Procurement of microsoft dynamics 365 ERP infrastructure transition, microsoft azure managed services and technical support for a period of one (1) year

{"closingDate":"23 September 2026","closingTime":"15:00pm","briefingSession":"{"date":"15 September 2026","time":"10:00am","venue":"e:15 September 2026","is_compulsory":true}"}

Virtual Compulsory briefing session details: Date:15 September 2026, 10:00am SAST. Meeting Link: link

{"name":null,"email":"[email protected]","phone":"012 947 2712","department":null,"address":"ROLOGY INSTITUTE OF SOUTH AFRICA SUPPLIER’S INFORMATION"}

Returnable Documents: SBD 4: Completed, attached and signed, SBD 6.1: Completed, attached and signed, CSD Report Attached, Please complete the table below by indicating “yes” or “no” to confirm whether this requirement is met, Pre-Qualification Requirements

9. Mandatory/ legislative requirement

Pre-qualification checklist: SBD 4 completed, attached and signed; SBD 6.1 completed, attached and signed; CSD Report attached; Valid B-BBEE Certificate (where applicable).

Bidders must comply with the following pre-qualification requirements to advance to evaluation: submit a completed, attached, and signed SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim), and attach a CSD report. A valid B-BBEE certificate must be supplied where applicable. Bidders must be a recognised Microsoft Solutions Partner or authorised Microsoft partner, evidenced by documentation. Bidders must provide at least one suitably qualified Microsoft Azure Administrator with valid AZ-104 (or successor) certification, and at least one Microsoft Azure Solutions Architect with valid AZ-305 (or successor) certification. Bidders must provide at least one Dynamics 365 Finance & Operations Functional Consultant with a minimum of 3 years' relevant experience, one Dynamics 365 CRM/CE Functional Consultant with 3 years' experience, one Dynamics 365 Technical Consultant/Developer with 3 years' experience, Power Platform development capability, and a Project Manager with at least 3 years' relevant project management experience. A single resource may satisfy multiple mandatory resource requirements if the CV demonstrates the required competencies. Bids that score 'no' on any compulsory technical specification will be disqualified. For functional evaluation, a minimum qualifying score of 80 out of 100 is required. Price and B-BBEE points are allocated under the 80/20 preferential points system, with a maximum of 20 points for B-BBEE status level 1 contributor.

NMISA seeks to appoint a suitably qualified Microsoft Solutions Partner to provide Microsoft

Azure Managed Services and comprehensive infrastructure, application, technical support,

development, configuration, integration and enhancement services for the Microsoft Dynamics

365 ERP environment for the contract period of one (1) year.

The successful bidder will coordinate and execute the structured transition from the Current

Implementation Partner while ensuring business continuity and uninterrupted operation of

NMISA's Microsoft Dynamics 365 ERP platform.

Following completion of the transition phase, the successful bidder will provide ongoing Microsoft

Azure managed services, ERP hosting support, infrastructure administration, monitoring,

security, backup, disaster recovery, optimisation and technical advisory services for the

remainder of the contract period.

Objectives are to:

• Successfully transition the ERP hosting environment.

• Ensure uninterrupted ERP services.

• Improve governance.

• Improve security.

• Improve availability.

• Improve disaster recovery.

• Reduce operational risk.

• Support future ERP growth.

As part of the transition, the successful bidder shall identify, verify and document any incomplete

integrations, unsupported environments, undocumented configurations, infrastructure risks,

unsupported automation, backup gaps, certificate issues and network-related dependencies or

deficiencies.

2. Background and current environment

NMISA intends to appoint a Microsoft Solutions Partner to take over the management and support

of the Azure-hosted Microsoft Dynamics 365 ERP environment from the Current Implementation

Partner. The successful bidder will be responsible for Azure Managed Services, ERP

infrastructure support, Dynamics 365 application and technical support, development,

configuration, integration and enhancements as defined in this TOR. The successful bidder shall

work collaboratively with NMISA, the Current Implementation Partner, Microsoft and any other

NMISA-appointed service providers where required.

3. Scope requirements

3.1 Transition from the Current Implementation Partner

The successful bidder shall:

• Conduct transition planning and develop a detailed transition plan.

• Coordinate and facilitate all technical handover sessions with the Current Implementation

Partner.

