REQUEST FOR QUOTATION: No. RFQ/CAI/015/2026 FOR THE SUPPLY AND DELIVERY OF IT equipment, office stationery, educational toys and air conditioners

INTRODUCTION TO UNHCR

The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people.

REQUIREMENTS

The Office of the United Nations High Commissioner for Refugees (UNHCR) in Egypt would like to invite qualified bidders to make offers for the Supply and Delivery of IT equipment, office stationery, educational toys, fitness equipment and air conditioners (with installation and set-up where applicable). The goods are for in-kind support to a UNHCR partner organization, Tafawol, and will be delivered to and handed over to the partner. As per the following specs:

• Description: IT equipment, office stationery, educational toys, fitness equipment and air conditioners (27 lines in 5 lots)

• Specifications: as indicated in Annex A (offered items must meet Annex A for each item)

• Quantity: as indicated in Annex A and Annex B

• Delivery Terms: DAP, delivered to the Tafawol premises at Taqsim Amr Ibn Elaas El Thani, Faisal, Giza, Egypt (the street and building number will be stated in the Purchase Order for security reasons). Delivery, and installation of the air conditioners, must be completed no later than 22 November 2026, the partner’s required date. Bidders must confirm in Annex B that they can deliver by this date; offers that cannot meet it will not be considered. Each delivery must come with an itemized delivery note (line number, item, quantity, brand, model and serial number where applicable), signed on receipt by the UNHCR focal point named in the Purchase Order and by Tafawol’s authorized representative. UNHCR accepts the goods after checking them against Annex A, and the goods are then handed over to Tafawol with a handover note. Air conditioners (lines 30 and 31) must be installed, tested and handed over working at the delivery site.

• Warranty: minimum 12 months on all electronic equipment, devices and machines, covering parts and labour, from the date of acceptance by UNHCR.

Please find attached in Annex A more information about the items required (Technical specifications).

Annex A describes each item by its function and measurable characteristics. Offered items must meet Annex A for each line. Bidders must state the offered brand and model for each line in Annex B and provide the documents listed in section 5.

Quantities may vary according to operational requirements (see Bid Acceptance below).

REQUEST FOR CLARIFICATIONS:

Bidders are required to submit any request for clarification or any questions in respect of this RFQ by e-mail to ARECASUP@UNHCR.ORG The deadline for receipt of questions is 3 November 2026 by 23:59 Egypt time.

Bidders are requested to keep all questions concise. UNHCR will copy any reply to a question to all other invited suppliers. All the emails sent requesting clarification MUST have the following Subject line:

Email subject: RFQ/CAI/015/2026 [QUERY]

UNHCR reserves the right NOT TO REPLY to emails which have no “Query” mark in the email Subject line.

RFQ SUBMISSION:

We would appreciate receiving your quotation on or before Tuesday 10 November 2026 – 23:59:00 hrs (Egypt time) by email in PDF format TO arecasup@unhcr.org failing to do so may result in disqualification of your offer and marked INVALID.

Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of 20 Mb so it may be necessary to send more than one e-mail for the whole submission.

Please indicate in the e-mail subject field:

-RFQ Reference: RFQ/CAI/015/2026

- Name of your firm

- Number of e-mails that are sent (example: 1/2, 2/2)

Your quotation must be valid for at least 120 days from the closing date. The standard payment terms of UNHCR is net 30 days upon satisfactory delivery and installation of the goods and acceptance thereof by UNHCR.

If your company is already registered with UNHCR, please submit an empty Vendor Registration Form clearly indicating your UNHCR vendor ID. If not, you should complete, sign and submit the Vendor Registration Form “Annex C”.

Please find attached in “Annex D” the UNHCR’s General Conditions of Contracts for the Provision of Goods. You must clearly indicate in your quotation if you accept them.

Please find attached in “Annex E” the UN Supplier Code of Conduct , please note that submitting an offer is deemed as full acceptance of UN Supplier Code of Conduct.

Please find attached in “Annex F” the “Confirmation on Vendor Sanctions” that you should complete, sign and stamp.

Your offer shall be prepared in English and or Arabic. In case of error in the total, UNIT price will be considered for calculation.

Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may not be taken into consideration. Your offer should include all taxes and duties, with VAT shown separately.

Offer: To be conducted via the attached financial form Annex B – Financial Form (IT equipment, stationery, toys, fitness equipment, air conditioners)

Currency: this RFQ is open only to suppliers registered in Egypt. Offers must be in Egyptian Pounds (EGP).

Unit Cost: unit price excluding VAT, VAT shown separately, and unit price including VAT.

Total of each line, all inclusive of supply, delivery, installation and warranty: EGP

Prices must be firm. They cannot be changed, corrected or revised after the closing date, and a quotation amended after the deadline will not be considered. Any conversion to USD for evaluation, award or payment will use the UN operational rate of exchange (UNORE) for the month of closing of this RFQ, and not an exchange rate implied by the bidder.

BID ACCEPTANCE:

Partial quotation and award: bidders may quote for any items listed in Annex B. A bidder who quotes for an item must quote for the full quantity of that line. The award is made per item to the lowest-priced technically compliant offer, compared on the unit price including VAT. Lines that are incomplete (missing price, brand and model, or part of the quantity) will not be considered. UNHCR may increase or decrease quantities when awarding, without a significant variation of the unit price offered, and this will be reflected in the Purchase Order for Goods.

UNHCR may, at its discretion, extend the deadline for the submission of quotation, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that UNHCR is not bound to select any of the firms submitting bids. Subject to this, each item will be awarded to the lowest-priced technically compliant offer, in line with UNHCR’s general principles, including economy and efficiency and best value for money.

IMPORTANT: Your Company must be in the business for a minimum of three (3) years. Bidders in business for less than 3 years shall be disqualified.

UNHCR reserves the right not retain bid(s) submitted by a vendor that has performed poorly in the past 12 calendar months in terms of quality defaults, late deliveries and/or non-compliance with the contractual terms and conditions

Qualification/Evaluation Criteria:

The technical component of your offer will be evaluated using the PASS or FAIL criteria as per below:

Sr. No.

Criteria

Assessment

1

Offered items meet Annex A for each line: brand and model, clear pictures, technical datasheet or manual, and delivery and installation time. Checked line by line by UNHCR Supply with the technical focal point of the requesting unit; a line that does not meet Annex A is not considered.

Pass / Fail

2

Submission of company do