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transcript
Invitation to Tender:
Supply VOIP Solution for
the PPECB.
PPECB/ICT/INF/2017/01
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Date of Issue Monday, 20 February 2017
Compulsory Briefing Monday, 27 February 2017 at 09h00 – 13h00
Closing Date Thursday, 09 March 2017 at 14h00
Place Tender box, PPECB Main Reception
45 Silwerboom Avenue, Plattekloof
Enquiries Procurement Unit E-mail: unathim@ppecb.com
Cc – thabilel@ppecb.com
PPECB business hours 08:15 – 16:45
Category ICT Communications
TABLE OF CONTENTS
PAGE NUMBER
1. Invitation to Tender 3
2. PPECB Background 3
3. Scope of terms of reference 3
4. Tender information and instructions 4
5. Requirements for tender submission 5
6. Bid evaluation and point allocation framework 5
6.1 Points awarded for price 6
6.2 Points awarded for B-BBEE status level of contribution 6
7. Evaluation Criteria 6
7.1 Qualifying Criteria 6
7.2 Functional and Technical Specifications 7
8. Special conditions 9
9. Form of contract 9
10. Further information 9
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1. INVITATION TO TENDER
Bidders are invited to tender for the provision of a VOIP Hosted PABX Solution for the Perishable Products
Export Control Board (PPECB).
Bidders must comply with the instructions to Bidders and all other requirements of this Invitation to
Tender. Non-compliance may lead to a tender not being considered by the PPECB.
2. PPECB BACKGROUND
PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of
1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated
by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of 1990.
PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints the board
of directors. The board comprises of representatives from the perishable product industries.
PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties. There are
50 service types, over 30 offices in 11 production regions, at more than 1,500 locations. A large percentage
of staff are inspectors and therefore not office bound. In addition to these offices PPECB also has a number
of sub offices that operate on a seasonal or ad-hoc basis.
PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering end-point
inspection services on perishable products destined for export since 1991. Inspectors, stationed across the
country; deliver inspection services on 200 product types at more than 1500 locations.
PPECB is responsible for South Africa's cold chain management and ensures that products for export are
handled, stored and transported at specific temperatures and optimum conditions.
Please visit PPECB’s website on www.PPECB.com for more information on the PPECB.
3. SCOPE OF TERMS OF REFERENCE
The objective of this bid is for the appointment of a service provider to provide a VOIP and least cost routing
solution for the PPECB for a period of 36 months.
The PPECB is looking for a fully outsourced hosted PBX/VoIP solution that will provide the PPECB with the
following advantages:
Reduce operational costs through by leveraging existing technologies already in place
Reduce maintenance costs through a single provider that covers all geographic regions
Improve user experience by providing a true unified communications experience
Reduce telephony costs by providing least cost routing and zero cost for on private network calls
Reduce telephony wastage through better control of off private network calls
Improved customer experience through direct inward dial and auto attendance
Flexibility of the solution to cater for PPECB’s seasonal requirements, PPECB has many temporary workers and require flexibility expansion and contraction of telephone instruments and lines.
The PPECB reserves the right to terminate without penalty if the successful Bidder is not able to honour
the terms and conditions specified by the tender requirements.
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4. TENDER INFORMATION AND INSTRUCTIONS
The tender submission and assessment process will be conducted in compliance with the Public Finance
Management Act of 1999, Supply Chain Regulations and PPECB’s Procurement Policy. PPECB is committed
to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa,
emphasis being placed on procurement on historically disadvantaged South Africans.
The following terms shall have the following meanings:
Invitation to Tender: This Document Contact Person: The Procurement Unit
PPECB 45 Silverboom Avenue Plattekloof
Public Entity: Perishable Products Export Control Board (PPECB) Bidder: The person / organisation submitting a tender bid to the
PPECB under this tender.
The PPECB invites Bidders in accordance with the information in this pack to submit a fixed price for
providing the required products and services.
Bidders are required to submit detailed evidence to demonstrate its ability to provide the products and
services they will deliver on this tender. A detailed specification of the products and services required by
PPECB is contained in section 7.2 of this document.
The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by
each Bidder and submitted in the manner and by the date and time stated below together with the
documents listed duly completed.
The bid will consist of three parts and shall be submitted in two separate sealed envelopes indicating the
name of the bidder, tender number and date.
All of the following documents (Part 1 to VI) must be submitted as part of the response to this bid request.
