Proposal for the supply of computers and accessories raising voices

: +256 757 491075|: +256 414 690137|: [email protected]|: www.technologydoctor.ug

P R O P O S A L

TO: Administrator Raising Voices Plot 16 Tufnell Drive, Kamwokya P.O Box 6770 Kampala, Uganda

FOR: Supply of computers and their accessories including Printers, copiers, scanners, UPSs, toner, etc. and after sales services.

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Table of Contents

Executive Summary ....................................................................................................................................... 2

1. Client .................................................................................................................................................... 2

2. Proposed Services ................................................................................................................................ 4

3. The Technology Doctor Background .................................................................................................... 5

4. References .......................................................................................................................................... 11

5. Terms & Conditions for Warranty .......................................................................................................... 12

6. Appendix ............................................................................................................................................ 17

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Executive Summary

Raising Voices opened in 1999 as a nonprofit organization based in Kampala, Uganda working

toward the prevention of violence against women and children. Raising Voices strives to influence the

power dynamics shaping relationships between women and men, girls and boys by catalyzing social

change in communities, rigorously studying and learning from the work they have done, and sharing

their experiences to shape the field.

1. Client

1.1 Client Details

Client Company Raising Voices

Address Plot 16 Tufnell Drive, Kamwokya

Client Contact

Contact Title Administrator

Contact Phone

Contact Fax

Contact Email

Website www.raisingvoices.org

The Technology Doctor is pleased to provide this proposal for prequalification to Raising Voices

(Client). We appreciate the opportunity to present our services and look forward to contributing

to Raising Voices’ success. This proposal describes the proposed services we intend to be

prequalified by Raising Voices. Per client’s objectives, client is in the process of prequalifying

providers of various goods and services.

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1.2 Client Requirements

Requirements Details

1. Provide after sales services.

2. Supply computers and their accessories including printers, copiers,

scanners, UPSs, toner, etc.

3. Established firms and properly registered

4. Operating for at least 5 years

1.3 Assumptions

Assumptions Details

1. Once Prequalified; will adopt The Technology Doctor and Raising Voices

full-Lifecycle and Implementation Methodologies, Business Processes and

Tools for conducting all activities

2. The Technology Doctor will present themselves to external audience and

partners as part of the Raising Voices Team

3. Raising Voices will provide knowledge transfer, full operational support,

product support and project collaboration to The Technology Doctor

1.4 Client Business Review

Review Data Details

1. Raising Voices is a nonprofit organization working toward the prevention of

violence against women and children.

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1.5 Scope

Scope Details

1. Supply computers and their accessories including printers, copiers, scanners,

UPSs, toner, etc.

2. Provide after sales services for the products

1.6 Contract Commitment

Minimum Engagement Time Frame

Initial Contract (2016)

Extended Contract Renewed Monthly, Quarterly, Annually or per T&M

2. Proposed Services

2.1 Objectives

Service Objectives Details

1. To be prequalified to supply computers and their accessories

including printers, copiers, scanners, UPSs, toner, etc.

2.

2.2 Service

2.2.1 Solution

The Technology Doctor is offering to supply computers and their accessories including printers,

copiers, scanners, UPSs, toner, etc. and after sales services to Raising Voices.

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2.2.2 Deliverables

Deliverables Details

Computers and

Accessories

Supply of Computers and accessories including printers, copier, scanners,

UPSs, toner etc.

Computers and

Accessories

After Sales Services

2.2.3 Project Team

Team Details

The Technology Doctor Services Team Onsite based team providing services as

embedded team members in client teams

The Technology Doctor Account, Solution and Delivery Leader

Single Point of Contact

The Technology Doctor Services Team Delivery center based team providing turnkey

services

3. The Technology Doctor Background

3.1 Who We Are

The Technology Doctor, Ltd. is an ICT Services and Solutions provider. We offer across-the-

spectrum ICT Services & Solutions to SMBs, NGOs, Government institutions, and Schools in

Uganda.

Based in Kampala, we have built up a reputation with both clients and suppliers alike. Our

customers include Manufacturing Companies, Charities, Office Based Agencies and Professional

Service Organizations.

We supply a range of reliable, cost effective Services and Specialize in ICT Services and Solutions.

