request for proposal tenders/unified...this request for proposal (rfp) has been compiled by the...

RFP.: NHBRC BID NUMBER 1104/2013

REQUEST FOR PROPOSAL

INVITATION TO SUBMIT PROPOSALS FOR THE

SUPPLY OF UNIFIED COMMUNICATIONS SOLUTIONS AND RELATED SERVICES TO THE NHBRC

NHBRC BID NUMBER 1104/2013

CLOSING DATE: 7 FEBRUARY 2014

CLOSING TIME: 11H00 AM

NAME OF COMPANY:


__________________________________________________

TABLE OF CONTENTS PAGE NO.

TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS ........................... 3

1. About NHBRC ........................................................................................................................................ 5

2. Risk Management by the NHBRC ......................................................................................................... 5

3. Business overview ................................................................................................................................. 6

PART B –TECHINICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS .. Error! Bookmark

not defined.

PART C –EVALUATION PROCESS ............................................................................................................... 57

1. Availability of the RFP Document ........................................................................................................ 77

2. Compulsory Briefing Session............................................................................................................... 77

3. RFP Closing Date ................................................................................................................................ 77

4. Enquiries should be directed to: .......................................................................................................... 78

5. Number of bid envelopes/files to be deposited:................................................................................... 78

PART E –ADDENDUMS TO THE RFP ........................................................................................................... 79

PART A– NHBRC BACKGROUND ................................................................................................................... 5

PART D – RFP SUBMISSION INSTRUCTIONS............................................................................................. 77


TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS

This Request for Proposal (RFP) has been compiled by the NHBRC and it is made available to the

Bidders on the following basis.

Bidders submitting a Bid in response to this RFP are deemed to do so, on the basis that they

acknowledge and accept the terms and conditions set out below:

1. The NHBRC reserves the right to amend, modify, withdraw this RFP or any of the procedures or

requirements set out herein at any time without prior notice and without liability to compensate or

reimburse any person. If the NHBRC amends this RFP, the amendment will be sent to each Bidder

in writing or publicized as the case maybe. No oral amendments by any person will be considered or

acknowledged.

2. The premises of the bidder should be open at all reasonable hours for inspection by representatives

of the NHBRC. This is done in order to confirm any information provided by a Bidder in the RFP Bid.

3. This RFP is not intended to form the basis of a decision to enter into any transaction involving the

NHBRC, and does not constitute an offer or recommendation to enter into such transaction, or an

intention to enter into any legal relationship with any person.

4. A Bid submitted in response to this RFP will constitute a binding offer which will remain binding and

irrevocable for a period of six months from the date of submission to the NHBRC. The offer

constituted by the Bid will be deemed not to have been accepted and no agreement will be deemed

to be reached with any Bidder, unless and until a definitive Agreement and other related transaction

documents are concluded between the NHBRC and the Preferred Bidder.

5. Neither the NHBRC nor any of their respective directors, officers, employees, agents,

representatives or advisors will assume any obligation for any costs or expenses incurred by any

party in or associated with preparing or submitting a Bid in response to the RFP. All costs associated

with the preparation and submission of the Bid is the responsibility of the Service Provider. The costs

shall not be chargeable to the NHBRC by successful or unsuccessful Bidder.

6. No entity may be involved, whether directly or indirectly, in more than one Bid in response to this

RFP. A failure to comply with this requirement may, within the sole discretion of the NHBRC, result

in disqualification of the relevant entity.

7. Any material change in the control and/or composition of any Bidder or any core member of a Bidder

after submission of a Bid, shall require the prior written approval of the NHBRC, and any failure to

seek such approval from the NHBRC shall result in the NHBRC being entitled, in its sole discretion,

to exclude the relevant Bidder from any further participation in the bid process. The NHBRC shall be

the sole arbiter as to what constitutes a ―material change in the control and/or composition of any

Bidder‖, and as to what constitutes a ―core member of a Bidder‖ for purposes of such approval. Any

request for such approval shall be made to the NHBRC in writing and shall provide sufficient reasons

and information to allow the NHBRC to make an informed decision. The NHBRC reserves the right

to accept or reject any such request for approval at its sole discretion.


8. The NHBRC and its advisors may rely on a Bid as being accurate and comprehensive in relation to

the proposals provided therein by the Bidders.

9. All bids information submitted to NHBRC will become the property of the NBHRC and will as such

not be returned to the bidder. The NHBRC will make all reasonable efforts to maintain proposals in

confidence. Proprietary information should be identified as such in each proposal.

10. RFP shall be considered irregular if they show any omissions, alteration of form, additions, or

conditions not called for, or irregularities of any kind. However, the NHBRC reserves the right to

waive any irregularities and to make award in the best interest of the company.

11. The NHBRC reserves the right to appoint one or more service providers.

12. RFP‘s shall be rejected, among other reasons, for any of the following:

RFP‘s received after the closing date and time as specified.

Collusion among bidders and upon detecting that the B-BBEEE status level of contribution

has been claimed or obtained in a fraudulent manner.

Incomplete work that in the judgment of the company shall prevent or hinder the prompt

completion of additional work, if awarded.

All Bids must be formulated and submitted in accordance with the requirements of this RFP.


PART A– NHBRC BACKGROUND

1. About NHBRC

1.1. Mandate of the NHBRC in terms of the Housing Consumers Protection Measures Act.

1.2. The National Home Builders Registration Council (NHBRC) has a mandate through the Housing

Consumer Protection Measures Act (Act No. 95 of 1998) providing warranty protection against defects

in new homes. The Act state that the objects of the Council are, inter alia:

3(b) ―to regulate the home building industry‖;

3(d) ―to establish and promote ethical and technical standards in the home building

industry‖; and

3(e) ―to improve structural quality in the interests of housing consumers and the home

building industry‖;

The Council is furthermore empowered by the Act:

5(5)(a) ―to engage in undertakings to promote improved structural quality of homes

constructed in the Republic;

5(5)(b) ‖to engage in undertakings to improve ethical and technical standards in the home

building industry;

5(5)(c) ―to keep a record of competent persons‖; and

5(h) ―to generally do all things necessary or expedient to achieve its objects and the

objectives of this Act.‖

2. Risk Management by the NHBRC

The NHBRC's primary mandate is to manage the risk of structural defects in the home building

industry and in so doing, protect the consumer. A prime activity of the NHBRC is to manage its risk

exposure in terms of the warranty scheme, in order to ensure that it is not unduly exposed to claims.

The current risk management tools being used by the Council include the Registration of Home

Builders, enrolment and inspection of homes, the Home Building Manual which incorporates design

and construction rules and the appointment of competent persons by the Home Builder to perform

certain tasks.


3. Business overview

The National Home Builders Registration Council is a statutory body with the responsibility to provide

warranty cover (protection) and regulatory services to the home-building industry. This is done in

terms of the Housing Consumers Protection Measures Act (No 95 of 1998). It is the NHBRC‘s

mandate to provide protection to housing consumers against defined defects and to regulate the home

building industry. Our mandate determines our scope of business as well as the principles and area of

business in which we operate. As a consequence our business is focused on specific business models

in defined geographical areas with specific business objectives for all South African Housing

Consumers.

The NHBRC is a medium sized organization with a staff complement of 420 employees. The NHBRC‘s

head office is located in Bryanston, Gauteng with 9 regional offices of varying size, and 12 satellite

offices.


NHBRC Office locations and number of user connection points

No. OFFICE

1 Head Office (Bryanston)

2 DR site (at Pretoria regional office)

3 KwaZulu Natal(Durban) – Regional

4 Western Cape (Cape Town) – Regional

5 Eastern Cape (Port Elizabeth) – Regional

6 North West (Rustenburg) – Regional

7 Limpopo (Pietersburg) – Regional

8 Mpumalanga (Nelspruit) – Regional

9 Gauteng (Woodmead) – Regional

10 Pretoria (Pretoria) – Regional

11 Free State (Bloemfontein) – Regional

12 Shelly Beach

13 New Castle

14 East London

15 George

16 Northern Cape (Kimberly)

17 Klerksdorp

18 Tzaneen

19 BelaBela

20 Witbank

21 Bethlehem

22 Mafikeng

23 Eric Molobi (Shoshanguve)


PART B – TECHNICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS

4. TENDER

1.1. The NHBRC invites tender submissions from suitably qualified Tier 1 Telecommunicationservice

providers to provide a proposal for the upgrade of the NHBRC‘s Voice and Data infrastructure with

a locally (South Africa) hosted convergence solution based on Cisco converge technology.

1.2. NHBRC‘s current Voice and Data infrastructure is out-dated and is in need of upgrading. In addition

to this the NHBRC has made the decision to implement SAP which will places additional load onto

the data infrastructure.

1.3. The NHBRC is looking for a new converge solution with an emphasis on redundancy, high

availability, excellent response time,capability to expose the new SAP system to the Internet with a

DeMilitarized Zone (DMZ) and utilise mobile technology on a large scale to connect to SAP and

Microsoft Exchange and Outlook.

5. SPECIAL INSTRUCTIONS TO THE BIDDERS

Bidders shall provide full and accurate answers to the requested information and questions in this

RFP document and clearly indicate assumptions, exclusions and gaps (were their solution does not

meet the stated requirements) in their proposal.

Bidders must substantiate their response to all questions, including full details on how their

proposal/solution will address specific functional/ technical requirements; failure to substantiate may

lead to the bidder being disqualified.

All documents as indicated must be supplied as part of the bid response. Failure to comply with

Mandatory Requirements may lead to the bidder being disqualified. All additional documents that

the bidder wants to add must be added as an appendix to the main bid document, with reference to

these documents from within the main bid document. Three sets of hard copies and two

diskscontaining soft copies must be submitted.

2.1. Pre-requisite

The objective of this RFP is to provide sufficient information to enable qualified respondents

to submit written proposals.

The bidder shall possess and supply a copy of all the required iCASA registrationsof

themselves as a telecommunication service provider and the services they are offering in the

proposed solution. The proposed solution will be based on the biddersown infrastructure,

services, listed accreditations,experience, resources and capabilities to provide the listed

services necessary to meet the requirements, as described in the RFP document.

The bidder shall also possess the necessary technical know-how and financial capacity that

would be required to start and complete the full scope of work. Copies of all current relevant

registrations, accreditations and certifications must be attached. The submission must be

complete in all aspects and should cover the entire scope of work as stipulated in the RFP

document. Bidders not meeting the pre-requisite criteria will not be considered for further

evaluation.


Eligibility Criteria

The invitation to bid is open to all bidders who qualify; the Eligibility Criteria is listed below.

Failure to comply with the desired requirements, information and documents may lead to

disqualification of the bidder.

The bidder must have:

CurrentiCASA registered Tier 1 Telecommunication organisation and ISO 9001

accreditation

In-house Multi-layer infrastructure redundancy

Own, operateand manage the 24/7 infrastructure monitoring and support infrastructure

to support the proposed solution

Own data centres

CISCO Enterprise partner, Cisco Professional Services Partner

Must have a back-to-back CISCO support agreement on hardware and software.

In-house Convergence skills

In-house CISCO certified skills

ISO 20000 Certification (Global service management certification)

ISO 27000 Series certification ( information and data security certification )

ITIL Level 3 or higher certification

Firewall services

Data centres active capacity components to support IT load (N+1)

Data centres active and alternate distribution paths

Datacentre that is concurrently maintainable

Datacentres is load density dependent

The bidder must provide:

A brief description of its company.

A description of its experience in providing communication systems.

Evidence of financial stability with an annual report, Form 10-K or audited financial

statement.

Name of the manufacturer of the proposed system.

Name/location of a technical support centre that provides remote maintenance.

A list of other types of customer support available from the technical support centre.

Options for emergency service.

At least three reference customers with systems similar to the one proposed. Customer

reference information must include company name and location, contact person,

telephone number, email and the system name with model number.

The quantity and location of qualified personnel available to support the proposed

solution.

Provide a copy of its most recent annual report, or at least a financial status statement

including annual revenue, profit, net worth and other data.

Have a technical support centre that provides remote maintenance.

Explain what other types of customer support are available from the technical support

centre.

Describe its standards and processes for providing emergency service.

Responsibility for Proposed System Implementation

The bidder must include a statement describing the terms of the agreement with the

manufacturer(s) of the proposed solutions. The statement must define the distributor's

authorized territory, note the current contract expiration date, and include a statement from


the manufacturer agreeing to support the product, the distributor and the buyer for a

minimum of five years.

If the bid is from more than one party, such as a combined proposal from a manufacturer

and a distributor or system integrator, then the accountabilities of each party must be spelled

out clearly. The prime contractor and the account management structure proposed must be

acceptable to the customer.

Bidder's Support and Structure

If the proposed system will function within a multisite, networked environment, then the

bidder must explain its capability to provide regional and national support for multiple

locations.