Form No Document Description 1. SBD 1 Invitation to Bid 2. SBD 2 Tax Clearance Certificate Requirements 3. SBD 2.1 Application for Tax Clearance Certificate 4. SBD 3.1 Pricing Schedule 5. SBD 4 Declaration of Interest 6. SBD 6.1 Preference Point Claim Form 7. SBD 7.1 Contract Form: Purchase of goods/works 8. SBD 8 Declaration of Bidder’s past SCM Practices 9. SBD 9 Certificate of Independent Bid Determination
Each Bidder should ensure that it is thoroughly familiar with the Tender Documents and understands the
obligations that will apply if the Tender is accepted by the PPECB.
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The award of the tender is subject to receiving final approval from the PPECB Audit Committee.
Bidders shall highlight where a conflict of interest exists or may exist between parties under the proposed
contract. In the event that a conflict of interest exists between the most advantageous Bidder and the
PPECB, the said Bidder’s bid will not be accepted. The next most advantageous Bidder will be awarded the
contract.
It is the responsibility of each Bidder to obtain for itself at its own expense any additional information
necessary for the preparation of the tender. All information supplied by the PPECB in connection to this
invitation to tender shall be treated as confidential. Should Bidders believe that they require further
information, they are invited to contact the Procurement Unit. Any queries relating to the Tender
Documents should be sent in writing to the Procurement Unit to arrive no later than five days before the
date for submission of the tender. The PPECB may if necessary issue written circulars to Bidders amending
or clarifying the Tender Documents and Bidders shall comply with these.
5. REQUIREMENTS FOR TENDER SUBMISSION
The Bidder will submit 2 envelopes as follows
Envelope 1 includes the technical proposal/specifications (No Pricing in this envelope). Please
insert a copy of the tender documents in word format on a USB stick in envelope 1 as well.
Envelope 2 includes pricing and SBD documents indicated under Point No. 4 above.
The Standard bidding forms (SBD Forms) must be signed by an authorized person representing the bidders.
The tender and accompanying documents shall be carefully parcelled, sealed and be delivered as per the
set times. Failure to comply with these instructions may result in the tender being considered ineligible.
Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word: BID: VoIP-
PPECB
No late tender shall be considered. Late tenders will be opened after the Contract has been awarded, for
the sole purpose of identifying Bidders.
Tenders will be opened in accordance with the relevant procedures.
6. BID EVALUATION AND POINT ALLOCATION FRAMEWORK
The following preference point systems are applicable to all bids whereby preference points shall be
awarded for Price and B-BBEE Status Level of Contribution.
the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes
included); and
The 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes
included).
Preference points for this bid shall be awarded for:
Price; and
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B-BBEE Status Level of Contribution.
6.1 Points awarded for price
A cost estimate for the contract period of the year, which must include related assumptions and details
make up.
(i) Costs must be quoted per item required
(ii) The total quotation must be inclusive of VAT
NOTE: No variation, to the accepted quote, will be allowed unless the service provider has obtained prior
written approval from PPECB.
Quotes should include the following; All prices must include VAT. A complete solution has to be provided. Service providers must add required equipment/ services
that are not mentioned to ensure a workable solution. Service providers are welcome to add an Annexure with a more comprehensive cost breakdown,
however the following minimum prices/ costs must be provided Offer to be valid for 90 DAYS from the closing date of the Tender.
No ITEM/Description Quantity Unit Price Total Price
1 Voice Over IP (VOIP) installation once
2 Voice Over IP (VOIP) running costs 36 months
3 Telephone Management System
4 ceiling Price for 36 months (i.e. 3 years)
6.2 Points awarded for B-BBEE status level of contribution
In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will
be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table
as set out in the Preference Points Claim Form
SOLUTION REQUIREMENTS The following section provides a high level overview of the suggested requirements for the new PBX
environment, details of these requirements will be handled in section below.
PABX LOCATION
PPECB will not host the physical PBX on premise, the PBX should be cloud based and reside with the provider. The only technologies located on PPECB premises should be Device Endpoint, Session Boarder Controllers and Survivable Branch Appliances. NUMBER PORTING PPECB has existing dedicated numbers at each office location. These number should be ported to the
chosen provider and then trunked back into PPECB. The numbers will reside on the provider network but
will remain the property of PPECB in the event that PPECB chooses to change providers.
PARTNER TRUNKS
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As PPECB makes use of Microsoft Office 365 and its associated services, there may be requirements to
have trunks into Microsoft O365.
