Cloud-based voip telephony system – design, supply, implementation and maintenance (2 years)

Returnable documents: SBD 6.1 (Preference Points Claim Form) must be completed, signed, and submitted with the bid. Failure to submit proof or documentation required to claim specific goals will be interpreted as not claiming those points.

Evaluation is based on the 80/20 preference point system (for requirements up to R50 million) or the 90/10 system (for requirements above R50 million). The applicable system for this tender is indicated in the tender documents. Points are allocated as follows:

• Price: 80 points (80/20 system) or 90 points (90/10 system)
• Specific goals: 20 points (80/20) or 10 points (90/10) allocated as:
• SMMEs: 5 points

• 50% Black Female Ownership: 5 points

• 50% Black Youth Ownership: 5 points

• 50% People With Disabilities Ownership: 5 points

Total: 100 points. Bidders must indicate how they claim points for each specific goal and provide supporting documentation.

Bidders must complete and sign SBD 6.1 (Preference Points Claim Form) to claim preference points for specific goals. The form requires company name, registration number, and type of company. Bidders must certify that the information provided is true and correct. Fraudulent claims may lead to disqualification, recovery of costs, cancellation of contract, restriction from doing business with the state for up to 10 years, and criminal prosecution.

The tender uses the 80/20 or 90/10 preference point system. Points are awarded for price and specific goals. Specific goals include SMMEs, >50% Black Female Ownership, >50% Black Youth Ownership, and >50% People With Disabilities Ownership, each worth 5 points. Total points for price and specific goals is 100. Bidders must claim points for specific goals and provide supporting documentation.

Returnable documents:

• SBD 4 (Declaration of Interest): must be completed, signed and returned. Discloses employment by an organ of state, relationships with procuring institution staff, and interests in other CSD-registered enterprises. Failure to disclose all CSD-registered active companies linked to directors leads to disqualification.

Disqualification risks:

• Listing on the Register for Tender Defaulters or the List of Restricted Suppliers.
• False or incomplete disclosure in SBD 4.

No evaluation criteria beyond the SBD 4 disclosure requirements are stated. The bidder must certify that the bid was prepared independently, with no collusion or price disclosure to competitors, and that the bidder was not involved in drafting the specifications.

No specific compliance requirements beyond the SBD 4 disclosure are stated.

The bidder must certify that the bid was prepared independently, with no consultation, communication, agreement or arrangement with any competitor regarding quality, quantity, specifications, prices, pricing methods, market allocation, intention to bid, or delivery conditions. The bidder must also certify that the bid terms have not been and will not be disclosed to any competitor before bid opening or contract award, and that no consultations with procuring institution officials occurred except for clarification. Suspicious bids will be reported to the Competition Commission and may lead to administrative penalties, criminal investigation, or restriction from doing business with the state for up to 10 years.

The document is the General Conditions of Contract for the procurement of a cloud-based VoIP telephony system. It sets out the terms and conditions that will apply to the contract, including service level agreement requirements, special conditions, declarations, and compliance obligations.

Closing date: 12 November 2026 at 10:00 (from tender record).

No briefing session or site visit is stated in the document.

No contact details are provided in the document.

Returnable documents:

• General Conditions of Contract: signed by an authorised representative and submitted with the bid.
• Bid/quotation cover letter: must declare that the bidder had no access to Agrément South Africa proprietary information or any other matter that could unfairly advantage it.
• Technical response: must include declarations confirming the bidder will act honestly, employ adequate resources and systems, avoid conflicts of interest, comply with statutory requirements, disclose material information, avoid fraudulent marketing, prioritise ASA's interests, and protect ASA information.

Disqualification risks:

• Failure to submit the signed General Conditions of Contract.
• Misrepresentation in the tender, which may lead to termination and claims.
• Breach of confidentiality or unauthorised disclosure of bid information.
• Engaging in collusive tendering, corruption, fraud, or offering inducements to ASA officials.
• Being listed on the Register of Tender Defaulters or List of Restricted Suppliers.

Evaluation process:

• ASA may award to a bidder that did not score the highest total points, but only in accordance with section 2(1)(f) of the PPPFA.
• ASA may negotiate with preferred bidders on terms and price without offering the same opportunity to others.
• ASA may accept part of a tender, carry out site inspections or product evaluations, correct mistakes, cancel or terminate the process at any stage, and award to multiple bidders.