• Review and assess the existing Microsoft Azure environment.

• Review and assess the existing Microsoft Dynamics 365 ERP hosting environment.

• Verify all Azure subscriptions, resource groups, and hosted resources supporting the ERP

environment.

• Verify and confirm NMISA's ownership and administrative control of all applicable Azure

subscriptions, resource groups and resources supporting the ERP environment, and

facilitate the transfer of administrative control where required.

• Transfer and validate all privileged administrative accounts and access credentials.

• Transfer, verify and document all certificates, encryption keys and key vault configurations.

• Transfer and validate all service accounts and associated permissions.

• Verify and document all Microsoft Entra ID application registrations, enterprise applications

and service principals.

• Review, verify and document all automation scripts, automation accounts and scheduled

jobs.

• Transfer and validate all deployment pipelines, repositories and deployment processes.

• Review, verify and document all backup configurations and retention policies.

• Review, verify and document all monitoring configurations, alerts and dashboards.

• Review, validate and document the overall Azure architecture and supporting

infrastructure.

• Review, validate and document all network architecture diagrams and connectivity

configurations.

• Review and validate all operational procedures, standard operating procedures (SOPs)

and operational runbooks.

• Review and validate all disaster recovery plans, configurations and recovery procedures.

• Review, validate and transfer all technical, operational and support documentation.

• Validate the completeness and accuracy of all transferred documentation.

• Verify the operational status of all Azure resources supporting the ERP environment.

• Identify, document and classify all outstanding implementation activities remaining from

the Current Implementation Partner.

• Identify and document any infrastructure gaps, unsupported configurations,

undocumented components and operational risks.

• Record all unresolved issues, dependencies and recommendations for remediation.

• Confirm that all infrastructure components are operational and that responsibility has been

successfully transitioned.

• Produce a comprehensive Transition Completion Report, including the transition status,

outstanding actions, identified risks, recommendations and formal handover confirmation.

Deliverables

• Approved Transition Plan

• Knowledge Transfer Register

• Azure Assessment Report

• Approved Azure Architecture Documentation

• Approved D365 (ERP) System Architecture Documentation

• Outstanding Issues Register

• Transition Completion Report

Acceptance Criteria

Transition shall only be accepted when NMISA confirms that:

• NMISA ownership and administrative control of all applicable Azure subscriptions and

resources have been confirmed.

• administrative access has been transferred,

• documentation has been received,

• operational procedures have been transferred,

• outstanding implementation items have been documented,

• ERP services remain operational.

3.2 Microsoft Azure Managed Services

The successful bidder shall provide managed services for all Azure resources supporting

NMISA's ERP environment.

The scope shall include:

• Azure administration

• Virtual Machines

• Storage

• Networking

• SQL Services

• Identity Management

• Microsoft Entra ID

• Monitoring

• Azure Monitor

• Log Analytics

• Azure Backup

• Azure Site Recovery

• Microsoft Defender for Cloud

• Security administration

• Capacity management

• Cost optimisation

• Patch management

• Incident Management

• Problem Management

• Change Management

• Configuration Management

3.3 Microsoft Dynamics 365 ERP Infrastructure Support

The successful bidder shall provide infrastructure support for the entire Microsoft Dynamics 365

ERP platform, including all current and future Microsoft Dynamics 365 ERP modules, custom-

developed components, integrations, Microsoft Power Platform solutions, customer-facing

portals, reporting services, APIs, Azure services and supporting infrastructure.

• Azure tenant administration

• Azure subscription and resource management

• Virtual machine administration and maintenance

• Storage account administration

• SQL database administration and performance monitoring

• Network infrastructure administration, including virtual networks, VPNs, firewalls and load

balancers

• Identity and access management, including Microsoft Entra ID integration

• Infrastructure hosting and availability management

• Infrastructure performance monitoring and optimisation

• Capacity planning and resource optimisation

• Infrastructure monitoring, alerting and health checks

• Backup management and recovery verification

• Disaster recovery planning, testing and maintenance

• Security management, hardening and vulnerability remediation

• Patch management and operating system updates

• Incident management and technical troubleshooting

• Problem management and Root Cause Analysis (RCA)

• Change management for infrastructure components

• Infrastructure documentation and configuration management

• Cost monitoring and optimisation of Azure resources

• Technical support and advisory services relating to the Azure-hosted ERP infrastructure

3.4 Microsoft Dynamics 365 ERP Application Support, Development and Enhancements

The successful bidder shall:

• Troubleshooting and resolution of ERP application issues.

