Renewal of the mine health and safety council's microsoft estate: 85 microsoft 365 e5 licences including audio conferencing, 85 microsoft 365 copilot add-on licences, 85 teams enterprise licences and 30 project plan 3 licences, together with tenancy management, copilot readiness, technical support and adoption reporting over three years, billed annually and priced vat-inclusive. Mhsc is extending generative AI to all users, so the appointed supplier must configure the tenant for copilot, run user and licence administration, meet defined support service levels and keep all data resident in south africa. The gate that decides eligibility is a valid microsoft partner or reseller certificate at closing, supported by csd registration and tax compliance, while the 80/20 preference system means the lowest compliant price takes the price points and up to 20 specific-goal points require a valid b-bbee certificate or certified sworn affidavit.
Key Requirements
Closing: 26 October 2026 at 11:00 — email-only submission to [email protected] with attachments capped at 150MB; late bids and bids sent to any other channel are rejected.
Mandatory technical gate: a valid Microsoft Partner/Reseller certificate or letter must be attached and still valid on the closing date — expired letters disqualify the bid.
Registration and tax: CSD registration is required before submission and a SARS tax compliance PIN or CSD supplier number must be captured on SBD 1; failure disqualifies, and each JV, consortium or subcontractor party must submit its own PIN and CSD number.
Preference points (80/20): 80 points for price and 20 for specific goals — black ownership up to 10 points, black women ownership up to 5 and youth ownership up to 5 — claimed on SBD 6.1 and supported by a valid B-BBEE certificate or certified sworn affidavit; missing proof means no points.
Scope and volumes to price: 85 Microsoft 365 E5 (including Audio Conferencing), 85 Copilot, 85 Teams Enterprise and 30 Project Plan 3 licences plus tenancy management and support, priced on SBD 3.3 for Year 1, Year 2, Year 3 and three-year totals inclusive of 15% VAT and with no hidden setup or enablement costs.
Service levels and data conditions: Priority 1 response within 1 hour and resolution within 4 hours, support 08:00–17:00 Monday to Friday with emergency cover, all MHSC data resident in South Africa, and confirmed commercial data protection with no human review and no model training on tenant data.
Timeline and validity: non-compulsory Microsoft Teams briefing on 08 October 2026 at 14:00, written queries due by 20 October 2026 to [email protected] only, and the offer must remain binding and unaltered for 120 days from closing.
APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE THE RENEWAL OF MICROSOFT 365 E5, MICROSOFT 365 COPILOT, MICROSOFT TEAMS, AND MICROSOFT PROJECT LICENSES, SUPPORT, AND MANAGING OF TENANCY FOR A PERIOD OF THREE (3) YEARS
Tender context
Return to this tender’s issuing organisation, province, or category.
Appointment of a service provider to provide the renewal of microsoft 365 e5, microsoft 365 copilot, microsoft teams, and microsoft project licenses, support, and managing of tenancy for a period of three (3) years
Information & Communication Technology Industry Profile
Critical Requirements
POPIA Compliance
Regulatory Bodies
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Typical Documents
9 items
Company Registration (CIPC)
Tax Clearance Certificate
B-BBEE Certificate
CSD Registration
Company Profile
ISO 27001 Certificate (if applicable)
Technical Certifications
Solution Architecture Documents
Reference Letters
Recommended Certifications
Having these can improve your winning chances: IITPSA Membership, ISO 27001 (Information Security Management), ISO 20000 (IT Service Management), CISSP
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
Compliance review. The working summary is checked against South African procurement standards — PFMA, PPPFA, B-BBEE, CIDB, local content, and preferential procurement — so nothing critical is missed before you start your bid response.
DocumentMHSC_028_2026_2027.pdfReview complete
Description
Source: MHSC_028_2026_2027.pdf
Important Dates
02 Oct
2026
PUBLICATION
Tender Published
Tender was published
26 Oct
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
10 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
Renewal of Microsoft 365 E5, Copilot, Teams Enterprise, and Project Plan 3 licences for 85 users (30 Project licences), including tenancy management and support, for a three-year period with annual billing, for the Mine Health and Safety Council.
