Location: Addis Ababa, Ethiopia

Deadline: October 1, 2026

Job Description

Purpose and Scope of the Request for Quotation

The purpose of this Request for Quotation (RFQ) is to provide standardized and essential information technology (IT) packages particularly laptops to Health and Demographic Surveillance System (HDSS) sites in Ethiopia. This initiative is designed to strengthen the operational capacity of HDSS sites by addressing critical IT material gaps identified during the baseline assessment conducted in July 2025 under the ImpactHDSS project.

The scope of this RFQ covers the procurement of laptops that will directly support data collection, management, and reporting functions at HDSS sites. The details of laptop, along with specifications, is outlined in Attachment B.

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Vital Strategies Organizational Background

Vital Strategies (Vital) is a global health organization that believes every person should be protected by a strong public health system. We work with governments and civil societies in 73 countries to design and implement evidence-based strategies that tackle their most pressing public health problems. Vital’s goal is to empower and observe governments adopting promising interventions at scale, as rapidly as possible.

Vital provides expert technical and professional guidance to partners and government agencies. We speak out, through press releases, publications, social media, and participate in convenings and conferences against the practices of tobacco and the sugary drinks industries. Vital Strategies does not accept gifts or funds from industries related to tobacco, sugary drinks and alcoholic drinks. We actively seek to engage with stakeholders who share our values and seek to work with partners who endorse and encourage the highest ethical work practices and standards.

Request for Quotation Objective/s

Vital Strategies is seeking competitive proposals from qualified vendors to provide laptops to Vital Strategies relating to ImpactHDSS project in Ethiopia.

The objective of this Request for Quotation (RFQ) is to:

Identify vendors to partner with, supplying laptops, aimed at strengthening the capacity of HDSS sites in Ethiopia.

Project Overview

Evidence-based decision-making is a cornerstone of a robust health system. To establish a more representative data system for estimating vital rates and causes of death, the Ethiopian Public Health Institute (EPHI), Ministry of Health (MOH), and 16 active Health and Demographic Surveillance System (HDSS) sites affiliated with local academic institutions and Vital Strategies launched the ImpactHDSS Ethiopia Project in March 2025. These HDSS sites have been instrumental in generating longitudinal health and demographic data in resource-limited settings, contributing to evidence-based policy making and program implementation. However, variations in HDSS operations, limited coordination among stakeholders, and weak data-to-policy linkages have hindered the full potential of HDSS data to inform national policy and practice. Based on the baseline assessment conducted in July 2025, IT material gaps have also been identified, and these gaps have limited the capacity of HDSS sites to collect, manage, and utilize data effectively.

To close these gaps, the project will provide standard and limited IT packages to harmonize data collection, storage, and analysis. This investment will enhance digital workflows, and enable pooled analysis, ultimately producing timely, reliable, and nationally representative data to inform health policy and practice.

The details of the laptops are found on Attachment B.

Instructions for RFQ Respondents

Contact Person. Goods providers shall send any questions via email to

Dr. Alemnesh Hailemariam Mirkuzie, amirkuzie@vitalstrategies.org

Faiza Mohammed, fmohammed@vitalstrategies.org

Nardos Legesse, nbeyene@vitalstrategies.org

By September 25, 2026, 5.00 PM EAT.

Proposal Submission. Proposals shall include answers to all RFQ questions (Attachment A), and include both technical and financial offers together with all relevant and any supporting documentation and submitted in separate envelopes, sealed and fully signed and stamped to:

Vital Strategies – Ethiopia Country Office, Noah Plaza, 6th Floor, Bole Airport Road. Bole Sub City, Woreda 02; Addis Ababa, Ethiopia.

By 5.00 PM EAT on October 1, 2026.

RFQ Timeline

TASK	DEADLINE DATE
Issue RFQ	September 22, 2026
Respondents to send clarification questions	September 25, 2026
Vital response to questions circulated to all respondents	September 29, 2026
Deadline for Submission of Quotation	October 1, 2026 5.00 PM EAT /East Africa Time /
Official opening of bids in the presence of bidders or legal representative at Vital Ethiopia office	October 2, 2026 @ 11 AM, EAT /East Africa Time/
Evaluation of Quotation	October 5 – 9, 2026
Selection of Respondents to be interviewed (optional):	October 12, 2026
Final interview/discussion with Respondent:	October 13, 2026
Notify unsuccessful Respondents	October 14, 2026
Issue Purchase order to successful respondents	October 15, 2026
Vendor/s acknowledge purchase orders and confirm delivery schedule	October 16, 2026
Vital Strategies receipt and confirmation of materials	October 30, 2026
Vendor provides warranty documents, delivery notes, and invoices	October 30, 2026

4. Selection Criteria. The RFQ responder’s responses shall be evaluated by a committee of approximately five (5) Vital Strategies staff members. Selection criteria shall include:

Alignment of proposed laptops with the technical specifications and standards outlined in the RFQ.

The background and experience of the vendor in working with non-profit organizations and references or documented track record of successful delivery of laptops to comparable organizations.

The vendor’s responsiveness and compliance with the RFQ requirements and questions.

Evidence of product durability, warranty coverage, and after‑sales support services.

