REQUEST FOR QUOTATION (RFQ) : Supply and Delivery of Professional Digital Signage Totems

FHI 360 Cameroon – Request for Quotation (RFQ) – RFQ-STRIDES FY27-032

• Solicitation title: Supply and Delivery of Professional Digital Signage Totems
• Issue date: 5 November 2026
• Deadline for clarification questions: 11 November 2026, 3 PM Cameroon time (WAT)
• Quotation submission deadline: 12 November 2026, 5 PM Cameroon time (WAT)
• Clarification email: Cameroon.Procurement@fhi360.org
• Submission email: Cameroon.quotations@fhi360.org
• Anticipated delivery period: within 3 business days of purchase order/contract issuance, subject to confirmation in the quotation

1. BACKGROUND

FHI 360 is a global nonprofit human development organization dedicated to improving lives through integrated, locally driven solutions. With more than 2,200 staff and experts working in over 60 countries, the organization leverages research, technical expertise, resources, and strategic partnerships to address development challenges and improve health and well-being.

Present in Cameroon since 2019, FHI 360 collaborates with the Government of Cameroon and other stakeholders to strengthen health systems, improve health outcomes, and enhance service delivery through the EpiC (Meeting Targets and Maintaining Epidemic Control) and STRIDES (Strengthening Infectious Disease Detection Systems) projects.

To support implementation of project activities, FHI 360 Cameroon, under the STRIDES Project, invites qualified, legally registered, and experienced suppliers to submit competitive quotations for the supply, delivery, installation, and commissioning of six (6) Professional Digital Signage Totems and six (6) Voltage Regulators for use at designated Points of Entry (PoEs). The digital signage solutions will support communication, awareness raising, and surveillance-related activities aimed at strengthening the effectiveness of Ebola surveillance and other public health interventions at strategic locations.

The selected supplier shall provide equipment that meets the technical specifications outlined in this RFQ, including warranty coverage, after-sales support, installation services, and timely delivery. Vendors will be evaluated based on technical compliance, delivery capacity, warranty provisions, past performance, and overall value for money.

Issuance of this Request for Quotation (RFQ) does not constitute a commitment by FHI 360 Cameroon to award a contract or procure any goods. FHI 360 reserves the right to accept or reject any or all quotations, to negotiate with one or more bidders, and to cancel the solicitation process at any stage without incurring any liability.

2. SCOPE OF SUPPLY AND TECHNICAL REQUIREMENTS

FHI 360 Cameroon invites qualified suppliers to submit quotations for the supply, delivery, installation, and commissioning of six (6) Professional Digital Signage Totems and six (6) Voltage Regulators in accordance with the technical specifications provided in this RFQ.

Suppliers shall quote each line item separately, clearly indicating:

• Manufacturer, brand, and model number
• Unit price and total price
• Quantity offered
• Country of origin
• Warranty period and coverage
• Stock availability
• Delivery lead time
• Installation and commissioning costs (if applicable)
• Any after-sales support services provided

All quotations must be accompanied by detailed technical documentation, including product brochures, datasheets, and warranty information, to enable verification of compliance with the required specifications. Where suppliers propose an equivalent product, the proposed alternative must be clearly identified and supported by documentation demonstrating that it meets or exceeds all specified technical and functional requirements. FHI 360 reserves the right to determine the acceptability of any proposed alternative.

Item 1 – Professional Digital Signage Totem – Quantity: 6

• Display: screen size minimum 55 inches; commercial-grade LED/LCD panel; resolution minimum Full HD (1920 × 1080), 4K preferred; indoor brightness minimum 500 nits (higher preferred); contrast ratio minimum 4,000:1; viewing angle minimum 178° horizontal/vertical.
• Design & construction: floor-standing professional totem enclosure; anti-tip stable base; metal body; scratch-resistant tempered glass front; professional commercial design suitable for institutional environments; color black or silver.
• Orientation: portrait (vertical 9:16); auto-rotation capability preferred.
• Operating system (one of): Android 11 or higher; Windows Embedded; integrated CMS-ready operating system.
• Connectivity: minimum HDMI, USB, Ethernet LAN, Wi-Fi; preferred Bluetooth and remote management capability.
• Media support: JPEG, PNG, MP4, AVI, PowerPoint files, PDF files.
• Performance: minimum 4 GB RAM and 32 GB internal storage (64 GB or higher preferred).
• Power: 220V–240V, compatible with the Cameroon electrical system.
• Speakers: integrated stereo speakers, minimum 10W x 2.
• Software: vendor should indicate whether the equipment includes Content Management Software (CMS), remote content update capability, scheduler functionality, multi-zone display features. Preferred: cloud-based content management platform.
• Warranty: minimum 2-year manufacturer warranty (3-year preferred). Vendor should clearly describe warranty coverage, repair turnaround times, location of service center and availability of spare parts.

Item 2 – Heavy-Duty Voltage Regulator 220V – Quantity: 6

• Capacity: minimum 1000VA
• Input voltage range: 140V–260V
• Output voltage: 220V ±10%
• Surge protection
• Overload protection
• Automatic Voltage Regulation (AVR)

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3. SUPPLIER INSTRUCTIONS AND QUOTATION FORMAT

• Submit the quotation by email to cameroon.quotations@fhi360.org before the deadline stated above.
• Use the email subject: “RFQ STRIDES FY27_032 – Supply and Delivery of Professional Digital Signage Totems”
• Prices must be valid for at least 30 calendar days from the submission deadline. State any assumptions, exclusions and proposed payment terms.
• Late submissions may be rejected. The supplier is responsible for ensuring the complete quotation is received before the deadline.
• Questions must be sent in writing to Cameroon.Procurement@fhi360.org. Answers or amendments that affect all bidders will be communicated through an appropriate procurement clarification/addendum process.

