RFI: modern ip telephony & unified communications solution for sasria

• Closing date and time: 22 July 2026 at 12:00 PM.
• Clarification deadline: Queries must be submitted in writing to [email protected] by 17 July 2026.

• Email for registration assistance: [email protected]
• Email for queries/clarifications: [email protected]
• Submission portal: https://procurement.sasria.co.za/

Submission Process:

• Register and submit via Sasria Online Tender Portal: https://procurement.sasria.co.za/ on or before 22 July 2026 at 12:00 PM.
• Follow system prompts to submit all four (4) required Schedules. All correspondence is via the portal.
• File limits: 4MB per file, 30MB per Schedule. Bids cannot be submitted unless all Schedules are completed.

Bidder Responsibilities:

• Familiarise yourself with the portal well before closing to avoid technical delays.
• Allow adequate time for submission to mitigate technical challenges. Sasria will not accept late submissions or negotiate delays.
• Sasria takes no responsibility for bidder technical failures or late submissions.

Documentation Requirements:

• Submit all written material and attachments in English.
• All price values must be in South African Rand (VAT Excl.).

Important Notes:

• This is a Request for Information (RFI) only. No contractual commitment or guarantee of business is implied.
• Sasria reserves the right to cancel, amend, or terminate the RFI process at any time without liability.
• All costs incurred by bidders (preparation, participation) are the bidder’s responsibility.

Proof of registration on the National Treasury Centralized Supplier Database (CSD).

Demonstrated expertise in IP telephony, unified communications, and contact center solutions.

Ability to meet technical, security, and compliance requirements.

Submission of all required documentation (company profile, pricing schedule, etc.) via the Online Tender Portal.

Scope:

• Sasria seeks a modern, resilient, and secure IP telephony and unified communications solution to replace/enhance its current Avaya-based environment (with ACCS call centre).
• Must support enterprise voice, collaboration, mobility, and customer engagement across office-based, hybrid, and remote working models.

Key Requirements:

• Deployment models: on-premises, cloud, or hybrid (bidders must describe advantages, dependencies, and constraints for each).
• End-user devices: IP handsets, conference phones, analogue devices, softphones, mobile clients, and BYOD considerations. Include provisioning, lifecycle management, and SIP-based endpoint compatibility.
• Business continuity: phased migration from Avaya with minimal disruption, redundancy, failover, and disaster recovery.
• Scalability: solution must be intuitive, scalable, and suitable for enterprise use.
• User experience: improved reliability, security, and operational efficiency for internal/external communication across multiple locations.

Bidders must:

• Demonstrate expertise in IP telephony, unified communications, and contact centre solutions.
• Provide a Company Profile outlining how their system meets Sasria’s requirements.
• Submit proof of CSD registration.

• Provide an indicative costing of the system in South African Rand (VAT Excl.).
• Breakdown must allow Sasria to understand all costing elements.

• Provide an indicative costing of the system in South African Rand (VAT Excl.).
• Pricing schedule must detail costing elements for Sasria’s evaluation.

• Proof of registration on the National Treasury Centralized Supplier Database (CSD) report is mandatory.
• Submit a Company Profile demonstrating how your solution meets Sasria’s requirements.

• This RFI does not constitute a guarantee of business or a contractual agreement.
• Sasria reserves the right to cancel, amend, postpone, discontinue, or terminate the RFI process at any time without liability.
• No enforceable rights arise from preferred service provider notifications.
• All bidder costs (participation, preparation) are non-recoverable.

Bidders must demonstrate capabilities in:

• Contact centre functionality: automatic call distribution, skills-based routing, IVR, call recording, quality management, supervisor tools, wallboards, reporting, and omnichannel support.
• Unified communications: softphones, presence, messaging, collaboration, voicemail-to-email, and mobility support.