The Bidder must describe the structure of its organization, with organization charts showing

the executive, engineering, sales and field support (installation, service and training) entities

within the company.

The Bidder must state how many people it employs in each of the following job categories:

Project management

Engineering support

Customer service

Interface to telephone service provider

Switch installation

Data networking

Station and cable installation

Training

Bidder must provide references for at least three customers with comparable systems in

terms of size, geography and features that NHBRC is seeking. References should include

the company name, contact name, telephone number, email, and the system names or

model numbers installed and used.

2.2. Company Information

2.2.1. Company overview

The bidder must supply a detailed overview of their company and why they feel they are

best suited to be awarded this RFP.

2.2.2. Company infrastructure

The bidder must supply full details of the company‘s national infrastructure footprint,

monitoring and support, to display capability to deliver the proposed service.

The bidder must supply detailed information on their infrastructure and the fault

tolerance and redundancy thereof. If any third party services are used that will form part

in any way of the proposed solution, the bidder must clearly detail the company

supplying the service, type of service supplied, what agreements is in place with regards

to the service and extent of where the service is used. This will include comprehensive

Impact Document detailing and assigning responsibility, should a problem/issue arise.

2.2.3. Company accreditations

The bidder must list all their relevant accreditations to this RFP and add a copy thereof

as an appendix, including CISCO- and ISO accreditations.

2.2.4. Company Skills and experience

The bidder must supply a table of all their relevant company skills area of expertise,

resources and their qualifications (example skill: CCIE 5 permanent staff members 10


years‘ experience each and geographical location of work) and skills with regards to this

RFP.

The bidder must list a minimum of4 similar projects completed by the company in the

last year.

2.2.5. Company References

The bidder must supply at least 4 reference sites, with full contact details and detail on

work done at the site, where similar project were done and a contact person (including

job title) at company that can be contacted by the NHBRC.

6. SCOPE OF THE TENDER

The NHBRC is looking for a leasedfixed line,locally hosted,fully supported and fully monitored unified

communication (UC) solution, based on Cisco technology for the whole of the NHBRC country wide.

The PBX will be a fully redundant and highlyavailable locally hosted PBX solution, with the existing

NHBRC BRI and PRI lines the backup connection to the PSTN. The PBX, handsets, routers and POE

switches will be supplied and supported on a rental bases by the bidder on a 5 year contract. The UC

solution will include fully monitored view for the NHBRC, supported and maintained by the bidder.The

current number of BRI and PRI lines need to be reviewed and the minimum required amounts of lines

need(for incoming and outgoing calls) to be kept forthe backup PSTN connectivity in order to maintain

effective running of each office.

The bidder must design, supply, install, configure, optimise, support, monitor and upgrade the solution

as new technology/ services becomes available for the proposed solution on bi annual basis on

approval by the NHBRC. Redundancy and high Availability is critical for the proposed solution.

All supplied infrastructure must be neatly installed,labelled and housed, according to international

industry best practices, in a single lockable and cooled cabinet. Where no cabinet is currently installed

(see Appendix C, for a list of existing infrastructure per site), the bidder must supply and install a new

single lockable and cooled cabinet. The NHBRC current rack mounted servers and 3KVA UPS will

also be accommodated in the same cabinet. A two points (1 data and 1 voice) per user approach must

be followed.

The bidder must supply full documentation, including diagrams, of the solution, user manuals and

user/ reference guides at completion of the project. The bidder must conduct group trainingand obtain

individual user signoff, at every NHBRCofficeon the operational usage of the new solution.

The bidder must design, supply, install, configure, optimise, support, monitor and upgrade a hosted

exchange solution

3.1 Current Voice and Data infrastructure

The NHBRC current have 22sites around the country.

The NHBRC is a medium sized organisation with a staff complement of just under 500employees and

still growing. The NHBRC‘s head office is located in Bryanston and is in a process of moving to

Sunninghill by the end of March 2014, Gauteng with 9 regional offices of varying size, and 12 satellite

offices.


# NHBRC OFFICE

NUMBER OF

EMPLOYEES

TO CATER

FOR PER SITE

VIDEO

CONFERENCING

REQUIRED

WIFI

REQUIRED

1 Head Office (Sunninghill) - Permanent 240

2 Head Office (Sunninghill) - Temporary 60

3 Kwa Zulu Natal(Durban) - Regional 30

4 Western Cape (Cape Town) - Regional 30

5 Eastern Cape (Port Elizabeth) -

Regional 30

6 North West (Rustenburg) - Regional 30

7 Limpopo (Pietersburg) - Regional 30

8 Mpumalanga (Nelspruit) - Regional 20

9 Pretoria (Pretoria) - Regional 30

10 Free State (Bloemfontein) - Regional 20

11 Shelly Beach 5

12 New Castle 5

13 East London 5

14 George 5

15 Northern Cape (Kimberly) 10

16 Klerksdorp 5

17 Tzaneen 5

18 BelaBela 5

19 Witbank 10

20 Bethlehem 5

21 Mafikeng 5

22 Eric Molobi (Shoshanguve) 20

23 Future Mobile office / ‗s 5

The NHBRC is currently using:

HP Servers, Storage and Switches

Cisco Routers

Ericsson PBX and Ericsson phones

Microsoft Active Directory, Microsoft Exchange,Microsoft Office and Mimecast

Telkom BRI and PRI lines for voice

Telkom Diginet and business ADSL lines for data, migrating to a Telkom MPLS

Voice

The NHBRC offices currently use BRI and PRI lines installed for voice connectivity. The NHBRC

Head Office also has a least cost routing mobile call reduction solution.

The NHBRC makes use of 0800 numbers, this must be integrated into the design and the current

allocated number ranges must be kept. The NHBRC wants to keep all its existing numbers.

The details with regards to the Voice requirement are covered in Section 5 – Voice.


Data

The NHBRC regional offices are connected via 1Meg Diginet lines (currently being upgraded to

2Meg) and a 4Meg DSL backup line, connected to Telkom VPNS infrastructure, for redundancy.

The satellite offices are connected via 4Meg DSL line, connected to Telkom VPNS infrastructure,

and another 4Meg DSL, via Internet Solutions (IS), backup line for redundancy with the exception

of Eric Molobi. Eric Molobi is connected via a Vodacom Microwave connection.Two 10Meg fibre

lines are in the process of being installed at the NHBRC head office in Sunninghill and one 10Meg

fibre line to the NHBRC disaster recovery site in Pretoria for VPNS connectivity.

Internet Solutions (IS) is NHBRC‘s current Internet Service Provider (ISP)

The details with regards to the Voice requirement are covered in Section 6 - WAN.

Current cabling in the NHBRC offices are CAT 5 and CAT 5e.

The new head office cabling will conform to CAT 6

APN

The NHBRC uses IS for its APN connection. This is especially important as it is the connection for

FNB banking and Mobile (PDA solution).

Mobile

The NHBRC currently uses Vodacom for PDA connectivity via the IS APN.

Bulk SMS

The NHBRC currently uses Vodacom for bulk SMS service.

3G

The NHBRC currently uses Vodacom for 3G connectivity on an ―as and when‖ required basis.


Data Centres

The NHBRC main data centre is located at the NHBRC head Office and the current DR Site is in

the NHBRC Tshwane office in Pretoria. The NHBRC is considering hosting the VoIP solution at the

successful bidder‘s data centre.

7. OVERALL SOLUTION DESIGN

7.1. Objective

The objective of the voice part of the tender is obtain proposals for a full convergence solution for

the NHBRC.

7.2. Requirements

The bidder must supply a fully detailed design. The first part must cover the total integrated

solution, the second part must be a more detailed design for the voice solution, and the last part

must be a more detailed design for the additional solutions proposed broken down into: APN,

Mobile, 3g/LTE and Data Centres.

The bidder must clearly indicate if full service is supplied and if the service is fully supplied by the

bidder itself with the help of any 3rd

parties. Full detail must be supplied with regardsto the

3rd

party‘s involvement and all agreements/contracts in this regard.

7.2.1. System Features for Converged Networking

The NHBRC voice traffic will be transported as data packets over the LAN and fixed line

WAN communications networks, and over the existing links to the PSTN, therefore the

networking features, performance, availability and capabilities are critical to the solution.

Bidder must answer the following questions:

How will the proposed system interface with established local and long-distance

public networks?What is the system's capability to support trunk aggregation?

How does the system support compatibility with specific Session Initiation

Protocol (SIP) trunks at the carrier trunk, system level and the SIP handset level,

and for what respective codecs?

What standards and techniques for Quality of Service (QoS) is supported to

ensure acceptable and consistent voice quality over the data network?

How does the system support Time-Of-Day (TOD) routing, which allows the call

routing patterns accessed to be changed based on the TOD? How many TOD

tables does it support? How many times per day can this occur?

What classes of service and classes of restriction does the system support?

What is the proposed solution's ability to interoperate with existing voice

communication resources, such as PBX systems, voice mail systems,


conferencing systems, private or public voice networks directly or through

software or hardware gateways?

Provide block diagrams describing UC integration options with:

PBX and IP PBX systems

Voice mail systems

IM, video calls/ conferencing

Voice (PSTN connectivity and VoIP) Network design for convergence

Email systems

Applications that use analogue interfaces and devices

Private or public voice networks

Telephony dial plans

Bidder must provide testimonials from two previous clients emphasising reliability,

redundancy and high availability.

7.2.2. UC Endpoints

Bidder must describe the various telephones, headsets, and softphones and associated

station features that are being proposed, and, at a minimum, include:

The variety of telephone set sizes and configurations, especially the number of actual

programmable functions available, the mix of line and feature buttons for each

instrument style. What restrictions may be placed on functionality and licenses proposals

for mobile and Bring Your Own Device (BYOD) programs?

The type of alphanumeric displays available with the proposed telephone sets, and their

display resolution.

The proposed configuration of Internet Protocol (IP) handsets or multi-button telephone

sets to replace established multi-button positions, and whether soft or hard labelling of

user templates is required.

Softphone voice quality, ease of deployment, simplicity of user interface, and OS

supported.

Power requirements of IP phones and support for Power over Ethernet (POE), and

describe the energy-saving techniques available.

7.2.3. Network Assessment and Quality of Service (QoS) Requirements

VoIP traffic is sensitive to a number of data transmission parameters. In this section, the

bidder must submit the unique transmission parameters that the proposed system will fulfil,

including:

Latency

Jitter

Packet-loss

R-Factor or Mean Opinion Score (MOS) for real-time applications

Bidder will ensure that the design, specification and implementation will be a fully redundant

and high availability communication network infrastructure, to meet and exceed the

internationally accepted QoS or class-of-service parameters for VoIP on the enterprise


communications network to achieve the above specified transmission parameters/

characteristics.

8. VOICE

8.1. Voice Requirements

The solution proposed by the bidder will be a locally(in South Africa) hosted PBX with full

redundancy and high availability, based on a fixed lineVoice over Internet Protocol (VoIP)

technology. Voice traffic, between offices, will be carried over a Local Area Network (LAN) or

Wide Area Network(WAN) infrastructure. The current Basic Rate Interface (BRI) and Primary

Rate Interface (PRI) lines will be used as backup links to the Public Switch Telephone

Network (PSTN).Long distance calls will be routed via the WAN to the closest NHBRC office

where the call will break out onto the PSTN network.

Bidder must:

Ensured redundancy and high availability of the hosted Private Branch

Exchange (PBX).

Specify how much bandwidth is required and the associated codecs to

effectively transmit packet-sized voice conversations.

Ensure that theexisting number ranges are kept; this includes the current 0800

numbersused by the NHBRC.

Ensure that the current NHBRC PSTN telephone numbers are kept and

integrated into the solution.

Supply Closed User Groups that spans across fixed line and mobile networks.

The current SIP trunks, BRI and PRI lines, must be reviewed and the minimum

amount of lines must be kept and will be the automatic backup to the PSTN at

each office in the event of the locally hosted PBX not being reachable or

available.

Supply Per second Billing for all outgoing phone calls.

Provide a reduced call rate to all mobile networks.

Provide roaming functionality (inside the same building and other NHBRC

offices).

Provide details about call setup time, the architectures of its systems and

system families (such as switches, telephony servers and gateways), and the

redundancy features of its proposed solutions.

All supplied infrastructure must be labelled and housed in a single lockable

and cooled cabinet.

Provide user manuals and user quick reference guides.

All users must be trained in using the new solution.

Technical Cisco training of Information Technology (IT) staff members

responsible for Voice and Data and general training on the operational support

of users and the administration of the solution for the rest of IT staff.

Provide cordless phone capabilities at NHBRC Head Office only.

Provide voice conference call facility that caters for internal and external

callers.

Bidder must specify if voice call control resides in its own or third-party

platforms.

List the communications industry standards the proposed solution supports.


