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