MICROSOFT UNIFIED COMMUNICATIONS INTEGRATION
PPECB has invested in Microsoft technologies including Microsoft Exchange 2013, Microsoft Office 365
and Microsoft Skype for Business. It is envisioned that the chosen provider should support tight
integration to these technologies to provide:
User Presence
Simultaneous Ring
Call from Skype
Call from Email
Skype Dial-in Conferencing
Exchange Automated Voicemail Attendant
Exchange UC
Note: PPECB has existing licenses to cover Enterprise Voice features
WAN Requirements
PPECB has a well deployed, highly available MPLS WAN. The solution should make use of the existing WAN to carry all VOIP traffic. The provider will need to provide an interconnect into the existing MPLS WAN through VOX telecom. The WAN provider will be responsible for ensuring:
WAN availability and link failover/redundancy
WAN Quality of Services
The following diagram illustrates the PPECB WAN:
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Telephony Requirements
As PPECB is a multi-site environment with each location running as a separate entity, it is important that the solution allows the regions to maintain autonomy in their working environment. Thus the solution should cater for the following:
Site Groups – Extensions should be grouped by site
Hunt Groups – Should be based on department and site
Virtual Attendant – Each site will require a virtual attendant and manage only extensions based on their site
Call Parking – Call Parking should be based on user site to ensure call parking and forwarding only associates calls with extensions in that site
As a large percentage of PPECB staff are mobile and roam between sites, the solution need to ensure that extensions are tied to users and not to endpoints. There will be a requirement for endpoint extensions in meeting rooms and certain locations but this will not be the norm. At present only users in CPT Head office have dedicated DID extensions. Moving forward it is envisioned that all users should be given dedicated DID extensions as well as location based DOD extensions.
The chosen solution must make use of Least Cost Routing to ensure minimal National, International and Mobile call costs. To this end, it is envisioned that PPECB will:
Incur no costs for calls made to On Private Network extensions irrespective of extension location
Incur only national call cost for external calls destined for South Africa. The provider should have VIOP breakouts in all major locations within South Africa.
Incur minimal international call costs for external calls. Ideally the provider should have SIP trunks to international locations.
Incur minimal Mobile costs. The provider should ensure least cost routing to all major mobile providers within South Africa.
The provider should further provide call costs at competitive rates to ensure that telephony costs can be driven down
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The solution should support multi-party tele-conferences and should integrate with the existing Skype for Business Conferencing.
Endpoint Requirements
The provider should support a number of endpoint devices and platforms including:
Physical Skype for Business handsets (POE 10/100/1000) with pass-through
Physical Handsets that support Presence
Software based clients for PC, IPhone and Android
Conferencing and Roundtable endpoints
PPECB has a large number of Skype for Business Handsets. It is envisioned that these handsets be taken
over by the chosen provider and maintained as part of the solution offering.
Branch Survivability
Although the existing WAN provides a high level of redundancy the solution should cater for WAN
outages. As such the solution should provide some level of branch survivability. The provider to provider
to include solutions in proposal for such eventuality as well as costing.
Voicemail and faxing The solution should support both Voicemail and faxing capabilities and integrate into Microsoft Exchange
/ O365 through the Microsoft Outlook client.
PPECB has a number of fax lines at the regional offices. There may be a requirement to continue to keep
certain fax extensions available but for the most part, these numbers should be ported to the provider
and faxing provided through Fax to Email or Email to Fax. PPECB will ensure that Scan to Email is available
to ensure this requirement can be met.
REQUIREMENTS SPECIFICATION The following table provides a detailed list of the required specification for the envisioned PBX solution.
IP PBX General Specifications and Infrastructure
The system should provide telephony functions on the existing underlying data infrastructure within
PPECB.
The hosted solution must be an easily updatable and manageable solution and should not hinder
PPECB from integrating with other standards based telephony solutions including Microsoft Exchange
UC and Microsoft Skype for Business UC or newer versions or derivatives of the above when available.
The systems should be able to use endpoints as extensions for the users and SIP trunks to be
interconnected with other IP PBX and to access value added applications like collaboration or Unified
Messaging. (Consider Microsoft Skype for Business on Office 365)
The system must have an availability of 99,999% and should cater for branch survivability (both
inbound and outbound) should the WAN link fail.
The system should offer the choice between distributed or centralized communication servers and
media gateways without jeopardizing the WAN VOIP links, features level and applications availability.
The system might be required integrate with TDM equipment such as fax and modems
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The system should be scalable, distributable and modular
The system should manage CAC (Call Admission Control) mechanisms to optimize the usage of the
bandwidth in the WAN for multi-site configurations
The system must manage a large range of telephonic services and integrate with collaboration and
Unified Messaging applications
The system must be able to interoperate with other telephone systems and endpoints using the below
standards:
QSIG GF
QSIG BC
DPNSS
DSS1
H323
SIP
The IP PBX system should provide standard APIs compliant with Internet standards like XML, SOAP &
WSDL for CTI, call control and management functions
The IP PBX system should also provide legacy APIs such as CSTA, TAPI
System Hardware and Software
The IP PBX hardware must have high flexibility in term of capacity, system upgrade and support IP &
TDM where it might be required.
