Request for Quotation (RfQ) - Purchase of Laptops

Request for Quotation (RfQ) - Purchase of Laptops

Organization: Room to Read India

Apply By: 28 Oct 2026

Reference No.: PR_CO_G_2026_162 Dated: 28th Sep’ 2026

Request for Quotation (RfQ) Room to Read India Trust invites electronic quotations from registered Vendors, Suppliers, OEMs and OEM-authorized dealers for the supply of 217 laptops as per the technical specifications and terms specified in this RFQ

ABOUT ROOM TO READ INDIA TRUST

Room to Read India Trust was established in 2003 and today reaches children across twelve states — Bihar, Chhattisgarh, Delhi NCR, Himachal Pradesh Jharkhand, Karnataka, Madhya Pradesh, Maharashtra, Rajasthan, Telangana, Uttarakhand and Uttar Pradesh. As part of the global Room to Read network founded in 2000 on the belief that World Change Starts with Educated Children®, we assist in the development of foundational literacy skills and life skills that promote gender equality. We achieve this by training and coaching educators, creating child‑friendly libraries and learning materials, and partnering with state education systems to ensure sustainable impact. To date, over eighteen million children in India have benefited from our programs. Room to Read envisions a world free from illiteracy and gender inequality, where every child has room to read, learn and grow. OBEJECTIVE The objective of this procurement is to procure 217 laptops, meeting the specified technical requirements, while ensuring: - 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.

IMPORTANT DATES

SCOPE OF WORK

The selected vendor must ensure compliance with the SOW requirements, including but not limited to those specified in this document

Technical Specifications & Standardization

- 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 Delivery, Installation & Supply of Hardware - 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. Pre-loaded Software - The selected vendors need to supply genuine, licensed Operating System (e.g., Windows11 Pro) and other pre-installed software as specified Warranty & Support - The selected vendor needs to ensure that Laptops details must be reflected on the OEM Official website within 7 days post-delivery. Damage, Defective or non-conforming units - 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. MANDATORY DOCUMENTS All Bidders need to submit the following mandatory documents along with the Quotation: - Company profile GST Registration Certificate - PAN Card of the Organization - PAN Card of the Owner/Management team - MSME Certificate, if applicable - OEM Authorization Certificate, where applicable - Financial Proposal as per Annexure A - Cancel Cheque of the Organization only * Room to Read India Trust may reject or exclude a quotation that does not contain the required mandatory documents. EVALUATION PARAMETERS Proposals/Quotations will be evaluated based on the following parameters: - Compliance with Technical Specifications - Commercial/Price Competitiveness - Delivery Timeline - Compliance with Eligibility and Mandatory Documentation Requirements *Room to Read India Trust reserves the right to seek supporting documents to verify the above eligibility requirements. HOW TO APPLY Bidders shall submit their quotation (in prescribed format only) electronically on procurement.india@roomtoread.or (without copying anyone from RtR) and neither the below mentioned email ID). Subject lIne for submission of Financial Proposal–Laptops – 217 Nos. Last Date for the submission of Quote is 8th Oct 2026 To download the full RFQ, click here: RFQ : Purchase of Laptops