Appointment of a service provider for the migration from google workspace to microsoft 365, including configuration, data migration, testing, training, and post-implementation support.

Closing date: 19 August 2026 at 11:00 AM.

• Compulsory briefing session / site visit: none (N/A).

Bidding procedure enquiries (in writing):

• Section SCM, contact person Shaun Swanepoel, email [email protected].

Technical information enquiries (in writing):

• Section ICT, contact person Shaun Swanepoel, email [email protected].

Submission address: email to [email protected] (PDF only).

Submission is by email only, to [email protected], and only PDF documents are accepted.

• One original set of bid documents is required, submitted electronically; this set becomes the legal contract on award.
• Bids must be submitted on the official forms provided, not re-typed.
• Late bids are not accepted.
• The bid must remain valid for 60 days from the closing date.
• Returnable documents (all mandatory unless marked optional):
• SBD 1 (Invitation to Bid), signed and completed, including SBD 4, SBD 6.1 and the signed Bid Submission Certificate form.
• Proof of authority to sign (e.g. company resolution).
• Proof of registration on the Central Supplier Database (CSD).
• Valid B-BBEE certificate or sworn affidavit (optional, needed for preference points).
• Proof of Microsoft Partner Tier: certificate or official proof of Microsoft Solutions Partner (Microsoft Cloud) or Microsoft FastTrack Partner status, issued by Microsoft under the bidder's own legal name.
• Detailed Project Methodology document covering all phases, with a dedicated section on the Phase 1 pre-migration SSO and shared document audit.
• Completed pricing schedule (SBD 3.2).
• Disqualification risks:
• Any mandatory returnable document omitted or incomplete.
• Failure to provide satisfactory proof of Microsoft Partner status, or failing Microsoft's direct verification.
• Attempts to influence evaluation, collusion, fraud or corruption.
• Fronting: the bidder must prove fronting does not exist within 7 days of notification, or the bid is invalidated and the bidder may be restricted from public sector business for up to 10 years.
• The NRF is not liable for any costs incurred in preparing a response.
• The NRF may cancel the quotation before award if funds are insufficient, no acceptable bids are received, or a material irregularity occurred; it may negotiate price only with the winning bidder if fair pricing tests show the price is outside a fair range.

Required Proposal Submissions: Bidders MUST include the following specific documents in their proposal submission: 1. Detailed Project Methodology & Execution Plan: A formal document outlining the execution plan for all project phases. This document must explicitly include a dedicated section demonstrating the methodology for the Phase 1 Pre-Migration Assessment. The bidder must clearly explain the technical steps and tools they will use to conduct the Google SSO usage audit and the shared document/permissions mapping. 2. Proof of Microsoft Partner Tier: The bidding entity must hold an active Microsoft Partnership registered under its own legal name. Bidders are required to submit valid, Microsoft-issued proof of partner status along with their official Microsoft Partner ID for verification; third-party documentation from distributors, resellers, or wholesalers will not be accepted. The purchaser reserves the right to verify partner status directly with Microsoft, and failure to provide satisfactory evidence or successfully pass verification may result in bid disqualification.

Evaluation follows a staged process:

• Stage 1 – Compliance: the proposal must contain all documents in the Returnable Document List and conform to all terms, conditions and specifications.
• Stage 2 – Technical evaluation: bidders must meet the minimum threshold in the specification to proceed. This includes:
• Stage 2A – written response evaluated against published criteria (Section D).
• Stage 2B – due diligence interviews or proof of delivery/concept, where the NRF chooses.
• Stage 2C – reference checks with referees.
• Stage 3 – Price/Preference: qualifying bids are ranked on price, with the lowest priced bid receiving maximum points (80 or 90); preference points claimed on SBD 6.1 are added for the final ranking.
• Stage 4 – Tax compliance: a recommended bidder found non-compliant has 7 working days to provide SARS proof of compliance or an arrangement; failure leads to rejection. Foreign bidders complete the SBD 1 tax questionnaire and the NRF obtains a Confirmation of Tax Obligations letter from SARS.
• Stage 5 – Award: the bidder with the highest combined score is nominated, subject to supplying administrative documentation.
• The applicable preference point system is 80/20: 80 points for price, 20 for specific goals (B-BBEE status level, black-owned, black female-owned, black youth-owned, people with disabilities, EME/QSE). A valid B-BBEE certificate is required to earn specific goal points.

