Renewal of microsoft office licenses (12 months) – RFQ in eastern cape

Closing time: 12:00 on 06 November 2026.

No briefing or site visit is stated.

Quotations must remain valid for 90 days after the closing date.

Enquiries

• Contact: Z. Madabane
• Email: [email protected]
• Telephone: not stated

Submission address:

Buffalo City Metropolitan Development Agency

69 Frere Road, Vincent, East London

(Corner of Frere Road and Windsor Road — use entrance at Windsor Road), 5201

Submission method: hard copy only. Quotations must be sealed, completed in full, and deposited in the quotations box at the BCMDA offices before the closing time. Email, facsimile and unsigned submissions will not be accepted. Envelopes must be clearly marked 'NOTICE: RENEWAL OF MICROSOFT OFFICE LICENSES FOR A PERIOD OF 12 MONTHS'.

Submission address:

Buffalo City Metropolitan Development Agency

69 Frere Road, Vincent, East London

(Corner of Frere Road and Windsor Road — use entrance at Windsor Road), 5201

Closing time: 12:00 on 06 November 2026.

Returnable documents (all must be completed, signed and submitted):

• MBD 4 (Declaration of Interest): discloses any connection between the bidder, its directors, shareholders or family members and persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims B-BBEE specific-goal points under the 80/20 system.
• MBD 7.1 (Contract Form): binds the bidder to the offer and its terms.
• MBD 8 (Declaration of Bidder's Past SCM Practices): confirms no previous abuse of supply chain management, no fraud/corruption convictions in the last 5 years, and that municipal accounts are not in arrears.
• MBD 9 (Certificate of Independent Bid Determination): certifies that the bid was independently determined.
• Declaration of Bidder: authorises the employer to obtain a tax clearance certificate and confirms no involvement in fraud, corruption or conflicts of interest.

Disqualification risks:

• Any required document omitted or unsigned.
• Use of Tippex or erasable ink.
• Quotations received after the closing time and date.
• Late or misdirected courier deliveries — the bidder must ensure correct delivery to the quotation box before closing.

Evaluation stages:

1. Compliance evaluation — the bidder must meet all compliance requirements listed.
2. Mandatory requirements — must have a valid Microsoft PartnerID and prove completion of at least 5 similar projects in the last 5 years.
3. 80/20 preference point system (PPPFA) — points for price and specific goals.

Points allocation:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points.

Price scoring uses the 80/20 formula: Ps = 80(1 − (Pt − Pmin)/Pmin), where Pt is the price under consideration and Pmin is the lowest acceptable price.

Specific goals (maximum 20 points), with required proof:

• B-BBEE Level 1 status contributor: 6 points (B-BBEE certificate confirming Level 1).
• Enterprise located within the BCMM municipal area: 6 points (proof of municipal account as per tender conditions).
• Enterprise owned by majority black women: 3 points (detailed CSD report or B-BBEE certificate).
• Enterprise owned by majority black youth: 3 points (detailed CSD report or B-BBEE certificate).
• Enterprise owned by majority disabled person(s): 2 points (proof from registered medical practitioner, SARS exemption (ITR-DD), or detailed CSD report).

Failure to submit proof for specific goals means those points will not be claimed.

Minimum qualifying score: not stated.

The BCMDA does not bind itself to accept the lowest or any tender and may accept all or part of a tender.

Scope: supply and activation of Microsoft licences for a 12-month period. The current Microsoft 365 environment covers Word, Excel, PowerPoint, Outlook, OneDrive and SharePoint. Bidders must be able to provide the entire suite of licences — an inability to supply any item renders the bid non-responsive.

Licences required (maximum quantities):

• Microsoft Office 365 Business Standard with Copilot: 20
• Microsoft Office 365 Business Standard: 40
• Microsoft Office 365 Business Standard (No Teams): 15
• Planner and Project Plan 3: 5
• Microsoft Windows 11 Professional Licences: 20
• Microsoft SQL Server Standard 2025 (2 core): 1

The agency is billed on the actual number of licences requested; acquisition will be phased.

The bidder must have completed at least 5 similar Microsoft licensing or related IT projects in the last 5 years. Provide a list of completed projects with letters of completion and contactable client references. A valid Microsoft PartnerID confirmation, partnership letter, or certificate must be submitted.

Pricing is on actual licence quantities, phased. Maximum quantities: Office 365 Business Standard with Copilot 20, Office 365 Business Standard 40, Office 365 Business Standard (No Teams) 15, Planner and Project Plan 3 5, Windows 11 Professional 20, SQL Server Standard 2025 (2 core) 1. Prices must be VAT inclusive; provide subtotal, VAT, and total.

Pricing: all prices must be inclusive of VAT where applicable. The pricing schedule requires subtotal, VAT and total. The agency will be billed on actual licence quantities requested, phased over the contract period. No bid security, bonds, guarantees, retention or payment terms are stated beyond the standard 30-day payment after invoice and delivery note in the contract form.

Registration and status:

• Central Supplier Database (CSD) registration is mandatory. Submit the CSD summary report or the CSD number on the proposal.
• A valid SARS tax clearance status is required (the Declaration of Bidder authorises the agency to obtain the tax clearance certificate from SARS).

Municipal accounts:

• The bidder and each director must provide confirmation that no municipal account is in arrears for more than 3 months. Acceptable proof: municipal account statements showing debt age, a stamped and signed debt clearance certificate from the municipality, or signed lease agreements (with written lessor confirmation that no arrears exist).

Mandatory project requirements:

• Valid Microsoft PartnerID — confirmation, partnership letter or certificate.
• At least 5 similar projects completed in the last 5 years, evidenced by a list of completed projects and letters of completion with contactable references.

Exclusions:

• Persons in the service of the state (as defined in the Municipal Supply Chain Management Regulations) are not eligible.
• Bidders or directors listed on the National Treasury's Database of Restricted Suppliers or the Register for Tender Defaulters, or convicted of fraud or corruption in the last 5 years, will be rejected.
• Bidders must not have any direct or indirect involvement in collusive bidding.

Standard declarations:

• MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9 and the Declaration of Bidder must be completed and submitted (see submission guidelines).

Contract award is subject to completion of the MBD 9 certificate of independent bid determination, which confirms no collusive bidding. A Service Level Agreement will be signed on acceptance of the offer, detailing the conditions of contract. Payment is made within 30 days of receipt of invoice with delivery note.

Evaluation is in three stages: compliance, mandatory requirements, then the 80/20 preference point system. Price scores a maximum of 80 points; specific goals score 20 points. Specific goals and proof: B-BBEE Level 1 (6), enterprise in BCMM area (6), black woman-owned (3), black youth-owned (3), disabled-owned (2). Proof must accompany the bid.