Ability to deliver the required goods within the specified timeframe

The vendor’s ability, capacity and skill to fully and satisfactorily provide the services and goods required in this RFQ and demonstrated financial capacity to fulfill the contract without risk of disruption.

Reasonableness/competitiveness of proposed compensation for services and goods, fees and/or benefits to Vital Strategies, although Vital Strategies is not bound to select the vendor who proposes the lowest fees or most benefits for services.

5. Rejection of Proposals. Vital Strategies reserves the right to accept or reject any or all proposals and to accept the proposal deemed to be in the best interest of Vital Strategies and is not bound to accept the lowest price bid submitted.

Complete Proposal. Incomplete proposals are subject to rejection.

7. Negotiation. Vital Strategies reserves the right to negotiate fees and/or benefits to Vital Strategies with the selected Service/good Provider(s).

8. Final Contract. This RFQ, together with any documents required, shall be included in the final contract.

9. Selection. Vital Strategies reserves the right to select as many Service/Goods Providers as it deems appropriate and is under no obligation to purchase any services/Goods of a particular Service/Goods Provider until a contract has been signed.

10. Costs. All costs related to the preparation and submission of this RFQ shall be borne by the Service/Goods Provider. Under no circumstances shall Vital Strategies be liable for any costs.

11. Confidentiality. The contents of this RFQ as well as any subsequent communication between Vital Strategies and the Service/Goods Provider(s) are to be treated as confidential and are not to be distributed or shared without prior written authorization from Vital Strategies’ authorized representative.

12. Proposal Validity. The Service/Goods Provider’s submitted proposal must be valid for acceptance by Vital Strategies for a period of 90 days from the due date set for RFP/Q receipt.

13. Vital Strategies intends to adhere to the timetable in section 3, which should result in a selection of a Goods Provider(s) by October 15, 2026.

Payment terms: Payments will be made only after full receipt of the materials and completion of inspection to confirm compliance with the specifications outlined in this RFQ.

Payment Currency: All payments shall be made in Ethiopian Birr (ETB).

Vital Strategies and Respondent Contact Information

VITAL STRATEGIES Contact Information
Company Name	Vital Strategies
Company Address	Noah Plaza, Bole Airport Road. Bole Sub City, Woreda 02 Addis Ababa Ethiopia, 18357
Company Website	www.vitalstrategies.org
Contract Manager	Dr. Alemnesh Hailemariam Mirkuzie, amirkuzie@vitalstrategies.org Faiza Mohammed, fmohammed@vitalstrategies.org Nardos Legesse, nbeyene@vitalstrategies.org
Contract Manager Email Address	amirkuzie@vitalstrategies.org fmohammed@vitalstrategies.org nbeyene@vitalstrategies.org and Support-procurement@vitalstrategies.org

RESPONDENT Company Information
Company Name
Company Address
Company Website
Primary Contact
Primary Contact Email
Authorized Signatory Name
Authorized Signatory Title
Type of work carried out by vendor:
Offices locations included in this RFQ




Existing Contract Information
Current Contract with Vital Strategies?	Yes / No
If Yes, Name of Vital Strategies Contract Manager
Implementation Timeline of Existing Contract

Attachment A

Please complete the above Respondent company information table, confirming any existing engagements with Vital strategies.

Please clearly answer the below prompts, referencing the question Section and Number (A1, A2, etc.) in your response.

Company Profile

Does your company have experience servicing nonprofit organizations? If so, provide examples.

Please provide a background and history of your company. Include the number of staff and information on all locations.

Please provide a minimum of 3 client references.

Does the bidder meet the minimum annual turnover (total income or sales) threshold of ETB 10–20 million?

Has the bidder successfully completed at least two projects of comparable size and scope?

Quotation of Goods

Provide a quote for each of the items listed in Attachment B. Prices shall be quoted in Ethiopian Birr (ETB).

Include all related costs associated with good or product delivery?

Product Authenticity and Authorized re-seller status

Are you an authorized reseller for the manufacturers quoted in Attachment B? Provide certification documentation where applicable.

Confirm that all equipment supplied will be new, unused, not refurbished, and not grey market imports.

Will manufacturer warranty be valid within Ethiopia?

Provide the country of origin for all quoted equipment.

Warranty & Support

Please specify warranty terms for each item quoted including duration, service levels and any associated parts or labor.

Is warranty serviced:

locally by your firm?

through an Original Equipment Manufacturer (OEM)-authorized service center?

What is your average turnaround time for:

Repair

replacement?

What is your escalation process for unresolved hardware faults?

Delivery & Availability Assurance

Provide estimated delivery timelines from date of purchase order.

Describe your process if a quoted item becomes unavailable.

Will you provide equivalent replacement options at the same quoted price?

After-Sales Support Capacity

How many technical support staff do you employ locally?

Do you maintain a local spare parts inventory?

Provide your standard service level agreement (SLA) for:

Fault response
Technician dispatch

Do you offer on-site support services?

Asset Lifecycle & Disposal

Do you provide environmentally responsible equipment disposal services, with certified data destruction? If so, provide details.

Financial and Due Diligence

Complete our Contract Partner Information Form: www.vitalstrategies.org/compliance
Provide a detailed list of fees for additional services proposed in your response

Required Skills

Consultancy

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