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3.2 What We Do

As a full-IT-service provider, we’re dedicated to ensuring you obtain the most out of your

technology assets. Driven by our commitment to see our customers succeed, we have

developed a comprehensive range of services to make sure your company is always enabled by

its technology and never limited by it. This extensive coverage allows us to be the trusted IT

Company your business turns to when the need arises.

3.2.1 Our Services

Our Services Details

IT Client Services Software Installation and Support; Hardware Break/Fix

Support; Printer Support; Security Remediation

Server Administration Services

Server Build; Server Maintenance and Support; Server

Backup Management; Server Recovery Management;

Server Performance Management; Server Vendor

Management

Web Development Services

Web Development; Software Development; Web

Application; SEO

Networking Services LAN Administration; WAN Administration; PBX/ IP

Telephone

Security Services CCTV Security Cameras; Access Control Products

Electrical Services

Computer Supplies & Accessories

3.3 Our Core Values

Our Core Values guide us in how we create respect and value our judgment and deliver on our

commitments:

Integrity

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Honesty

Respect

3.4 Our Vision

Vision – To lead in the provision of ICT Services and Solutions.

3.5 Our Mission

To Build a more proactive ICT Company and offer an improved level of Services to all Clients.

Provide the best cost effective services and solutions; Rapid and capable response; and Return-

to-service as quickly as possible to our clients.

3.6 Our Value Proposition

Our belief is that we have "Critical-Value-Relationships" with the world's leading technology

companies and all entities which utilize their products and services. Among the many strengths

that distinguish The Technology Doctor in the IT marketplace are our:

Extensive IT industry expertise

Targeted, End-to-End and Evolving service offerings

Expertise in Lifecycle, Implementation and Technology Services Consulting

Expertise in Project-based Contracting and Outsourcing for Lifecycle services

Services, Product/Service/Infrastructure/Systems Implementation and Deployment

services

Commitment to the Long-term development of our customers, employees and partners

Proven and determined leadership team

3.7 Corporate Citizenship

Being a good corporate citizen is part of our identity.

3.8 Industry Focus

Technical Support

Content Management

Applications Development

Information Management

IT consultancy - business and technical

Systems/Network Management

Web Design/Development

Infrastructure/Hardware/Software/Services

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3.9 Customer Segments

The Technology Doctor focuses on local markets, including small offices and home offices (1-9

employees), medium to large businesses (10-99 employees), corporate (multiple locations or

100+ employees), and government offices.

3.10 Our Practice Areas

Architecture, Design and Planning

Consulting

Product & Service Development

Technology Consulting Systems & Infrastructure Implementation

Project-based and Managed Outsourcing Project Management

Program and Project Management Partner Services

3.11 Our Market Coverage

Uganda (Nationwide).

3.12 Our Services

The Technology Doctor provides consulting and project-based contracting services in IT areas

and has developed its own methodologies in delivering these services across multiple solution

areas.

IT Client Services

Server Administration Services

Web Development Services

Networking Services

Security Services

Electrical Services

Project Management

Computer Supplies & Accessories

3.13 Our Solutions

Schools Management Systems

Hospital Management Systems

Microfinance Management Systems

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3.14 Technical Standing of the Firm

No. Name Designation Years of Service

1. Denis Kisina Managing Director 3

2. Faith Namono Business 2

3. Cleave Masereka Senior Software Developer 3

4. Benjamin Wogisha Software Developer 2

5. Enid Kousingye Administrator 2

6. Ambrose Eolu Technical Sales Person 1

7. Simon Kampe Network Technician 2

8. Tucker Ajolorwoth Technician 2

3.15 Why Choose The Technology Doctor?

Not Just Another IT Company

At The Technology Doctor we have consultants, engineers and a help desk team that will assist

you in any way they can. We will have a specialist trained to your system’s needs. We do not

have non-technical account managers or faceless technicians arriving to offer you a service. To

correctly deal with your business needs, we get to know you and your company.

Supporting Productivity

Our motto is that IT should work for you, leaving you to work for the success of your business.

At The Technology Doctor we believe that IT is at the core of most operations. If staff members

cannot access business critical applications, their emails, or even if printing is down, the

company suffers. At The Technology Doctor our knowledge, experience and expertise will keep

you concentrating on what you do best.

Responsibility and Security

The Technology Doctor always takes full responsibility for the security of your IT infrastructure.