• Configuration and technical support of existing Dynamics 365 functionality.

• Investigation and correction of defects, errors and failed processes.

• Development, modification and enhancement of existing Dynamics 365 functionality where

required.

• Development and modification of workflows, forms, reports, interfaces and integrations.

• Development and support of Microsoft Power Platform components supporting the ERP

environment, including Power Apps and Power Automate.

• Development, maintenance and troubleshooting of APIs and system integrations.

• Development and modification of customer-facing portals and other ERP-related

components.

• Support for data migration, data correction and integration activities where required.

• Technical support for deployments, releases, upgrades and environment refreshes.

• Technical analysis and impact assessment for proposed enhancements and changes.

• Testing and technical validation of developments, fixes, configurations and enhancements

before deployment to production.

• Preparation and maintenance of technical and development documentation.

• Source code, scripts, configurations and technical artefacts developed under this contract

shall be documented and transferred to NMISA.

• Provide technical resources with the appropriate Dynamics 365, Power Platform,

integration, database, Azure or development skills according to the nature of the work

required.

3.5 Security

The successful bidder shall:

• Manage privileged access.

• Review user permissions.

• Maintain RBAC.

• Monitor security posture.

• Manage Defender for Cloud.

• Implement Microsoft security recommendations.

• Maintain audit logs.

• Support compliance with POPIA and NMISA policies.

3.6 Backup and Disaster Recovery

The successful bidder shall:

• Manage Azure Backup.

• Manage Azure Site Recovery.

• Monitor backup success.

• Produce disaster recovery reports.

• Conduct scheduled disaster recovery tests at least once during the contract period and

produce a formal Disaster Recovery Test Report detailing results, issues identified and

corrective actions.

• Periodically perform restoration testing to verify the integrity and recoverability of backups.

• Review, document and maintain Recovery Time Objectives (RTOs) and Recovery Point

Objectives (RPOs) for critical ERP services in consultation with NMISA.

3.7 Monitoring

Provide continuous monitoring of:

• Azure Services

• Virtual Machines

• Storage

• Networking

• ERP Availability

• Performance

• Backup

• Security

• Capacity

3.8 Knowledge Transfer

Provide:

• Administrator training

• Operations training

• Technical documentation

• Runbooks

• Standard Operating Procedures

• Architecture documentation

3.9 Development and Enhancement Deliverables – where applicable

Provide:

• Requirements/specification

• Technical impact assessment

• Approved effort estimate

• Source code and scripts

• Configuration/deployment packages

• Test evidence and results

• Technical documentation

• Release notes

• Deployment and rollback instructions

4. Service level requirements

Bidders must propose measurable service levels. The following minimum incident targets will apply

unless improved in the bidder's proposal and accepted by NMISA.

Target

Priority Description Acknowledgement Updates

restoration/workaround

Production outage

or severe security

P1 Critical 15 minutes 4 hours Every 30 minutes

incident affecting

critical services

Major degradation

or high-impact

P2 High 30 minutes 8 business hours Every 2 hours

incident with

limited workaround

Partial service

impact with

P3 Medium 4 business hours 3 business days Daily

acceptable

workaround

Service request,

5 business days or

P4 Low advice or low- 1 business day As agreed

agreed plan

impact issue

The provider must maintain an escalation matrix, provide after-hours contact details and participate

in major-incident reviews.

5. Project governance and change control

6. Nominate an accountable Project Manager and Service Delivery Manager.

7. Submit a detailed project schedule within five (5) business days of appointment.

8. Hold weekly transition meetings during the takeover phase and monthly service-review

meetings thereafter.

4. Maintain risk, issue, decision, action and change registers.

5. Comply with NMISA's approved change-management policies, procedures and governance

requirements.

6. No production change may be implemented without authorized NMISA approval, except an

emergency action required to protect the environment, which must be reported immediately

and documented retrospectively.

