Request for Proposals (RFP) / Tender Notice
Tender Reference No: HHSC/VDI/001/2026
Procurement Method: Open National Competitive Bidding (NCB) — Turnkey Solution
Project Title: Procurement for the Supply, Installation, Configuration, Testing, Training, and Commissioning of Virtual Desktop Infrastructure (VDI)
Issuing Organization: Hossana Health Sciences College, Hossana, Ethiopia
Date of Issuance: March 2026
1. Invitation for Bids
Hossana Health Sciences College invites sealed, eligible, and qualified IT vendors to submit technical and financial proposals for a Turnkey VDI Implementation Project. The primary objective is to streamline and deliver secure, centralized, and high-performance software and virtual computing environments to students, libraries, laboratories, and academic staff across campus.
The awarded bidder will deliver an end-to-end turnkey solution encompassing hardware, software licensing, low-level design, deployment, administrative/user training, and a mandatory 36-month warranty and post-implementation support package.
2. Scope of Work (Turnkey Solution)
The successful vendor shall be responsible for all materials, equipment, licensing, and professional services required to fully deliver the operational VDI system:
- Requirements Assessment & Project Planning: Comprehensive site survey, project execution planning, work breakdown structure (WBS), and strategic scheduling.
- System Architecture & Design: Submission of High-Level Design (HLD) and detailed Low-Level Design (LLD) for approval prior to installation.
- Hardware & Software Supply: Procurement and delivery of 3 VDI Servers, 100 Thin Clients with 21.5″ Displays, 100 Keyboard/Mouse sets, Aggregation/Access Switches, UPS units, perpetual VDI licenses, and interactive teaching software.
- Implementation & Configuration: Hardware mounting, network cabling/switching, hyperconverged/VDI software installation, Active Directory integration, and security policy setup.
- Testing & Commissioning: Rigorous Site Acceptance Testing (SAT) witnessed and approved by the College’s ICT Directorate and technical consultants.
- Knowledge Transfer & Training: Onsite technical training for 5 ICT staff members and operational training for end users.
- Documentation & Support: Delivery of complete printable administrative, LLD/HLD, and user manuals, backed by a 36-month post-commissioning warranty and support plan.
3. Bidder Minimum Qualification Requirements
To be eligible for technical evaluation, bidders must demonstrate compliance with the following mandatory criteria:
- Legal & Vendor Requirements: Valid business license, tax registration, and an official Bid-Specific Manufacturer Authorization Form (MAF) for all core hardware and software products.
- Local & Technical Experience: Prior successfully commissioned VDI project within the last 5 years.
- Professional Key Personnel:
- Project Manager (1): PMP certified with 3+ years of relevant project management experience.
- Sr. VDI / Cloud Specialist (1): BSc in EE/Computer Science/IT or related, 2+ years experience in VDI/NOC deployments.
- Server & Storage Specialist (1): BSc in EE/Computer Science/IT or related, 2+ years experience in VDI/NOC deployments.
- Sr. Network Engineer (1): BSc in EE/Computer Science/IT or related, 2+ years experience in VDI/NOC deployments.
- Unified Brand Architecture: Servers, Thin Clients, VDI software, and virtualization software must belong to the same brand to maintain operational consistency and full compatibility.
- Licensing: All VDI client and controller software licenses must be perpetual.
4. Technical Evaluation Matrix (Total 100 Points / 70% Technical Weighting)
Bids will be evaluated according to the scoring framework below. Bidders scoring below 70 points on technical evaluation will be disqualified.
