CALL FOR PROPOSALS: Supply and Delivery of Student Laptops to RUFORUM Member Universities Across Africa
- Background
The Regional Universities Forum for Capacity Building in Agriculture (RUFORUM) is a consortium of 175 African universities operating in 40 countries. As part of its commitment to enhancing digital inclusion and e-learning within African higher education institutions, RUFORUM is procuring student laptops for distribution to member universities in 10 countries.
RUFORUM invites qualified companies to submit proposals for the supply and delivery of 254 student laptops with specified technical requirements, to 12 universities across 10 African countries.
The selected supplier must demonstrate the ability to deliver the laptops to the specified universities or provide evidence of partnerships with local companies in the listed countries to facilitate distribution. The supplier must also be able to receive funds on behalf of partner companies (if applicable) and provide proof of such arrangements to RUFORUM.
- Objectives of the Assignment
To procure, deliver, and provide post-delivery support for high-quality laptops to RUFORUM member universities in a timely and cost-effective manner, in line with the specifications and distribution requirements detailed below.
- Delivery Locations and Quantities
The laptops will be delivered to the following universities, in the quantities specified per country:
| Country | University(ies) | Quantity |
| Kenya | Egerton University | 50 |
| University of Eldoret | 15 | |
| Uganda | Gulu University | 30 |
| Uganda Martyrs University | 15 | |
| Cameroon | University of Bamenda | 50 |
| Benin | National University of Agriculture | 25 |
| Ghana | University of Cape Coast | 25 |
| Nigeria | University of Port Harcourt | 15 |
| Zimbabwe | Africa University | 10 |
| Malawi | Malawi University of Science & Technology | 10 |
| South Africa | University of the Free State | 5 |
| Morocco | Mohammed VI Polytechnic University (UM6P) | 4 |
| Total | 254 | |
- Laptop Specifications
All laptops supplied under this contract must conform to the following minimum specifications.
Core Specifications (Minimum)
| Component | Required Specification |
| Processor | Intel Core i7 (11th Gen or higher) |
| Memory (RAM) | 8 GB DDR4 |
| Internal Storage | 512 GB SSD (Solid State Drive) |
| Display | 14-inch Full HD (1920×1080) Anti-Glare Screen |
| Operating System | Microsoft Windows 11 Pro 64-bit – Licensed |
| Battery | Lithium-ion, Minimum 3-cell, Battery life: Minimum 4 hours |
| Accessories | High-quality laptop bag (15.6″ max), power adapter |
Input/Output and Connectivity Requirements
- USB Ports: Minimum 3 ports including at least 1 USB 3.0 or USB-C
- HDMI Port: At least 1 full-size HDMI output
- Audio Jack: 3.5mm headphone/microphone combo port
- Ethernet Port: RJ-45 port (Gigabit LAN supported)
- Wireless: Wi-Fi 5 (802.11ac) or better
- Bluetooth: Version 5.0 or higher
- Integrated Webcam: Minimum 720p HD
- Keyboard Requirements:
- English QWERTY for Anglophone countries
- AZERTY or French layout for Benin and Cameroon
- Arabic/French bilingual layout for Morocco
- Scope of Work
The selected supplier will be responsible for:
- Procuring and delivering laptops to the designated universities in 10 countries.
- Ensuring laptops comply fully with the stated technical specifications.
- Customizing keyboard layouts based on regional language needs (AZERTY/French/Arabic).
- Coordinating logistics and customs clearance with certified local partners in each country.
- Submitting signed delivery and acceptance notes from recipient universities.
- Providing a minimum 1-year warranty for all laptops and establishing a local or regional after-sales support mechanism
6. Eligibility and Requirements
Applicants must meet the following requirements:
- Be a legally registered company with authorization to operate in one or more of the listed countries.
- Provide evidence of existing local partnerships or representation in each of the countries where deliveries will be made.
- Demonstrate capacity to handle the entire supply contract or provide formal agreements authorizing the applicant to receive and manage funds on behalf of local partner companies.
- Submit:
- Company profile
- Certificate of incorporation or registration
- Manufacturer authorization (if applicable)
- Valid tax compliance certificate
- Evidence of similar previous assignments
- At least three references from previous clients
- Provide a clear financial proposal, including cost per laptop, taxes, transportation, and other associated fees, broken down by country.
- Submit a detailed delivery schedule not exceeding 45 days after contract signature.
- Evaluation Criteria
Proposals will be evaluated using the following criteria:
| Category | Evaluation Details | Weight |
| Technical Compliance | Full conformity to specifications, including ports, connectivity, battery, OS, and accessories | 25% |
| Partnerships in Delivery Countries | Proof of formal partnerships in all 10 countries, evidence of logistics readiness, and local support | 35% |
| Warranty and After-Sales Support | Local repair centers or designated service agents; 1-year warranty coverage and returns/replacements | 10% |
| Experience & Past Performance | a) Volumes of previous deliveries (min. 3 references) – 5% b) Quality of recommendations – 5% | 10% |
| Subtotal – Technical | 80% | |
| Cost-Effectiveness | Unit cost per laptop, inclusive of taxes, delivery, and localization (keyboard layouts, customs) | 20% |
| Total | 100% |
- Submission Process
All proposals must be submitted via the online portal:
🔗 https://ruforum.org/ruforum-online-procurement-form
No hard copy or email submissions will be accepted.
- Deadline
Deadline for submission: 6th August 2025 at 23:59 EAT.
Late applications will not be considered.
- Contact Information
For inquiries regarding this call, please contact: d.amitu@ruforum.org
- Disclaimer
RUFORUM reserves the right to accept or reject any proposal, to annul the procurement process, and to reject all proposals at any time without incurring any liability.