6. Deliverables

Once-Off Deliverables

• Discovery Report

• Transition Plan

• Azure Assessment

• ERP Infrastructure Assessment

• Architecture Documentation

• Access Register

• Knowledge Transfer Documentation

• Outstanding Issues Register

• Transition Completion Report

• Infrastructure Roadmap

• Azure Cost Optimisation Plan

• Security Improvement Plan

Monthly Deliverables

• Operations Report

• SLA Report

• Security Report

• Monitoring Report

• Backup Report

• Incident Report

• Change Report

• Azure Cost Report

Quarterly Deliverables

• Azure Health Assessment

• Capacity Review

• Security Assessment

• Disaster Recovery Readiness Review

• Cost Optimisation Report

End of Contract Deliverables

• Infrastructure Review

• Azure Governance Review

• ERP Hosting Assessment

• Improvement Roadmap

7. Assumptions

The following assumptions shall apply to this Terms of Reference:

1. NMISA shall provide the successful bidder with the necessary access to the Microsoft Azure

tenant and all authorised systems required to perform the services described in this Terms

of Reference.

2. The Current Implementation Partner shall cooperate with NMISA and the successful bidder

during the transition phase and participate in the knowledge transfer process to facilitate an

orderly handover of the Microsoft Dynamics 365 ERP hosting environment.

3. Microsoft and/or other ERP support arrangements appointed by NMISA may provide

product-level or specialist support for Microsoft Dynamics 365. The successful bidder shall

nevertheless be responsible for providing the functional, technical, configuration,

customization, development, integration and enhancement services specified in this TOR

and shall collaborate with Microsoft and any other NMISA-appointed service providers

where required.

4. Microsoft software licensing, subscriptions, and licence compliance shall remain the

responsibility of NMISA unless otherwise agreed in writing.

5. Microsoft Azure subscription and consumption charges, including compute, storage,

networking and other Azure services, as well as approved third-party license, subscription

and integration-related charges, shall remain the responsibility of NMISA and will be paid

directly by NMISA. These costs shall therefore be excluded from the bidder's Managed

Services fees and contract price. The successful bidder shall, however, remain responsible

for the administration, monitoring, optimization and technical management of such services

where these fall within the scope of this TOR.

related services. project must

demonstrate Dynamics

365 development,

customisation and/or

integration and not

infrastructure hosting

only.

3. Azure / 15 Reference letters, 15 = 5 or more qualifying

Dynamics 365 completion certificates or projects;

Transition, contracts demonstrating 12 = 4;

Migration or successful takeover, 9 = 3;

Takeover migration, transition or 6 = 2;

Experience handover of Microsoft 3 = 1;

Azure and/or Dynamics 0 = No acceptable

365 environments, evidence.

including transition from

an incumbent/current

service provider where

applicable.

4. Proposed 15 Detailed methodology 15 = adequately

Transition and covering discovery and addresses 13–15

Takeover assessment; engagement elements;

Methodology with the Current 12 = 10–12 elements;

Implementation Partner; 8 = 7–9 elements;

knowledge transfer; 4 = 4–6 elements;

access and ownership 0 = fewer than 4

transfer; infrastructure elements or no

and application acceptable methodology.

validation; source

code/repositories;

integrations and An element is

dependencies; adequately addressed

outstanding activities; only where the bidder

cutover; business describes how it will be

continuity; stabilisation; performed; merely

rollback; risks; repeating or listing the

documentation; and TOR requirement does

formal acceptance. not constitute adequate

coverage.

5. Proposed 10 Detailed approach 10 = adequately

Managed covering service addresses 13–15

Services and desk/support, monitoring, elements;

Support incident management, 8 = 10–12 elements;

Approach problem management, 5 = 7–9 elements;

change management, 2 = 4–6 elements;

patching, backup, DR, 0 = fewer than 4

security, capacity elements or no

management, Azure cost acceptable approach.

optimisation, SLA An element is

management, escalation, adequately addressed

reporting and after-hours only where the bidder

support. describes the proposed

service delivery

approach/process;

merely listing the

service does not

constitute adequate

coverage.

