Request For Quotation – Provision of Internet Services for AGRA Malawi

REQUEST FOR QUOTATION

RFQ AGRA-MW- 1046

Provision of Internet Services for AGRA Malawi

CLIENT: AGRA

Synopsis of the Request for Quotation

1.    Background

AGRA is a not-for-profit organization formed in 2006. AGRA’s mission is to catalyze agricultural transformation in Africa through innovation-driven and sustainable productivity increases and access to finance that improves the livelihoods of smallholder farmers.

AGRA Malawi seeks to engage a competent and experienced Internet Service Provider to provide reliable, secure and stable Internet connectivity for its Malawi office. The provider will be responsible for installation, connectivity, monitoring, technical support, maintenance and service continuity in accordance with the agreed service levels.

Bidders must possess the necessary professional competence, financial resources, physical facilities, managerial capability, experience in the provision of office internet. They should also have legal capacity to enter into a contract and demonstrate that they have continuously fulfilled obligations to pay taxes as required by Malawian law.

2. Purpose

The purpose of this RFQ is to establish a framework agreement with a qualified Internet Service Provider to provide reliable Internet connectivity for AGRA Malawi. The service shall include a dedicated primary connection, independent backup connection, required equipment and cabling, sufficient Wi-Fi access points, 24/7 technical support, monitoring and reporting.

3. Scope of Services

The service provider shall provide the following minimum requirements. Bidders should clearly indicate compliance and any proposed enhancement.

4. Service Levels and Response Times

The bidder shall meet or improve the minimum service levels below. Response time is measured from receipt/acknowledgement of an incident to the start of support.

• 24/7/365 technical support and helpdesk shall be available at no additional cost.
• Planned downtime shall be communicated to the designated AGRA IT contact in advance.
• For third-party dependencies or equipment replacement, the provider shall keep AGRA informed of the dependency and next action.

5. Key Deliverables

• Reliable primary and backup Internet connectivity meeting the agreed bandwidth and uptime requirements.
• Adequate Wi-Fi coverage across AGRA working areas, including installation of additional access points where required.
• 24/7/365 technical support and timely incident resolution.
• Network monitoring and prompt escalation of service interruptions.
• Weekly network performance, utilisation and usage analysis reports.
• Installation, configuration and maintenance of all required Internet service equipment.
• Clear service continuity and fallback arrangements.

6. Service Requirements

• The provider shall maintain a physical presence and technical support capability in Malawi.
• The provider shall assign a named technical contact responsible for AGRA support.
• All equipment and materials required to deliver the quoted service shall be provided by the vendor unless specifically stated otherwise.
• The provider shall maintain service records and cooperate with AGRA’s designated ICT focal
• No additional chargeable work shall be undertaken without AGRA’s prior written approval.

7. Implementation Timeline

• Installation, configuration and service activation shall be completed within fifteen (15) days of contract signing.
• The provider shall assess AGRA’s office Wi-Fi coverage during installation and add sufficient access points to improve service coverage where required.
• The provider shall test and demonstrate the primary link, backup link, automatic failover and Wi-Fi coverage before service acceptance.

8. Project Timeframe

This contract shall be valid for a period of one (1) year, with effect from (date will be specified after the award). The contract will be renewable subject to performance and availability of budget.

9. Contractual and payment stipulations:
10. Internet service should be based on fixed monthly fee payment plan with no additional cost
11. Contract duration: 1 year with possibility for graceful exit with a 30-, 60- or 90-days period of written notice, without penalties for AGRA.

• Bandwidth revisions will be done to increase bandwidth at no additional cost to AGRA when international bandwidth pricing drop.

10. Qualification Requirements and Terms and Conditions

11. Guidelines for Quotation Submission

• Proposals shall be submitted in oracle system before the deadline.
• Proposals shall be submitted in local currency (MWK).
• The quotation should show monthly rate and total rate for 12months(1year)

12. Terms and Conditions

1. PRICES to be quoted in local currency (MWK) inclusive of all applicable taxes.
2. PAYMENT for your invoice will be made 100% against service delivery
3. QUALITY: All services and products provided shall meet the required AGRA Standards
4. VALIDITY of your quotation should be for a period of 60 days from the date of your quotation.
5. AGRA Payment terms are 30 days from invoice date.

13. MANDATORY DOCUMENTS

The following documents shall be provided:

1. Copy of Registration Certificate/ Certificate of Incorporation
2. Company profile
3. Valid tax compliance certificate.
4. At least three references of similar services.
5. Confirmation that the firm will provide 30 days’ credit
6. Detailed Quotation for 12months.

14. COLLUSIVE BEHAVIOUR

Any Bidder who:

1. Fixes or adjusts the amount of its Bid by or in accordance with any agreement or arrangement with any other party; or
2. Communicates to any party other than AGRA or, as applicable, the amount or approximate amount of its proposed Bid or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Bid or insurance or any necessary security); or
3. Enters into any agreement or arrangement with any other party so that such other party shall refrain from submitting a Bid; or
4. Offers or agrees to pay or give or does pay or give any sum or sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Bid or proposed Bid, any act or omission, shall (without prejudice to any other civil remedies available to AGRA and without prejudice to any criminal liability which such conduct by a Bidder may attract) be disqualified.

15. AMENDMENTS TO BID DOCUMENTS

At any time prior to the deadline for the receipt of Bids, AGRA may modify the RFQ by amendment. Any such amendment will be numbered and dated and issued by the Authority to all prospective Bidders. In order to give prospective Bidders reasonable time in which to take the amendment into account in preparing their Bids, the Authority may, at its discretion, extend the Deadline for receipt of Bids.

16. LATE BIDS

All bids must be submitted exclusively through the Oracle system within the stipulated deadline. Submissions via email or any other medium will not be accepted. Once the RFQ is closed in the Oracle system, bidders will no longer be able to submit their bids.

17. RIGHT TO REJECT/DISQUALIFY

AGRA reserves the right to reject or disqualify a Bidder where

1. The Bidder fails to comply fully with the requirements of this Request for Quote or is guilty of a serious misrepresentation in supplying any information required in this RFQ document; and/or
2. The Bidder is guilty of serious misrepresentation in relation to its Bid; and/or
3. There is a change in identity, control, financial standing or other factors impacting on the selection and/or evaluation process affecting the Bidder.

18. RIGHT TO WITHDRAW RFQ AND CHANGE DELIVERY TIMETABLE

AGRA reserves the right to (i) withdraw the RFQ without prior notice (ii) to change this tender timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.

19. Further information can be obtained by writing to: MalawiProcurement@agra.org

20. Please confirm by email the receipt of this invitation and whether or not you will submit your price quotations.

Sincerely,

AGRA Procurement

You can view the Bid file using:

Updated RFQ Internet Services Malawi 2026