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Bid-ready summary
The Mine Health and Safety Council (MHSC), a national public entity established under the Mine Health and Safety Act, 1996, advises the Minister of Mineral and Petroleum Resources on mine health and safety matters. MHSC currently runs Microsoft Office 365 E5, Teams and Project, and intends to add Microsoft 365 Copilot for all users to improve productivity and secure generative AI capability. It seeks a service provider to renew Microsoft 365 E5, Copilot, Teams and Project licences and to support and manage the Microsoft tenancy for three years, billed annually.
Bids sent by telegram, telex, facsimile or similar means will not be considered
Bids delivered to any address other than the designated email will not be accepted
No public bid opening will be held
Late bids are classified as LATE and are not considered, regardless of reason
Bidders must sign the tender register when submitting at the tender box
Bid pack contents
The bid must contain both a technical proposal and a pricing proposal (SBD 3)
The pricing folder must be clearly labelled as such
A full digital bid with all supporting attachments must be submitted; this set serves as the original bid documents and forms part of the contract
Returnable documents (all must be completed, signed and submitted)
SBD 1 (Invitation to Bid): bidder, contact and tax/CSD details, signed as the offer cover page.
SBD 4 (Bidder's Disclosure): discloses state employment or relationships involving directors, members or controlling shareholders.
SBD 6.1 (Preference Points Claim): claims specific-goal points, which must be supported by a valid B-BBEE certificate or a certified sworn affidavit.
SBD 3 (Pricing Schedule, SBD 3.3 Professional Services): the detailed priced schedule of all line items.
SBD 7 (Contract Form): signed and initialled by the recommended bidder on award, where applicable.
Proof of CSD registration and a SARS tax compliance status PIN or CSD supplier number.
A valid Microsoft Partner/Reseller certificate or letter.
Formatting rules
Official forms must not be retyped or redrafted; photocopies may be used
Only documents completed in black ink with an original signature in black ink are accepted
Bidders must check that no pages are missing or duplicated; MHSC accepts no liability for this
Bidders' own terms and conditions are not acceptable; counter-conditions invalidate the bid
Disqualification risks
Any returnable form omitted, incomplete or unsigned
Bid received after the closing time and date
Bid submitted through a channel other than the designated email
Failure to meet the mandatory technical requirement or the CSD/tax compliance checks
Returnable Documents
Source: MHSC_028_2026_2027.pdf (TENDER)
Returnable documents
SBD 1 (Invitation to Bid): completed and signed bidder, contact and tax/CSD details.
SBD 4 (Bidder's Disclosure): completed and signed declaration of state employment or relationships.
SBD 6.1 (Preference Points Claim): completed, with specific-goal points supported by a valid B-BBEE certificate or certified sworn affidavit.
SBD 3 (Pricing Schedule): fully completed priced schedule attached to the bid.
SBD 7 (Contract Form): completed, signed and initialled by the recommended bidder on award, where applicable.
Proof of CSD registration and SARS tax compliance status PIN or CSD supplier number.
Valid Microsoft Partner/Reseller certificate or letter.
Evaluation Criteria
Source: MHSC_028_2026_2027.pdf (TENDER)
Evaluation stages
Stage 1: Mandatory Technical Evaluation. Compliance is verified against the mandatory requirements; failure to comply disqualifies the bid from further evaluation. Bidders must indicate compliance or non-compliance and substantiate each response with supporting evidence, cross-referenced to the relevant requirement.
Stage 2: Price and Specific Goals Evaluation. Qualifying bids are ranked on price and on specific-goal points claimed.
Preference point system
System: 80/20
Price: maximum 80 points, awarded to the lowest acceptable bid using the prescribed formula
Specific goals: maximum 20 points, claimed on SBD 6.1
Total: 100 points
Specific goals allocation (maximum 20 points)
Black-owned enterprises: up to 10 points, scaled by black ownership percentage (0-19% = 0; 20-40% = 2; 41-60% = 4; 61-75% = 6; 76-99% = 8; 100% = 10)
Black women-owned enterprises: up to 5 points, scaled by black women ownership percentage (0-19% = 0; 20-40% = 1; 41-60% = 3; 61-75% = 3; 76-99% = 5; 100% = 5)
Youth-owned enterprises: up to 5 points, scaled by youth ownership percentage (0-19% = 0; 20-40% = 1; 41-60% = 2; 61-75% = 3; 76-99% = 4; 100% = 5)
Evidence and verification
Specific-goal points must be supported by a valid B-BBEE certificate or a certified sworn affidavit submitted with the bid
Failure to submit the required proof means no specific-goal points are claimed
MHSC may require a bidder to substantiate any preference claim before or after adjudication
MHSC may conduct due diligence (interviews, samples, presentations, site visits, reference checks) with shortlisted bidders
Award may be subject to price negotiation with the preferred bidder where prices are not market related
Technical Specifications
Source: MHSC_028_2026_2027.pdf (TENDER)
Scope
Renewal of Microsoft 365 E5 (including Audio Conferencing), Microsoft 365 Copilot, Microsoft Teams Enterprise and Microsoft Project Plan 3 licences, plus support and management of the Microsoft tenancy, for a period of three (3) years.
