When an institution buys IT hardware, the lowest quote is not always the cheapest outcome. Grey-market stock, unregistered warranties and missing paperwork can turn a good price into a failed audit or a dead device with no one to claim against. These are the questions we would ask if we were on your procurement committee.
1. Where does the equipment come from?
Ask whether the supplier buys through the manufacturer’s authorised distribution in Nigeria. Grey-market and parallel-import equipment may look identical but often comes with no local warranty, the wrong power supplies, or firmware meant for another region.
Ask directly: “Will you supply refurbished, ex-demo or parallel-import items?” The answer should be a clear no, in writing.
2. Whose name is the warranty in?
The warranty should be registered in your institution’s name, not the supplier’s. That way your claim survives even if the supplier closes or you stop working with them. Ask for warranty registration details with the delivery.
3. Will you record serial numbers?
A delivery note that lists every serial number lets you tie each device to the order, check it against the manufacturer’s records, and trace it during audits. For larger orders it also proves that what arrived is what was paid for.
4. Does the product meet the specification, on paper?
Ask for the manufacturer’s datasheet for the exact model quoted, and compare it line by line with your specification. “Equivalent” items should be approved by your technical team before the order, not discovered on delivery. If your institution has restrictions on certain manufacturers (for example NDAA-related requirements for surveillance equipment), ask the supplier to confirm compliance in writing.
5. What documentation will you provide?
For most public institutions, every order should come with:
- A quotation showing subtotal, 7.5% VAT and grand total separately.
- A delivery note signed on receipt, with item descriptions and serial numbers.
- A job completion certificate where installation or configuration is included.
- A VAT invoice.
Missing documents delay payment and cause audit queries later, so agree the list before the award.
6. Is the company compliant?
For public procurement, check the supplier’s current registration with the Corporate Affairs Commission, its Tax Clearance Certificate, VAT registration, ITF and NSITF compliance, and Bureau of Public Procurement registration in the right categories. These should be current and verifiable, not “in progress”.
7. What is the real delivery time?
Ask for a delivery date you can hold the supplier to, and what happens if stock is delayed. Many award letters carry a fixed delivery period; make sure the supplier has actually read it.
8. What happens when something fails?
Ask how a faulty item is handled: is there a working returns process in Nigeria, how long does replacement take, and who pays for shipping? A supplier who cannot answer clearly will be hard to reach later.
9. Will you test before handover?
For drives, computers and network equipment, ask the supplier to power on and test items at delivery, in front of your team where possible. It takes minutes and avoids arguments weeks later.
How we work
We supply federal institutions and businesses through authorised distribution only, record serial numbers, register warranties in the client’s name, and deliver every order with its quotation, delivery note, completion certificate and VAT invoice. If you are preparing a tender or a requisition, we are happy to quote against your exact specification.
