Bulk voice services 2027-2030 and cisco cucm upgrade for east london idz (RFP PROJ-ICT-134)

Compulsory briefing meeting: 17 August 2026 at 10:00 on Microsoft Teams. Link: https://events.teams.microsoft.com/event/8d5010ef-3372-4a8f-925e-ffcd82e9038f@bd71323e-f0dc-4d06-8e22-af342304bedc. Deadline for written questions: 26 August 2026 at 16:00, to Zandile Mtebele at [email protected]. Responses to questions: by 15:00 on 28 August 2026. Closing date: 4 September 2026 at 12:00. Project commencement: 1 February 2027. Fibre services installation deadline: 16 January 2027.

A compulsory briefing meeting is scheduled for 17th August 2026 at 10:00 on the Teams platform. Link: https://events.teams.microsoft.com/event/8d5010ef-3372-4a8f-925e-ffcd82e9038f@bd71323e-f0dc-4d06-8e22-af342304bedc

Queries: Zandile Mtebele, email [email protected], phone (043) 702 8200, fax (043) 702 8251. Written questions must be submitted by 26 August 2026 at 16:00. Responses will be communicated by 28 August 2026 at 15:00. Submission address: online at https://tenderportal.elidz.co.za.

Submit proposals online at https://tenderportal.elidz.co.za before 12:00 on 4 September 2026. Technical and financial proposals must be in two separate envelopes: Envelope A (Technical Proposal) and Envelope B (Financial Proposal). Envelope A must include numbered section dividers and a contents page. E-mailed, faxed, late, or incomplete proposals will not be considered. Tender documents must be securely bound. Returnable forms include: completed and signed ELIDZ Procurement Handbook with supporting documents (tax clearance etc.), CSD registration certificate, JV participation documentation (if applicable), valid B-BBEE certificate or sworn affidavit, company profile, proof of office location, three completed reference letters (Annexure 2), proposed solution, implementation approach, project plan, risk register, testing and acceptance plan, project team skills matrix with Cisco voice certification and relevant experience summary.

Supporting documentation to be submitted with Envelope A: Accredited valid original or certified B-BBEE certificate or letter from accountant confirming annual turnover for EMEs, sworn affidavit confirming annual turnover and B-BBEE management split, company profile, valid proof of office location, three completed reference letters (Annexure 2), proposed solution with implementation approach, project plan, risk register, testing and acceptance plan, project team skills matrix with Cisco voice certification and relevant experience summary. Compulsory documentation: completed and signed ELIDZ Procurement Handbook with supporting documents (tax clearance etc.), CSD registration certificate, JV participation documentation if applicable.

The tender uses the 80/20 rule: 80 points for price and 20 points for specific goals. Price points are calculated using the formula Ps = R x (1 - (Pt - Pmin)/Pmin), with R up to 80. Specific goals points: 10 points for 51% and above Black owned suppliers, 5 points for 25% up to 50% Black owned suppliers, 5 points for Eastern Cape based suppliers, 1 point for 51% and above Youth owned suppliers, 1 point for 51% and above Black Women owned suppliers, 3 points for SMMEs (EME or QSE). Functionality evaluation (minimum 70 out of 100 to proceed): Proposed Solution (45 points), Implementation Approach (20 points), Service Provider Expertise (20 points), References (15 points). The contract is awarded to the highest scoring tenderer, subject to justifiable grounds.

Scope: supply and maintenance of bulk voice services for ELIDZ and its customers for 2027-2030, and upgrade of the existing Cisco Unified Communications Manager (CUCM). Target uptime: 99.999%. Deliverables: fibre-based voice connectivity to both ELIDZ data centres (Daralan and IronForge), migration from PRI-based handoff to SIP trunks, number porting of existing ranges (043702 8200-8299, 08737 30700-31199, 04310 10149-10948), CUCM upgrade from version 11.5 to the latest version (v15 or later), provision of compatible handsets where required, and project management deliverables. Current call volume: approximately 6,500 minutes per month, with growth up to 100,000 minutes per month. Current call capacity: maximum 60 concurrent calls. Existing CUCM licenses: 581 installed (330 consumed); cater for 250 licenses with upgrade. Device counts include various Cisco models; incompatible devices must be replaced with basic handsets like 7821. Include cost for Call Cost Customization for South Africa for Imagicle Billy Blues 4 TMS. Fibre services must be installed by 16 January 2027. Wireless solutions as interim measure are not acceptable.

The technical proposal must include a complete proposed solution, implementation methodology, project plan, migration approach, testing and acceptance plan, risk register, service continuity measures, and post-implementation support arrangements. The implementation approach must include key milestones, dependencies, assumptions, resource allocation, outage or change-window requirements, escalation arrangements, and risk mitigation measures. Project management deliverables: Project Initiation Document, Kick-off Meeting, Monthly Consumption and Performance Report, Monthly Project Report Meeting with minutes, Risk Register, and Project Close-out Report.