Licences are billed and payable annually, one invoice per 12-month subscription period.
Licence quantities
Microsoft 365 E5 (including Audio Conferencing): 85 licences
Microsoft 365 Copilot (add-on): 85 licences
Microsoft Teams Enterprise: 85 licences
Microsoft Project Plan 3: 30 licences
Tenancy Management and Support Services: 1 line item
Included functionality
Core apps: Word, Excel, PowerPoint, Outlook, OneNote, Exchange, Power BI, Azure AD, Power Apps, SharePoint, OneDrive, Microsoft Intune and Microsoft Teams
Audio Conferencing: dial-in access to Teams meetings via toll and toll-free numbers; also the foundational licence for Copilot eligibility
Copilot: generative AI assistance across Microsoft 365 apps, Copilot in Teams, web grounding with commercial data protection, and enterprise-grade security
Project management: MS Project Plan 3 for 30 users
Deliverables
Supply of all licences for the full three-year period
Copilot readiness and provisioning: tenant assessment and configuration, semantic indexing, SharePoint/OneDrive permissions for Copilot grounding, and network readiness validation for AI traffic
Ongoing tenancy management: user provisioning, licence assignment including Copilot, security and compliance configuration, and environment optimisation
Technical support: incident response, troubleshooting and resolution, including Copilot-specific issues such as grounding and prompt responses
Support hours: 08:00 to 17:00, Monday to Friday, with emergency support for critical issues
Reporting: regular (for example monthly) reports on tenant health, security posture, licence usage, Copilot adoption analytics and compliance status
User management: accounts, groups, permissions and access controls
Change management and enablement: upgrades, migrations and new feature deployments, plus end-user communication templates or quick-reference guides to drive Copilot adoption
Service levels
Priority 1 (Critical): response within 1 hour, resolution within 4 hours
Priority 2 (High): response within 2 hours, resolution within 8 hours
Priority 3 (Medium): response within 4 hours, resolution within 2 working days
Priority 4 (Low): response within 8 hours, resolution within 2 working days
Data residency and AI compliance
All MHSC data processed through Microsoft 365 must reside within South Africa
Copilot data processing must meet the same regional data residency requirements and MHSC's POPIA compliance framework
Commercial data protection must be explicitly confirmed: no human review and no model training on tenant data
Methodology
Source: MHSC_028_2026_2027.pdf
The appointed provider must deliver Microsoft services and features for 85 users: Microsoft 365 E5 with Audio Conferencing (85), Microsoft 365 Copilot add-on (85), Microsoft Teams Enterprise (85), Microsoft Project Plan 3 (30), and tenancy management and support services covering user management, configuration, security, compliance, reporting, technical support and Copilot enablement and readiness. Deliverables include supply of all licences for the full three-year period, Copilot readiness and provisioning (semantic indexing, permissions, network readiness), ongoing tenancy management, business-hours technical support with emergency cover for critical issues, regular reporting on tenant health, security posture, licence usage and Copilot adoption, user management, and change management with end-user enablement material.
Pricing Schedule
Source: MHSC_028_2026_2027.pdf
Pricing must be quoted in South African Rand and the SBD 3.3 Professional Services schedule completed in full, with unit prices and Year 1, Year 2, Year 3 and three-year totals for each line item. Prices must be VAT inclusive, net of unconditional discounts, and cover all delivery and related costs; VAT is shown at 15%. The schedule covers 85 Microsoft 365 E5 (including Audio Conferencing) licences, 85 Microsoft 365 Copilot add-on licences, 85 Microsoft Teams Enterprise licences, 30 Microsoft Project Plan 3 licences and one tenancy management and support services line. Billing is annual with one invoice per 12-month period and payment within 30 days of invoice; Copilot is billed on the same cycle as E5. Escalation is allowed at the start of each annual cycle by mutual written agreement and must be justifiable and market related. All setup, administration, support, tenancy management and Copilot enablement costs must be included, with no hidden costs.