The solution should be able to handle traffic to support up to 800 users
The proposed system should be based on an “open” software architecture as PPECB may wish to
integrate existing systems into the solution
The architecture based on soft-switches should permit the geographical relocation of the
communication servers through a standard IP network.
The system's software must be hosted in the provider’s cloud with API interfaces as may be required by
PPECB
The system must manage, control and support a range of IP telephone stations for both voice and
telephony applications as well as IP application stations for voice, telephony, and Web services support
including Microsoft Exchange and Microsoft Skype for Business.
The proposed system must support native IP communications in direct or "peer to-peer" with only the
telephone signalling transiting back toward the controlling communications server.
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The voice and signalling frames should be tagged in order to be recognized. The standards of marking
supported will be:
Level 2: IEEE 802.1p/Q and
Level 3: TOS / DiffServ
The system should support for voice encoding the following standards:
G.711
G.723.1
G.729A
The proposed communications system must support:
H.323
SIP
XML
The proposed telecommunication system should allow the use of high level XML APIs based on Web
technology standards (XML/SOAP) to ease creation of telephony and call control features for
integrating telephony services into web applications.
All hardware is to be owned and maintained by the hosted provider. PPECB has a large number of
Skype for Business Handsets that it would like to use on the existing PABX. It is requested that the
provider takes ownership of these handsets and supports them as part of the solution.
System Security
The solution must provide self-protection mechanisms to counter Denial of Service attacks
The solution should have virus protection and avoid spreading of possible viruses.
The System must support Network Time Protocol V4.1.2 (RFC 1305) to synchronize the system
data/time of network devices
The System must support Syslog services for both internal and external command and configuration
control accounting with a minimum of 5-day history.
IP Phones should not support direct, external initiated, connections via HTTP, telnet, FTP, TFTP or any
other protocol as means to prevent distributed Denial of Service attack exploitation.
The provider is to ensure that the hosted solution is configured in a highly availably fashion and
supports failover to a secondary solution or data centre in the event of an outage.
IP Phones must support 802.1x (EAP-MD5 or better) for authentication and access control to the
network, this mechanism must allow the user to be connected to the solution once he has passed the
authentication process; not before.
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The IP Phones should use Microsoft AD authentication and a primary means to authenticate users.
Users should ideally be allocated PINs associated to their AD accounts for authentication.
The system should have the capability to, based on standard mechanisms (such as 802.1Q and DHCP),
assign automatically the corresponding voice VLAN number to the IP station clients during IP station
initialization, allowing for the separation of voice and data traffic at the IP station.
The IP station must have the ability to strip any VLAN tags assigned to traffic entering the network
through the 'guest port' of the IP station, and further have the ability to switch that traffic into an
identified data VLAN, further enhancing enforced voice and data traffic separation.
The management Platform must provide a backup mechanism for all critical system information in both
a manual and an automatic/scheduled archival and a Disaster Recovery mechanism.
The Solution should provide complete encryption capabilities with the ability to encrypt all traffic
(media and call control signalling) between IP phones, call controllers, media gateways and all other
associated endpoints via a strong encryption algorithm (AES, IPSec and SRTP, for example).
The system should encrypt the voice content as well as the signalling between the IP station and the
call server.
For multi-node solutions, IP stations must be capable of communicating via encrypted streams
between any and all physical and logical network areas.
System Management
The Solution should provide a suite of applications and tools to permanently evaluate and report the
operational health of the system.
It should provide below functions:
Software licensing check
Automatic recognition of plugged sets
User movement
Monitoring of all the events on the system
Capture of performance and level of use of the resources
Register and log all calls and give accounting information
Monitor and register all users, attendants, trunks activity to generate traffic and level of use
analysis
The system must include a dedicated management platform to support a minimum of five (5) clients
having different access rights to the applications.
The management platform must provide an extensible web based interface with APIs for PPECB to
integrate into the platform
The web management platform should provide:
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Configuration and programming of services, users, categories and all system parameters and
features. This module must provide centralized management in local or remote environments
of a single system or a network. The network manager will be able to quickly and easily edit,
create or delete any network object, by the use of import/export functions and multiple
operations.
Faults and Alarms management of all the incidents and fail reports generated by the system
itself informing date, hour, severity level and action recommended to take.
Generate reports and graphics about the statistics of the alarms and its correspondent resolution time.
Accounting of all calls generated by the users including cost, date, hour. Must provide different
options to group the billing of the calls (cost centre, extension number, trunk, user, city/area
associated to dialled numbers).
