Renewal of 60 microsoft 365 e3 licences with teams phone standard and operator connect for 24 months

Closing

• 21 October 2026 at 12:00 noon.

Issue date

• 14 October 2026.

Quotation validity

• 90 days from the RFQ closing date.

No compulsory briefing or site visit is scheduled.

SCM enquiries

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

Technical enquiries

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

Submission

• Method: email
• Submission email: [email protected]
• Attention: Esona Zandile

Submission method

• Channel: email only, to the Supply Chain Management Unit.
• Submission email: [email protected]
• Attention: Esona Zandile
• Closing: 21 October 2026 at 12:00 noon.
• Total submission size must not exceed 10MB.

Returnable documents

• SBD 1 (Invitation to Bid): bidder identification and contact details, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses whether any director, shareholder or controlling-interest holder is employed by the state or connected to staff at the procuring institution.
• SBD 6.1 (Preference Points Claim): claims points for the specific goals set out in this RFQ.
• Proof of registration on the Central Supplier Database (CSD).
• Original valid tax clearance certificate, or a SARS tax compliance status PIN / printed TCS certificate.
• Original or certified B-BBEE certificate, or a sworn affidavit for EMEs and QSEs.
• The successful bidder must complete and sign the SBD 7 contract form.

Disqualification risks

• Quotations received after the closing time are rejected without exception.
• Any required document left out or incomplete renders the quotation invalid.
• Quoted prices must remain valid for at least 90 days from the offer date.

Stage 1 — functionality (100 points)

• Minimum qualifying score: 70/100. Bids scoring below 70 are disqualified and are not evaluated on price or specific goals.

Reference and experience (25 points)

• Reference letters on the client's official letterhead confirming successful delivery of similar Microsoft 365 E3 and Microsoft Teams Phone work, showing the client name, a description of the services, the contact person and their details, and confirmation that the work was relevant and satisfactorily completed.
• Experience scoring: 1 year = 1 point, 2 years = 2 points, 3 years = 3 points, 4 years = 4 points, 5 or more years = 5 points.
• Project count scoring: 1 project = 1 point, 2 projects = 2 points, 3 projects = 3 points, 4 projects = 4 points, 5 or more projects = 5 points.
• A client table listing current and previous public sector, state-owned and private clients, with contact details, type of service, start and end dates, and contract values.

Detailed project plan (25 points)

• A project plan or timeline for the renewal and implementation of the Microsoft 365 E3 and Teams Phone Standard services, scored as: completeness and quality 5 points; realistic timelines and milestones 4 points; licence and service activation timeline 4 points; resource allocation and project team 4 points; business continuity and service transition plan 4 points; post-renewal support and SLA commitments 4 points.

Proposal and ability to meet the specifications (25 points)

• A detailed proposal showing understanding of the requirements and ability to deliver the scope, including the equipment to be supplied: 5 points.
• No proposal, products that do not meet the specification or scope, or missing specification sheets: 0 points.

Stage 2 — price and specific goals (80/20 system)

• Price: 80 points.
• Specific goals: 20 points.
• Price points are calculated on the 80/20 formula against the lowest acceptable quotation.

Scope

• Renewal and provisioning of 60 Microsoft 365 E3 licences, 60 Microsoft Teams Phone Standard licences and 60 Microsoft Teams Operator Connect services for 24 months.
• The provider must show experience in supplying, licensing and supporting Microsoft Cloud telephony solutions.

Microsoft 365 E3

• Uninterrupted access to Outlook, Word, Excel, PowerPoint, OneNote, Copilot, Teams, SharePoint Online, OneDrive for Business and Exchange Online.
• Continuous access to the security, compliance and identity management features included in Microsoft 365 E3.
• Licensing management and subscription administration support for the full contract period.

Teams Phone Standard

• Voice calling functionality maintained within Microsoft Teams for 60 users.
• Users must be able to make and receive external calls through Teams.

Operator Connect

• Integration between Microsoft Teams and the telecommunications provider, with PSTN connectivity maintained.
• 56 active telephone numbers must be retained and ported to the successful bidder's Operator Connect platform.
• One Yealink SIP-T40G handset serves reception; all other users continue on Teams via laptops and mobile devices.
• Service and technical support for Operator Connect issues.

Deliverables

• 60 Microsoft 365 E3 licences and 60 Teams Operator Connect licences/services for 24 months.
• Licence activation and configuration support.
• Subscription and licence management services.
• Renewal confirmation and proof of licensing entitlement.
• Technical support and escalation assistance during the contract.

Call recording and reporting

• A Microsoft Teams-certified call recording and reporting solution integrated with the Teams Phone environment.
• Automatic recording of inbound and outbound calls for designated users and departments.
• Secure storage, retrieval, downloading and management of recordings.
• Compliance with data privacy legislation, including POPIA.
• Role-based access control limiting recordings and reports to authorised personnel.
• Reporting and analytics on inbound and outbound call volumes, answered and missed calls, call duration, user and departmental activity, and call queue and auto-attendant performance.

Contract period

• 24 months from the date of award or renewal.

