Appointment of a service provider to provide a hosted pabx solution with microsoft teams telephony integration, voip capability, and desktop instruments to the mhsc for a period of sixty-two (62) months

Instruments to the mhsc for a period of sixty-two (62) months

Closing date: 14 September 2026 at 11:00am.

Non-compulsory briefing session: 28 August 2026 at 10:00 via Microsoft Teams. Link provided in the document.

Queries deadline: 7 September 2026.

Bid validity period: 120 days from closing date.

A non-compulsory briefing session will be held on 28 August 2026 at 10H00 via Microsoft Teams meeting. Link: https://teams.microsoft.com/meet/339943501103997?p=4z771e4CwpTVboJXix. Contact Person: [email protected].

SCM and technical enquiries: [email protected].

Department: Supply Chain Management.

No telephone numbers provided.

Submission address: email to [email protected].

Physical address (for reference): Tuscany Office Park, Rivonia.

Submit via email to [email protected]. Maximum email attachment size 150 MB. Use only the official forms provided (not retyped). Complete all forms in black ink. Late submissions are not accepted. Bids must remain valid for 120 days from closing. Counter conditions or amendments to bid conditions will invalidate the bid. No public opening.

Returnable forms (all must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): bidder details and offer cover page.
• SBD 4 (Declaration of Interest): discloses connections to the state or procuring institution.
• SBD 6.1 (Preference Claim Form): claims B-BBEE points under the 80/20 system; must be supported by a valid B-BBEE certificate or sworn affidavit.
• SBD 3 (Pricing Schedule): detailed pricing as per the provided table.
• SBD 7 (Contract Form): to be signed by the recommended bidder upon award.
• Proof of CSD registration and SARS Tax Compliance PIN or CSD number.
• OEM accreditation certificate/letter for the proposed hosted PABX solution.
• Proof of ICASA license or partnership with an ICASA-licensed operator (if providing SIP trunking).

Disqualification risks:

• Any required form omitted or unsigned.
• Late submission.
• Incomplete or fraudulent information.
• Non-compliance with mandatory requirements (CSD, tax, OEM, ICASA).
• Bidders in the service of the state or with directors who are.

Returnable documents (compliance and governance verification):

• SBD 1 (Invitation to Bid): fully completed and signed.
• SBD 4 (Bidders Disclosure): fully completed and signed.
• SBD 6.1 (Preference Claim Form): fully completed; points must be correctly claimed and supported by a valid B-BBEE certificate or sworn affidavit.
• SBD 3 (Pricing Schedule): fully completed.
• SBD 7 (Contract Form): to be signed by the recommended bidder upon award.
• Proof of CSD registration.
• Tax Compliance PIN or CSD number.
• OEM accreditation certificate/letter.
• ICASA license or partnership agreement (if applicable).

Three-stage evaluation:

Stage 1 – Mandatory Evaluation:

• CSD registration and tax compliance verified.
• OEM accreditation certificate/letter for the proposed hosted PABX solution (or proof of OEM status).
• Proof of ICASA license or partnership with an ICASA-licensed operator (if providing SIP trunking).

Failure on any mandatory requirement disqualifies the bid.

Stage 2 – Functionality Evaluation (minimum 70% to proceed):

• Reference letters (15%): from organisations where similar services were rendered within the last 5 years. 5+ letters = 5 points, 4 = 4, 3 = 3, 2 = 2, 1 = 1, none = 0.
• Team experience (35%): at least one team member with VoIP PABX implementation experience. 5+ years = 5 points, 4-5 = 4, 3-4 = 3, 2-3 = 2, 1-2 = 1, less than 1 or no CV = 0.
• Team certification (30%): at least one team member holds Microsoft Teams Voice certification (MS-700) or equivalent VoIP PABX certification. Yes = 5 points, No = 0.
• Project plan (20%): must include activities, timelines, milestones, resource allocation, risk matrix (covering number porting delays, SBC failover), and costing. Full plan = 5 points, missing one element = 3, missing two = 1, missing more than two or no plan = 0.

Stage 3 – Price and Specific Goals Evaluation (80/20 system):

• Price: maximum 80 points. Formula: Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals (B-BBEE): maximum 20 points, claimed via SBD 6.1 and supported by a valid B-BBEE certificate or sworn affidavit.

Scope: Provide a comprehensive hosted PABX solution for 74 users for 62 months (2 months implementation + 60 months support).

