Eastern Africa Power Pool (EAPP)

Address: P.O Box 100644, Addis-Ababa (Ethiopia) House 059, Wereda 02, Bole Sub City,
Tel.: (251) 11 667 1669 | ( 251)11 667 1670, E-mail: eapp@eappool.org

REQUEST FOR QUOTATION

SUPPLY AND INSTALLATION OF ICT HARDWARE & SOFTWARE, ASSOCIATED
ACCESSORIES AND GENERATOR

NATIONAL SHOPPING PROCEDURES

ET-EAPP-77211-GO-RFQ

Date: 12th August 2019

TO: __________________________________________________________________________

Dear Sirs,

SUBJECT: REQUEST FOR QUOTATION FOR SUPPLY AND INSTALLATION OF ICT

HARDWARE & SOFTWARE, ASSOCIATED ACCESSORIES AND GENERATOR AT
EAPP OFFICES

The East African Power Pool (EAPP) was established in 2005 with the signing of an Inter-
Governmental Memorandum of Understanding (IGMOU) by seven Eastern Africa
countries, namely: Burundi, Democratic Republic of Congo (DRC), Egypt, Ethiopia,
Kenya, Rwanda and Sudan. In further development, EAPP is adopted as a specialized
institution to foster power system interconnectivity by the heads of states of the Common
Market for Eastern and Southern Africa (COMESA) region. Tanzania, Libya and Uganda
have joined EAPP in March 2010, February 2011 and December 2012 respectively.

The Eastern Africa Power Pool (EAPP) has received a grant from International
Development Association (IDA GRANT: P163752 – Technical Assistance to EAPP
Project, Grant number: D350) and wishes start procurement processes of items identified
in the grant. The Procurement activities under this RFP will be carried out in accordance
with the World Bank’s ‘Procurement Regulations for IPF Borrowers’ (Procurement
Regulations), dated July 2016 and revised in November 2017, under the ‘New Procurement
Framework’. These Guidelines place emphasis on obtaining a high quality service through
ensuring economy and efficiency, providing equal opportunity for qualified consultants
and suppliers and creating transparency in the selection process. Beyond these Guidelines
that EAPP will closely follow, EAPP whenever possible, will take into account
environmental impacts of products and services it will procure.

EAPP therefore wishes to float this RFQ with stipulations as highlighted below;

1) You are requested to quote for these items by completing, signing and returning:
a) the List of Goods and Price Schedule as per attached ;
b) the documents confirming your eligibility, as listed below;

Request for Quotation Page 1 Document: RFQ-RF ET-EAPP-

77211-GO
 2. The Quotations are being invited for individual lots (purchases) or for any
combination of lots (packages). Prices quoted shall correspond to 100 % of the
items specified for each lot and to 100% of the quantities specified for each item of
a lot. Evaluation will be done lot by lot basis
3. The standard forms in this RFQ may be retyped for completion but the Bidder is
responsible for their accurate reproduction.
4. Validity of Quotations: The quotation validity required is 30 days.
5. Sealing and marking of Quotations: Quotations should be placed in a single sealed
envelope, clearly marked original and copy including the Reference above, the
name of the Bidder and the Implementing Agency. The quotation shall be submitted
as One original and accompanied with One copy
6. Quotations should be submitted in person to the address below;

Submission deadline: Before or by 15.00Hrs (GMT+3) at the date

indicated on EAPP Website (http://www.eappool.org)
Address: Eastern Africa Power Pool
House 059, Wereda 02, Bole Sub City,
Addis Ababa Ethiopia

