Terms of Reference for Supplying Computer Laptops

TERMS OF REFERENCE Supplying computer laptops

1. Introduction

  IMBARAGA is a Rwandan Non-Governmental Organization established in 1992 by farmers. Its core mission is to support the transformation of agriculture from traditional practices to a more professional, profitable, and socially impactful sector. The organization’s mission is to increase farmers’ professionalism through capacity building for enhanced productivity and competitiveness, while also protecting their social and economic rights through lobbying and advocacy. IMBARAGA envisions a professional farmer who is a change maker, driving both economic development and social transformation within the community.IMBARAGA hereby invites eligible and qualified suppliers to submit bids for supplying laptops, in accordance with the technical specifications and requirements outlined in this Terms of Reference.

2. Objective and scope of work
The objective is to contract a qualified and experienced supplier for supplying 19 laptops in accordance with the technical specifications and delivery schedule outlined in these terms of reference.The selected contractor shall be responsible for the supplying the items with the same standard, specifications and quality requested.

3. Technical specifications
Laptop shall meet the following specifications:

4. Component for pricing: For the purpose of financial evaluation, the components shall be priced: Laptops with bags

5. Delivery location: Delivering items to IMBARAGA head office located in Kigali, Kicukiro district, Kanombe Sector KK18AV214.

6. Delivery schedule

• The contractor must be capable of delivering the services within 5 days after purchase order. 
• A detailed delivery period must be submitted as part of the technical proposal.

7. Supplier qualifications and eligibility

Interested bidders must meet the following requirements:

• Proven experience in supplying similar equipment 
• Ability to complete the works within the specified timeframe 

8. Mandatory documentation

Bidders must submit the following documents as part of their bid:

a) Technical proposal

The technical proposal shall include: A description of the requested item along with the proposed delivery timeline 

b) Financial proposal
The financial proposal shall clearly indicate:

• The cost of the laptops
• Cost of carrying bags
• The total cost, inclusive all applicable taxes 

N.B. The quoted price shall remain firm and unchanged for a period of thirty (30) days from the date of submission.

c) Supporting documents

• RDB Registration Certificate
• RRA Tax Clearance Certificate
• Certificates of Good Completion for similar services

9. Submission of bids

• Bids shall be submitted via email: Imbaragaprocurement@gmail.com
• Both technical and financial proposals must be submitted. 
• The submission deadline is 10th June 2026, by 10:00 AM. 
• Late submissions will not be considered.

10. Evaluation criteria

Bids will be evaluated based on the following criteria:

• Compliance with the technical specifications 
• Relevant experience and past performance 
• Capacity to complete the works within the required timeframe 
• Financial competitiveness 
• Completeness of the required documentation

11. Contract award 

The contract will be awarded to the bidder whose proposal is determined to be responsive and offers the best value for money, in accordance with the evaluation criteria.Done at Kigali, 03rd June 2026
Jean Paul Munyakazi,Legal Representative,IMBARAGA Farmers Organization