BID DOCUMENT NUMBER: E/02/16-17
SUPPLY OF A PABX AND TELEPHONE MANAGEMENT SOLUTION SYSTEM (VOICE) FOR A PERIOD OF THREE YEARS – RENTING OPTION
CLOSING DATE: 09 SEPTEMBER 2016 CLOSING TIME: 12H00
SUBMIT BID DOCUMENTS
TO/OR
POSTAL ADDRESS:Eden District Municipality
Attention: Supply Chain Management Unit
PO Box 12
George, 6530Clearly mark the Bid envelope with the bid number and title of bid on the face of the envelope
Any Tenderers couriered to be deposited in the Municipality’s Bid Box, any bids sent to the wrong recipient other than being deposited in the BID Box will not be considered. / TO BE DEPOSITED IN:
The bid box at the entrance of the Municipal Offices of Eden District Municipality
54 YORK STREET
GEORGE
ATTENTION:
FINANCIAL DIRECTORATE
SUPPLY CHAIN UNIT
EDEN DISTRICT MUNICIPALITY
GEORGE / A bid posted or couriered (at sender’s risk) to the Municipality, PO Box 12, George, 6530, in good time so as to reach the Municipality before the above-mentioned closing date and clearly indicated attention supply chain management unit, may be accepted on condition that it is placed in the correct Bid box before the closing time, it being understood that the Council disclaims any responsibility for seeing that such bids are in fact lodged in the bid box.
1. Do not dismember this Bid Document (do not take it apart or put documents between its pages)
2. The PROPOSAL and all other documents of the submission must be attached behind this Bid Document
3. The bidder must initial every page of the bid document
CONTACT DETAILS FOR:
Bidding procedures and documents: / Bid scope and technical specifications
Ms. Sandisa Gologolo
Tel:( 044) 803 1313
Email: / Mr. Rhyn Alberts
Tell: (044)803 1319
E-mail:
CHECKLIST OF DOCUMENTS TO BE PROVIDED TO A BIDDER
Description of document / Document number / Tick with a “X” the applicable document
Invitation to bid / MBD 1 / □
Tax clearance certificate / MBD 2. / □
Specifications or TOR / □
Pricing schedule – firm prices (purchases) / MBD 3.1 / □
Declaration of Interest / MBD 4 / □
Preference points claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution. / MBD 6.1 / □
Formal contracts for services /
MBD 7.1 / □
Declaration of bidder’s past supply chain management practices / MBD 8 / □
Certificate of independent bid determination / MBD 9: / □
Authority of Signatory / □
General Conditions of contract / □
MBD 1
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (EDEN DISTRICT MUNICIPALITY)
BID NUMBER: E/02/16-17 CLOSING DATE: 09 SEPTEMBER 2016 CLOSING TIME: 12:00
SUPPLY OF A PABX AND TELEPHONE MANAGEMENT SOLUTION SYSTEM (VOICE) FOR A PERIOD OF THREE YEARS – RENTING OPTION
The successful bidder will be required to fill in and sign a written Contract Form (MBD 7.1).
BID DOCUMENTS MAY BE POSTED TO:
BOX SITUATED AT (STREET ADDRESS)
Eden District Municipality
Supply Chain Management
(Ground Floor)
54 York Street
GEORGE
Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.
The bid box is open from 7:30 till 16:00, five (5) days a week
ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)
THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT
NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations)
Details of Bidder
THE FOLLOWING PARTICULARS MUST BE FURNISHED
(FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)
NAME OF BIDDER: ……………………………………………………………………………………………………..…………………………………………
POSTAL ADDRESS: ………………………………………………………………………………………………………………………………………………
STREET ADDRESS: ………………………………………………………………………………………………………………………….…………………..
………………………………………………………………………………………………………………………………………………
POSTAL CODE: ......
TELEPHONE NUMBER CODE……………NUMBER………………………………………………………………………………………………………..
CELLPHONE NUMBER: ………………………………………………………………………………….…………..
FACSIMILE NUMBER: CODE: ……………… NUMBER………………………………………..…………………………………………………………….
TELEPHONE NUMBER: CODE: ……………… NUMBER………………………………………..…………………………………………………………….
E-MAIL ADDRESS: ……………………………………………………………………………………………………………….…………….………….….…..
VAT REGISTRATION NUMBER ……………………………………………………………………………………………………………...….………….…...
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEENATTACHED? (MBD 2) YES/NO
HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (MBD 6.1) YES/NO
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)
A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL ACCREDITATION SYSTEM (SANAS)
A REGISTERED AUDITOR
(Tick applicable box)
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)
ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED?
