunderbolt 3 compatible Capacity: 8TB NVMe SSD Read/Write Speed: Minimum 3,000 MB/s read / 2,500 MB/s write Form Factor: Portable, bus-powered (no external power required) Encryption: Hardware AES-256 encryption preferred Compatibility: Windows 11, macOS, Linux Warranty: Minimum 3 years manufacturer warranty |
1 |
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11f |
Dell UltraSharp Curved 34-inch Monitor |
Model: Dell U3421WE UltraSharp Curved or equivalent Size / Curvature: 34.14-inch ultrawide curved (1900R) Resolution: WQHD 3440 × 1440 at 60Hz Panel: IPS technology; wide colour gamut (99% sRGB) Connectivity: USB-C (90W PD), HDMI, DisplayPort, USB hub, RJ45 Stand: Height/tilt/swivel adjustable; VESA 100×100mm Colour: Platinum Silver or Black Warranty: Minimum 3 years Dell Advanced Exchange |
1 |
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12 |
HP Colour LaserJet MFP Printer |
Model: HP Color LaserJet MFP M283fdw (NPIF5B52F) or equivalent Functions: Print, copy, scan, fax (4-in-1) Print Technology: Laser (colour and mono) Print Speed: Minimum 21 ppm colour; 21 ppm mono Resolution: 600 × 600 dpi (up to 1200 × 1200 effective output) Paper Handling: 250-sheet input tray; 50-sheet ADF (duplex) Connectivity: Wi-Fi, Ethernet, USB; Apple AirPrint; HP Smart App Duplex: Automatic two-sided printing and scanning Display: 2.7-inch colour touchscreen Included consumables: Starter toner cartridges (all 4 colours included in box) Additional toner: Full-yield replacement toner set (CMYK × 1 each) included in quote Warranty: Minimum 1 year HP on-site or carry-in warranty |
1 |
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13 |
Fully Automatic |
Model: Philips EP5547/90 Series 5500 (or equivalent) Type: Bean-to-cup fully automatic espresso machine |
1 |
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Espresso Machine |
Specialties: Minimum 15 hot and cold coffee specialties (espresso, cappuccino, latte, americano, etc.) Milk System: Integrated LatteGo or equivalent (no-hose, quick-clean, plant-based milk compatible) Grinder: Ceramic grinder with adjustable coarseness settings Noise: SilentBrew or equivalent quiet-brew technology Water Tank: Minimum 1.8L removable water tank Bean Hopper: Minimum 275g capacity Display: Touch display with beverage selection Cleaning: Automatic rinsing and descaling programme Power Supply: 220–240V AC, 50Hz Included: Machine, milk container, water hardness test strip, descaler sachet × 2, instruction manual Warranty: Minimum 2 years Philips warranty (or equivalent brand) Brand examples: Philips, De'Longhi, Siemens, or equivalent fully automatic bean-to-cup |
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6. SUBMISSION INSTRUCTIONS
6.1 How to Submit
All quotations must be submitted electronically through the AWF secure Box.com upload link below. No physical or email submissions will be accepted. Bids submitted through any other channel will be disqualified.
SUBMISSION LINK:
https://sites.google.com/view/awfrwanda/home
Deadline: 30 May 2026 at 17:00 Kigali time. Late uploads will not be considered
6.2 Documents to Upload
Each bidder must upload a single ZIP file or folder containing the following documents:
- Completed Quotation Submission Sheet (Annex A) — signed and dated.
- Completed Activity Schedule(s) (Annex B1 for Lot 1, Annex B2 for Lot 2, or both) — with unit prices and totals filled in for all items.
- Completed Vendor Information Sheet (Annex C) — with full bank details.
- • Certificate of Business Registration (RDB) — current copy.
- Valid Tax Clearance Certificate (RRA) — must be valid at submission date.
- • Company profile with list of at least 3 similar contracts.
- Technical compliance statement — confirming compliance with all specifications or listing proposed equivalents with supporting datasheets.
File naming convention: AWF-RW-RFQ-2026-03_[CompanyName]_Lot [1 or 2 or 1and2]
6.3 Queries
Technical or clarification queries must be submitted by email to rwprocurement@awf.org
with the subject line "Query: AWF-RW-RFQ-2026-03" no later than 23 May 2026. AWF will respond to all queries in writing and circulate responses to all registered bidders. No verbal clarifications will be binding.
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