Provision of mimecast license renewal and support services for the community schemes ombud service (csos) for a period of three years

{

"closingDate": "29 September 2026",

"closingTime": "12:00",

"briefingSession": null

}

{"name":"DR Disaster","email":"[email protected]","phone":null,"department":"Y SCHEMES OMBUD SERVICE","address":"RENEWAL AND SUPPORT SERVICES FOR A PERIOD OF THREE YEARS."}

Bids must be placed in the tender box at the CSOS office (Die Anker Building, 1279 Mike Crawford Road, Centurion) on or before the closing date and time. Late bids will not be accepted and will be returned unopened. Bidders must submit one original copy of the bid document. All communication must be in writing; any communication with officials or advisory persons between closing and award is discouraged. Bids must remain valid for 120 days after closing.

Response format and submission requirements: Proposals must be submitted in the prescribed format. Standard bidding documents attached with Terms of Reference must be completed in full. Bidders are required to submit one (1) original copy of the bid document. The following documents must be completed and submitted with the bid: Valid B-BBEE certificate issued by an accredited SANAS verification agency / Sworn Affidavit signed by the EME representative and attested by a Commissioner of Oath / B-BBEE certificate issued by CIPC; Proof of registration on the National Treasury Central Supplier Database (CSD summary report or CSD number); Valid tax pin number/letter; Fully completed SBD Documents (1, 3.3, 4 and 6.1). Failure to comply with mandatory and functionality requirements will result in disqualification.

Functionality (100 points) assessed on methodology (40 points) and experience (60 points). Methodology: all five components adequately addressed (5 points) vs not adequately addressed (0 points). Experience: client reference letters must confirm delivery or satisfaction with Mimecast solution. Specific goals and points allocation are detailed in Table 6 of the tender document.

2.1. The Community Schemes Ombud Service (CSOS) is established in terms of the

Community Schemes Ombud Service Act, 2011 (Act No. ), to regulate the

conduct of parties within community schemes and to ensure good governance within

community schemes. To deliver on its mandate, key priorities of the organisation include:

2.1.1. Regulation of all community schemes.

2.1.2. Provision of Dispute Resolution Services.

2.1.3. Quality assurance and safekeeping of scheme governance documentation.

2.1.4. Providing members with access to scheme governance documentation; and

2.1.5. Ensuring good governance within community schemes.

3. Purpose of this request for proposal (RFP).

3.1. The purpose of this Request for Proposal (RFP) is to appoint a Mimecast partner for:

3.1.1. The provision of Mimecast licensing and support services for a period of 3 years.

4. Csos overview.

4.1. Current mimecast overview

4.1.1. CSOS email is hosted on the Microsoft Office 365 Exchange Online environment, and

Mimecast serves as the email archiving and threat protection platform for CSOS.

4.1.2. Mimecast currently provides for Email Security, Continuity, Branding and Archiving

services via the Cyber Resilience Pro Plan to the CSOS.

4.1.3. The CSOS also currently utilises the following functionality within the solution:

4.1.3.1. Human Risk Threat analysis;

4.1.3.2. Governance, Compliance & Insights (GCI);

4.1.3.3. Engage Core for training;

4.1.3.4. Stationery for email signatures; and

4.1.3.5. Web security.

4.1.4. The CSOS is currently licensed for 340 operational mailboxes and anticipates growth to

approximately 360 mailboxes in the next three years.

4.2. Current mimecast details

4.2.1. The Current Mimecast details are as Table 2 below:

Table 2

Account Name Community Schemes Ombud Service

Mimecast ID 03-0009-00187

Account Code CSA9A187

The appointment of a service provider for provision of mimecast license renewal and support

Services for a period of three years

5.1. Mimecast currently provides for Email Security, Continuity, Branding and Archiving

services via the Cyber Resilience Pro Plan.

5.2. The CSOS Mimecast service to be licensed for this period is the Premium Protection

Cloud Gateway plan with Advanced OEM support.

5.3. The Mimecast assisted implementation must incorporate migrating from the current plan

(Cyber Resilience Pro Plan) to the new plan (Premium Protection Cloud Gateway

plan).

