Hosted pabx with microsoft teams telephony, voip, and desktop phones for mhsc (62-Month contract)

Closing date: 01 July 2026 at 11:00. Non-compulsory briefing session: 12 June 2026 at 14:00 via Microsoft Teams (link: https://teams.microsoft.com/meet/326843799963751?p=dEXztTWohWaJ0H3bIr). Bid validity period: 120 days from closing date. Due date for queries: 23 June 2026.

For enquiries, contact Supply Chain Management: Email: [email protected]. Phone: 011 656 1797. Submission address: Tender box at B7 Maple Place, 145 Western Service Road, Woodmead, Sandton, 2080. Do not contact other MHSC staff for bid-related information.

Submit bids to the tender box at: B7 Maple Place, 145 Western Service Road, Woodmead, Sandton, 2080. Late bids will NOT be accepted. Submit 1 original + 2 hard copies of the technical proposal, 1 hard copy of the pricing proposal (two-envelope system), and 1 electronic copy (PDF on USB) of the full bid. Ensure all documents are signed in black ink. Required returnable documents: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure Form), SBD 6.1 (Preference Claim Form), SBD 3 (Pricing Schedule), and SBD 7 (Contract Form, if applicable). Bids must remain valid for 120 days from closing date. Do not submit via fax, email, or telegram. Sign the tender register upon submission.

Evaluation follows a 3-phase process: Phase 1 (Mandatory): Must comply with OEM accreditation (valid certificate/letter), ICASA license (or partnership agreement for SIP trunking), and POPIA readiness (signed compliance statement + data processing agreement). Phase 2 (Functionality, min 70% to progress): Reference letters (15 pts: 1-5 letters = 1-5 pts), Team experience (35 pts: 1-5 years VoIP PABX = 1-5 pts), Team certification (30 pts: MS-700 or equivalent = 5 pts), Project plan (20 pts: full plan = 5 pts, missing elements reduce points). Phase 3 (Price & Preference, 80/20 rule): Price scored via formula Ps=80(1-(Pt-Pmin)/Pmin), where Pt = bidder’s price, Pmin = lowest acceptable price. Preference points (max 20) from SBD 6.1, supported by valid B-BBEE certificate or sworn affidavit.

Scope: Hosted PABX solution with Microsoft Teams telephony integration, VoIP, and desktop instruments for 74 users over 62 months (2 months implementation + 60 months support). Key requirements: Cloud-hosted PABX (SaaS) with Teams Direct Routing/Operator Connect. Session Border Controller (SBC) – redundant, located in SA (Azure or local DC). SIP trunking from ICASA-licensed operator. 74 SIP-based desktop phones (colour screen, PoE, gigabit, headset port) + 74 noise-cancelling headsets (Teams-certified preferred) + 5% spares. Number porting of existing MHSC landlines with risk mitigation plan. Network readiness assessment (jitter, latency, QoS). Emergency call handling (112/10111/10177 with ELIN). Call recording (opt-in, RICA/POPIA compliant). 99.999% uptime SLA with service credits. Deliverables: FAT/SAT testing, load/failover testing, end-user/admin training, manuals (PDF + printed), monthly QoS reports, quarterly SLA/disaster recovery reports, as-deployed architecture documentation.

Bidder qualifications: Must provide reference letters (max 15 pts) from organizations where similar hosted PABX + Teams/VoIP solutions were implemented/maintained within the last 5 years (1-5 letters = 1-5 pts). Team experience (max 35 pts): At least one member with 1-5 years VoIP PABX experience (1-5 pts). Team certification (max 30 pts): At least one member with Microsoft Teams Voice certification (MS-700) or equivalent VoIP PABX certification (5 pts). Project plan (max 20 pts): Must include activities, timelines, milestones, resource allocation, risk matrix (number porting delays, SBC failover), and costing (5 pts for full plan; deductions for missing elements).