The service provider must migrate the NRF/SAEON Google Workspace environment to an already-provisioned Microsoft 365 E3 tenant (saeon.nrf.ac.za).

• Source: Google Workspace, single domain Saeon.nrf.ac.za.
• Target: Microsoft 365, tenant already configured and ready.
• Workloads to migrate:
• 185 mailboxes, approximately 4 TB.
• 185 Google Drive user accounts, approximately 7 TB.
• 73 Google Shared Drives (Team Drives), approximately 105 GB.
• 22 Google Groups.
• 1 Google Vault user, 600 GB.
• Phase 1 – Pre-Migration Assessment & Planning: conduct an information gathering and data readiness workshop; assess Google Drive usage; audit Google SSO usage to identify third-party services tied to Google credentials; map shared documents and permissions to identify what may break or need reconfiguration.
• Phase 2 – Tenant-to-Tenant Data Migration: migrate emails, calendars, contacts, personal Google Drive files and Google Shared Drives for the 180 users; a third-party migration tool may be used if the bidder's methodology requires it.
• Phase 3 – Google Vault Migration: export 600 GB of Google Vault data for 1 user and migrate it via Azure Blob Storage to Microsoft 365.
• Phase 4 – Support & Handover: provide project completion documentation and a mandatory 60-day post-migration support and snag resolution period; full handover to the internal NRF/SAEON ICT team occurs only after this period.
• Migration tools: the bidder must supply all necessary third-party tools and licences (e.g. BitTitan MigrationWiz or equivalent) at its own cost; the NRF will not procure any tools.
• Partner certification: the bidder must hold a Microsoft Solutions Partner designation for Microsoft Cloud or be a recognised Microsoft FastTrack Partner, registered under its own legal name.
• Strict exclusions from scope:
• M365 tenant setup (already configured).
• Active Directory integration and MFA (handled internally by NRF/SAEON).
• Automated Outlook profile configuration (staff log in manually).
• End-user M365 training and change management.
• Ongoing post-migration managed services (internal ICT team takes over after handover).

Bidders must submit a Detailed Project Methodology & Execution Plan covering all project phases.

• The methodology must include a dedicated section demonstrating the approach to Phase 1 Pre-Migration Assessment, specifically the technical steps and tools for the Google SSO usage audit and the shared document/permissions mapping.
• The methodology should describe how the bidder will execute:
• Phase 1: Pre-Migration Assessment & Planning (workshop, Google Drive usage assessment, SSO audit, shared document/permission mapping).
• Phase 2: Tenant-to-Tenant Data Migration (emails, calendars, contacts, personal Drive, Shared Drives for 180 users).
• Phase 3: Google Vault Migration (600 GB for 1 user via Azure Blob Storage).
• Phase 4: Support & Handover (project documentation and 60-day post-migration support).
• The bidder may use third-party migration tools (e.g. BitTitan MigrationWiz) at its own cost if its methodology requires them.

Pricing must be submitted on SBD 3.2 with the following line items (each quantity 1 EA):

• Phase 1: Pre-Migration Assessment & Planning.
• Phase 2: Data Migration Services.
• Phase 3: Google Vault Migration Services.
• Phase 4: Support & Handover (project documentation and mandatory 60-day post-migration support).
• Provide total price excluding VAT, VAT, and total contract including VAT (ceiling price).
• Prices are in South African Rands, fully inclusive of all costs including delivery, VAT, income tax, UIF and skills development levies.
• The price schedule is firm for the contract duration; no changes or ad hoc costs except as authorised in the Special Conditions.
• The NRF issues written purchase orders and pays only for verified deliveries; the cumulative invoice value at contract expiry is the actual total contract price.
• The contract ceiling price includes firm and estimated quantities; the NRF does not guarantee ordering the full estimated amount.
• Detailed pricing support (e.g. costed bill of quantities) is optional.
• Preference points are added as per SBD 6.1.

