Awarded Tender: Voip telephone systems lease tender - dept of rural development
Contract Awarded
This tender has been awarded to ADVANCED VOICE SYSTEMS for R 144 349 30.
AwardedDLRRD (CRD-06) 2025/27
Award Information
Award Value
R 144 349 30
Winning Supplier
ADVANCED VOICE SYSTEMS
Type: EME
Telecommunications
Appointment of a service provider(s) to lease telephone management and switchboard systems (voip) to the department of land reform and rural development at the office of the registrar of deeds eastern cape deeds registry: qonce and mpumalanga deeds registry, for a period of 36 months.
Issuing Organization
Department of Agriculture, Land Reform and Rural Development
Appointment of a service provider(s) to lease telephone management and switchboard systems (voip) to the department of land reform and rural development at the office of the registrar of deeds eastern cape deeds registry: qonce and mpumalanga deeds registry, for a period of 36 months.
What the tender required and what the award supports
Source material and existing AI analysis appear first. Supplier conclusions remain qualified by the evidence Tenders-SA holds.
Summary
The department of land reform and rural development invites bids from qualified service providers to lease, install, and maintain voip telephone management and switchboard systems for the eastern cape deeds registry (qonce) and mpumalanga deeds registry. The contract is for a period of 36 months, and the successful bidder will be responsible for supplying all necessary hardware, software, training, and ongoing support.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
0 of 1 source documents fully reviewed. Unstated details are identified only after complete source review.
technical scope
24 sourced criteria
financial capacity
9 sourced criteria
pricing
8 sourced criteria
compliance returnables
12 sourced criteria
evaluation
5 sourced criteria
experience
3 sourced criteria
personnel
Source analysis requires completion or review
equipment capacity
3 sourced criteria
delivery contract
6 sourced criteria
equity registrations
4 sourced criteria
What the buyer was looking for
1Inferred operational need
Submit your bid in a sealed envelope to the Tender/Bid Box at 600 Lillian Ngoyi Street, Pretoria, before 11:00 on 11 August 2026, using the official SBD forms.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
An award confirms appointment. It does not prove why a supplier was selected, that every qualification remains current, or that delivery was completed successfully.
Bid-ready summary. The submission guidelines, evaluation criteria, technical, financial, and compliance sections are refined into professional, easy-to-scan prose. This is the final version you can rely on when preparing your bid or briefing your team.
We refine every tender document through these stages so you can brief your team and prepare your bid with confidence. Anything marked as "in progress" will be upgraded automatically — no action required from you.
Document read
Compliance review
Bid-ready summary
Source: DLRRD (CRD-06) 2026-27 Bid Document.pdf
Lease a fully functional VoIP telephone management and switchboard system for 36 months at two deeds registries: Eastern Cape (Qonce) and Mpumalanga.
The system must include: telephone management software, SIP telephone instruments, digital console, PC-based attendant software, cordless telephones with coverage, UPS backup, voice auto-attendant, voicemail, call hunting, and full installation, training, warranty, and maintenance.
Submit your bid in a sealed envelope clearly marked with: Name and Address of bidder, Bid number (DLRRD (CRD-06) 2026/27), and closing date.
Deposit the sealed bid into the Tender/Bid Box at: Department of Land Reform and Rural Development, 600 Lillian Ngoyi Street, Pretoria, 0001.
Deadline: 11 August 2026 at 11:00. Late bids will not be accepted.
You must use the official forms provided (SBDs) – do not retype them.
Complete and include all required returnable documents: Authority to Sign SBDs, SBD 1, SBD 3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Supplier Maintenance (Bank Details) Form, Terms of Reference, and General Conditions of Contract.
Failure to submit proof of authorization to sign the tender (e.g., company resolution) will render your bid non-responsive.
Bids not inside the Tender Box by the closing time will not be considered.
80/20 preference point system: 80 points for price, 20 points for Specific Goals.
Price score formula: Ps = 80
(1 - (Pt - Pmin) / Pmin).
Specific Goals points claimed based on percentage ownership equity for HDI, female, disability, youth, and locality.
Functionality evaluation (scored separately) with 25% weighting for company experience, requiring reference letters as proof.
Bids will be disqualified if bidder is in service of the state, listed on Tender Defaulters or Restricted Suppliers, or fails to submit required documentation.