The accounting module must be able to:
Adapt to the financial organization of the company including cost canters, regional sites and
other organization levels
Define thresholds for phone usage and Tracking/monitoring this activity, providing a graphical
view of the accounting thresholds per user, cost centre or group
Generate reports and graphs classified by:
User
Cost Center
Organization Level
Duration
PIN
Site
Number dialed (destination)
Carrier used
Telemetry data should include at least the following information:
Measurement of response time
Measurement of the VoIP traffic
Statistics on the quality of VoIP calls
Statistics on the line-occupancy ratio for incoming calls
Reports and graphics on attendant, trunks and users traffic
Occupancy rates of the different internal and external links
Average time spent waiting for an attendant
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The performance module must provide specific tracks on the voice over IP calls to better follow-up of
the VoIP traffic and quality, for this, the system must measure:
VoIP volume of traffic (volume sent, received and lost)
The quality of VoIP calls (roundtrip delay, Bad frame Interpolation, BFI burstP)
It must generate reports of this activity by periods of time (hourly, daily, monthly)
The solution must provide a module to manage the telephone directory. This must be LDAP
compatible to be synchronized with other directory applications allowing click to call features to the
users through the use of Skype for Business and Microsoft Exchange through Microsoft Outlook
The management platform must allow the administrator to generate reports and graphs of the activity
per period of time in terms of traffic, accounting and alarms and giving the possibility to generate
statistics of all this analysis. Those reports must be predefined but the option to personalize the
reports must be also available. These reports should be exportable in HTML, pdf, Excel.
Optionally the management platform should offer a monitoring module which allows the administrator
to easily monitor the accounting thresholds of the users of cost canters in graphical interface and must
allow to send an e-mail or an alarm in case of threshold crossing.
Telephony Services
The offered system must support the following services without any external/additional server to
support them:
Calling Line Identification Restriction (CLIR) for local / internal calls
Barring for internal and external calls
Call Waiting on :
busy set
busy hunting group
busy voice mail
Call back to last caller :
local / internal
external
Automatic call back (activate / cancel) on :
no reply
busy set
busy trunk group
5.11 Call back request (activate / cancel) on :
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no reply
busy set
Call back request notification by :
LED on the user's set
Icon on wireless phones
Notification in Skype for Business
Notification via Email Client
Dial by name with central directory repository via Skype for Business or Outlook
Last number redial
Multiple redial
Abbreviated dialing
Automatic call set-up on unhook
Private call / Personal Identification Number (PIN)
Distinctive ringing for internal and external calls on all types of sets
Call Overflow:
Overflow on either busy or no reply
Overflow on both busy and no reply
Overflow on out of order
Timed call overflow on no reply
Call Pick up:
Individual
On group
No Replied Calls Repertory: Local / internal calling numbers with caller name, date and time of
calls
Call transfer on :
reply
no reply
busy
Call transfer to :
set
hunting group
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attendant
voice mail
Trunk to trunk call transfer
Trunk to trunk timed transfer
Multi Party Participants Conference
Meet-Me Conference integration into Skype for Business
Announcement / Paging on Loudspeaker
Calling party name identification (CNID) via directory integration
Direct inward dial (DID)
Direct outward dial (DOD)
Direct inward system access (DISA)
Call recording on voice mail
Voice guides indicating/helping users independent of type of set
Outgoing call with business account code (by prefix or suffix)
DTMF / Pulse Transparency
Appointment Reminder via Microsoft UC integration
Call Hold
Automatic exclusive hold (in case of enquiry call or call waiting consultation)
Manual exclusive hold (by Hold or line key or by prefix)
Common hold (by Common hold key)
Mutual hold (initial hold by Hold key)
Call Forwarding:
unconditional
on no reply
on busy
on busy or on no reply
on ringing (call deflection)
Forwarding destination :
set
voice mail
hunting group
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attendant or attendant group
call center group
automated attendant
external number
set
trunk
Manager / Secretary features:
Call Filtering with manager control
Manager/Secretary hot line
Private Line for Manager set
Absent secretary key
Secret listening of the secretary by the manager
Multiple Managers / Multiple Secretaries
Personal password for:
set lock override for DOD
set unlock
substitution and DISA
DND
Hunting Groups
End User Devices and Terminals
End Users must be able to access all telephony services
Voice prompts or guides (multi language) the system should guide users during the various steps
needed to activate specific features by means of voice guides that indicate the services available at
each stage of a call.
Call (dial) by name - Users whose station is equipped with a display and alphabetic keyboard should
have the capability to call, to transfer, or forward calls to other internal or external parties by entering
their NAME.