When a problem with your infrastructure arises we will take ownership of the problem until it

gets resolved. We know that trusting someone with your IT is just the same as trusting someone

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with your office keys and we do not take that responsibility lightly. With any service we provide

we make security a top priority giving you peace of mind regarding the safety of your IT.

At The Technology Doctor we will always install the most secure network systems complete with

antivirus, firewalls, back-up systems, and restricted administrator passwords to keep sensitive

information private and confidential.

Cost Effectiveness

Cost savings come from efficiency, uptime and a well managed IT system.

At The Technology Doctor we do not implement systems because we want to learn something

new or because it is what other people are doing, we put in the right systems that suit your

business needs.

Partnering with The Technology Doctor allows you to focus on your core business drivers by

removing the burden of recruitment, training and the HR costs of hiring an IT professional as an

employee. Our certified team allows for resilience against absence and holiday cover. Our team

of experts also offers a broad skills base providing you with a wealth of knowledge, offering you

the most efficient IT solution.

Fast Response Times

What differentiates The Technology Doctor from any other IT company is the quality with which

we deliver our services. We acknowledge that the faster we can get you working the more

beneficial it is for your business. At The Technology Doctor we have systems in place to prioritize

calls and ensure that items are resolved efficiently. We analyse the calls you log and if we see

regular items appearing we will work with you to improve the systems or increase staff training.

At The Technology Doctor we are highly experienced and qualified in providing any IT services; it

is of great importance that our customer service is first class and that your issues are resolved

quickly and successfully.

Knowledge

At The Technology Doctor we train all of our staff so they are up to date with the latest

technology. As IT is such a fast paced industry, we are working with our partners at Micosoft

and other major IT companies testing their products before they are released to ensure that we

are at the front line of new technology. We make sure that you are not exposed to untested or

unstable products.

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4. References

List of Current Customers (Companies /Organizations /Businesses)

No. Name of Company Current Scope of Work

1. Zenitaka – Hyundai

Joint Venture

Four year contract to do preventative maintenance and Repair

of Printers on a quarterly basis

2. Mbale Secondary

School

Implementing a School Management System

3. Oscar Associates One year contract to do preventative maintenance and Repair

of Computer and Printers

4. Sebbi Hospital Implementing a Hospital Management System

5. Children and Media

Africa

Website Development

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5. Terms & Conditions for Warranty

Normal Use Notes:

Product Warranty Period Warranty Type Parts and Accessories that

may accompany the

original packaging of the

Product.

Warranty

Period

Warranty

Type

Computer Hardware

(Desktop, Laptop, Monitor,

Printer, Tablet etc.)

1 Year Carry-in

Battery

6 months Replace Other hardware accessories

Software Programs,

Applications and Systems Not Applicable

Add-ons

Optional hardware

accessories

(Bluetooth,wireless

charger, etc)

6 months Replace

5.1 Coverage of warranty in Brief

Warranty Type Transport Functional Spare Parts Replacement Unit

Carry-In X √ X

Replace X Not Applicable √

5.2 TERMS & CONDITIONS OF WARRANTY

1. The table above sets out the applicable warranty period commencing from the date of

purchase for the Product (hereinafter defined) under normal use Only. During the said

applicable warranty period, The Technology Doctor Ltd ("hereinafter referred to as We, Us

and Our") will furnish without charge, labour and/or replacement parts (or pay for same)

necessary to repair or replace the product specified under the warranty card ("Product")

due to defects in the material or manufacturing faults subject to the terms and conditions

hereunder.

2. THIS LIMITED LOCAL WARRANTY ("this warranty") DOES NOT COVER MINOR

IMPERFECTIONS IN PRODUCTS THAT MEET DESIGN SPECIFICATIONS OR

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IMPERFECTIONS THAT DO NOT MATERIALLY ALTER FUNCTIONALITY. WE MAKE NO

SATISFACTION GUARANTEES, PERFORMANCE GUARANTEES, RISK FREE GUARANTEES,

ERROR FREE GUARANTEES. ANY EXPRESS OR IMPLIED WARRANTIES INCLUDING BUT

NOT LIMITED TO FITNESS FOR A PARTICULAR PURPOSE, PERFORMANCE, USE OR

MERCHANTABILITY. WHETHER BY STATUTE, COMMON LAW OR OTHERWISE ARE

EXCLUDED TO THE MAXIMUM EXTENT PERMISSIBLE BY APPLICABLE LAWS.

