Appointment of a service provider to design, supply, implement, and maintain a cloud-based voice over internet protocol (voip) telephony system for a period of 2 years

Agrément South Africa (ASA) seeks a service provider to design, supply, implement, and maintain a cloud-based VoIP telephony system for 2 years. The system must be efficient, fully functional, and end-to-end, including 39 soft lines and 1 reception handset with advanced features.

Compulsory briefing session: 24 July 2026 at 12:00 pm. Closing date: 24 July 2026 at 12:00 pm. Proposals must remain valid for 3 months from the closing date.

Compulsory briefing session on 24 July 2026 at 12:00 pm. Attendance is mandatory for bidders.

All enquiries and submissions must be directed to [email protected]. No other contact with ASA personnel is permitted during the RFQ process.

Submit proposals electronically to [email protected]. Use the RFQ number (ASA 04/07/2026) as the email subject. Ensure all documents are clear and visible. Only one electronic copy is required; the first submission takes precedence if multiple are sent. Late submissions will not be accepted. No hard copies or physical submissions are permitted. Proposals must remain valid for a minimum of 3 months from the closing date. Disqualification risks include: omission of material information, factual inaccuracies, misrepresentation, failure to comply with terms, or submitting more than one proposal without recalling the first.

Submit electronically to [email protected] with RFQ number as the subject. Documents must be clear and visible. Late submissions are not accepted. No hard copies permitted.

Design, supply, implement, and maintain a cloud-based VoIP telephony system for 2 years. System must include: 39 softphones and 1 reception handset (with call forwarding, hold, transfer, and recording capabilities). Key features: Microsoft Teams Domestic and International Calling Plans (for CEO and assistant), SIP trunks with capacity and call routing, hot desking, BLF, call park, call forwarding, call recording, auto-attendant with multi-level menus and time-of-day routing, call queuing (minimum 40 concurrent calls), porting of existing ASA Webex line numbers to MS Teams. Additional requirements: self-service administration portal for ASA to manage usage, billing, and reports; automated billing system with per-user and cost-centre reporting (including name, staff number, extension, business unit, company code, call cost, and classification). Hardware: enterprise-grade desk phones with advanced features, softphone licenses for desktops/mobile, centralised management software. Compliance: ICASA regulations, toll fraud/cyber threat protection, alignment with ASA ICT governance and cybersecurity policies. Reliability: minimum 99% uptime, disaster recovery support. Software: Deploy Microsoft Teams phone software with full calling features (incoming/outgoing calls, voicemail, conferencing, transcription). Testing: Assess Teams app/desktop phone performance, reliability, and Time Division Duplex support in ASA’s office environment. Training: Provide staff training on Teams softphone/handsets and advanced admin training for ASA’s ICT team. Documentation: Create setup and user documentation for technicians.

Conduct a detailed assessment of ASA’s current telephony environment. Supply, configure, and install softphone applications and 1 desk phone for reception (desk phones become ASA’s property upon full payment). Configure call routing, auto-attendants, hunt groups, voicemail, and call recording. Provide a reception/switchboard facility with: high-resolution colour screen, BLF support, and display for voice messages/missed calls.

Two pricing options required: Option 1 (Software and Hardware) and Option 2 (Software only). Both must include: cost of system/hardware, support services, training for 1 delegate, and installation costs. Provide totals excluding VAT, 15% VAT, and all-inclusive totals. Bidders must confirm prices cover all obligations and accept responsibility for pricing errors.

Submit a completed price schedule with two options: Option 1 (Software and Hardware) and Option 2 (Software only). Both options must include: cost of system/hardware, support services, training for 1 delegate, and installation costs. Total amounts must be provided excluding VAT, with 15% VAT added, and an all-inclusive total. Bidders must confirm that all prices cover the full scope of work and obligations. Pricing errors are the bidder’s risk. Bidders must provide a rate per minute for call recording. Proof of authorized Microsoft partner/reseller status is mandatory.

Mandatory documents: National Treasury’s Central Supplier Database (CSD) registration (no contract without it), completed and signed SBD 4 and 6.1 forms, signed General Conditions of Contract, completed price schedule, proof of authorized Microsoft partner/reseller, and three positive contactable reference letters for similar services in public/private sectors. B-BBEE requirements: Submit a B-BBEE certificate or sworn affidavit (SMMEs). For ownership categories (>50% Black female, youth, or people with disabilities), submit CSD report or CIPC certificate clearly indicating shareholding, or ID documents of all owners. Failure to meet mandatory requirements disqualifies the bidder. ASA may investigate financial position, previous contracts, skills availability, and workload.

Preference points for specific goals: SMMEs (5 points: B-BBEE certificate/sworn affidavit), >50% Black female ownership (5 points: CSD report or CIPC certificate), >50% Black youth ownership (5 points: CSD report, CIPC certificate, or ID documents), >50% People with disabilities ownership (5 points: CSD report, CIPC certificate, or ID documents).

Successful bidder must sign a Service Level Agreement (SLA) with ASA, forming the contractual basis for service delivery and performance measurement. Contract extensions are at ASA’s discretion. Copyright of all works produced under the contract is assigned to ASA; the service provider may not use, reproduce, or disseminate without prior consent. Appointment is subject to mutually acceptable terms; failure to agree may result in an alternative supplier being appointed. Contract award announcements will be made on the National Treasury website; no regret letters will be sent.

ASA reserves the right to: extend the closing date, verify proposal information, request documentary proof, appoint one or more service providers (jointly or separately), award the RFQ in whole or in part, or cancel/withdraw the RFQ. Bidders assume all risks for proposal preparation costs. ASA is not liable for any costs incurred by tenderers. Proposals must be in English. Bidders must confirm the correctness and validity of their proposal; pricing errors are their responsibility. Only one electronic copy is required; duplicates may invalidate the proposal.

ASA reserves the right to investigate the bidder’s financial position, previous contracts, skills availability, and workload. Bidders must include copies of affiliations, memberships, or accreditations supporting their submission.

Evaluation uses the 80/20 preference point system: 80 points for price (calculated as Ps = 80(1 − (Pt − Pmin)/Pmin)), 20 points for specific goals (SMMEs, Black female/youth/disabilities ownership). Supporting evidence: B-BBEE certificate, CSD report, CIPC certificate, or ID documents. Total points determine the winner.