Key requirements:

• Native integration with Microsoft Teams Telephony (Direct Routing or Operator Connect).
• VoIP capability with softphone (Windows, Android, iOS) and hardphone.
• 74 desktop SIP telephones (colour screen, PoE, gigabit pass-through, headset port).
• 74 office-grade noise-cancelling headsets (Teams-certified preferred).
• 99.999% uptime SLA with service credits.
• Session Border Controller (SBC) – virtual or physical, redundant, located in South Africa.
• SIP trunking from a licensed ICASA-compliant South African operator.
• Emergency call handling to 112/10111/10177 with ELIN support.
• Call recording (opt-in, RICA and POPIA compliant).
• Number porting of existing MHSC landline numbers with risk mitigation.
• Network readiness assessment (jitter, latency, packet loss, QoS).
• Implementation of QoS markings (DSCP EF) for VoIP.
• Auto-attendant, call queuing (min 20 concurrent calls).
• Testing: FAT, SAT, load testing (20 concurrent calls), failover testing.
• Training: end-user (74 users), administrator, first-line support; manuals in PDF and printed.
• Support & maintenance: proactive monitoring, patch management, quarterly reviews, disaster recovery plan (RTO < 4 hours, RPO < 1 hour).
• Spare devices: minimum 5% of each type.

Expected deliverables: fully functional solution, network readiness report, number porting certificate, SBC/SIP documentation, load-shedding resilience plan, emergency call procedure, POPIA compliance pack, call recording solution, training materials, monthly QoS reports, SLA reports, quarterly DR test results, as-deployed architecture diagram.

document, please refer queries, in writing, to the contact person(s) listed above in SBD 1 or below. Under

no circumstances may any other employee within MHSC be approached for any information. MHSC

reserves the right to place responses to such queries on the website.

o No reference letters or letters that do not comply with all requirements above = 0

points

2. AT LEAST ONE TEAM MEMBER HAS EXPERIENCE - in implementing, supporting 35

and maintaining a comprehensive and robust hosted VoIP PABX solution (CV

stating number of years of experience must be attached):

o VoIP PABX experience of 5 years or more = 5 points

o VoIP PABX experience of 4 years but less than 5 years = 4 points

o VoIP PABX experience of 3 years but less than 4 years = 3 points

o VoIP PABX experience of 2 years but less than 3 years = 2 points

o VoIP PABX experience of 1 year but less than 2 years = 1 point

o VoIP PABX experience less than 1 year or no CV = 0 points

3. TEAM CERTIFICATION – At least one team member holds a Microsoft Teams Voice 30

certification (MS-700) or equivalent VoIP PABX certification (Certificate or

transcripts must be attached):

o Microsoft Teams Voice certification (MS-700) or equivalent VoIP PABX certification

= 5 points

o No Microsoft Teams Voice certification (MS-700) or equivalent VoIP PABX

certification = 0 points

4. 20 PROJECT PLAN – Must include clear activities, timelines, milestones, resource

allocation, risk matrix (specifically covering number porting delays, SBC failover),

and costing:

o Full project plan with all elements (activities, timelines, milestones, resources, risk

matrix, and costing) = 5 points

o Project plan missing one element = 3 points

o Project plan missing two elements = 1 points

o No project plan or project plan missing more than two elements = 0 points

limited to:

1.1. Solution Architecture

• Deploy a cloud-hosted PABX platform (SaaS) with Microsoft Teams Direct Routing

or Operator Connect.

• Deploy a Session Border Controller (SBC) – either cloud-based (in a South

African Azure region or local data centre) or on-premise at MHSC’s new office. The

SBC must be redundant (active-passive or active-active).

• Provide SIP trunking from a licensed South African operator (ICASA compliant).

• Integrate with MHSC’s existing Microsoft 365 tenant (Teams license validation,

Sso, mfa).

1.2. Devices & Instruments

• Supply 74 desktop telephones with:

o Colour display, PoE, gigabit pass-through, headset port (RJ9/USB).

o Support for hot desking, BLF, call park.

• Supply 74 headsets (wired or wireless, single/dual ear, Teams-certified preferred).

• Provide spare devices (minimum 5% of each type).

1.3. Number Porting

• Port all existing MHSC landline numbers (quantity to be confirmed).

• Provide a porting project plan with timelines, risk of delays, and fallback temporary

numbers.

• Manage number range porting if applicable (e.g., 010 or 011 range).