5.4. The Premium Protection Cloud Gateway Plan service includes:

Existing services

5.4.1. Data Archive – A1

5.4.2. DMARC Analyzer – T4

5.4.3. Advanced OEM support

New Services

5.4.4. Mimecast Engage Pro

5.4.5. Incydr Professional content inspection

5.4.6. Incydr Instructor

5.4.7. Incydr Email Integration - Office365

5.4.8. Incydr OneDrive Add-On

5.4.9. Mimecast Assisted Implementation

5.5. Maintain Mimecast Central Customer Community and Mimecast Knowledge Base with

advanced OEM support.

5.6. These services must cover the existing and anticipated staff count as projected for the

three-year period. See pricing schedule.

5.7. The service outcomes of implementing the proposed solution include:

5.8. 100% Virus Filtering;

5.9. 99% Anti-Spam with 0.0001% false positives;

5.10. Always-on Email With 100% Uptime SLA;

5.11. Stationery and Disclaimer Management;

5.12. Immutable Compliant Archiving, with 99-year retention;

5.13. Employee Self-Service with Access from Outlook, Web Portal, Mobile Devices;

5.14. Malicious links or URL that originate via email and web;

5.15. Information protections with Data Leak Prevention, Secure Messaging and Large file

send;

5.16. Ongoing training and skills transfer to CSOS internal ICT team;

The appointment of a service provider for provision of mimecast license renewal and support

Services for a period of three years

5.17. Attachment protection/ Sandboxing and Safe File Conversion; and

5.18. Impersonation/Whaling Protection that generally occurs via spoofing, CEO Fraud, or

compromised email accounts.

5.19. Bidder service deliverables

5.19.1. One-off assessment of the Mimecast service utilisation and recommendations to increase

the solution adoption and utilisation.

5.19.2. Migration from current services to the new service with the implementation of the new

services in the new plan.

5.19.3. Quarterly analysis of the Human Risk Threat module with recommendations for the CSOS

to implement in an effort to mitigate identified risks including preparation of communication

or awareness material to be distributed to employees;

5.19.4. Devise enhancement strategies for the Engage Core module that will increase employee

training engagements and produce results-based outcomes in decreasing the Human

Risk behaviour scores;

5.19.5. Enhance the stationery and disclaimer management solution;

5.19.6. Review the Governance and Compliance module to ensure policies are configured to

minimise human intervention.

6. Supply chain management compliance requirements

6.1. Bidders must comply with the following compliance requirements prior to evaluation in

mandatory requirements.

Table 3

Documents required Submitted Y/N

Valid B-BBEE certificate issued by an accredited SANAS verification

agency /Sworn Affidavit signed by the EME representative and attested

by a Commissioner of Oath/B-BBEE certificate issued by the Companies

and Intellectual Property Commission (CIPC)

Proof of registration on the National Treasury Central Supplier Database

(provide CSD summary report or CSD number)

Valid tax pin number/letter

Fully completed SBD Documents ( 1, 3.3 , 4 and 6.1)

The appointment of a service provider for provision of mimecast license renewal and support

Services for a period of three years

7. Mandatory requirement

7.1. Bidders must attach the documentation listed below to be evaluated further. Failure to

comply with the mandatory requirements will result in disqualification, and the bid will not

proceed to functionality, price, and preference point evaluation.

Table 4

NO mandatory requirement comply /

Not comply

(Y/n)

1. Bidder must submit a Mimecast letter clearly indicating the

partner program, tier and duration of the partnership.

This will be verified by the CSOS.

pages/section in ng

proposal? points

(out of

Methodology A proposal must be submitted and must cover all key areas State page (s) 40

stipulated below: number..............

proposal to demonstrate Key Areas: section/

the knowledge of the key 1) One-off assessment and report with recommendations tab......................

enhancement areas within 2) Training and Skills transfer of the CSOS ICT team on your proposal.

the Mimecast solution and 3) Human Risk Threat module enhancements

how they will meet the 4) Engage Core module Enhancements

requirements to have 5) Governance and Compliance module configurations

them implemented.

