INVITATION TO TENDER

For the Supply of Laptop Computers

Ref #: HAI-ETH/010/26

HelpAge Ethiopia is an indigenous, non-profit organization committed to ensuring that older people live dignified, healthy, and secure lives. The organization was officially registered in May 2025 with the Charities and Societies Agency under Registration No. 7632 and holds a Tax Identification Number (TIN) 0097449749.

HelpAge Ethiopia Would like to invite qualified and interested potential bidders for the Supply of Laptop Computers

Requirements:

• Renewed Business License in respective area.
• TIN Certification.
• VAT registration certificate.
• Proof of track record in the supply of similar items.
• Testimonies of related services
• Meeting requirements.
• Capacity to supply the items.

All Quotations must be presented in English only.

Clarity of specifications and presentation of the bid offer, quality, delivery time, and value-for-money principles will be considered in the evaluation of the bid.

All interested potential vendors are invited in respect of the referenced invitation to tender. The submitted Quotation could be used as the basis for a contract between your firm/institution and HelpAge Ethiopia.

Bid Collection, Submission, and Deadline Dates

A. BID DOCUMENT and CONTACT ADDRESS

A complete set of tender documents will be uploaded at 2merkato.com and no document will be collected from the office.

Contact and Address: HelpAge International office Located in Addis Ababa, Kirkos Sub-city, Axum Building 4^th Floor (on the road from Urael to Atlas) Tel+251 (0) 111261535/37.

BID DOCUMENT SUBMISSION

The completed tender documents shall be submitted in a sealed and stamped envelope in person indicating ‘Tender No. and name properly bounded with identifying the sender and addressed to the above.

B. CLOSING DATE

Closing deadline: September 01, 2026, Time: 10:00 am (4:00 am, local time) and will be opened on the same day at 10:30 AM (4:30 Local Time).

Note: Quotations Transmitted in any other manner than those indicated above will not be considered.

indicated above will not

Summary of descriptions of items required.

S.no	Item Description	Specification	Quantity	Unit	Unit Price  Including VAT	Total Price  Including VAT
1	Laptop computer	HP Ominbook ultra 7 specifications · Processor Intel Core Ultra 7 255H · CPU 16 cores / 16 threads, up to 5.1 GHz · NPU Intel AI Boost, 13 TOPS · Storage 512GB PCIe Gen4 NVMe SSD · Display 14-inch with touch screen · Wi-Fi 6E · Ethernet Gigabit LAN · Battery 70Wh, 4-cell · Weight About 2.43 kg · Camera 1080p FHD · Ports USB-C, 3× USB-A, HDMI 2.1, RJ-45, headphone/mic · OS Windows 11 license · Brand new	2	Pcs
2	Laptop computer	HP EliteBook G9 · 12th Generation Intel Core i7 Processor · 16 GB RAM · 512 GB NVMe SSD · 14-inch display · Windows 11 licensed · Brand new	8	Pcs

Delivery Schedule: – within 4 days

Quotations must be received by HelpAge on or before the date indicated.  Any quotation received after this date OR sent to another address will be rejected.  HelpAge may, at its discretion, extend the deadline for the submission of quotations, by notifying all prospective bidders in writing. The

extension of the deadline may accompany a modification of the RFQ documents prepared by HelpAge at its initiative or in response to a clarification requested by a prospective vendor.

You are requested to hold your quotation valid for 60 days from the deadline for submission.  HelpAge will make its best effort to select a firm/institution within this period.

Please note that the cost of preparing a quotation and negotiating a contract, including any related travel, is not reimbursable.

Any requests for clarification should be referred to in Addis Ababa, Kirkos sub-city, Woreda 01, Axum Building 4^th floor (on the way from Urael-Atlas), phone number, +251 (0)111 26153/37 HelpAge may, at its discretion, copy any reply to a question to all other invited firms/institutions. 

2) Award Criteria

• Quality and originality of the products
• Meeting specifications
• Unit price and total cost.
• Compliance with international norms.
• Delivery Schedule
• Guarantees.
• Experience of the Vendor
• Ethical Purchasing Considerations.
• Past Performance in HelpAge Contracts
• Terms of Payment.
• Availability of stock
• Reliability & Potentiality

HelpAge is not bound to select any of the firms/institutions submitting proposals. A contract will be awarded in respect of the proposal which is considered most responsive to the needs of the project concerned and therefore HelpAge does not bind itself in any way to select the firm/institution offering the lowest price.

Information to bidders:

1) The currency of quotation shall be in Ethiopian BIRR.

2) Payment will be made to the vendor by cheque or bank transfer within 15 days from receipt by HelpAge of all documents mentioned in the contract.

3) HelpAge does not undertake to pay by letter of credit or in advance of delivery.

4) HelpAge will not be responsible for any bank service charges.

5) Inspection (at HelpAge’s expense) may be applicable and will be advised at time of purchase and arranged by HelpAge.

6) HelpAge reserves the right to accept the whole or part of your quotation.

7) Incomplete quotations or quotations that do not comply with any of the RFQ conditions will not be considered.

8) Any contract that results from this RFQ will be subject to HelpAge’s standard terms and conditions.

9) Ethical Purchasing Considerations:  HelpAge must satisfy itself about the non-exploitation of child labour and respect for basic social rights and working conditions.  If you submit a quotation based on this request, it shall constitute a guarantee that neither your company nor any affiliate or subsidiary controlled by your company is in breach of this code.

10) Help Age does not do business with companies that meet any of the following criteria:

a) They are bankrupt or being wound up, are having their affairs administered by the courts, have entered an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations.

b) They have been convicted of an offense concerning their professional conduct by a court judgment.

c) They have been guilty of grave professional misconduct proven by any means that the contracting authority can justify.

d) They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed.

e) They have been the subject of a judgment that has the force of res judicata for fraud, corruption, involvement in a criminal organization, or any other illegal activity.

f) Following another procurement procedure or grant award procedure, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

g) If you submit a quotation based on this request, it shall constitute a guarantee that neither your company nor any affiliate or subsidiary controlled by your company is in breach of any of the above provisions.  A contract clause confirming this will be included in an eventual contract based on this request.

11) In addition to the ineligibility criteria applied by Help Age, negotiation with potential vendors may be severed at any stage during a procurement process if it is found that they are subject to a conflict of interest or are guilty of misrepresentation in supplying the information required by Help Age as a condition of participation in the contract procedure or fail to supply all of the information requested.