7. Eligibility Criteria: You are required to meet the following criteria in order to be
eligible:
a) Have the legal capacity to enter into a contract;
b) Not be insolvent, in receivership, bankrupt or being wound up or subject to
legal proceedings for any of these circumstances;
c) Not have had your business activities suspended or debarred from public
procurement by the Office of Public Procurement and Property Agency of
Ethiopia;
d) Be eligible, as further defined below;
8. Documents Evidencing Eligibility: You are requested to submit copies of the
following documents as evidence of your eligibility
a) Renewed Trading License for the year 2010/2011 E.C or 2018/2019 G.C;
b) All Goods should OEM. Manufactures Authorization, Dealership or
approved partnership documents should be provided for eligibility for the
proposed offers for every equipment as required.
9. Origin of Goods: All Goods and related services shall have as their country of origin
an eligible country.
10. Technical Criteria: The Specification details the minimum specification of the
Goods required. The Goods offered must meet the specifications-Please refer
Annex I
11. Currency: Quotations shall be priced in Ethiopian Birr.
12. Best Evaluated Bid: The best evaluated bid shall be the lowest priced quotation,
which is eligible and technically compliant.
13. Delivery: From the Warehouse of the supplier to EAPP headquarter Offices
14. Duties and Taxes: The price quoted for the goods shall include any duties and taxes
including transportation to the warehouse.
15. Delivery Schedule: Delivery required should be immediate from the date of
Purchase Order.
16. Warranty: Shall be twelve months from the date of delivery.

Request for Quotation Page 2 Document: RFQ-RF ET-EAPP-

77211-GO
 17. Terms of Payment: 100% upon inspection and acceptance of the delivered goods
within 3 working days.
18. Eligible Countries: All countries are eligible, unless: As a matter of law or official
regulation, the Government of Ethiopia prohibits commercial relations with that
country or by an act of compliance with a decision of the United Nations Security
Council taken under Chapter VII of the Charter of the United Nations, the
Government of Ethiopia prohibits any import of Goods from or any payments to, a
particular country, person or entity.
19. The EAPP takes action as appropriate on suppliers’ who will be in nonperformance
of the contract.
20. Any resulting contract awarded shall be by placement of a Purchase Order.
21. Any queries should be addressed to the address stated above.
22. Deviation from any of the terms and condition in this price shall be point of
rejection.

Therefore, your company is requested to prepared and submit your quotation or inform the
undersigned if you will not be submitting a quotation.

We look forward to receiving your quotations and thank you in advance for your interest
in this project.

Eastern Africa Power Pool (EAPP)

Signed

Eng. Lebbi Changullah, Secretary General (EAPP):

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77211-GO
 STATEMENT OF REQUIREMENTS
List of Goods and Price Schedule
Procurement Reference: ET-EAPP-77211-GO-RFQ

We offer to supply the items listed below in accordance with the terms and conditions stated
in your Request for Quotations referenced above.

We confirm that we are eligible to participate in public procurement and meet the eligibility
criteria specified in the Request for Quotations.

The validity period of our quotation is: _______________ (days).

We confirm that the prices quoted in the List of Goods and Price Schedule are fixed and firm
for the duration of the validity period and will not be subject to revision or variation.

The delivery period offered is: _________ (days) from date of Purchase Order.

The warranty period offered is _______________months.

Currency of Quotation: ____________________

Ite Country Total

Quanti Unit of Unit Price Price
m Description of Goods of
ty Measure
No Origin
1 Lot 1: Laptops BOQ Pcs

2 Lot 2: Server & UPS

3 Lot 3: Server Accessories
4 Lot 4: Printers Copiers &
Scanners
5 Lot 5: PABX Phone System
6 Lot 6:
Other
additional
costs
Subtotal
15% VAT
Grand Total
Quotation authorised by:

Signature: ___________________________ Name: ____________________________

Position: ___________________________ Date: ____________________________

(dd/mm/yy)
Authorized for and on behalf of:

Request for Quotation Page 4 Document: RFQ-RF ET-EAPP-77211-GO

 Company: _________________________________________________________________

TECHNICAL SPECIFICATIONS (Annex I)

(The bidder may choose to quote for any of the lots (all items in a lot) or quote for all the
lots)

LOT 1: LAPTOPS and LAPTOP STORAGE

LAPTOPS

a) Description: Supply of Laptops as per minimum specifications below; (Total

QTY: 10)

This is a standard Laptop. The bidder should indicate the Brand they tend to provide that
meets the minimum specifications