6. Proposed 15 Detailed CVs, Azure Administrator –

Technical and qualifications and 3;

one suitably qualified and demonstrating a

experienced Microsoft minimum of three (3)

Dynamics 365 Finance & years' relevant

Consultant, capable of 365 Finance &

functional consulting, Operations experience.

configuration, Relevant Microsoft

troubleshooting and support certification(s), where

for Dynamics 365 Finance & applicable, must be

one suitably qualified and demonstrating a

minimum of three (3) experienced Microsoft

Dynamics 365 CRM / years' relevant

Functional Consultant, 365 CRM/Customer

capable of functional Engagement

consulting, configuration, experience. Relevant

troubleshooting and support Microsoft certification(s),

for Dynamics 365 where applicable, must

one suitably qualified and demonstrating a

experienced Microsoft minimum of three (3)

Dynamics 365 Technical years' relevant

Dynamics 365 Consultant / Developer

capable of supporting, technical/development

developing, customising, experience, including

troubleshooting and evidence of

enhancing the Dynamics development,

365 environment. customisation and/or

integration work.

7. Bidder must provide access CV(s) demonstrating

to suitably qualified relevant Power Platform

experienced Project demonstrating a

Manager responsible for minimum of three (3)

transition and years' relevant project

implementation governance. management

experience involving

Azure, Dynamics 365,

cloud migration,

transition,

implementation and/or

submitted CV, qualifications, certifications and project experience clearly demonstrate that the

resource possesses the required competencies and experience for each applicable requirement.

1. Company 10 Reference letters, 10 = 5 or more qualifying

Experience in completion certificates or projects/contracts;

Microsoft Azure contracts demonstrating 8 = 4;

Managed Microsoft Azure Managed 6 = 3;

Services Services provided within 4 = 2;

the last five (5) years. 2 = 1;

Evidence must clearly 0 = No acceptable

identify the bidder, client evidence.

and nature of services

provided.

2. Microsoft 20 Reference letters, 20 = 5 or more qualifying

Dynamics 365 completion certificates or projects/environments;

ERP Support, contracts demonstrating 16 = 4;

Development Dynamics 365 ERP 12 = 3;

and Integration functional/technical 8 = 2;

Experience support, configuration, 4 = 1;

customisation, 0 = No acceptable

development, evidence.

integrations, APIs, Power For the maximum

Capability demonstrating the Architect – 3;

required capability areas. D365 F&O Functional –

One resource may fulfil 3;

more than one capability D365 CRM/CE

where appropriately Functional – 2;

qualified and D365 Technical

experienced. Consultant/Developer –

2;

Developer/Consultant –

Total = 15. For each

capability, award the

allocated points only

where the proposed

resource demonstrates

relevant

experience/certification

above the applicable

mandatory minimum.

mandatory minimum is

demonstrated, no

additional functional

points are awarded for

that capability.

7. Project 15 Detailed CV 15 = 10+ years relevant

Manager – demonstrating relevant PM experience including

Relevant project management Azure/cloud/D365

Qualifications Azure, Dynamics 365, Managed Services;

cloud migration,

transition, implementation

and/or Managed Services 12 = 7 to <10 years

projects. Relevant including at least one

qualifications/certification Azure/cloud/D365

s must be supported by project;

certificates. 8 = 5 to <7 years;

4 = 3 to <5 years;

0 = Less than 3 years.

Total 100

experience. The same project may be considered under different criteria only where the submitted

evidence clearly demonstrates that the project included the relevant services being evaluated under

each criterion.

13. Deliverable acceptance and payment

All deliverables are subject to written review and acceptance by NMISA. NMISA may reject incomplete, inaccurate or unsupported deliverables and require correction at no cost. Completion of transition only accepted once NMISA confirms access, ownership, documentation, knowledge transfer and operational control transferred. Monthly invoices supported by approved service report, SLA report and evidence of completed activities. Final payment may be withheld until exit obligations completed.

14. Exit management

At contract end, the bidder must: Transfer all documentation; transfer/confirm NMISA control of admin accounts, credentials, monitoring, backup, automation, architecture docs, runbooks; conduct knowledge transfer; support orderly transition to successor; continue services until successor has responsibility.

Bidders must submit a comprehensive, fixed and transparent pricing proposal for the full twelve (12)

month contract period. All prices must be quoted in South African Rand (ZAR) and must clearly

indicate VAT.

utilised on an as-and-when-required basis following prior written approval by NMISA. The hourly

rates shall remain fixed for the full twelve (12) month contract period and shall include all

overheads associated with providing the resource. Routine activities included within the fixed

rate card. The inclusion of hourly rates does not constitute a commitment by NMISA to purchase

a minimum number of hours. Services will be requested on an as-and-when-required basis and

will be subject to prior written approval by NMISA.