Call recording and reporting

• Supply a Microsoft Teams-certified call recording and reporting solution that integrates with the organisation's Teams Phone environment.
• Automatically record inbound and outbound calls for designated users and departments.
• Allow secure storage, retrieval, downloading and management of recorded calls.
• Comply with data privacy and protection legislation, including POPIA.
• Apply role-based access control so only authorised personnel reach recordings and reports.
• Provide reporting and analytics on inbound and outbound call volumes, answered and missed calls, call duration, user and departmental call activity, and call queue and auto-attendant performance.

The provider must have a proven record in the renewal and provisioning of Microsoft 365 E3 licences with Microsoft Teams Calling and Operator Connect services, and must demonstrate experience in supplying, licensing and supporting Microsoft Cloud telephony solutions.

Experience scoring (functionality)

• 1 year = 1 point
• 2 years = 2 points
• 3 years = 3 points
• 4 years = 4 points
• 5 or more years = 5 points

Reference letters must be on the client's official letterhead and confirm satisfactory completion of similar work.

Pricing schedule

• Year 1 and Year 2 are priced separately, each with unit price per user excluding VAT for Microsoft 365 E3 licence renewal, Microsoft Teams Phone Standard licence renewal and Microsoft Teams Operator Connect Standard (60 of each), followed by subtotal excluding VAT, VAT at 15%, and the year total including VAT.

Price declaration form

• The total RFQ price for 24 months must be stated and is compulsory.
• The declared total must match the total in the pricing schedule; where the two differ, the declared total is taken as correct.

Pricing format

• Pricing schedule completed separately for Year 1 and Year 2, each listing unit price per user excluding VAT for Microsoft 365 E3 licence renewal, Microsoft Teams Phone Standard licence renewal and Microsoft Teams Operator Connect Standard (60 of each), then subtotal excluding VAT, VAT at 15%, and the year total including VAT.
• Price declaration form: the total RFQ price for 24 months is compulsory and must equal the total in the pricing schedule. If the two differ, the declared total is treated as the correct price.

Validity

• Quoted prices must hold for at least 90 days from the offer date.

Award

• The National Arts Council reserves the right not to make an appointment, to cancel the RFQ, and not to accept the lowest quotation.

Registration and tax

• Proof of registration on the Central Supplier Database (CSD) must be submitted.
• Original valid tax clearance certificate, or a SARS tax compliance status PIN / printed TCS certificate, must be attached.
• Consortia, joint ventures and subcontractors: each party submits its own TCS certificate, PIN or CSD number.

B-bbee

• An original or certified B-BBEE certificate, or a sworn affidavit for EMEs and QSEs, must be attached to claim preference points.

Standard forms

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims the specific goal points offered in this RFQ.
• SBD 7 (Contract Form): signed by the successful bidder.

Exclusions

• Bids are not considered from persons in the service of the state, companies with directors in state service, or close corporations with such members.

Other

• Documents must not exceed 10MB.
• All required documents must be completed and returned, failing which the quotation is declared invalid.
• No late quotations are accepted.

Preference point system

• 80/20 system applies: price 80 points, specific goals 20 points.

Specific goals and points

• Black ownership: 10 points.
• 30% black women ownership: 4 points.
• Youth ownership: 3 points.
• Disability 30% ownership: 3 points.
• Total: 20 points.

Black ownership scoring

• 100% black-owned entities score the full 10 points.
• Entities that are 51% to 99.99% black-owned score 4 points.

Evidence

• An original or certified B-BBEE certificate, or a sworn affidavit for EMEs and QSEs, must be attached to claim these points.

Contract duration

• 24 months from the date of award or renewal.

Returnable documents

• SBD 1, SBD 4 and SBD 6.1 completed and submitted with the quotation.
• Proof of CSD registration.
• Original valid tax clearance certificate.
• Original or certified B-BBEE certificate.

Conditions

• Quotations received late are not accepted under any circumstances.
• Prices must remain valid for at least 90 days from the offer date.
• The submission must not exceed 10MB.
• All required documents must be completed and returned, failing which the quotation is declared invalid.
• The National Arts Council may decline to make an appointment and may cancel the RFQ.
• The National Arts Council is not obliged to accept the lowest quotation.

Functionality stage (100 points)

• Minimum qualifying score: 70/100. Bids below 70 are disqualified and not evaluated on price or specific goals.

Reference and experience (25 points)

• Reference letters on the client's official letterhead proving successful delivery of similar services, showing client name, description of services, contact person and details, and confirmation of relevance to Microsoft 365 E3 and Teams Phone Standard renewal or similar work, plus evidence of quality and satisfactory completion.
• Experience: 1 year = 1 point, 2 years = 2 points, 3 years = 3 points, 4 years = 4 points, 5 or more years = 5 points.
• Projects: 1 project = 1 point, 2 projects = 2 points, 3 projects = 3 points, 4 projects = 4 points, 5 or more projects = 5 points.
• A table of current and previous public sector, state-owned and private clients with contact details, service type, start and end dates, and contract values.

Detailed project plan (25 points)

• Completeness and quality of the project 5 points; realistic timelines and milestones 4 points; licence and service activation timeline 4 points; resource allocation and project team 4 points; business continuity and service transition plan 4 points; post-renewal support and SLA commitments 4 points.

Proposal and ability to meet the specifications (25 points)

• 5 points for a proposal showing how the scope will be met and what equipment will be provided.
• 0 points where no proposal is submitted, the products do not meet the specification or scope, or specification sheets are not provided.

Price and specific goals (80/20)

• Price 80 points; specific goals 20 points.