Quality requirements: SBC must be redundant (active-passive/active-active) and hosted in SA (Azure or local DC). SIP trunking must be ICASA-compliant. Devices: 74 SIP-based desktop phones (colour display, PoE, gigabit, headset port) + 74 Teams-certified headsets + 5% spares. Testing: FAT, SAT, load testing (20 concurrent calls), failover testing (SBC/internet link). Compliance: POPIA (DPA, 12-month call log retention), RICA (for SIM-based backups), ELIN for emergency calls. Documentation: As-deployed architecture diagrams, SBC/SIP trunk configs, call routing rules, device provisioning templates (updated for changes).

Pricing must be submitted via SBD 3.1 (Firm Unit Prices). Structure: Once-off costs (installation, SBC setup, network assessment, number porting, device config, Teams integration). Annual costs: Hosted PABX platform (per user or flat), SIP trunking (channels/capacity), SBC rental (virtual/physical), desktop telephone rental (74 units), headset rental (74 units). Support/maintenance: Annually or monthly (Mon-Fri 07:00-17:00, max 20 hours/month). Include subtotal, VAT (15%), and grand total. Call charges (per minute/second) must be specified separately. All prices VAT-inclusive and fixed for the contract duration. Exchange rate fluctuations must be declared if applicable.

Pricing must be in South African Rand (ZAR), VAT-inclusive, and fixed for the contract duration. Complete the SBD 3.1 pricing schedule with once-off and annual costs for: installation (SBC setup, network assessment, number porting, device config, Teams integration), hosted PABX platform, SIP trunking, SBC rental, desktop telephone rental, headset rental, and support/maintenance (Mon-Fri 07:00-17:00, max 20 hours/month). Include call charge rates (per minute/second). Prices must cover all costs (supply, delivery, maintenance, overheads). Exchange rate fluctuations must be stipulated if applicable. Payment terms: Within 30 days from receipt of invoice after deliverable completion (per PFMA Section 38(1)(f) and Treasury Regulations 8.2.3).

Mandatory: CSD registration (proof required). Tax compliance: Submit SARS Tax Verification PIN or CSD supplier number (captured in SBD 1). POPIA compliance: Adhere to Act requirements; sign data processing agreement. OHS Act: Acknowledge awareness of Mine Health and Safety Act provisions. B-BBEE: Points claimed in SBD 6.1 must be supported by valid certificate or sworn affidavit. Disqualification risks: Non-compliance with CSD/tax, incomplete/false documentation, fronting, fraud, or collusion. All certifications must be valid at submission.

Service provider must acknowledge awareness of the Mine Health and Safety Act and OHS Act. As an employer, the provider must fulfill all duties/responsibilities prescribed in the OHS Act. MHSC promotes a culture of occupational health and safety in the mining industry. No additional OHS-specific deliverables are required beyond general compliance.

Contract duration: 62 months (2 months implementation + 60 months support). MHSC reserves the right to: cancel the bid (insufficient funds, no compliant bids, irregularities), terminate the contract within the first week if misrepresentation is detected, request presentations, conduct due diligence (interviews, site visits), and negotiate prices if not market-related. Bidders must: accept full responsibility for bid accuracy, keep offers binding for 120 days, use black ink for signatures, and not alter bid documents. No services/goods may be delivered before an official MHSC Purchase Order. Payment within 30 days of invoice receipt post-deliverable completion. Disputes governed by SA law.

Evaluation uses a 3-phase process with 80/20 preference points. Phase 1 (Mandatory): Pass/fail criteria for OEM accreditation, ICASA compliance, and POPIA readiness. Phase 2 (Functionality, 100 pts total, min 70% to progress): Reference letters (15 pts), team experience (35 pts), team certification (30 pts), project plan (20 pts). Phase 3 (Price & Preference): Price scored via Ps=80(1-(Pt-Pmin)/Pmin). Preference points (max 20) from SBD 6.1, supported by B-BBEE certificate/affidavit. Lowest price gets highest score. Non-compliant bids are disqualified before scoring.