Renewal of 60 microsoft 365 e3 licenses with microsoft teams phone standard and operator connect services (36-Month contract)

Issue date: 06 October 2026

Closing date and time: 13 October 2026 at 12:00 noon

RFQ validity period: 90 days from closing date

No compulsory briefing or site visit indicated

SCM Enquiries

• Contact: Esona Zandile
• Email: [email protected]
• Telephone: 011 838 1383/4/5

Technical Enquiries

• Contact: Itumeleng Sikhosana
• Email: [email protected]
• Telephone: 011 838 1383/4/5
• Contact: Collen Mathipa
• Email: [email protected]
• Telephone: 011 838 1383/4/5

Submission email: [email protected]

No physical delivery address specified

Submission method: electronic email to [email protected]

Closing: 13 October 2026 at 12:00 noon

Attention: Esona Zandile

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

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details
• SBD 4 (Declaration of Interest): discloses state employment and relationships; false declaration disqualifies bid
• SBD 6.1 (Preference Points Claim): claims B-BBEE specific goals points under 80/20 system

Mandatory attachments:

• Proof of CSD registration
• Original valid tax clearance certificate or SARS TCS PIN
• Original or certified B-BBEE certificate or qualifying sworn affidavit (for EMEs/QSEs)
• Price declaration form with total RFQ price for 36 months (must match pricing schedule)

Other requirements:

• Documents must not exceed 10 MB
• Quoted prices valid for 90 days from closing date
• No late quotations accepted under any circumstances
• Incomplete submissions (missing forms or documents) will be declared invalid

Two-stage evaluation:

Stage 1 – Functionality (minimum qualifying score: 70/100)

• Reference and Experience: 50 points

• Experience (25 points): 1 year = 1 pt, 2 years = 2 pts, 3 years = 3 pts, 4 years = 4 pts, 5+ years = 5 pts

• Number of projects (25 points): 1 project = 1 pt, 2 = 2 pts, 3 = 3 pts, 4 = 4 pts, 5+ = 5 pts

• Reference letters on client letterhead required with client name, service description, contact person, contact details, confirmation of relevance to Microsoft 365 E3/Teams Phone renewal

• Table of current/previous clients (public, state-owned, private) with names, contacts, service type, dates, contract values

• Detailed Project Plan: 25 points

• Completeness and quality: 5 pts

• Realistic timelines and milestones: 4 pts

• License/service activation timeline: 4 pts

• Resource allocation and project team: 4 pts

• Business continuity and service transition plan: 4 pts

• Post-renewal support and SLA commitments: 4 pts

• Proposal and ability to meet specifications: 25 points

• Proposal demonstrating understanding and delivery approach with all aspects: 5 pts

• No proposal or non-compliant: 0 pts

Stage 2 – Price and Specific Goals (80/20 preference point system)

• Price: 80 points (lowest acceptable tender used for calculation)
• Specific Goals: 20 points

• Black Ownership: 10 pts (100% black owned = 10 pts, 51–99.99% = 4 pts)

• 30% Black Women Ownership: 4 pts

• Youth Ownership: 3 pts

• Disability 30% Ownership: 3 pts

• Failure to submit proof for specific goals means points not claimed
• Bidders scoring below 70 functionality points eliminated

Scope: Renewal and provisioning of Microsoft 365 E3 licenses with Teams Phone Standard and Operator Connect for 36 months

Quantities: 60 users for each license/service

Microsoft 365 E3 includes: Outlook, Word, Excel, PowerPoint, OneNote, Teams, SharePoint Online, OneDrive for Business, Exchange Online, security/compliance/identity management features

Microsoft Teams Phone Standard: voice calling within Teams, external call make/receive, calling features

Microsoft Teams Operator Connect: PSTN connectivity, integration with telecom provider, retain existing numbers, technical support

Deliverables:

• 60 x Microsoft 365 E3 licenses for 36 months
• 60 x Microsoft Teams Operator Connect licenses/services for 36 months
• License activation and configuration support
• Subscription and license management services
• Renewal confirmation and proof of licensing entitlement
• Technical support and escalation assistance during contract period

Contract duration: 36 months from date of award or renewal

Service provider must demonstrate experience in Microsoft Cloud telephony solutions

Bidder must demonstrate proven track record in supply, licensing, and support for Microsoft Cloud telephony solutions

Reference letters required on client letterhead with: client name, service description, contact person, contact details, confirmation of relevance to Microsoft 365 E3/Teams Phone renewal

Experience scoring: 1–5+ years (1–5 points)

Project count scoring: 1–5+ projects (1–5 points)

Table of current/previous clients (public, state-owned, private) with names, contacts, service type, start/end dates, contract values required

Pricing schedule requires unit prices (excl. VAT) for three items each quantity 60:

1. Microsoft 365 E3 License Renewal
2. Microsoft Phone Standard License Renewal
3. Microsoft Teams Operator Connect Standard

Subtotal, VAT (15%), Grand Total (incl. VAT), Total for 36 months

Mandatory price declaration form: total RFQ price for 36 months must be stated and must match pricing schedule total

Pricing format: schedule of rates for three line items, each quantity 60, unit price excluding VAT

Line items:

1. Microsoft 365 E3 License Renewal
2. Microsoft Phone Standard License Renewal
3. Microsoft Teams Operator Connect Standard

Calculation: Subtotal, VAT at 15%, Grand Total (incl. VAT), Total for 36 months

Price declaration form mandatory: total RFQ price for 36 months must be stated and match pricing schedule total

Price validity: 90 days from closing date

No bid security, performance bond, guarantee, or retention mentioned

Payment terms not specified in document

Mandatory compliance documents:

• CSD registration proof
• Valid tax clearance certificate or SARS TCS PIN (each party in consortium must provide)
• B-BBEE certificate (SANAS accredited) or sworn affidavit (for EMEs ≤R10m turnover, QSEs ≤R50m turnover) to claim preference points
• Completed and signed SBD 1, SBD 4, SBD 6.1

Specific Goals thresholds (for 20 preference points):

• Black Ownership: 100% black owned = 10 pts, 51–99.99% = 4 pts
• 30% Black Women Ownership: 4 pts
• Youth Ownership: 3 pts
• Disability 30% Ownership: 3 pts

No CIDB grading required (non-construction)

No local content requirement stated

No professional body registration required

Bidders in service of state, or with directors/members in service of state, are ineligible

Contract form: Successful bidder must complete and sign SBD 7 (Contract Form for rendering of services)

General conditions: Subject to Preferential Procurement Policy Framework Act 2000, Preferential Procurement Regulations 2017, General Conditions of Contract (GCC), and any special conditions

Tax compliance: Bidders must submit SARS TCS PIN or printed TCS certificate; each consortium party must provide separate TCS PIN/certificate/CSD number

Ineligibility: No bids from persons in service of state, companies with directors in service of state, or close corporations with members in service of state

False declarations: State may reject bid, act against bidder per PFMA SCM Instruction

Authority to sign: Proof of authority (e.g., company resolution) must be submitted with bid

Preference point system: 80/20 (applicable for contracts up to R50 million)

Price scoring formula: Ps = 80(1 - (Pt - Pmin)/Pmin) where Pt = tender price, Pmin = lowest acceptable tender

Specific goals points allocation as per tender:

• Black Ownership: 10 points
• 30% Black Women Ownership: 4 points
• Youth Ownership: 3 points
• Disability 30% Ownership: 3 points

Claimed points must be supported by documentary proof; organ of state may require substantiation at any time

Fraudulent claims lead to disqualification, cost recovery, contract cancellation, restriction from state business up to 10 years, possible criminal prosecution