Objectives

The primary objective of this tender is to appoint a service provider(s) to lease, supply, install, commission, and maintain an effective and reliable Telephone Management and Switchboard System (VoIP) for the Department of Land Reform and Rural Development at the Office of the Registrar of Deeds. This system will serve the Deeds Registries in the Free State, North West, and Northern Cape for a period of 12 months.

Scope

The scope of work includes:

• Provision of a fully functional VoIP-based Telephone Management and Switchboard System for each office location.
• Supply of telephone instruments (base models, mid-range, and top-range for managers and senior managers) with specified features.
• Installation and connection of the PABX system to existing ISDN lines (Primary Rate Interface lines).
• Provision of PC-based attendant software licenses, cordless headsets, cordless telephones, base stations, and repeaters.
• Ensuring coverage for basement, ground, and first floors, including cordless signal coverage throughout the buildings.
• Provision of Uninterrupted Power Supply (UPS) backup capable of supporting the system for at least 3 hours.
• Implementation of features such as voice auto-attendant, voicemail, call forwarding, call hunting, and night service.
• Training end-users and providing ongoing support and maintenance.
• Testing, commissioning, and ensuring system readiness before final acceptance.

Technical Requirements

The technical specifications include:

• ICASA-approved hardware and software licenses covering the contract duration.
• Reliable PABX infrastructure with high performance and easy management.
• Compatibility with existing ISDN lines and integration with PC-based attendant software.
• Coverage of all designated areas with cordless phones and repeaters.
• UPS backup system supporting the entire system for at least 180 minutes.
• Database preservation and backup with email or alert notifications for faults or full storage.
• Features such as voice auto-attendant, voicemail, call hunting, and call forwarding.
• Installation of all necessary hardware including handsets, headsets, base stations, and repeaters.
• Provision of training, documentation, and support for system operation and maintenance.

Skills Requirements

The service provider must demonstrate:

• Experience in supplying, installing, commissioning, and maintaining VoIP-based Telephone Management and Switchboard Systems.
• Provision of at least two reference letters from previous clients confirming relevant experience.
• Personnel with skills and experience in PABX maintenance, system installation, and support, supported by CVs and qualifications.
• Ability to deliver a comprehensive project methodology, including work schedules, training plans, and support arrangements.
• Capability to provide ongoing maintenance, breakdown support, and warranty services as per contractual requirements.
• Compliance with technical standards, ICASA approvals, and relevant legislation.