OPEN TENDER– REQUEST FOR PROPOSALS (RFP)

1. Background

Prime Life Insurance Ltd and Prime Insurance Ltd (hereinafter referred to as "the Companies") are regulated insurance companies based in Kigali, Rwanda. As part of an ongoing ICT infrastructure upgrade, the Companies invite eligible bidders to submit proposals for the supply, delivery, installation, and commissioning of a comprehensive set of ICT equipment and services.

The scope of supply includes one high-performance rack server and two dual-controller all-flash NVMe storage units, each with a minimum of 20 TB usable capacity configured in RAID 6, along with all connectivity accessories required to achieve a minimum host-to-storage throughput of 10 Gb/s. The networking infrastructure to be supplied comprises two Cisco MDS 9148S 16G Fibre Channel SAN switches, one Cisco Catalyst 1300-48P-4X managed switch, and one Cisco Catalyst 9300-48P-E managed switch. In addition, one 20 kVA online double-conversion UPS is required to ensure continuous power protection for the environment. Full on-site installation, configuration, and commissioning of all supplied equipment is included in the scope of work. All equipment must be new, genuine, and procured through an authorized reseller.

The new storage infrastructure will serve a total of three host servers: two existing Dell PowerEdge R750 servers already in operation at the Companies' premises, and the one new rack server to be supplied and commissioned under this tender.

2. Scope of Supply & Deliverables

Bidders must propose equivalent or superior products from one of the following approved brands:

DELL, HP, Huawei, Lenovo, Sisco

The complete scope covers:

• Component A – One (1) high-performance rack server fully configured per the BOM in Section 3.
• Component B – Two (2) dual-controller all-flash NVMe storage systems per the BOM in Section 4, each delivering ≥ 20 TB usable capacity (RAID 6, expandable).
• Component C – All connectivity accessories (cables, transceivers, switch) required to interconnect the new server and both existing Dell PowerEdge R750 servers to both storage units at ≥ 10 Gb/s per path.
• Component D – Network Equipment: two (2) Cisco MDS 9148S 16G Fibre Channel SAN switches (24 active ports each, with On-Demand Port Activation License), one (1) Cisco Catalyst 1300-48P-4X 48-port PoE+ managed switch, and one (1) Cisco Catalyst 9300-48P-E 48-port enterprise stackable switch, all with applicable licenses, per the BOM in Section 6.
• Component E – UPS: one (1) 20kVA / 20kW online double-conversion Uninterruptible Power Supply (APC or approved equivalent) for data centre power protection, per the BOM in Section 7.
• On-site installation, rack mounting, cabling, RAID/pool configuration, SAN zoning, network switch configuration, UPS installation and commissioning, and host mapping for all three (3) servers.
• Integration testing, performance validation, and full handover documentation.
• Multi-year technical support and warranty as specified.

3. Server Minimum Specifications (Quantity: 1 Unit)

The server shall meet or exceed the configuration below. Bidders proposing an alternative brand must include a line-by-line specification equivalence table.

Reference platform: Huawei FusionServer Pro 2288 V8 (or equivalent from DELL / HP / Lenovo).

4. Storage System Minimum Specifications (Quantity: 2 Dual-Controller Units)

Each storage unit shall be a dual-controller all-flash NVMe array configured for ≥ 20 TB usable capacity under RAID 6, with at minimum one (1) hot-spare disk, and shall be field-expandable for future capacity growth.

• Disk Sizing Rationale

Reference platform: Huawei OceanStor Dorado 3000 V7 (or equivalent from DELL / HP / Lenovo).

The storage units must support direct connectivity (iSCSI or FC at ≥ 10 Gb/s) to: the one (1) new server, and both existing Dell PowerEdge R750 servers.

5. Connectivity Accessories (Minimum 10 Gb/s Throughput per Path)

All accessories required to achieve full host-to-storage connectivity at ≥ 10 Gb/s must be quoted. The table below lists the minimum required items. Bidders must verify compatibility with the proposed server, storage, and existing Dell PowerEdge R750 HBA/NIC ports and include any additional items necessary for a complete, production-ready installation.

Note: Bidders must confirm the network topology diagram in the Technical Proposal (Section 8.3), showing all three hosts connected to both storage units with redundant paths.