YES/NO (IF YES ENCLOSE PROOF)
SIGNATURE OF BIDDER …………………………………………………………………………………………………………………………………...…...
DATE…………………………………………………………………………………………………………………………………………………………….…..
CAPACITY UNDER WHICH THIS BIDIS SIGNED……………………………………………………………………………………………………….….…
TOTAL BID PRICE…………………………………… TOTAL NUMBER OF ITEMS OFFERED…………………………………………......
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:
Municipality / Municipal Entity : Eden District Municipality
Department : Financial Services
Section : Supply Chain Management Unit
Contact Person : Sandisa Gologolo
Tel : 044 803 1313
E-mail :
ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:
Contact Person : Rhyn Alberts
Department : Corporate / Strategic Services
Section : ITC
Tel: : 044803 1319
E-mail :
EDEN DISTRICT MUNICIPALITYFORMAL TENDER E/02/16-17
SUPPLY OF PABX AND TELEPHONE MANAGEMENT SOLUTION SYSTEM (VOICE) FOR A PERIOD OF THREE YEARS – RENTING OPTION
Service Providers are hereby invited to submit proposals for the supply of PABX and telephone management solution system (voice) for a period of three years – renting option.
Tender information is obtainable from Miss Sandisa Gologolo during office hours (Mondays to Friday 08:00 – 16:00)
Tel: 044 803 1313; Fax: 044 874 0175; e-mail:
Any technical enquiries regarding the tender specification can be directed to: Mr Rhyn Alberts
Tel: (044) 803 1319; e-mail:
Tenders will be evaluated and adjudicated in terms of the Preferential Procuremnt Policy Framework Act ( Act 5 of 2000) Regulation 2011 and the Eden District Municipality Supply Chain Managemnt Policy, where 90 points will be allocated in respect of price and 10 points in respect of B-BBEE.
Tenders in sealed envelopes, clearly marked “TENDER E/02/16-17: SUPPLY OF PABX AND TELEPHONE MANAGEMENT SOLUTION SYSTEM (VOICE)” Must be placed in the tender box of the Eden District Municpality, 54 York Street, George, not later than 12:00 on Friday, 09 September 2016, when it will be opened in public at at the District Municipality’s office at the above mentioned address.
Tenders may only be submitted on the tender document that is issued. Requirements for sealing, addressing, delivery, opening and assessement of tenders are stated in the Tender Data.
Late tenders, tenders per facsimile or e-mail and tenders per post will not be accepted.
Important note: A Valid original Tax Certificate and certified copies of directors and owners identity documents must be submitted with the documentation.
Tender documents are obtainable at a non-refundable deposit of R75.00 each from the Supply Chain Management Unit, Ground Floor, 54 York Street, George or are obtainable free of charge on Eden District Municipality’s website at www.edendm.co.za.
VAT must be included in all prices.
The Council reserves the right to accept any tender or part thereof, and with the increase in price of any of the commodities, its purchases of those commodities from the specific tenderer will be considere and to determine the period of tenders to be awarded.
Tenders will not be considered should the prerequisites not be met
G W Louw
Municipal Manager
Eden District Municipality
54 York Street
P O Box 12
GEORGE
6530
Notice no: 73/2016
EDEN COMMUNICATIONS
TENDER SPECIFICATIONS
SUPPLY OF PABX AND TELEPHONE MANAGEMENT SOLUTION SYSTEM (VOICE) FOR A PERIOD OF THREE YEARS – RENTING OPTION
1. INTRODUCTION
Eden District Municipality, with its head office in George, serves the Garden Route (Riversdale to Plettenberg Bay) and Little Karoo (Uniondale to Ladismith), in the Province of the Western Cape, invite service providers in the field of telephone communication to submit proposals for the supply of telephone management system (rented) for the entire Eden District Municipality.
2. BACKGROUND
Eden District Municipality performs various functions as prescribed by legislation. For that reason we do have a number of offices in the region, some under a lease agreement.
