Telephone system supply, installation & maintenance – kwazulu-natal museum (5-Year contract)

• Closing date: 14 August 2026
• Closing time: 16h00
• No other dates (e.g., briefing, site visit) are stated in the document.

• Physical address: 237 Jabu Ndlovu Street, Pietermaritzburg, 3201
• Postal address: Private Bag 9070, Pietermaritzburg, 3200
• Telephone: +27 (33) 345 1404
• Website: www.nmsa.org.za
• No specific contact person or email is provided.

• Submit your bid by the closing date and time: 14 August 2026 at 16h00.
• The bid must be submitted to the KwaZulu-Natal Museum at 237 Jabu Ndlovu Street, Pietermaritzburg, 3201.
• Required returnable documents include: completed pricing schedule, tax clearance certificate, B-BBEE status level verification, bidder's disclosure form, and CSD registration.
• The price quoted must be fixed for 90 days from the closing date.
• Bidders must quote for all items; failure to do so will result in disqualification.
• The total quotation price must be inclusive of supply and delivery.
• The Department reserves the right not to award to the lowest bidder and will conduct a risk assessment prior to award.

Supplier signature: date:

required to register on the Central Suppliers Database.

has been supplied, then the Department may, without prejudice to any other legal rights or remedies it

may have;

3.1 cancel a bid or a contract awarded to such supplier, and the supplier would become liable for any

damages if a less favourable bid is accepted or less favourable arrangements are made.

(To be completed by bidder)

THIS IS TO CERTIFY THAT I (name of bidder/authorized representative) ............................................................. , WHO

REPRESENTS (state name of bidder)........................................................................................... CSD Registration

AM aware of the contents of the central supplier database with respect to the bidder’s details and

............................................................................................................

Date: ....................................................

Bidder’s disclosure

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles

of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa

and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of

the details required hereunder.

will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling

interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers

of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in

the enterprise, in table below.

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the

procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

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2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a

controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for

this contract? YES/NO

........................................................................................

................................................................................................

1 the power, by one person or a group of persons holding the majority of the equity of

an enterprise, alternatively, the person/s having the deciding vote or power to

influence or to direct the course and decisions of the enterprise.

Sbd 4

I, the undersigned, (name)............................................................................... in submitting the

accompanying bid, do hereby make the following statements that I certify to be true and complete in every respect:

3.1 I have read and I understand the contents of this disclosure;

3.2 I understand that the accompanying bid will be disqualified if this disclosure is found not to be true and complete

in every respect;

3.3 The bidder has arrived at the accompanying bid independently from, and without consultation, communication,

agreement or arrangement with any competitor. However, communication between partners in a joint venture or

consortium2 will not be construed as collusive bidding.

3.4 In addition, there have been no consultations, communications, agreements or arrangements with any competitor

regarding the quality, quantity, specifications, prices, including methods, factors or formulas used to calculate

prices, market allocation, the intention or decision to submit or not to submit the bid, bidding with the intention

not to win the bid and conditions or delivery particulars of the products or services to which this bid invitation

relates.

3.5 The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly,

to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

3.6 There have been no consultations, communications, agreements or arrangements made by the bidder with any

official of the procuring institution in relation to this procurement process prior to and during the bidding process

except to provide clarification on the bid submitted where so required by the institution; and the bidder was not

involved in the drafting of the specifications or terms of reference for this bid.

related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation

and possible imposition of administrative penalties in terms of section 59 of the Competition Act No and or

may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from

conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and

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This form must be filled in duplicate by both the successful bidder (part 1) and the purchaser (part

2). Both forms must be signed in the original so that the successful bidder and the purchaser would

Regulations 2022;

Bidder’s disclosure

Special Conditions of Contract; General Conditions of Contract; and Other (specify)

I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s) quoted cover all the goods

and/or works specified in the bidding documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes

regarding price(s) and rate(s) and calculations will be at my own risk.

the principal liable for the due fulfillment of this contract.

Name (print) ................................................. Capacity .................................................................. Signature

.................................................

Sbd

7.1

Contract form - purchase of goods/works part 2 (to be filled in by the purchaser)

your bid under reference number ................................dated for the supply of goods/works

indicated hereunder and/or further specified in the annexure(s). An official order indicating delivery instructions is forthcoming.

