Appointment of an accredited service provider to maintain and provide a secure, cost effective voip telephone solution covering all ditsong museums of south africa (dmsa) sites for a period of three (03) years / thirty-six (36) months.

Closing date: 26 November 2026 at 11:00

Compulsory briefing session: 10 November 2026 at 11:00

• Venue: Ditsong: Museums of South Africa, Head Office, 70 WF Nkomo Street, Ga-Mohle Building, Pretoria (main document states this; section 22 indicates National Museum of Cultural History, 149 Visagie Street, Pretoria Central - discrepancy)
• Bidders arriving 30 minutes late will not be admitted.

Bid enquiries:

• Contact: Mr Ntsako Thwala
• Telephone: (012) 492 5744
• Email: [email protected]

Technical enquiries:

• Contact: Ms Dakalo Nemavhoini (also listed as Mr Dannies Magoma in SBD 1)
• Telephone: (012) 492 5744
• Email: [email protected]

Submission address:

Ditsong: Museums of South Africa, Head Office

Ground Floor reception area

70 WF Nkomo Street

Pretoria

Two-envelope system: technical and financial bids must be in separate sealed envelopes, arranged in numerical order.

• Submissions must be deposited into the tender box at the Ground Floor reception area, Ditsong: Museums of South Africa, Head Office, 70 WF Nkomo Street, Ga-Mohle Building, Pretoria.
• A memory stick (flash drive) with soft copies of both envelopes must be submitted; failure to do so disqualifies the bid.
• Bidders must complete a bid register when submitting documents.
• Bids received after the closing time (11:00 on 26 November 2026) will not be accepted.

Returnable forms (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): records bidder and supplier details.
• SBD 2 (Tax Clearance Certificate Requirements): confirms tax compliance; original certificate required.
• SBD 3.1 (Pricing Schedule – Firm Prices): only firm prices accepted.
• SBD 3.3 (Pricing Schedule – Professional Services): includes ceiling price, hourly/daily rates, phase costs.
• SBD 4 (Declaration of Interest): discloses any state employment or connections to DMSA personnel.
• SBD 6.1 (Preference Points Claim Form): claims preference points for specific goals.
• Company profile (as per section 5).
• CSD registration report (most recent).
• Original bidder resolution or letter of authority authorising the signatory.
• At least three reference letters from different companies for similar work.
• Recent municipal account (not older than 3 months) or leasing proof.
• JV agreement and joint bank account (if applicable).
• Audited latest financial statements and bank rating.
• Proof of fleet ownership, lease agreement, or letter of intent.
• CVs for director, project manager, and technicians.
• UIF report and COIDA letter of good standing.

Evaluation stages:

• Stage 1: Compulsory briefing session attendance.
• Stage 1B: Administrative compliance screening.
• Stage 2: Functionality evaluation (technical proposal) out of 100 points; minimum qualifying score: 70 points. Bidders scoring below 70 are disqualified.
• Stage 3: Price and specific goals evaluation under 80/20 preference point system (applicable up to R50 million).

Points allocation:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Functionality evaluation (total 100 points):

• Relevant knowledge, track record and experience: 20 points
• Five reference letters for VOIP projects: 10 points
• Clear project methodology, comprehensiveness, practicality and project plan: 20 points
• Financial capacity (audited statements and bank rating): 5 points
• Team capability: 20 points
• Service fleet for support and maintenance at all DMSA sites: 5 points
• Presentation and demonstration: 20 points

Shortlisting: Bidders scoring 56 or more out of 80 (excluding presentation points) are shortlisted for Phase 2 presentations.

Technical evaluation sub-criteria (with scoring):

• Relevant experience: 0 points (0-1 years, 0-1 projects) up to 20 points (more than 5 years and more than 5 projects).
• Reference letters: 0 points (none) up to 10 points (5 or more letters).
• Project methodology: up to 20 points (milestones 10, implementation plan 8, cost analysis 2).
• Financial bank rating: 3 points (A/B) down to 0 (G/H or not submitted); audited statements 2 points.
• Team capability: 20 points (PM with 3+ qualified technicians) down to 0 (no PM and no technicians).
• Service fleet: 5 points with NaTIS certificate or letter of intent.
• Presentation: 20 points (cloud configuration of PBX, TMS, budget/reporting, number porting, VLAN configuration each 4 points).

