Management of microsoft enterprise agreement & azure projects – george municipality tender (western cape)

Closing date: 16 November 2026 at 12:00

Tender opening: 16 November 2026 at 12:05, Committee Room, Civic Centre, George

Contract period: from date of appointment until 30 June 2029

Enquiries:

• Contact: Mr. Evert Benade
• Telephone: (044) 801 9152
• Email: [email protected]

Issued by:

Municipality of George

P O Box 19

George, 6530

Submission address:

Supply Chain Management Unit

Civic Centre (5th Floor)

71 York Street

George

Submission method: sealed envelope, clearly marked with tender number GMT012/26-27, deposited in the tender box at the Supply Chain Management Unit, 5th Floor, Civic Centre, 71 York Street, George, by no later than 12:00 on 16 November 2026. No posted, faxed, or emailed tenders accepted. Late or unmarked tenders will not be considered. Bids must be submitted on the official forms (not to be re-typed). The tender box is open 07:45–16:30, five days a week.

Returnable documents (all must be completed and signed):

• Tenderer Contact Details
• Details of Tenderer
• Details of Tendering Entity's Bank (authorises the Municipality to obtain a financial reference)
• Resolution taken by the Board of Directors / Members / Partners (authorises the signatory to bind the bidder)
• Resolution for Consortium or Joint Venture (if applicable, with joint and several liability)
• Joint Venture Information / Agreement (if applicable; must be submitted or the bid is disqualified)
• Schedule of Proposed Sub-Contractors
• Pricing Instructions & Pricing Schedule (all lines and columns must be completed)
• Past Experience (compulsory)
• The Tender Offer and Acceptance (signed)
• MBD1 – Tax Compliance Information (TCS PIN or CSD number)
• MBD4 – Declaration of Interest (discloses any connection to the state)
• MBD6.1 – Preference Points Claim form (claims B-BBEE and specific goals points)
• MBD8 – Declaration of Bidder's Past Supply Chain Management Practices
• MBD9 – Certificate of Independent Bid Determination
• Certificate for Municipal Services
• Valid original or certified copy of B-BBEE certificate (if claiming points)
• TCS PIN for tax compliance

Disqualification risks:

• Any returnable form omitted or unsigned
• Failure to provide any of the pre-qualification documentation (Microsoft designations, personnel CVs, references)
• Bids from persons in the service of the state
• Late or unmarked tenders

Evaluation in three phases:

Phase 1: Administrative compliance and mandatory requirements as per tender specifications.

Phase 2: Pre-qualification criteria (must all be met, otherwise bid is non-responsive):

• Active Microsoft Solutions Partner designation (or current equivalent) relevant to the proposed services – verifiable evidence from Microsoft Partner Centre required.
• Active Microsoft Solutions Partner for Security designation (or current equivalent) – verifiable evidence required.
• Authorised and operationally capable of assisting with additional purchases, true-ups and licence adjustments under the Municipality's existing Microsoft Enterprise Agreement, directly or as an authorised Cloud Solution Provider – verifiable evidence required.
• CVs and current Microsoft certification evidence for all proposed named personnel, permanently employed by the bidder, covering at minimum: an Azure specialist, a security specialist, a Microsoft 365/Modern Work specialist, and a Microsoft licensing/Enterprise Agreement specialist.
• At least three (3) reference contracts of comparable scope completed or in progress during the preceding five (5) years, including at least one public-sector reference, with contactable reference details.

Phase 3: Price, B-BBEE and Specific Goals under the 80/20 preference point system (PPPFA Regulations 2022). Maximum points: Price 80, B-BBEE 10, Specific Goals 10, total 100. Evaluation is on the total rates for Years 1, 2 and 3 (all applicable taxes included). Only one bidder will be appointed.

Scope: Comprehensive management of George Municipality's Microsoft Enterprise Agreement, including Azure consumption reconciliation and cost optimisation, licence administration, assistance with additional purchases, and Microsoft-related project implementation on an ad-hoc basis.

Managed-service allocation: 16 support hours per month (192 hours per annum), invoiced annually. Unused hours accumulate indefinitely, do not expire, carry forward across contract years, and must be fully utilised before termination or expiry.

Services include:

• Security assessment and certified penetration testing
• Security breach analysis and reporting
• Microsoft maintenance, configuration and general support
• Patch management, roll-out and supporting documentation
• Active Directory and Microsoft Entra ID maintenance, configuration and support
• Microsoft 365 (Office 365) maintenance, configuration and support
• Azure billing, cost containment, maintenance, configuration and support
• Business Impact Analysis
• ICT-related case studies
• ICT-related policies: create, review and update

Service delivery:

• Requests for support or ad-hoc services must be submitted by the Municipality's ICT Department by email, authorised by the ICT Manager or relevant official.
• All additional ad-hoc work must be quoted and approved in writing before commencement; no chargeable work without an official Municipal purchase order. Work performed without an approved quotation is deemed part of the managed-service allocation.
• Services delivered remotely by default; on-site attendance only where remote support is not feasible or on-premises access is specifically required.
• Approved ad-hoc hours invoiced upon completion of project or milestone at the tendered hourly rate.

Past Experience schedule is compulsory. Bidders must provide details of similar works/services satisfactorily completed, including description, contract value, name of employer, duration and completion date, and employer contact details.

Pre-qualification personnel requirements: The bidding company must submit CVs and current Microsoft certification evidence for all proposed named personnel who are permanently employed by the bidder and will deliver the contract deliverables. As a minimum, the team must include an Azure specialist, a security specialist, a Microsoft 365/Modern Work specialist, and a Microsoft licensing/Enterprise Agreement specialist. Each specialist must be assigned to their field and permanently employed by the bidder. Verifiable evidence for each named person must be provided.

