Request for Proposal: Network Infrastructure Upgrade

Médecins Sans Frontières/Doctors Without Borders Eastern Africa (MSF EA) – is soliciting proposals from vendors that are qualified to provide Network Infrastructure Upgrade services.

 Proposals are due by 00:00 pm, ET, on 15^th April 2024. (Deadline Extended) 

Vendors are expected to prepare their proposals using this RFP as a template.

A. The Organization

Médecins Sans Frontières/Doctors Without Borders (MSF) is an international humanitarian non-governmental organization (NGO) that provides medical assistance to populations in distress, to people affected by epidemics, to victims of natural or man-made disasters and to victims of armed conflict. We do so irrespective of race, religion, creed or political convictions. 

B. MSF Eastern Africa

MSF Eastern Africa is the regional institutional office for MSF based in Nairobi, Kenya. The office focuses on representation and networking, including with humanitarian organizations and authorities, recruiting and supporting staff from the region, communications and fundraising, as well as on other dossiers of importance to MSF.

Despite the transition from a Branch office to a Partner Section and the subsequent increase in operational support and hosting capacity, MSF Eastern Africa's core IT infrastructure has remained unchanged for over four years. A recent assessment highlighted the imperative need for improvements to sustain operational efficiency, facilitate future growth, and fortify our security posture. Objectives of this improvement/upgrade initiative:

Objectives of this improvement/upgrade initiative:

1. Supporting scalability, organizational growth and operational expansion (new Operational Directorate).
2. Replace/dispose obsolete equipment.
3. Improve security by design.
4. Optimize network resources for maximum gain/benefit.
5. Enhance business continuity.
6. Following your participation in the initial request for information, you are hereby invited to submit a precise proposal for the scope below.

Download the full Request for Proposal below: 

A. Primary Project Contacts

The individual listed below represents the vendors’ primary project contact at MSF Eastern Africa. Under no circumstances should vendors contact individual staff at MSF Eastern Africa to discuss any aspect of this Request for Proposal (“RFP”) unless directed to by the primary contact. If you have existing business with MSF Eastern Africa, please do not discuss this RFP during those business communications. For all correspondence regarding this RFP, kindly contact: [email protected]

B. Non-disclosure Agreement

As part of our vendor risk assessment procedures, the successful vendor must complete a non-disclosure agreement prior to signing a contract with MSF Eastern Africa. The MSF Eastern Africa NDA template will be provided.

C. Submission of Questions

If, after reviewing this RFP, you have questions that need to be answered for you to develop a thorough proposal, please email your questions before 5:00 pm ET on 1st April 2024 to the primary contact listed above in Section IV-A. On 3rd April 2024 MSF Eastern Africa will provide responses to all submitted questions in writing to all RFP recipients.

D. In-Person Meetings with Vendors

Once vendors have responded to the RFP, MSF Eastern Africa will review all responses and determine a short list of vendors who have demonstrated their capacity to meet our needs to move forward in the RFP process. Vendors will be contacted via email to be notified of their status. Vendors that move forward will then be asked to participate in virtual meetings with MSF Eastern Africa stakeholders. These meetings will last between 1-2 hours.

These meetings are meant to provide the vendors with additional exposure to MSF Eastern Africa stakeholders, allow stakeholders to understand the culture and management of prospective vendors and management, and allow for additional clarification of RFP responses and contract / pricing terms. An agenda will be provided prior to these meetings so vendors will know what topics will be discussed and the time allowed for each topic. A presentation by the vendor about their business and prospective business with MSF Eastern Africa will be included in the agenda. Vendors may also recommend topics for these meetings.

MSF Eastern Africa reserves the right to eliminate vendors from the selection process following these meetings.

E. Proposal Response

 Proposals are due by 00:00 pm, ET, on 15^th April 2024. (Deadline Extended). You must submit an electronic copy of the proposal (i.e., completion of this document) in Microsoft Word format along with any supplemental documents you wish to include, to the primary contact listed above in Section IV-A. Hard-copy proposals are not required.

F. Terms of Proposal Submission

All terms and conditions offered in proposals submitted in response to this RFP must be held open for acceptance for 1 year after submission.

Proposals should be prepared simply and economically, providing a straightforward, concise response to the items within this RFP. Vendors must use Section V of this RFP as a template for the proposal.

MSF Eastern Africa will not be liable for any costs or expenses incurred by vendors responding to this RFP or participating in any onsite meetings.

All replies in response to this RFP are the sole property of MSF Eastern Africa. MSF Eastern Africa will not return any proposals; they will be either kept on file or destroyed. Applicants are encouraged to exclude from their response any information that is proprietary to the bidding firm, used without express permission of the owner, or otherwise subject to third party rights.

MSF Eastern Africa reserves the right, in the exercise of its sole discretion, to: (a) reject any or all proposals, in whole or in part, with or without any specific cause, at any time; (b) accept a proposal without further discussion or negotiation; (c) waive any defect or irregularity in a proposal and to accept that proposal when it is otherwise in the interests of MSF Eastern Africa to do so; (d) negotiate directly with respondents for other terms, prices and conditions deemed proper and reasonable or to protect the interests of MSF Eastern Africa.

All proposals, information, and responses will be incorporated into and made a part of any final agreement between MSF Eastern Africa and the selected vendor. No information should be submitted that cannot be so incorporated into the agreement.

MSF Eastern Africa shall assume no liability for payment of services until the successful applicant is notified and until a contract has been signed by both the vendor and MSF Eastern Africa.