Supply and delivery of AI tools (microsoft 365 copilot, claude enterprise, read AI enterprise+, chatgpt team) for 12 months

Closing date: 14 October 2026 at 11:00

Date required by: 20 October 2026

(No briefing or site visit mentioned.)

Requested by: Mmathapelo Sekgala

Authorized by: Alina Shabangu (EO/Man)

Approved by: Zukisani Mangaliso (SCM Manager)

(No email or telephone numbers provided in the document.)

Returnable forms (all must be completed, signed and submitted with the quotation):

• SBD 4 (Bidder's Disclosure): declares any relationship with state employees or the procuring institution, and any interest in related enterprises. A false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims preference points for B-BBEE status level and other specific goals. Proof/documentation for claimed goals must accompany the bid; otherwise points are not claimed.

Disqualification risks:

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

Evaluation is based on the 80/20 preference point system (price 80 points, specific goals 20 points).

Specific goals are allocated as follows:

• B-BBEE status level: up to 10 points (Level 1 = 10, Level 2 = 9, Level 3 = 7, Level 4 = 6, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0).
• Other specific goals: up to 10 points, including:
• Enterprise with no franchise in national elections before 1983 and 1993 Constitutions: 2 points (80/20) or 3 points (90/10).
• Female-owned enterprise: 1 point (80/20) or 3 points (90/10).
• Enterprise owned by person with disability: 1 point (80/20) or 2 points (90/10).
• Youth-owned enterprise: 1 point (80/20) or 2 points (90/10).
• Enterprise with head office within Gauteng: 5 points (80/20) or 10 points (90/10).

Bidders must indicate how they claim points for each specific goal. The organ of state may require substantiation of any claim at any time.

Supply and delivery of AI tools for business for a period of twelve (12) months.

Licences required (annual subscriptions):

• 20 Microsoft 365 Copilot licences, inclusive of administration and support. Must be compatible with the existing Microsoft 365 environment.
• 20 Claude Enterprise licences, inclusive of enterprise administration, security, governance, and support features.
• 10 Read AI Enterprise+ licences, including meeting transcription, meeting summaries, action item tracking, analytics, SSO capabilities, and administrative controls.
• 5 ChatGPT Team (Business) licences, including team administration, collaboration features, workspace management, and advanced AI-assisted content generation and research capabilities.

General requirements:

• All licences quoted for a 12-month subscription period.
• Quantities specified represent the required number of user licences/seats.
• Licences must be provisioned, activated, and made available as soon as possible after purchase order issuance.
• Vendor to provide licence activation, implementation support, user onboarding, administrator onboarding, knowledge transfer, and end-user training where applicable.
• Ongoing technical support for the duration of the subscription period.
• Vendor to provide guidance on AI governance, responsible AI use, security, privacy, compliance, and organisational adoption.
• Vendor to provide best-practice recommendations on AI governance frameworks, acceptable use, policy development, risk management, and operational governance.
• Solution must include security, privacy, access management, audit, monitoring, and data protection capabilities to support governance and POPIA considerations.
• Vendors must disclose any minimum licensing requirements, prerequisites, product dependencies, or limitations.
• Solutions must be compatible with the existing Microsoft 365 environment where applicable.

B-BBEE: Preference points are claimed based on B-BBEE status level. Proof of B-BBEE status (e.g., certificate or affidavit) must be submitted with the bid to claim points.

No other specific compliance requirements (e.g., CSD, tax clearance, CIDB) are stated in the document.