RFQ for Purchase of Laptops

ReferenceNo.: PR_CO_G_2026_162

Dated: 28^th 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

TECHNICAL SPECIFICATIONS & REQUIREMENT

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. 

HOW TO APPLY

Bidders shall submit their quotation (in prescribed format only) electronically on procurement.india@roomtoread.org (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 8^th Oct 2026

Submission Terms:

• 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.

*As a part of Evaluation of proposals submitted by the applicants, RtR may seek further information from the Organizations for evaluation purposes. RtR may call for such information at short notice.

For any queries, please write at  

Vivek.shrawat@roomtoread.org

For detailed information, please check the complete version of the RFQ attached below.

Job Email ID: procurement.india(at)roomtoread.org

Download Attachment: RFQ_LAPTOPS_217.doc