APPOINTMENT OF A SERVICE PROVIDER FOR THE RENTAL OF HIGH-VOLUME DOCUMENT SCANNERS INCLUDING INSTALLATION, MAINTENANCE AND SUPPORT FOR RAF OFFICES NATIONWIDE FOR A PERIOD OF TWO (2) YEARS.Closed

Overview

Procurement of a 2-year rental of 120 high-volume document scanners nationwide, including installation, maintenance and support. Bidders should be OEM-accredited, capable of delivering a managed, scalable scanning service across RAF offices, meeting SLA, security, training and integration needs. A non-compulsory briefing is 08 September 2026; closing 02 October 2026. Proposals must be hand-delivered to RAF Centurion; no fax/email submissions (see attached RFB for details, filename: RFB RAF 2026 00055 Rental of Document Scanners.pdf).

Requirements

• OEM accreditation or documented OEM authorization; provide proof.
• Track record: minimum 20 high-volume scanners supplied to reference clients; include client details.
• Experience: evidence of support/maintenance involvement with high-volume scanners in the last 6 years.
• Compliance documents: complete and sign SBD 1, SBD 3.1/3.x, SBD 4, SBD 5, SBD 6.1; CIDB proof (if applicable); SARS tax compliance PIN; CSD registration (or CSD number).
• Insurance: All Risk marine/asset insurance for the rental period; evidence of policy.
• Technical capability: meet specifications (e.g., 110 ppm simplex, 220 ipm duplex; 500-page ADF; 70,000 pages/day; USB/Ethernet; OCR; DMS integration; security features; audit trails).
• Service levels: SLA with 98% monthly uptime, 2 years onsite support, 4-hour resolution/response targets, replacement/loan units as needed, regular reporting, and end-of-life disposal.
• Deployment readiness: ability to deploy 120 scanners across multiple sites (see Table A locations and quantities in the attached document).

How to Apply

• Submission deadlines: Questions by 15 September 2026; answers published 21 September 2026; Closing 02 October 2026 at 11:00. (RFB RAF 2026 00055.pdf)
• Submission method: Hand deliver to RAF Eco Glades 2 Office Park, 420 Witch-hazel Avenue, Centurion 0046; tender box required; no fax/email submissions.
• Documents to submit: Original Bid Document + Copy; SBD 1, SBD 3.x, SBD 4, SBD 5, SBD 6.1; CIDB proof; Tax PIN/CSD details; OEM accreditation; Pricing Schedule (SBD 3.1); detailed technical/functional responses; delivery plan; delivery address and site deployment plan.
• Registrations pre-qualification: Tax clearance status (SARS PIN via eFiling or printed certificate), CSD registration number, CIDB registration (if applicable).
• Briefing session: Non-compulsory, 08 September 2026 at 11:00 via Microsoft Teams (link in the PDF); physical briefing address also provided in the document.
• Where to obtain bid documents: Free on RAF website (www.raf.co.za) or via the attached RFB document.
• Clarifications: Direct enquiries to Bathabile Mahlangu; no telephonic enquiries.

Document reference: RFB RAF 2026 00055 Rental of Document Scanners.pdf.