Bidder must provide a response to each item, and indicate which features are standard,

future options and which are extra-cost options. Bidder must describe how the feature is

enabled to provide additional context or highlight differentiable capabilities. Providing a

system manual is not an acceptable response to this section. Bidder must cite any system

feature limitations relating to hardware, software or interaction with other features.

Bidder must provide a list of features that are included and not included in the proposed

voice solution.

8.1.1. SIP Endpoint Requirements

Bidder's proposed SIP endpoints must meet the following minimum requirements:

Standards: The Session Initiation Protocol (SIP) endpoints included as part of

the proposal must conform to the Internet Engineering Task Force (IETF) SIP

standards, as well as other industry standards, as previously specified in the

RFP.

Flexibility: A variety of SIP phones must be available, with the flexibility for the

buyer to choose from basic to high-end capability based on end-user and/or

location requirements. Any phone proposed must be supported across the

entire enterprise.

Investment protection: All SIP endpoints must be capable of firmware

upgrades/software downloads to support future compatibility with changes in

the UC solution, such as improved security and personal management.

Bidder must confirm that the solution meets the minimum requirements set

forth above and state any areas of noncompliance.

8.1.1.1. SIP Phones Description

Bidder must provide a brief description, with pictures, of available SIP phones offered, and

indicate which devices have been proposed.

8.1.2. Power Requirements

Bidder must confirm that SIP phones conform to IEEE 802.3af POE standards.

8.1.3. Acoustic Requirements

All SIP speakerphone models proposed must be full duplex. Additionally, all SIP phones

should support the G.722 wideband codec, silence suppression (value-added distributor

[VAD]) and echo cancellation to ensure the highest voice quality. Bidder must confirm

compliance to these minimum requirements.

8.1.4. Applications Support Requirements

Bidder must offer SIP phone models that provide integrated application support for

Lightweight Directory Access Protocol (LDAP) directories, a customized phonebook, call log

and open standards customizable application download via XML, Java, HTML and Wireless


Mark-up Language (WML). Which models support these capabilities? Describe the

integrated functionality.

8.1.5. Add-on Functionality

Bidder must offer SIP phone models that support add-on adapters or modules to expand the

phone's functionality (e.g., additional buttons). Describe adapters and modules available.

8.1.6. Additional SIP Phone Attributes

Bidder must describe the attributes, other than those detailed above, that distinguish its SIP

phones, including planned enhancements to the SIP phones and expected time frames for

release.

8.1.7. UC Soft Clients

Bidder must describe the desktop, Web and mobile clients and tablets, as well as

softphones and dashboards proposed that provide a single interface to many or all

communication functions. Include communication modes and devices, collaboration and

business applications, integrated presence, use of SIP-compliant trunks and devices, and

LDAP, as well as compliance, security, mobility and extensibility.

UC soft client capabilities must meet the following minimum requirements:

Customizable GUI

Call control features (e.g., hold, transfer, message waiting indication [MWI])

Dialling via the keypad, address books, call lists, using drag/drop or

copy/paste

LDAP integration

Call lists (missed calls, received calls, attempted calls)

Post connect dual-tone multi frequency (DTMF) dialling

Access to online help

Video support

Bidder must confirm soft-client capabilities compliance with the requirements and describe

soft-client capabilities, including, but not limited to, mobility, call handling features and video

support. Provide graphics, where applicable, depicting the GUI. Also, provide the minimum

customer-provided PC requirements for supporting the SIP softphone. This must also

seamlessly integrate with the current Microsoft Active Directory and Microsoft Exchange

system.

Bidder must confirm attendant capabilities compliance with the requirements and describe

the attendant capabilities addressing each of the requirements set forth above and how the

attendant meets the requirements. Provide graphics, where applicable, depicting the GUI.

Also, provide the minimum customer-provided PC requirements and any additional server

requirements to support the attendant(s).


8.1.8. Presence and IM

The Bidder must describe detailed presence protocol support, such as XMPP and SIP, and

how it will handle inter-enterprise communications and collaboration.

8.1.9. UC Integration with Messaging Applications

Bidder is required to describe how theproposed solutions integrate with these messaging

application capabilities typically associated with email, voice mail and social media:

Scheduling features and tools

Calendaring capabilities

Speech access options for users and callers

Recommendations for backing up and restoring

Message search features

Out-of-office reply options

Web-based messaging features

Single inbox capabilities for email, fax and voice mail messages

Integration capabilities with desktop UC clients, Microsoft Exchange, Microsoft

Office Outlook and IM technologies (workstations and mobile devices).

Mobility options for devices, message send/read, search, document retrieval

Message classification options that can protect confidentiality and limit

distribution

Scalability of proposed solution

System and personal management tools and capabilities

Message storage and archiving capabilities

Infrastructure design and upgrade requirements

Features that support compliance requirements

System maintenance and support

Anti-spam/antivirus features

8.1.10. Presence Management

The UC solution must provide a single point of control from which users are able to:

Manage their personal presence, including setting aggregate presence state

and selection of any preferred telephony device to receive/make all

inbound/outbound calls.

Track the presence status and availability by media of colleagues on their

contact list.

Track presence by media, including IM/presence and telephony presence,

across all dial able devices (PC clients, PBX phones, mobile phones, PDAs

and other PSTN phones).

Route requests for contacts seamlessly across all the various networks and

devices commonly used for business communications, including private

voice/data/wireless networks and public wired/wireless networks.

Fully and seamlessly integrated with Microsoft Exchange and Microsoft Office

Outlook, Microsoft Lync

Bidder will confirm compliance with the above presence management requirements and

describe how this is accomplished, as well as how the proposed presence and IM

capabilities will interface with the proposed voice solution.


8.1.11. Future Presence Event Notification Functionality

The UC solution must provide a user with a means for requesting notification of changes in

availability or presence state of a contact that is currently unavailable for live contact. This

notification should persist until acknowledged or acted on by the user. In addition, the

proposed solution must support notifications beyond visual indications via the client.

Bidder must confirm compliance with this requirement and describe this functionality.

8.1.12. Presence Automation

Bidder must describe how the solution can support the following functionality:

Ability to map user presence to the user's calendar, such as in Microsoft

Exchange and Microsoft Office Outlook; automatic adjustment of presence

status based on calendar information, communication mode, device type,

network connectivity status, location, type of activity, identity of other parties in

communication, etc.

Numbers of modes of status sufficient to support optimal work habits, such as

online, offline, do not disturb, on a call/conference, busy, limited availability,

out of office.

Authorized users to visually observe the status of another person on the

network. Ability to adjust the username or nickname displayed with the

presence indication.

Presence to be viewed in lists or groups based on user, administrator or

software assignments of groups.

Presence to be determined across groups of people, based on the highest

level of availability for one or more members of that group.

Initiation of any mode of communication from the presence indication,

including IM, email, calling, conferencing, collaboration, etc.

Ability to change from one mode to another, as appropriate, during a session.

Ability to limit the communication modes based on the presence status of the

selected user (e.g., call user is not presented, or active, if the user is in "do not

disturb" mode).

Group chat functionality whereby users must have the ability to initiate a group

chat at any time and to populate the invited members from a predefined or

automated group list (from email) or buddy list (from IM). In addition, specify

the cost standards required to securely federate IM with other specific

enterprises or systems.

Ability for NHBRC employees to roam.

8.1.13. Mobile Capabilities

Bidder must provide an overview of native mobility capabilities included with the proposed

configuration, as well as mobility options available. Bidder must answer the following

questions:

What mobile operating platforms does your mobile solution support (i.e., Windows,

Android, iOS, BlackBerry, carrier-based multi-OS solutions)?

What devices does your solution support (i.e., desktop PC, laptops, smartphones and

tablets)?


The capability to transfer a call, without losing connectivity, between a mobile device,

workstation and the fixed line telephone and vice versa.

Ability to create Close User Groups?

What third-party products are your mobile communications solutions compatible with?

How does your solution support a common user experience across a broad set of

clients?

How many distributed application servers are required, and how is the system managed

overall to support users in dispersed locations?

How does the mobility solution integrate with IP PBX and PBX environments? Or what

mobility capabilities does your UC solution support?

What communications protocols does your UC applications support?

Does the solution support VoIP over the cellular data channel (3G/4G)?

o If so, specify required bandwidth, latency, loss, etc., needed from the wireless

service when permissible.

How do you license mobile communications solutions?

What other UC-based applications or related services are available either through

licensing or as an add-on to the mobile commutations services?

How does the proposed solution provide mobile users with tools that enable them to

access UC functions and relevant information from enterprise business applications for

specific processes and jobs?

Does the mobile client interoperate with UC and business applications from other

providers?

How does the mobile client integrate with enterprise voice mail and email?

How does the proposed solution provide mobile users with access to UC functions such

as IM and presence?

Do presence and IM capabilities come as standard features of your mobile client,

licensing and compatibility supported with other vendors? If so, which vendors?

8.1.14. Fixed Mobile Convergence

Fixed mobile convergence seamlessly combines fixed enterprise VoIP, wireless LAN

(WLAN) and cellular mobility on a single mobile device. Bidder must describe capabilities

that enable users to roam across fixed line, wireless (WiFi) and cellular networks without

dropping calls and with all the call features of the telephone system.

Bidder must also include:

Capabilities that support dual-mode phones

The capability to transfer a call, without losing connectivity, between a mobile device and

the fixed line telephone and vice versa

User feature access to the telephone system and roaming capabilities

Hardware and software architecture and requirements

8.1.15. Communications-Enabled Business Processes

NHBRC requires capabilities that can invoke communication functions directly from a

business application, which can facilitate how business processes are handled and

completed. One example is basic notification, which consists of a business application

sending a simple communication notification when an event occurs.

Bidder must describe:


What APIs, service interfaces, development tools and pre-packaged functionality it offers

to facilitate the integration of business applications with communications tools and

applications.

How communications-enabled business process (CEBP) can be initiated by a person or

an application that raises alerts and notifications, sets up conference calls or leverages

presence.

8.1.16. System Redundancy, Reliability and Survivability

Bidder must define the reliability, fault tolerance, dynamic routing, redundancy duplication

and survivability options it offers that support the ability to configure systems to appropriate

levels of resiliency for the following options:

Redundancy within a site

Redundancy and hot failover at an alternate site

Redundancy and warm (manual intervention) or cold (data restoration and system

configuration) failover at an alternate site

Balance between PSTN and VoIP (incoming and outgoing calls)

Automatic data and content backup and restoration at a local or remote site

Bidder must also describe:

The connectivity, and how access to the solution is accomplished in the event of partial

or full system failure of the solution

How the redundancy, reliability and survivability are affected with system growth

Backup power for the system or phantom power to handset

8.1.17. Standards

Bidder must:

Specify the various standards supported by its solutions.

Explain whether the system provides industry-standard APIs.

8.1.18. System Networking

Bidder must describe:

Differences in the networking integration between local and remote users

How the solution is centralized or decentralized

Any messaging feature/functionality that does not carry through the network

Options for networking this solution with other systems

The reroute/backup plan incorporated into its design in the event of a network failure

Any limitations on the number of networked users

How remote and main-site messaging users can be part of the same "logical network"

as related to applications

8.1.19. System Security

The proposed system must provide for secure, encrypted communications between

endpoints for peer-to-peer communications, and between endpoints and servers for all other

communications. Signalling channels and media streams must be secured. The response

must address the methods used for securing this communications function.


Users of the system from outside the enterprise premises (i.e., outside the enterprise

firewalls) must have the ability to maintain the security of the communications signalling and

media streams. Securing the communications should not require additional hardware or

software elements (such as VPNs) to create and maintain the secure communications

channels.

Bidder must describe the:

System security measures in place with NHBRC solutions

Access entry security for system administrators

Access entry security for users

Security associated with accessing databases and other files

System diagnostics and alarms

Tools available for security monitoring

Method of notification for security violations

System security must include:

o Use of a dedicated virtual LAN (VLAN) segment for voice

o No split tunnelling for voice over the VPN

o Effective encryption over VPN

o Firewall protection at the application layer

o Protection from unauthorized access

o User authentication

o Protection from unauthorized use

o Protection from unauthorized invasion of privacy during calls

o Protection from voice and e-mail spam (including mobile devices)

o Protection from denial-of-service attacks

8.1.20. System Management

System management requirements of the proposed solution are described in the sections

that follow.

8.1.20.1. Overall System Management

Bidder must confirm that the proposed management solution supports the basic fault

management functions listed and should describe fault management capabilities. Also,

describe methods and procedures used to detect troubles and component failures in the

proposed system, as well as alarm monitoring and diagnostic tools provided by the proposed

system.

The system management solution must meet the following minimum requirements:

The system management tool must provide maximum flexibility for rapid, efficient and

cost-effective configuration changes to the VoIP/UC solution through a standard

browser-based interface (including, but not limited to, format screens, pull-down menus,

valid entry choices, online help and templates).

