Provision of 100Mbps/100Mbps internet link with 50Mbps/50Mbps backup and voip telephony for 150 extensions – 36 months (nongoma municipality)

Closing date: 22 September 2026 at 12h00. Compulsory site meeting / clarification meeting: 09 September 2026 at 10h00. Attendance is mandatory; a certificate of attendance must be submitted with the bid. Appeals/objections must be lodged within 14 days of the intention-to-award advertisement.

A compulsory clarification/site meeting will be held on 09 September 2026 at 10h00. The venue is not explicitly stated in the extracted text but is described as 'the previously-mentioned place' for Contract No. 9/1-T006/2026/27. Attendance is mandatory; a certificate of attendance must be submitted with the bid. No late arrivals will be allowed.

Bidding procedure enquiries: Mr. M. Zondi, SCM Manager, Tel 035 813 7500/7555, Email [email protected]. Technical enquiries: Mr. M.C. Nxumalo, Manager ICT, Tel 035 813 7500, Email [email protected]. Submission address: Bid box, Lot 103, Main Street, Nongoma.

Bids must be hand-delivered to the bid box at Lot 103, Main Street, Nongoma, no later than 12h00 on 22 September 2026. Emailed, faxed, or late bids will not be considered. Use the official bid document only; do not re-type. Complete all sections in black ink, initial every page, and sign all required forms. Returnable forms include MBD 1, MBD 3.3, MBD 4, MBD 6.1, MBD 8, and MBD 9, plus the Certificate of Attendance at the site meeting. Failure to complete or sign any returnable form may invalidate the bid. Also submit CSD registration report, tax compliance PIN, ID copies of directors/members/shareholders, Certificate of Authority for Signatory, ICASA ECS license or exemption letter, CIPC registration (except sole traders), company bank account confirmation letter, proof of residence for directors, and municipal utility bill matching CSD address. Any alteration must be initialled; correcting fluid is prohibited.

Compulsory returnable documents include: the official bid document fully completed in black ink, each page initialed, MBD 1, 3.3, 4, 6.1, 8, and 9 duly completed and signed, CSD number, valid Tax Clearance Certificate/Verification PIN, ID certificates of all directors/members/shareholders, Certificate of Authority for Signatory, ICASA ECS license or exemption letter, CIPC registration documents, company account confirmation letter, proof of residence for directors, municipal utility bill, and record of addendum if applicable.

Evaluation follows the municipality's Supply Chain Policy, using responsiveness, functionality, and the 80/20 preference point system under the PPPFA 2022 regulations. Only bidders scoring at least 70% on functionality proceed to price evaluation. Functionality criteria: Security Measures (firewalling, SIP security) 10%; Experienced Onsite Network Engineer with Voice Engineering/VLAN experience 20%; Project Manager allocated/reserved for this tender 20%; Implementation Plan & Project Management Approach 10%; Company Experience for Similar Projects 40%. Price and specific goals share 100 points: 80 for price, 20 for specific goals.

The successful bidder must design, supply, install, configure, commission, and support the following for 36 months: Primary Internet: dedicated 100Mbps/100Mbps symmetrical line, business-grade contention, low latency and packet loss, public IP (IPv4/IPv6), 99.5% or higher availability, monitoring and reporting. Backup Internet: dedicated 50Mbps/50Mbps symmetrical line, physically and logically diverse from primary where possible, automatic failover, seamless restoration. VoIP: support 150 extensions, hosted or on-premise PBX (specify), SIP extensions, internal dialing, call forwarding/transfer/hold/pickup, auto-attendant (IVR), switchboard/operator console, CDRs and reporting, softphone and/or desk phone support, QoS for voice. Hardware and licensing: IP handsets (specify models and quantities), routers, firewalls, SBCs if required, all VoIP licenses for 150 extensions, PoE considerations. Installation: site assessment, install links, configure routing/failover/QoS, configure and test VoIP, integrate with existing network if applicable, number porting if required. Support: 24/7 monitoring of Internet and VoIP, helpdesk (specify hours), fault response and resolution SLAs, preventative maintenance, software updates and security patches, and provision of an onsite Network Administrator with VoIP certification available during normal business hours for first-line support and liaison with NOC.

Bidders must submit a complete Implementation Plan and Project Management Approach. The plan must be detailed and cover the deployment of the Internet links, VoIP system, failover configuration, and ongoing support. A complete plan scores 10 points; an incomplete or missing plan scores 0.