1.4. Network & Power Resilience

• Conduct a network readiness assessment (jitter, latency, packet loss, QoS

configuration).

• Implement QoS markings (DSCP EF) for VoIP traffic on LAN.

1.5. Call Features & Compliance

• Auto-attendant with multi-level menus, time-of-day routing.

• Call queuing (minimum 20 concurrent calls), call recording (on-demand or

always-on with consent announcement).

• Emergency call handling – ensure calls to 112/10111/10177 are routed correctly

and provide registered location (ELIN) to PSAP.

• RICA compliance – for any SIM-based backup or mobile integration.

1.6. Testing & Acceptance

• Factory Acceptance Test (FAT) / staging environment.

• Site Acceptance Test (SAT) with MHSC ICT team.

• Load testing – simulate 20 concurrent calls.

• Failover testing – simulate SBC or internet link failure.

1.7. Training

• End-user training (74 users) – making/receiving calls via Teams and desk phone,

voicemail, call forwarding.

• Administrator training (MHSC ICT team) – adding users, call queues,

auto-attendant changes, reporting, troubleshooting.

• First-line support training – basic device reset, network checks, escalation matrix.

• Training manuals and user guides – must be provided in both electronic (PDF)

and printed format (for key personnel), including quick reference cards and detailed

step-by-step instructions.

1.8. Support & Maintenance

• Proactive monitoring of SBC, SIP trunks, device registration.

• Patch management for SBC and cloud platform.

• Quarterly business review with performance metrics (uptime, call quality MOS,

ticket resolution).

• Disaster recovery plan – RTO < 4 hours, RPO < 1 hour.

• A submission submitted in response to this RFB will constitute a binding offer which will remain

binding and irrevocable for a period of one hundred and twenty (120) days from the date of

submission to the MHSC. Bidders may not modify their initial pricing offer whilst the RFB validity

period is still in force. (RFB Validity Period: 120 days from date of closure)

• No service will be rendered, or goods delivered before an official MHSC Purchase Order has

been issued to the awarded bidder.

• It is the responsibility of the bidder to ensure that its response reaches MHSC on or before the

closing date and time of the RFB.

• Bidders may not make any alterations or additions to the content of this bid document, except to

comply with the instructions issued by the MHSC.

• There shall be no discussions with any enterprise until evaluation of the proposal has been

complete.

• RFBs received after closing time and date will be classified as LATE and will not be considered.
• With regards to pricing, where a bidder submits both a quote and SBD 3, should the total bid

prices differ, the one indicated on the SBD 3 pricing schedule shall be considered the correct

price. Where calculation or arithmetic errors are identified, bidders will not be allowed to make

corrections or alter their pricing.

• MHSC reserves the right to cancel this RFB due to the following reasons:

a) Due to changed circumstances, there is no longer a need for the services specified in this

Bid documents must contain both technical proposal and pricing proposal (SBD 3)

A digital version via email [email protected] (MAXIMUM SIZE ALLOWED FOR THE

EMAIL ATTACHMENTS IS 150MB) containing the bid document and all other supporting

documents (fully submitted bid proposal with its attachments) must be provided of all tender

documentation within the bid submission. These serve as the original sets of bid documents

and form part of the contract.

Submission of fully completed Invitation to Bid (SBD 1) Comply Do Not

comply

Substantiation: The bidder must submit the fully completed and signed SBD1 (Invitation to

Bid)

Fully completed and signed Bidders’ Disclosure form (SBD Comply Do Not comply

Substantiation: The bidder must submit the fully completed and signed Bidders Disclosure

(Sbd 4)

Fully completed SBD 6.1 (Preference Claim Form), Comply Do Not

comply

Substantiation: The bidder must submit the fully completed preference claim form; points

must be correctly claimed and the points for the specific goals must be supported by a

valid B-BBEE certificate or a certified sworn affidavit. Bidders should ensure the points are

correctly claimed for the specific goals and information is captured correctly and

information is true. False information may result in the bid being disqualified.

Bidder must complete the detailed pricing Schedule (SBD Comply Do Not

3. comply

Substantiation: The bidder must submit and attach to the bid response fully completed

pricing Schedule (SBD 3)

The recommended bidder, where applicable, will be requested to sign and complete the SBD 7 contract

form upon award.