The quoted price must remain valid for at least ninety (90) days from the closing date. All travel,

subsistence, on-site support and incidental costs must be included. No additional work may be

undertaken without prior written approval and an approved purchase order or contract variation.

Minimum functionality/qualifying score: 80

minimum qualifying score of 80

CSD Report Attached

completion certificates or projects/contracts

completion certificates or projects/environments

completion certificates or projects

SBD 6.1: Completed, attached and signed

Please complete the table below by indicating “yes” or “no” to confirm whether this requirement is met

2. Bidder must provide at least CV and valid Microsoft
3. Bidder must provide at least CV and valid Microsoft
4. Bidder must provide at least Detailed CV
5. Bidder must provide at least Detailed CV

• Release notes

B-BBEE Minimum Level: 1

Points Allocation: 00 points

B-BBEE Details: ck each box

SBD 4: Completed, attached and signed

SBD 6.1: Completed, attached and signed

CSD Report Attached

Note: Some requirements may not be applicable to International suppliers/ bidders and only those

suppliers/ bidders will be exempted from these mandatory/ legislative requirements. All SBDs must

be submitted (signed) noting where it is not applicable. If any specific SBD is not submitted,

documentary proof, clearly stating the reason must be attached.

Bidders must also supply the documents below (where applicable).

Check list

Other Requirements

✓ Tick each box

Valid B-BBEE Certificate attached

10. Evaluation process

10.1 Aim of evaluation

To ensure that all bids/ proposals received are afforded the opportunity to compete equally and enable

NMISA a chance to evaluate the bid received in a fair and unbiased manner as per the pre-determined

evaluation criteria.

10.2 Evaluation criteria

The evaluation criteria as set out hereunder will assist NMISA to ensure conformity to tender

requirements. NMISA evaluation team shall use the evaluation criteria, applicable values and/or

minimum qualifying scores as indicated in the bid specification document.

The following are the stages that will be used to evaluate all bid/s received.

11. Compulsory technical specifications

Please complete the table below by indicating “yes” or “no” to confirm whether this requirement is met

and provide explanations/ comments to support your answers. Supporting documentation or evidence

should be attached to this document, if no evidence is provided, it will be assumed that the specification

cannot be met. Supporting documentation should take the form of technical specifications, datasheets,

technical drawings, brochures, etc. Supporting documents should have

emergency action required to protect the environment, which must be reported immediately

and documented retrospectively.

Please complete the table below by indicating “yes” or “no” to confirm whether this requirement is met

and provide explanations/ comments to support your answers. Supporting documentation or evidence

should be attached to this document, if no evidence is provided, it will be assumed that the specification

cannot be met. Supporting documentation should take the form of technical specifications, datasheets,

technical drawings, brochures, etc. Supporting documents should have page numbers for ease of

reference.

NB: Bids that score NO for any items in the compulsory technical specification section will be disqualified

and will not advance to the next stage of evaluation.

5. Project governance and change control
6. Nominate an accountable Project Manager and Service Delivery Manager.
7. Submit a detailed project schedule within five (5) business days of appointment.
8. Hold weekly transition meetings during the takeover phase and monthly review meetings thereafter.
9. Maintain risk, issue, decision, action and change registers.
10. Comply with NMISA's approved change-management policies.
11. No production change without authorized NMISA approval except emergency action that must be reported immediately and documented retrospectively.

Bidders must complete the compulsory technical specification table, indicating yes/no for each requirement and providing supporting explanations. Bids scoring NO on any compulsory item are disqualified. Bidders must demonstrate relevant experience/certification for each capability above the mandatory minimum. Supporting documents must have page numbers. All prices in ZAR including VAT, valid for 90 days. No additional work without prior written approval.

Evaluation stages: 1) Compulsory technical specifications — any NO disqualifies. 2) Technical/functionality evaluation — points awarded per capability only where the proposed resource demonstrates relevant experience/certification above the mandatory minimum. The same project may be considered under different criteria only where evidence clearly shows the relevant services. Generic proposals will not be scored. B-BBEE preference points claimed via SBD 6.1.