REQUEST FOR QUOTATION

• Procurement of Laptops and Desktops to Support Health and Demographic Surveillance System Sites
• Due Date: 5.00PM EAT July 23, 2026

Purpose and Scope of this Request for Quotation

The purpose of this Request for Quotation (RFQ) is to provide standardized and essential information technology (IT) packages particularly laptops and desktops to Health and Demographic Surveillance System (HDSS) sites in Ethiopia. This initiative is designed to strengthen the operational capacity of HDSS sites by addressing critical IT material gaps identified during the baseline assessment conducted in July 2025 under the Impact HDSS project.

The scope of this RFQ covers the procurement of prioritized IT hardware materials – laptops and desktops that will directly support data collection, management, and reporting functions at HDSS sites. The detailed list of required IT equipment, along with specifications, is outlined in Attachment B.

Through this procurement, the ImpactHDSS project aims to ensure that HDSS sites are equipped with reliable, secure and standardized information technology resources, thereby enhancing efficiency, data quality, and overall system performance, ultimately leading to more accurate, improved decision making and better overall public health outcomes.

Vital Strategies Organizational Background

Vital Strategies (Vital) is a global health organization that believes every person should be protected by a strong public health system. We work with governments and civil societies in 73 countries to design and implement evidence-based strategies that tackle their most pressing public health problems. Vital’s goal is to empower and observe governments adopting promising interventions at scale, as rapidly as possible.

Vital provides expert technical and professional guidance to partners and government agencies. We speak out, through press releases, publications, social media, and participate in convenings and conferences against the practices of tobacco and the sugary drinks industries. Vital Strategies does not accept gifts or funds from industries related to tobacco, sugary drinks and alcoholic drinks.

We actively seek to engage with stakeholders who share our values and seek to work with partners who endorse and encourage the highest ethical work practices and standards.

Request for Quotation Objective/s

Vital Strategies is seeking competitive proposals from qualified vendors to provide services and goods to Vital Strategies relating to ImpactHDSS project in Ethiopia.

The objective of this Request for Quotation (RFQ) is to:

Identify vendors to partner with, supplying locally accessible hardware and service, aimed at strengthening the capacity of HDSS sites in Ethiopia. These vendors will provide laptops and desktops that address the gaps identified during the baseline assessment under the ImpactHDSS project.

Project Overview

Evidence-based decision-making is a cornerstone of a robust health system. To establish a more representative data system for estimating vital rates and causes of death, the Ethiopian Public Health Institute (EPHI), Ministry of Health (MOH), and 16 active Health and Demographic Surveillance System (HDSS) sites affiliated with local academic institutions and Vital Strategies launched the ImpactHDSS Ethiopia Project in March 2025. These HDSS sites have been instrumental in generating longitudinal health and demographic data in resource- limited settings, contributing to evidence-based policy making and program implementation. However, variations in HDSS operations, limited coordination among stakeholders, and weak data-to-policy linkages have hindered the full potential of HDSS data to inform national policy and practice. Based on the baseline assessment conducted in July 2025, IT material gaps have also been identified, and these gaps have limited the capacity of HDSS sites to collect, manage, and utilize data effectively.

To close these gaps, the project will provide standard and limited IT packages to harmonize data collection, storage, and analysis. This investment will enhance digital workflows, and enable pooled analysis, ultimately producing timely, reliable, and nationally representative data to inform health policy and practice.

The details of the standard and limited IT packages are found on
Attachment B.

Instructions for RFQ Respondents

1. Contact Person. Goods providers shall send any questions via email to
Dr. Alemnesh Hailemariam Mirkuzie, amirkuzie@vitalstrategies.org 
Faiza Mohammed, fmohammed@vitalstrategies.org 
Nardos Legesse, nbeyene@vitalstrategies.org 
by July 15, 2026, 5.00 PM EAT.

2. Proposal Submission. Proposals shall include answers to all RFQ questions (Attachment A), and include both technical and financial offers together with all relevant and any supporting documentation and submitted in separate envelopes, sealed and fully signed and stamped to:

Vital Strategies – Ethiopia Country Office, Noah Plaza, 6th Floor, Bole Airport Road. Bole Sub City, Woreda 02; Addis Ababa, Ethiopia.,by 5.00 PM EAT on July 23, 2026.