Evaluation Criteria:

1. Any of the components on the methodology not

pages/section in ng

proposal? points

(out of

adequately addressed (0 points)

2. All five (5) components on the methodology adequately

addressed (5 points)

Experience of the bidder Client reference letters must conform to the following State page (s) 40

criteria: number..............

Bidders to demonstrate 1) On the client's letterhead with a contactable reference. .. or State

successful implementation 2) Confirms Mimecast implementation or support. section/

or support of the Mimecast 3) Client must expressly confirm delivery or satisfaction by tab......................

solution. the bidder for Mimecast solution deployment or support: on your proposal.

Functionality criteria no.1 Attachment.

• METHODOLOGY: The bidder must submit a proposal to demonstrate the knowledge of the key

enhancement areas within the Mimecast solution and how they will meet the requirements to have them

implemented.

8.2.1. Compliance with the RFP document, including provision of all information requested in

this RFP.

8.2.2. Demonstrated ability to provide services and expertise as listed in this RFP.

8.2.3. Qualifications, experience, and in particular those staff proposed to be generally handling

the contract.

8.2.4. Reference checks.

8.3. Evaluation Process of Bids Received

8.3.1. Stage 1.

which the bidder obtained Evaluation Criteria: tab......................

their Mimecast partner 1) Less than 1 year of experience (0 points) on your proposal.

certification. 2) 1 - 2 years’ experience (1 point)

3. 3 – 4 years’ experience (2 points)

4. 5 – 6 years’ experience (3 points)

5. 7 - 8 years’ experience (4 points)

6. More than 9 years of experience (5 points)

Total 100

Minimum threshold 70%

Functionality criteria no.2 Attachment.

• EXPERIENCE OF THE BIDDER: Bidders to demonstrate successful implementation or support of the

5.4.4. Mimecast Engage Pro

5.4.5. Incydr Professional content inspection

5.4.6. Incydr Instructor

5.4.7. Incydr Email Integration - Office365

5.4.8. Incydr OneDrive Add-On

5.4.9. Mimecast Assisted Implementation

5.5. Maintain Mimecast Central Customer Community and Mimecast Knowledge Base with

advanced OEM support.

5.6. These services must cover the existing and anticipated staff count as projected for the

three-year period. See pricing schedule.

5.7. The service outcomes of implementing the proposed solution include:

5.8. 100% Virus Filtering;

5.9. 99% Anti-Spam with 0.0001% false positives;

5.10. Always-on Email With 100% Uptime SLA;

5.11. Stationery and Disclaimer Management;

5.12. Immutable Compliant Archiving, with 99-year retention;

5.13. Employee Self-Service with Access from Outlook, Web Portal, Mobile Devices;

5.14. Malicious links or URL that originate via email and web;

5.15. Information protections with Data Leak Prevention, Secure Messaging and Large file

send;

5.16. Ongoing training and skills transfer to CSOS internal ICT team;

13.1. The CSOS Project Manager’s responsibilities will include:

13.1.1. Providing the service provider with all appropriate advice and information pertinent to the

success of this project as well as assisting in setting up meetings with key management

staff.

13.2. The Service Delivery Manager Responsibilities will include:

13.2.1. conduct joint inspections with the CSOS on all Services rendered, upon request;

13.2.2. attend to any deficiencies within twenty-four (24) hours, or a lesser period, of written

notification from the CSOS;

13.2.3. ensure that the solution and any other third-party relevant licences are licensed and up to

date for the duration of the Agreement;

13.2.4. ensure that the Services does not disrupt the business or negatively affect the

performance of the CSOS; and

13.2.5. Ensure that the service is always delivered in an effective and efficient manner in line with

the SLA.

19.4. All communication between the Bidder(s) and CSOS must be done in writing.

19.5. Whilst all due care has been taken in connection with the preparation of this bid, CSOS

makes no representations or warranties that the content of the bid or any information

communicated to or provided to Bidder(s) during the bidding process is, or will be,

accurate, current or complete. CSOS, and its employees and advisors will not be liable

with respect to any information communicated which may not accurate, current or

complete.

