REQUEST FOR QUOTATIONS

/in /by

 Procurement of IT Equipment “Interreg IPA Programme – RISTOR Project”

Created on 13 October 2025

 

Background

The Observatory for Children and Youth Rights (the “Observatory”) is a non-profit organization established in 2013, working to promote and protect the rights and well-being of children and young people through research, policy analysis, advocacy, capacity building, and cooperation with public institutions and key stakeholders.

This procurement is implemented within the framework of project “Rural Innovation centers for Sustainable and inclusive TOuRism” with acronym RISTOR which has been approved for implementation in the context of  the 1st Call for Common Project Proposals of the Cooperation Programme INTERREG (VI-A) IPA CBC “Greece-Albania 2021-2027”, under Priority Axis 3, Specific Objective RSO4.

The Observatory is interested in procuring the items in accordance with the following specifications:

Products

  1. IT Equipment
    1. a) Laptop Computers
  • Minimum screen size: 14”
  • Minimum RAM: 8 GB
  • Minimum storage: 256 GB SSD
  • Operating system: Windows or equivalent
  • Connectivity: Wi-Fi, USB ports, HDMI or equivalent
  • Quantity: 2 units
  1. b) Printer
  • Functionality: print (multifunction printers accepted)
  • Connectivity: USB and/or wireless
  • Quantity: 1 unit
  1. a) Digital Camera
  • Suitable for photo and video documentation of project activities and events
  • Minimum resolution: 20 MP (photo) or Full HD (video)
  • Quantity: 3 unit
  1. b) Microphones
  • Suitable for interviews, recordings, and public events
  • Wired or wireless
  • Quantity: as part of 3 set
  1. c) Software Licenses
  • License(s) for communication, design, or content creation purposes
  • Example: graphic design or visual content software
  • Subscription or perpetual license accepted
  • Quantity: 2 set
  1. d) External Hard Drives
  • Storage capacity: minimum 4 TB per unit
  • USB 3.0 or higher
  • Intended use: storage of high-resolution videos, images, and documentation collected from local stakeholders and field visits
  • Used for backup, transfer, and archival purposes
  • Quantity: 4 units
  1. e) Solid State Drives (SSD)
  • Storage capacity: minimum 1 TB per unit
  • High-speed data transfer
  • Intended use: fast access and editing of multimedia content and case study materials
  • Quantity: 2 units
  1. f) Accessories
  • Cables, adapters, protective cases, and other necessary accessories.
  • To support other equipment
  1. g) Projector
  • To support presentations during training, meetings, and public events.
  • Quantity: 1
  1. h) Tablet
  • For digital registration, note-taking, and interactive sessions
  • Quantity: 1

. h) Server

  • To ensure data storage, file sharing, and backup of media and documents.
  • Quantity: 1
  1. Source of Financing: This procurement is financed by the Observatory for Children and Youth Rights within the framework of the Interreg IPA Programme, under the RISTOR project, in accordance with the approved project budget.
  2. Language: The language of the documentation for this procurement procedure is English.
    However, certificates, contracts, references, and other supporting documents issued by public authorities or third parties may be submitted in their original language, including English, without the need for translation.

The procurement procedure is open, and participation is allowed for natural and/or legal persons.

  1. Required Documents

Interested economic operators are required to submit the following documents as part of their offer:

  1. Financial Offer, including a detailed budget breakdown for the requested equipment, clearly indicating unit prices, total prices, and including all related costs such as delivery and handling.
  2. Legal Registration Document of the applicant company, issued by the competent authority (e.g. National Business Registration Centre or equivalent), confirming the company’s legal status and scope of activity relevant to this procurement procedure.
  3. Declaration of Legal Standing, confirming that the company is not subject to bankruptcy, liquidation, or ongoing legal proceedings that could affect the performance of the contract.
    (The declaration must not be older than three (3) months.)
  4. Financial Statements of the applicant for the last three (3) financial years, or equivalent documentation demonstrating the financial capacity of the company.
  5. Certificate of Tax and Social Security Compliance, issued by the competent authority, confirming that the applicant has no outstanding tax or social contribution obligations.
  6. Evidence of Relevant Experience, consisting of at least one (1) similar contract of comparable nature and value, successfully completed. Supporting documentation or reference letters may be requested.
  7. ISO Certificates or other quality assurance certifications, if available.

4. Submission of Offers:The deadline for submission of offers is: 27 November 2025 Offers submitted after this deadline will not be considered. Interested bidders shall submit their offers and all required documentation in sealed envelopes. Submission may be made in person or by post to the following address:

Observatori për të Drejtat e Fëmijëve dhe të Rinjve

Rruga “Brigada e VIII”,

Pall. LID, Kt. 1, Z. 1

Tirana, Albania.

Bidders shall submit one (1) original set and one (1) copy set of all tender documentation.

The documents shall be placed in sealed envelopes, clearly marked as “Original” and “Copy”.

Accordingly, two envelopes shall be submitted: one containing the original documentation and one containing the copy. These two envelopes shall be enclosed together in one single sealed outer package.

The Financial Offer and the Technical / Qualification Documentation shall be submitted in separate sealed envelopes, and this separation shall apply to both the original and the copy.

Both the inner and outer envelopes must clearly indicate:

(a) the name, identification number (NUIS/NUID), and address of the bidder;

(b) the address of the Observatory, as specified above;

(c) the title of the tender;

(d) the notice: “Do not open before the official date and time of the opening of offers.”