Scope: Supply, install, commission, and maintain a leased VoIP telephone management and switchboard system for 36 months at two registries: Eastern Cape Deeds Registry (Qonce) and Mpumalanga Deeds Registry.
Key Deliverables:
A fully functional Telephone Management System to record call traffic, manage user accounts with limits, generate reports, and bar unpaid accounts.
Required quantity of SIP telephone instruments (base, mid-range, and top-range models) as per the detailed table.
Digital console/PC-based attendant software for switchboard operators.
Dial Direct Inward (DDI) and Dial Direct Outgoing (DDO) functionality.
Cordless telephones with full building coverage via base stations/repeaters.
Uninterrupted Power Supply (UPS) with battery backup for at least 3 hours.
Database preservation buffer and voice auto-attendant with night service.
Voicemail, call forwarding, and call hunting features.
ICASA-approved hardware and software licenses for the contract duration.
On-site training for operators and orientation for all users.
Full warranty, maintenance, and support plan with specified response times (12-24 hours standard, <4 hours for system blackout).
Installation and commissioning must be completed within three weeks after receiving an official appointment.
The system must undergo pre-inspection using a client-approved checklist before final acceptance.
A certificate of acceptance must be provided by the service provider.
The system must be 100% ICASA compliant and fully functional as per the bid proposal.
Testing and commissioning must be completed until the system is fully operational, with the service provider bearing all related costs.
An inventory of all supplied items must be signed off.
The service provider must check compatibility with existing cabling and infrastructure.
Experience & Qualifications
Source: DLRRD (CRD-06) 2026-27 Bid Document.pdf
Bidders must demonstrate experience in supply, installation, commissioning, and maintenance of telephone management and switchboard systems.
Submit a minimum of two reference letters from client companies. Letters must include: client company address, contact details, description of services rendered, contract duration, and be signed.
Contracts, Service Level Agreements, appointment letters, and purchase orders are not accepted as proof of experience.
Pricing Schedule
Source: DLRRD (CRD-06) 2026-27 Bid Document.pdf
Use the official SBD 3.3 Pricing Schedule form.
Provide a total bid price (VAT inclusive).
Breakdown required per office (Eastern Cape: Qonce and Mpumalanga) into:
Installation and configuration (once-off).
Training (once-off).
Leasing of the fully functional telephone system including all consumables (36 months).
Show subtotals (VAT exclusive) and VAT calculation at 15%.
Provide a summary table with total costs for each registry and the overall total.
Mandatory Registration: You must be registered on the Central Supplier Database (CSD). Your tax compliance status will be verified via the CSD.
Tax Compliance: Submit your SARS Tax Compliance Status PIN or a printed TCS certificate. If no PIN but registered on CSD, provide your CSD number.
B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
ICASA Certification: Provide a valid copy of the Telecommunication Equipment Type Approval Certificate issued by ICASA in your name, or a letter of consent from the manufacturer/retailer with the certificate.
Submit a catalogue of your proposed solution aligned with the ICASA Type Approval Certificate.
Provide proof of authorization to sign the Standard Bidding Documents (e.g., company resolution, partnership agreement).
No bids will be considered from persons in the service of the state or entities with directors/members in the service of the state.
Contract Duration: 36 months.
The successful bidder must sign a written contract form (SBD7).
The bid is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract.
The service provider must provide a detailed maintenance plan with schedules and costing for the full contract period.
Warranty: Full warranty on all equipment for the duration of the contract.
Support includes preventative, corrective, and breakdown maintenance with clear turnaround times.
The service provider is liable for all expenses from system malfunction during testing and commissioning.
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
2Inferred operational need
Submit proof of authorization to sign the bid (e.g., company resolution) and complete all required SBD forms (SBD 1, SBD 4, SBD 6.1, Supplier Maintenance Form).
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
3Inferred operational need
Provide a full warranty, maintenance plan, and support with response times of 12-24 hours (standard) and under 4 hours for system blackouts, for the entire 36-month contract.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
4Inferred operational need
Complete installation and commissioning within three weeks of appointment and provide on-site training for operators and users.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
5Inferred operational need
Lease a fully functional VoIP telephone management and switchboard system for 36 months at two deeds registries: Eastern Cape (Qonce) and Mpumalanga.