19.6. If Bidder(s) finds or reasonably believes it has found any discrepancy, ambiguity, error or

inconsistency in this bid or any other information provided by CSOS (other than minor

clerical matters), the Bidder(s) must promptly notify CSOS in writing of such discrepancy,

ambiguity, error or inconsistency in order to give CSOS an opportunity to consider what

corrective action is necessary (if any).

19.7. Any actual discrepancy, ambiguity, error or inconsistency in the bid or any other

information provided by CSOS will, if possible, be corrected and provided to all Bidder(s)

without attribution to the Bidder(s) who provided the written notice.

19.8. All persons (including bidder(s) obtaining or receiving the bid and any other information in

connection with the bid or the tendering process must keep the contents of the bid and

other such information confidential, and not disclose or use the information except as

required for the purpose of developing a proposal in response to this bid.

(Professional Services)

Name bidder: .........................................................................................................................

Bid NO: CSOS005-2026: the appointment of a service provider for provision of mimecast license renewal and support services for a

Period of three years.

Offer to be valid for 120 days from the closing date of bid.

Item description bid price in RSA currency

NO inclusive of value-added tax

1. Services must be quoted in accordance with the attached terms of reference.

2. Total cost of the assignment (R inclusive VAT) R........................................... (AS PER TOTAL OF SUMMARY COST SCHEDULE)

Pricing schedule - licensing

Service year 1 cost year 2 cost year 3 cost total cost

(Annual) (Annual) (Annual) (3 YEARS)

340 Mailboxes 350 mailboxes 360 Mailboxes

Premium Protection Cloud Gateway plan with R R R R

Advanced OEM support

Any other related costs (bidder to specify) R R R R

Subtotal R

VAT @ 15% if applicable R

Total inclusive of VAT R

Pricing schedule - support

Service year 1 cost year 1 cost year 2 cost year 2 cost year 3 cost year 3 cost total cost

(Quarterly) (Annual) (Quarterly) (Annual) (Quarterly) (Annual) (3 YEARS)

Support Services and R R R R R R R

Consultancy

(Assessment and

Quarterly Consultancy)

Any other related R R R R R R R

costs (bidder to

specify)

Subtotal R

VAT @ 15% if applicable R

Total inclusive of VAT R

Summary cost schedules

Service grand total cost (incl. VAT)

Schedule 1: Licensing R

Schedule 2: Support R

Any other costs R

Total bid price (incl. VAT) r

NB: The above summary cost schedule will be used for evaluation purposes; bidders are required to complete all the schedules in full and transfer the totals into

the summary cost schedule. Failure to comply with this requirement will invalidate your bid

Signature date

-3-

1. The financial proposal for this assignment should cover all assignment activities as per the Terms of Reference.

2. Period required for commencement with project after acceptance of bid_______________

3. Are the rates quoted firm for the full period? Yes/No

4. If not firm for the full period, provide details of the basis on which Adjustments will be applied for, for example, consumer price index.

Technical enquiries regarding bidding procedures may be directed to:

Ms Nonyameko Ngxeke

Tel: (010) 593 0533

E-mail address: [email protected]

Supply Chain queries may be directed to:

Ms. Ntokozo Hlangwane

Tel: 010 593 0533

Email: [email protected]

Please refer to the attached terms of reference for more information.

3 | P a g e

10.2. All pricing must be quoted in South African Rand (ZAR), inclusive of all applicable taxes

where relevant, and must clearly distinguish between once-off costs, recurring monthly

costs, annual costs, variable costs, and total cost over the full contract period.

Table 6

10.3. Bidders must ensure that their price schedules cater for all requirements necessary to

deliver a fully operational solution as specified in the minimum requirements, scope of

work, annexures and pricing schedules. Any omissions, pricing errors or assumptions not

expressly accepted by CSOS will be for the bidder’s account and may not be charged to

10.4. Bidders must clearly identify and price any variable costing components, optional items,

usage-based charges, once-off costs, recurring costs, support costs, licensing,

subscriptions, hosting, connectivity, infrastructure, implementation, transition and exit-

related costs. No hidden or unpriced cost components will be accepted.