Submission of fully completed Contract Form (where Comply Do Not

applicable) comply

Substantiation: The bidder must submit and attach the fully completed and signed and

initialled SBD 7 (Contract form)

• Stage 1: Mandatory Evaluation;

• Stage 2: Functionality Evaluation;

• Stage 3: Pricing and Specific Goals Evaluation;

Mandatory evaluation stage 1

• Verify that mandatory requirements are met as per the bid document.

• Failure to comply with Mandatory Requirements will lead to the bidder being disqualified and

not considered for further evaluation.

Grand total 100

Price and specific goals evaluation stage 3

• Bid price proposals are compared on an equal and fair basis, considering all aspects of the

bid pricing requirements. Qualifying bids are ranked on price and specific goals points

claimed in the following manner:

(i) Price - with the lowest priced bid receiving the highest price score as set out in the

Preferential Procurement Regulations 2022.

(ii) Preference - preference points are allocated in accordance with the Preferential

Procurement Policy Framework Act (Act ) and its Regulations 2022 as claimed in

the specific goals claim form (SBD 6.1) are added to the price ranking scores. The points

for specific goals must be supported by a valid B-BBEE certificate or certified sworn affidavit.

A maximum of 80 points will be allocated for price on the following basis:

80/20

Pt−Pmin

Ps= 80(1− )

Pmin

Where;

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

A maximum of 20 points will be allocated for specific goals on the following basis:

• The tenderer must indicate how they claim points for each preference

point system in line with the specific goals of the RFQ as outlined in

Sbd 6.1.

Sbd 3: the pricing

1. Applicable currency: All prices shall be quoted in South African Rand (R).

2. Completion of pricing schedule: Bidders shall complete the pricing schedule in full, inserting

all the information required therein.

3. Price Quotation Basis: total prices quoted must be inclusive of all applicable taxes including

imported goods/services are to be used, and pricing is subject to exchange rate fluctuations,

the exchange currency against the Rand must be stipulated, as well as the exchange rate at

the time of bidding. The portion of the bid price subject to exchange rate fluctuations must be

stated.

4. Submission of pricing: bidders must submit their pricing proposals with the technical

proposal. The pricing folder must be clearly labelled as such.

BID PRICE SCHEDULE (SBD 3.1 Firm Unit Prices)

Pricing format: SBD 3.1 Firm Unit Prices. All prices in South African Rand, VAT inclusive, fixed for the contract duration.

Pricing schedule items:

• Once-off installation (SBC setup, network assessment, number porting, device config, Teams integration).
• Hosted PABX platform (annual, per user or flat).
• SIP trunk (annual, channels/capacity).
• SBC rental (annual, virtual or physical).
• Desktop telephone rental (annual, 74 units).
• Headset rental (annual, 74 units).
• Support & maintenance (annual/monthly, Monday-Friday 07:00-17:00, max 20 hours/month).
• Call charges (per minute/second billing) to be submitted separately and form part of the contract.

Payment: within 30 days from receipt of invoice after completion of deliverables, per PFMA section 76(4)(b) and Treasury Regulations 8.2.3.

No bond or guarantee mentioned.

Bid validity: 120 days from closing.

Price negotiations may be conducted with the preferred bidder if prices are not market-related.

Mandatory compliance checks:

• Central Supplier Database (CSD) registration: bidders must be registered on CSD before submission; non-registration leads to disqualification.
• Tax compliance: submit SARS Tax Compliance PIN or CSD number; tax matters must be in order.
• OEM accreditation: provide a valid OEM certificate or letter for the proposed hosted PABX solution, or proof of OEM status.
• ICASA compliance: provide proof of ICASA license for telecommunication services (if providing SIP trunking) or partnership with an ICASA-licensed operator.

Returnable forms (each must be completed and signed):

• SBD 1 (Invitation to Bid).
• SBD 4 (Declaration of Interest).
• SBD 6.1 (Preference Claim Form) with valid B-BBEE certificate or sworn affidavit.
• SBD 3 (Pricing Schedule).
• SBD 7 (Contract Form) – to be signed by recommended bidder upon award.

Other requirements:

• Bidders must not be persons in the service of the state, nor have directors/members who are.
• Bidders must not be listed on the Register for Tender Defaulters or List of Restricted Suppliers.
• Bidders must not have counter conditions or amendments to bid conditions.
• Bidders must not be in the process of selling the company or intend to sell within the next 60 months (disclosure required; may affect award).