I undertake to make payment for the goods/works delivered in accordance with the terms and conditions of the contract, within 30 (thirty)

days after receipt of an invoice accompanied by the delivery note.

Item NO. price (all applicable taxes brand delivery period

Included)

Name (print) ........................................... Signature .......................................................... Official stamp

• This tender uses the 80/20 preference points system.
• Points are allocated for specific goals as follows:
• Black Ownership: 6 points
• Women Owned: 2 points
• Youth Owned: 2 points
• Disability Owned: 2 points
• Locality: 8 points
• Bidders must complete the preference points claim table in the bid document.
• The evaluation will also consider compliance with specifications and pricing.

• The scope is the supply, installation, and maintenance of a telephone system for 60 months (5 years) at the KwaZulu-Natal Museum, 237 Jabu Ndlovu Street, Pietermaritzburg.
• Required equipment includes:
• Yeastar P560 PABX for 100 users, 30 channels
• Yealink T74U (16 SIP accounts)
• 2x Yealink EXP55 (26 physical keys per page)
• Yeastar installation
• Internet and voice lines: upgrade from current 100 Mbps to 150/200 Mbps, including data/voice lines.
• Fibre backbone: link all switches to fibre across a 5-floor building.
• Cabinets: 3x 6U cabinets with fan and multiplug.
• POE switches: 12x Aruba IOn 1930 24G 195W switches.
• A service level agreement is required.

• The supplier must permit the purchaser to inspect records and have them audited.
• The purchaser may inspect the supplier's premises during production or execution.
• If inspections show compliance, the purchaser bears the cost; if not, the supplier bears the cost.
• Non-compliant supplies may be rejected and must be replaced at the supplier's cost.

• Bidders must complete the pricing schedule in the document, providing unit prices and total price for all items.
• The total price must include VAT at 15% where applicable.
• The price must be fixed for 90 days from the closing date.

• Bidders must complete the pricing schedule in the document, providing unit prices and total price.
• VAT at 15% must be added where applicable.
• The price must be fixed for 90 days from the closing date.
• Payment terms: The purchaser will pay within 30 days after receipt of a valid invoice and delivery note.
• No performance security amount is specified in the document, but the GCC requires a performance security within 30 days of award if specified in SCC.

• Registration on the Central Supplier Database (CSD) is mandatory for award.
• A valid Tax Clearance Certificate from SARS is required.
• B-BBEE status level verification is required to claim preference points.
• The bidder must complete the Bidder's Disclosure form (SBD 4) regarding conflicts of interest and collusion.
• The supplier must be registered on CSD and ensure information is correct and up to date.

• Preference points are allocated under the 80/20 system for specific goals:
• Black Ownership: 6 points
• Women Owned: 2 points
• Youth Owned: 2 points
• Disability Owned: 2 points
• Locality: 8 points
• Bidders must complete the preference points claim table in the bid document.

• No specific health and safety requirements are stated in the document beyond general contractual obligations.

• The contract is subject to the Preferential Procurement Policy Framework Act and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and the Special Conditions of Contract (SCC).
• The supplier must deliver as per the specifications provided.
• The price quoted must be fixed for 90 days.
• The purchaser reserves the right not to award to the lowest bidder and will conduct a risk assessment prior to award.
• The supplier warrants that goods are new, unused, and free from defects for 12 months after delivery or 18 months after shipment (whichever ends earlier).
• Payment will be made within 30 days after invoice and delivery note.
• Delays may result in penalties calculated at the prime interest rate per day of delay.
• The contract may be terminated for default, insolvency, or corrupt practices.
• Disputes will first be resolved through mutual consultation, then mediation, and finally in a South African court.
• The contract is governed by South African law and written in English.

• Supplier must be registered on CSD to be awarded.
• Supplier must deliver as per the specification provided.
• Bidders not quoting for all items will be considered non-responsive.
• The total quotation price must be inclusive of supply and delivery.
• The price quoted must be fixed for 90 days.
• The Department reserves the right not to award to the lowest bidder.
• The Department will conduct a detailed risk assessment prior to award.

• The evaluation uses the 80/20 preference points system.
• Points are awarded for specific goals as listed in the B-BBEE section.
• Bidders must also comply with technical specifications and pricing.