Description Minimum Requirements

CPU Minimum Core i7, 1.8 GHz 64 bit computing,
Connectivity Gigabit Ethernet LAN ,Bluetooth and WIFI - 802.11a/b/g
HDD Minimum 500GB HDD / SSD or better
Interfaces Standard Interfaces for Laptop (USB, Audio, Video, HDMI,SD etc)
RAM 8 GB Memory or better
Power 110-240 V
Display Intel UHD Graphics, 13.5-inch minimum
Warranty At least 1 Year Manufacturer’s Warranty
OS Original and Genuine Licensed Microsoft Windows 10 Professional
or Higher
Webcam HD Webcam Must be integrated
Other Standard Manufactures Software must be included.
Carry bag Original Carry case bag from the manufacturer/vendor

b) Description: Supply of Administration Laptop as per minimum specifications

below; (Total QTY: 1)

This is a high end Laptop for Administering EAPP network Environment. The bidder
should indicate the Brand they tend to provide that meets the minimum specifications. The
bidder may also provide alternative high end Laptops for network Administration that
meets the specifications.

Description Minimum Requirements

CPU 8th generation Intel Core i7 or better, 2GHz Minimum ,64 bit
computing
Connectivity Gigabit Ethernet LAN ,Bluetooth and WIFI - 802.11a/b/g
HDD Minimum 1TB HDD plus 128GB SSD or better
Interfaces Standard Interfaces for Laptop (USB, Audio, Video, HDMI,SD etc)
RAM 32 GB Memory or better

Request for Quotation Page 5 Document: RFQ-RF ET-EAPP-77211-GO

 Power 110-240 V
Display GPU Graphics, 8 GB memory or better, Screen: 15.6-inch minimum
Warranty At least 1 Year Manufacturer’s Warranty
OS Original and Genuine Licensed Microsoft Windows 10 Professional
or Higher
Webcam HD Webcam Must be integrated
Other Standard Manufactures Software must be included.
Original Carry case bag from the manufacturer or vendor

c) External Storage for Laptops (Total QTY: 11)

This is External USB Storage for Laptops.

Description Minimum Requirements

External Storage Type : USB Compact External Storage Drive
Minimum Capacity : 2 TB backup Drive or better
Interface : USB 2.0/3.0 or better
Warranty 1 year from the date of delivery and acceptance

LOT 2: SERVERS and SERVER UPS

a) 5 KVA UPS (QTY: 2)

Description: the bidder should quote for complete Supply and Installation of two 5 KVA UPS
for Power backup of the server environment as per specifications below;

Parameter Specifications
Output Voltage :4KW/5KVA (Rack Mountable)
Voltage 230-240V
Efficiency Over 95%
Frequency 47 – 53 Hz for 50 Hz nominal
IEC Jumpers (Battery Backup) , IEC 320 C19 (Battery Backup),
Connections IEC 320 C13 (Battery Backup)
Nominal Input Voltage, Input frequency 50/60 Hz +/- 3 Hz (auto
Input sensing), Efficiency at Full Load 96.0 %
Battery type VRLA, Typical recharge time 3hour(s),Expected
Batteries Battery Life (years)

Request for Quotation Page 6 Document: RFQ-RF ET-EAPP-77211-GO

 Interface Port(s) DB-9 RS-232 , Control panel: LED status display
Communications with On Line : On Battery : Replace Battery and Overload
& Management indicators

Manufacturer
Authorization Is required for the server
At least 1 Year Manufacturer’s Warranty (1 year from the date of
Warranty delivery and acceptance)

b) SERVER & SERVER ACCESSORIES

i) Servers: (QTY:3)

Description: The bidder should quote for a complete solution for the delivery,
installation, configuration and handover of a fully configured server environment with
storage and WIFI access. Final Configuration to be done with consultation with EAPP.