Preference points are allocated in accordance with the Preferential Procurement Policy Framework Act (Act 5 of 2000) and its Regulations 2022 as claimed in the specific goals claim form (SBD 6.1). The points for specific goals must be supported by a valid B-BBEE certificate or certified sworn affidavit. A maximum of 20 points will be allocated for specific goals. The tenderer must indicate how they claim points for each preference point system in line with the specific goals of the RFQ as outlined in SBD 6.1.

The Mine Health and Safety Council (MHSC) is a national public entity (Schedule 3A)

established in terms of the Mine Health and Safety Act, No. , as amended. The

Resources (DMPR) on mine health and safety (MHS) issues in the mining industry, relating to

the development and implementation of the MHSC annual MHS research programme,

reviewing and development of MHS legislation and dissemination (knowledge and technology

transfer) of MHSC research outcomes to improve MHS conditions in the South African Mining

Industry (SAMI).

provide a comprehensive hosted PABX solution for 74 users for 62 months, with:

• Native integration with Microsoft Teams Telephony (Direct Routing or Operator

Connect).

• VoIP capability with softphone (Windows, Android, iOS) and hardphone.

• 74 desktop telephone devices (instruments) – SIP-based, colour screen, PoE, with

headset port.

• 74 headsets (office-grade, noise-cancelling).

• 99.999% uptime SLA with service credits.

• Session Border Controller (SBC) – virtual or physical, redundant, located in South

Africa (data sovereignty).

• Emergency call handling – ability to make calls to 112, 10111, 10177 with accurate

location information (ELIN support).

• Call recording capability (opt-in, compliant with RICA and POPIA).

• Number porting – port existing MHSC landline numbers with clear risk mitigation.

• POPIA compliance – data processing agreement, call metadata protection.

• Network readiness assessment – existing LAN/WAN suitability for VoIP.

2.1. Fully functional hosted PABX with MS Teams integration.

2.2. Network readiness report.

2.3. Number porting completion certificate.

2.4. SBC and SIP trunk documentation (provider, redundancy model, location).

2.5. Load-shedding resilience plan (UPS runtime, battery maintenance schedule).

2.6. Emergency call handling procedure (test call log).

2.7. POPIA compliance pack (DPA, retention policy).

2.8. Call recording solution (if required).

2.9. User and admin training manuals (video + PDF) and printed quick reference guides.

2.10. Monthly usage and QoS reports (MOS, jitter, latency, packet loss).

2.11. SLA performance report (uptime, incident response/restore).

2.12. Disaster recovery test results (quarterly).

2.13. Demonstration of the telephone solution prior to award and after implementation.

2.14. As-deployed architecture diagram and system configuration documentation –

including network topology, SBC configuration, SIP trunk settings, call routing rules,

auto-attendant logic, and all device provisioning templates. This must be updated

whenever a change is made.

Awarding of tenders will be published on the National Treasury e-tender portal and MHSC’

website. No regret letters will be sent out. A bid is considered awarded when the bidder has

signed and accepted the award letter. Goods may be delivered, or services may be rendered

only with an official purchase order as signed and issued by the MHSC.

following bid requirements and may take place without prior notice to the bidder:

• bidder whose tax matters are not in order (Instruction Note /2018 Tax

Compliance Status will apply).

• bidders who are not registered with the Central Supplier Database (CSD).
• submitted incomplete information and documentation according to the requirements

of this RFB document.

• submitted information that is fraudulent, factually untrue or inaccurate information.

• received information not available to other potential bidders through fraudulent

means.

• failed to comply with mandatory and technical requirements as stipulated in the RFB

document.

• misrepresented or altered material information in whatever way or manner.
• promised, offered, or made gifts, benefits to any The Mine Health and Safety Council

(MHSC) employee.

• canvassed, lobbied to gain unfair advantage.
• committed fraudulent acts; and
• acted dishonestly and/or in bad faith etc.

