RFP - Engagement of PAN India Supplier for Rented Laptops

Request for Proposal (RFP)

Bids are invited for: Engagement of PAN India Supplier for Rented Laptops

Ref: AIFT/RFP/DL/2026-27/035

Summary of Deadlines:

Scope of work:

The American India Foundation Trust (AIFT) intends to engage a qualified and experienced service provider for the supply of laptops on a rental basis to support its administrative, operational, training, and project-related activities across various locations in India. AIFT promotes and mandates the use of genuine, properly licensed software only.

The objective is to establish a flexible and cost-effective laptop rental arrangement that ensures timely availability of devices, reliable technical support, maintenance, and replacement services throughout the rental period.

Supplying of Rented Laptops with at least minimum Technical Specifications listed at Annexure-I.2 of the RFP on a rate contract basis.

• The quantity of PAN India Rented Laptops required in FY 26-27 will depend on project requirements and PO basis. 500+ laptops (indicative)
• Rate/Contract Validity to be valid until 30^th September 2027, extendable upon mutual agreement.
• Delivery location: PAN India (Including Tier-I, Tier-II, Tier-III & ODA Locations)
• Delivery Timeline: 15-20 Days from Receipt of Advance; Damaged units during the transport will not be accepted and to be replaced by the supplier within 7 working days of notification.
• Warranty & After Sales Services:

1) Onsite support/Local Service center/provider to be available in PAN India.
2) Turnaround time for service not more than 10 days after lodging the complaint

Payment Terms

• Billing on Monthly/Fortnightly basis.
• Serial number with Make and model supplied must be mentioned in the delivery challan, and also to be provided in excel sheet after dispatch against each PO.

Proposal Requirements – Technical & Financial:

The technical proposal should cover at least below areas:

Applicant eligibility requirement(s):

1. The bidder organization should be registered as a legal entity for carrying business in India. In addition, the  bidder shall have all kinds of necessary licenses and permission for work related requirements.
2. The bidder must preferably have previous relevant experience in the area of the requirement/supply.
3. This bidder must be an OEMs (Original Equipment Manufacturer) & Brand Owners, authorized dealers, traders and resellers.

Technical Requirements:

The bidder should provide information on overall qualifications, including:

1. Profile of organization
2. Past experience, clients handled and completed assignments in the same field.
3. Services and support available post-delivery and Turnaround time
4. Only for-profit entities can apply. Nonprofit entities (NGO) are not eligible to apply under this bid.

Attachments/ Enclosures for Technical Bid:

Bid must be submitted in English language only and should contain the following:

1. Covering letter with reference to all enclosures or attachments.
2. Copy of registration documents/ certificate and most recent renewal as a legal entity.
3. License or permission if any for doing business
4. Copy of Authorized dealership issued by the company (if any)
5. Copy of valid PAN
6. Copy of valid GST Registration.
7. Copy of MSME registration certificate (if registered)
8. Copies of last 3 (three) years of ITR.
9. All other documents as mentioned in this RFP document.
10. Cover letter (Annexure I), General Information (Annexure I.1), Technical Bid (Annexure I.2)

Financial Bid

It is to be submitted separately as per Annexure II. No conditional price is to be quoted.

AIFT Contact:

Any communication must be sent to: PROCUREMENT@AIF.ORG while mentioning ref of bid as Ref: AIFT/RFP/DL/2026-27/035

To download the full RFP, click here: RFP Rented Laptop FY-26-27