Provision of softphone and desk phone support (voip / calling / messaging) including implementation, training, support and maintenance for thirty-six (36) months

Submit all returnable documents as specified in the tender notice. Provide full VoIP, calling, and messaging support for softphone and desk phone systems. Include implementation, training, and ongoing maintenance in the proposal. Ensure compliance with all administrative and support activity requirements. Bid must align with the 36-month service duration. Follow the open-tender submission process as outlined. Meet the closing date of 22 May 2026 at 11:00 AM UTC.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

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Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

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Submission method: Submit sealed bids in the tender box at Main Offices, 2nd Grobler Avenue, Elias Motsoaledi Local Municipality, Groblersdal, by 11h00 on 22 May 2026. Bids may also be submitted online via the e-Tender portal. Bids must be clearly marked with tender number, title, and closing date. Use only official bid documentation provided by the municipality. No mailed, faxed, or late bids accepted. Bid box hours: Monday-Thursday 07h30-16h30, Friday 07h30-13h30. Offers must remain valid for 90 days from closing date. Disqualification risks: Incorrect box, unmarked bids, unsigned/initialed alterations, bids not on official forms, or submission by state employees or their associates. Tender fee: R1000 if collected from municipality (free via e-Tender portal).

Threshold: 90 days

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Evaluation stages: 1) Functionality (minimum 70 points required to proceed). 2) Price and preferential points (80/20 system). Technical evaluation criteria (100 points total, 70 minimum to qualify): Company Experience (50 points): 25 points per appointment letter for VoIP services for ≥200 users, 15 points for ≥100 users, 10 points for <100 users. Regulatory Compliance and Certifications (30 points): 30 points for valid ICASA ECS/ECNS license + ISO 27001 + POPIA compliance; 20 points for ECS/ECNS + either ISO 27001 or POPIA; 10 points for ECS + POPIA compliance. Project Team Experience (20 points): 20 points for CVs with 3-year ICT qualifications + 3-5 years experience; 10 points for 1-3 years experience. Phase 2: Price (80 points) + Specific Goals (20 points). Specific Goals: 10 points for 51% Black-owned companies; 10 points for locality (10 for Elias Motsoaledi LM, 6 for Sekhukhune DM, 4 for Limpopo, 2 for RSA).

Threshold: minimum 70 points required to proceed)

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Scope: Turnkey VoIP solution (softphone and desk phone support) including implementation, training, support, and maintenance for 36 months. Key deliverables: Conduct assessment of current telephony environment; design scalable VoIP architecture; supply, configure, and install softphone applications and 230 desk phones + 5 cordless handsets; integrate existing 2 emergency and 1 direct line, plus add 1 new direct line; provide number porting; centralized telephone management system for 235 users with budget controls; switchboard facility with high-resolution display, BLF support, and call/message counts; configure call routing, auto-attendants, hunt groups, voicemail, call recording, and cell phone extension routing; ensure QoS for voice traffic; integrate with existing systems. Hardware/Software: Enterprise-grade desk phones, softphone licenses (desktop/mobile), centralized management software, new equipment with manufacturer warranties. Unified Communication Features: Voice calling (internal/external), instant messaging, presence, call forwarding/transfer, conference calling, directory services, collaboration tools, free internal calls between municipal offices. Training: Administrator and technical training for ICT personnel, user manuals, refresher sessions. Support/Maintenance: Proactive monitoring, preventative maintenance, system updates, faulty equipment replacement within agreed turnaround times. Security/Compliance: Encryption for voice/messaging, toll fraud/cyber threat protection, ICASA compliance, alignment with municipal ICT governance. Reliability: Minimum 99% uptime, disaster recovery support. Warranty: 12-month minimum (3 years preferred for critical equipment), facilitated claims/repairs at no cost. Performance Monitoring: Municipality reserves right to evaluate performance and conduct quality/compliance spot checks.

Threshold: Minimum 99% uptime

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

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Mandatory documents: Fully completed and signed MBD Forms (1, 4, 5, 6.1, 8, 9) in black ink. CSD registration: Detailed (not summary) CSD registration report required; CSD number must be provided if no TCS certificate. Tax compliance: TCS certificate or PIN via e-filing (www.sars.gov.za); foreign suppliers must complete pre-award questionnaire. CIPC: Valid CIPC registration certificate and abridged annual returns (if in business >12 months). COIDA: Letter of good standing from Department of Labour or accredited company. Insurance: Professional Indemnity Insurance (minimum R2 million). Financial statements: Audited (if PI score >350) or independently reviewed (if <350) for past 3 years or since establishment. Company profile: Include client names, services provided, award amounts, contact persons/numbers. Municipal rates: Proof of no arrears (>90 days) for company and directors, or confirmation of no levies, or lease agreement + lessor’s municipal rates. Director IDs: Original certified copies (certification <6 months old). Joint ventures: Formal contract agreement + all above requirements for both entities. B-BBEE: Preference points for 51% Black-owned companies (10 points). Local content: Preference points for locality (10-2 points based on proximity to Elias Motsoaledi LM). Exclusions: No awards to state employees, their associates, or municipal advisors/consultants.

Threshold: minimum R2 million)

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

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