General background
The EU Anti-Corruption Initiative in Ukraine (EUACI) is the European Union’s technical support program in the area of anti-corruption in Ukraine, financed by the European Union, the United Kingdom International Development, and co-financed and implemented by the Ministry of Foreign Affairs of Denmark. The overall objective of the EUACI is to achieve significant progress in preventing and countering corruption, ensuring the coherence and systemic anti-corruption activities of state and local self-government bodies, and to empower civil society and citizens to contribute to the combatting of corruption, as well as the proper process of Ukraine’s post-war recovery. The program runs till August 2027.
The Specialized Anti-Corruption Prosecutor’s Office (SAPO) is one of the key EUACI’s partner and an independent legal entity separated from the Prosecutor General’s Office (PGO). As part of this separation, SAPO is establishing an independent IT infrastructure no longer hosted or supported by the PGO.
With the EUACI support, SAPO has completed a major upgrade of its IT infrastructure, including structured cabling system, network and server environments, and power and cooling systems.
SAPO is currently finalizing the deployment of its independent enterprise core services such as directory and user management, email, and network security. The next step is the implementation of a modern, secure, and reliable enterprise IP telephony system.
To ensure compatibility with the existing architecture and provide a scalable, resilient communications platform, SAPO plans to deploy an enterprise level platform to support secure real-time voice communications, SIP and legacy telephony integration, advanced security mechanisms, and future expansion while maintaining high service availability and performance.
The implementation of this solution will strengthen SAPO’s operational resilience, enhance the security of voice communications, and complete a key component of its independent IT infrastructure. SAPO requested the EUACI support for the supply, deployment, and commissioning of the enterprise IP telephony system.
To this end, the EUACI is seeking a qualified system integrator to deliver the project in accordance with the technical requirements and industry best practices.
Objective
The objective of the project is to strengthen SAPO’s operational resilience by deploying a modern, secure, and scalable enterprise IP telephony system that provides reliable voice communications, enhances information security, and integrates with its IT infrastructure.
The project will establish a resilient on-premises communications platform based on enterprise-level technologies and contribute to building an independent, sustainable, and future-ready communications environment for SAPO.
Scope of work
The selected contractor shall be responsible for the supply and deployment of a secure enterprise IP telephony system for SAPO based on the approved technical architecture.
The scope of work shall include, but not be limited to:
- Supply of the required hardware, software licenses, and related components in accordance with the technical specifications (Appendix 1).
- Installation and configuration of an IP telephony platform.
- Integration of the solution with SAPO’s existing enterprise IT environment and telecommunications infrastructure.
- Configuration of secure voice services, SIP connectivity, call routing, and associated security mechanisms.
- Testing, validation, and commissioning of the implemented solution to ensure compliance with functional and performance requirements.
- Preparation of technical documentation and knowledge transfer to SAPO IT personnel.
- Provision of warranty and vendor-supported maintenance services in accordance with the technical requirements.
The implementation shall follow industry best practices and ensure a secure, reliable, and scalable communications environment for SAPO.
Deliverables
The contractor shall deliver the following:
- Enterprise IP Telephony Solution:
- Supply and deployment of the required hardware, software licenses, and related components in accordance with the approved technical specifications.
- Installed and Configured System:
- A fully installed, integrated, configured, and operational IP telephony platform, including secure voice services and SIP connectivity.
- Tested and Commissioned Environment:
- Successful completion of system testing, validation, and commissioning, demonstrating compliance with the agreed technical and functional requirements.
- Technical Documentation:
- Delivery of configuration documentation, network diagrams, implementation records, and operational guidelines for the deployed solution.
- Knowledge Transfer:
- Training and handover sessions for SAPO IT personnel covering system administration, operation, and basic troubleshooting.
- Warranty and Support:
- Provision of manufacturer-backed warranty and support services in accordance with the contractual and technical requirements.
Budget, timeframe, and location
The maximum budget for the assignment all included may not exceed EUR 30,000. The Tenderer’s financial proposal shall include all costs for a fee and project-related reimbursable expenses.
The assignment will start following a notification issued by the EUACI, but not earlier than the date of signing the contract between the EUACI and the Supplier. The tentative start date is 15 August 2026. All activities envisaged under this contract shall be completed with a total duration of up to 3 months. The project activities are expected to take place at SAPO’s premises in Kyiv.
The consultant may request an advance payment of up to 30% of the total cost upon contract signing. The remaining 70% will be paid after the goods and services are delivered in accordance with the requirements outlined in the Scope of Work and Deliverables of this TOR.
All payments are subject to verification of deliverable completion and approval by both SAPO and the EUACI.
Reporting and management
The performance of the Contractor will be judged upon reaching the purpose of this contract as well as obtaining its results, as indicated in the section Objective and Deliverables herein respectively. Moreover, the performance of the Contractor will be judged upon the successful implementation of all the specific activities indicated in section Scope of work of this document.
By signing the contract, the Consultant agrees to hold in trust and confidence any information or documents disclosed to the Consultant or discovered by the Consultant or prepared by the Consultant in the course of or as a result of the implementation of the contract, and agrees that it shall be used only for the contract implementation and shall not be disclosed to any third party. The Consultant also agrees not to retain copies of any written information or prototypes in its archive and for its use.
In the period until acceptance, the EUACI, Contractor, and SAPO will hold regular project group meetings to exchange information and seek to clarify any questions of whatsoever nature. The purpose of the project group meetings is to ensure follow-up on any activities between the meetings, and to maintain a common overview of the current stage of the project at a detailed level, based on the applicable detailed schedule, and to ensure the day-to-day progress.
How to apply
The deadline for submitting the proposals is 04 August 2026, 17.00 Kyiv time. All interested companies should submit:
- Filled and signed Appendix 1: Forms for Letter of Tender
The proposal shall include the aforementioned information and should be submitted within the above deadline to [email protected] CC to [email protected] indicating the subject line: SAPO IP telephony system.
Bidder will receive an auto-reply from the [email protected] mailbox when the offer has been received. If you do not receive an auto-reply, your offer was not received and you should contact the EUACI by phone.
Bidding language: English.
Any clarification questions regarding the bid request should be addressed to [email protected], not later than 27 July 2026 17.00 Kyiv time.
Evaluation criteria
The key selection criteria for the supplier are:
- Compliance of a supplier with requirements outlined in Appendix 1.
- Compliance of the hardware and software with the technical specifications outlined in Appendix 1.
- Best price.