REQUEST FOR QUOTATION

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1 REQUEST FOR QUOTATION REQUEST FOR QUOTATION FOR HOSTED DIGITAL VOICE COMMUNICATION SYSTEM (VOIP). 1. PURPOSE The South African Heritage Resources Agency (SAHRA) invites suitably qualified service providers to submit proposals for hosted digital voice communication system using IP protocol (VOIP) for SAHRA staff in Pretoria. 2. BACKGROUND SAHRA employees in Pretoria do not have a switchboard and extension lines since moving to the Ditsong building. It is therefore critical and urgent to implement a solution that is quick to install, cost-effective and easy to migrate during relocations without interrupting the telephone and faxing services. 3. SCOPE OF THE SERVICE REQUIRED SPECIFICATIONS FOR HOSTED VOIP PBX SYSTEM FOR 10 EXTENSIONS AND 1 SWITCHBOARD: 3.1. HOSTED PBX SYSTEM The PBX system shall be provided and owned by the service provider and securely hosted at their premises at no additional cost to SAHRA except for the monthly subscription fee per account to provide the following services: inbound, outbound and inter- calls call conferencing IVR menus (digital receptionist) hunt list voice mailboxes extensions call routing capabilities reception.

2 3.2. TELEPHONE MANAGEMENT SYSTEM (TMS) The Telephone Management System (TMS) software shall be included at no cost to SAHRA in order to manage the hosted PBX The Telephone Management System (TMS) software must provide all the following functionalities: accessible securely via the internet browser user extension profile access, view and download all invoices, statements and payments access real-time account status and usage account credit restrictions, monitoring and control detailed reporting that is easy to navigate and delegate to managers real-time cost reporting by extension, date, time and numbers dialled summary cost report by extensions and groups exportable reports to Microsoft Excel software call trend and data analysis in graphical formats call analytics queue management graphical status of extensions voice mail sent to handset and/or full management of the PBX system from the console Management of media (tones, music, digital receptionist, menu recordings). Integration with uni 3.3. CALLING COSTS COMPARISON The service provider shall compile a detailed call costs comparison that is competitive with local telecoms market indicating the cost savings for both postpaid and pre-paid rates VOICE LINE SERVICES The Service Provider shall provide a dual or bonded ADSL connection sufficient for a branch of 10 employees The Service Provider shall ensure redundancy and provide seamless 3G fail-over methods in case both ADSL links are affected.

3 3.5. PRODUCTS SPECIFICATIONS The Service Provider shall provide the following products to SAHRA for the Hosted VOIP PBX System: Products (Once-off): - IP Desk Phones x 10 (programmable keys, indication LEDs, 2x LAN, PoE) - IP Reception phone x 1 (graphic LCD, handset, Phonebook, 2xLAN, PoE, Expansion module, Headset) - 3G Wireless gateway (4 LAN ports, 1 USB, 1 RJ11 for CS Voice, HSPA+ DL28Mbps, UL 5.76Mbps module) - Internet router for bonded ADSL Subscriptions: - 10x PBX Extensions to host 10 IP extensions - Dual ADSL + 3G Wireless gateway for redundancy Service provider to include all services, travel and installation fees Service provider to clearly state implementation schedule and timelines. For any other enquiries regarding the specifications please contact: Mr Jenty Mepa TERMS AND CONDITIONS OF PROPOSALS 5.1 All costs and expenses incurred by potential service providers relating to their project proposal will be borne by the each respective service provider. SAHRA is not liable to pay such costs and expenses or to reimburse or compensate service providers in the process under any circumstances, including the rejection of any proposal or the cancellation of this project. 5.2 While SAHRA endeavors to ensure that all information provided to all potential service providers is accurate, it makes no warranty as to the accuracy or completeness of any information provided by it.