Threshold: 36 months
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
6Mandatory requirement
The system must include: telephone management software, SIP telephone instruments, digital console, PC-based attendant software, cordless telephones with coverage, UPS backup, voice auto-attendant, voicemail, call hunting, and full installation, training, warranty, and maintenance.
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
12Inferred operational need
Scope: Supply, install, commission, and maintain a leased VoIP telephone management and switchboard system for 36 months at two registries: Eastern Cape Deeds Registry (Qonce) and Mpumalanga Deeds Registry.
Threshold: 36 months
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
25Inferred operational need
Provide a summary table with total costs for each registry and the overall total.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
26Mandatory requirement
Complete and include all required returnable documents: Authority to Sign SBDs, SBD 1, SBD 3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Supplier Maintenance (Bank Details) Form, Terms of Reference, and General Conditions of Contract.
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
34Inferred operational need
Provide a VAT-inclusive pricing schedule (SBD 3.3) in South African Rand, with a breakdown for installation, training, and 36-month leasing for each registry, and keep your offer valid for 90 days.
Threshold: 90 days
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
35Inferred operational need
Use the official SBD 3.3 Pricing Schedule form.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
57Scored criterion
Bids will be disqualified if bidder is in service of the state, listed on Tender Defaulters or Restricted Suppliers, or fails to submit required documentation.
Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.
No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
60Mandatory requirement
Submit a minimum of two reference letters from client companies. Letters must include: client company address, contact details, description of services rendered, contract duration, and be signed.
Threshold: minimum of two reference letters from client companies
Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
62Inferred operational need
Supply, install, and maintain a fully functional VoIP system meeting detailed specifications, including SIP handsets, cordless phones, UPS backup (3 hours), and ICASA-approved equipment.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
63Inferred operational need
Warranty: Full warranty on all equipment for the duration of the contract.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
64Inferred operational need
ICASA Certification: Provide a valid copy of the Telecommunication Equipment Type Approval Certificate issued by ICASA in your name, or a letter of consent from the manufacturer/retailer with the certificate.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
65Inferred operational need
Contract Duration: 36 months.
Threshold: 36 months
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
67Inferred operational need
The bid is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
69Inferred operational need
Support includes preventative, corrective, and breakdown maintenance with clear turnaround times.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
70Inferred operational need
The service provider is liable for all expenses from system malfunction during testing and commissioning.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Tenders-SA records other appointments with overlapping scope terms for ADVANCED VOICE SYSTEMS.
Qualified inference
Supported inference
The recorded history supports exposure to related scope, but does not establish the bid evidence submitted or current delivery capacity.
Related historical records suggest exposure; they do not prove bid contents, current capacity, or delivery.
71Inferred operational need
Ensure tax compliance by submitting your SARS Tax Compliance Status PIN or CSD number, and provide a valid B-BBEE certificate or sworn affidavit to claim preference points.
Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.
Inferred from stored analysis; verify against the source document. No source document identifier is stored for this item.
Source: AI key requirements · requirements
Known supplier evidence
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
72Scored criterion
Specific Goals points claimed based on percentage ownership equity for HDI, female, disability, youth, and locality.
Why it matters: The source places this item in the evaluation criteria; the recorded weight or threshold is shown when available.
No source document identifier is stored for this item.
The linked award records ADVANCED VOICE SYSTEMS as appointed for this tender. Recorded contract value: 144349.3 ZAR.
Qualified inference
Inference only
The successful bid likely addressed this expectation, but the submitted evidence and evaluation reason are unavailable.
The linked award confirms appointment only, not the submitted qualification or reason for selection.
APPOINTMENT OF A SERVICE PROVIDER WITH A CIDB GRADING OF 2ME OR HIGHER FOR THE SUPPLY AND INSTALLATION OF NEW SPLIT AIR CONDITIONING UNITS, RETROFITTING OF A NEW HIDEAWAY HVAC UNIT INTO THE EXISTING DUCTING SYSTEM, AND RELOCATION OF DUCTING AND DIFFUSERS TO IMPROVE AIRFLOW IN AN OPEN-PLAN OFFICE AT THE NATIONAL RESEARCH FOUNDATION PREMISES, PRETORIA (BRUMMERIANRF/ CORP EM RFQ 90/2025-26