This Tender Has Expired

• Tender documents available from 12:00 on 28 January 2026 (e‑tender portal and SCM office).
• Tender briefing/site inspection: 10:00 on Thursday 12 February 2026, Auditorium 1, 1st Floor, Bessie Head Library, 260 Church Street, Pietermaritzburg.
• Closing date: 12:00 on Wednesday 04 March 2026 – submission to the Tender Box only.
• Tender validity period: 4 calendar months from the date of opening.
• Withdrawal grace period: 5 working days after closing (written request required).

Technical enquiries – Sibusiso Ndlela (ICT Business Unit), Tel 033 392 2293, Email [email protected].

Procurement enquiries – Vinesh Govender (Supply Chain Management Sub‑Unit), Tel 033 392 2027, Email [email protected].

Head of Supply Chain Management – Dr D.N. Gambu, Tel 033 392 2597, 333 Church Street, Private Bag X205, Pietermaritzburg 3200.

• Submit both a hard‑copy tender and a CD/USB flash drive in sealed envelopes clearly marked “Contract No. SCM /26” and the contract description.
• Deliver the sealed envelopes to the Tender Box at Msunduzi Municipality Central Stores, 2 Abattoir Road (off Kershaw Street), Pietermaritzburg, 3201 – no later than 12:00 on Wednesday 04 March 2026.
• Hand‑written or typed documents only; no correction fluid. All pages must be complete, legible and signed.
• Use the official Tender Form (Annexure 11) – must be fully completed, signed by an authorised representative and, where required, witnessed by a Commissioner of Oaths.
• Include all required returnable documents: Tax Clearance Certificate with SARS verification PIN, CSD Supplier Number and Unique Registration Reference, proof of CSD registration, and any other declarations (interest, past SCM practices, independent bid determination, etc.).
• All prices must be VAT‑inclusive regardless of vendor VAT status.
• Failure to provide any of the above (e.g., missing signatures, incomplete forms, non‑VAT‑inclusive pricing) will result in disqualification.

• Two‑stage evaluation:

1. Stage One – Functionality (max 60 points):

• Project methodology (20 pts)
• Project plan (20 pts)
• Company experience (20 pts)
• Minimum threshold = 50 pts.

2. Stage Two – Preference points (max 20 pts) based on Specific Goals:

• Black‑Owned Enterprise (≥51 % BOE) – 8 pts
• Woman‑Owned Enterprise (≥51 % WOE) – 8 pts
• Locality – business situated within Msunduzi Municipality – 4 pts
• Total possible score = 80 pts (60 + 20). The municipality reserves the right to accept any part of a tender; the lowest price is not automatically preferred.
• Preference points are awarded only when supporting documentation (Annexure B) is submitted and verified.

Scope – supply, install, configure, and maintain a cloud‑hosted private automated branch exchange (PABX) with VoIP capability for up to 3 000 landlines, 1 000 mobile devices and 1 000 extensions across all municipal sites.

Key deliverables:

1. Provide hardware, software licences and backups; 2. 24/7/365 service desk; 3. Disaster‑recovery planning and testing; 4. Skills‑transfer and certification for municipal staff; 5. Ongoing optimisation, innovation and change‑management documentation; 6. Detailed PABX/telephony architecture diagrams.

Minimum technical requirements include:

• ICASA compliance, free VoIP calls, hosted in South African data centres (preferably Durban) with redundancy and fail‑over fibre links.
• Reputable OEM equipment (Polycom, Yealink, Cisco, Huawei etc.) offered in three tiers (basic, mid‑range, high‑end) plus boardroom devices.
• 24/7/365 support, voice‑recording, TMS features, BYOD support, dedicated VLANs per site, porting of existing lines, uncapped local/national calls, soft‑phone app, self‑care admin portal.
• Core PABX functionality (call recording, IVR, auto‑attendants, call routing, voicemail‑to‑email, call data records, conferencing, mobility, web admin, etc.) as listed in sections 4.2.22 and 4.3.
• Service desk requirements: 24 x 7 x 365 call logging, incident lifecycle management, request handling, reporting, SLA reporting.
• Service period – 36 months.
• Provide detailed specifications for entry‑level, mid‑range and high‑end handsets, and Teams conference handsets (audio, connectivity, security, management features).

• Pricing must be submitted in the prescribed Price Schedule (Annexure 9) and be VAT‑inclusive.
• No specific bid bond or guarantee is mentioned; however, standard municipal practice may require a bid security – verify the Tender Form.
• Payment terms will be defined in the final contract; bidders should be prepared to accept municipal payment cycles.
• Tender validity – 4 months from opening.
• A non‑refundable tender document fee of R1 327.86 (incl. VAT) is payable before collection of printed documents.

• Central Supplier Database (CSD) registration is mandatory (must be registered on or after 01 April 2016). Provide CSD Supplier Number and Unique Registration Reference.
• Valid Tax Clearance Certificate and SARS verification PIN required.
• B‑BEE compliance – preference points awarded for BOE ≥ 51 % and WOE ≥ 51 % (see evaluation criteria).
• CIDB registration not explicitly required, but ensure all relevant licences are current.
• CIPC registration certificate must be submitted (Annexure D).
• Professional engineering certification required for any work falling under the Engineering Profession Act (see specification).
• Local content – preference for suppliers based within Msunduzi Municipality’s jurisdiction.