4 5.3 SAHRA reserves the right to waive deficiencies in project proposals. The decision as to whether a deficiency will be waived or will require the rejection of a project proposal will be solely within the discretion of SAHRA. 5.4 SAHRA reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal. 5.5 SAHRA reserves the right not to make any appointment from the proposals submitted. 5.6 Service providers shall not make available or disclose details pertaining to their project proposal with anyone not specifically involved, unless authorized to do so by SAHRA. 5.7 Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without the prior written approval of SAHRA. 5.8 Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. SAHRA reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise. 5.9 A valid original Tax Clearance Certificate, issued by the South African Revenue Services, must be submitted, failing which the relevant service provider s proposal shall not be considered. (See attached application form for Tax Clearance Certificate) 5.10 Any and all project proposals shall become the property of SAHRA and shall not be returned.

5 5.11 The proposals should be valid and open for acceptance by SAHRA for a period of 60 days from the date of submission Service providers are advised that submission of a project proposal gives rise to no contractual obligations on the part of SAHRA SAHRA reserves the right not to accept any proposal which does not comply with the TERMS OF REFERENCE and conditions set out in the proposal documents SAHRA reserves the right not to award the proposal to the service provider that scores the highest points Disputes that may arise between SAHRA and a service provider must be settled by means of mutual consultation, mediation (with or without legal representation) or, when unsuccessful, in a South African court of law The proposal offers and proposals should be valid and open for acceptance by SAHRA for a period of 60 days from the date of submission All returnable proposal documents must be completed in full and submitted together with the service provider s proposal The Requirements for content of the project proposal section above outlines the information that must be included in proposal offers. Failure to provide all or part of the information will result in your proposal being excluded from the evaluation process All goods/service or products to be supplied to SAHRA shall be in full compliance with South African approved standards and in compliance to the specifications provided.

6 5.20 It is the conditions of this RFQ that, a quotation is submitted together with the following completed forms; a. SBD 6.1 Preference points claim form (valid BBBEE certificate must be submitted together with this completed document. b. SBD 4 Declaration of Interests form c. SBD 2 Tax Clearance certificate application form d. General Conditions of Contract. e. SBD 8 Declaration of Bidder s Past Supply Chain Management Practices. f. SBD 9 Certificate of Independent Bid Determination NB: Failure to submit completed returnable forms as mentioned above will automatically disqualify your quotation. Please ensure that you submit an original valid tax clearance certificate. Request for Proposals issued Closing date & Opening of proposals Supplier registration on SAHRA supplier database Proposals opened at SAHRA Head Office 28 October November SAHRA reserves the right to revise any aspect of these timeframes at any stage, and to amend the process at any stage. N.B: Only State Information Technology Agency(SITA) accredited suppliers will be considered.

7 7. EVALUATION CRITERIA 7.1 All proposal offers received shall be evaluated based on the following phase out approach: Phase one: Compliance to the terms of reference and conditions of the proposal. Failure to meet any of the conditions of the proposal will automatically disqualify your proposal on this phase. Phase two : preference points for Broad-Based Black Economic Empowerment (BBBEE) Status Level of Contribution (80/20 preference points system), where 80 points are allocated to price, and 20 points are allocated to BBBEE status level as follows; B-BBEE Status Level of Contributor Number of points (80/20 system) Non-compliant contributor Price (Vat included) note the importance 80 Points for price will be awarded with reference to the total fixed proposal amount inclusive of VAT. The service provider with the lowest price shall score the maximum 80 points.

8 8. SUBMISSION OF PROPOSALS Project proposals must be submitted in a sealed envelope, marked as confidential and for the attention of the contact person. It must be posted to the following address: South African Heritage Resources Agency, P.O. Box 4637, Cape Town, 8000, or placed in the tender box at the SAHRA Head Office, 111 Harrington Street, Cape Town. 9. Closing date for proposal offers and proposals: Proposals must be submitted on 12 November 2013 at 11:00. No late proposals shall be accepted. Contact Person relating to Supply Chain Requirements : Mr Lesego Itumeleng Procurement Officer: Supply Chain Management South African Heritage Resources Agency PO Box 4637 Cape Town 8000 Tel:

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