3. TIME FOR SERVICE. Service will be available during Our Operation Hours.

4. PLACE OF SERVICE. Service will be provided on-site or at the location of Our Customer

Service Center depending on the type of warranty covering the Product:

Warranty Type Cost of Transport and Other Miscellaneous Expenses

Carry-In

Costs to transport the Product to Our Customer Service Center for service will not be borne by Us unless

otherwise required by law. If We are obliged under law to provide on-site service to You or due to health and

safety, environmental and/or technical requirements, certain repairs cannot be completed in Your residence,

reasonable costs to transport and/or ship the Product for service will be paid by Us. Insurances, handling fees,

applicable taxes and/or other incidental charges shall be borne by You.

Replace

Products outside Warranty

coverage

5. To be eligible for the warranty coverage, (i) You shall have to register the Product by

following the instructions provided to You from Us within fifteen (15) days of date of

purchase; and/or (ii) show valid proof of purchase as and when required. Please note that

Products which are not registered in accordance with the terms and conditions herein,

without valid proof of purchase and/or with proof of purchase that has been altered or

illegible, shall be deemed to be outside the cover of this warranty.

6. If there are any missing part(s), faults and/or defects which do not conform to the sales

contract, invoice or packaging ("Defects") which can reasonably be discovered through

visual inspections on the date of purchase or immediately thereafter must be reported

within seven (7) days of date of purchase,, failing which, no Defects will be deemed to be

present at the time of purchase. Claims relating to such Defects must be supported in

writing by; or processed through, the authorized distributor or retailer where You have

purchased the Product.

7. We reserve the right to impose charges for services on the Product which are outside the

cover of the warranty. We also reserve the right to decline to provide service where the

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Product is obsolete, no longer deemed serviceable or replaceable for any reason.

Products after servicing or inspections must be collected within three (3) months from the

date of notification. We may dispose of the Product which remains uncollected after three

(3) months, without notice to You, in any way We deem fit and We may also claim any

damages from You including any costs for the storage of the Product. We reserve the right

of lien for unpaid charges.

8. Time shall not be of the essence as Our services can be inadvertently affected by factors

outside Our control. We shall not be liable for any losses or damages howsoever arising

out of delays, loss of use, etc, nevertheless, We shall make reasonable efforts to inform

You in the event where the service may exceed one (1) month of date of service request.

9. If the Product or a unit, consumables, part or subassembly requires repair, We may, at

Our option and discretion, repair, replace or exchange it with an equivalent product, unit,

consumables, part or subassembly that is new or refurbished. We will retain the replaced

part or product that is exchanged during service as Our property, and the replacement

part or product will become Your property. Repaired, replaced or exchanged part or

product will continue to be under warranty for the remaining Product warranty period but

for a period of not less than thirty (30) days.

10. If service is required, You agree to make the Product reasonably accessible to Us.

Products not reasonably accessible or cannot be safely accessed will be deemed to be

outside the cover of this warranty.

11. This warranty is good only to the person named as the owner of the Product in the

warranty card and is not assignable and/or transferable.

12. We shall reserve the right to vary the coverage or refuse to cover Products which in Our

records indicate are "End-of-Line" or "Clearance".

13. We shall reserve the right to vary, modify or change the terms and conditions herein due

to change(s) in availability of services, products and/or spare parts or for the purposes of

complying with applicable policies, rules, regulations and law, with or without notice.

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14. LIMITATIONS OF COVERAGE - This warranty Does Not Cover:

i. Any Product purchased outside Uganda.

ii. Damage, fault or failure due to alteration or repairs made by anyone other than Us, or the

use of supplies and accessories other than those supplied by Us.

iii. Damage, fault or failure due to causes beyond Our control including, but not limited to,

repairs necessary due to operator negligence, improper installation, damage caused by

spillage of foods/liquids, wrong usage of electrical supply and voltage, abnormal voltage,

excessive heat, dust, corrosive surroundings, chemical reaction, failure to maintain the

Product, failure to operate or use the Product according to instructions, accident,

mishandling, misuse, tampering, vandalism, theft, fire, lightning, flood, wind, freezing,

power failure, static, normal wear and tear, pests, vermin, foreign matter entering the

Product, inadequate or excess power supply, unusual atmospheric conditions, or acts of

war or acts of God.