4. MANDATORY SUBMISSION DOCUMENTS

• Completed and signed quotation on company letterhead, including supplier legal name, address, contact details.
• Valid company registration and applicable tax/fiscal compliance documents required under Cameroon law.
• Warranty of at least 12 months, with details of warranty coverage, service location and response process.
• Confirmed delivery lead time and confirmation of delivery to the FHI 360 Yaoundé Office.
• At least three relevant references or evidence of comparable completed supply contracts.

5. EVALUATION AND AWARD METHODOLOGY

FHI 360 will evaluate quotations through a fair, transparent, and documented process to determine the offer that provides the best overall value while meeting the technical, delivery, and commercial requirements of this RFQ. As an initial step, FHI 360 may review quotations for completeness, responsiveness, and compliance with the mandatory submission requirements. Quotations that fail to meet mandatory eligibility, administrative, or technical requirements may be deemed non-responsive and may not proceed to detailed evaluation.

• Administrative and eligibility compliance (10%): submission of all required documentation, including company registration documents, taxpayer identification documents, signed quotation, acceptance of RFQ terms and conditions.
• Technical compliance (35%): degree of compliance with the technical specifications for the totems and voltage regulators, including equipment quality, commercial-grade standards, manufacturer specifications, warranty coverage, installation and commissioning services, after-sales support. Supporting brochures, datasheets, and product literature will be reviewed.
• Evaluated total price (40%): total evaluated cost for the required quantities, including all applicable taxes, transportation, delivery, installation, commissioning, and any other associated charges.
• Delivery and logistics capability (10%): demonstrated ability to deliver, install, and commission the equipment within the required timeframe, including evidence of stock availability, delivery schedules and logistics arrangements.
• Relevant past performance (5%): proven experience in supplying similar digital signage or audiovisual equipment, quality of references, history of successful contract performance, capacity to provide warranty and after-sales support.

FHI 360 reserves the right to request clarifications, additional documentation, or supporting information from any bidder, provided that such clarifications do not materially alter the substance, technical specifications, or pricing of the quotation submitted. Any arithmetic errors identified during the evaluation may be corrected in accordance with FHI 360 procurement policies. Award may be made to the supplier whose quotation is determined to be technically responsive, commercially acceptable, and represents the best value for money to FHI 360. FHI 360 reserves the right to make a full or partial award, award to one or multiple suppliers, negotiate with one or more bidders, or cancel the solicitation process without obligation to award a contract.

6. DELIVERY, INSPECTION AND ACCEPTANCE

• The successful supplier shall be responsible for the supply, delivery, installation, commissioning, and handover of all equipment to the designated location, coordinated with the designated FHI 360 focal person and completed within the lead time specified in the quotation and accepted by FHI 360.
• All equipment supplied must be brand new, genuine, unused and free from defects; conform fully to the technical specifications; be supplied with all standard accessories, operating manuals, software licenses (where applicable), warranty certificates and documentation; and include all components required for complete functionality.
• Upon delivery, the equipment will be subject to inspection and verification by FHI 360. Acceptance depends on delivery of the correct quantities and models, compliance with the technical specifications, successful installation and commissioning, functional testing and submission of all warranty and support documentation.
• FHI 360 reserves the right to reject any equipment found to be damaged, defective, counterfeit, used or non-compliant. Rejected goods shall be repaired or replaced by the supplier at no additional cost within a mutually agreed timeframe.
• Payment will be made in accordance with FHI 360 payment procedures and is contingent upon satisfactory delivery, installation and acceptance, receipt of a valid invoice, submission of all supporting documents (delivery notes, installation reports, warranty certificates) and completion of all contractual obligations.
• A delivery note, installation certificate or receipt of goods does not constitute final acceptance where defects, non-conformities or performance issues are subsequently identified. FHI 360 may require corrective action or replacement in accordance with the warranty and contract terms.

7. GENERAL CONDITIONS AND RESERVATIONS

• Issuance of this RFQ does not constitute a commitment by FHI 360 to award a contract or purchase any goods.
• FHI 360 reserves the right, subject to applicable policies and law, to amend or cancel this RFQ, reject any or all quotations, waive minor irregularities, request clarifications, verify supplier information, and make no award.
• FHI 360 may conduct due diligence or background checks on prospective suppliers, consistent with its policies.
• Costs incurred in preparing or submitting a quotation are the sole responsibility of the supplier.
• The selected supplier must comply with applicable laws, ethical business practices and FHI 360 supplier requirements, including safeguarding, anti-fraud, anti-bribery and conflict-of-interest requirements.

8. ADDRESS FOR SUBMISSION AND CLARIFICATION REQUESTS

Interested service providers are required to submit their proposals via email to: Cameroon.quotations@fhi360.org

• Subject line: RFQ STRIDES FY27_032 – Supply and Delivery of Professional Digital Signage Totems
• Submission deadline: 12 November 2026 at 5 PM Cameroon time (WAT)
• Any requests for clarification regarding this RFQ should be submitted in writing to Cameroon.Procurement@fhi360.org. Clarification requests may be shared with all prospective bidders to ensure a fair and transparent procurement process.
• Late submissions may not be considered.