RFI: redevelopment and support of the raf website/portal (24 months)

• Closing date: 12 November 2026
• Closing time: 11:00
• Compulsory briefing session: None (marked N/A)
• Published date: 29 October 2026

• Enquiries (bid enquiries): SCM – Demand Management
• Email: [email protected]
• All questions and enquiries must be submitted in writing via email before the submission date.

• Responses must be emailed to: [email protected]
• Attention: SCM – Demand Management
• Closing time: 12 November 2026 at 11:00 AM
• Only original equipment manufacturers (OEMs) or their accredited partners/resellers are eligible to respond.
• Select the applicable respondent category: OEM or accredited partner/reseller.
• Bidders must state their bidding structure by ticking one of: individual bidder, joint venture, consortium, using subcontractors, or other.
• Provide full details for each bidding party (individual, joint venture/consortium members, prime contractor, subcontractors): name, registration number, VAT registration number, contact person, telephone, fax, email, postal address, physical address.
• Returnable information: company profile, relevant experience, at least two comparable implementation references, complete response to business requirements, proposed solution architecture, human resources plan, indicative implementation approach, indicative commercial information, and presentation/demonstration material.
• Submission must be made before the closing time; late responses are not considered.

• This is a Request for Information (RFI) for market research purposes; it is not a competitive bid.
• Only OEMs or accredited partners/resellers are eligible to respond.
• No scoring or preference points system is applied to RFI responses.
• The RAF reserves the right to invite selected respondents to demonstrations, clarification sessions, presentations, proof-of-concept discussions, or further market engagement.
• No minimum qualifying score is stated.

• The RAF requires redevelopment and support of its website/portal for a period of two years (24 months).
• The current website runs on SharePoint Subscription Edition (SE) and is hosted in the AWS cloud; it is static and does not meet present or future needs.
• Required capabilities include:
• Content Management System (CMS): widely adopted, easy to use, with WYSIWYG interface, role-based access (authors, editors, approvers, publishers), configurable approval workflows, version control, rollback, and audit logs.
• Content publishing workflow: drafting, review, approval, scheduling, and maintenance of content.
• Hosting: CMS must be provided as Software as a Service (SaaS), capable of integrating with RAF systems on AWS, on-premises, or other cloud services.
• Integration: must integrate with Power BI, Microsoft-based in-house solutions, and commercial platforms including Guidewire, SAP, and SharePoint, plus other systems via secure standards-based interfaces.
• Internal user capabilities: upload/manage tenders, media statements, advertisements, and other documents; update public content via a secure role-based admin interface.
• Intelligent features: AI chatbot for claim guidance, chat transcripts, analytics and reporting, sentiment analysis, intelligent search with typo tolerance, user-behavior analytics (heatmaps, scroll depth).
• Security requirements:
• User registration and authentication for protected services, failed-login limits, password policies, bot detection.
• Audit trail: unique session identifiers, device tracking, user activity association, login attempt logging with timestamps.
• Integration with existing RAF portals (Guidewire, CRM) without disrupting functionality.
• Use cases:
• Claim Eligibility Tool: public, non-authenticated, adaptive questionnaire, real-time validation, clear eligibility outcomes, next-step guidance.
• Document Submission Platform: authenticated uploads with structured registers, mandatory metadata, acknowledgement receipts, tracking dashboard, integration with EDRMS, Guidewire, and RAF IAM.
• Claim Status Monitoring: consolidated view across claim lifecycle (initiation, investigation, assessment, offer, settlement, litigation), integration with Guidewire/Bokamoso, Litigation Management System, SAP ECC/S/4HANA, CRM.
• Proactive Accident Prevention and Education Hub: hotspot analytics, online driver-safety courses with certification, community hazard reporting, integration with GIS and transport APIs.
• Proposed solution must be modern, secure, scalable, cloud-based, and technology-agnostic, integrating with existing systems of record.

Respondents must describe the proposed implementation methodology, delivery phases, estimated timelines, assumptions, dependencies, risks, and RAF resource requirements. Also required: training, knowledge transfer, user enablement, documentation, post-implementation support, service desk arrangements, escalation paths, support and maintenance details (update cycles, patching, response times, support hours), and data migration/validation/reconciliation/cutover approach where applicable.

Respondents must provide:

• A company profile covering ownership, years of operation, South African presence, OEM or partner status, and delivery capability.
• Relevant experience in supplying, implementing, integrating, maintaining, and supporting website and portal solutions.
• At least two comparable implementation references.
• The proposed solution's architecture.
• Human resources required for successful implementation.
• Indicative commercial information (licensing, costs, assumptions).
• Presentation/demonstration material illustrating the solution's suitability.

Provide an indicative pricing model (subscription, perpetual, usage, etc.) and separate costs for development, implementation, configuration, integration, training, support, maintenance, cloud consumption, and HR. Include renewal, upgrade, and price-adjustment mechanisms. Provide a detailed, itemized, non-binding cost breakdown for Year 1 and Year 2, with VAT included, in South African rand. Indicate validity period and any exchange-rate dependencies.

• Responses must include indicative commercial information covering licensing or subscription models, implementation and support costs, optional modules, pricing assumptions, and key cost drivers.
• Provide an indicative pricing model specifying whether costs are based on subscriptions, perpetual licenses, usage, users, virtual users, environments (development, test, production), or enterprise entitlement.
• Separate indicative costs for: development/customization, implementation, configuration, integration, training, knowledge transfer, support, maintenance, cloud consumption, and human resources.
• Include license/subscription renewals, support entitlements, upgrade rights, price-adjustment mechanisms, exchange-rate assumptions, and minimum commitments.
• Identify cost drivers, exclusions, dependencies, third-party costs, optional services, and assumptions affecting total cost of ownership over 24 months.
• Provide a detailed, itemized, non-binding cost breakdown for budgeting and planning, distinguishing once-off, recurring, optional, usage-based, and third-party costs.
• The price breakdown table must show Year 1, Year 2, and Total prices, with VAT included for each.
• State whether prices include or exclude VAT; prices must be quoted in South African rand and remain valid for a specified period.

• Must be legally eligible and registered under applicable national laws.
• Must be listed on the National Treasury Central Supplier Database (CSD).
• Tax affairs must be in order at the time of submission.
• Companies or directors listed on the National Treasury registers of Restricted Suppliers or Tender Defaulters are automatically disqualified.
• Only OEMs or accredited partners/resellers of the OEM are eligible.

No health and safety requirements are stated in this RFI.

The RFI does not commit the RAF to procure, contract with, or appoint any respondent. Responses are for market research and planning only. The potential contract period is twenty-four (24) months, or another period determined through future procurement.

This RFI is for market research and does not constitute a competitive bid. RAF may select respondents for demonstrations, clarification sessions, presentations, or proof-of-concept discussions. No scoring or preference points are stated.