Multi-key / Multiple-number stations - This function allows a user with a station that is assigned only
one number, to simultaneously establish several outgoing or incoming calls. Each station key can be
programmed for a different extension number, to permit easy differentiation of incoming calls.
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Call Screening - Several screening stations can supervise a screened station. A screening station can
screen several stations and lastly a station can have the status of screening station and screen station
simultaneously
Work groups - Users should be able to clustered in Supervised workgroup, station group or Intercom
group
Automated attendant - the system should be equipped with an automated attendant system that,
under designated conditions, welcomes outside callers, and proposes (in an interactive manner) a way
to reach a desired service or pre-defined party
Music on hold - The music source will support X seconds of operation, and should provide a good tonal
quality. For reliability, the system proposed should be digital (magnetic devices are excluded)
regardless of whether it is integrated into the system or external to the system.
Direct Inward System Access – DISA - allow a user who is calling from outside of the system to establish
an internal or external system connection from his or her DTMF telephone.
Remote management of the telephone - allow a user who is outside of the system to modify the
answering modes of his or her telephone terminal (voice messaging, external callback, etc.)
IP Telephone stations should support dial by name features using alphanumeric qwerty integrated
keyboard IP Telephone stations should support:
802.1x (MD5) for authentication
Remote power feed per the 802.3af standard or local 120 / 230 -volt feed
Auto-sensing 10/100/1000 Ethernet switch interfaces
PC port 10/100/1000
IP address Assignment by DHCP or statically configured
QoS (Internal the station and priority to the voice signal)
Frame marking voice level 2 802.3 p / Q and level 3 ToS / DiffServ
Frame marking voice level 2 802.3 p / Q and level 3 ToS / DiffServ
Transparent recovery of frames by the associated PC (not by the station)
AES for voice content encryption
G.711, G.723.1 and G.729a Audio compression
Full duplex hands-free mode with echo cancellation, Audio operation to tune audio levels,
mute.
Connector for headset or additional speakerphone
Automatic and transparent switch from one to another communication mode (headset,
handset, hands-free, etc.)
Wireless Bluetooth® capabilities (Based on 1.2 Bluetooth© specification) at least for the IP
phone
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Open to applications: Access to corporate or external Web based application via third party
SDKs, APIs (XML, SIP)
The system must support an IP Softphone application that allows the users to manage their calls from a
PC, tablet or mobile device running either Windows, Android or IOS. This user must have access to the
full set of telephony services without any degradation.
The system should support PC based Attendant terminals as well as attendant station software that
can be used on PCs that are not dedicated to the attendant operation
Attendant operator positions should support the following features:
Station Supervision
Manual or Automatic answer
Call by name to internal or external parties
Text Messaging via Skype for Business
Multiple Attendant positions
Call Recording
Voice Messaging System
Voice Messaging system must be fully integrated to the solution and should integrate with Microsoft
Exchange or Office 365 via Microsoft Outlook
Voice Messaging system must be manageable from the system management platform
Answering or answering with date stamp - The system should provide voice mailbox holders the choice
of two functions: answering the messages or answering them with a date stamp
When a call is forwarded to the voice messaging system, the box holder will be able to choose between
two personalized announcements. If the personal announcement has not been recorded, the standard
system announcement will be substituted automatically.
Recording of calls conversation - The holder of a voice mailbox must be able to take advantage of this
service to record internal or external calls. Recorded calls will receive the same service as messages
that have been left by callers.
Forwarding of voice mail messages - The box holder will be able to send a copy of previously received
messages to other boxes (with or without requesting acknowledgement of receipt).
Call by name - To provide universal access, it must be possible to select a voice mailbox by its name by
using the telephone dialing keypad. The caller will be guided in this operation by voice prompts.
The voice messaging systems must provide silence detection to avoid recording of blanks at beginning
or end of recording
The System must allow the caller reaching a mailbox to choice forwarding destination
The voice message system must provide the following features:
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Record of standard Greeting
Record of alternate greeting
Record Name
Urgent delivery option
Voice mail navigation (rewind, pause, forward, play)
Skip Greeting
Confirmation to send recorded message
Autoplay of unheard/new messages
Delete messages
Save messages
Reply messages
Remote retrieval of messages
Other Value Added and Mobility Services
Automatic Route Selection (ARS) to select the best route available to set up a call in terms of resources
availability and cost
The system should support free desktop / free seating features in stand alone or in multi-site
The system should support an integrated cellular extension solution providing full IP PBX features from
cellular-mobile phones supporting:
The cellular extension application should not require external server, must be embedded into the IP
PBX
The system must allow remote users to be connected using softphone applications and having the
same level of service as they were at the office desk.