NB: it is the responsibility of the bidder to ensure the bid response is fully completed

and signed and all required documents are valid and submitted upon closing date.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2 and 3

No specific environmental content found.

duplicated. MHSC will accept NO liability regarding anything arising from the fact that pages are

missing or duplicated.

a) The Bid forms should not be retyped or redrafted, but photocopies may be prepared and used.

b) Only documents completed in black ink will be accepted. (Black ink should be used when

completing Bid documents).

c) Bidders should check the numbers of the pages to satisfy themselves that none is missing or

duplicated. MHSC will accept NO liability regarding anything arising from the fact that pages are

missing or duplicated.

d) Counter Conditions: MHSC draws bidders’ attention that amendments to any of the Bid Conditions

or setting of counter conditions by bidders will result in the invalidation of such bids.

e) Response preparation costs: MHSC is NOT liable for any costs incurred by a bidder in the process

of responding to this Bid Invitation, including on-site presentations.

f) Cancellation prior to awarding: MHSC reserves the right to withdraw and cancel the Bid Invitation

prior to making an award. The cancellation grounds include insufficient funds, where the award price

is outside of the objective determined fair market-related price range or any process impropriety and

reasons provided under the standard terms and conditions of RFB stipulated above.

g) Collusion, Fraud and corruption: Any effort by Bidder/s to influence evaluation, comparisons, or

award decisions in any manner will result in the rejection and disqualification of the bidder

concerned.

h) Fronting: MHSC, in ensuring that bidders conduct themselves in an honest manner will, as part of

the bid evaluation processes where applicable, conduct or initiate the necessary

enquiries/investigations to determine the accuracy of the representation made in the bid documents.

do not warrant its accuracy or completeness. To the extent that MHSC is permitted by law, MHSC will

not be liable for any claim whatsoever and how so ever arising (including, without limitation, any claim in

contract, negligence or otherwise) for any incorrect or misleading information contained in this document

due to any misinterpretation of this document. MHSC makes no representation, warranty, assurance,

guarantee or endorsements to any provider/bidder concerning the document, whether with regard to its

accuracy, completeness or otherwise and MHSC shall have no liability towards the responding service

providers or any other party in connection therewith.

NB: Important Notice: Bidders are to be aware of scammers who pose as MHSC employees selling bid

documents or offering monetary gratuity in exchange for information or awarding of bids.

Standard terms and conditions of RFB: A submission will constitute a binding offer which will remain binding and irrevocable for a period of 120 days from the date of submission. Bidders may not modify their initial pricing offer whilst the RFB validity period is still in force. No service will be rendered, or goods delivered before an official MHSC Purchase Order has been issued. It is the responsibility of the bidder to ensure that its response reaches MHSC on or before the closing date and time. Bidders may not make any alterations or additions to the content of this bid document, except to comply with the instructions issued by the MHSC. There shall be no discussions with any enterprise until evaluation of the proposal has been complete. RFBs received after closing time and date will be classified as LATE and will not be considered. With regards to pricing, where a bidder submits both a quote and SBD 3, should the total bid prices differ, the one indicated on the SBD 3 pricing schedule shall be considered the correct price. Where calculation or arithmetic errors are identified, bidders will not be allowed to make corrections or alter their pricing. MHSC reserves the right to cancel this RFB due to changed circumstances, funds no longer available, no RFB meets the required specifications, material irregularity in the RFB process, or bidder fails to deliver in accordance with the requirements. MHSC reserves the right to terminate the contract/PO during the first week after work has commenced should the appointed service provider have misrepresented themselves and/or their product and will not be able to fulfil the requirements as contained in the contract. Conditions and instructions to the bidder: The Bid forms should not be retyped or redrafted, but photocopies may be prepared and used. Only documents completed in black ink will be accepted. Bidders should check the numbers of the pages to satisfy themselves that none is missing or duplicated. MHSC will accept NO liability regarding anything arising from the fact that pages are missing or duplicated. Counter Conditions: amendments to any of the Bid Conditions or setting of counter conditions by bidders will result in the invalidation of such bids. Response preparation costs: MHSC is NOT liable for any costs incurred by a bidder in the process of responding to this Bid Invitation, including on-site presentations. Cancellation prior to awarding: MHSC reserves the right to withdraw and cancel the Bid Invitation prior to making an award. Collusion, Fraud and corruption: Any effort by Bidder/s to influence evaluation, comparisons, or award decisions in any manner will result in the rejection and disqualification of the bidder concerned. Fronting: MHSC will conduct or initiate the necessary enquiries/investigations to determine the accuracy of the representation made in the bid documents. Should MHSC establish any of the fronting indicators, the onus is on the bidder to prove that fronting does not exist. Failure to do so within a period of 7 days from date of notification will invalidate the bid/contract and may also result in the restriction of the bidder to conduct business with the public sector for a period not exceeding 10 years. Intention to sell: The bidder must indicate if they are in the process of selling the bidding company or have any intention of selling within the next 12 months or within 12 to 60 months. MHSC reserves the right not to award to any bidder who answers any of the questions above 'yes' should the bidder be the overall highest points scorer. Disclaimers: MHSC has produced this document in good faith. MHSC, its agents, and its employees and associates do not warrant its accuracy or completeness. MHSC will not be liable for any claim whatsoever for any incorrect or misleading information contained in this document. Important notice: Bidders are to be aware of scammers who pose as MHSC employees selling bid documents or offering monetary gratuity. MHSC is in no way selling the bid documents, all documents shall be found on the MHSC website and eTender Portal. Additional information: Price negotiations – the award of this bid may be subject to price negotiations with the preferred bidder or bidders, where there are opportunities where bid prices are not market related. Financial payment – payment will be made in accordance with section 76(4)(b) of the PFMA and Treasury Regulations 8.2.3 (within 30 days from receipt of invoice after completion of deliverables). Due diligence – MHSC reserves the right to conduct due diligence (interviews, samples, presentations, site visits, reference checks) with shortlisted bidders who meet the minimum qualifying score on the functionality phase evaluation criteria. Bid award – awarding of tenders will be published on the National Treasury e-tender portal and MHSC’ website. No regret letters will be sent out. A bid is considered awarded when the bidder has signed and accepted the award letter. Goods may be delivered, or services may be rendered only with an official purchase order as signed and issued by the MHSC. Reasons for disqualification: bidder whose tax matters are not in order; bidders who are not registered with the CSD; submitted incomplete information and documentation; submitted information that is fraudulent, factually untrue or inaccurate; received information not available to other potential bidders through fraudulent means; failed to comply with mandatory and technical requirements; misrepresented or altered material information; promised, offered, or made gifts, benefits to any MHSC employee; canvassed, lobbied to gain unfair advantage; committed fraudulent acts; and acted dishonestly and/or in bad faith. It is the responsibility of the bidder to ensure the bid response is fully completed and signed and all required documents are valid and submitted upon closing date. The bidder should ensure that the tender register is also signed when submitting their bid at the tender box.

