Request for Proposal: Voice over IP (VoIP) Services – National Museum, Bloemfontein
Tender Details
- Tender Number: VoIP26
- Department/Company: National Museum, Bloemfontein
- Tender Type: Request for Proposal (RFP)
- Category: ICT, Telecommunications, Telephony, PABX, IP PBX, SIP and VoIP
- Location: Bloemfontein, Free State
- Contract Period: 60 months
- Closing Date: 16 October 2026 at 12:00
- Briefing Session: 13 October 2026 at 11:00
- Briefing: Compulsory
- Briefing Venue: National Museum, No. 36 Aliwal Street, Bloemfontein, 9300
- Enquiries: Graham Dlamini
- Email: scm@nasmus.co.za
- Telephone: 051 447 9609
Tender Objective
The National Museum, Bloemfontein seeks to appoint a service provider to deliver a comprehensive Voice over Internet Protocol (VoIP) telecommunications solution for a period of 60 months.
The project aims to modernise the museum’s communication infrastructure, provide reliable telecommunications services across three facilities and establish a fully operational VoIP system.
Scope of Work
The successful service provider will be responsible for the complete turnkey implementation and ongoing provision of VoIP services, including:
VoIP Services
Provide monthly VoIP services to three National Museum facilities:
- Freshford House Museum: 1 user
- First Raadsaal Museum: 1 user
- Exporama: 17 users
Hardware & Installation
- Supply all required VoIP-compatible telephony equipment.
- Supply necessary accessories and related equipment.
- Deliver equipment to the designated museum facilities.
- Professionally install and configure the VoIP system.
- Test and activate the complete solution.
- Ensure the system is ready for use.
Site Assessment
A mandatory initial site assessment/site visit is required to determine:
- Network readiness.
- Spatial requirements.
- Required hardware and accessories.
- Installation requirements.
- Compatibility considerations.
The assessment will support the development of an appropriate and fully functional VoIP solution.
Technical Requirements
Bidders must submit a structured quotation separating:
Recurring Costs
- Monthly VoIP service costs.
- Annual recurring service costs, where applicable.
Once-Off Costs
- VoIP hardware.
- Telephones/end-user devices.
- Accessories.
- Installation.
- Other required equipment and implementation costs.
All pricing must be inclusive of VAT.
The proposal should provide a detailed breakdown of the required hardware and accessories identified during the site assessment and demonstrate compatibility with the proposed solution.
Compliance Documentation
Bidders must submit the required supporting documentation, including:
- Valid company/corporate registration documentation.
- Tax compliance verification.
- B-BBEE certificate or applicable proof of status.
- Proof of physical business address.
- All other compulsory documents specified in the official tender documentation.
Quotations must remain valid and legally binding for 90 days from the date of submission.
Skills & Technical Capability
The appointed service provider should have proven capability in:
- Enterprise VoIP system design and implementation.
- Telecommunications hardware procurement.
- On-site VoIP installation and configuration.
- Network compatibility and readiness assessments.
- End-user device configuration.
- Cabling and routing planning.
- System testing and activation.
- Project coordination and implementation.
- Ongoing VoIP service support and maintenance.
- Public-sector contracting and compliance requirements.
Turnkey Solution
The successful bidder will be expected to provide a turnkey VoIP solution, taking responsibility from the initial site assessment through to:
Assessment → Equipment Supply → Installation → Configuration → Testing → Activation → Ongoing Service
The objective is to provide the National Museum with a ready-to-use communication system while minimising disruption and the need for additional client intervention.
Evaluation
The procurement process will include a compliance pre-screening stage, followed by an 80/20 preferential procurement evaluation.
- 80 points: Price
- 20 points: Applicable socio-economic/preferential procurement objectives
The supplied tender summary indicates that there will not be a separate standalone technical scoring phase; compliance, pricing and applicable preferential procurement criteria will form the basis of the evaluation.