The bidder must complete all lines and columns in the Pricing Schedule. Prices quoted in ZAR, exclusive of VAT unless otherwise stated. Prices remain fixed for the full 3-year contract period with no escalation. The schedule covers only the service provider's managed-service and additional ad-hoc professional fees; Microsoft product, licence, subscription and Azure consumption costs are invoiced directly to the Municipality by Microsoft and must not be included. All travel, accommodation and out-of-pocket expenses are included in the Managed Services fees. Ad-hoc hours are defined as support required once the accumulated included hours balance is exhausted, quoted and pre-approved in writing by the Municipality's ICT Manager or relevant official, and supported by an official Municipal purchase order. The 16-hour monthly managed-service allocation (192 hours per annum) is invoiced annually. Unused hours accumulate indefinitely, do not expire, may be used for approved project work, carry forward across contract years, and must be fully utilised before termination or expiry. The schedule includes Managed Services offering (16 support hours per month, billed annually) and Additional Ad-Hoc Professional Services per hour. Tenderers must tender for all items; evaluation is on the total rates for Years 1, 2 and 3 (all applicable taxes included). Only one bidder will be appointed.

Pricing format: Fixed prices for the full 3-year contract period, no escalation. Prices quoted in ZAR, exclusive of VAT unless otherwise stated.

Pricing schedule items (all lines and columns must be completed):

• Managed Services offering – 16 support hours per month (192 hours per annum), billed annually
• Additional Ad-Hoc Professional Services – per hour (quoted and approved as and when required)

Notes:

• Microsoft product, licence, subscription and Azure consumption costs are invoiced directly to the Municipality by Microsoft and must NOT be included in the pricing schedule.
• All travel, accommodation and out-of-pocket expenses are included in the Managed Services fees.
• Evaluation is on the total rates for Years 1, 2 and 3 (all applicable taxes included).
• Items rendered free of charge must be indicated as R0.00 or "FREE OF CHARGE".
• Only one bidder will be appointed.

Offer validity: 90 days from closing date and time.

Withdrawal/default: If the bidder withdraws within the validity period or fails to fulfil the contract, the Municipality may recover additional expenses incurred by accepting a less favourable tender or inviting fresh tenders, by set-off against moneys due or any guarantee/deposit.

Tax compliance:

• TCS PIN or CSD number must be submitted with the tender (MBD1).
• Where no TCS is available but the bidder is registered on the Central Supplier Database (CSD), a CSD number must be provided.
• For consortia / joint ventures / sub-contractors, each party must submit a separate TCS certificate / PIN / CSD number.
• Foreign suppliers must complete the pre-award questionnaire in MBD1 Part B2.

B-bbee:

• Valid original B-BBEE certificate or valid certified copy must be submitted to claim preference points.
• Trusts, consortia or joint ventures qualify for B-BBEE points as a legal entity if they submit their B-BBEE status level certificate.
• B-BBEE status level and points claimed must be indicated on the summary page.

CSD registration:

• The successful bidder will be required to register on the Central Supplier Database (CSD).

State service:

• No bids will be considered from persons in the service of the state, provincial government or municipality.

Popia:

• The service provider must comply with the Protection of Personal Information Act, 2013, including maintaining security measures to safeguard personal information processed on behalf of the Municipality, and notifying the Municipality immediately if personal information is accessed by an unauthorised person.

The offer must remain valid for 90 days from the closing date. If the bidder withdraws within the validity period or fails to fulfil the contract, the Municipality may recover additional expenses incurred by accepting a less favourable tender or inviting fresh tenders, by set-off against moneys due or any guarantee/deposit. Acceptance may be communicated by certified or registered mail, deemed proper service from the date of posting. The contract is governed by South African law, with the bidder choosing domicilium citandi et executandi in South Africa. The bidder confirms the correctness and validity of the tender, that prices cover all obligations, and that mistakes are at their own risk. The bidder accepts full responsibility for proper execution and fulfilment of all obligations. The bidder agrees that any action arising from the contract may be instituted against them and undertakes to satisfy any judgment. The bidder declares participation or non-participation in other offers. Acceptance: the agreement comes into effect when the supplier receives a fully completed original copy, unless the supplier notifies the employer in writing within five working days of any reason for non-acceptance.

Managed-service allocation: 16 support hours per month (192 hours per annum), invoiced annually. Unused hours accumulate indefinitely and do not expire; they may be used for routine support or approved project work, carry forward across contract years, and must be fully utilised before termination or expiry. Requests for support or additional ad-hoc services may be submitted only by the Municipality's ICT Department, by email, and must be authorised by the ICT Manager or the relevant official. All additional ad-hoc work must be quoted and approved in writing before commencement; no chargeable work may proceed without an official Municipal purchase order. Work performed without an approved quotation is deemed to form part of the included managed-service allocation. Services will be delivered remotely by default; on-site attendance only where remote support is not feasible or on-premises access is specifically required. Approved additional ad-hoc hours are recorded according to the quoted hours and invoiced upon completion of the project or milestone, at the tendered hourly rate.

Evaluation in three phases: Phase 1 – Administrative compliance and mandatory requirements; Phase 2 – Pre-qualification criteria (all must be met, otherwise non-responsive); Phase 3 – Price, B-BBEE and Specific Goals under the 80/20 preference point system (PPPFA Regulations 2022). Maximum points: Price 80, B-BBEE 10, Specific Goals 10, total 100. Evaluation is on the total rates for Years 1, 2 and 3 (all applicable taxes included). Only one bidder will be appointed.