  1. Payment Terms: Payments shall be executed 100% after delivery of the equipment to the designated locations, completion of any required installation or configuration, and final approval by the authorized staff of the Observatory.
  2. Evaluation of Applications: The envelopes will be opened on 15 December 2025 at 12:00, at the premises of the Observatory, by the Bid Evaluation Committee, established by the Observatory. The legal representatives of the bidders or their duly authorized representatives are invited to attend the opening session. During the opening session, one member of the Bid Evaluation Committee shall open the submitted envelopes and extract only the envelopes containing the financial offers, announcing the name of each bidder and the amount of the financial offer.
  3. Technical Evaluation: Offers will be evaluated first on their technical compliance, assessing the bidder’s capacity to successfully deliver the required equipment in accordance with the technical specifications.
  4. . Award of Contract: The contract will be awarded based on the final ranking of compliant offers, in accordance with the evaluation criteria defined in the tender documentation. The successful bidder will be notified in writing and may be requested to submit original documents for verification.
  5. Validity of Documents: All documents submitted as part of the offer must be valid and issued no earlier than three (3) months prior to the submission deadline, unless otherwise specified.

Additional Information:

  • All tender documents must be fully completed to avoid disqualification.
  • Offers must be prepared strictly in accordance with the tender documentation.
  • No bidder may modify or alter the terms and conditions set out in the original tender documents.
  • Requests for clarification must be submitted in writing no later than three (3) working days before the submission deadline.
  • Clarification requests may be sent to:

📧 info@observator.org.al

  • Responses will be provided in writing within two (2) working days from receipt.
  1. Fraud and Corruption: The Observatory requires all applicants to observe the highest standards of ethics during the procurement process and the execution of contracts. In pursuance of this policy, the Observatory defines the following terms for the purposes of this provision:
  2. “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value in order to influence the actions of a public official during the procurement process or the execution of a contract.
  3. “Fraudulent practice” means any misrepresentation of facts with the intention of influencing a procurement process or the execution of a contract to the detriment of the Observatory, and includes collusive practices among bidders (prior to or after the submission of bids) designed to establish bid prices at artificial, non-competitive levels and to deprive the contracting authority of the benefits of free and open competition.

The Observatory shall reject a proposal if it determines that the applicant has engaged in corrupt or fraudulent practices in competing for the contract. The Observatory shall also declare a firm ineligible for contract award, either indefinitely or for a specified period of time, if it determines that the firm has engaged in corrupt or fraudulent practices in competition for, or in the execution of, a contract financed by the Observatory.

Direct contact with members of the Observatory’s Evaluation Committee regarding a submission during the evaluation period is strictly prohibited.

Any attempt by applicants to influence the representatives of the Observatory in the evaluation of applications or decisions concerning contract award shall result in the immediate rejection of the application.

  1. Ethics: During the period of cooperation with the Observatory, the applicant shall comply with the internal policies of the Observatory and shall always protect the interests and rights of children and young people, in accordance with the applicable policies and legislation on the protection of children’s and young people’s rights.

The applicant shall place these interests above any personal or commercial interest and shall refrain from any acts that may compromise or harm children and young people.

  1. Amendments to the Tender Documentation: At any time prior to the deadline for the submission of offers, the Observatory may amend the Tender Documentation by issuing addenda. Any addendum issued shall form an integral part of the Tender Documentation and shall be communicated in writing to all registered bidders.

In order to allow prospective bidders sufficient time to take any addendum into account in preparing their offers, the Observatory may, at its discretion, extend the deadline for the submission of offers.

  1. Performance Period: The performance period, including delivery and any related services, shall be thirty (30) working days, unless otherwise specified in the contract.
  2. Performance Standards: All works and deliveries shall be carried out in compliance with all applicable laws and regulations in force in Albania.

The final deliverables shall conform fully to the technical specifications detailed in the Terms of Reference (ToR).

  1. Cost of Participation: The applicant shall bear all costs related to the preparation and submission of its application. Under no circumstances shall the Observatory be responsible for such costs, regardless of the conduct or outcome of the procurement procedure

 

Date: __/ __/ ____

 

 

Bidder’s Declaration

Our offer shall remain valid for a period of thirty (30) days from the deadline for submission of the tender, in accordance with the tender documents. During this period, the offer shall remain binding upon us and may be accepted at any time prior to its expiration.

In submitting the above price, we confirm that we have examined and taken into account all tender documents, including any addenda.

We undertake that, should our offer be accepted, we will commence performance within five (5) days from the date of signature of the contract and complete and deliver the products in accordance with the contract terms and within the agreed deadlines, and in any case not later than the deadlines calculated from the contract commencement date.

If the contract is awarded to us, the person named below shall act as the Contractor’s Representative:

_________________________________________ (Name, Surname, Signature)

Legal Representative

Date: __/ __/ ____

 

Declaration of the Bidder

I, the undersigned:

___________________________________________________

((Name and ID number of the legal representative)

Representing the Company:

_________________________________________________________

(Name and address of the company)

Hereby declare that the following statements apply to us:

  • We are a legally registered company.
  • We do not employ personnel below the legal working age.
  • We ensure fundamental social rights and fair working conditions for our employees.
  • We are not in a situation of conflict of interest, including any prior relationship with the project or any family or business relationship with the directors or managers of the Observatory.

Signature of the Legal Representative______________________