Solicitation RFQ # 19SS3026Q0008_PR15872638_PBX Internet and SIP Trunk Services

Questions & Answers / Clarifications

This document provides minutes from a site visit held on April 1 and April 2, 2026, for RFQ Number 19SS3026Q0008, concerning PBX Internet and SIP Trunk Services. It also includes responses to vendor questions regarding the solicitation.

• IPBX Model: The U.S. Embassy is using an Avaya IP Office 500v2.

• SIP Trunk Access: Vendors will have access for SIP trunk configuration.

• DID Numbering: The required DID range is 8399 to 8600, sourced from South Sudan. The RFP specifies a requirement for at least 400 numbers and the ability to port the current range (8300 to 8699).

• Internet Delivery: An 80/80 Mbps fiber optic internet channel is required. No US IP Breakout is needed; the demarc point will be at the US Embassy Office Compound, with links providing 99.97% availability.

• PBX Integration: The PBX is integrated with licensed internal phones, and the necessary hardware licenses and modules are in place for SIP Trunking and G.711 pass-through.

• All questions and answers will be emailed to attendees.

• The due date and time for offers will be strictly enforced.

• The contract will be a firm-fixed-price contract.

• Rates/prices are all-inclusive, with no changes after contract signing.

• Bids must be submitted in two separate parts: Price Proposal and Technical Proposal.

Solicitation / RFP / RFQ

This document is a Solicitation/Contract/Order for Commercial Products and Commercial Services, identified by Solicitation Number 19SS3026Q0008. It serves as a request for offers from potential contractors.

The specific supplies or services required are detailed in the "SCHEDULE OF SUPPLIES/SERVICES" section (Block 20), which is not fully populated in the provided pages but is expected to contain quantity, unit, unit price, and amount details.

• The solicitation issue date is March 26, 2026.

• The offer due date is not explicitly stated on these pages but is indicated by Block 8.

• The document references Federal Acquisition Regulation (FAR) clauses 52.212-1, 52.212-4, and 52.212-5, which are either attached or incorporated by reference.

• Offerors are required to complete Blocks 12, 17, 23, 24, and 30.

• Payment terms (Block 18a) and submission of invoices (Block 18b) are specified.

• The "METHOD OF SOLICITATION" is indicated as "REQUEST FOR PROPOSAL (RFP)" in Block 14.

Block 10 indicates the acquisition may be a "SET ASIDE" for various small business categories, including HUBZone Small Business, Service-Disabled Veteran-Owned Small Business (SDVOSB), Women-Owned Small Business (WOSB), Economically Disadvantaged Women-Owned Small Business (EDWOSB), or 8(a). It also allows for "UNRESTRICTED" acquisition. The North American Industry Classification Standard (NAICS) code and Size Standard are to be specified.

• This is a standard form (SF 1449) used for soliciting bids and awarding contracts for commercial items.
• Additional sheets may be attached for detailed requirements and terms.

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks proposals for internet services and dedicated leased line channel and circuitry for the U.S. Embassy in Juba, South Sudan. The U.S. Government intends to award a contract or purchase order to the responsible company offering the best value, based on initial quotations, with potential for discussions.

• Fiber Optic Internet for PBX: One dedicated internet channel with a minimum uplink/downlink speed of 80/80 Mbps (committed) to North America Sites, providing fault tolerance.

• SIP Trunk Service: To support voice and fax communication to the PBX.

• Installation Cost: Non-recurring cost for initial setup.

• Bandwidth: Minimum uplink/downlink speed of 80.0 Mbps (Committed) to North American sites.

• Availability: 99.97% of Internet availability required.

• Redundancy: Adequate redundancy at critical network points is required.

• IP Addresses: 4 blocks of Static public internet IP addresses for Internet Services and 1 block for SIP Trunk.

• Hardware/Software: Provision of any required hardware, software, IP addresses, and telecommunications applications or software upgrades, including licenses.

• Support: 24/7 technical coverage and timely (within one hour) response to service breakdowns.

• Filtering: Content and URL filtering to limit bandwidth-intensive applications.

• Warranty: Twelve-month warranty for new equipment.

• Contract Type: Firm Fixed Price (FFP).

• Period of Performance: One-year base period with four (4) one-year option years.

• Value: Not explicitly stated, but pricing is based on monthly rates for services.

• Submission Method: Electronically via email to jubaprocurement@state.gov.

• Format: English language, Calibri font size 12, Adobe Acrobat (pdf) file format, not exceeding 30MB per file (multiple emails if necessary).

• Mandatory Site Visit: April 1, 2026, at 10:00 pm CAT.

• Vendors' Questions Due: April 3, 2026, by 5:00 pm CAT.

• Responses to Questions: April 7, 2026, by 5:00 pm CAT.

• Submission Closing Date: April 25, 2026, at 5:00 pm CAT.

• Evaluation Criteria: Comparative evaluation based on technical, past performance, and price. The award will be made to the responsible contractor whose quotation conforms to the solicitation and represents the best value to the Government. This is NOT a low price technically acceptable or trade-off process.

• Offerors must be registered in the SAM (System for Award Management) database.

• Offerors must have an office and presence in South Sudan.

• Offerors must have experience and a proven record of service delivery of Internet through Fiber.

• Offerors must be a registered entity with the South Sudan Communication Authority (SSCA).

• Incomplete offers will be deemed non-responsive.

• The U.S. Government reserves the right to reject any and all proposals and to waive any informality.

• Value Added Tax (VAT) is not applicable due to the Embassy's tax exemption certificate.