6. Network Equipment Minimum Specifications

All network equipment must meet or exceed the specifications below. Bidders proposing equivalent models must submit a line-by-line compliance table.

Note: All switches must be supplied with applicable licenses activated and factory-configured for integration into the data centre environment.

7. UPS Minimum Specifications

The UPS must meet or exceed the specifications below. Bidders proposing an alternative brand (Huawei, Eaton, Vertiv, Emerson, etc.) must include a line-by-line compliance table and current product datasheet.

Note: UPS must be installed, commissioned, and tested on-site by a certified engineer. Battery runtime test report must be submitted at handover.

8. Technical Proposal Requirements

The Technical Proposal must contain, at minimum:

• Full technical datasheets for each proposed component, mapped line-by-line to the minimum specifications in Sections 3–7.
• Specification equivalence table comparing proposed items against each BOM line item.
• Network connectivity / topology diagram showing how both storage units connect to the new server and both existing Dell PowerEdge R750 servers (redundant paths, VLAN/zoning plan), including SAN fabric layout for the MDS 9148S switches and LAN topology for the Catalyst 1300 and 9300 switches.
• RAID/pool configuration plan: disk count, RAID level, hot-spare policy, usable capacity calculation, and expansion roadmap.
• Installation and commissioning methodology with a project plan and timeline in working days, covering server, storage, network switches (SAN fabric zoning, LAN VLAN configuration), and UPS installation.
• Proof of authorised reseller / partner status for the proposed brand (current certificate or manufacturer letter).
• Minimum two (2) reference projects of comparable scope (server + SAN storage + network switching) completed within the last three (3) years, including client name, value, and contact.
• Warranty and after-sales support plan, including on-site response time, spare-parts availability, and escalation procedures.

9. Financial Proposal Requirements

The Financial Proposal must be submitted in a separate sealed envelope and must include:

• Lump-sum price for each component (A–F) in Annex A, with a detailed cost breakdown attachment for any component requiring itemised sub-pricing.
• Installation and commissioning itemised per task.
• Any additional accessories or consumables not listed but required for a complete installation.
• Prices in RWF.
• VAT shown separately (exclusive and inclusive totals).
• Delivery and commissioning timeline from purchase order issuance.
• Payment terms proposed.

Bidders must complete and submit the Financial Proposal Template in Annex A.

10. Bidder Eligibility Requirements

Bidders must provide:

• Valid RDB Company Registration Certificate.
• Valid Tax Clearance Certificate 
• Proof of authorised partnership / reseller status for the proposed brand.
• Minimum two (2) reference letters or signed contracts for similar infrastructure projects completed within the last three (3) years.

11. Bid Evaluation & Selection Criteria

Bids will be evaluated using the following weighted criteria:

The Companies reserve the right to request clarifications, conduct site visits, or seek additional information during the evaluation process.

12. Submission Requirements

Bidders must submit:

• One (1) sealed envelope containing: Technical Proposal + all eligibility documents.
• One (1) sealed envelope containing: Financial Proposal (completed Annex A).
• Both envelopes inside one outer sealed envelope, clearly labelled:

13. Clarifications

All clarification requests must be submitted in writing no later than 27/05/2026 to:

Dieudonné UWAMBAJIMANA

Email: dieudonne.uwambajimana@prime.rw | Tel: 0786 138 376

Prime Insurance Ltd and Prime Life Insurance Ltd (hereinafter referred to as “the Companies”) reserve the right, at their sole and absolute discretion, to accept or reject any bid, in whole or in part, without assigning any reason, and to annul the tender process at any stage prior to contract award. This statement forms an integral and binding part of the referenced open tender, and submission of a bid shall constitute full and unconditional acceptance of all terms and conditions herein. The Companies further reserve the right to cancel the tender at any time before award without liability or obligation to compensate bidders for any costs incurred, to postpone, suspend, or extend the bid submission deadline with or without prior notice and for any reason, to re-issue the tender in whole or in part under the same or revised terms, and to phase the implementation of the awarded scope across the 2026 and 2027 financial periods, subject to budget availability, internal approvals, and operational requirements at the time of award.