3. RFQ Timeline

TASK	DEADLINE DATE
Issue RFQ	July 9, 2026
Respondents to send clarification questions	July 15, 2026
Vital response to questions circulated to all respondents	July 16, 2026
Deadline for Submission of Quotation	July 23, 2026 5.00 PM EAT/East Africa Time /
Official opening of bids in the presence of bidders or legal representative at Vital Ethiopia office	July 24, 2026 @ 11 AM, EAT /East Africa Time/
Evaluation of Quotation	July 27-31, 2026
Selection of Respondents to be interviewed (optional):	August 3, 2026
Interviews for Respondents to take place (optional):	August 4-5, 2026
Final interview/discussion with Respondent:	August 6, 2026
Notify unsuccessful Respondents	August 7, 2026
Issue Purchase order to successful respondents	August 10, 2026
Vendor/s acknowledge purchase orders and confirm delivery schedule	August 11, 2026
Vital Strategies receipt and confirmation of materials	August 18, 2026
Vendor provides warranty documents, delivery notes, and invoices	August 18, 2026

4. Selection Criteria. The RFQ responder’s responses shall be evaluated by a committee of approximately five (5) Vital Strategies staff members. Selection criteria shall include:

• The background and experience of the vendor in working with non-profit organizations and references or documented track record of successful delivery of similar IT materials to comparable organizations or projects.
• Reasonableness/competitiveness proposed compensation for services and goods, fees and/or benefits to Vital Strategies, although Vital Strategies is not bound to select the vendor who proposes the lowest fees or most benefits for services.
• The vendor’s responsiveness and compliance with the RFQ requirements and questions.
• Alignment of proposed IT materials with the technical specifications and standards outlined in the RFQ.
• Ability to deliver the required goods within the specified time frame

5. Rejection of Proposals. Vital Strategies reserves the right to accept or reject any or all proposals and to accept the proposal deemed to be in the best interest of Vital Strategies and is not bound to accept the lowest price bid submitted.

6. Complete Proposal. Incomplete proposals are subject to rejection. 

7. Negotiation. Vital Strategies reserves the right to negotiate fees and/or benefits to Vital Strategies with the selected Service/good Provider(s).

8. Final Contract. This RFQ together with any documents required. shall be included in the final contract.

9.Selection. Vital Strategies reserves the right to select as many Service/Goods Providers as it deems appropriate and is under no obligation to purchase any services/Goods of a particular Service/ Goods Provider until a contract has been signed.

10. Costs. All costs related to the preparation and submission of this RFQ shall be borne by the Service/Goods Provider. Under no circumstances shall Vital Strategies be liable for any costs.

11. Confidentiality. The contents of this RFQ as well as any subsequent communication between Vital Strategies and the Service/Goods Provider(s) are to be treated as confidential and are not to be distributed or shared without prior written authorization from Vital Strategies’ authorized representative.

12. Proposal Validity. The Service/Goods Provider’s submitted proposal must be valid for acceptance by Vital Strategies for a period of 90 days from the due date set for RFP/Q receipt.

13. Vital Strategies intends to adhere to the timetable in section 3. which should result in a selection of a Goods Provider(s) by August 10, 2026.

14. Payment terms: Payments will be made only after full receipt of the materials and completion of inspection to confirm compliance with the specifications outlined in this RFQ.

15. Payment Currency: All payments shall be made in Ethiopian Birr (ETB).

Vital Strategies and Respondent Contact Information

VITAL STRATEGIES Contact Information

Company Name	Vital Strategies
Company Address	Noah Plaza, Bole Airport Road. Bole Sub City, Woreda 02 Addis Ababa Ethiopia, 18357
Company Website	www.vitalstrategies.org
Contract Manager	Dr. Alemnesh Hailemariam Mirkuzie, amirkuzie@vitalstrategies.org  Faiza Mohammed, fmohammed@vitalstrategies.org   Nardos Legesse, nbeyene@vitalstrategies.org
Contract Manager Email Address	amirkuzie@vitalstrategies.org  fmohammed@vitalstrategies.org  nbeyene@vitalstrategies.org  and Support-procurement@vitalstrategies.org

RESPONDENT Company Information

Company Name
Company Address
Company Website
Primary Contact
Primary Contact Email
Authorized Signatory Name
Authorized Signatory Title
Type of work carried out by vendor:
Offices locations Included in this RFQ

Existing Contract Information

Current Contract with Vital Strategies?	Yes/No
If Yes, Name of Vital Strategies Contract Manager
Implementation Timeline of Existing Contract

Attachment A

Please complete the above Respondent company information table, confirming any existing engagements with Vital strategies.

Please clearly answer the below prompts, referencing the question Section and Number (A1, A2, etc.) in your response.

A. Company Profile

2. Does your company have experience servicing nonprofit organizations? If so, provide examples.

3. Please provide a background and history of your company. Include the number of staff and information on all locations.

4. Please provide a minimum of 3 client references.

B. Quotation of Goods

1. Provide a quote for each of the items listed in Attachment B. Prices shall be quoted in Ethiopian Birr (ETB).
2. Include all related costs associated with good or product delivery?

