Tender Title: Annual Maintenance Service for SIP-based IPPBX
Reference Number: 18484210c
Issuing Authority/Department: Department of Higher Education, Ministry of Education

The Annual Maintenance Service for SIP-based IPPBX is a significant tender aimed at securing high-quality maintenance services for our communication systems. The primary objective of this tender is to ensure uninterrupted operational efficiency, reliability, and performance of the existing Avaya SIP-based IPPBX systems throughout the contract period. The awarded contractor will be responsible for providing comprehensive maintenance services, including routine inspections, proactive troubleshooting, and necessary repairs, ensuring that all services adhere to the specified Scope of Work and Acceptance Test Criteria (ATC).

Scope of Work and Objectives

The scope of this tender encompasses various tasks that include, but are not limited to:

• Routine maintenance of SIP-based IPPBX systems.
• Immediate response to service requests and system failures.
• Regular software upgrades and patching to enhance security and functionality.
• Documentation and reporting of service activities and system performance metrics.

Eligibility Criteria

Bidders interested in this tender must meet specific eligibility requirements:

• The bidder must be a registered entity with the appropriate licenses and certifications.
• They should have prior experience in providing maintenance services for Avaya or similar communication systems.
• The bidder must be an OEM Authorized Service Provider or possess an equivalent authority to deliver these services.

Technical Requirements

Technical proposals must include:

• Detailed methodologies for performing maintenance services.
• A list of personnel qualifications and experience related to maintenance of SIP-based IPPBX systems.
• Compliance with established quality standards regarding service delivery.

Financial Requirements

Bidders must provide:

• Financial statements showcasing the capability to fulfill the contract over an annual basis.
• A bid that clearly outlines service costs and any ancillary charges.

Document Submission Details

All tenders must be submitted electronically through the designated portal. Bidders need to ensure that all required documents are included:

• Technical Proposal
• Financial Proposal
• Relevant Authorization Certificates

Special Provisions

The tender gives preference to Micro, Small, and Medium Enterprises (MSEs) and startups, providing them with designated benefits such as reduced fees and an extended consideration period during evaluations.

Evaluation Process

The evaluation process will be based on:

• Technical score, which includes the quality and feasibility of the maintenance approach.
• Financial score, determined by the cost-effectiveness of the proposed services.
• Consideration of MSE and startup benefits where applicable.

Delivery Locations

Services are expected to be delivered primarily within the jurisdiction of the Department of Higher Education facilities; exact locations will be confirmed upon contract award.

Contact Information

For further inquiries regarding the tender, interested parties will need to refer to the official channels outlined within the submission guidelines. All clarifications should be directed through the formal communication systems established for this tender.

This tender represents a crucial step towards enhancing communication capabilities across educational institutions, ensuring that systems remain operational and supportive of educational objectives. Bidders are encouraged to submit comprehensive and competitive proposals rooted in excellence and compliance with all outlined regulations.