TERMS OF REFRENCE FOR THE PURCHASE OF LAPTOPS
1. Background
The Trocaire project “Strengthening Local Education Governance and CSOs Participation for Enhanced Service Delivery” aims to promote effective education governance and strengthen the participation of civil society organizations (CSOs) in improving education service delivery at the local level. To facilitate smooth implementation, monitoring, and reporting of project activities, there is a need to equip project staff with reliable laptops to enhance efficiency, data management, and communication.
2. Purpose of the Assignment
The main objective of this assignment is to procure five (5) high-quality laptops that meet the required technical specifications to support project operations and ensure timely implementation of project activities.
3. Objectives
- To acquire laptops that meet the required technical specifications.
- To ensure timely delivery, installation, and testing of laptops.
- To secure value for money through transparent and competitive procurement.
4. Scope of Work
The supplier will be responsible for:
- Supplying brand new laptops according to the specifications provided.
- Ensuring all laptops are genuine, licensed, and covered by a manufacturer’s warranty.
- Delivering laptops to [Organization’s office or specified location].
- Providing user manuals and warranty certificates.
- Offering after-sales service support if needed.
5. Technical Specifications for 5 laptops to be purchased and quantity
| Item | Specification | Details | QTY |
| Computer/laptops and their accessories | Laptop Model | ProBook 440 G10 | 5 |
| Processor | Intel Core i5 10th – 13th Gen | ||
| Processor Cores | 4 Cores, 8 Threads | ||
| Base Speed | 1.6 GHz | ||
| Max Turbo Speed | Up to 4.4 GHz | ||
| Cache | 12 MB Intel Smart Cache | ||
| Memory (RAM) | 8 GB DDR4 3200 MHz | ||
| Storage | 512 GB PCIe NVMe SSD | ||
| Display | 14-inch Full HD (1920 x 1080) | ||
| Display Panel Type | IPS or TN (depending on configuration) | ||
| Display Brightness | 250 nits (varies) | ||
| Graphics | Intel Iris Xe Graphics/NVIDIA 2GBT | ||
| Operating System | DOS (FreeDOS, Windows 11 pro) | ||
| Wi-Fi | Intel Wi-Fi 6 AX200 (2×2) | ||
| Bluetooth | Bluetooth 5.2 | ||
| USB Ports | 2 x USB 3.2 Gen 1 Type-A | ||
| 1 x USB Type-C 3.2 Gen 2 (with Power Delivery) | |||
| HDMI | 1 x HDMI 2.1 | ||
| Ethernet | 1 x RJ-45 (Gigabit Ethernet) | ||
| Audio | 1 x Audio Combo Jack (headphone/microphone) | ||
| Webcam | 720p HD Camera | ||
| Audio System | Stereo speakers, Audio Boost | ||
| Microphone | Dual array microphones | ||
| Battery | 3-cell, 45 Wh Li-ion | ||
| Keyboard | Full-size, spill-resistant with numeric keypad | ||
| Fingerprint Reader | Optional (depending on model) | ||
| TPM | TPM 2.0 | ||
| Security | Wolf Security suite | ||
| Dimensions (HxWxD) | 19.9 mm x 324 mm x 227 mm | ||
| Weight | 1.55 kg (3.42 lbs) | ||
| Color | Silver or Dark Gray (depending on model) |
6. Deliverables
- Delivery of the agreed number of laptops in good condition.
- Proof of warranty and authenticity.
- Delivery note signed by the receiving team.
7. Duration
The delivery should be completed within 10 days from the date of signing the purchase agreement.
8. Supplier Qualification Requirements
Interested suppliers must provide:
- Valid business registration certificate.
- Tax clearance certificate.
- At least two references of similar supplies in the past three years.
- Company profile and physical address.
9. Application submission
Interested candidates should submit a well-sealed envelope of the technical and financial proposals addressed to the National Coordinator should be dropped at REFAC’s offices located at Remera KG 175, ST 44, near Polyfam Clinic not later than 7th November 2025 or email at: info@refac.rw and copy at rukabu@gmail.com. Or contact Tel: 0785486251.
10. Evaluation Criteria
Proposals will be evaluated based on:
- Compliance with technical specifications.
- Price competitiveness.
- Delivery timeline.
- Warranty and after-sales service.
- Supplier’s experience and reliability.