Mandatory compliance verification: Bidders must be registered on the Central Supplier Database (CSD) of National Treasury prior to submitting their bid; only suppliers registered on CSD will be considered. Bidders must submit their tax compliance status with their bid in the form of a Tax Verification PIN from SARS or CSD supplier number; failure to comply will render the bid non-responsive and disqualified. Mandatory evaluation criteria: Criteria 1 – Original Equipment Manufacturer: The service provider must provide a valid OEM Accreditation certificate or letter for the proposed hosted PABX telephone solution it intends to deploy, or proof of OEM status, or manufacturing license. Criteria 2 – ICASA Compliance: The service provider must provide proof of ICASA license for telecommunication services (if providing SIP trunking) or partnership with an ICASA-licensed operator.

The evaluation process will be conducted in various stages: Stage 1: Mandatory Evaluation; Stage 2: Functionality Evaluation; Stage 3: Pricing and Specific Goals Evaluation. Functionality evaluation: Bidders must achieve 70% in this phase to progress to the next phase. Criteria: 1. Reference letters (15%): 5 or more letters = 5 points, 4 = 4 points, 3 = 3 points, 2 = 2 points, 1 = 1 point, none = 0 points. 2. At least one team member has experience in implementing, supporting and maintaining a comprehensive and robust hosted VoIP PABX solution (35%): 5+ years = 5 points, 4-5 years = 4 points, 3-4 years = 3 points, 2-3 years = 2 points, 1-2 years = 1 point, less than 1 year or no CV = 0 points. 3. Team certification (30%): At least one team member holds a Microsoft Teams Voice certification (MS-700) or equivalent VoIP PABX certification = 5 points, otherwise 0 points. 4. Project plan (20%): Must include clear activities, timelines, milestones, resource allocation, risk matrix (specifically covering number porting delays, SBC failover), and costing. Full project plan with all elements = 5 points, missing one element = 3 points, missing two elements = 1 point, no plan or missing more than two elements = 0 points. Price and specific goals evaluation: Price with the lowest priced bid receiving the highest price score as set out in the Preferential Procurement Regulations 2022; preference points allocated in accordance with the PPPFA and its Regulations 2022 as claimed in SBD 6.1. A maximum of 80 points will be allocated for price on the following basis: Ps = 80(1 - (Pt - Pmin)/Pmin). A maximum of 20 points will be allocated for specific goals.