Supply and management of microsoft 365 licenses for aidc-ec (three-year contract)

Tender issued: 27 October 2026

Closing date: 17 November 2026 at 11:00

Briefing: N/A (not applicable)

Procurement contact:

• Name: Ms P Casa
• Department: Procurement Department
• Email: [email protected]
• Telephone: 041 393 2100

Ethics & Fraud Hotline:

• Hotline name: AIDC-EC Ethics & Fraud Hotline
• Telephone: 0800 116 665
• WhatsApp: 0860 004 004
• Email: [email protected]
• Website: www.behonest.co.za

Submission method: sealed envelope placed in the Bid Box at the AIDC-EC Head Office.

Submission address:

AIDC-EC Head Office

70 Prince Alfred Road, Nelson Mandela Bay Stadium, North End

Gqeberha, 6001

Attention: Ms P Casa

Closing time: 11:00 on 17 November 2026.

Bid reference and subject must be clearly labelled on the envelope.

Bid documents must be completed in permanent black ink, with no alterations or correction fluid; corrections must be initialled.

One original, duly signed and completed bid document must be submitted, together with a PDF soft copy (on flash drive or disc). Non-submission of the soft copy does not disqualify the bid.

Late submissions will not be considered and will be returned unopened where practical.

Bids must remain valid for 90 days.

Returnable documents (all mandatory unless noted):

• SBD 4 (Declaration of Interest): discloses any state employment or connection to AIDC-EC; incomplete listing of all companies may disqualify.
• SBD 6.1 (Preference Points Claim): used to claim specific goals points.
• Proof of CSD registration and a full CSD report for November 2026.
• Company registration documents and shareholder's certificate showing ownership details.
• Proof of address.
• Tax compliance: SARS PIN, Tax Compliance Status certificate, or CSD number.
• Joint ventures: signed JV agreement and supporting documents for both parties.

Disqualification risks:

• Late, incomplete, or unsigned bids.
• Failure to complete and sign the Pricing Schedule (Annexure D).
• Missing any mandatory returnable document.

Two-stage evaluation.

Stage 1 — Compliance (pass/fail):

• Company experience: proof of at least two completed transactions supplying Microsoft 365 licences.
• Authorisation: proof of being an authorised Microsoft Cloud Solution Provider (CSP).

Failure of any Stage 1 requirement leads to immediate disqualification.

Stage 2 — Price and specific goals (80/20 preference point system):

• Price: 80 points
• Specific goals: 20 points

Specific goals breakdown (of 20 points):

• 51% black-owned enterprise: 10 points (CSD report)

• Locality — enterprise located in Eastern Cape: 5 points (proof of address, e.g. lease, municipal bill, FICA documents not older than 3 months, or letter from traditional leaders/councillors)

• 51% women-owned enterprise: 3 points (CSD report)

• 51% youth-owned enterprise: 2 points (CSD report)

Specific goals points are claimed via SBD 6.1, supported by a CSD report and proof of address. Missing evidence results in zero for that goal.

The AIDC-EC requires a service provider to supply and manage Microsoft 365 licences, as current licences are due for renewal.

Scope of supply, for a three-year period:

• Microsoft 365 Business Premium: 65 licences
• Exchange Online (Plan 1): 10 licences
• Microsoft 365 Copilot: 5 licences

Additional licences may be required on an ad-hoc basis throughout the contract period; the service provider must illustrate ad-hoc pricing.

Price adjustments each year will be in line with the Consumer Price Index (CPI).

Other obligations:

• The service provider must attend meetings and submit weekly or monthly progress reports as required.
• Subcontracting requires prior written consent from AIDC-EC; all subcontracts must be disclosed in writing.
• The service provider works from its own office and provides its own facilities, unless otherwise agreed.

Mandatory experience: proof of at least two completed transactions supplying Microsoft 365 licences. Mandatory authorisation: proof of being an authorised Microsoft Cloud Solution Provider (CSP). No other key personnel qualifications are specified.

No specific quality management requirements are stated beyond the general obligation to perform services faithfully and timeously. The service provider must notify AIDC-EC of any discrepancies in the bid document.

Pricing schedule (Annexure D) is mandatory. It must list rates for Microsoft 365 Business Premium (65), Exchange Online Plan 1 (10), and Copilot (5), plus ad-hoc pricing for each. Prices must remain valid for 90 days. Yearly price adjustments follow CPI. All costs (VAT, delivery, taxes, etc.) must be included in the bid price. AIDC-EC may request audited financial statements to assess financial stability; failure to provide may invalidate the bid.

Performance security:

• The successful bidder must provide performance security within 30 days of contract award.
• Acceptable forms: bank guarantee, irrevocable letter of credit from a South African bank, cashier's or certified cheque.
• Security is discharged and returned within 30 days after completion of performance obligations.

Pricing:

• Pricing schedule (Annexure D) is mandatory; failure to complete and sign makes the bid non-responsive.
• Prices must remain valid for 90 days from bid closing.
• Prices must include VAT, delivery charges, taxes, and all other costs.
• Yearly price adjustments follow CPI.

Payment:

• Payment made in Rand, within 30 days of submission of a VAT-compliant tax invoice and supporting documentation.
• Invoices must be accompanied by a detailed timesheet and expense claim forms.
• Overcharging discovered on audit must be reimbursed within 30 days, with interest at prime plus 2% per annum.

Financial capacity:

• AIDC-EC may request the bidder's latest audited financial statements; failure to provide them may invalidate the bid.

CSD registration:

• Bidders must be registered on the National Treasury Central Supplier Database (CSD) and provide a copy of the full CSD report for November 2026.

Tax compliance:

• South African taxes must be in order. Provide SARS PIN, Tax Compliance Status certificate, or CSD number for verification.
• Joint ventures and sub-contractors: each party must submit separate tax compliance proof.

Company registration:

• Provide company registration documents and shareholder's certificate showing ownership details.

Microsoft authorisation:

• Proof of being an authorised Microsoft Cloud Solution Provider (CSP).

Joint ventures:

• A signed business agreement and supporting documents for both parties are required; failure leads to automatic disqualification.

The service provider must abide by AIDC-EC's health, safety and security measures when using AIDC-EC facilities. Use of AIDC-EC facilities is at the service provider's own risk, except for loss caused by AIDC-EC's wilful misconduct.

Contract duration: 3 years, starting when the SLA is signed. AIDC-EC may request additional related services. The service provider must perform obligations timeously and maintain confidentiality. Subcontracting requires prior written consent. Performance security must be provided within 30 days of award. AIDC-EC may terminate if dissatisfied with work. Bids must hold for 90 days. A service level agreement will be signed with the successful bidder.

Two-stage evaluation. Stage 1 (compliance) requires proof of at least two completed transactions supplying Microsoft 365 licences and proof of being an authorised Microsoft Cloud Solution Provider (CSP). Failure disqualifies. Stage 2 uses the 80/20 preference point system: price 80 points, specific goals 20 points. Specific goals: >51% black-owned (10 points), Eastern Cape locality (5 points), >51% women-owned (3 points), >51% youth-owned (2 points), supported by CSD report and proof of address. Missing evidence scores zero for that goal.