Telemetry services, pabx and network upgrade for the kwazulu-natal museum — 60-Month contract

Opening date: 29 October 2026

Closing date: 09 November 2026 at 16:00

Compulsory briefing or site visit: none

Bid validity: 90 days from the closing date

Award notification: bidders not contacted within 30 days of closing may regard the RFQ as unsuccessful

Enquiries and submission

• Email: [email protected]
• Telephone: +27 (33) 345 1404
• Website: www.nmsa.org.za

Submission email

[email protected]

Service delivery address

237 Jabu Ndlovu Street

Pietermaritzburg

3201

Postal address

Private Bag 9070

Pietermaritzburg

3200

Submission method: email

Submission email: [email protected]

Closing: 09 November 2026 at 16:00

Returnable documents

• Supplier Information form: supplier name, physical address, contact numbers, email address and VAT registration number.
• CSD registration number (MAAA) and Tax Compliance Status PIN.
• Declaration that the CSD information supplied is correct and up to date, signed by the bidder or an authorised representative.
• SBD 4 (Bidder's Disclosure): discloses whether the bidder, or any director, shareholder or controlling person, is employed by the state or connected to anyone at the museum.
• SBD 7.1 (Contract Form — Purchase of Goods/Works): binds the successful bidder to supply at the quoted prices.

Disqualification risks

• Omitting any item from the pricing schedule — the bid is treated as non-responsive.
• Supplying false or outdated CSD information.
• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Submitting after the closing time.

Preference point system: 80/20

Price: 80 points

Specific goals (20 points in total)

• Black ownership: 6
• Women owned: 2
• Youth owned: 2
• Disability owned: 2
• Locality: 8

Bidders complete the points-claimed column on the preference table in the RFQ; the museum completes the points-awarded column.

The museum reserves the right not to award to the lowest bidder and will conduct a detailed risk assessment before award.

Contract period: 60 months (5 years)

Site: 237 Jabu Ndlovu Street, Pietermaritzburg

Equipment and services required

• Yeastar P560 PABX for 100 users, 30 channels.
• Yealink T74U with 16 SIP accounts.
• 2 x Yealink EXP55 expansion modules, 26 physical keys each.
• Yeastar installation.
• Internet and voice lines: upgrade from the current 100 Mbps to 150/200 Mbps, covering data and voice lines.
• Service level agreement for the contract period.
• Fibre backbone linking all switches to fibre across 5 floors.
• 3 x cabinets: 6U cabinet with cabinet fan and multiplug.
• 12 x Aruba IOn 1930 24G 195W POE switches.

Confidentiality: contract documents and purchaser information may not be disclosed or used outside performance of the contract without written consent.

Records: the supplier must allow the purchaser to inspect and audit records relating to performance.

Inspection: the bidder's premises must be open at reasonable hours for inspection by the department or its representative.

Non-compliant supplies or services may be rejected; the cost of failed inspections, tests or analyses is borne by the supplier, while compliant testing is paid for by the purchaser.

Bidders complete the pricing schedule in the RFQ, quoting a unit price and total price for each item, with a subtotal, VAT at 15% where applicable, and a total price.

The total quotation price must include supply and delivery.

All items must be priced; a bid that omits any item is non-responsive.

Quoted prices are fixed for 90 days.

Pricing

• Every line item must be priced; the total quotation price must include the cost of supply and delivery.
• VAT at 15% applies where applicable.
• Prices are fixed for 90 days and the offer must remain valid for 90 days from the closing date.

Payment

• Payment within 30 days of receipt of an invoice accompanied by a delivery note.
• Payment is made in Rand.

Security and warranty

• Performance security must be furnished within 30 days of notification of award, in the amount stated in the Special Conditions of Contract.
• Goods warranty: 12 months from delivery and acceptance, or 18 months from shipment, whichever ends first.

Penalties

• Late delivery or non-performance attracts a penalty calculated at the prime interest rate for each day of delay.

Mandatory registration and status

• Registered on the Central Supplier Database (CSD); the CSD supplier number (MAAA) must be supplied.
• Valid Tax Compliance Status PIN.
• Not listed on the Register for Tender Defaulters or the List of Restricted Suppliers.

Returnable forms

• SBD 4 (Bidder's Disclosure): declares any state employment or relationship with the procuring institution; a false declaration disqualifies the bid.
• SBD 7.1 (Contract Form — Purchase of Goods/Works): signed undertaking to supply at the quoted prices.
• CSD declaration: confirms the bidder's CSD details are correct and up to date.

Preference points

• B-BBEE and specific-goal points are claimed on the 80/20 preference table: black ownership 6, women owned 2, youth owned 2, disability owned 2, locality 8.

Contract period: 60 months (5 years).

Warranty: goods must be new, unused and current models; the warranty runs 12 months from delivery and acceptance or 18 months from shipment, whichever is earlier. Defects must be repaired or replaced at the supplier's cost.

Payment: within 30 days of an invoice supported by a delivery note; payment in Rand.

Prices: fixed at the quoted prices; changes only where authorised in the Special Conditions of Contract or on extension of bid validity.

Amendments: only by written amendment signed by both parties.

Assignment: the supplier may not assign its obligations without the purchaser's written consent.

Subcontracts: all subcontracts must be notified to the purchaser in writing; notification does not reduce the supplier's liability.

Delays: the supplier must notify the purchaser in writing of any delay, its likely duration and cause; the purchaser may extend time with or without penalties.

Penalties: calculated at the prime interest rate for each day of delay.

Termination: the purchaser may terminate for failure to deliver or perform, or for corrupt or fraudulent practices, and may restrict the supplier from public-sector business for up to 10 years.

Disputes: amicable resolution first, then mediation, then a South African court of law.

Preference points are awarded under the 80/20 system for specific goals: black ownership 6 points, women owned 2, youth owned 2, disability owned 2 and locality 8 — 20 points in total, with 80 points for price.

Bidders complete the points-claimed column; the museum completes the points-awarded column.