Rental of laptops and monitors as a managed service on a pay-as-you-use basis for the road accident fund

Primary contact for enquiries and submissions: Email [email protected], Attention: SCM – Demand Management. All enquiries must be submitted in writing via email before the closing date, referencing specific paragraph numbers where applicable.

Submit responses via email to [email protected] with attention to SCM – Demand Management. Required bidder details: Bidder name, bidding structure (OEM, Accredited Partner/Reseller, Individual, Joint Venture, Consortium, Using Subcontractors, Other). For individual bidders: name, registration number, VAT number, contact person, telephone, fax, email, postal and physical address. For joint ventures/consortia: same details for each member. For subcontractors: prime contractor details plus subcontractor details (same fields). Responses must be clear, concise, complete, and follow the RFI’s structure. Enquiries must be submitted in writing via email to Demand Management [email protected] before the closing date, referencing specific paragraph numbers. RAF reserves the right to appoint more than one bidder.

Required bidder information: Bidder name. Bidding structure: Select one (OEM, Accredited Partner/Reseller, Individual bidder, Joint venture, Consortium, Using subcontractors, Other). For individual bidders: Name, registration number, VAT number, contact person, telephone, fax, email, postal and physical address. For joint ventures/consortia: Details for each member (name, registration number, VAT number, contact person, telephone, fax, email, postal and physical address). For subcontractors: Prime contractor details and subcontractor details (name, registration number, VAT number, contact person, telephone, fax, email, postal and physical address).

Evaluation focuses on: Solution capability (conceptual overview, functionality, deployment model, architecture, configurability, integration, scalability, alignment to RAF requirements). Implementation feasibility (methodology, timelines, project phases, resources, preliminary costing). Risk and limitation disclosure (constraints, assumptions, dependencies, material risks). Value-added proposals (recommendations to refine requirements or shape future procurement). Responses must be structured, detailed, and follow the RFI’s required format. Registration and compliance: Must be a registered Service Provider in the National Treasury Central Supplier Database (CSD). Tax matters must be in order. Companies or directors on the National Treasury Restricted Suppliers or Tender Defaulters register will be disqualified.

Scope: Rental of End-User Equipment (laptops and monitors) as a managed service for 5 years on a pay-as-you-use model. Baseline: 287 laptops and 11 monitors, scalable based on business needs. Service requirements: Supply, maintenance, support, and replacement of equipment per agreed SLAs. Delivery and collection to/from all RAF offices (Centurion, Johannesburg, East London, Cape Town, Hatfield, Durban). Asset management: Maintain accurate records, asset tagging, and up-to-date asset register. Support and maintenance: Replace equipment within SLA for repairs, loss, or theft. Return process: RAF wipes data; service provider collects, validates condition, and updates asset register. Insurance: Service provider must cover loss, theft, and damage; lodge claims and replace equipment as needed. Laptop specifications (minimum): Display: 15" FHD Non-Touch. Processor: Intel® Core™ Ultra 5. RAM: 16 GB. Storage: 512 GB SSD. Ports: 2 x Thunderbolt™ 4 (USB4 Type-C), SuperSpeed USB Type-C, HDMI. Wireless: Intel Wi-Fi 7, Bluetooth 6. Modem: 5G capable with SIM card slot. Audio: Dual stereo speakers, dual array microphones. Camera: FHD HDR. Battery: Long life cycle. Power: AC adapter and cable (South Africa). Network: LAN RJ45 connection (built-in or via USB/USB-C). Environmental compliance: Energy Star, EPEAT. Monitor specifications (minimum): Size: 24-inch UHD or equivalent. Resolution: 1920 x 1980 (4K UHD). Panel: IPS. Color coverage: 99% sRGB. Brightness: 300 nits. Connectivity: USB-C, HDMI, DisplayPort. Features: Anti-glare, height-adjustable stand, tilt, swivel, pivot. Environmental compliance: Energy Star, EPEAT.

Respondents must provide: Conceptual overview of the proposed solution (core functionality, deployment model, architecture, configurability, integration capability, scalability, alignment to RAF’s requirements). Implementation methodology (high-level delivery timelines, key project phases, resource assumptions, preliminary costing). Disclosure of limitations (known constraints, assumptions, dependencies, prerequisites, material risks e.g., hosting model, integration, support, sustainability). Additional information (recommendations or value-added proposals to assist RAF in assessing suitability or refining requirements). Response format: Clear, concise, complete, and sufficiently detailed. Strictly follow the RFI’s structure, sequence, and numbering.

Respondents should demonstrate: Experience as a service provider in delivering managed end-user equipment rental services, preferably in the public sector or complex environments. Successful delivery of similar engagements, including references and implementations. Capability to support RAF’s operational, technology refresh, and workforce mobility requirements. Ability to provide scalable and flexible rental solutions that adapt to changing business demand. RAF’s assessment will consider: Relevance of experience to the RFI’s scope. Maturity and suitability of service delivery models. Alignment with industry best practices and RAF’s service delivery objectives.

Pricing model: Provide a structured overview of indicative pricing per unit (laptop and monitor) including VAT, broken down annually for 5 years. Include: Cost per unit (laptop and monitor), total price (including VAT) for each year, full disclosure of all cost components, pricing assumptions, exclusions, dependencies, and additional charges (e.g., insurance). Billing: Monthly in arrears, based on equipment utilization. Pricing schedule: Respondents must use the provided table format for rental costs per unit (laptop/monitor) for Years 1-5, including VAT.

Mandatory compliance: Service provider must be eligible and registered in terms of applicable South African laws. Must be included in the National Treasury Central Supplier Database (CSD). Tax matters must be in order prior to award. Companies or directors listed on the National Treasury register for Restricted Suppliers or Tender Defaulters will be disqualified. Equipment compliance: Laptops and monitors must meet or exceed the technical specifications provided. Devices must comply with environmental regulations and certifications (e.g., Energy Star, EPEAT).

Contract duration: 5 years for the rental of End-User Equipment (laptops and monitors) as a managed service on a pay-as-you-use model. Service provider obligations: Supply, maintain, support, and replace equipment per agreed SLAs. Allow scalability (increase/decrease quantities) based on RAF’s changing needs. Deliver and collect equipment to/from all RAF offices (Centurion, Johannesburg, East London, Cape Town, Hatfield, Durban). Maintain accurate asset records, tagging, and register. Replace equipment within SLA for repairs, loss, or theft. Provide insurance cover for loss, theft, and damage; lodge claims and replace equipment as required. Update asset register post-collection or replacement. RAF obligations: Verify and validate deliveries; sign delivery notes. Wipe data from equipment before return/collection. Submit approved Scope of Work Orders for additional equipment requests.

RAF reserves the right to appoint more than one bidder for this RFI.

Primary contact for enquiries and submissions: Email: [email protected], Attention: SCM – Demand Management. All enquiries must be submitted in writing via email before the closing date. Reference specific paragraph numbers where applicable.