C. Product Authenticity and Authorized re-seller status

1. Are you an authorized reseller for the manufacturers quoted in Attachment B? Provide certification documentation where applicable.

2. Confirm that all equipment supplied will be new, unused, not refurbished, and not grey market imports.

3. Will manufacturer warranty be valid within Ethiopia? 4. Provide the country of origin for all quoted equipment

D. Warranty & Support

5. Please specify warranty terms for each item quoted including duration, service levels and any associated parts or labor.

6. Is warranty serviced:
i. locally by your firm?
ii. through an Original Equipment Manufacturer (OEM)- authorized service center?

3. What is your average turnaround time for:
i. Repair
ii. replacement?

4. What is your escalation process for unresolved hardware faults?

E. Delivery & Availability Assurance

5. Provide estimated delivery timelines from date of purchase order.

6. Describe your process if a quoted item becomes unavailable.

7. Will you provide equivalent replacement options at the same quoted price?

F. After-Sales Support Capacity

1. How many technical support staff do you employ locally?

2. Do you maintain a local spare parts inventory?

3. Provide your standard service level agreement (SLA) for:
i. fault response
ii. technician dispatch

4. Do you offer on-site support services?

G. Asset Lifecycle & Disposal

1. Do you provide environmentally responsible equipment disposal services, with certified data destruction? If so, provide details.

H. Financial and Due Diligence

1. Complete our Contract Partner Information Form: www.vitalstrategies.org/compliance   

2. Provide a detailed list of fees for additional services proposed in your response.

Please note

1. Interested bidders may collect the full bid document from Vital Strategies Ethiopia Office between July 9, 2026. and July 15, 2026 (during working days) at the address below. In addition, bidders may request the bid document electronically by expressing intent to participate via email to the addresses provided under section 1 of the Instructions for RFQ Respondents. The bid announcement will also be shared through newsletters and online platforms to ensure wider accessibility.

2. Bid submission deadline: Bids must be delivered to the address below on or before July 23, 2026, up to 5:00 PM East Africa Time /EAT/.

3. Late bids will not be considered.

4. Both technical proposal and financial offers should be in separate sealed envelopes and fully signed and stamped.

5. Technical specifications should be present and complete (including technical data sheets, reference letters, last year’s audit report, profiles, and others).

6. All bid prices should be valid for 90 days, and prices shall be quoted in Ethiopian Birr (ETB).

7. Bidders are required to furnish the following copies of relevant documents:

• Business Registration Certificate
• VAT registration certificates
• Trade license (MUST BE renewed and related to this procurement)
• TIN certificate

Address: Vital Strategies – Ethiopia Country Office, Noah Plaza, 6th Floor, Bole Airport Road. Bole Sub City, Woreda 02; Addis Ababa, Ethiopia.

Vital Strategies Ethiopia reserves the right to cancel the bid, in whole or in part, at its sole discretion. The organization also reserves the right to amend the quantities of items listed in Attachment B, based on project needs and budget considerations.

Attachment B.

No.	List of items	Category/Feature	Spec Parameter(s)	Quantity
1	Laptop	Processor (CPU):	Intel Core i7 12th generation	30
		Processor speed:	4.0 GHz
		Memory (RAM)	32 GB DDR5
		Storage:	1 TB
		Graphics (GPU):	Dedicated GPU (NVIDIA GeForce RTX 4050
		Display:	15.0-inch
		Ports:	Thunderbolt 4 or USB4, HDMI 2.1, USB C
		Battery Life:	up to 6 hours
		Resolution:	1920 x 1200
		Operating System:	Windows 11 Pro
		weight:	4.5lbs (2.05kg)
2	Desktop Computer (for big data analysis)	Desktop Class:	Workstation	4
		Processor:	Intel Core i7
		Processor Speed:	3.2 GHz
		RAM (as Tested):	32 GB
		Boot Drive	TypeSSD
		computer Boot Drive Capacity (as Tested):	1 TB
		Graphics Card:	Nvidia RTX 6000 Ada Generation
		Monitor:	27-inch Full HD (1920×1080) LCD/IPS
		Operating System:	Windows 11 Pro
		Bundled Items:	Wired Keyboard and Mouse, Wireless USB WiFi, Power Cord, Network interface card
3	Desktop computer (for office use)	Processor:	Intel Core i7 10th generation	4
		Processor Speed:	3.2 GHz
		RAM (as Tested):	8 GB
		Boot Drive	SSD
		Boot Drive Capacity (as Tested):	500 GB
		Graphics Card:	Intel UHD 730/770
		Monitor:	24-inch Full HD (1920×1080) LCD/IPS
		Operating System:	Windows 11 Pro
		Bundled Items:	Wired Keyboard and Mouse, Wireless USB WiFi, Power Cord