Objectives

The primary objective of this tender is to supply, deliver, and install a comprehensive Unified Communication System along with a Hosted PABX VoIP solution (cloud/hosted PABX telephony) and associated services for a period of 36 months. The goal is to enhance communication infrastructure within Mpofana Local Municipality, ensuring efficient and modern telephony and communication services.

Scope

The scope includes:

• Provision of a Hosted PABX system with 52 extensions, including a switchboard and IP phones.
• Implementation of network infrastructure supporting VoIP with a 50Mbps uncapped internet connection at remote sites (6 sites).
• Migrating all existing line numbers to the new PABX system.
• Provision of detailed project documentation, including configuration, design, security, and migration plans.
• Provision of ongoing support, maintenance, and reporting over the 36-month contract period.
• Handover and training to municipal staff, ensuring operational readiness.

Technical Requirements

The technical specifications include:

• Hosted PABX with 52 extensions, including a switchboard and IP phones.
• Network infrastructure capable of supporting VoIP with a minimum of 50Mbps uncapped internet at remote sites.
• Migration of existing telephone numbers to the new system.
• Provision of comprehensive project documentation such as configuration details, design diagrams, security plans, and migration strategies.
• Implementation of Quality of Service (QoS), network security, and service continuity plans.
• Provision of licensing and certification proof from ICASA and ISPA as applicable.
• Support for remote and main office communication, including extensions, control rooms, and remote offices.

Skills Requirements

The bidder must demonstrate:

• Experience in supply, installation, and support of similar unified communication and VoIP systems, with at least three (3) years’ relevant experience.
• Provision of at least five appointment letters or references from municipalities or similar entities for comparable projects.
• Qualified technical personnel with a minimum of a Diploma in Information Technology, Telecommunications, or related fields, supported by relevant vendor certifications.
• Capability to manage, monitor, record, route, and retrieve calls effectively, including control room functionalities.
• Ability to develop detailed project implementation, migration, testing, and handover plans aligned with recognized standards (ISO/EEC 15288, PMBOK, PRINCE2).
• Support and fault reporting mechanisms, including 24/7 escalation procedures.
• Provision of proof of licensing (ICASA) and membership (ISPA) where applicable.