Item Description Minimum Specifications

Server Type - Rack Optimized Server. Maximum 2U
Processor - Minimum 6 Core/2GHz Intel Xeon or Higher
- Dual processors
Memory - Minimum 32GB
HDD Storage - Minimum capacity of hard Drives 4 TB, RAID 5
Configuration
Network - Minimum 2 Gigabit network Cards
Rails - Rack rails
Power Supply - Dual Power Supply (240V)
Warranty - 1 year from the date of delivery and acceptance

ii) Server Licenses

Server Software’s - Windows 2016 Standard OS or successor

and Licenses - Windows Server License Plus Media/key
- Windows Server -10 Cals, hyper V
- 1 SQL Server 2017 or better + 10 Cals
- Embedded Server Management software from
Manufacturer
Microsoft Office - Microsoft Office 2016 Multivolume License
2016 or successor
Microsoft Project - Microsoft Project 2019 Multivolume License
2019 or successor

iii) Server accessories

a) Backup and Storage

Request for Quotation Page 7 Document: RFQ-RF ET-EAPP-77211-GO

 Item Description - Minimum Specifications QTY
Backup and Storage - Backup and storage solution (Minimum up to 1
4TB of Storage)
- Spare hard Drives/Container
Warranty - 1 year from the date of delivery and acceptance

b) Networking Accessories

Description: The Accessories below shall be installed in conjunction with the serves to
ensure a complete networking operating environment.

Item Description - Minimum Specifications QTY

Server Accessories - 19" Server Rack Cabinet Complete with rails 1
& accessories
- 24 Port Switch with Gigabit capacity 2
- 4-Port IP, Serial Console/Terminal fully 1
configured
- Minimum 450 Mbps Wireless N Access Points 10
- Cables termination unit, Server Data and power Lot
Cables, Cat 6 Ethernet Cable (3 Rolls)
- Standard LAN Toolkit with Cable testers, Lot
Crimping tools etc
- 16mm x 10mm PVC Mini Trunking White (3m 10
Length)
- VGA/DIN/USB/HDMI adaptor 5
- High Speed HDMI-HDMI Cable – 5 Meters 4
Warranty - 1 year from the date of delivery and acceptance

LOT 3: SERVER ACCESSORIES: LCD Monitors (QTY: 3)

a) LCD Monitors (QTY:3)

Description: The TV monitors below are expected to display server information at the data
center as well as the EAPP Board. This is equation for supply and mount fixing of the
Monitors to the wall (location to be specified)

Parameter Minimum Specifications

Screen size - 55” Class Flat Screen or better
Connectivity - HDMI, USB, RGB, LAN, Wifi or better
Resolution - 1980x1080 or better
Power - AC 240 V (about 10%+/-)
Display - High definition/LED or better
Other Functionality - TV Display (UHF/VHF/DVB-T etc)
Mounting - Wall Mounting Required
Warranty - 1 year from the date of delivery and acceptance

Request for Quotation Page 8 Document: RFQ-RF ET-EAPP-77211-GO

LOT 4: PRINTERS, COPIERS & SCANNERS
a) COLOR PRINTER QTY:1

Description: Supply of a Color Laser printer

Parameter Minimum Specifications

Printer Type Color laser, Print only ( No Multi-function Capability)
Display 4-line backlit LCD graphic display
CPU Minimum 800 GHz
Minimum Memory 1 GB
Connectivity Gigabit Ethernet Support, Hi-Speed USB 2.0;
Power 240V/50HZ
Compatibility Windows/Mac, Drivers and Management Software
Print Speed Minimum 30 PPM
Laser Toner (Black, Cyan, Magenta, Yellow) preinstalled
Cartridges & Additional 1 Set Toner cartridge included
Paper Type A4 & A3
Print Quality Minimum 600 x 600 dpi Black and Color
Warranty 1 year from the date of delivery and acceptance

b) LASER BLACK & WHITE PRINTER (QTY: 3)

Description: Supply of Black and White Laser Printer

Parameter Specifications
Printer Type Black and White Laser Printer (Multi-function capability option
acceptable)
CPU Minimum 1GHz
Minimum 128 MB
Connectivity Gigabit Ethernet Support, Hi-Speed USB 2.0;
Power 240V/50HZ
Compatibility Windows/Mac with drivers and management Software
Print Speed Up to 40 PPM
Paper Size A4
RAM Storage Minimum 128 MB
Print Quality Minimum 1200 Dpi
Warranty 1 year from the date of delivery and acceptance

