Ref: DLRRD (CRD-01) 2025/26
1. Executive Summary
SayPro (South African Youth Project) hereby submits this proposal for the leasing, deployment, and management of modern telephone management and switchboard systems to the Office of the Registrar of Deeds in the South Gauteng, Qonce (Eastern Cape), Mthatha (Eastern Cape), and Mpumalanga regions for a period of 12 months.
This proposal outlines SayPro’s comprehensive solution for a fully functional and secure Voice over IP (VoIP) and hybrid PBX system, inclusive of hardware, software, user support, training, system maintenance, and monthly reporting. The project is designed to improve call management, internal and external communications, and to provide a scalable and future-ready telephony solution aligned with public sector needs.
2. Background and Context
Effective communication remains central to the operations of the Department of Land Reform and Rural Development, especially in Registrar of Deeds offices, where timely and efficient service delivery is critical. Traditional telephone systems often lack real-time monitoring, cost control, and scalability.
The Department has identified the need to lease modern switchboard systems and telephone management tools to manage internal and external calls, monitor usage, control costs, and ensure operational continuity across four key offices. SayPro proposes a turnkey telecommunications solution leveraging next-generation VoIP systems with integrated call reporting, security features, and technical support.
3. Objectives
- To lease and implement modern, feature-rich telephone management and switchboard systems for four Registrar of Deeds offices.
- To ensure reliable voice communication infrastructure with high availability and scalability.
- To provide technical support, user training, and maintenance over a 12-month period.
- To monitor and manage call costs and usage using real-time dashboards and detailed monthly reports.
4. Scope of Work
Offices Covered
- South Gauteng Registrar of Deeds (Johannesburg)
- Eastern Cape – Qonce
- Eastern Cape – Mthatha
- Mpumalanga (Nelspruit or relevant local office)
Services and Deliverables
| Item | Description |
|---|---|
| System Lease | Provision and installation of VoIP/PBX systems per site |
| Switchboard Software | Centralized management, call routing, call recording, IVR |
| Telephone Handsets | IP-enabled phones per extension and operator console |
| Call Management Software | Dashboard for usage, billing, reporting, and call control |
| Installation & Configuration | On-site installation and configuration at each location |
| User Training | On-site training sessions for administrators and end-users |
| Help Desk Support | 8/5 technical support with 24-hour escalation |
| Preventative Maintenance | Quarterly system health checks and firmware updates |
| Monthly Reporting | Usage stats, downtime logs, and cost optimization reports |
5. Proposed System Features
- VoIP and Hybrid PBX integration
- Auto-attendant / IVR menu configuration
- Call transfer, call parking, hold music
- Call queuing, voicemail to email
- Remote extension capability (for hybrid work)
- Call recording (optional)
- Role-based access for admin and users
- Firewall and encryption for secure calls
- Web-based management interface
6. Project Implementation Plan
| Phase | Activity | Timeline |
|---|---|---|
| Phase 1 | Initial Needs Assessment and Site Visit | Week 1 |
| Phase 2 | Procurement & Configuration | Week 2–3 |
| Phase 3 | On-site Installation & Testing | Week 4 |
| Phase 4 | Training & Go-Live | Week 5 |
| Phase 5 | Monthly Monitoring & Support | Months 2–12 |
| Phase 6 | Final Evaluation and Offboarding (if needed) | Month 12 |
7. Resource Allocation
SayPro will allocate the following professional team:
- Project Manager
- VoIP System Engineer
- Telecoms Technician (per region)
- User Support Trainer
- Administrative Coordinator
8. Maintenance and Support
- Help Desk Availability: Monday–Friday (08:00–17:00)
- Emergency Support: 24-hour escalation support
- Preventative Maintenance: Quarterly
- Software Updates: Applied monthly (remotely)
- Hardware Replacements: Within 72 hours (on-site)
9. Reporting & Compliance
Monthly and quarterly reports will include:
- Call volume analysis
- Cost breakdown per site
- Downtime incidents
- Technical issues and resolutions
- User feedback and training updates
All systems and services will be POPIA-compliant and will meet relevant SITA and National Treasury ICT Guidelines.
10. Budget Estimate
Note: All costs below are estimates and may vary based on final assessment.
| Item | Unit Cost (ZAR) | Qty | Total (ZAR) |
|---|---|---|---|
| VoIP Switchboard Leasing (per site) | R6,000/month | 4 x 12 months | R288,000 |
| IP Telephone Handsets | R1,500 | 80 units | R120,000 |
| Installation and Setup | R15,000 | 4 sites | R60,000 |
| Software Licensing (per annum) | R12,000 | 4 sites | R48,000 |
| Maintenance and Support | R5,000/month | 12 months | R60,000 |
| Training (once-off) | R7,500 | 4 sites | R30,000 |
| Travel and Logistics | – | – | R24,000 |
| Total Estimated Budget (Incl. VAT) | R630,000 |
Final figures will be confirmed after technical site visit. Budget is inclusive of hardware leasing, setup, support, and reporting.
11. SayPro Profile
SayPro (South African Youth Project) is a reputable nonprofit and social enterprise specializing in ICT solutions, community development, and infrastructure support. Our ICT unit has implemented multiple systems in both government and private sectors, including digital platforms, VOIP services, and secure IT infrastructure. We pride ourselves on transparency, professionalism, and technical excellence.
12. Conclusion
SayPro is prepared to support the Department of Agriculture, Land Reform & Rural Development with a fully managed and cost-effective telephone management and switchboard system, ensuring smooth operations, improved service delivery, and cost transparency for the Registrar of Deeds offices.
We trust that this proposal meets your expectations and aligns with your strategic communications and infrastructure goals. We welcome the opportunity for further discussion or a presentation at your convenience.
Prepared by:
SayPro
Website: www.saypro.online
Email: info@saypro.online
Tel: [011 071 1903]
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