Upgrade and migration of seven windows server 2012 virtual machines to windows server 2025 and supply of ten windows 11 pro licenses

SCM enquiries:

• Contact: Esona Zandile
• Email: [email protected]
• Telephone: 011 838 1383/4/5

Technical enquiries: same contact as SCM (Esona Zandile, [email protected]).

Submission: electronic to [email protected], attention Esona Zandile.

Submission method: electronic only, to the Supply Chain Management Unit.

Submission email: [email protected]

Closing date: 16 October 2026 at 12:00 (noon). Late quotations are not accepted under any circumstances.

Documents must not exceed 10 MB.

Returnable forms (all must be completed, signed and returned with the quotation; omission leads to disqualification):

• SBD 1 (Invitation to Bid): captures bidder and contact details; signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims preference points for specific goals under the 80/20 system.
• Valid Tax Clearance Certificate (or SARS Tax Compliance Status PIN / CSD number).
• Proof of registration on the Central Supplier Database (CSD).
• Original or certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs).

Disqualification risks:

• Any required form missing or unsigned.
• Quotation received after the closing time.
• Failure to complete and return all required documents.
• Bidders who are persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

Evaluation stages:

1. Functionality evaluation (minimum qualifying score: 70 out of 100 points). Bidders scoring below 70 are disqualified and not evaluated on price and specific goals.
2. Price and specific goals evaluation (80/20 preference point system).

Functionality criteria (total 100 points):

• Company Experience (20): 8+ years (20), 5–8 years (10), <5 years (5).
• Methodology and Project Plan (25): comprehensive covering all phases (25), adequate with minor omissions (15), basic with significant gaps (10), none (0).
• Skills and Certifications (20): 3+ relevant Microsoft certifications and team with >5 years' similar experience (20), 2 certifications and 3–5 years' experience (15), relevant experience but no certifications (5), no evidence (0).
• Service Level Agreement (15): comprehensive with defined response/resolution times, escalation, dedicated resources (15), detailed with minor omissions (10), none (0).
• Reference Letters (20): 5+ for similar projects (20), 3–4 (15), 1–2 (10), none (0).

Price and specific goals (total 100 points):

• Price: 80 points.
• Specific goals: 20 points.

Specific goals breakdown:

• Black Ownership: 10 points (100% black-owned entities score full 10; 51%–99.99% score 4).
• 30% Black Women Ownership: 4 points.
• Youth Ownership: 3 points.
• Disability 30% Ownership: 3 points.

Scope: Upgrade and migrate seven (7) Windows Server 2012 virtual machines to Windows Server 2025, and supply ten (10) Microsoft Windows 11 Pro licenses for the National Arts Council (NAC).

Discovery and assessment:

• Conduct a full assessment of the existing server environment.
• Inventory all seven VMs: hostname, IP addressing, current OS version, installed roles/features, applications/services, storage/data volumes, user dependencies.
• Identify application, database, network and user dependencies.
• Assess backup, restore, disaster recovery and rollback requirements.
• Verify current server licensing and hardware compatibility.

Design and migration planning:

• Develop a migration strategy and implementation plan.
• Produce a detailed migration runbook.
• Identify risks and mitigation measures.
• Define migration sequencing and cutover procedures.
• Provide rollback procedures for each workload.

Server build and configuration:

• Deploy and configure Windows Server 2025 virtual machines.
• Configure all necessary server roles and services.
• Implement security hardening and Microsoft best practices.
• Configure monitoring and system management settings.
• Ensure compatibility with existing applications and business systems.

Migration and upgrade:

• Migrate seven (7) production virtual machines and associated workloads.
• Migrate Active Directory, DNS, DHCP, file shares, group policies, application services, and databases where applicable.
• Validate application functionality after migration.
• Minimise downtime; execute migration during an agreed maintenance window.

Testing and validation:

• Conduct functional testing and support user acceptance testing (UAT).
• Validate server performance and availability.
• Test backup and restore procedures.
• Confirm all services operate correctly before project closure.

Decommissioning:

• Decommission legacy servers after successful migration.
• Remove obsolete server configurations.
• Ensure secure disposal of server data where applicable.
• Update system documentation.

Windows 11 Pro licenses:

• Licenses must be genuine and sourced through authorised Microsoft channels.
• Must include proof of entitlement.
• Must support activation on existing organisational endpoints.
• Must be transferable to NAC equipment in accordance with Microsoft licensing terms.

Deliverables:

• Current state assessment report.
• Detailed migration plan and project schedule.
• Server build documentation.
• Migration execution report.
• Testing and validation report.
• Updated infrastructure documentation.
• Knowledge transfer session.
• Windows 11 Pro license documentation.
• Final project closure report.

Post-implementation support: minimum 30 days, including resolution of migration-related defects, technical assistance during stabilisation, and handover support.

Project duration: 8 to 12 weeks from date of appointment, unless otherwise agreed with NAC.

Pricing schedule (prices to be quoted excluding VAT; VAT at 15% added):

1. Assessment of existing Windows Server 2012 Virtual Environment – quantity 1.
2. Development of Migration and Implementation Plan – quantity 1.
3. Upgrade and Migration of Seven (7) Windows Server 2012 Virtual Machines to Windows Server 2025 – quantity 7.
4. Configuration and Optimisation of Windows Server 2025 Environment – quantity 7.
5. Migration of Roles, Services, Applications, and Data – quantity 1.
6. Testing, Validation, and User Acceptance Testing (UAT) – quantity 1.
7. Documentation and Knowledge Transfer – quantity 1.
8. Microsoft Windows 11 Pro Licenses – quantity 10.

Price Declaration Form: total RFQ price must be stated (compulsory) and must match the total in the pricing schedule; if they differ, the declared total is considered correct.

No bid security, guarantee, retention or payment terms are stated.

Mandatory compliance:

• Valid Tax Clearance Certificate (or SARS Tax Compliance Status PIN / printed TCS certificate, or CSD number where no PIN is available).
• Proof of registration on the Central Supplier Database (CSD).
• Original or certified B-BBEE certificate, or sworn affidavit for EMEs/QSEs, to claim preference points.
• Completed and signed SBD 1, SBD 4 and SBD 6.1 forms.
• Bidders must not be persons in the service of the state, nor companies/close corporations with directors/members in the service of the state.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bidders must demonstrate experience in Microsoft Windows Server migration projects, experience migrating Active Directory and related Microsoft workloads, relevant Microsoft certifications, and ability to provide post-implementation support.
• B-BBEE specific goals: Black Ownership (10 points), 30% Black Women Ownership (4), Youth Ownership (3), Disability 30% Ownership (3).

No CIDB grading, CIPC registration, or local content requirements are stated.