Administration, system monitoring, diagnostic and maintenance operations for all

locations must be supported using a centrally located server(s) with distributed client

workstations. Simultaneous access from multiple locations by multiple users must be

supported.

Remote access capability

Moves, additions and changes must be implemented transparently across all locations.


Online system administration must not disrupt service. The telephone solution must

remain operational during system backups, updates and upgrades.

The solution must support strong security features (including, but not limited to,

password attribute customization, authentication logging, audit logs and multilevel

authorization access).

Support open protocols, including SNMPv3, SOAP, XML and HTML.

Support centralized provisioning, maintenance and troubleshooting.

Offer a single administrative point that is simple, intuitive and consistent across all

systems and applications.

Bidder must include a brief overview of the proposed management solution, including:

Overall capabilities, briefly addressing how the management solution meets the

minimum requirements set forth above.

Major hardware and software components and any customer-provided server and client

PC requirements.

Whether the software to support the functionality is included in the overall system price

or provided at an additional charge.

8.1.20.2. Configuration Management Tools

The bidder's proposed integrated configuration management tools must include, but not be

limited to:

Station user moves, adds and changes

VoIP and UC endpoint/subscriber profiles and parameters

VoIP and UC group definitions and assignments

Call restriction assignments

Long distance calls

Class-of-service definitions and assignments

Dial plan and routing parameters

Call admission control (CAC) parameters

Trunk group definitions and individual trunk circuit programming

Trunking gateways

Media and voice conferencing servers

8.1.21. Automated Functions

Bidder must describe any automated functions that allow a deployed SIP device to auto

configure from a centralized server. Also describe mass-provisioning capabilities, including

capabilities related to users and endpoints.

8.1.22. On-Site Remote Location Administration

Bidder must describe any services that must be administered locally or from a remote site.

8.1.23. Online Data Availability

Is the online data readily available for viewing by the system administrator? If so, how does it

work?


8.1.24. Basic Fault Management

The goal of fault management is to recognize, isolate, correct and log faults. The bidder's

proposed management solution must support centralized fault management to include, but

not limited to:

Performing diagnostics and troubleshooting

Monitoring and filtering alarms, faults and associated logs

Providing real-time statistics regarding system performance, including checking server

and process status

Supporting Simple Network Management Protocol (SNMP) traps to external umbrella

management systems

8.1.25. Basic Performance Management

The goal of performance management is to collect, analyse and report on a variety of

system operations. The bidder's proposed management solution must support centralized

performance management to include, but not limited to:

A traffic tool providing graphical and numerical data for call attempts, traffic load,

incoming/outgoing calls and busy-hour call completion (BHCC) for selected periods

Traffic measurements (statistics and counters) on business groups call usage and

patterns, feature usage, hunt groups and CAC

Bidder must confirm that the proposed management solution supports the basic

performance management functions listed, and should describe performance management

capabilities.

8.1.26. Security

Security features of the management solution must include, at a minimum, password

requirements with configurable parameters, access authorization levels, authentication,

secure access, logging activities and backup/restore and patching/update capabilities.

Bidder must confirm compliance and describe security features of the proposed

management solution as requested below.

8.1.27. Passwords and Access Authorization Levels

The proposed solution must allow for user access levels, password protection and password

configuration.

8.1.28. Secure Access

Bidder must describe the mechanisms utilized to ensure secure access to the management

solution, including authentication, secure Web capabilities, session/history logs for access

and changes, invalid access attempt settings, tracking and lockout capabilities.

8.1.29. Backup, Recovery and Updates

Bidder must describe the mechanisms supporting backup, recovery and update activities.

The system must remain operational during backups, recovery and updates. Describe how

this is accomplished. Specify the process to support software release version control, as well

as to support the ability to undo a configuration change if it becomes necessary to determine

the cause of a problem with the functioning of some other UC component.


8.1.30. Accounting Management

The goal of accounting management is to track service usage and costs. The bidder's

proposed management solution must support centralized call detail records, which can be

utilized by an external call accounting application. The system should generate call detail

recordings (CDRs) for incoming and outgoing calls, call attempts on trunk facilities and

station-to-station calls. Describe how the system supports CDR, including the level of detail

generated for a CDR record, methods for capturing and transferring data for processing and

CDRs' buffering capacity. If additional hardware/software is required, delineate these

requirements.

8.1.31. Optional Management Add-On Capabilities

Based on the objectives provided in the RFP, the Bidder must describe any optional

management tools it recommends to specifically enhance operations and the ability to

manage the proposed solution.

8.1.32. Session Border Control Option

Bidder must confirm the value of a session border controller (SBC) solution and ensure that

it (indicated by a Yes or No response):

Has been thoroughly tested and documented as an integral part of the enterprise UC

solution, including common use cases, such as SIP trunking, remote worker, remote

contact centre agent, video, etc.

Has been incorporated into the certification configurations of the enterprise UC solution

with the SIP trunk service provider

Provides support and maintenance services for UC and UC application security

Has a large installed based in the service provider market, ensuring the enterprise

deployment of the SBC will mesh well with the service provider's SBC

Provides a full set of security features, including prevention of denial of service (DoS)

and distributed denial of service (DDoS) attacks, as well as botnet attacks from a group

of computers that are controlled from a single source; and supports analytics to include

user behaviour patterns and compliance

Supports UC infrastructure resiliency and disaster recovery features

Scales well from about 25 to many thousands of concurrent sessions in two specific use

cases:

In small sites, such as remote branches, and large sites, such as centralized data

centres

During early stage deployments with planned growth for later-stage deployments

Can be deployed in a stand-alone configuration for data networking applications, or for

converged voice and data applications

Supports high-traffic, high-availability enterprise and contact centre use cases

Offers pricing and a licensing model that enables cost-effective growth

Supports interoperability with a range of other session manager and voice platform

providers

IPv4/IPv6 interworking

8.1.33. Bidder Design Summary

Bidder must provide one or more illustrations showing all physical distribution of the software

modules on servers, routers, appliances, etc., by location and geography, as appropriate.


8.1.33.1. Solution Architecture

Bidder must provide detailed answers to these questions:

How can the solution for presence and IM be architecturally independent from the

proposed voice solution? Could it work without the support of the rest of the proposed

solution? If so, how?

How does the proposed solution work and interface with IP- and time-division-

multiplexing (TDM)-based systems?

8.1.33.2. Network Diagrams

Bidder must provide diagrams showing the network topology and connectivity of the solution

for:

Specific network elements included in the RFP

Interoperation with existing or prerequisite network elements

Interoperation with external networks (PSTN, Internet, cellular, WLAN/WAN, etc.)

Where bidder‘s own infrastructure is used, where shared infrastructure is used (group of

companies that implemented the infrastructure) and where third party infrastructure is

used (clearly showing which companies infrastructure is used where).

8.1.34. Physical Requirements

Bidder must specify:

Hardware

Floor space to support the proposed solution

Rack space requirement

Power requirement

(A diagram is optional.)

8.1.35. Environmental Requirements


System power circuit breaker panel location

Lighting requirements

Long- and short-term environmental ranges that the system can tolerate, including the:

o Desirable temperature range

o Desirable humidity range

o Heat dissipation of the system at maximum configuration in British thermal units

(BTUs) per hour

8.1.36. Power Requirements


Voltage and phase parameters of the main components, such as servers and gateways

Circuit breaker panel requirements relative to the number of circuits and amperage

ratings

Recommendations for reserve power requirements in stand-by hours and battery

capacity (ampere-hours), if an uninterruptible power supply (UPS) is proposed


POE requirements for handsets

Centralized and local power and cooling requirements

8.1.37. Warranty, Maintenance and Training

After the warranty period, the successful bidder will be required to service, maintain and

provide training support for the entire working life of the proposed system.

8.1.37.1. Warranty

Bidder must specify the warranty periods for all solution hardware, as well as the software

associated with running the proposed systems and applications.

8.1.37.2. Maintenance

The bidder must quote maintenance on a contractual basis — indicating the annual fixed

maintenance rate after warranty expiration, including the rate for the next five years. The

quotes for system maintenance options should include annual hardware and software

support, software upgrades and remote monitoring.

The Bidder must be able to support an emergency response time of no more than two hours,

24/7. NHBRC will be able to choose different service levels for different locations. For

instance, branch locations and headquarters may need different service levels.

Bidder must:

Define the number of factory-trained service technicians available through the local

service depot, and identify the centres from which technicians will be dispatched after

hours, on holidays and during weekends.

Provide a copy of the standard maintenance contract and details of optional extras.

Describe committed response times and mean time to repair (MTTR) by type of service

disruption.

Provide a copy of normal maintenance escalation procedures, and include

communications with affected parties — with names and contact details of all parties

affected.

Provide emergency contact number if normal channels of fault-reporting

communications fail. Describe how that emergency contact number will be answered

and by whom:

o Are there any times or restrictions by day, week or month on this service?

o What information will those answering a call have available?

o Will they have specific information on the system being proposed for the

organization?

Describe the procedures for software updates and upgrades; detail what, if any, costs

would be associated with upgrades.

Define major and minor alarm conditions, and how the system responds to each

circumstance.

Describe the capabilities for remotely monitoring the system.

Describe the capabilities for automatically reporting fault conditions, both to

organizational and supplier personnel.

Describe supporting tools, such as expert systems, used to assist in problem diagnosis

and service restoration.


Indicate where the local and regional parts depots are located.

Provide an inventory of all spare parts, including pricing that will need to be maintained

in on-site inventory.

8.1.38. Training

The successful bidder will be required to provide online or on-site training and train-the-

trainer sessions to users and system management communities. If training costs are not

included as part of the system pricing response, then the bidder must provide those costs

along with a detailed training schedule. The schedule should denote class sizes, length of a

typical training session and how one-on-one executive training will be organized. Pricing for

alternate modes of training delivery is also required.

8.1.39. Emergency Response

The bidder must provide a detailed plan to restore service if the system is rendered totally

inoperable as a result of a major malfunction or catastrophe. The bidder must specify the

maximum time to provide limited service. In the event of a major system failure, a

replacement system must be made available. The bidder must state where the replacement

system is located and the time that will be required to restore full service.

Furthermore, the Bidder must recommend installing telephones within the organization to be

connected directly to the PSTN so that emergency communications will be possible in the

event of a total system failure.

8.1.40. Implementation

Bidder must describe how it will manage the implementation project, stating who will provide

the necessary resources, and who will pay for them.

Bidder must provide an implementation plan that includes:

Project stages and milestones

Resources required

Responsibilities of each of the parties

Sources and skills required of the project manager

Sources and skills required of other resources, and who will pay for them

Integration with other telephony systems

Integration with applications

Communication processes for reporting the project's progress

Recommendations for briefing the project manager, and possibly the organization's

working party or steering committee members

Training schedule by type of audience

Failback plans

8.1.41. System Pricing and Licensing

Bidder must describe the system and user application licensing model for the proposed

solution, and provide a table or spread sheet in editable electronic format with all pricing

information showing line-item detail for any item that has a separate price, even if the item is

sold as part of a bundle. Column headings should reflect:


Item description

List price

Discount amount

Net unit price

Quantity

Total net price

Bidder must provide pricing for the following components:

Voice, messaging, IM and presence, conferencing, CEBP

Standard features

Optional features

Data network upgrades, including POE

Field system design

Installation and cabling

Database development

Software

Documentation

Training

Delivery costs

Project management costs

Applicable taxes

8.1.41.1. Incremental Costs

Itemized cost schedules for:

Adding 25 IP telephones and two IP trunks to the base configuration. This information

must include which major hardware and software components would be reused, as well

as those that would not be reused.

Adding twice the number of telephones (50) and twice the number of IP trunks (four).

Adding the requirements for a small office. Request itemized quotes for office sizes of

10, 25 and 50 people.

Adding 25 unified messaging users to the specified voice mail system. This information

must include which major hardware and software components would be reused, as well

as those that would not be reused.

Adding twice the number of unified messaging users (50).

All prices remain firm for a period of one year after system acceptance.

Bidder must provide pre-cutover and post-cutover unit prices and the associated labour

costs on principal system components, such as line and trunk cards and station equipment.

8.1.41.2. Licensing Management

The licensing for the system should be dynamic (i.e., the total number of devices that can

concurrently place/receive calls is determined by the total number of dynamic licenses

purchased). Licenses should be supported by the proposed system and used anywhere in

the enterprise. Confirm compliance and describe any licensing management capabilities

provided with the proposed management solution.


