Rental of 120 high-volume document scanners with installation, maintenance and support for raf offices nationwide (2 years)

Closing date: 02 October 2026 at 11:00 AM. Non-compulsory briefing session: 08 September 2026 at 11:00 AM on Microsoft Teams (link provided). Deadline for bid questions/enquiries: 15 September 2026. Publication of Questions & Answers: 21 September 2026.

A non-compulsory briefing session will be held on Microsoft Teams on 08 September 2026 at 11:00 AM. Link provided in the tender document.

Bid enquiries: Bathabile Mahlangu, email [email protected]. No telephonic enquiries will be entertained. Questions must be submitted in writing to the email address before the deadline. Submission address: Road Accident Fund, Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046.

Submit one original and one copy of the bid, clearly marked with the tender number and description, deposited in the tender box at the RAF reception, Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046, before the closing date and time. Faxed or emailed bids will not be accepted. The bid must remain valid for 90 days from the closing date. Returnable forms include SBD 1, SBD 3.1, SBD 4, SBD 5, and SBD 6.1, all completed and signed, plus proof of CIDB registration if applicable, a Tax TCS Pin or CSD number, and a joint venture agreement if applicable.

Returnable documents include SBD 1, SBD 3.1, SBD 4, SBD 5, and SBD 6.1, all completed and signed. Proof of CIDB registration if applicable. Tax TCS Pin or CSD number. Joint venture agreement if applicable. All SBDs must be submitted signed, noting where not applicable.

Evaluation will follow the criteria published with the Request for Proposal/Bids, with no amendments after closing. The applicable preference point system is either 80/20 (for requirements up to R50 million) or 90/10 (above R50 million), with points allocated to price and specific goals as per the system. Bidders must submit a completed SBD 6.1 to claim preference points; failure to submit proof will be interpreted as not claiming specific goal points.

Rental of 120 high-volume document scanners for RAF offices nationwide for two years, including installation, maintenance, and support. Required scanning speed: at least 110 ppm simplex and 220 ipm duplex. ADF capacity: 500 pages, handling sizes from A5 to A3. Multi-feed detection with ultrasonic and infrared sensors. Image quality: minimum 200 dpi optical resolution, 24-bit colour depth, 8-bit greyscale. Daily duty cycle: minimum 70,000 scans. Connectivity: USB and Ethernet. Software integration with document capture tools (e.g., Kofax, OpenText) and SharePoint Online. Security: user authentication, encryption (AES or RSA), secure erase. Availability target: 98% uptime per month, replacement units within 4 hours if repairs cannot be completed. Service locations: Cape Town 21, Durban 16, East London 12, Johannesburg 30, Pretoria 41 (total 120), with possible additional locations and quantities.

The service provider must deliver, install, configure, and support scanners at specified locations. Deployment must be scheduled in advance and coordinated with site management. User and integration tests must be performed for sign-off. All associated software and peripherals must be installed. The provider must provide training, support, maintenance, monitoring, and reporting.

Bidders must be eligible, registered service providers. They must have a business continuity management plan available for inspection. Proposals must be clearly indexed and cross-referenced to a table of contents. Companies or directors on the National Treasury restricted suppliers or tender defaulters list will be disqualified. All SBD forms must be completed and signed. The RAF will confirm CSD registration and SARS tax compliance before award; non-compliant bidders have 7 working days to rectify tax matters.

Pricing must be firm only, in RSA currency, inclusive of all applicable taxes, and include delivery costs. Separate pricing schedules required for different delivery points. Bidders must provide a rate per kilometre for scanner relocation. The bid must remain valid for 90 days from closing.

Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered. Pricing must be in RSA currency, inclusive of all applicable taxes, and include all delivery costs. A separate pricing schedule is required for each delivery point if pricing differs. Bidders must provide a rate per kilometre for scanner relocation. The bid must remain valid for 90 days from closing.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) and have a valid Tax Compliance Status (TCS) Pin or CSD number. Companies or directors on the National Treasury register of Restricted Suppliers or Tender Defaulters will be disqualified. Bidders must have a business continuity management plan available for inspection. Required forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule – Firm Prices), SBD 4 (Declaration of Interest), SBD 5 (National Industrial Participation Programme), SBD 6.1 (Preference Points Claim Form). Proof of CIDB registration may be required. Joint ventures must submit a copy of the joint venture agreement.

Scanners must meet technical requirements including scanning speed of at least 110 ppm simplex and 220 ipm duplex. ADF capacity of 500 pages, handling various sizes and thicknesses. Multi-feed detection with ultrasonic and infrared sensors. Image quality minimum 200 dpi, 24-bit colour, 8-bit greyscale. Daily duty cycle minimum 70,000 scans. Connectivity via USB and Ethernet. Software integration with capture tools and SharePoint. Security features including encryption and user authentication. Availability target 98% uptime, replacement within 4 hours if repairs cannot be completed.

Scanners must comply with environmental regulations and certifications such as Energy Star and Electronic Product Environmental Assessment Tool (EPEAT).

The contract will be for two years, with all-risk insurance at R0.00 excess. The service provider must enter into a Service Level Agreement with performance measures and monthly reporting. The provider must maintain asset registers and provide replacement units as required. The provider must integrate scanners with the existing environment, including SharePoint Online. The provider must create an installation ISO image with necessary drivers and Capture-On-Touch software. Scanners must auto-split PDF files at 50 MB. The provider must provide project management and account management services.

Bid documents are available on the RAF website at no cost. Bids must be placed in the tender box at the RAF reception, Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion, 0046. Bids must be valid for 90 days from closing.

Bidders must be eligible, registered service providers. They must have a business continuity management plan. Companies or directors on the National Treasury restricted suppliers or tender defaulters list will be disqualified. Bidders must be registered on the CSD and be tax compliant with SARS; non-compliant bidders have 7 working days to rectify.

Evaluation will use the criteria published with the Request for Proposal/Bids, with no amendments after closing. Proposals must be clearly indexed and cross-referenced to a table of contents. The preference point system is either 80/20 or 90/10, with points for price and specific goals.