Interested parties are hereby invited to quote for the following:
TELECOMMUNICATIONS SYSTEM SPECIFICATIONS
• Proposals must be submitted for the replacement of the existing telecommunications system at all
Afrikaans Language Museum and Monument (ATM) sites.
• A needs analysis must be conducted to determine an effective, reliable, and sustainable system.
• The Taalmonument is situated in an isolated mountainous area, requiring special consideration of
signal strength, technical support, and infrastructure reliability.
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• The phones must operate on the client’s (ATM’s) existing Wi-Fi network, and the service provider must
ensure compatibility and stable performance.
• The new system must include built-in backup and redundancy mechanisms to ensure uninterrupted
service during technical outages or network disruptions.
• Close cooperation with the existing service provider is required to ensure a proper and thorough
handover of the system.
• The telecommunications service provider must conduct system inspections every three months to
confirm effective functioning; these inspections must be separate from any logged fault reports.
• A written inspection report must be submitted to the ATM after each quarterly inspection.
• The new service provider must provide monthly call records or call logs, together with the invoice and
statement of account, to the ATM by a specified date.
• The proposed telephone system must be supported by a rental agreement that is reviewed annually.
• The rental agreement must include service delivery, system maintenance, and staff training on the use of
the system.
• A total of 18 phones must be supplied and installed, consisting of 15 cordless phones, 2 conference
phones, and 1 switchboard.
PHONES
• Cordless phones must use the Yealink W78P DECT Phone model:
▪ 6 cordless phones at the Taalmonument
▪ 4 cordless phones at the Taalmuseum
▪ 5 cordless phones at the ATM Historium offices
• All Yealink W78P handsets must support call transfer and conferencing capabilities.
CONFERENCE PHONES
• 2 portable conference phones must be supplied and installed using the Yealink CP935W DECT/Wi-Fi
Conference Phone model:
▪ 1 installed at the Taalmonument
▪ 1 installed at the Taalmuseum/Historium offices
SWITCHBOARD
• One switchboard must be installed at the Taalmonument using the Yealink SIP- T48U IP Phone as the
main switchboard device.
• The switchboard must link the following locations:
▪ Taalmonument (Gabbema Doordrift Street)
▪ Taalmuseum (Pastorielaan 11)
▪ Historium building (Pastorielaan 11)
• The switchboard must have the ability to divert or forward calls to another cordless phone if the
operator is unavailable.
4. Closing date
Compulsory information session on Friday, 16 January 2026 at 10:00, at the Afrikaans Language
Monument (Gabbema Doordrift Street, Paarl).
The closing date for applications is Friday, 30 January at 11:00. Applications must be submitted at the
Historium Building, 11 Pastorie Avenue, Paarl.
Please note: No applications will be accepted after the closing date/time.
5. Review: List of Restricted Suppliers and Register for Tender Defaulters
Prior to awarding of this contract, the ATM will verify with National Treasury database whether the
prospective service provider is listed on the List of Restricted Suppliers and Register for Tender Defaulters.
6. Evaluation criteria
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The below-mentioned criteria form an integral part of the evaluation process that will be followed by
the ATM. Please note that quotations that do not conform to the primary criteria indicated in Criteria 1
will not be considered.
Criteria 1 – Legality of quote document (Primary criteria)
Legality of quote document
Non-compliance with quoting rules – the following shall lead to disqualification:
• Failure to return all pages of the quote document.
• Failure to sign/initial all applicable pages of the quote document.
• Any changes/alterations to pricing that are not signed/initialled.
• Any changes to the quote specifications (unless formally agreed to by the ATM and recorded as such
before the closure of the quote request).
• The use of correctional fluid/tape or any similar product anywhere in the quote document.
• Failure to complete and sign all affidavits, certificates, declarations and annexures contained
in the quote.
• Omission to submit an original, valid tax clearance certificate.
• ATM requests a minimum 12 months warranty on services/products delivered or provided.
It must be submitted in writing.