c) SCANNER QTY: 1

Description: Supply of Network Scanner

Parameter Minimum Specifications

Scanner type Flatbed Color Scanner

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 Speed Up to 30ppm
ADF Capacity Minimum 50
Duty Cycle Minimum 4000
Paper Size A4
Interfaces USB 3.0 High Speed Minimum, Gigabit Ethernet, WIFi
Power 240V/50HZ
Compatibility Windows/Mac with TWAIN/WIA drivers
Software OCR Support, Scan Management Software
Warranty 1 year from the date of delivery and acceptance

d) PHOTOCOPIER QTY: 1
Description: Supply of Black and White Photocopier

Parameter Minimum Specifications

Type Desktop/ Free Standing with Auto Document Feed
Paper Size A4 /A3
Paper Capacity 300 sheets (250 + 50), max. 550 sheets with option
Speed 20 Cpm
Resolution 600 x 600 dpi
Memory Minimum 32MB
Power 240V/50Hz
Extra Toner 4 PCs
Warranty 1 year from the date of delivery and acceptance

LOT 5: PABX Phone System

Description: The bidder should quote for a complete solution for the delivery, installation,
configuration and handover of a working PABX Phone System at EAPP Offices. Final
Configuration to be done with consultation with EAPP.

PABX Specifications
Parameter Minimum Specifications QTY
– 8 Analogue Tel. Lines / 24 1
Extensions (Max)

(current Exact requirements for

EAPP Office are 2 Lines, 16
Control Unit Extensions)
Extensions Handsets 16

PABX Features
• Automatic fax transfer
• Automatic pause insertion
• Call forwarding

Request for Quotation Page 10 Document: RFQ-RF ET-EAPP-77211-GO

 • Call hold/pick-up, transfer, waiting
• Conference call
• Data line security
• Flexible ringing assignment
• Hold reminder
• Intercom
• Last number redial
• Music on hold (external / internal)
• Power failure transfer
• Programmable call restriction
• Pulse to tone conversation System
• Speed dialling (80 numbers)
• Distinctive ringing Door opener interface,
• Doorphone intercom

Configuration Requirements Specifications

Maximum configuration – 8 Analogue Tel. Lines / 24 Extensions
Call Forwarding (Busy / No Answer / Follow-Me / to Outside)
Built-in Voice Message (BV) Yes
DISA (Direct Inward System Access) Yes
Uniform Call Distribution (UCD) Yes
Caller ID Display on SLTs and APTs Yes
Allow SMS message senders to address Yes
their message
Directly to a specific user’s SLT (Single Yes
Line Telephone)

LOT 6: 10 KVA Generator

Description: The bidder should quote for a complete solution supply, installation, testing of
the generator including the Automatic Changeover at designated EAPP office location, as
well as Operations and Maintenance Training to EAPP Staff, Warranty and After Sales
Service.

Generator Specifications
Parameter Required
10kVA 230-240volts @ 50hz/60Hz, single
Rating phase
Output Max Output Between 9.0KVA – 11KVA

Low Noise Super Silent <80dB

Fuel Gasoline or Diesel
Continuous Operation: - Minimum 6 hrs. of
Tank operation or better

Request for Quotation Page 11 Document: RFQ-RF ET-EAPP-77211-GO

 Self-excitation and Fitted with Automatic
AVR Voltage Regulator
Gauges Oil and Fuel pressure gauges must be provided
Distribution Panels must be provided
Cooling Air/Water
Warranty 1 year Onsite Warranty
Manuals Operations and Maintenance Manuals
Others
Digital Control Panel Inbuilt
Automatic Transfer Switch Inbuilt or External

SUMMARY OF BILL OF QUANTITIES

Sr. Description of Items Required as per Specifications Quantity

No.
1. Laptops 11
2. External Storage for Laptops 11
3. 5 KVA UPS 2
4. Servers 3
5 Server Accessories (Lot) Lot
5. Black and White Laser Printer 3
6. Color Laser Printer 1
7. Color Scanner 1
8. Photocopier 1
9. PABX Control Unit 1
10. Telephone Extension Units 16
10KVA (8 to 11 KVA Acceptable) and associated
11. 1
cabling
12. Automatic Changeover Switch 1

Request for Quotation Page 12 Document: RFQ-RF ET-EAPP-77211-GO