Bidders must provide: (1) CV of an experienced onsite Network Engineer with Voice Engineering/VLAN experience, including verifiable experience on VoIP Telephony projects and a certified copy of a VoIP system certificate (20 points if certified, 0 if not). (2) CV of a Project Manager allocated/reserved for this tender, with verifiable IT project experience, a Computer Science Degree or equivalent, and a Project Management Certificate; more than 5 years' experience scores 20 points, 3-4 years scores 10, 1-2 years scores 5. (3) Company experience: 5 or more contactable reference letters with corresponding PO/appointment letters scores 40 points; 3-4 letters scores 30; 1-2 letters scores 15; zero scores 0.

Service availability for the primary Internet link must be 99.5% or higher. The solution must include monitoring and reporting. The VoIP solution must support QoS to prioritize voice traffic. The bidder must provide fault response and resolution SLAs, preventative maintenance, and software updates/security patches. An onsite Network Administrator with VoIP certification must be provided for first-line support.

Pricing must be submitted on MBD 3.3 (Pricing Schedule – Professional Services). Provide itemised rates for the 100Mbps/100Mbps primary link, 50Mbps/50Mbps backup link, and VoIP solution for 150 extensions over 36 months. Include subtotal, add 5% contingency, add 15% VAT, and total tendered price. Indicate whether rates are firm for the full period; if not, state adjustment basis. Also state period required for commencement and estimated man-days. The offer must be valid for 120 days from closing date.

Pricing must be submitted on the official pricing schedule (MBD 3.3) with rates for the full 36-month period. Provide year-by-year prices (Year 1, Year 2, Year 3) and total tendered price including VAT. Indicate whether rates are firm for the full period; if not, state adjustment basis (e.g., CPI). Also state period required for commencement and estimated man-days. The offer must remain valid for 120 days from closing date. Payment: no service to be provided without an official purchase order; payments within 30 days of a proper invoice. A guarantee may be required under GCC Clause 6.2 within 14 days of contract effectiveness.

CSD registration is compulsory; submit CSD registration report. Tax compliance: submit SARS Tax Compliance Status PIN or certificate. ICASA Electronic Communications Service (ECS) license or exemption letter is required. CIPC registration documents (except sole traders). Certificate of Authority for Signatory. Company bank account confirmation letter. Proof of residence for directors (utility bill or alternative as specified). Municipal utility bill matching CSD physical address, no arrears older than 3 months, not older than 2 months from closing date. Bidders must not be on the Register of Tender Defaulters or List of Restricted Suppliers. Successful bidder must sign a skills transfer agreement for 12 months.

No specific health and safety requirements are stated in the tender document. General conditions of contract apply.

Upon submission, the tenderer is unconditionally bound by the RFP terms and its response; the RFP prevails in any conflict. Award is based solely on information supplied in the response. The successful tenderer must sign a written contract aligned with the Government Procurement General Conditions of Contract (2010) and a service level agreement before any services commence. The offer is valid for 120 days. The municipality is not bound to accept the lowest or any tender and may appoint more than one bidder. The bidder must deliver any guarantees under GCC Clause 6.2 within 14 days of contract effectiveness. Failure to meet these obligations constitutes repudiation. The municipality may withdraw an award or cancel a contract if the bidder is later found to be on the Register of Tender Defaulters or List of Restricted Suppliers.

Special conditions include: (1) Successful bidder must sign a skills transfer agreement for 12 months. (2) No award to bidders on the Register of Tender Defaulters or List of Restricted Suppliers. (3) The tender document prevails over any briefing session information unless expressly amended in writing. (4) Bidders must indemnify the municipality for costs incurred due to breach of bid conditions. (5) The municipality may disqualify bidders engaged in collusive tendering, corruption, fraud, or making improper inducements. (6) Payment only after an official purchase order is issued; payments within 30 days of a proper invoice.

Mandatory submissions include: ICASA ECS license or exemption letter, CIPC registration documents (except sole traders), company account confirmation letter from the bank, proof of residence for directors (utility bill or alternative), municipal utility bill matching CSD address, and other documents listed in the returnable documents section. Failure to submit any of these renders the bid non-responsive.

Evaluation uses responsiveness, functionality, and 80/20 preference points. Functionality minimum qualifying score is 70%. Functionality criteria: Security Measures 10%, Experienced Onsite Network Engineer with Voice Engineering/VLAN 20%, Project Manager 20%, Implementation Plan & Project Management Approach 10%, Company Experience 40%. Only bidders meeting the 70% threshold proceed to price evaluation.