Non-compliance with quoting rules – in addition to above, the following may lead to disqualification:
• Failure to sign/initial any other alterations and/or corrections to the information submitted by the
service provider that the ATM may consider to be material.
Incomplete quotation submission
The following shall lead to disqualification:
• Rates and Prices – schedules not completed as required.
• Failure to submit obligatory written proposals/explanations/samples/prototypes/certificates or
similar requirements.
Criteria 2 – Evaluation (Secondary criteria)
Inability to evaluate the quotation
• Incomplete Schedule of Rates and Prices.
• Prices and information not furnished as specified and/or required.
• Incomplete written proposals/submissions where required.
Criteria 3 – Price and Preference Evaluation
Quoting companies/persons who qualify will be further evaluated in terms of price and preference points
(B-BBEE level of contributor). Evaluation criteria are 80/20.
Price Assessment 80 points
Preferential Elements 20 points
B-BBEE Status Level of Contributor Number of Points
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-compliant contributor 0
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7. General Terms and Conditions
Kindly note that the ATM is entitled to:
7.1 Amend any request for quotation (RFQ) conditions, validity period, specifications, or extend the
closing date and/or time of the RFQs before the closing date. All respondents, to whom the RFQ
documents have been issued, will be advised in writing of such amendments, within a reasonably
and practical period;
7.2 Not appoint any service provider;
7.3 Vary, alter, and/or amend the terms of this RFQ, at any time prior to the finalisation of its
adjudication hereof;
7.4 Not accept the lowest proposal or any proposal in part or in whole. The ATM normally awards a
contract to the service provider who proves to be fully capable of handling the contract and whose
quotation is technically acceptable and/or financially advantageous to the ATM. Appointment as a
successful contractor shall be subject to the parties agreeing to mutually acceptable contractual
terms and conditions. In the event of the parties failing to reach such agreement within 30 days
from the appointment date, the ATM shall be entitled to appoint the contractor who was rated
second, and so on;
7.5 Award this RFQ as a whole or in part without furnishing reasons; and
7.6 Cancel or withdraw from this RFQ as a whole or in part without furnishing reasons and without
attracting any liability.
The service provider hereby offers to render all of the services described in the attached documents (if
any) to the ATM on the terms and conditions and in accordance with the specifications stipulated in this
RFQ documents (and which shall be taken as part of, and incorporated into, this quotation at the prices
inserted therein). This proposal and its acceptance shall be subject to the terms and conditions contained
in this RFQ document.
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE AND CSD MUST BE DIRECTED TO:
Department: Finance Assistant
Contact person: Fabian Ontong
Tel: 021 872 3441
E-mail address: fin.assist@taalmuseum.co.za
ANY ENQUIRIES REGARDING THE SCOPE OF WORK:
Contact person: Howard Heneke
E-mail address: terrein@taalmuseum.co.za
Tel: 021 872 3441
Any enquiries regarding technical information will be addressed at the Compulsory information session on
Friday, 16 January at 10:00, at the Afrikaans Language Monument (Gabbema Doordrift Street, Paarl).
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SDB1
PART A
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)
BID NUMBER: ATM 2025/2026-15 CLOSING DATE: 30/01/2026 CLOSING TIME: 11:00
LEASE AGREEMENT WITH A TELECOMMUNICATIONS SERVICE PROVIDER AT THE AFRIKAANS LANGUAGE
DESCRIPTION MUSEUM AND MONUMENT, PAARL.
BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)
11 Pastorie Avenue
Paarl
7646
BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:
CONTACT PERSON Fabian Ontong CONTACT PERSON Howard Heneke
TELEPHONE
NUMBER 021 872 3441 TELEPHONE NUMBER 021 872 3441
FACSIMILE NUMBER 021 872 3642 FACSIMILE NUMBER 021 872 3642
E-MAIL ADDRESS fin.assist@taalmuseum.co.za E-MAIL ADDRESS terrein@taalmuseum.co.za
SUPPLIER INFORMATION
NAME OF BIDDER
POSTAL ADDRESS
STREET ADDRESS
TELEPHONE
NUMBER CODE NUMBER
CELLPHONE
NUMBER
FACSIMILE NUMBER CODE NUMBER
E-MAIL ADDRESS
VAT REGISTRATION
NUMBER
SUPPLIER TAX CENTRAL
COMPLIANCE COMPLIANCE SUPPLIER ORSTATUS SYSTEM PIN: DATABASE
No: MAAA
B-BBEE STATUS TICK APPLICABLE BOX] B-BBEE STATUS LEVEL [TICK APPLICABLE BOX]
LEVEL SWORN AFFIDAVIT
VERIFICATION
CERTIFICATE Yes No Yes No
[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED
IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]
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ARE YOU THE
ARE YOU A FOREIGN BASED
ACCREDITED
SUPPLIER FOR THE GOODSREPRESENTATIVE IN
/SERVICES /WORKSSOUTH AFRICA FOR
Yes No
THE GOODS Yes No OFFERED?
/SERVICES /WORKS [IF YES, ANSWER THE
[IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW ]
OFFERED?
QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS
IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO
DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO
DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO
DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO
IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO
IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS
SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.
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PART B
TERMS AND CONDITIONS FOR BIDDING
1. BID SUBMISSION:
1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE
ACCEPTED FOR CONSIDERATION.
1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR IN THE MANNER
PRESCRIBED IN THE BID DOCUMENT.
1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE
PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF
APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.
1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).
2. TAX COMPLIANCE REQUIREMENTS
2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.
2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO
ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.
2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE
WWW.SARS.GOV.ZA.
2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.
2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A
SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.
2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD),
A CSD NUMBER MUST BE PROVIDED.
2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO
ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE
SERVICE OF THE STATE.”
NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.
SIGNATURE OF BIDDER: ...................................................
CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................
(Proof of authority must be submitted e.g. company resolution)
DATE: ...................................................
CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................
(Proof of authority must be submitted e.g. company resolution)
DATE:
................................................
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SBD 3.3
PRICING SCHEDULE
(Professional Services)
Name of bidder...................................................................... Bid number......................................................
Closing Time: 11:00 Closing date.......................................................
OFFER TO BE VALID FOR ............... DAYS FROM THE CLOSING DATE OF BID.
_________________________________________________________________________________________
ITEM DESCRIPTION BID PRICE IN RSA CURRENCY
NO. ** (ALL APPLICABLE TAXES INCLUDED)
1. The accompanying information must be used for the
formulation of proposals.
2. Bidders are required to indicate a ceiling price based on
the total estimated time for completion of all phases and
including all expenses inclusive of all applicable taxes for
the project. R............................................................
3. Persons who will be involved in the project and rates applicable
(Certified invoices must be rendered in terms hereof).
4. PERSON AND POSITION HOURLY RATE DAILY RATE
.................................................................................................................. R.................................... ........................
.................................................................................................................. R.................................... ........................
.................................................................................................................. R.................................... ........................
.................................................................................................................. R.................................... ........................
.................................................................................................................. R.................................... ........................
5. Phases according to which the project will be completed,
cost per phase and man-days to be spent.
.................................................................................................................. R.................................... ...............days
.................................................................................................................. R.................................... ...............days
.................................................................................................................. R.................................... ...............days
.................................................................................................................. R.................................... ...............days
.................................................................................................................. R.................................... ...............days
** “All applicable taxes” include value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies
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5.1 Travel expenses (specify, for example rate/km and total
km, class of air travel, etc.). Only actual costs are
recoverable. Proof of the expenses incurred must
accompany certified invoices.
DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT
............................................................................................................ ...................... ......................... R.....................
............................................................................................................ ...................... ......................... R.....................
............................................................................................................ ...................... ......................... R.....................
............................................................................................................ ...................... ......................... R.....................
TOTAL: R....................................................
5.2 Other expenses, for example accommodation (specify,
e.g., three-star hotel, bed and breakfast, telephone cost,
reproduction cost, etc.). On basis of these particulars,
certified invoices will be checked for correctness.
Proof of the expenses must accompany invoices.
DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT
............................................................................................................ ...................... ......................... R.....................