A PBX system is currently installed on a rental agreement at the various sites:
1. 24 President CR Swart Street Riversdale (Eden property) (linkage to Stores and Roads Services) (analogue/junction line):
· Incoming lines: 4
· Number of telephone handsets (President CR Swart Street) : 6
· Number of telephone handsets (Stores and Roads Services) : 3
· Fax lines : 1 at President CR Swart Street and 1 at Stores
2. 139 Marlon Street, Mossel Bay (Lease agreement) (analogue/junction line):
· Incoming lines : 2
· Telephone users : 11
· Fax lines : 1
3. 24 Queen Street, Knysna (Lease agreement) (analogue/junction line):
· Incoming lines : 3
· Telephone users : 7
· Fax lines : 1
4. 186 Gibbs Street, Plettenberg Bay (Lease agreement) (ISDN basic rate):
· Incoming lines : 3
· Number of telephone handsets: 5
· Fax lines : 1
5. 15 Regent Street Oudtshoorn (Eden property). (Outdoor extension to Stores and Roads Services at Voortrekker Road) (analogue/junction line):
· Incoming lines: 5
· Number of telephone handsets (Regent Street) : 16
· Number of telephone handsets (Stores and Roads Services) : 9
· Fax lines : 1 at Regent Street and 2 at Voortrekker Road
6 Calitzdorp Spa (Eden property) (analogue/junction line):
· Incoming lines : 2
· Number of telephone handsets : 6
· Fax lines : 1 (linked to telephone line)
7 54 York Street George (Eden property) (Integrated auto attendant; Datalink for VOIP between office and Mission Street) (Direct Dialling Inn):
· Incoming lines : 30 Primary Rate ISDN
· Number of telephone handsets : 105
· Fax lines : 14
8 Mission Street George (Eden property) (Direct Dialling Inn):
· Incoming lines: 5 basic rate ISDN
· Number of telephone handsets (Community Services) : 27
· Number of telephone handsets (Roads Services) : 17
· Number of telephone handsets (Stores Services) : 6
· Fax lines : 1 each at Community Services, Roads Services and Stores
9 Fire Station George (Lease agreement) (analogue/junction line):
· Incoming lines : 3
· Number of telephone handsets : 5
· Fax lines : 0
Please note the following:
® The above mentioned serves as indication and due to operational requirements may vary from time to time. Eden District Municipality reserves the right to negotiate with the successful tenderer ito removal of incoming lines not in use or for the installation of additional incoming lines where needed.
® Uncertainty exists regarding the future of the Calitzdorp Spa and may in future be transferred to another nearby municipality. Thus, a separate proposal for the Spa needs to be submitted.
® Where a more cost effective solution compared to the current PABX for the Fire Station, George, tenderers are welcome to provide an alternative solution. The proposal must be separate from their main proposal. Please indicate switchboard costs, if applicable.
The following offices serve as indication where direct lines are currently installed and expire with the current agreement:
Office / Number of lines / Tel numberFire services Ladismith / 1 / 028551 2456
Victoria Bay/Swartvlei Resort (also used as fax line) / 1 / 044889 0081
De Hoek Mountain Resort / 1 / 044272 8214
Roads/ EHP: Ladismith / 1 / 044551 2430
Friemersheim / Two landlines analogue phones (with lock mechanism) on a month-to-month renting basis, with a month cancellation period / Not installed yet.
Please make provision for the following in your proposal:
· Handsets:
o Rented
o 1 GB switching
o Voice mail capability
o VOIP
o Power adaptors where POE switching is not available
o Auto attendance
o Conference calling in the offices of the Speaker; Executive Mayor and Municipal Manager. Provide separate proposals, with costing, for each office
· Switchboards at the sites [Riversdale; Mossel Bay; George Main, Office and Mission Street; Knysna, Plettenberg Bay; Calitzdorp Spa; Oudtshoorn and Fire George (see above information regarding proposals for Fire George)]
· Telephone management system (automatic reporting with various options. Costing must indicate VAT separately on reports)
· Unique pin codes (per user, per site, official and private calls)
· Budget control management
· Provision be made at all sites, except York- and Mission Street, for UPS at PABX’s
· Lightning protection (where applicable)
· Include call schedule per category - Local calls and National calls as well as cost and type of billing (per minute/per second)
· Main switchboard to be transferred to disaster management on the 3rd floor after hours and weekends.
Eden District Municipality are also responsible for operating a Disaster Management Centre to service the district as a whole. The centre is run on a joint venture with EMS. Currently the centre operates separate from the existing telephone system at the main office with a PBX and telephones.
· Provide a separate proposal and costing to switch over the analogue phones in seven offices of the Executive Mayor/Deputy Executive Mayor/Speaker to be in line with the rest of the building. No CAT cabling is available in these offices.
The walls of the offices of the Executive Mayor (2 offices), Deputy Executive Mayor (1 office) and Speaker (1 office) are boxed with wood, thus where trunking needs to be installed in these offices please take the wooden surroundings into account. No white trucing will be allowed.
In the remaining three offices white trucing will be allowed.
Site visit on request can be arranged, if needed.
· Provide a project plan for switch over. Include number porting strategy as well as risk factors and Health and Safety aspects that needs that be clarified prior implementation.
The attached telephone list, Annexure A, serves as an indication where telephones and faxes are installed.