8.1.41.3. Endpoint and Licensing Recommendations by Job Categories

Bidder will provide endpoint and licensing recommendations based on different roles,

departments and functions within the organization. Here are examples of categories:

Role: Executives, directors/managers, administrative staff, teleworkers/home office

Departmental: Sales, IT, Human Resources, marketing, finance, operations

UC Functions: IM/presence display, voice, mobility, videoconferencing, audio and Web

conferencing

8.2. Unified Communications as a Service (UCaaS)

If UCaaS or a hybrid solution of on-premises and UCaaS is proposed, the Bidder must

provide UCaaS pricing on a monthly per-user basis. (See Appendix A for the UCaaS price

form.) The objective is to categorize costs based on the UC modules that are activated for

each endpoint included in the proposed solution.

For UCaaS typically professional service costs relative to engineering, installation and

integration, the Bidder must embed the professional service costs in the costs of the service.

It is expected that each employee will have a core VoIP component. This is essentially a

PBX replacement capability. Certain employees will then have the option to select additional

modules based on their job requirements. These modules will be procured on an a la carte

basis.

IM/Presence

Unified Messaging

Mobility

Conferencing

Identify whether there are additional support costs related to the UCaaS offering. Typical

costs include moves, add and changes, and technical support. Buyer should specify whether

such costs are included with the core service, or if there is an extra fee. Explicitly specify

what, if any, costs will be charged.

UCaaS respondents may include value-added services that are part of the UCaaS offering.

Identify whether each of these categories (e.g., local voice, WAN management) is included,

and, if so, the additional associated costs.

8.3. Subscription Pricing

Hosted solutions from service providers and integrators have enabled organizations to

procure communications on a utility model, typically a monthly payment for a set of services

provided to each user in the network.


As an option, Bidder must provide monthly per-user pricing for the ability to license software

on a subscription basis in place of the traditional right-to-use license for each of the core UC

components: voice, messaging, IM and presence, conferencing and clients. NHBRC

understands that it will still be necessary to purchase the hardware infrastructure, such as

servers, handsets, video terminals and gateways.

8.4. Finance

If leasing arrangements are available, provide a sample lease, or lease and purchase

agreement, with the terms and conditions for these deals.

When there is currency exchange rate considerations in the prices quoted, define them and

spell out policies to allow for fluctuations in exchange rates

.

A bidder always requests payments based on a schedule that corresponds to key project

milestones. As the buyer, you should understand the major events to which these payments

are linked and the expected percentage payments. You must approve the payment

schedule. If an initial proposal is unacceptable, then the schedule can be a negotiating point

with the bidder that makes the shortlist.

It is also important to seek information on the proposed warranties, including the period(s)

covered and the conditions attached.

8.5. Voice functionality and Features

8.5.1. Voice Features

Voice Features must include:

Speed dialling or abbreviated dialling

Automatic call-back

Automatic call-back message

Call forwarding/call coverage

Caller ID

Call pickup

Conferencing

Hunting

Integrated directory

Intercom

Last number dialled

Music on hold

Night service; auto attendant

Paging

Ringing pattern

Roaming (inside the same building and other NHBRC offices)

Station lock

Telecommuting/remote user/softphone features

Speech recognition

Integrated voice response (IVR)


Computer-telephony integration (CTI)

Emergency notification (e.g., E-911) capabilities

8.5.2. Voice Mail Features

Voice Mail Features must include:

Automated attendant capabilities

Fully integrated with Microsoft Exchange and Outlook

Caller options

Support for multilingual capabilities and multiple time zones

Broadcast message options

Login announcement options

User messages storage and delete options

User greeting options

Message creation and addressing capabilities

Dial-by-name feature

Mailing list options for users and system administrators

Choices for message delivery markings

User message notification options

Message retrieval options

Fax messaging capabilities

User mailbox security options

System security capabilities

Mailbox system administration capabilities

System diagnostics and alarms capabilities

System management reports capabilities

Integration between the IP PBX, voice messaging system and email

application

Methods of user message waiting notification

Proposed and future mailbox capacity

SMS integration

8.5.3. Unified Communication (UC) Integration

Integration capabilities must include:

Centralized UIs for managing and accessing all UC services, including access

through a graphical user interface (GUI) or Web client and the

primaryTelephony User Interface (TUI) and mobile client options for mobile

user convenience.

Presence management for user availability, voice and Instant Messaging (IM)

communications across multiple end-user client devices.

User preference-based contact management across an end user's client

devices (e.g., the ability for the user to select his or her "preferred device" for

routing incoming and outgoing calls).

The NHBRC uses Microsoft Exchange as its primary e-mail solution. The

solution must support for a single integrated/ unified mailbox that supports

email, voice mail and fax mail message types. Therefore fully integrate with

Microsoft Exchange and Microsoft Office.

Utilise Jabber on all devices (workstations, tablets and smart phones).

Integrated audio and Web conferencing services for handling multiparty

conferencing requirements in a multisite environment (internal and external).

Centralized UI for moderating, managing and accessing an end user's

conferences via a desktop and Web client.


Integrated UC client launch ofbasic video conferencing and WebEx

conferencing service/application with access to other external video

conferencing sites/ applications.

Provide roaming functionality (inside the same building and other NHBRC

offices).

Secure, achievable and auditable enterprise IM services, or the ability to

interoperate smoothly with any enterprise IM platform currently in use.

Integrated video calling, using PC-based desktop video and Voice over

Internet Protocol (VoIP).

8.5.4. System and User Features

System and User featuresmust include:

Presence - knowing the availability of the other users and their availability and

capabilities (voice, video,, IM, …)

Unified messaging

Integrated audio/web conferencing

Instant messaging/chat

One number reach - Call one number to reach the individual because the call

could be routed to a desk phone, cell phone, home phone, etc.

Seamlessly transfer calls between devices

Click to dial features from Outlook and/or a web browser and/or Jabber

Corporate phone books across all locations

Extension dialling over all locations

Screen pops with specific, customized customer information

Disaster recovery - calls can be routed to other locations to ensure no call is

missed and data can still be accessed so that there is little to no loss of

productivity

8.5.5. Attendant Services

The proposed solution must support a PC-based soft client application for the provision of

attendant services for the number of attendants specified in (see 3.1 NHBRC Office

locations and number of user connection points). The bidder's proposed attendant must

meet the following minimum requirements:

Provide:

o Auto attendance

o Inter office call handling and transfer

o An easy-to-use GUI with customizable views

o Attendant-specific function keys, speed-dial lists and directory functionality

o Call queuing, call selection and recall handling with call indicators and

real-time statistics (i.e., calls in queue, time in queue, etc.)

o Interposition transfer with real-time availability views of other attendants in

attendant groups

o Overflow (to another attendant)

o Softphone call handling controls with one-click access (e.g., logon/logoff,

answer, disconnect, hold, retrieve from hold, dial, transfer, consult

o A screen pop for incoming calls (e.g., calling party number, called number,

queue name, wait time)

o Visual status of user's line (i.e., busy, ringing, idle)

o Night service capabilities.


o Call management reporting

o Conference call monitoring (especially against private use abuse)

o Divert calls to another NHBRC office if the dialled office is not available.

Support:

o Paging system access

o Intrusion (break-in/override)

o Trunk-to-trunk transfer

8.5.6. Analogue Devices

The proposed configuration should support any required analogue devices, DTMF, fax and

modems. Bidder must describe how these devices, which include analogue phones, connect

to the system, as well as the distance limitations.

8.5.7. Voice Mail and Unified Messaging

The basic features and functionality required are:

Out-of-office reply options

Auto attendant

Multilingual capabilities

Message waiting indication

Web-based messaging features

Integration capabilities with enterprise-based Microsoft Exchange and

Microsoft Office Outlook

Mobility options for devices and message send/listen (including iOS,

BlackBerry, Android and Windows devices)

Message broadcast capabilities

Message classification options that protect confidentiality and limit distribution

Scalability of proposed solution

Business continuity options

Personal UI tools and capabilities

Message storage and archiving capabilities

Infrastructure design and upgrade requirements

Features that support compliance

System maintenance and support features

Central download site/store for mobile devices to obtain applications, patches

and updates

8.5.8. IM Communications

The bidder must clearly indicate which of the following capabilities the bidder‘s solution

supports.

Initiate a communication by selecting a user from a variety of sources, including:

User's presence indication in buddy list, email address, email group list, etc.

An enterprise directory or a personal contact list

Communicate to the selected party via a range of methods and media, including:

Jabber

IM (or chat)


VoIP call between appropriately equipped endpoints

Desktop sharing (or Web sharing) between endpoints

Video conversation (video and voice) between appropriately equipped internal

endpoints and external endpoints using WebEx

Combinations of the above communication methods and media, as

appropriate

Amount of bandwidth required to various modes of video communication

8.6. Audio, Video and Web-Based Conferencing

Bidder will specify what components the proposed conferencing solution requires to support the

following capabilities:

Provide 480p quality video conferencing capability for (i.e., simultaneous shared

communication. Screens, microphones, speakers and cameras for boardrooms are not

part of this RFP) between up to 15 concurrent external and 10 concurrent internal

parties with any combination of the following four functional types:

o Voice communications

o Video communicationsfrom phones and laptops

o Boardroom video conferencing infrastructure (Screens, microphones, speakers and

cameras for boardrooms are not part of this RFP)

o Web collaboration via presentation of documents

o Web collaboration via editing of documents

Initiate a conference via a meeting invitation or via ad hoc formation of a conference by

contacting a person or by adding people to an existing session.

Record conference.

Invite users to a conference through an invitation that is consistent with an email-based

calendar, including accepting, rejecting or proposing alternate times for a meeting.

Integrate existing conferencing products with the new conferencing function.

Log conferencing activity for billing and usage analysis.

Enable the use of capabilities such as IM, desktop sharing, voice and video calls to

expand a session in real time (e.g., from call to conference) and/or to add or remove

communication modes (e.g., desktop sharing, video).

Enable linking to collaboration tools, with Microsoft Exchange, Microsoft Office Outlook,

Microsoft Lync and Microsoft Office SharePoint, and integration with calendar, tasks and

documents to allow prompt, appropriate action on pending project steps.

8.6.1.1. Video for UC Integration

Bidder will confirm that proposed video solutions have been tested and certified to

interoperate with the proposed UC solution; that the video bidder participates in UC bidder's

partner program, and addresses the following attributes of the proposed video solutions:

Describe the specific use cases, access methods and scalability for the

proposed video solutions (i.e., desktop, room-based, mobile, tablet, etc.).

Describe if point-to-point or multiparty.

Specify the industry standards supported by the proposed video solutions, and

whether solutions are fully or partially proprietary.

Specify video formats supported with corresponding bandwidth and technical

specifications.

Describe enterprise network requirements and specifications to support high-

quality video and audio transmission, low packet loss and node failure, as well


as how reliability and performance of the proposed video solutions would be

affected by use of the public Internet.

Describe the video-specific hardware infrastructure (cameras, multipoint

control units [MCUs], servers, gateways, microphones, speakers, etc.) and

software proposed to support integration within a UC environment. Include

virtualized or cloud components

9. WIDE AREA NETWORK

9.1. Data Requirement

Supply and upgrade the current NHBRC Wide Area Network (WAN) infrastructure through

the implementation of a fixed line MPLS based VPN network. Network design should use

fibre, Diginet and DSL technology. The MPLS VPN architecture must cater for real-time

traffic that has priority over standard applications.

The bidder must provide a dedicated MPLS based VPN with dedicated bandwidth at all

locations.

The bidder must provide a unified wired and wireless network with management.

The bidder must provide WiFi access at all NHBRC offices that are linked to the LAN and

WAN to form one single seamless access for NHBRC employees working in each of the

offices and moving between the offices. Security is critical to prevent unauthorised access.

Supply scalable infrastructure with a minimum bandwidth as listed in table below.

Design, implement and support VPNs across the whole network.

Supply redundant links with complete alternative routing for all NHBRC sites with connection

to different Points of Presence (POP) and include automatic failover.

Supply a high availability/ Fault tolerance in the WAN design with dynamic path selection.

Guarantee highly secure network with low latency, 24/7 monitoring, and applicable Service

Level Agreement (SLA) with a minimum of 99.5% annual availability.

Industry Proven Quality of Service (QoS) mechanisms

Provide anaccount manager and a service manager

Network security:

o The VPN network must be fully secured and should comply with best practices,

industry standards, government requirements.

o Security must include protection against unauthorised access on the WAN.

o Protect the confidentiality and integrity of the data on the WAN.

Supply dedicated Internet Connectivity with high availability,

Supply a DeMilitarizedZone (DMZ) that is protected by firewalls.