The system should support users’ mobile devices to work in tandem mode with the desktop phone
Departmental costings structure must not be limited i.e. one branch can be 10 levels deep another
branch can be 20 levels deep
The solution must support user and device centric reports
The system must fully support active directory synchronisation
The system must have an auto attendant
The PABX and all its peripheral devices should be owned maintained and covered by the Service
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Skype for Business and Exchange / Office 365 integration
The solution should natively support tight integration with existing investments in Microsoft
technologies.
The solution should leverage off Microsoft Skype for Business to provide:
Presence
Simultaneous ring
Voicemail
Automatic Call Attendant
Call Parking
Share Line
Location Based Routing
Media Bypass
Skype Signalling Protocols
Branch Survivability
Virtual Attendant
Fax Solution
The solution should cater for existing fax lines within PPECB
The solution should provide fax to email functionality to all users through:
DID fax number per user
DID fax number per department
DID fax number per site
SIP Trunks and Existing numbers
The provider will be required to port existing numbers to their own systems
Numbers should remain the property of PPECB in the event that PPECB chooses to change SIP
providers in the future
Each site will require a dedicated number as currently allocated to the site
Users will require a dedicated DID number. DID numbers exist for head office users and should remain
unchanged
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7. EVALUATION CRITERIA
7.1 QUALIFICATION CRITERIA
The service provider must meet the following competency requirements to qualify:
All equipment, software, application support and services must be supplied by a single systems
integrator who takes full responsibility.
Bidders must comply with all general specifications and requirements for the VOIP system in order
to qualify.
After fulfilling the qualification criteria as set out above for the procurement of the VOIP solution,
the short-listed service providers will be evaluated in terms of the technical specifications criteria.
7.2 TECHNICAL SPECIFICATIONS CRITERIA
Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out in the
Evaluation Criteria below.
During this stage Bidders will be evaluated for functionality in two stages:
- The bidder must obtain minimum overall score of 352 out of 440 points for functionality to move to
the next stage of evaluation; those Bidders who fail to meet the minimum qualifying score will be
disqualified from the process.
- Bidders will not rate themselves, but need to ensure that all information is supplied as required
- The Technical Evaluation Team (TET) will evaluate technical and functional requirements and score
all the bids.
- The panel members will individually evaluate the compliant bids received for functionality against
the criteria as set out below.
Technical Evaluation Criteria – VoIP PPECB
No Sub Criteria Points
***
1 Service Provider years’ experience in providing similar solutions
2 to 5 years’ experience = 15 points
6 to 8 years’ experience = 35 Above 8 years’ experience = 55
55
2 Provider must use the PPECB network infrastructure 30
3 Provider will take over the skype handsets owned by PPECB and use and
support on solution, point 20
Soft Client for desktops and mobile devices, points 15
35
4 Solution integrates into existing technologies Exchange, O365, Skype for
Business
40
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5 Solution provides redundancy for the hosted PABX and branches 30
6 Provide full details of proposed installation of the solution for the provision
of VOIP for PPECB,
30
7 The solution has to provide the facility for pin codes for identification of
persons. The pin codes should have at least 4 to 7 digits.
30
8 The solution must cater for per second billing. 30
9 If a specific technology is offered, details of the technology should be
supplied. If more than one solution is proposed, complete details of each
option should be clearly stated.
20
10 Provide full details of proposed installation of the solution for the provision
of VOIP for PPECB.
30
11 The Service Provider must provide 3 written references where VoIP
solutions has been implemented with similar criteria.
30
12 Solution is flexible and adaptable to PPECB business model (Expand and
shrink), consumption based.
40
13 Ability to start within 2 months if tender award and complete within 6
months thereafter.
40
Total points 440
Proposals with functionality points of less than the pre-determined minimum overall percentage of 80%
(352) and less than 50% on any of the individual criteria will be eliminated from further evaluation.
PPECB reserves the right to require of a bidder, either before a bid is adjudicated or at any time
subsequently, to substantiate any claim in regard to preferences, in any manner required by the PPECB.
PPECB reserves the right to invite bidders for presentations before the award of the bid. At least three
days’ notice will be given to bidders required to attend a presentation as well as the details of the venue
for the presentation. Presentations shall only affect the marks awarded for functionality.
8. SPECIAL CONDITIONS
PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Terms of
Reference.
The Bidder may not intend to assign, in whole or in part, any of its obligations to perform in terms of the
contract to any third party, unless prior consent is obtained in writing.
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A bidder may not intend to cede his right to payment in terms of a contact to a third party without prior
written consent.
