Supply and delivery of a mimecast mega plan for 50 users to secure agrément south africa's office 365 email platform for 36 months

Returnable documents:

• SBD 4 (Bidder's Disclosure): declares whether any director, shareholder, or controlling person is employed by the state, has a relationship with the procuring institution, or has an interest in a related enterprise. A false declaration disqualifies the bid.

Disqualification risks:

• Being listed on the Register for Tender Defaulters or the List of Restricted Suppliers.
• Submitting a false or incomplete disclosure.

No evaluation criteria are stated in the document.

No technical specifications are stated in the document.

No specific compliance requirements are stated in the document.

Returnable documents:

• SBD 6.1 (Preference Points Claim Form): completed, signed and submitted with the quotation to claim preference points for specific goals. Failure to submit proof with the tender means no specific goal points are claimed.

Submission method and address: not stated in the document.

Evaluation uses the 80/20 preference point system.

• Price: 80 points
• Specific goals: SMMEs 10 points, >50% Black female ownership 5 points, >50% Black youth ownership 5 points
• Total: 100 points

To claim specific goal points, bidders must qualify as an SMME, have >50% Black female ownership, or have >50% Black youth ownership, and provide supporting documentation. The organ of state may require substantiation of any preference claim at any time.

Specific goal eligibility:

• SMME (as defined in the relevant legislation)

• 50% Black female ownership

• 50% Black youth ownership

Supporting documentation must be submitted with the tender to claim these points.

Preference points are available for specific goals under the 80/20 system: SMMEs (10 points), >50% Black female ownership (5 points), >50% Black youth ownership (5 points). Bidders must provide supporting documentation with the tender to claim these points; otherwise no points are awarded. The organ of state may request substantiation of any claim.

The 80/20 preference point system applies. Points are allocated as follows: Price 80 points; Specific Goals: SMMEs 10 points, >50% Black female ownership 5 points, >50% Black youth ownership 5 points. Total 100 points. Bidders must submit proof to claim specific goal points; failure to do so means no points are claimed. The organ of state may require substantiation of claims at any time.

The document is the General Conditions of Contract for the procurement of a Mimecast Mega Plan for 50 users for Agrément South Africa's Office 365 email platform, for 36 months. It sets out the contractual terms and conditions that will apply to the successful bidder.

Closing date: 28 October 2026 at 12:00.

No briefing session or site visit is stated in this document.

No contact details are provided in this document.

Returnable documents:

• General Conditions of Contract, signed by an authorised representative, must be submitted with the bid.
• Bid/quotation cover letter must declare that the bidder had no access to any Agrément South Africa proprietary information that could unfairly advantage them.
• The bidder's technical response must include declarations confirming honest conduct, adequate resources, compliance with statutory requirements, disclosure of interests, and confidentiality.

Submission method: not stated in this document.

Closing time: 12:00 on 28 October 2026 (from tender record).

Evaluation and award:

• Agrément South Africa may award to a bidder that did not score the highest total points, but only in accordance with section 2(1)(f) of the PPPFA.
• ASA may negotiate with one or more preferred bidders on any terms, including price, without offering the same opportunity to other bidders.
• ASA may accept part of a tender rather than the whole.
• ASA may carry out site inspections, product evaluations or explanatory meetings to verify the nature and quality of services, before or after adjudication.
• ASA may correct mistakes in bid documents at any stage.
• ASA may cancel or terminate the tender process at any stage, including after closing, presentations, evaluation, or notification of preferred bidders.
• ASA may award to multiple bidders based on size or geographic considerations.

No specific scoring split or minimum qualifying score is stated in this document.

Scope: Appointment of a service provider to assist Agrément South Africa in procuring a Mimecast Mega Plan for 50 users to ensure email cybersecurity and resilience for ASA's Office 365 email platform, for a period of 36 months.

Service Level Agreement requirements:

• Upon award, ASA and the successful bidder will negotiate and conclude an SLA based on the draft service level indicators in the tender pack.
• The SLA must include: resources allocated to ASA, details of inclusions and exclusions, and standard turnaround times.
• ASA reserves the right to accept or reject any amendments or additions proposed by a bidder if unacceptable or posing a risk.

ASA requires bidders to declare in their technical response that they will:

• Act honestly, fairly, and with due skill, care and diligence in ASA's interests.
• Have and effectively employ the resources, procedures and appropriate technological systems for proper performance.
• Act with circumspection and treat ASA fairly in conflicting interests.
• Comply with all applicable statutory or common law requirements.
• Make adequate disclosures of relevant material information, including actual or potential own interests.
• Avoid fraudulent and misleading advertising, canvassing and marketing.
• Conduct business activities with transparency and uphold ASA's interests as a client before any other consideration.
• Not use or disclose information acquired from ASA without written consent.

No specific financial requirements (bid security, bonds, guarantees, retention, payment terms, turnover) are stated in this document.

Tax compliance:

• No tender shall be awarded to a bidder who is not tax compliant.
• ASA may withdraw an award or cancel a contract if the bidder was not tax compliant at award, submitted a fraudulent tax clearance certificate, or verification against the Central Supplier Database (CSD) proves non-compliant.
• ASA may cancel a contract if the bidder does not remain tax compliant for the full term.

Tender defaulters and restricted suppliers:

• No award to a bidder whose name (or any member, director, partner, trustee) appears on the Register of Tender Defaulters kept by National Treasury, or who is on National Treasury's List of Restricted Suppliers.
• ASA may withdraw an award or cancel a contract if the bidder is blacklisted with National Treasury by another government institution.

Conflict of interest, corruption and fraud:

• ASA may disqualify a bidder who engages in collusive tendering, anti-competitive conduct, seeks unlawful advantage, offers inducements, or has been found guilty of fraud or forgery.

Bidder declaration:

• The bidder must sign a declaration confirming honest conduct, effective use of resources, compliance with law, disclosure of interests, avoidance of fraudulent marketing, transparency, and confidentiality of ASA information.

No specific health and safety requirements are stated in this document. The content provided relates to conflict of interest, corruption, fraud, tax compliance, and tender defaulters, which are covered under complianceRequirements.

Penalty clause and availability of funds:

• If commissions payable to ASA are not adhered to, penalties will be enforced as stated in the SLA.
• ASA may terminate or suspend services if funds are no longer available or if the service is not according to specifications; the successful bidder is entitled to payment for services delivered up to the date of cancellation or suspension.

ASA may award to a bidder that did not score the highest total points, only in accordance with section 2(1)(f) of the PPPFA. ASA may negotiate with preferred bidders on any terms, including price, without offering the same opportunity to others. ASA may accept part of a tender, carry out site inspections or product evaluations, correct mistakes, cancel or terminate the process at any stage, and award to multiple bidders based on size or geographic considerations.