Telephone services supply and installation for afrikaans language museum

Finance Assistant – Fabian Ontong

Tel: 021 872 3441

E‑mail: [email protected]

Technical enquiries – Howard Heneke

Tel: 021 872 3441

E‑mail: [email protected]

Submission address: Historium Building, 11 Pastorie Avenue, Paarl, 7620.

• Submit the completed QUOTE document in a physical file with dividers for each schedule. All schedules must be marked YES/NO as indicated.
• Required schedules: 1 Supplier registration number (CSD), 2 Request for quotation, 3 Completed SBD forms (1; 3.3; 4; 6.1; 6.2; 7.2; 8; 9), 4 Proof of company registration, 5 Bank rating/letter, 6 Valid tax clearance certificate, 7 B‑BBEE verification certificate, 8 Company profile, 9 Project manager CVs, 10 Minimum three client testimonials, 11 Detailed formal quotation (valid 60 days).
• All original, valid documents (CSD number, tax clearance, B‑BBEE certificate, company registration) must be attached; missing items lead to immediate disqualification or loss of preference points.
• Quotes must be signed/initialed on every applicable page; no correction fluid/tape is allowed.
• Submit the bid to the Historium Building, 11 Pastorie Avenue, Paarl, before 11:00 hrs on 30 January 2026. Late bids will be rejected.
• A compulsory information session is held on 16 January 2026 at 10:00 hrs at the Afrikaans Language Monument; attendance is required for clarification of technical scope.

Primary (mandatory) criteria – Legality of quote document:

• All pages must be returned, signed/initialed; no unauthorised alterations or correction fluid.
• All required affidavits, certificates and annexes must be completed.
• Original, valid tax clearance certificate must be submitted.
• Minimum 12‑month warranty on services/products must be provided in writing.
• Failure on any of the above results in disqualification.

Secondary criteria – Evaluation:

• Complete Schedule of Rates and Prices must be provided.
• All required written proposals, samples or certificates must be attached.

Price and Preference evaluation (80 % price, 20 % B‑BBEE):

• Price assessment carries 80 points.
• Preference points are awarded according to B‑BBEE status level (Level 1 = 20 pts, Level 2 = 18 pts, … Level 8 = 2 pts, non‑compliant = 0).
• Quotations that do not meet the primary legality criteria are excluded before scoring.

Scope: Replace the existing telecommunications system at all ATM sites and provide a new, reliable, Wi‑Fi‑compatible telephone solution.

Deliverables:

• Conduct a needs analysis and produce a report.
• Supply and install 18 phones (15 cordless Yealink W78P, 2 portable Yealink CP935W conference phones, 1 Yealink SIP‑T48U switchboard).
• Ensure compatibility with ATM’s existing Wi‑Fi network and provide backup/redundancy.
• Provide quarterly system inspections and written inspection reports.
• Submit monthly call logs together with invoices.
• Provide a rental agreement reviewed annually, covering service delivery, maintenance and staff training.

Special considerations: Remote mountainous location – ensure adequate signal strength and technical support. Close cooperation with the current provider for hand‑over.

Service levels: Quarterly inspections, monthly call records, 12‑month warranty on all equipment/services.

• Quotation must be submitted on the official quote form; price must be inclusive of all taxes.
• Quote validity: 60 days from the closing date.
• No specific bond or guarantee is mentioned; however, the successful bidder will be required to sign the standard contract (SBD‑7).
• Payment terms will be as per the contract to be signed after award.
• Provide a bank rating/letter (Schedule 5) as part of the submission.

• Central Supplier Database (CSD) registration number required.
• Original, valid tax clearance certificate required.
• Valid B‑BBEE verification certificate required (EME certificate for qualifying enterprises; otherwise a certified B‑BBEE level certificate).
• Certified proof of company registration required.
• No minimum B‑BBEE level is stipulated; preference points are awarded according to B‑BBEE level (up to 20 points).
• Must not be a restricted supplier or listed on the Register for Tender Defaulters (verification will be performed by ATM).