Supply, manage and monitor a high available with redundancyNext-Generation

Firewall(NGFW) and Unified Threat Management (UTM)security platformthat supply the full

set ofprotection for all the NHBRC distributed offices on the MPLS based VPN

network.Include the following services, but not limited to:

o Firewall, VPN, and Traffic Shaping

o Intrusion Prevention System (IPS)

o Advanced Antimalware/Antivirus/Antispyware

o Integrated Wireless Controller

o Application Control

o Data Loss Prevention (DLP)

o Advanced Threat Protection

o Contextual Visibility Management

o Feature Select with Presets

o Vulnerability Management

o IPv6 Support

o Web Filtering


o WiFi protection and guest WiFi

o Antispam

o VoIP Support

o Layer 2/3 Routing

o Endpoint protection

o Authentication

o Rate limiting

o Load balancing

o Rogue AP detection

o WAN Optimization & Web Caching

o Low latency

o Single Plane of Glass management

The solution must include the proactive blocking of access to unacceptable Internet sites

(sites like pornography, music, video, etc.).

Supply all network equipment on a rental basis, including routers, distribution switches and

POE switches.

The solution must be IPv6 ready.

Utilise Enhanced Interior Gateway Routing Protocol (EIGRP) on the core network.

The bidder‘s architecture:

o Provide remote managed services from their NOC for all network elements in the

MPLS network provided by the bidder.

o POP‘s must be owned by the bidder

o POP‘s location and infrastructure must have high availability, scalability, sufficient

power and Ports to support expansion.

Ensure voice and data traffic does not impede each other.

Future technology ready solution - full convergence ready.

BYOD ready network.

Ensure seamless integration of entire solution (with special care to existing applications).

Supply of pro-active fully managed and monitored solution.

A customer view/ dashboard, with drill down capabilities and reporting on the entire WAN

solution.

NHBRC staff training on the Network dashboard

Connectivity to VPN via bidders WiFi access points (bidder to supply list of all its WiFi

access points) around the country.

Fixed Line Graphical view


Minimum Fixed Line Detailed Requirement

# OFFICE PRIMARY FIXED LINE REDUNDANT FIXED

LINE

1 Head Office 60MB Metro Platinum+

SLA

60MB Metro Fibre

Platinum+ SLA

2 DR site 60MB Metro Fibre

Platinum+ SLA

60MB Metro Fibre

Platinum+ SLA

3 Head Office and DR Site Replication link 60MB Metro Fibre

Platinum+ SLA

60MB Metro Fibre

Platinum+ SLA

4 Kwa Zulu Natal(Durban) - Regional 10MB Metro Fibre Gold

SLA

10MB Metro Fibre

Gold SLA

5 Western Cape (Cape Town) - Regional 10MB Metro Fibre Gold

SLA

10MB Metro Fibre

Gold SLA

6 Eastern Cape (Port Elizabeth) - Regional 5MB Metro Fibre Gold

SLA

5MB Metro Fibre Gold

SLA

7 North West (Rustenburg) - Regional 5MB Metro Fibre Gold

SLA


SLA


8 Limpopo (Pietersburg) - Regional 5MB Metro Fibre Gold

SLA


SLA

9 Mpumalanga (Nelspruit) - Regional 5MB Metro Fibre Gold

SLA


SLA

10 Gauteng (Woodmead) - Regional 10MB Metro Fibre Gold

SLA

10MB Metro Fibre

Gold SLA

11 Pretoria - Regional 5MB Metro Fibre Gold

SLA


SLA

12 Free State (Bloemfontein) - Regional 5MB Metro Fibre Gold

SLA


SLA

13 New Castle 4MB Metro Fibre Gold

SLA 4MB Business DSL

14 East London 4MB Metro Fibre Gold


15 George 4MB Metro Fibre Gold


16 Northern Cape (Kimberly) 4MB Metro Fibre Gold


17 Klerksdorp 4MB Metro Fibre Gold


18 Tzaneen 4MB Metro Fibre Gold


19 Witbank 4MB Metro Fibre Gold


20 Bethlehem 4MB Metro Fibre Gold


21 Shelly Beach 2MB Diginet Gold SLA 4MB Business DSL

22 BelaBela 2MB Diginet Gold SLA 4MB Business DSL

23 Mafikeng 2MB Diginet Gold SLA 4MB Business DSL

24 Eric Molobi (Shoshanguve) 2MB Diginet Silver SLA 4MB Business DSL

25 Internet Breakout 40MB Metro Fibre

Platinum+ SLA

40MB Metro Fibre

Platinum+ SLA

10. VPN and APN

Design, implement and support VPN for the whole network.


Supply APN connectivity from NHBRC to externalinspectorate companies and their mobile inspectors

(currently using PDAs), FNB and credit vetting companies.

11. 3G/ LTE

The bidder must propose3G/ LTE data connectivity for consideration by the NHBRC for qualifying

NHBRC resources on an as and when required basis.

The bidder may propose data and tabled bundles (service, support and repair) or consideration by the

NHBRC for qualifying NHBRC resources (including inspectors) on an as and when required basis.

12. Hosting

Propose a hosting offering of the NHBRC Disaster Recovery Server Infrastructure of one full

rackandone HP EVA 3 Par storage, containing a fully populated blade enclosure and EVA storage, for

consideration by the NHBRC. Detail of rack content is:

Quantity Model # Description Product

Class

Product

Line

1 BW904A HP 642 1075mm Shock Intelligent Rack HW SI

1 QR485A HP 3PAR StoreServ 7400 4-N Storage Base HW 4A

4 QR486A HP 3PAR 7000 4-pt 8Gb/s FC Adapter HW 4A

32 QR492A HP M6710 300GB 6G SAS 15K 2.5in HDD HW 4A

6 QR490A HP M6710 2.5in 2U SAS Drive Enclosure HW 4A

96 QR492A HP M6710 300GB 6G SAS 15K 2.5in HDD HW 4A

1 QR516A HP 3PAR 7000 Service Processor HW 4A

2 QR481B HP SN6000B 16Gb 48/48 PwrPck+ FC Switch HW 1Y

96 QK724A HP B-series 16Gb SFP+SW XCVR HW 1Y

48 QK736A HP Premier Flex LC/LC OM4 2f 30m Cbl HW 1Y

72 QK735A HP Premier Flex LC/LC OM4 2f 15m Cbl HW 1Y

1 BW946A HP 42U Location Discovery Kit HW SI

1 BW932A HP 600mm Black Rack Stabilizer Kit HW SI

1 BW906A HP 42U 1075mm Side Panel Kit HW SI

1 AG730A HP PDU Pivot Kit HW LM

2 A0K04A HP 1.37m 10A C13-C14 Gray Jpr Cord HW SI

2 252663-B31 HP 32A High Voltage Modular PDU HW SI

2 142257-006 HP 10A IEC320 C14-C13 4.5ft US PDU Cable HW SI


1 AC131A HP Door/dock XLarge Item Logistic SVC SV SI


Appendix A: UCaaS Pricing

Table 1 identifies seven UCaaS modules, with space on the table to insert monthly charges and

comments for each module category. The table below is a sample of the requirements and it is the

bidder‘s responsibility to complete a detailed exhaustive list.

Service

The selected respondent shall be required to:

furnish all tools, equipment, supplies, supervision, transportation, and other accessories,

services, and facilities necessary to complete the work

furnish all materials, supplies, and equipment specified and required to be incorporated

in and form a permanent part of the completed work

provide and perform all necessary labour; and

perform and complete the work in accordance with good technical practice, with due

diligence, and in accordance with the requirements, stipulations, provisions, and

conditions of this RFP and the resultant agreement

13. Evaluation Criteria

Pricing Model

All prices shall be quoted in South African Rand. VAT will be added at the end of each pricing

section. Fixed prices for software, services, and hardware should be quoted, wherever possible.

Where uncertainty exists, quote estimated costs or a range of costs. Unless bidder specifically note

otherwise, prices quoted will be considered firm. In case of error in the extension of prices in the

proposal, the unit prices shall govern.

Each section must have a total and consolidated into a total summary at the end.

Hardware

Software

Other cost

SLA for year 1 to 5

Total Summary

Table 1. Sample Pricing Format for Included UCaaS Components


UCaaS Module Module Category Monthly

Charge

Comment

Core VoIP Handset

PBX feature set

Voice mail

Other

Professional services

Total core VoIP price

IM/Presence IM/presence functionality

Other


Total IM/presence a la

carte price

Unified

Messaging

Voice mail to email

(WAV)

Speech to text

Other


Total unified messaging

a la carte price

Mobility Single-number ring

Mobile device PBX

feature set

Other


Total mobility a la carte

price

Conferencing Audio

Web

Video

Other


Total conferencing a la

carte price

Support Costs Moves, adds and

changes

Technical support

Other

Total support costs

Complementary

Services

Local voice calling

Long-distance voice

calling

SIP trunks


Data network

Security

LAN management

WAN management

Other


Total complementary

service pricing


Appendix B: Supplementary System Management Capabilities

Bidder has the option to propose configuration management solutions for the requirements listed

here. NHBRC recognizes that not all bidders may have native solutions for these requirements and

may have to partner with third parties to support these capabilities.

Automated Provisioning of Voice Features

If the bidder's proposed configuration management solution support centralized and automated

configuration management then it should include, but not limited to, the following voice features:

Call restriction assignments

Corporate directory

Speed dials

Busy Lamp Fields

Call Forwarding, Call Transfer

Call Waiting, Call Back, Hold/Resume, Call Park

Call Admission Control, Client Matter Codes

Calling Name Identification, Calling Line Identification

CTI

Extension Mobility and Cross-Cluster Extension Mobility

Fax over IP

Auto Attendant

Multiline

Manager-Assistant

Hunt Groups

Pickup Groups

Messaging, Message Waiting Indicator

Mobile Manager (Single Number Reach)

Device Mobility

Ad hoc Conferencing

Video

Can the configuration of these features be automated by using standardized templates?

Automated Provisioning of UC Services (Beyond Voice Services)

If the bidder's proposed configuration management solution support centralized and automated

configuration management then it should include, but not limited to, the following UC features:

Unified messaging features:

o Voice mail:

Multiple voice mail templates (e.g., memory size, period messages held)

Out calling

Alternate number

Visual voice mail

Message notification

PIN reset

o Unified messaging (single message box):

o Auto attendant


Mobility features:

o Device mobility

o Single number reach

o Fixed mobile integration

o Advanced clients on smart devices (e.g., Jabber on iPhone/Android)

o BYOD

Presence features:

o Configure presence on devices

o Add/delete a device

Conferencing features:

o Add/Delete/Modify user service for:

Audio collaboration

Video collaboration

Web collaboration

Video features:


Standard video devices

Telepresence

Social media features:


Document access (SharePoint or equivalent)

Wiki access

Social networking access

Contact centre features:

o Add/Delete/Modify agent

o Add/Delete/Modify agent line

o Manage skills groups

UC Service Management

If the bidder's proposed configuration management solution supports the creation of service

packages, so that not all services and features are offered to every employee, then it should support

the following capabilities:

Create packages of services and telephony features and automate the configuration of

those service packages to match business requirements, including:

o Telephony features

o UC services and features

o Calling restrictions

o Device type and restrictions

Create flexible user profiles (which are made up of service packages) for different types

of workers:


o Senior executive level

o Management level

o Knowledge workers

o Mobile workers

o Office workers

o Administration workers

New services can be added to existing user profiles:

o The updated profile should be able to be automatically assigned to existing users

New user profiles can be added

Enable separate agencies or departments to have custom user profiles (i.e., each

agency should be able to create its own set of service packages)

Online Portal for Moves, Adds, Changes and Deletes — Use Cases

If the bidder's proposed configuration management solution supports the central administration of

devices, features and services from a secure online administration portal, then it should support the

following capabilities:

Onboarding/Offboarding users and all their devices/services

Adding, deleting and modifying the full range of UC services:

o Voice, messaging, conferencing, video, mobility, presence, social

Add a new service:

o Update service catalogue and user profiles

o Create new user profile

Change user profile (user is promoted to new role)

Reset user's PIN and password

Moving users (from one location to another):

o Move from one location to another, but user stays on same infrastructure

o Move from one location to another, but user moves from one infrastructure to a new

infrastructure

Adding, deleting, modifying the full range of user devices:

o Desk phones

o Soft phones

o Smart devices (iPhone, iPad, Android devices, etc.)

o Smart clients (e.g., Jabber, Lync client)

Add/Delete/Modify device:

o Add/Delete/Modify phone features

o Add/Delete/Modify line features

Add additional device to user:

o Second desk phone

o Soft phone


o Smart device (with Jabber client)

Replace a user's device (e.g., upgrade a phone or replace a faulty phone)

Manage number ranges:

o Internal numbers

o Area codes

o Advanced association of internal numbers

o Central view of what number ranges are being utilized for which locations

o Ability to reserve number ranges for locations

Add new number range to locations:

o Manage number ranges across locations for short-code dialling

Forced, remote logoff and logon of users from users' devices

Add/Modify/Delete a site(s)/location(s)