............................................................................................................ ...................... ......................... R.....................
............................................................................................................ ...................... ......................... R.....................
............................................................................................................ ...................... ......................... R.....................
TOTAL: R....................................................
6. Period required for commencement with project after
acceptance of bid: ................................................................
7. Estimated worker-days for completion of project: ...............................................................
8. Are the rates quoted firm for the full period of contract? * YES / NO
9. If not firm for the full period, provide details of the basis on
which adjustments will be applied for, for example consumer
price index. ................................................................
................................................................
................................................................
................................................................
* Delete if not applicable.
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SBD 4
DECLARATION OF INTEREST
1. Any legal person, including persons employed by the state1, or persons having a kinship with
persons employed by the state, including a blood relationship, may make an offer or offers in
terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited
bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or
part thereof, be awarded to persons employed by the state, or to persons connected with or
related to them, it is required that the bidder or his/her authorised representative declare
his/her position in relation to the evaluating/adjudicating authority where-
- the bidder is employed by the state; and/or
- the legal person on whose behalf the bidding document is signed, has a relationship with
persons/a person who are/is involved in the evaluation and or adjudication of the bid(s),
or where it is known that such a relationship exists between the person or persons for
or on whose behalf the declarant acts and persons who are involved with the evaluation
and or adjudication of the bid.
2. In order to give effect to the above, the following questionnaire must be completed and
submitted with the bid.
2.1 Full Name of bidder or his or her representative: ...................................................................
2.2 Identity Number: ..........................................................................................................................
2.3 Position occupied in the Company (director, trustee, shareholder2): .............................................
2.4 Company Registration Number: .........................................................................................
2.5 Tax Reference Number: ........................................................................................................
2.6 VAT Registration Number: ...................................................................................................
2.6.1 The names of all directors / trustees / shareholders / members, their individual identity
numbers, tax reference numbers and, if applicable, employee / persal numbers must be
indicated in paragraph 3 below.
1“State” means –
(a) any national or provincial department, national or provincial public entity or constitutional institution within
the meaning of the Public Finance Management Act, 1999 (Act No. );
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament.
2”Shareholder” means a person who owns shares in the company and is actively involved in the management of the
enterprise or business and exercises control over the enterprise.
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2.7 Are you or any person connected with the bidder YES / NO
presently employed by the state?
2.7.1 If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member: ..............................................
Name of state institution at which you or the person
connected to the bidder is employed : .............................................
Position occupied in the state institution: .............................................
Any other particulars:
........................................................................
........................................................................
........................................................................
2.7.2 If you are presently employed by the state, did you obtain YES / NO
the appropriate authority to undertake remunerative
work outside employment in the public sector?
2.7.2.1 If yes, did you attached proof of such authority to the bid YES / NO
document?
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid.
2.7.2.2 If no, furnish reasons for non-submission of such proof:
...............................................................................
...............................................................................
...............................................................................
2.8 Did you or your spouse, or any of the company’s directors / YES / NO
trustees / shareholders / members or their spouses conduct
business with the state in the previous twelve months?
2.8.1 If so, furnish particulars:
.............................................................................
.............................................................................
..............................................................................
2.9 Do you, or any person connected with the bidder, have YES / NO
any relationship (family, friend, other) with a person
employed by the state and who may be involved with
the evaluation and or adjudication of this bid?
2.9.1If so, furnish particulars.
........................................................................
........................................................................
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........................................................................
2.10 Are you, or any person connected with the bidder, YES/NO
aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state
who may be involved with the evaluation and or adjudication
of this bid?
2.10.1 If so, furnish particulars.
........................................................................
........................................................................
........................................................................
2.11 Do you or any of the directors / trustees / shareholders / members YES/NO
of the company have any interest in any other related companies
whether or not they are bidding for this contract?
2.11.1 If so, furnish particulars:
........................................................................................
........................................................................................
........................................................................................
3 Full details of directors / trustees / members / shareholders.
Full Name Identity Personal Tax State Employee
Number Reference Number Number / Persal
Number
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