Request for Proposals (RFP) for Procurement of Smartphones and Service Packages for Program Participants at The Commons Project Foundation, Africa (TCP Africa) Deadline: 7 August, 2025

REQUEST FOR PROPOSALS (RFP) FOR PROCUREMENT OF SMARTPHONES AND SERVICE PACKAGES FOR PROGRAM PARTICIPANTS

RFP Number: 002/TCPA/DJYH/2025

Date:  August 05, 2025

From		To
The Commons Project Foundation – Africa (TCP-AFRICA)		Prospective Offerors
Special Instructions
All proposals must be submitted on company letterhead, must include Offeror’s legal address and must be stamped.
Proposals Submission Date:	Questions/clarifications deadline:		Submit Proposals to:
No later than August 10, 2025, at 05:00 PM Late submissions will not be accepted	August 07, 2025, at 5pm.		TCP-AFRICA Kacyiru Golden Plaza Building 4th floor Email:josepha@thecommonsproject.org

1.    Introduction

TCP Africa is seeking proposals from qualified vendors for the supply and delivery of 1,000 smartphones bundled with telecom services, insurance, and support services for use by participants of the Digital Jobs for Youth in Health (DJYH) program. The DJYH program is a multi-sectoral initiative led by TCP Africa to create 14,640 digital jobs for Rwandan youth particularly young women by enhancing their digital and entrepreneurial opportunities through affordable access to smart devices, targeted skills training, marketplace integration, and strategic linkages. The program participants will be expected to refund the cost of the devices.

2.    Objectives of the RFP

This RFP invites qualified and reputable vendors to submit proposals for the supply and delivery of 1,000 smartphones as the first phase of the program, inclusive of the following:

• Telecom services
• Device insurance
• Technical support
• A financing model for cost recovery from program participants

3.    Scope of work

3.1: The selected supplier/vendor will be responsible for:

• Supplying smartphones that meet or exceed the minimum technical specifications outlined in this RFP.
• Bundling each device with a data and voice package as described below.
• Providing device insurance and security features.
• Offering technical support, warranty, and optional upgrade options.
• Ensuring timely delivery.

3.2: Cost recovery model:

The selected vendor will play a critical role in cost recovery including:

• The cost of the device (and bundled services) will be refunded by each program participant over a mutually agreed period.
• Proposals must include flexible repayment plans, collection methods, and tracking mechanisms tailored to the target group (i.e., youth and young women).
• The selected vendor will be responsible for collecting repayments directly from the participants and shall remit recovered funds to TCP Africa on a monthly or quarterly basis.
• The vendor is also expected to provide periodic reports detailing the rate of recovery, delinquency rates, and any challenges or recommendations for improving the process.

4.    Smartphone technical specifications

Category	Minimum Requirement
RAM	4 GB minimum (expandable virtual RAM preferred)
Storage	64 GB minimum, expandable via microSD
Processor	Octa-core, 2.0 GHz minimum
Battery	5,000 mAh with at least 15W fast charging
Display	≥6.6″ HD+ (720 x 1600), ≥500 nits brightness
Camera	Rear: ≥13 MP, Front: ≥8 MP, 1080p video
Network	4G LTE with VoLTE
Durability	IP52 or better, with protective case
Security	Fingerprint scanner or face unlock
Ports/Extras	USB-C, audio jack, FM radio, DTS audio
Sensors	GPS, accelerometer, proximity; NFC preferred
OS	Android 14 or higher (Go Edition acceptable)
Updates	Minimum 3 years of security updates
Device Management	Phone locking system for theft protection and credit enforcement

5.    Service package requirements

Each smartphone must be bundled with the following services for a minimum duration of 12 months:

• Data: Minimum 1 GB per day
• Voice: Minimum 100 minutes per month
• Insurance: Coverage for screen break and theft
• Locking System: Capability to lock/unlock device remotely
• Warranty: Manufacturer warranty of at least 12 months

6.    Delivery requirements

• The first batch of 100 devices must be delivered within 7 calendar days of contract signing. Delivery dates for the remaining devices will be agreed upon after a one month of device and technology evaluation.

• Delivery to be made to TCP Africa head office located in Kigali.
• Devices must be ready to use (SIM-activated, apps installed, settings pre-configured where applicable).

7.    Eligibility and qualifications

Vendors must demonstrate:

• Prior experience in large-scale smartphone supply/distribution.
• Partnerships with telecom providers (for proposing data and voice bundles).
• Capacity for after-sales support and insurance processing.
• Proven distribution and logistics capacity in Rwanda.

8.    Proposal submission requirements

All proposals must include:
1. Company Profile

• Legal name, registration, and contact details
• Relevant past performance (3 references)

2. Technical Proposal

• Proposed device specifications and brand(s)
• Telecom partners and service bundle details
• Insurance coverage description
• Description of phone-locking solution

3. Financial Proposal

• Detailed pricing per unit and bundled services
• Bulk discount structure (eg., 500/1000/2000+ units)

4. Delivery Timeline and Plan

• Estimated lead time and logistics capabilities

5. After-Sales Support

• Warranty and repair process
• Customer support provisions

9.    Evaluation criteria

Criteria	Weight (%)
Technical compliance with specs	30%
Quality and value of service bundle	20%
Price	25%
Delivery capability and lead time	10%
After-sales support and insurance	10%
Track record and partnerships	5%

10. Terms & conditions

• TCP Africa reserves the right to reject any or all proposals without assigning reasons.
• Shortlisted vendors may be invited for presentations or negotiations.
• Final award is subject to internal approvals and budget availability.

[End of RFP]