Add/Modify/Delete all services, numbers, phones, users

Role-Based, Access Control

If the bidder's proposed configuration management solution supports role-based access within the

secure online administration portal, then it should support the following capabilities:

Allow multilevel access to the online portal to support moves, adds and changes:

o The number of access levels should be flexible (no limit), but should have a

minimum capability, as follows:

Department admin level

Site or location admin level

Division or agency admin level

Country or regional admin level

Customer IT admin level

Superuser admin level

o There should be the ability to create multiple access levels within each management

level (e.g., create a trainee location administrator, as well as a standard location

administrator)

o Each access level should be controlled by a sure password and limit the

administrator to:

A set of data that is only relevant to that administrator (e.g., department

administrator can only access users and devices within his or her department)

A set of custom controls (i.e., use cases) that is only relevant to that

administrator (e.g., able to limit the access to certain tasks, such as numbers or

services)

Access should be controlled to the following options:

Full read/write access

Read-only access

Hidden, or no access

Access control should cover all administration items

Multiagency Support (Multibusiness Unit Support)

If the bidder's proposed configuration management solution supports multiple agencies, then it

should support the following capabilities:

Each agency should be able to share network infrastructure and resources


Each agency should be able to be controlled centrally, but also have local IT teams

manage its agency with secure access control

Each agency should utilize the same internal number ranges (i.e., the same internal

extension number)

Self-Care

If the configuration management system provides access for end users to manage their

own devices, features and services from a secure online portal, then it should support

the following capabilities:

o Manage the user's personal details and preference settings

o Enable users to reset their PINs and passwords

o Manage user's phones and line settings (e.g., speed dials, call forward, line label)

o Manage user's messaging settings

o Manage user's extension mobility settings

o Manage user's signal-to-noise ratio (SNR) settings

o Manage user's presence setting

o Manage user's conference settings

o Provide access to the corporate directory

If the end-user self-care portal automatically adjust feature access to match the user's

service profile (i.e., the portal will automatically show only those services to which the

user is entitled).The self-care portal should be easily configured for groups of users to

control feature access.

o One group of users have its access limited to basic features, while other groups

have more extensive access rights

o Access should allow the following settings to be implemented:

Full read/write access

Read-only access

Hidden or no access

o The self-care portal should be branded and have the ability to support different

brands for different agencies.

Deployment Automation

If the bidder's proposed configuration management solution supports the automation of the customer

deployment process (i.e., provisioning of locations and phones/users), should include the following

capabilities:

Automate the provisioning of the following:

o Network infrastructure (PBX clusters and UC servers)

o Implement dial plan for the required call flows and number construction

o SIP trunk(s)

o Local gateways (plus SRST)

o Analogue gateways

o Configure customer services within the UC servers

o Create customer organization hierarchy (e.g., agencies, business units or countries)

o Deploy locations or sites within the IP PBX clusters and UC servers

o Create administrators

o Configure inventory levels (numbers, services, devices)


Automate bulk transactions

o Multiple locations, users, devices, services, etc.

Autodiscover devices when they are connected to the network, and then:

o Autoprovision and register devices when they are connected to the network

o Autoprovision and connect the phone to a pre-loaded the user's configuration

Automate the cutover of devices from legacy to IP PBX

Dial Plan Management

The proposed configuration management solution must support the central administration of dial

plan?

Site Survey and Mass Data Migration

If the bidder's proposed configuration management solution support the ability to efficiently collect

and collate customer data, then it should:

Provide a site survey tool to enable local teams to collate all the user, device and service

data:

o This data should be able to be automatically uploaded into the network configuration

process without rekeying the data

Provide a mass migration tool to pull data automatically from various network sources

(e.g., PBX, LDAP directory), and then:

o Clean the data (i.e., remove data that is no longer accurate)

o Normalize the data (i.e., reformat the data)

o Validate and upload the data into the configuration management tool

Inventory and License Management

If the bidder's proposed configuration management solution supports the central administration of

inventory, then it should:

Provide a record of what inventory items have been consumed across the organization

Cover the following inventory items:

o Network

o IPT resources (e.g., IP addresses, E164 numbers)

o Devices

o Services

o Numbers

Provide inventory levels across the organization:

o Central level

o Regional or country level

o Business or agency level

o Site level

Convert inventory consumption into license consumption, by applying business rules


Transactions, Audit and Reporting

If the bidder's proposed configuration management solution supports the ability to create reports and

audit transactions, then it should support:

Full transaction recording (i.e., every transaction that is performed will be recorded):

o Search transaction logs by user, subgroup, type of transaction (e.g., failed

transaction), date or actual transaction number

Detailed audit capability on nominated types of transaction to meet regulatory

compliance:

o Flexible configuration to nominate transaction types that will be made available for

audit

o Before and after settings captured

Reporting:

o Flexible reporting package that allows custom reports to be created easily:

Deployment report (e.g., number of sites deployed, rate of deployment)

Inventory reports (i.e., consumption of services or resources)

MACD reports (e.g., type of transactions performed)

o It should be possible to delegate reporting for each management access level so

that a single agency could generate its own reports, covering only its own data

Advanced business analytics:

o Dashboard, showing real-time changes to the system

o Allocate communications costs across the organization, department by department

Support of LDAP

If the bidder's proposed configuration management solution supports LDAP integration, then it

should support the following capabilities:

Central corporate directory synchronization

Enable users added into an enterprise's AD/LDAP system to be detected and

automatically be added into the configuration management system, which then

configures the user into the UC network

Update the AD/LDAP system with details such as allocated extension number, or

modifications to details (e.g., adding a new line)

Receive notifications from multiple AD/LDAP systems associated with multiple agencies

and associate the notifications with a specific agency


APPENDIX C: NHBRC OFFICES NETWORK INFRASTRUCTURE INFORMATION

Province Office

Name

Office

Address

Contact

Person

Server

room

Diginet

/DSL/mi

crovave

PRI

/BRI

Contractua

l

agreement

s

Switches

Gauteng NHBRC

Head

Office

10

MuswellRo

ad

SouthBryan

stonSandto

n

Igsaan

Allie

yes

42U

rack

2X

PRI

Voice

2014/03/29

Data

2014/07/29

4X HP

POE

Gauteng Woodmead

Office

Building E

Country

Club Estate

Woodlands

Drive

Woodmead

Sandton

SandileMk

ize

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

1X

PRI

Data

2014/07/29

1XHP

POE

1 X HP

2848

Gauteng Pretoria

Office

524

Sancadia

Shopping

Complex,

Corner

Church and

Beatrix

Street

Pretoria.

Lucky

Mochebel

ele

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

1X

PRI

Voice

2014/05/12

Data

2014/07/29

1XHP

POE

1 X HP

2848

Gauteng Disaster

Recovery

Centre

Pretoria

524

Sancadia

Shopping

Complex,

Corner

Church and

Beatrix

Street

Pretoria.

Lucky

Mochebel

ele

yes

42U

rack

1X HP

2848

Gauteng Erasmus

(Eric

Malobi)

224

Juventus

Street,

Thorntreevi

ew,

Shoshangu

ve

LongeloM

bhungu

yes

42U

rack


Limpopo Polokwane 81 Hans

Van

RensburgSt

reePolokwa

ne

Innocent

Nzimande

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

2X HP

2848

Limpopo BelaBela 18 Suiter

Avenue

Bela-Bela

Seswahla

Matala

Server

room

no rack

2 X

4Meg

DSL

4XB

RI

1XHP284

8

Limpopo Tzaneen 61

Boundrey

Street

Tzaneen

Alex

Mohlakoa

ne

Server

room

no rack

2 X

4Meg

DSL

4XB

RI

1XHP284

8

North

West

Rustenberg North Block

No 28, 67

Brink Street

Rustenburg

Seiphemo

Tshetlany

ane

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

1XHP

POE

North

West

Mahikeng Seiphemo

Tshetlany

ane

Server

room

4U

cabinet

4Meg

DSL

1XHP

2848

North

West

Klerksdorp Office 174,

First Floor

Sanlam

Park

Building ,

29

President

Kruger

Stree

Klerksdorp

DorahDiol

e

No

server

room

4U

cabinet

2 X

4Meg

DSL

4XB

RI

1XHP

2848

Mpumula

nga

Nelspruit Suite 201,

Medeen

Building 14

Henshell

Street

Nelspruit

Bheki

Kunene

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

2X HP

2848

Mpumula

nga

Witbank Shop 1 The

Winning

Forum

Corner Haig

and Rhodes

Street

Witbank

Tlangelani

Shivonivo

ni

Server

room

4U

cabinet

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

1XHP

POE

Kwazulu

Natal

Durban Marine

Building,

5th Floor,

22 Gardiner

Street

Lily

Scholtz

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

1XP

RI

Data

2014/07/29

2X HP

2848


Durban

Kwazulu

Natal

Shelley

Beach

Shop 13

Trade

Winds 786

Portion 13

Marine

Drive

Shelley

Beach

Rosemary

Mtheku

no

server

room

no rack

2 X

4Meg

DSL

4XB

RI

1XHP284

8

Kwazulu

Natal

Newcastle Suite 3 1st

Block A ,2

Whyte

Street

Newcastle

PhindileK

humalo

no

server

room

no rack

2 X

4Meg

DSL

4XB

RI

1XHP

2848

Eastern

Cape

Port

Elizabeth

40

Pickering

Street

Newton

Park Port

Elizabeth

RonezMu

nnick

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

2XHP284

8

Eastern

Cape

East

London

8 Balfour

Road

Balfour

Office Park

Vincent

East

London

Thando Server

room

4U

cabinet

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

1XHP

POE

Eastern

Cape

George 1st Street

George

East

George

Faith

Khaketla

No

server

room

no rack

2 X

4MegD

SL

4XB

RI

1X3COM

24 port

Wester

Cape

Bellville Ground

Floor, Erf

1286

Vinyard

Office

Estate

Farm No 1,

99 Jip de

Jager Drive,

Welgemoed

, Bellville

Buddy

Gasant

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

and

14

analo

gue

trunk

s

Data

2014/07/29

2X HP

2848


Free

State

Bloemfonte

in

Unit 4

Hydro Park

98

KellnerStre

eWestdene

Bloemfontei

n

Daniel

Mahlaba

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

1XHP

2848

Free

State

Bethlehem 9 President

Boshoff

Street

Bethlehem

Daniel

Mahlaba

No

server

room

4U

cabinet

2 X

4Meg

DSL

4XB

RI

1X HP

2848

Northern

Cape

Kimberley 13 Bishops

Avenue

Sanlam

Business

Complex

Labram

Kimberley

MonyauR

akatsinya

ne

yes

42U

rack

1MegDi

ginet +

4Meg

DSL

4XB

RI

Data

2014/07/29

1X HP

2848


PART C –EVALUATION PROCESS

In accordance with the NHBRC Supply Chain Management Policy, the tender evaluation process

shall be carried out in two stages namely:

Stage 1 : Compliance check of Mandatory Documents

Stage 2 : Functionality in terms of the set technical evaluation criteria

Stage 3 : Preference and Pricing

1. Stage 1 : Compliance check of Mandatory Documents

The bidder documents will be assessed at this stage of the process to establish compliance

with the standard conditions of the tender as described under Terms and Conditions and

under the heading ‗1.1 Mandatory Requirements‘ below.

The bidder must indicate compliance with the mandatory requirements by ticking under

―Comply‖ or ―Not Comply‖.

Document proof of specific mandatory requirements must be attached to the relevant form

failure which will result in the disqualification of the bid from the process.


1.1. MANDATORY REQUIREMENTS

1.1.1.1 Mandatory Comply Not Comply

The service provider must populate Form 1 : Proposal which

includes a clearly defined project timeline summary and attach

to the space allocated below.

Comments:


The service provider must provide a proposal and must attach it

to Form 2 : Design and Methodology

Comments:


The service provider must provide a Curriculum Vitae and attach

it to Form 3 : Curriculum Vitae

Comments:


The service provider must provide a proof of qualification and

accreditation to Form 4 : Relevant Qualifications

Comments:


Each bidder is required to ensure that both Form 5 and Form 6

are populated by two previous clients.

Comments:



The bidders must populate Form 7 : Project Team Composition

Comments:


The bidders must populate Form 8 : Resource Composition

Comments:


The bidders must populate Form 9 : Related experience

Comments:


The bidders must provide Form 10 : Pricing Schedule

Comments:

Bidder will be evaluated on:

Tier 1 Telecommunication company

Use of own infrastructure

Companies Cisco accreditations, certified skills, and footprint.

Technical Proposal

Pricing and BEE

Project Plan

Completeness of proposal.


2. Stage 2 : Functionality

Functionality of the bids will be evaluated according to the predetermined evaluation criteria

set out on Table 1: Evaluation criteria below.