Financial Requirements
Source: MHSC_028_2026_2027.pdf (TENDER)
Pricing format
Currency: South African Rand (R)
Pricing schedule: SBD 3.3 Professional Services, completed in full with a unit price and Year 1, Year 2, Year 3 and three-year total for each line item
Prices must be inclusive of all applicable taxes including VAT, less all unconditional discounts, and must cover all delivery, maintenance and related costs
VAT is shown at 15%
Where imported goods or services are used and pricing is subject to exchange rate fluctuation, the foreign currency, the exchange rate at bidding and the portion of the price exposed to fluctuation must be stated
The pricing proposal must be submitted with the technical proposal in a clearly labelled folder
Where a quote and SBD 3 differ, the SBD 3 price prevails; arithmetic errors may not be corrected after submission
No hidden costs: setup, administration, support, tenancy management and Copilot enablement fees must be included in the quoted price
Billing and payment
Billing is annual, one invoice per 12-month subscription period; Copilot licences are billed on the same annual cycle as the E5 licences
Payment within 30 days of receipt of invoice, in line with section 76(4)(b) of the PFMA and Treasury Regulation 8.2.3
Price escalation is permitted at the start of each new annual billing cycle, subject to mutual written agreement and to the adjustment being justifiable and market related
Bid validity
The offer is binding and irrevocable for 120 days from the closing date; pricing may not be changed during that period
Bid security
No bid security, performance bond or guarantee is required by this bid
Compliance Requirements
Source: MHSC_028_2026_2027.pdf (TENDER)
Mandatory verification
Central Supplier Database (CSD): bidders must be registered on National Treasury's CSD before submitting; unregistered bidders are disqualified
Tax compliance: a SARS tax compliance status PIN or a CSD supplier number must be captured on SBD 1; non-compliant tax matters render the bid non-responsive and disqualified
Consortia, joint ventures and subcontractors: each party must submit its own tax compliance status certificate/PIN and CSD number
Technical compliance
A valid Microsoft Partner/Reseller certificate or letter must be attached; it must be valid on the closing date and expired letters will not be accepted
Returnable forms (each must be completed and signed)
SBD 1 (Invitation to Bid): bidder and contact details, tax/CSD information, signed as the offer.
SBD 4 (Bidder's Disclosure): declares any state employment or relationship involving directors, members or controlling shareholders.
SBD 6.1 (Preference Points Claim): claims specific-goal points, supported by a valid B-BBEE certificate or certified sworn affidavit.
SBD 3 (Pricing Schedule): the fully priced schedule of all line items.
SBD 7 (Contract Form): signed and initialled by the recommended bidder on award, where applicable.
B-BBEE evidence
A valid B-BBEE certificate or a certified sworn affidavit must accompany the bid to support specific-goal points; without it, no preference points are claimed
False information in the preference claim may disqualify the bid
Other eligibility rules
Bidders in the service of the state, or with directors or members in the service of the state, will not be considered
Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified
Bidders must not amend the bid conditions or attach counter-conditions; doing so invalidates the bid
Fronting, collusion, fraud or attempts to influence evaluation lead to rejection and possible restriction from public-sector business for up to 10 years
MHSC may decline to award to the highest-scoring bidder who is in the process of selling the bidding company
Disqualification grounds
Tax matters not in order
Not registered on the CSD
Incomplete information or documentation
Fraudulent, untrue or inaccurate information
Information obtained through fraudulent means
Failure to meet mandatory and technical requirements
Misrepresentation or alteration of material information
Gifts or benefits offered to MHSC employees, canvassing or lobbying for unfair advantage, fraudulent acts, or acting dishonestly or in bad faith
B-BBEE Requirements
Source: MHSC_028_2026_2027.pdf (TENDER)
Specific-goal preference points are claimed on SBD 6.1 and total 20 points: black-owned enterprises up to 10 points, black women-owned enterprises up to 5 points, and youth-owned enterprises up to 5 points, each scaled by the relevant ownership percentage. Claims must be supported by a valid B-BBEE certificate or a certified sworn affidavit submitted with the bid; without that proof no specific-goal points are claimed. False information in the claim may disqualify the bid.
