Appointment of a service provider for the provision, maintenance and implementation of the voice over ip (voip) telephone management system (tms) for a period of 36 months (re-advert)

Returnable documents that must be completed and submitted with the bid:

• MBD 1: Invited to Bid (Compulsory)
• Form A: Declaration of Bidder’s Past Supply Chain Management Practices (Compulsory)
• Form B: Declaration of Interest (Compulsory)
• Form C: Authority of Signatory (Compulsory)
• Form D: SARS Declaration of Good Standing (CSD Registered) (Compulsory)
• Form E: Financial References / Bank Details
• Form F: Municipal Utility Account (Compulsory)
• Form G: Preference Schedule
• Form H: Contract Form
• Form I: Certificate of Independent Bidder Determination
• Form J: Declaration of Procurement above 10 Million
• Form K: Record of Addenda
• Form L: Bill of Quantities (Compulsory)
• Form M: Form of Offer (Compulsory)
• Annexures (as applicable to entity type):

• Companies – Certificate of Incorporation, certified ID copies of directors, shareholders register

• Closed corporations – CK1 or CK2 (Founding Statement)

• Joint ventures – Joint Venture Agreement plus each member’s documents

• Partnerships – Certified ID copies of partners

• Sole traders – Certified ID copy

• B‑BBEE certificate or sworn affidavit (Compulsory)

All returnable forms are mandatory for evaluation; incomplete or missing forms may lead to disqualification.

Functionality evaluation (Preferential Procurement Regulations 2022) – total 100 points:

• Qualifications (SIP, UC certification) – Good: 60 points; Poor/none: 0 points
• Project experience (traceable projects of similar nature):

• ≥5 projects in past 5 years – Good: 40 points

• 3‑4 projects in past 3‑4 years – Fair: 15 points

• 0‑2 projects – Poor: 0 points

• Minimum score to progress: 75 points out of 100.
• Bidders must submit certified copies of qualifications and appointment letters/purchase orders as evidence.

Scope: Provision, implementation, maintenance and support of a Voice‑Over‑IP (VoIP) Telephone Management System (TMS) for two GSDM sites (Head Office and LAB) with 60 Mbps connectivity each.

Deliverables include:

1. Hosted Business Telephony (HBT) with Premium License (soft‑client) and Standard License (no soft‑client).
2. Switchboard Operator Licences.
3. VoIP handsets.
4. TMS licences.
5. PABX / Cisco router rental fees.
6. Monthly fault and corrective‑action reports.
7. Quarterly performance meetings.

Technical requirements:

• Demonstrated experience in VoIP/TMS provision, maintenance and implementation.
• Reliable, stable equipment.
• Ability to provide fault feedback, root‑cause analysis and preventive advice.
• Compliance with Occupational Health and Safety Act and any site‑specific procedures.

Bid price must remain valid for 90 days (3 months) from the closing date.

Payment terms: invoices paid within 30 days of receipt.

No specific performance bond or guarantee was mentioned in the extracted sections.

Bidders should follow the prescribed pricing format in Form M (Form of Offer).

Required compliance documents and certifications:

• CSD (SARS) Declaration of Good Standing (Form D).
• Valid tax reference and VAT registration numbers.
• B‑BBEE certificate or sworn affidavit (minimum level 2).
• Company registration documents (Certificate of Incorporation, ID copies of directors/shareholders, etc.).
• No explicit CIDB, professional registration, or local‑content percentages were stated.
• All declarations in Forms A and B must be completed; failure may result in disqualification.