Project Information

Bid Title

SERVER ROOM UPGRADE

Issuing Agency

FHI 360

Location

District of Columbia

Published Date

Dec 1, 2025

Closing Date

Dec 19, 2025

Government Level

State & Local

Status

Closed

Ref. #

FY26-001 STRIDES_MG_112025_RFQ_02

Original Source

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Project Description

SERVER ROOM UPGRADE
RFQ No.: FY26-001 STRIDES_MG_112025_RFQ_02

Issue date: 1 Dec, 2025
Closing date: 19 Dec, 2025

Solicitation file(s):
REQUEST FOR QUOTATION (RFQ )_Server Romm ugarde (003) 30 Nov 25 vf.pdf (317 KB)

Attachment Preview

REQUEST FOR QUOTATION

Solicitation Title:

Solicitation Number:

Submit Questions and Quote:

Date of Issue of RFQ:

Date Questions from Supplier Due:

Date Answers due from FHI 360:

Date Proposal Due:

Approximate Timeframe an Agreement

Issued to Successful Suppliers:

SERVER ROOM UPGRADE

FY26-001 STRIDES_MG_112025

madagascar.procurement@fhi360.org

Monday,01 December 2025

Friday, 05 December 2025

Friday, 12 December 2025

Friday, 19 December 2025 by 5pm UTC+3

early January 2026

Method of Submittal:

Respond via e-mail with attached document in MS Word / pdf format. Pricing should be provided

in Excel format unless otherwise specified.

Quote Validity:

The Supplier agrees to hold the prices in its offer firm for 90 days from the date specified for the

receipt of offers unless another time is specified in the addendum of the RFQ.

Background

As part of strengthening the national epidemiological surveillance system, and in line with the

recommendations from the national capacity assessment conducted with the support of the University

of Oslo, the FHI 360 STRIDES Project is supporting the Ministry of Public Health in modernizing and

securing the IT infrastructure dedicated to surveillance and laboratory data management.

The central servers hosting the data systems of the Department of Epidemiological Surveillance

(DVSSER) and the National Reference Laboratory (LA2M) will be consolidated under the

Department of Studies, Planning, and Information Systems (DEPSI), which will ensure secure

hosting and maintenance.

To ensure data availability, integrity, and security, upgrades to the DEPSI server room are required,

including installation of access control, CCTV surveillance, alarm systems, environmental monitoring

(temperature and humidity), and reinforcement of power and connectivity systems.

1

2. Mission Objective

To upgrade the DEPSI server room to reliably and securely host servers dedicated to epidemiological

surveillance and laboratory data systems (DVSSER and LA2M), in compliance with international

standards for physical and logical data security.

3. Expected results

• A secure, climate-controlled server room with restricted access.

• Servers fully installed and operational, ensuring 24/7 data availability.

• Functional environmental monitoring and security systems.

• Stabilized power supply, supported by a maintained generator.

4. Description of Activities

• Installation of a secure access control system (badges, PINs, or biometrics) with electronic

locks.

• Deployment of a CCTV surveillance system with continuous recording.

• Installation of an intrusion alarm system.

• Maintenance and verification of the existing air conditioning system.

• Installation of temperature and humidity sensors with automated alerts.

• Verification of grounding and lightning protection.

• Preventive maintenance of the generator and securing a minimum fuel reserve.

• Procurement of backup hard drives for servers.

• Installation of a high-capacity UPS to protect servers against power outages.

5. Expected deliverables

• Technical installation and acceptance report.

• Inventory of installed equipment.

• Functional commissioning certificate (performance and security tests).

• Technical documentation and equipment warranties.

6. Technical specifications

Component

Technical Specifications

Qty

Electronic Access

Control System

RFID + PIN/Biometric dual authentication; ≥500 users; auto-logging;

backup power; management software

2

CCTV Surveillance

System

4 HD 1080p IP cameras (night vision, 110°); 8-channel NVR with

2TB HDD; secure remote access (VPN/HTTPS); CAT6 cabling

1 lot

Intrusion Alarm

System

PIR motion + door magnetic sensors; indoor/outdoor sirens (100–

120 dB); GSM/SMS alerts; 12h backup battery; control panel

1 lot

Environmental

Monitoring Sensors

2 digital sensors (Wi-Fi/Ethernet); configurable thresholds +

email/SMS alerts; ±0.3°C / ±2% RH accuracy

2

High-Capacity UPS

6 kVA/5400W; ≥30 min autonomy; LCD display; USB/SNMP port;

surge protection; rack-compatible

1

Grounding & Lightning Full inspection; Type 2 surge protectors; resistance <5Ω; copper

Protection

bars and 16mm² conductors

1 lot

Air Conditioning

Maintenance

Full cleaning, gas check, filter replacement, condensate test; 6-month

warranty

1 lot

Generator

Maintenance & Fuel

Engine overhaul, ATS test, 100% load test, 50L fuel top-up; 6-month

warranty

1 lot

2

8. Logistical conditions

• DAP Antananarivo, LA2M Androhibe Delivery – Madagascar

• New device, under manufacturer's warranty

• Supply of all necessary accessories

• Coverage of transport costs to LA2M (freight, handling, storage at the port, etc.): by the service

provider

• Full functional Test

OTHER QUALIFICATIONS FOR THE VENDOR

• Vendor must have valid tax clearance certificate.

• Vendor must have valid operation license.

• Vendor must have valid certificate of incorporation.

RESPONSE TO REQUEST FOR QUOTATION

Submission Guidelines

Quotations should contain detailed product specifications including but not limited to:

• Technical specifications

• Price (USD) or (MGA)

• Delivery lead time

• Item availability

• Warranty

• Installation information

• User training

• Maintenance training for the user

• Provide proof of country registration, incorporation and tax clearance with proposal

response.

RESPONSE DEADLINE & FORMAT

• Responses to this RFQ should be submitted by email

to: madagascar.procurement@fhi360.org

• Responses must be received not later than 19 December 2025 5:00 PM East Africa Time,

UTC+3

Quotes received after this date and time may not be accepted and shall be considered non-

responsive. FHI 360 will acknowledge receipt of your quotation by return email.

EVALUATION

Evaluation will be based on technical specifications, price, availability of items, delivery lead

time, warranty, installation information, user training and maintenance training for the user

For this item - Vendors shall be required to be compliant with section 889 requirements

3

CONTRACT MECHANISM

STRIDES Project expects to award a fixed-price purchase order to the responsive vendor whose

quote best meets the evaluation criteria described herein.

FHI 360 Disclaimers

• FHI 360 may cancel the solicitation and not award

• FHI 360 may reject any or all responses received

• Issuance of the solicitation does not constitute an award commitment by FHI 360

• FHI 360 reserves the right to disqualify any offer based on failure of the offeror to follow

solicitation instructions

• FHI 360 will not compensate any offeror for responding to solicitation

• FHI 360 reserves the right to issue award based on initial evaluation of offers without further

discussion

• FHI 360 may choose to award only part of the activities in the solicitation, or issue multiple

awards based on the solicitation activities

• FHI 360 reserves the right to waive minor proposal deficiencies that can be corrected prior to

award determination to promote competition

• FHI 360’s supplier terms and conditions can be found here while our consultant terms and

conditions can be found here

4

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors

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