Hosted cloud VOIP telephone solution covering all DMSA sites for 3 years. Minimum requirements:

• Support at least 200 users/extensions.
• Features: speed dials, extensions and PIN codes, telephone budgeting, audio conferencing, music on hold, automated voicemail attendant, call history, call queuing, mobile/laptop app (Android, Windows, iOS), integration with MS Teams.
• Calls between DMSA sites must be free.
• Access for three ICT personnel to manage extensions, PINs, names.
• Provide 30 handsets and 18 PoE switches.
• Create VLAN for voice on PoE core switches.
• Retain existing numbers (porting).
• Support and maintenance as needed; monthly usage reports; monthly performance meetings.
• Service provider must have own fleet for travel.
• Use DMSA's existing internet connectivity; ensure 99.9% uptime.
• Security, data protection, and POPIA compliance.
• Roll out must be completed in all museums within 2 months.

Sites: 9 DMSA locations across Pretoria, Johannesburg, Silverton, Soshanguve, Donkerhoek, Rayton.

Technical evaluation requires a detailed project plan including:

• Clear deliverable milestones (10 points).
• Implementation plan on deliverables within agreed timeframes and budget (8 points).
• Cost analysis attached to milestones (2 points).
• Roll out completed in all museums within 2 months.
• Provider must demonstrate cloud configuration of PBX, TMS, budget and reporting, number porting, VLAN configuration.

Company profile required:

• Minimum 6 years' experience in VOIP telephone solutions.
• List of completed projects with client contacts.
• Partnerships with companies providing required capacity.
• Project plan outlining maintenance and roll out.

Team qualifications:

• Project Manager: BSc in IT or BEng in IT or relevant IT qualification, with CV and proof.
• Technicians: IT qualifications (A+, N+, N3-N6, NDip), with CV and proof.
• Scoring based on number of qualified technicians (PM + 3 or more = 20 points).

Pricing must be on SBD 3.3 (Professional Services) or SBD 3.1 (Firm Prices).

• Indicate ceiling price inclusive of all taxes.
• Provide hourly and daily rates for all personnel.
• Provide phase-based cost breakdown and man-days.
• Travel and accommodation costs only recoverable at actual with proof.
• Rates must be firm for the full contract period unless otherwise specified.
• All delivery costs included in bid price.

Pricing proposal must be submitted in a separate envelope.

• Use SBD 3.1 (firm prices only) or SBD 3.3 (professional services) as applicable.
• Ceiling price based on total estimated time and all expenses (all applicable taxes included).
• Provide hourly/daily rates for key personnel.
• Provide phase-based cost schedule and man-days.
• Travel and accommodation expenses only recoverable at actual cost with proof.
• All delivery costs must be included in bid price.
• No service to be provided before official order issued.
• Payments made only after services rendered, within 30 days of receipt of invoice and required documents.
• Bidders must submit audited financial statements and bank rating as proof of financial capacity.
• Bidders registered for VAT must include VAT in their costing.

CSD registration:

• Must be registered on National Treasury Central Supplier Database (CSD) and attach most recent report.
• Tax status on CSD must be compliant; expired or invalid status disqualifies bid.

Tax compliance:

• No need to submit hard copy tax clearance certificate; compliance verified via CSD.
• Foreign bidders must complete SBD 1 Part A questionnaire if not RSA resident.

Authority:

• Original bidder resolution or letter of authority authorising signatory to sign contract.

Reference letters:

• At least three recent reference letters from different companies for similar work.

Municipal account:

• Recent (not older than 3 months) municipal account; if leasing, provide water/electricity account or contractual agreement.

Joint ventures:

• JV agreement and joint bank account required.

Financial:

• Audited latest financial statements and bank rating.

Fleet:

• Proof of fleet ownership, lease agreement, or letter of intent.

Labour:

• UIF report and COIDA letter of good standing.

Conflict of interest:

• Declaration that no employees or DMSA personnel have interests in each other's organisations.

State employees:

• Bids from persons in service of the state or companies with such directors are not considered.

B-bbee:

• Specific goals (20 points) evaluated under PPPFA 80/20 system; SBD 6.1 must be completed to claim points.

Contract duration: 3 years (36 months).

• Service Level Agreement (SLA) required, based on National Treasury General Conditions of Contract (2010).
• Intellectual property and copyright of all work product vest in DMSA; all material must be handed over on termination.
• Service provider must not infringe third-party IP and indemnifies DMSA against IP infringement claims (including legal costs).
• DMSA may negotiate price with recommended bidder.
• DMSA reserves right to conduct supplier due diligence and contact references.
• Successful bidder must sign non-disclosure agreement.
• No payment before official order issued; payment within 30 days of invoice with supporting documents.

Functionality evaluation (100 points) includes: relevant knowledge (20), reference letters (10), project methodology (20), financial capacity (5), team capability (20), service fleet (5), presentation (20). Minimum threshold: 70 points to proceed. Shortlisting at 56/80 before presentations.