The project team must include at least one resource with a relevant Cisco voice certification applicable to the CUCM upgrade. The skills matrix must demonstrate an average of at least five (5) years' relevant experience across required disciplines: voice services, SIP trunking, Cisco CUCM, number porting, fibre connectivity, implementation, testing, project management, and operational support. Provide company profile, office locations (local in BCM Metropolitan Area / Eastern Cape / National / International), organogram for the project team, and details of similar projects completed. CVs are not required at submission stage unless specifically requested by ELIDZ during clarification.

Before go-live, the successful bidder must complete testing and acceptance activities with ELIDZ, including confirmation of connectivity at both data centres, SIP trunk registration and failover testing, inbound and outbound call testing, number porting validation, emergency and geographic call routing validation, test calls across main call types, and confirmation that reporting and billing outputs reflect agreed rates. Final acceptance subject to ELIDZ sign-off. Monthly Consumption and Performance Report required. Monthly Project Report Meeting with minutes.

Rates-based tender: focus on rates per minute for each call type. Payments: monthly for services, once-off for the upgrade. Annual rate review scheduled. Prices must be in South African Rand and firm for 120 days after closing date. Payment terms: maximum 30 days from receipt of a complete claim (original invoices, covering letters of approval, statement of accounts). Include cost for Call Cost Customization for South Africa for Imagicle Billy Blues 4 TMS. Financial proposal must be submitted in Envelope B.

CSD registration: mandatory, must be registered on the CSD database from Treasury. Tax compliance: valid Tax Clearance Certificate or SARS PIN required. B-BBEE: submit a valid original or certified B-BBEE certificate from a SANAS-accredited verification agency, or for EMEs/QSEs a sworn affidavit confirming annual turnover and ownership status. Failure to submit may result in zero preference points. EMEs with turnover less than R10m are automatically level 4; if more than 50% Black owned, level 2; if 100% Black owned, level 1. Non-accredited certificates not accepted. Local content: ELIDZ may include local production and content requirements as per DTI standards. POPIA: by submitting, bidders consent to ELIDZ processing personal information as per the Protection of Personal Information Act. Confidentiality agreement: required for the successful bidder. Supplier development plan: required if contract value exceeds R5 million on a consecutive basis.

B-BBEE requirements: Tenderers must submit a valid original or certified B-BBEE certificate from a SANAS-accredited verification agency, or for EMEs/QSEs a sworn affidavit confirming annual turnover and ownership status. Failure to submit may result in zero preference points. EMEs with turnover less than R10m are automatically level 4, but if more than 50% Black owned, level 2, and if 100% Black owned, level 1. Non-accredited certificates are not accepted. ELIDZ may verify B-BBEE credentials independently. Joint ventures must provide a consolidated B-BBEE certificate.

Before starting work, service providers must produce project-specific Safety, Health & Environmental (SHE) risk assessments, SHE plans and safe work procedures (e.g., waste management plans, fall protection plans), list of applicable PPE, letters of good standing with workman's compensation, applicable legal appointments, and list of chemicals with Material Safety Data Sheets. All must be included in a SHE file with scope of work, appointment copy, PPE issue register, training/competency certificates, and medicals as applicable (e.g., for working at heights).

SHE risk assessments must include activity-specific risks, service provider's risk to ELIDZ, and ELIDZ's risk to them. SHE plans must respond to project-specific activities and identified risks, including waste management plans.

Contract duration: 3 years. Modification of terms must be mutually agreed and in writing. All prices inclusive of VAT unless otherwise stated. Services must comply with government laws and policies. ELIDZ may set-off liabilities. If contract value exceeds R5 million, successful bidder must submit a Supplier Development Plan for SMMEs. ELIDZ may include local production and content requirements as per DTI standards. ELIDZ may terminate the contract for inadequate performance if not remedied within 14 days of notice. The successful tenderer must enter into a written Service Level Agreement and a Confidentiality Agreement. Tender price must remain firm for 120 days after closing. Payment terms: maximum 30 days from receipt of complete claim. ELIDZ reserves the right to accept or reject tenders in whole or in part, and to negotiate with the successful tenderer.

The tender will be evaluated using the 80/20 rule: 80 points for price and 20 points for specific goals. Price points are calculated using the formula Ps = R x (1 - (Pt - Pmin)/Pmin), with R up to 80. Specific goals include: 51% Black owned (10 points), 25-50% Black owned (5 points), Eastern Cape based (5 points), 51% Youth owned (1 point), 51% Black Women owned (1 point), SMMEs (3 points). The functionality evaluation matrix scores: Proposed Solution (45 points), Implementation Approach (20 points), Service Provider Expertise (20 points), References (15 points). Minimum functionality score to proceed is 70 out of 100. The contract is awarded to the highest scoring tenderer, subject to justifiable grounds.