| No. | Criteria Category | Scoring Breakdown | Max Points |
| 1 | Bidder Technical Capability | 1+ successfully commissioned VDI project within past 5 years = 25 pts; None = 0 pts | 25 |
| 2 | Local Experience | VDI contract/project in Ethiopia = 10 pts; Non-VDI IT experience = 5 pts; None = 0 pts | 10 |
| 3 | Project Manager Qualification | PMP + 3+ yrs exp = 15 pts; PMP + <3 yrs exp = 10 pts; No PMP + 3+ yrs exp = 5 pts; Neither = 0 pts | 15 |
| 4 | Sr. VDI / Cloud Specialist | Qualified BSc + 2+ yrs VDI/NOC exp + relevant certification | 5 |
| 5 | Server & Storage Specialist | Qualified BSc + 2+ yrs VDI/NOC exp + relevant certification | 5 |
| 6 | Sr. Network Engineer | Qualified BSc + 2+ yrs VDI/NOC exp + relevant certification | 5 |
| 7 | Project Methodology & Plan | Well-organized scope, WBS, schedule, and structure = 10 pts; Partial = 5 pts; Poor = 0 pts | 15 |
| 8 | Knowledge Transfer & Training | Comprehensive training plan & outlines = 10 pts; Partial = 5 pts; Unsatisfactory = 0 pts | 10 |
| 9 | Hardware & Software Compliance | Full compliance with technical datasheets and specification sheets | 5 |
| 10 | After-Sales Support & Service | Quality and local capability for 36-month post-implementation maintenance & support | 5 |
| Total Score | 100 Points |
5. Summary Bill of Quantities (BoQ)
Note: Bidders must submit an unpriced BoQ in the Technical Envelope and a fully priced BoQ in the Financial Envelope.
| Item | Item Description | Specifications Highlights | Qty | Unit |
| 1 | VDI Enterprise Server | 2x Intel 6326 (16C/32T 2.9GHz), 384GB DDR4 RAM, 2x 1.92TB SSD + 6x 8TB HDD, Dual 10G SFP+ & 4x 1G Ports, Redundant 1+1 PSU, IPMI 2.0 | 3 | Pcs |
| 2 | Thin Client Terminal | x86 architecture, Quad-Core 2.0–2.8GHz, 8GB RAM, 256GB M.2 NVMe SSD, 6x USB ports, HDMI/VGA, 1G LAN, auto power-on | 100 | Pcs |
| 3 | 21.5″ Desktop Monitor | ≥ 21.5-inch LED Display, 1920×1080 Full HD resolution | 100 | Pcs |
| 4 | Keyboard & Mouse Combo | Full-size 106-key USB ABS keyboard + Symmetrical 800-1600 DPI optical USB mouse | 100 | Sets |
| 5 | VDI Client License | Perpetual license including distributed firewall, watermarking, anti-ransomware isolation, USB control, & ACLs | 100 | Licenses |
| 6 | VDI Controller Software | Desktop user authentication, central access control, desktop pool management, auto-recovery | 1 | Set |
| 7 | Interactive Classroom Suite | Screen broadcast, interactive whiteboard, remote exam engine, theme/process control, & discussion tools | 100 | Licenses |
| 8 | Aggregation Switch | 24-Port 10/100/1000Base-T, 4x 10G SFP+, 1.28Tbps/12.8Tbps switching capacity | 2 | Pcs |
| 9 | Access Switch | 48-Port 10/100/1000Base-T, 4x 1G SFP, 432Gbps switching capacity | 3 | Pcs |
| 10 | Rack-Mount UPS | 3KVA / 3KW output capacity, ≥ 2-hour backup time, 220-240V output | 4 | Pcs |
6. Submission Guidelines & Protocol
- Two-Envelope System: Technical and Financial proposals must be submitted in separate, sealed envelopes. Outer packaging must clearly mark: “Technical Proposal — VDI Implementation” and “Financial Proposal — VDI Implementation”.
- Mandatory Documentation Attachments:
- Valid Legal Business & Trade Certificates.
- Unpriced Bill of Materials attached to Technical Envelope.
- Manufacturer Authorization Forms (MAF) for hardware/software.
- Datasheets and line-by-line Technical Compliance Sheets.
- CVs and certifications for key personnel (PMP, Engineers).
- Comprehensive Project Management, Training, and Support Plans.
- Award Criteria: Contract will be awarded to the lowest priced financially qualified bidder among those who achieve a technical score of 70% or higher.