36-Month lease of voip telephone management and switchboard systems for two deeds registries

• Closing Date and Time: 11 August 2026 at 11:00.
• There is no compulsory briefing session.
• Arrangements to view the sites (Eastern Cape Deeds Registry: Qonce and Mpumalanga Deeds Registry) may be organized upon request.
• Bid offers must remain valid for 90 days after the closing date.

• For Bid Technical Enquiries: Contact Mr. Gideon Phokane at Tel: 081 043 1892, Email: [email protected].
• For Bid Administration Enquiries: Contact Mr. Buti Matjila at Tel: 082 385 4570, Email: [email protected].
• Submission Address: Department of Land Reform and Rural Development, 600 Lillian Ngoyi Street, Pretoria, 0001.
• Postal Address for correspondence: Office of the Chief Registrar of Deeds, Private Bag X918, Pretoria, 0001.

• Submit your bid in a sealed envelope clearly marked with: Name and Address of bidder, Bid number (DLRRD (CRD-06) 2026/27), and closing date.
• Deposit the sealed bid into the Tender/Bid Box at: Department of Land Reform and Rural Development, 600 Lillian Ngoyi Street, Pretoria, 0001.
• Deadline: 11 August 2026 at 11:00. Late bids will not be accepted.
• You must use the official forms provided (SBDs) – do not retype them.
• Complete and include all required returnable documents: Authority to Sign SBDs, SBD 1, SBD 3.3 (Pricing Schedule), SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), Supplier Maintenance (Bank Details) Form, Terms of Reference, and General Conditions of Contract.
• Failure to submit proof of authorization to sign the tender (e.g., company resolution) will render your bid non-responsive.
• Bids not inside the Tender Box by the closing time will not be considered.

Bidder must not be in service of the state or have directors/members in service of the state. Must submit proof of authority to sign (board resolution, partnership agreement, etc.). Must comply with tax obligations and provide SARS PIN. Foreign suppliers must answer questionnaire on RSA presence/tax liability. Must not be listed on Tender Defaulters or Restricted Suppliers registers. Must declare any conflicts of interest (SBD 4). Bids missing required documentation or submitted late will be disqualified.

• Scope: Supply, install, commission, and maintain a leased VoIP telephone management and switchboard system for 36 months at two registries: Eastern Cape Deeds Registry (Qonce) and Mpumalanga Deeds Registry.
• Key Deliverables:

• A fully functional Telephone Management System to record call traffic, manage user accounts with limits, generate reports, and bar unpaid accounts.
• Required quantity of SIP telephone instruments (base, mid-range, and top-range models) as per the detailed table.
• Digital console/PC-based attendant software for switchboard operators.
• Dial Direct Inward (DDI) and Dial Direct Outgoing (DDO) functionality.
• Cordless telephones with full building coverage via base stations/repeaters.
• Uninterrupted Power Supply (UPS) with battery backup for at least 3 hours.
• Database preservation buffer and voice auto-attendant with night service.
• Voicemail, call forwarding, and call hunting features.
• ICASA-approved hardware and software licenses for the contract duration.
• On-site training for operators and orientation for all users.
• Full warranty, maintenance, and support plan with specified response times (12-24 hours standard, <4 hours for system blackout).

• Installation and commissioning must be completed within three weeks after receiving an official appointment.

• Bidders must demonstrate experience in supply, installation, commissioning, and maintenance of telephone management and switchboard systems.
• Submit a minimum of two reference letters from client companies. Letters must include: client company address, contact details, description of services rendered, contract duration, and be signed.
• Contracts, Service Level Agreements, appointment letters, and purchase orders are not accepted as proof of experience.

• The system must undergo pre-inspection using a client-approved checklist before final acceptance.
• A certificate of acceptance must be provided by the service provider.
• The system must be 100% ICASA compliant and fully functional as per the bid proposal.
• Testing and commissioning must be completed until the system is fully operational, with the service provider bearing all related costs.
• An inventory of all supplied items must be signed off.
• The service provider must check compatibility with existing cabling and infrastructure.

• Use the official SBD 3.3 Pricing Schedule form.
• Provide a total bid price (VAT inclusive).
• Breakdown required per office (Eastern Cape: Qonce and Mpumalanga) into:

• Installation and configuration (once-off).
• Training (once-off).
• Leasing of the fully functional telephone system including all consumables (36 months).

• Show subtotals (VAT exclusive) and VAT calculation at 15%.
• Provide a summary table with total costs for each registry and the overall total.

• Submit your pricing on the official SBD 3.3 form.
• All prices must be VAT inclusive and quoted in South African Rand.
• Provide a total bid price and a detailed breakdown for each registry (Eastern Cape: Qonce and Mpumalanga) covering:

• Once-off costs for installation/configuration and training.
• Monthly leasing cost for the fully functional telephone system (including all consumables) for 36 months.
• Separate subtotals (VAT exclusive) and totals (VAT inclusive) for each office.

• Bid validity: Your offer must remain valid for 90 days after the closing date.

• Mandatory Registration: You must be registered on the Central Supplier Database (CSD). Your tax compliance status will be verified via the CSD.
• Tax Compliance: Submit your SARS Tax Compliance Status PIN or a printed TCS certificate. If no PIN but registered on CSD, provide your CSD number.
• B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.
• ICASA Certification: Provide a valid copy of the Telecommunication Equipment Type Approval Certificate issued by ICASA in your name, or a letter of consent from the manufacturer/retailer with the certificate.
• Submit a catalogue of your proposed solution aligned with the ICASA Type Approval Certificate.
• Provide proof of authorization to sign the Standard Bidding Documents (e.g., company resolution, partnership agreement).
• No bids will be considered from persons in the service of the state or entities with directors/members in the service of the state.

• Contract Duration: 36 months.
• The successful bidder must sign a written contract form (SBD7).
• The bid is subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract.
• The service provider must provide a detailed maintenance plan with schedules and costing for the full contract period.
• Warranty: Full warranty on all equipment for the duration of the contract.
• Support includes preventative, corrective, and breakdown maintenance with clear turnaround times.
• The service provider is liable for all expenses from system malfunction during testing and commissioning.

• 80/20 preference point system: 80 points for price, 20 points for Specific Goals.
• Price score formula: Ps = 80
• (1 - (Pt - Pmin) / Pmin).
• Specific Goals points claimed based on percentage ownership equity for HDI, female, disability, youth, and locality.
• Functionality evaluation (scored separately) with 25% weighting for company experience, requiring reference letters as proof.