Health & Safety
Source: MHSC_028_2026_2027.pdf
The service provider must be fully aware of the provisions of the Mine Health and Safety Act and the Occupational Health and Safety Act, and is an employer in its own right with the duties and responsibilities those Acts prescribe. MHSC promotes an occupational health and safety culture in the mining industry.
Contractual Terms
Source: MHSC_028_2026_2027.pdf
Offer and validity
A submission is a binding offer, irrevocable for 120 days from the closing date
Pricing may not be altered during the validity period
The contract is governed by South African law
Performance and delivery
No goods or services may be delivered before an official MHSC purchase order is issued
The bidder is responsible for ensuring the response reaches MHSC before the closing date and time
Bidders may not alter or add to the bid document except as instructed by MHSC
No discussions with any enterprise will take place until evaluation is complete
Late bids are not considered
Where a quote and SBD 3 differ, the SBD 3 price prevails; arithmetic errors may not be corrected
Bidders' own terms and conditions are not acceptable
Cancellation and termination
MHSC may cancel the RFB where the need for the services falls away, funds are unavailable, no bid meets the specifications, there is a material irregularity in the process, or a bidder fails to deliver as required
MHSC may terminate the contract or purchase order in the first week after work starts if the appointed provider misrepresented itself or its product and cannot meet the contract requirements
Bid preparation
Forms must not be retyped or redrafted; photocopies are permitted
Only documents completed in black ink with an original black-ink signature are accepted
Bidders must verify that no pages are missing or duplicated; MHSC accepts no liability for this
MHSC is not liable for bid preparation costs, including on-site presentations
MHSC may withdraw or cancel the invitation before award, including where the award price falls outside a fair market-related range
Special Conditions
Source: MHSC_028_2026_2027.pdf
Support service levels
Priority 1 (Critical): response within 1 hour, resolution within 4 hours
Priority 2 (High): response within 2 hours, resolution within 8 hours
Priority 3 (Medium): response within 4 hours, resolution within 2 working days
Priority 4 (Low): response within 8 hours, resolution within 2 working days
Data residency and AI compliance
All MHSC data processed through Microsoft 365 must reside within South Africa
Copilot data processing must meet the same regional residency requirements and MHSC's POPIA framework
Commercial data protection must be explicitly confirmed: no human review and no model training on tenant data
Contract period
Three (3) years
Other conditions
Award may be subject to price negotiation where bid prices are not market related
Payment within 30 days of invoice after completion of deliverables, per section 76(4)(b) of the PFMA and Treasury Regulation 8.2.3
MHSC may conduct due diligence (interviews, samples, presentations, site visits, reference checks) with shortlisted bidders
Awards are published on the National Treasury e-tender portal and the MHSC website; no regret letters are issued
A bid is awarded only once the bidder signs and accepts the award letter, and no goods or services may be supplied without an official MHSC purchase order
Requirements
Source: MHSC_028_2026_2027.pdf (TENDER)
Mandatory compliance checks
CSD: bidders must be registered on National Treasury's Central Supplier Database before submitting; unregistered bidders are disqualified
Tax: a SARS tax compliance status PIN or CSD supplier number must be submitted with the bid; non-compliance renders the bid non-responsive and disqualified
Technical: a Microsoft Partner/Reseller certificate or letter must be attached and must be valid on the closing date; expired letters are not accepted
Section
Source: MHSC_028_2026_2027.pdf
Evaluation runs in two stages. Stage 1 is a mandatory technical evaluation; non-compliance disqualifies the bid. Stage 2 scores price and specific goals under the 80/20 system: a maximum of 80 points for price, awarded to the lowest acceptable bid, and a maximum of 20 points for specific goals claimed on SBD 6.1 and supported by a valid B-BBEE certificate or certified sworn affidavit. The pricing schedule (SBD 3.3 Professional Services) must be completed in full in Rand, VAT inclusive, and submitted with the technical proposal in a clearly labelled folder.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.