During this phase bidders will be evaluated for functionality based on achieving a minimum

qualifying score of 60 percent or the specified minimum qualifying scores for the criteria as

set out on Table 1 : Evaluation Criteria below, those bidders who fail to meet the minimum

qualifying score (both threshold and sub thresholds) for functionality will be disqualified from

the process.

Bidders will not rate themselves, but need to ensure that all information is supplied as

required. The Bid Evaluation Committee (BEC) will evaluate functionality and score all the

bids that have met all the requirements as set out on ‗Stage 1 Compliance check of

Mandatory Documents‘ in this document.

The panel members will individually evaluate the compliant bids received for functionality

against the following criteria as set out on Table 1 : Evaluation criteria below:

The service provider must provide a proposal (attach to Form 1) with the following headings:

Table 1: Evaluation Criteria

Evaluation Criteria Weight

a) Project Management 10

b) Design and Methodology 30

c) Key Personnel 10

d) Resources 15

e) Related Experience 15

f) Reference Questionnaires 20

Total Score 100

Minimum Qualifying Score (Threshold) 60

a) Project Management (10 Points)

The service provider must have at least one Project Manager with a Project Management

Qualification and with the relevant experience. Project management accreditation would be

an advantage. The Project manager will be responsible for maintaining oversight over the

project and provide consolidated summary of reports.

The service provider must illustrate the expected project timeline in summary and the weekly

implementation timeline.


The service provider must provide information under heading ‘a) Project Management

under the following sub criteria headings and the service provider must attach Curriculum

Vitae to Form 3 and the relevant proof of qualifications to Form 4 and populate Form 7.

Sub – Criteria Weight

Qualifications 5

Experience (UC Implementation experience an advantage) 5

Each panel member will rate this sub criterion on the score sheet using the following scale:

Value Description

5 – Excellent Meets and exceeds NHBRC functionality requirements

4 – Very Good Above average compliance to requirements

3 – Good Satisfactory and should be adequate for stated element

2 – Average Below average compliance to requirements

1 – Poor Unacceptable, does not meet criteria

b) Design and Methodology (30 Points)

The demonstration of the bidders methods and approach from a systematic and theoretical

stand point in analyzing and executing the requirement.

The service provider must provide information under heading ‘b) Design and Methodology

under the following sub criteria headings and the service provider must populate Form 2.

VOIP


Design of the VOIP solution including presence 4

SIP Endpoint requirements satisfied

Power Requirements

Acoustic Requirements

Application Support Requirements

Add on Functionality

2

Presence and IM features 2

System Redundancy, Reliability and Survivability 2

System Security 2 Hosted Exchange


Design of the VPN and APN Solution 2

Security features of the VPN and APN solution 2

Solution Redundancy, High Availability 2

Backup and recovery 2


VPN and APN




Solution Redundancy, High Availability 1 Enterprise WIFI




Solution Redundancy, High Availability 1

3. Each panel member will rate this sub criterion on the score sheet using the following scale:

Value Description






c) Key Personnel (10 Points)

The service provider should provide a project team responsible for the execution of the

project with adequate skills, qualifications and experience in delivery of similar projects or

functions.

The service provider must provide information under heading ‘c) Key Personnel ’under the

following sub criteria headings and the service provider must attach Curriculum Vitae to

Form 3 and the relevant proof of qualifications to Form 4 and populate Form 7.


Qualifications 1

Skills 2

Experience 5

Mobilization plan for resources (Deployment plan as per the form 2


4. Each panel member will rate this sub criterion on the score sheet using the following scale:

Value Description






d) Resources (15 points)

A demonstration of the bidders capability to meet requirements in terms of the specified

infrastructure requirements to be utilized in execution of the project.

The service provider must provide information under heading ‘d) Resources ’under the

following sub headings, and populate Form 8.


Solution monitoring and support services 5

Staff Training Plan 5

Software Licensing 5

Each panel member will rate this sub criterion on the score sheet using the following scale:

Value Description






e) Related experience (15 Points)

The service provider must illustrate two (2) unified communications solution projects under

taken in satisfying requirements of similar nature and relevant projects, and conditions in

relation to the required service in the scope of work. Service providers must have a proven

track record of at least three years minimum experience in unified communications.

The service provider must provide information under heading ‘e) Related experience ’under

the following sub headings and under to Form 1 : Proposal



Description and Nature of Solution and services 2

No of years providing monitoring & Support of UC Solutions 4

No of years providing UC Solutions 7

Benefits of the proposed Solution 2

3. Each panel member will rate this sub criterion on the score sheet using the following scale.

Value Description

5 – Very Relevant Experience is very relevant to the current scope of work.

4 – Relevant Experience is relevant to the current scope of work.

3 – Moderate Experience is moderately relevant to the scope of work.

2 – Slightly Experience is slightly relevant to the scope of work.

1 – Irrelevant Experience in other unrelated fields to the scope of work.

f) Reference questionnaire (20 Points) Each bidder is required to ensure that both Form 5 and Form 6 are populated by two

previous clients for the projects mentioned in sub section ‘d) Related experience ’and must

have the relevant clients company stamp displayed on it.

The points for the panel members as well as for the reference questionnaire will be added and

expressed as a fraction of the best possible score for each particular criterion as set out in

Table 1 :Evaluation criteria‘


1. Stage 3 : Price and Preference

a) The bidders must populate Form 11 : Pricing Schedule and submit in a separate envelope.

b) Only bids that achieve minimum qualifying score for ‘Stage 3 : Functionality’ in this bid will evaluated

further.

c) The qualifying bids will be evaluated in accordance with the 90/10 preference point systems as

prescribed in the PPPFA regulations 5 and 6.

d) The lowest acceptable bid will score 90 points for price. Bidders that quoted higher prices will score

lower points for price on a pro-rata basis.

e) The formulae that will be utilized in calculating points scores for prices is as follows:

90/10 Preference point system (for acquisition of services, works or goods with a Rand value above

R1million) (all applicable taxes included)

(

)

Where:

Ps = Points scored for comparative price of bid or offer under consideration

Pt = Comparative price of bid or offer under consideration

Pmin = Comparative price of lowest acceptable bid or offer.

f) The points scored will be rounded off to the nearest two decimal places.

g) Then points will be awarded to a bidder for attaining the B-BBEE status level of contribution in

accordance with the table below:

BBBEE Level 90/10

Level 1 10

Level 2 9

Level 3 8

Level 4 5

Level 5 4

Level 6 3

Level 7 2

Level 8 1

Non-Compliant Contributor

0

h) Then the points scored for price will be added to the points scored for B-BBEE status level of

contribution to obtain the bidders total points scored out of 100.


Form 1 : Proposal (The proposal must include clearly defined Project

Timeline Summary)


Form 2: Design And Methodology


Form 3: Curriculum Vitae


Form 4 : Relevant Qualifications


Form 5 : NHBRC Reference Questionnaire

Client Company Name:

Contact Person:

Designation of Contact Person:

Contact Number:

E-mail Address:

Nature of Contract:

Kindly furbish your company stamp in the space provided below or the reference will not

be considered:

The National Homebuilders Registration Counsel herein referred to as NHBRC is a

statutory body established in terms of the Housing Consumer Protection Measures Act

1998 (Act 95 of 1998). It is mandated to provide protection to housing consumer against

defined defects and regulate the home building industry.

The NHBRC invited suitably qualified Service Providers to submit proposals for the supply

of unified communications solutions and related services.

The NHBRC would like to do a reference check in line with the technical evaluation

requirements of the tender and request your assistance in helping us in making rating the

different focal areas as prescribed below.

There are 5 questions that are set up survey style and should take approximately 10 min

of your time. Kindly select one option as these points will be added and expressed as a

fraction of the best possible score for a particular criterion.

This information will be treated as confidential. NHBRC thanks you for taking time to

respond to this questionnaire.


On a scale of 1 to 5 how do you rate this company (bidder) on the following areas?

1. Professionalism

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

2. Responsiveness

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

3. Flexibility

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

4. Overall satisfaction

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

5. How likely are you to employ services of the same company in future?

1. Unlikely

2. Possible

3. Likely

4. Highly Likely

Comments:


Form 6: NHBRC Reference Questionnaire

Client Company Name:

Contact Person:

Designation of Contact Person:

Contact Number:

E-mail Address:

Nature of Contract:

Kindly furbish your company stamp in the space provided below or the response will not

be considered:

The National Homebuilders Registration Counsel herein referred to as NHBRC is a

statutory body established in terms of the Housing Consumer Protection Measures Act

1998 (Act 95 of 1998). It is mandated to provide protection to housing consumer against

defined defects and regulate the home building industry.

The NHBRC invited suitably qualified Service Providers to submit proposals for the supply

of unified communications solutions and related services.

The NHBRC would like to do a reference check in line with the technical evaluation

requirements of the tender and request your assistance in helping us in making rating the

different focal areas as prescribed below.

There are 5 questions that are set up survey style and should take approximately 10 min

of your time. Kindly select one option as these points will be added and expressed as a

fraction of the best possible score for a particular criterion.

This information will be treated as confidential. NHBRC thanks you for taking time to respond to this questionnaire.


On a scale of 1 to 5 how do you rate this company (bidder) on the following areas?

1. Professionalism

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

2. Responsiveness

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

3. Flexibility

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

4. Overall satisfaction

1. Below Average

2. Average

3. Good

4. Very Good

Comments:

5. How likely are you to employ services of the same company in future?

1. Unlikely

2. Possible

3. Likely

4. Highly Likely

Comments:


Form 7: Project Team Composition


Form 8: Resources Composition


Form 9:Pricing Schedule


PART D – RFP SUBMISSION INSTRUCTIONS

1. Availability of the RFP Document

Bid documents will be available from the following platforms at the NHBRC on 24

January 2014:

Website www.nhbrc.org.za

Email Address [email protected]

[email protected]

2. Compulsory Briefing Session

2.1 A Compulsory Briefing Meeting will be held at NHBRC Head Office, on the 29 January 2014 at 11h00

at the follow address:

Province Physical Address & Contact Number

Head Office, Gauteng 10 Muswell Road South

Phase 4 Silver Stream Business Park

Bryanston, Johannesburg

Tel: 011 317 0000

Table 2 Compulsory Briefing Session Schedule

2.2 Bidders who have not attended the compulsory briefing session will be disqualified.

3. RFP Closing Date

3.1 All Bid documents must be deposited into the Bid box situated at the NHBRC Head

Office, on or before 7 February 2014, at 11H00 at the following address:

Province Physical Address & Contact Number

Head Office, Gauteng 10 Muswell Road South

Phase 4 Silver Stream Business Park

Bryanston, Johannesburg

Tel: 011 317 0000

No late proposals will be accepted

mailto:[email protected]



3.2. Bid documents should be marked for Attention: Supply Chain Manager, and

deposited into the Bid boxes at the NHBRC Head Office, 10 Muswell Road South,

Phase 4 Silver Stream Business Park, Bryanston. No emailed or faxed Bids will be

accepted. The Bid document should be supplied in a sealed envelope and clearly

marked with the Bid number and the full name of the service provider.

4. Enquiries should be directed to:

Ms.Thobile Mgidi - Tel. (011) 317 0240,email: [email protected]

Ms Rosetta Beya - Tel (011) 317 0297, email: [email protected]

5. Number of bid envelopes/files to be deposited:

Submission of bid envelopes/files MUST include ONE (1) Original Copy of the

submission and FOUR (4) copies of the submission. A total of FIVE (5)

envelopes/files per bidder.



PART E –ADDENDUMS TO THE RFP

The following documents as listed will be made available with the distribution of the RFP.

DOCUMENTS TO BE SUBMITTED

No. Please note; the items marked with an (X) are mandatory requirements

and failure to meet the requirements will result in your bid being

disqualified.

1. Original and valid B-BBEE Status Level or certified copy

2. X SBD1 (Invitation to bid) (Make sure it is signed and thoroughly

completed)

3. X SBD2 (Tax Clearance Certificate) Certificate must be original and

valid

4. SBD 3.1 or SBD 3.2 (Pricing schedule) If not filed please refer to

Annexure or Addendum in your submission where price is mentioned

5. SBD 3.3 (Pricing schedule) If not filed please refer to Annexure or

Addendum in your submission where price is mentioned

6. X SBD 4 (Declaration of interest) (Make sure it is signed) and thoroughly

completed)

7. SBD 6.1 (Preference claim form) Must be signed regardless if points

are claimed or not. (Make sure it is signed and thoroughly completed)

8. SBD 6.3 (Promotion of small business) (Make sure it is signed and

thoroughly completed )

9. X SBD 8 (Declaration of Bidder‘s past supply chain management

practices) (Make sure it is signed and thoroughly completed)

10. X SBD 9 (Certificate of independent bid determination – Make sure it is

signed and thoroughly completed )

11. General Conditions of the contract (GCC)

12. X Other documents as mentioned in the bid terms of reference.