iv. Damage, fault or failure resulting from software, virus(es), electrical wiring and

connections, user facilitated minor adjustments and settings, external antenna or local

reception problems, structural problems of Your premises, inaccessible Products or parts,

negligence, misuse, tampering or abuse, whether willful or not.

v. Damage, fault or failure due to improper transportation, inappropriate storage conditions

or materials, improper ventilation, reconfiguration of the Product, movement of the

Product,.

vi. Damage, fault or failure due to or arising out of, transit or delivery, packing, unpacking,

assembly, installation, routine maintenance, dismantle, relocation or removal.

vii. Non failure problems that do not require parts and intermittent issues, including without

limitation, reception and/or incompatibility issues, demonstration, training, reminders,

adjustments, set-up, installations, battery change, replenishing of consumables, short

circuit, routine maintenance and servicing, periodic checkups, cleaning, checking of

improper operation or incorrect use. We will not pay for adjustments or repairs required

because of conditions at Your location or specific to You.

viii. Products where the serial number is removed, defaced or made illegible, parallel

imported sets, products purchased overseas or from non-authorized dealers or retailers,

second hand sets, products sold "AS IS", "REFURBISHED" or bearing similar notations.

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ix. Cosmetic defects, reduced or impaired functionality, reduced lifespan or limitations of

Products which, in Our records indicate, are second hand, "Used", "Refurbished", "Open

Set" or "Display Sets".

x. Any utilization of Product that is inconsistent with either the design of the Product or the

way the manufacturer intended the Product to be used. Any installation and/or

modifications that prevents normal service. Any and all cases in which a reasonable

manufacturer of such a product would not honour the warranty of the Product.

xi. Normal wear and tear and cosmetic damage such as, but not limited to corrosion,

scratches, dents, rust, stains. Non-functional parts such as, but not limited to, plastics and

finishes. Expendable or lost items, such as, but not limited to cables, ear buds or head

phones.

xii. Consumables. Consumables are defined as any part or component of an expendable

nature and/or any item that is designed to be consumed (wear out) during the life of the

Product, regardless if it is consumer replaceable or not and whether such consumables

originate from Us or not.

xiii. Consequential losses and/or damages as a result of malfunctioning of, damage to, failure

of an operating part of the covered Product, or damages, fault or failure as a result of any

repairs or replacements under this warranty. Damages, fault or failure caused by delays in

rendering of Our services or loss of use during servicing or otherwise awaiting parts are

not covered. You are responsible for creating backups of all Your data and software on a

regular basis.

xiv. Damages, fault, failure, imperfections, caused by abuse, tampering, illegal use, negligence,

prolonged use or operation.

xv. Products that are leased, rented, used exceeding normal limits, used continuously and/or

subject to abuse, unreasonable, abnormal or extreme operations.

xvi. Warranty card is altered, defaced or erased in any manner whatsoever.

We reserve the rights to charge You for any reasonable and applicable costs and expenses

(at prevailing rates) relating to or arising out of the repair or replacement under these

excluded circumstances.

15. TO THE MAXIMUM EXTENT PERMISSIBLE UNDER APPLICABLE LAWS, WE WILL NOT UNDER

ANY CIRCUMSTANCES OR UNDER LEGAL THEORY (WHETHER BASED IN CONTRACT, TORT,

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OR OTHERWISE) BE LIABLE FOR ANY INDIRECT, INCIDENTAL OR CONSEQUENTIAL LOSSES

AND/OR DAMAGES, INCLUDING WITHOUT LIMITATION, PROPERTY DAMAGE, LOST TIME,

LOSS OF USE, LOSS OF DATA, DELAYS IN SERVICING OR THE INABILITY TO RENDER

SERVICE ON ANY COVERED PRODUCT.

16. The defective Products or parts thereof covered under this warranty shall be repaired or

replaced (with comparable and/or refurbished equipment or parts) as determined by us

in our sole discretion free of charge. Save for personal injury and death caused by our

own negligence and to the maximum extent permitted by applicable laws, the remedies in

this warranty are your sole and exclusive remedies and our liability, howsoever arising out

of, relating to or in connection with this warranty, shall not under any circumstances

exceed the Product purchase price.

17. None of Our employees, agents has the authority to vary, modify or amend any of the

terms and conditions of this warranty.

18. Our decisions regarding all matters concerning this warranty shall be final and binding.

6. Appendix Enclosed with this proposal are the following documents:

Company Profile

Copies Of Registration

Trading License