9. FORM OF CONTRACT
The PPECB and the successful Bidder will enter into a written contract and/or Service Level Agreement in
respect of the services detailed in section 3 and 7 of this Invitation to Tender.
The implementation should commence within two months of tender award date and completed 6 months
thereafter.
The form of contract and/or Service Level Agreement will be as agreed between the PPECB and the
successful Bidder.
10. FURTHER INFORMATION
Addendum 1 List of PPECB Regional and Sub-regional offices
REGIONAL
OFFICE
SUB-REGIONAL
OFFICE
CONTACT DETAILS
ADDRESS
CERES
Tulbagh
Phone/Fax: (023) 230 1061
Cirio Delmonte
Tulbagh
6820
CITRUSDAL
Augrabies
Tel: (054) –451 7290
Fax: (054) 451 7263
Augpad Cold Stores
Augrabies
Kakamas
Tel: (054) 431 0037
Fax: (054) 431 0039
Groot Gariep Cold Store
Kakamas
Clanwilliam
Phone: (027) 482 1766
Fax: (027) 482 1767
Capitec Bank gebou nr 3
Hoofstraat
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REGIONAL
OFFICE
SUB-REGIONAL
OFFICE
CONTACT DETAILS
ADDRESS
Clanwilliam
8135
Piketberg
Phone: (022) 913 2355
Fax: (022) 913 3154
Ketemba Building nr 2
Voortrekkerstraat
Piketberg
Upington
Tel/Fax: 054 33 11 939
Assuranje Gebou,
Markstraat 60
Upington
8800
CAPE TOWN
FPT
Tel: 021 – 421 1370
Fax: (021) 421 1366
Fruit product terminal
South Arm Road
C-Berth
Table Bay Harbour
DURBAN Durban Bulk
Shipping
(Operations
depending on
export)
Phone: (031) 466 9700
Island View, Durban
Agriport
(Operational March
to October)
Phone: (031) 361 2825
8 Maydon Wharf
Citrus Office
Phone: (031) 369 6863
OP Shed, Capespan Terminal
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REGIONAL
OFFICE
SUB-REGIONAL
OFFICE
CONTACT DETAILS
ADDRESS
GAUTENG
Bothaville
Phone/Fax: (056) 515 2543
18 Kameeldoring Street
Bothaville
9660
Hartswater
Phone/Fax: (053) 474 0101
6 Parklane
Hartswater
7570
Potgietersrus
Phone/fax: 015 491 5712
2de Straat No 5,
Potgietersrus/Mokopane
0601
Groblersdal
Phone/fax: (013) 262 4133
Gemsbok street 17
Groblersdal
0470
NELSPRUIT
Komatiepoort
Bongani Mabece:
076 481 5784
Airport,
Komatiepoort
Maputo
Phone: 00258 21321977
Fax: 00258 21320642
ppecb@mptmoz.co.mz
Maputo Port
Malelane
Tel/Fax: 013 – 790 0159
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REGIONAL
OFFICE
SUB-REGIONAL
OFFICE
CONTACT DETAILS
ADDRESS
3 Rotanda Circle
Malelane
1320
PAARL
AIRPORT
Tel: 021 – 935 0819
Fax: 021 – 934 8775
Tower Rd, Cape Town
International Airport
(Sky Services Bldg) 7525
PORT ELIZABETH
Kirkwood
Tel/fax: (042)2300 467
Bulelani Jaji
Po Box 442
Kirkwood
6120
Langkloof
Phone/Fax: (042) 272 1331
P.O. Box 34891
Newton Park
6055
Patensie
Phone/Fax: (042) 283 0779
P.O. Box 34891
Newton Park
6055
East London
Phone/Fax( (043) 311430
P.O. Box 34891
Newton Park
6055
Port Elizabeth
Harbour
(Operational March
to October)
Phone: 041 – 585 3073
Fax: 041 – 585 2702
P.O. Box 34891
Newton Park
6055
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REGIONAL
OFFICE
SUB-REGIONAL
OFFICE
CONTACT DETAILS
ADDRESS
TZANEEN Hoedspruit
Phone/Fax: (015) 793 3582
P.O. Box 66
Hoedspruit
1380
Moose Road 167
Louis Trichardt
Phone/Fax: (015) 516 4191
Protea Flat no 2
C/O Duiker & Boabab St
WORCESTER
Hex
Tel: 023 – 356 2066
Fax: 023 – 356 2065
La Rochelle Weg 1
De Doorns
6875
JOHANNESBURG
OR Tambo Airport
Phone: (011) 390 1004
Fax: (011) 390 3970
Unit 34
Foreign Airlines Cargo Centre
OR Tambo Airport
JHB
1627