10.5. All recurring and once-off prices must remain firm for the full contract duration unless an

escalation is expressly stated in the pricing schedule, justified by the bidder, and accepted

by CSOS during contracting.

10.6. Where escalation is proposed, the bidder must disclose the affected cost items, escalation

basis, calculation method, effective date, frequency and maximum percentage cap. Any

escalation linked to CPI, CPIX, foreign exchange, OEM increases or third-party supplier

increases must be supported by clear evidence and will be subject to CSOS review and

approval. Escalation not disclosed in the bid response will not be accepted after award.

10.7. For evaluation purposes, CSOS will evaluate the total cost of ownership for the full three-

year contract period, inclusive of all once-off, recurring, variable, implementation, support,

licensing, hosting, infrastructure, transition, exit and escalation costs disclosed by the

bidder.

10.8. Payment terms are 30 days from invoice and subject to an agreed payment plan based

on deliverables and project milestones.

10.9. Pricing schedule – licensing

Service year 1 cost year 2 cost year 3 cost total cost

(Annual) (Annual) (Annual) (3 YEARS)

340 Mailboxes 350 mailboxes 360 Mailboxes

10.10. Pricing schedule – support

Service year 1 year 1 year 2 year 2 year 3 year 3 total

Sbd 3.3

Pricing schedule

(Professional Services)

Name bidder: .........................................................................................................................

Bid NO: CSOS005-2026: the appointment of a service provider for provision of mimecast license renewal and support services for a

2. Period required for commencement with project after acceptance of bid_______________

3. Are the rates quoted firm for the full period? Yes/No

Payment Terms: Payment terms are 30 days from invoice and subject to an agreed payment plan based

on deliverables and project milestones.

The appointment of a service provider for provision of mimecast license renewal and support services for a period of

Three years

10.9. Pricing schedule – licensing

Service year 1 cost year 2 cost year 3 cost total cost

(Annual)

Minimum functionality/qualifying score: 70%

minimum qualifying score of 70%

Tax compliance status system pin code from the south african revenue service (SARS)

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing

Csd report reflecting eme or qse 51% or more black ownership for at least

Csd number

Csd number must be provided

CSD number)

Central supplier database (csd), a csd number must be provided

Central Supplier Database

Central Supplier Database (“the CSD”) and ensure that it remains registered for the

FUNCTIONALITY SCORE QUALIFICATION MEASUREMENT (what must be provided/

Proposals with obvious deviations from the pre-qualification and mandatory requirements

comply with the mandatory requirements will result in disqualification, and the bid will not

8.2.3. Qualifications, experience, and in particular those staff proposed to be generally handling

[A detialed csd report reflecting eme or qse 51% or more black own

[A detialed csd report reflecting eme or qse 51% or more black ownership for at least

B-BBEE Details: ING PROCEDURE ENQUIRIES MAY BE

Directed to technical enquiries may be directed to:

Contact contact

PERSON Ntokozo Hlangwane PERSON Nonyameko Ngxeke

Telephone telephone

Number (010) 593 0533 number (010) 593 0533

Facsimile facsimile

Number number

E-mail

E-MAIL ADDRESS [email protected] ADDRESS [email protected]

Supplier information

Name of bidder

Postal address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT

Registration

Number

Supplier tax central

Compliance compliance supplier

Or

Status system pin: database

No: MAAA

B-bbee status tick applicable box] b-bbee [tick applicable box]

Level status

Verification level

CERTIFICATE Yes No SWORN Yes No

Affidavit

[A detialed csd report reflecting eme or qse 51% or more black ownership for at least

One of the designated groups must be submitted in order to qualify for preference

Points for specific goals]

Sbd1

Are you a

Are you the foreign

Accredited based

Representative supplier

In south africa for the

For the goods goods

/SERVICES Yes No /SERVICES Yes No

/Works /works

Offered? [If yes enclose proof] offered? [If yes, answer part b:3]

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)?

Yes NO

Does the entity have a branch in the RSA?

Yes NO

Does the entity have a permanent establishment in the RSA?

Yes NO

Does the entity have any source of income in the RSA?

