Objectives

The primary objective of this tender is to procure and manage a PABX system for a duration of 36 months to enhance telecommunication services across multiple municipal sites. The system aims to provide seamless, high-quality, and cost-effective telephony solutions, including infrastructure replacement, handset provisioning, and support for VOIP functionality to improve communication efficiency within the municipality.

Scope

The scope includes:

• Provision and management of a PABX system for 36 months.
• Setup of telephony services at the main office and remote sites, supporting at least 124 simultaneous calls at the main site and 8 at fire stations.
• Replacement of physical PABX servers and handsets at three sites.
• Provision of various types of phones (executive, mid-level, entry-level) with specified features.
• Installation, configuration, and training on the new system.
• Support for high availability, full VOIP support, and integration with existing network infrastructure.
• Provision of reports, call management, and billing features.

Technical Requirements

The technical specifications include:

• Replacement of existing PABX infrastructure with high availability and VOIP support.
• Provision of physical PABX servers at three sites.
• Provision of various phone types with PoE support, color screens, Bluetooth capability, and compatibility with existing network switches (HP, Ubiquity).
• Support for at least 336 Yealink devices, with scalability for additional devices.
• System features such as voicemail, quick dial, auto-attendant, music on hold, call queue display, call parking, and report generation.
• System must be PC-based with capabilities for call monitoring, queue management, and traffic analysis.
• Compliance with relevant South African standards (SABS/SANS) and legislation.
• Support for high availability, redundancy, and 99% operational uptime.

Skills Requirements

The tenderer must demonstrate:

• Experience in installing and managing PBX systems, with references from at least 20 installed phones.
• Qualified key personnel, including a team leader with minimum 4 years of PBX experience and certified qualifications.
• Technical staff with proven experience in PBX installations and support, verified via CVs.
• Capability to deliver comprehensive training, system configuration, and ongoing support.
• Knowledge of VOIP technology, network integration, and high availability system design.
• Compliance with all relevant legal, safety, and quality standards.