3-Year microsoft licensing, cloud services & teams operator connect tender for wesgro

Wesgro, the Western Cape Tourism, Trade and Investment Promotion Agency, seeks proposals from authorised Microsoft Licensing Service Providers to supply, administer, manage, and support Microsoft Agreements, Subscriptions, Cloud Licensing, and Microsoft Teams Operator Connect Services for a 3-year term. The objective is to consolidate, optimise, and ensure compliance of Wesgro’s Microsoft ecosystem (365, Azure, Teams Phone) for ~135 users, including a migration from Microsoft 365 E3 to A5. The provider must deliver licensing expertise, cost governance, cybersecurity alignment, and reliable support to enable Wesgro’s digital transformation.

Closing date and time: 10 July 2026 at 11h00. Advertisement date: 19 June 2026. Compulsory briefing session: N/A. Bid validity period: 120 days from submission, extendable until formal acceptance. Appeal period: 14 calendar days after award announcement.

SCM enquiries: Carol Siyakwazi, Tel: 021 487 8600, Email: [email protected]. Technical enquiries: Fahd Saliegh, Email: [email protected]. Submission address: Tender box at Ground floor, Media 24 building, 40 Heerengracht Street, City Centre, Cape Town. All correspondence must be sent via [email protected] and include the bid number (SCM001-2026).

Submit bids physically only to the tender box at: Ground floor, Media 24 building, 40 Heerengracht Street, City Centre, Cape Town. Operating hours: 08h30–16h00 (Mon–Fri) and 08h30–11h00 on closing date (10 July 2026 at 11h00). Late bids will not be accepted. Use official bid forms provided—do not re-type. Initial each page of the bid. Failure to submit to the tender box or comply with form requirements will disqualify the bid. Proof of authority (e.g., company resolution) must accompany the bid.

Scope: Supply, administer, manage, and support Microsoft Agreements, Subscriptions, Licensing, and Microsoft Teams Operator Connect Services for 3 years. Key deliverables: 1) Microsoft Volume Licensing (Open Value Subscription – Education) including Windows Server, Exchange Server, SQL Server, and Microsoft 365 E3 (migrating to A5). 2) Azure cloud subscriptions for Staging, Production, and DevOps environments with governance, security, and cost efficiency. 3) Microsoft Teams Operator Connect telephony for 135 users (125 Operator Connect-enabled users + 10 Resource Accounts), including voice enablement, number management, local calling (unlimited or 600 mins/user/month), international call rate card (capped at R30,000 over 3 years), Telephone Management System (TMS), and SLA with uptime, response times, and call quality metrics. 4) Migration from Microsoft 365 E3 to A5, including assessment, transition plan, and consolidation of third-party solutions (e.g., Sophos, Mimecast) into Microsoft Defender, Sentinel, and Purview. 5) Quarterly optimisation reports, annual compliance verification, and ongoing support.

Bidders must submit a detailed methodology addressing: 1) Microsoft 365 E3 to A5 migration plan (assessment, transition, consolidation of third-party tools). 2) Azure governance, security, and cost optimisation. 3) Teams Operator Connect implementation (voice enablement, number management, TMS integration). 4) Service continuity and support models. Methodology will be evaluated on clarity, feasibility, and realistic timelines (30 points: Fair 0–10, Good 11–20, Excellent 21–30).

Bidders must provide: 1) Company profile detailing offerings and experience. 2) Evidence of at least three similar projects in the past three years, including client testimonials on letterhead. 3) Proof of Microsoft Partnership and Operator Connect accreditation. 4) Key personnel qualifications and roles. Evaluation: Company Profile (20 pts), Experience & Track Record (20 pts: Fair 0–7, Good 8–14, Excellent 15–20).

Submit pricing for all items in ZAR (VAT inclusive) using the provided schedule. Categories: 1) Microsoft Agreements (Academic OLV, Windows Server, Exchange, SQL, A5 + Security). 2) Azure Subscriptions (Staging, Production, DevOps, Cloud Data & Analytics). 3) Microsoft 365 Licenses (Dynamics 365, Copilot, Teams Rooms, Power Platform). 4) E3 to A5 Migration (assessment, implementation, support hours). 5) Teams Operator Connect (bundled users, resource accounts, TMS, international calling, SLA, migration/setup/training). Include VAT @15% and any disbursements separately. Total tender price must cover all deliverables for 3 years.

Pricing must be submitted in South African Rands (VAT inclusive) for all requested items. Fixed prices for the 36-month contract period. Payment terms: 30 days from receipt of invoice and services rendered/goods delivered, aligned with National Treasury GCC. Pricing schedule includes: Microsoft Agreements (Academic OLV), Azure Subscriptions (Staging, Production, DevOps), Microsoft 365 Licenses, E3 to A5 Migration (once-off and monthly support), and Teams Operator Connect Services (bundled users, resource accounts, TMS, international calling, SLA, migration/setup/training). Disbursements (e.g., travel) must be itemised separately. VAT @15% applies. Failure to submit pricing for all items will disqualify the bid.

Mandatory: 1) Valid Microsoft Partnership status and authorisation to sell/manage Microsoft Volume Licensing, Microsoft 365, and Azure. 2) Valid Microsoft Operator Connect accreditation. Tax Compliance: Submit SARS TCS PIN or CSD number. For consortia/joint ventures, each party must submit separate TCS/CSD. Foreign suppliers: Complete questionnaire if not RSA-resident. B-BBEE: Submit B-BBEE certificate (SANAS-accredited) or sworn affidavit (EMEs/QSEs) with WCBD6.1 to qualify for preference points. CSD registration required for local suppliers. WCBD forms (WCBD1, WCBD4, WCBD6.1) mandatory. Bank confirmation letter (≤3 months for locals, ≤12 months for foreigners). No bids accepted from state employees or entities with state-employed directors/members. Proof of authority (e.g., company resolution) required.

Contract period: 36 months from appointment. Prices must remain fixed. Wesgro reserves rights to: appoint multiple providers, reject non-compliant bids, negotiate with shortlisted bidders, invite presentations, or accept none/all bids. Bid validity: 120 days (extendable until formal acceptance). Appeals: 14 calendar days post-award. Intellectual property: Wesgro owns all reports, work, and IP arising from the project. Subcontractors: Service provider remains liable for delivery and payments. Performance reviews may be conducted. POPIA compliance required for data protection. Contract governed by National Treasury GCC and Wesgro’s SLA.

Functional evaluation (100 points total, minimum 70% to advance): Company Profile (20 pts), Solution Proposal (30 pts), Approach & Methodology (30 pts), Experience & Track Record (20 pts). Price and B-BBEE evaluated separately using 80/20 preference points. B-BBEE points: Level 1 (20), Level 2 (18), Level 3 (14), Level 4 (12), Level 5 (8), Level 6 (6), Level 7 (4), Level 8 (2), Non-compliant (0). Highest total points wins unless objective criteria justify otherwise.