Yes NO

Is the entity liable in the RSA for any form of taxation?

Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a

Tax compliance status system pin code from the south african revenue service (SARS)

And if not register as per 2.3 Below.

Sbd1

Part b

Terms and conditions for bidding

Specific goals allocation under the 80/20 system: EME or QSE owned by 51% or more black person woman and/or youth and/or living with disability and/or military veteran: 17 points. EME or QSE owned by 51% black people living in rural or underdeveloped areas or township: 1 point. EME or QSE Cooperative owned by 51% or more black people: 1 point. EME or QSE owned by 51% or more black people in general, with focus in order of priority on Africans, Indians and coloureds: 1 point.

and Industry, be established during such enquiry / investigation, the onus will be on the

agreement will be deemed to be reached with any Bidder.

1.3. The CSOS reserves the right to amend, modify, withdraw or terminate this RFP or any of

the requirements set out herein at any time (and from time to time), without prior notice

and without liability to compensate or reimburse any Bidder or person.

1.4. Should this RFP be amended, the CSOS undertakes to publicize or send each Bidder in

writing the amended RFP. No oral amendments by the Bidder or the CSOS shall be

considered.

1.5. It is compulsory for a Bidder submitting a bid to be registered on the National Treasury’s

Central Supplier Database (“the CSD”) and ensure that it remains registered for the

duration of the services and/or contract, if successful.

1.6. The Bidder needs to ensure that it is tax compliant at the time of submitting its Bid and

remains tax compliant for the duration of the contract and/or services, if successful, and

undertakes to provide supporting documentation issued by the South African Revenue

Services (“SARS”) confirming it is tax compliant upon request by the CSOS.

1.7. The CSOS reserves the right to conduct site inspections or call for supporting

documentation in order to confirm any information provided by a Bidder in its response to

this Bid.

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

the CSOS 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.

1.9. Neither the CSOS nor any of its respective directors, officers, employees, agents,

representatives, or advisors will assume any responsibility for any costs or expenses

incurred by any party in or associated with preparing or submitting a Bid in response to

this RFP.

1.10. No entity or associated entities may be involved, whether directly or indirectly, in more

than one Bid in response to this RFP. Failure to comply with this requirement may, within

the sole discretion of the CSOS, result in disqualification of both entities.

2. Introduction

2.1. The Community Schemes Ombud Service (CSOS) is established in terms of the

Community Schemes Ombud Service Act, 2011 (Act No. ), to regulate the

conduct of parties within community schemes and to ensure good governance within

community schemes. To deliver on its mandate, key priorities of the organisation include:

2.1.1. Regulation of all community schemes.

2.1.2. Provision of Dispute Resolution Services.

2.1.3. Quality assurance and safekeeping of scheme governance documentation.

2.1.4. Providing members with access to scheme governance documentation; and

2.1.5. Ensuring good governance within community schemes.

3. Purpose of this request for proposal (RFP).

3.1. The purpose of this Request for Proposal (RFP) is to appoint a Mimecast partner for:

3.1.1. The provision of Mimecast licensing and support services for a period of 3 years.

agency /Sworn Affidavit signed by the EME representative and attested

by a Commissioner of Oath/B-BBEE certificate issued by the Companies

and Intellectual Property Commission (CIPC)

Late bids: Bids received after the closing date and time at the address indicated will not be accepted for consideration and, where practicable, will be returned unopened to the bidder(s).

Mandatory requirements: Bidders must submit a Mimecast letter clearly indicating the partner program, tier and duration of the partnership. This will be verified by the CSOS. Failure to comply will result in disqualification.

Evaluation: Proposals will be reviewed and evaluated using the 80/20 preference method by the CSOS Bid Evaluation Committee. Bidders may be invited to give written or oral presentations and/or participate in interviews. Evaluation criteria include compliance with the RFP, demonstrated ability to provide services, qualifications and experience of proposed staff, and reference checks. Stage 1: Proposals with obvious deviations from pre-qualification and mandatory requirements will be disqualified. Only bidders achieving a minimum qualifying score of 70% in functionality will be evaluated further on the 80/20 preference point system.