Mandatory compliance:

• Tax compliance: no award to a bidder that is not tax compliant; ASA may withdraw an award or cancel a contract if the bidder was non-compliant at award, submitted a fraudulent tax clearance, or fails CSD verification, and may cancel if the bidder does not remain tax compliant for the full contract term.
• Tender defaulters and restricted suppliers: no award to a bidder whose name, or that of any member, director, partner or trustee, appears on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers; ASA may withdraw an award or cancel a contract if the bidder is blacklisted by another government institution.
• Conflict of interest, corruption and fraud: ASA may disqualify a bidder, its members, indirect members holding at least a 15% interest, directors or senior management for collusive tendering, anti-competitive conduct, seeking unofficial assistance, offering or accepting gifts or inducements, paying contingency fees or commissions linked to an award, past engagement in such conduct, or a court conviction for fraud or forgery.

Scope: Design, supply, implement, and maintain a cloud-based Voice over Internet Protocol (VoIP) telephony system for Agrément South Africa.

Contract period: 2 years.

The bidder's service level agreement must include:

• Resources that will be allocated to ASA.
• Details of inclusions and exclusions.
• Standard turnaround times.

ASA may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the services offered.

ASA may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of the services offered, whether before or after adjudication.

The bidder must confirm it will act honestly, fairly, and with due skill, care and diligence in the interests of ASA, and employ adequate resources, procedures and technological systems for proper performance of the services.

No pricing format, bid security, bonds, guarantees, retention, or payment terms are stated in the document.

Preparation costs: the bidder bears all costs of preparing, submitting and presenting its response; ASA is not liable for any costs or damages incurred by the bidder in participating in the bid process.

Availability of funds: ASA may terminate or suspend the agreement if funds are no longer available or if services are not according to specifications; the successful bidder is entitled to payment in full for services delivered up to the date of cancellation or suspension.

Tax compliance: bidders must be tax compliant; a valid tax clearance certificate and CSD verification are required. ASA may withdraw an award or cancel a contract if the bidder is not tax compliant at award, submits a fraudulent tax clearance, or fails CSD verification, and may cancel if the bidder does not remain tax compliant for the full contract term.

Tender defaulters and restricted suppliers: bidders must not appear on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers.

Conflict of interest, corruption and fraud: bidders must not engage in collusive tendering, anti-competitive conduct, or offer or accept gifts or inducements; a court conviction for fraud or forgery disqualifies the bidder.

Confidentiality: bidders must not disclose any information relating to the bid without ASA's written approval; failure may result in disqualification and civil action.

Proprietary information: the bid cover letter must declare that the bidder had no access to ASA proprietary information that could unfairly advantage it.

Sub-contractors: the bidder remains responsible for its personnel and sub-contractors' compliance with all terms and conditions.

No specific health and safety requirements are stated in the document. The document focuses on conflict of interest, corruption and fraud prevention, and tax compliance.

Indemnity: if a bidder breaches the bid conditions and ASA incurs costs or damages, the bidder indemnifies ASA against all such costs and losses.

Precedence: the General Conditions of Contract prevail over any information provided during a briefing session unless expressly amended in writing.

Limitation of liability: ASA is not liable for any costs or damages suffered by a bidder in participating in the bid process.

Tax compliance: no award to a non-compliant bidder; ASA may withdraw an award or cancel a contract if the bidder is not tax compliant at award, submits a fraudulent tax clearance, or fails CSD verification, and may cancel if the bidder does not remain tax compliant for the full contract term.

Tender defaulters and restricted suppliers: no award to a bidder on National Treasury's Register of Tender Defaulters or List of Restricted Suppliers; ASA may withdraw an award or cancel a contract if the bidder is blacklisted by another government institution.

Governing law: South African law governs the bid; bidders submit to the exclusive jurisdiction of South African courts.

Sub-contractors: the bidder is responsible for its personnel and sub-contractors' compliance with all terms and conditions.

Confidentiality: no information relating to the bid may be disclosed without ASA's written approval; failure may result in disqualification and civil action.

Proprietary information: the bid cover letter must declare that the bidder had no access to ASA proprietary information that could unfairly advantage it.

Penalty clause: penalties for non-adherence to commission obligations will be enforced as stated in the SLA.

Availability of funds: ASA may terminate or suspend the agreement if funds are no longer available or if services are not according to specifications; the successful bidder is entitled to payment in full for services delivered up to the date of cancellation or suspension.

Misrepresentation: the tender terms are incorporated into the contract by reference; misrepresentation may lead to service termination and a claim by ASA; the SLA prevails over the bidder's proposal in the event of conflict.