RFQ for Purchase of Laptops

 ReferenceNo.: PR_CO_G_2026_162                                                                                                  Dated: 28^th Sep’ 2026

• Compliance with the required technical specifications;
• Quality and authenticity of the equipment;
• Timely delivery and installation;
• Cost-effective procurement for Room to Read India Trust. 

• The selected vendor shall be responsible for ensuring that all laptops supplied are fully compliant with the Technical Specifications and Standardization guidelines as specified by Room To Read India Trust, with no deviations

• The selected vendor needs to ensure to deliver the laptop as per the agreed timeline, instruction and location mentioned in RFQ (part delivery, if required).
• The vendor needs to ensure that unboxing, installation, and configuration (OS setup, drivers, connecting to domain/network if applicable) .
• The vendor needs to provide basic testing/demo to confirm proper functioning before handover (if applicable).
• The vendor needs to ensure that all equipment must be brand new, genuine, and unused (no refurbished/reconditioned units)
• Provide part delivery, if required by Room to Read India Trust
• Coordinate with the designated Room to Read India Trust contact for delivery and handover.

• The selected vendors need to supply genuine, licensed Operating System (e.g., Windows11 Pro) and other pre-installed software as specified

• The selected vendor needs to ensure that Laptops details must be reflected on the OEM Official website within 7 days post-delivery.

• The selected vendor needs to ensure that in case any laptop found to be damaged, defective or non-conforming at the time of delivery, inspection or acceptance, shall be replaced/exchanged at no additional cost. 

• Bidders are requested to carefully review the complete RFQ, including the technical specifications, scope of supply, eligibility requirements, submission requirements, commercial terms and evaluation parameters before submitting their quotation
• All Bidders are required to submit their quotation in accordance with the terms set forth in this RFQ.
• Any benefits offered over & above shall be mentioned in the body of the email.
• A Bidder shall not have a conflict of interest that affects the bidding process. Any Bidder found to have a Conflict of Interest shall be disqualified.
• The bidder should not have been convicted/charge-sheeted for any criminal offence. Any Entity which has been convicted of any criminal offence shall not be eligible to submit the bid.
• Proposals will automatically be rejected in case of incomplete quotation or process deviation.
• Strict compliance with the requirements of the invitation and any supplementary instructions which may accompany the invitation are required to be adhered to.
• Proposals received after the prescribed deadline, or which will not be as per desired format (Annexure-A) laid down in this RfQ will not be considered.
• The bidder should send the quotation only to the above-mentioned email address and quotes received on any other email-id will automatically get rejected. Room to Read India Trust shall not be held responsible for delivery of quotation to the wrong email address and for any other delay.
• Room To Read India Trust reserves the right to modify whole or in part or to terminate this RfQ or reject any or all quotation at any stage without assigning any reason.
• All Prices are quoted in India Rupees (INR) and are fixed, and quotation shall remain valid for 45 days from the date of submission.
• Only Shortlisted vendors will be contacted.
• Room to Read India Trust (RTR) may at their sole discretion and at any time during the evaluation of the proposal, disqualify any bidder, the bidder have,

1. Submitted the proposal without required documents.
2. Mislead or false representation in the statements & supporting documents with the bids.

• For the Selected bidder it will be mandatory to sign and abide by Room to Read’s Child Protection Policy and Child Protection of Code of Conduct policy & PSEA.
• The bidder shall not make any changes to the Financial Proposal after submission, except where specifically requested by Room to Read India Trust as part of the procurement process
• Room to Read India Trust will not guarantee any minimum quantity of business and reserves the right to split the business amongst agencies and enter into contract with multiple service providers/agencies at the same time keeping in mind the interest of the organisation. Room to Read India Trust might negotiate commercial or contractual terms with selected bidders.