REQUEST FOR QUOTATION: No. RFQ/CAI/014/2026 FOR THE SUPPLY, DELIVERY AND INSTALLATION OF IT items including interpretation equipment

DATE: 28/10/2026

REQUEST FOR QUOTATION: No. RFQ/CAI/014/2026

FOR THE SUPPLY, DELIVERY AND INSTALLATION OF IT items including interpretation equipment

QUOTATION TO BE RECEIVED BY: Tuesday 10 November 2026 by 23:59 Hrs (Egypt time)

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.

1. 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, Delivery and Installation of IT items, including interpretation equipment, to UNHCR. As per the following specs:

•Description: IT items including interpretation equipment

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

•Quantity: as indicated in Annex A and Annex B

•Delivery Terms: DAP, delivered to the LAWIO premises in New Cairo, Egypt (full address stated in the Purchase Order).

•Delivery and installation period: within 30 calendar days from the date of the Purchase Order. The price must include supply, delivery, installation, configuration, testing and handover to UNHCR in each room. UNHCR will confirm to the supplier when each room is ready for installation.

•Warranty: minimum 12 months on all items, 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).

Offered items must meet or exceed Annex A for each item. Taking into account the availability of items in the local market, where the exact specification is not available, equivalent items with higher specifications are accepted, provided that they meet the intended operational requirements and do not compromise the functionality requested by LAWIO/MoD. Items with lower specifications than Annex A are not accepted. Bidders must state the offered brand and model for each line in Annex B.

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

1. 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/014/2026 [QUERY]

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

1. 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/014/2026

-             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 items including interpretation equipment)

• Currency: this RFQ is open only to suppliers registered in Egypt, as requested by LAWIO. 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.

1. 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

1. 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 or exceed Annex A for each line (equivalent items with higher specifications accepted; lower specifications not accepted): brand and model, clear pictures, technical datasheet or manual, and delivery and installation time. Checked line by line by UNHCR Supply with the requesting unit; a line that does not meet Annex A is not considered.

Pass / Fail

2

Submission of company documents of a supplier registered in Egypt: License, Registration, and most recent tax certificate registration (شهادة إثبات الضريبة, مستخرج من السجل التجاري)

Pass / Fail

3

The Vendor has submitted a signed and stamped copy of Vendor Registration Form or existing UNHCR vendor ID (Annex C)

Pass / Fail

4

The Vendor acknowledges the UNHCR General Conditions of Contract (Annex D) – a signed and stamped copy to be submitted

Pass / Fail

5

The Vendor acknowledges UN Supplier Code of Conduct (Annex E) a signed and stamped copy to be submitted

Pass / Fail

6

The Vendor has signed and stamped Annex F (Confirmation on sanction lists)

Pass / Fail

7

The company has been in business for a minimum of three (3) years, shown by the date of registration on the commercial registry extract.

Pass / Fail

1. TERMS FOR PURCHASE ORDERS

Any Purchase Order (PO) issued as a result of this RFQ will be made in the currency of your offer. Payment will be made in accordance with the General Conditions for the Purchase of Goods and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR focal point.

1. Zero Tolerance Policy

Please note that UNHCR strictly follows zero tolerance policy and as such, advises its bidders not to offer any gifts, favor, hospitality, commission, etc. to UNHCR Staff. Any bidder found to be offering gifts, favor, hospitality, commission, etc. to UNHCR Staff will be placed on United Nations sanctioned list.

Thank you for your kind attention.