RFI: mimecast cloud email archiving, continuity, sync & recovery solution for 4500 users (5-Year contract)

Enquiries and submissions: Email [email protected], Attention: SCM Demand Management. Reference specific paragraph numbers in enquiries where appropriate.

Submit responses via email to [email protected], addressed to SCM Demand Management. Only the Original Equipment Manufacturer (OEM) or accredited Mimecast partners/resellers are eligible to respond. Bidders must indicate their bidding structure (individual, joint venture, consortium, subcontractors, or other) and provide full company details: name, registration number, VAT number, contact person, telephone, fax, email, postal and physical addresses. For joint ventures/consortia, provide details for each member. Subcontractors must also be fully detailed. Disqualification risks: Failure to meet mandatory OEM accreditation, provide required documentation, or submit in the specified format.

Scope: Provide a Mimecast cloud-hosted email archiving, continuity, synchronization, and recovery solution for 4500 users in a Microsoft Office 365 environment for 5 years. Key requirements:

• Solution must be pure SaaS (no on-premises infrastructure), hosted in South Africa, and fully POPIA-compliant.
• Components: Cloud-hosted email archiving, continuity (failover/DR), synchronization, and recovery.
• Features: 99.9% uptime SLA, seamless Office 365 integration, real-time sync, automatic failover/failback, 24/7 monitoring, centralized dashboard, per-user licensing, web-based emergency inbox, self-service recovery portal, end-to-end encryption (TLS and at rest), anti-malware/anti-phishing, SSO/MFA, legal hold, eDiscovery, audit trails, tamper-proof logs, 30-day minimum retention (customizable), scalable storage, granular restore (single email/mailbox/bulk), point-in-time recovery, dual archiving, and high-speed data transfer.
• Integration: Full compatibility with Microsoft Exchange Online, Outlook, SharePoint, OneDrive, Teams, and existing backup/archiving solutions.
• Implementation: Must be completed within 60 days of contract signing, including data migration, testing, UAT, and go-live support with hypercare period.
• Support: Post-implementation services include advanced configuration, performance tuning, troubleshooting, workshops, and health-checks. Response/resolution times: Priority 1 (15 min/1 hr), Priority 2 (30 min/2 hr), Priority 3 (45 min/6 hr), Priority 4 (60 min/10+ hr).
• Training: Structured end-user and administrator training (virtual/in-person), including live sessions, manuals, quick guides, recorded sessions, and technical documentation. Covers email access during outages, self-service recovery, archive search, role configuration, retention/legal hold, security, reporting, and troubleshooting.
• Exit Strategy: Full data export in vendor-neutral format (e.g., PST) with metadata, audit logs, and retention policies. Minimum 30-day transition assistance.

Mandatory requirements (disqualification if not met):

• Bidder must be the OEM (Mimecast) or an accredited Mimecast partner/reseller. Valid, non-expired documentary proof of accreditation is required, and accreditation must remain valid throughout the contract. RAF may verify authenticity with Mimecast.
• Bidder must provide at least two (2) reference letters for Mimecast Cloud-Hosted Email Archiving, Continuity, Synchronisation, and Recovery Solution implementations/management within the last 7 years. References must include nature of work, date/year of service, and contact details for verification. International references of similar scale are acceptable.
• Solution must be delivered as pure SaaS with no on-premises infrastructure.

General compliance:

• Must be registered on the National Treasury Central Supplier Database (CSD).
• Tax matters must be in order at submission.
• Companies/directors listed on the National Treasury Register for Restricted Suppliers and/or Tender Defaulters will be disqualified.
• Solution must comply with POPIA and all applicable data protection/privacy laws. All data must be hosted in South Africa.