Pricing must be submitted on the SBD 3.2 pricing schedule, with the following line items (each quantity 1 EA):

• Phase 1: Pre-Migration Assessment & Planning.
• Phase 2: Data Migration Services.
• Phase 3: Google Vault Migration Services.
• Phase 4: Support & Handover (project documentation and mandatory 60-day post-migration support).
• Provide total price excluding VAT, VAT, and total contract including VAT (ceiling price).
• Prices must be quoted in South African Rands and be fully inclusive of all costs, including delivery, VAT, income tax, UIF contributions and skills development levies.
• The price schedule remains unchanged for the contract duration; no changes, extensions or ad hoc costs are accepted except price adjustments authorised in the Special Conditions of Contract.
• The NRF manages the contract through written purchase orders and pays only for verified deliveries/performances; the cumulative value of invoices at contract expiry is the actual total contract price.
• The contract ceiling price includes both firm and estimated quantities; the NRF does not guarantee it will order the full estimated amount.
• Detailed pricing support (e.g. costed bill of quantities) is optional.
• Preference points are added to the price score as per SBD 6.1.

Tax compliance:

• Bidders must be tax compliant and submit their SARS tax compliance status PIN or a printed TCS certificate.
• Where no TCS is available, a CSD number must be provided.
• In consortia, joint ventures or sub-contracting, each party must submit a separate TCS certificate/PIN/CSD number.
• No bids will be considered from persons in the service of the state, or companies/close corporations with directors/members in the service of the state.
• Recommended bidders found non-compliant have 7 working days to provide SARS proof of compliance or an arrangement.

Central Supplier Database:

• Bidders must be registered on the CSD and include their Master Registration Number (Supplier Number) in the bid.

B-bbee:

• A valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• The 80/20 preference point system applies: 80 points for price, 20 for specific goals.
• Specific goals points: B-BBEE status level 1-3 (8 points), level 4-6 (6 points), level 7-8 (2 points); 51% black-owned (3 points); 51% black female-owned (3 points); 51% black youth-owned (1 point); 51% owned by people with disabilities (1 point); EME or QSE (4 points).
• Failure to submit a valid B-BBEE certificate means no points for specific goals.

Returnable forms:

• SBD 4 (Declaration of Interest): discloses whether any director/shareholder is employed by the state or connected to anyone at the procuring institution; false declarations disqualify the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• SBD 9 / Bid Submission Certificate: certifies independent bid determination and no collusion.
• SBD 6.2 (Local Content and Local Manufacturing Certification) is referenced in the bid submission certificate.
• Proof of authority to sign (e.g. company resolution) must be submitted.

The 80/20 preference point system applies: 80 points for price, 20 for specific goals.

• Specific goals and points:
• B-BBEE status level 1-3: 8 points.
• B-BBEE status level 4-6: 6 points.
• B-BBEE status level 7-8: 2 points.
• Supplier at least 51% black-owned: 3 points.
• Supplier at least 51% black female-owned: 3 points.
• Supplier at least 51% black youth-owned: 1 point.
• Supplier at least 51% owned by people with disabilities: 1 point.
• EME or QSE: 4 points.
• A valid B-BBEE certificate (or sworn affidavit for EMEs/QSEs) must be submitted to earn specific goal points; failure to submit means no points for specific goals.
• The NRF may require substantiation of any preference claim at any time.
• Fraudulent claims may lead to disqualification, recovery of costs, contract cancellation, restriction from public sector business for up to 10 years, and criminal prosecution.

When working on NRF sites, all personnel must obtain a safety induction.

• Comply with the Occupational Health and Safety Act and all site safety instructions.
• Wear personal protective equipment at all times: closed safety shoes, hard hats, height safety equipment, high visibility vests.
• Obey restricted access and speed limit signage.
• On signing the contract (SBD 7), the provider is responsible for itself, its employees and affected people under the OHS Act.
• Provide a valid Letter of Good Standing under the COID Act and keep it valid during the contract; furnish the Compensation Commissioner registration number.
• Enter into a Section 37.2 agreement under the OHS Act, drafted by the NRF.
• Maintain a health and safety plan at the work site during contracted work.
• Each team member (including sub-contracted personnel) must submit a signed indemnity form before entering the site; keep it in the health and safety file.
• The provider accepts liability for any contraventions of the OHS Act.

Contract period: once-off supply.

• The contract is subject to the National Treasury General Conditions of Contract (GCC) and Special Conditions of Contract (SCC); where there is conflict, the SCC prevails.
• Service provider obligations: exercise reasonable skill, care and diligence; deliver services during normal working hours (Monday to Friday, excluding public holidays, 08h30 to 17h00) or additional hours as reasonably required by mutual agreement; not prejudice NRF operations; submit information and reports as specified; comply with all applicable legislation.
• Communication: in writing (mail, delivery or email), stating the contract number and purchase order number; the provider must not act on any communication without the contract number or must verify with the assigned NRF contract manager.
• Performance levels: the NRF measures performance against set levels; failure to meet them has material adverse impact and damages are not precisely determinable. The provider is excused only for NRF-caused delays or force majeure. On failure, the provider must investigate root causes, correct promptly, advise on remedial status, and take preventative measures. Both parties monitor performance; failure to measure is deemed failure to meet performance levels.
• Performance measurement: the service provider's delivery is checked for completeness against the purchase order; no completion certificate or invoice is approved or paid if delivery is not satisfactory.
• Fronting: the NRF may investigate representations; the bidder must prove fronting does not exist within 7 days of notification, or the bid/contract is invalidated and the bidder may be restricted from public sector business for up to 10 years.
• The NRF may cancel the quotation before award if procurement is no longer needed, no acceptable bids are received, a material irregularity occurred, or funds are insufficient or prices are not market-related.

Special Conditions of Contract (SCC) prevail over the GCC where there is conflict.

• Service provider obligations: exercise reasonable skill, care and diligence; deliver services during normal working hours (Monday to Friday, excluding public holidays, 08h30 to 17h00) or additional hours as reasonably required by mutual agreement; not prejudice NRF operations; submit information and reports as specified; comply with all applicable legislation.
• Communication: in writing (mail, delivery or email), stating the contract number and purchase order number; the provider must not act on any communication without the contract number or must verify with the assigned NRF contract manager.
• Occupational health and safety on NRF sites: obtain safety induction, comply with the OHS Act and site instructions, wear PPE, obey signage, provide COID Letter of Good Standing, enter into a Section 37.2 agreement, maintain a health and safety plan, and submit signed indemnity forms for all personnel.
• Performance levels: the NRF measures performance; failure to meet levels has material adverse impact. The provider must investigate and correct failures, advise on remedial status, and take preventative measures. No completion certificate or invoice is paid if delivery is not satisfactory.

Eligibility criteria (GO/NO-GO):

• Fully completed Procurement Invitation (SBD 1) including SBD 4, SBD 6.1 and signed Bid Submission Certificate form.
• Fully completed pricing schedule (SBD 3.2).
• Detailed specifications meeting the scope of work.
• Proof of Microsoft Partner Tier: official certificate or letter proving Microsoft Solutions Partner (Microsoft Cloud) designation or recognised Microsoft FastTrack Partner status.
• Detailed Project Methodology document demonstrating the ability and planned steps for the Phase 1 pre-migration SSO and shared document audit.
• Bidders must be registered on the CSD and provide their CSD number or SARS tax compliance PIN/certificate.
• Bidders must not be persons in the service of the state, nor have directors/members who are.
• Bidders must comply with tax obligations and may be disqualified for fronting or collusion.

The evaluation follows a staged process:

• Stage 1 – Compliance: proposal must contain all documents in the Returnable Document List and conform to all terms, conditions and specifications.
• Stage 2 – Technical evaluation: bidders must meet the minimum threshold to proceed. This includes evaluation of the written response against published criteria (Stage 2A), possible due diligence interviews or proof of delivery/concept (Stage 2B), and reference checks (Stage 2C).
• Stage 3 – Price/Preference: qualifying bids are ranked on price, with the lowest priced bid receiving maximum points (80 or 90); preference points claimed on SBD 6.1 are added for the final ranking.
• Stage 4 – Tax compliance: recommended bidders found non-compliant have 7 working days to provide SARS proof of compliance or an arrangement; failure leads to rejection. Foreign bidders complete the SBD 1 tax questionnaire and the NRF obtains a Confirmation of Tax Obligations letter from SARS.
• Stage 5 – Award: the bidder with the highest combined score is nominated, subject to supplying administrative documentation.