Supply of microsoft 365 licenses (e3, teams premium, entra ID p2, visio, visual studio) – gauteng tender

Closing date: 07 September 2026 at 11:00 am. Compulsory briefing session: not applicable. Closing date for written questions: 18 August 2026. Answers published on departmental website and e-Tender portal: 24 August 2026. Bid validity period: 120 days.

Bidding procedure and technical enquiries: Supply Chain Management, telephone 010 023 5200, email [email protected]. General enquiries: [email protected], toll free +27 80 001 7160. Submission address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191.

Bids must be deposited in the tender box at Woodmead North Office Park, 54 Maxwell Drive, Johannesburg, 2191, before the closing time. Late bids will not be considered. Bids must be submitted on the official forms provided, not retyped. Returnable documents include: SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim) with B-BBEE certificate or sworn affidavit, valid tax PIN, CSD report, Information Officer Certificate (available on the Regulator website), and the pricing schedule (SBD 3.1) with firm prices. A separate pricing schedule is required for each delivery point. The successful bidder must sign a written contract form (SBD 7.2). Proof of authority to sign (e.g. company resolution) must be submitted.

Preference points system: 80/20. Price carries 80 points; specific goals carry 20 points. Bidders must be registered on the Central Supplier Database (CSD) and provide a valid tax PIN or CSD number. Bidders must not be persons in the service of the state, nor have directors or members who are. Bidders must complete and sign SBD 4 (Bidder's Disclosure) declaring any relationship with state employees or conflicts of interest. Bidders must submit a B-BBEE verification certificate or sworn affidavit (for EMEs and QSEs) to claim preference points. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must submit a completed SBD 6.1 Preference Points Claim form. Bidders must provide a Central Supplier Database Report (CSD) and an Information Officer Certificate.

Scope: supply of Microsoft licenses for a period of 36 months, including: X170 Microsoft 365 E3 licenses with Microsoft Teams, Microsoft Defender for Office 365, Exchange Online Plan 2, SharePoint Online Plan 2, OneDrive for Business, Windows 11 Enterprise and all other productivity suites/apps; X30 Microsoft Teams Premium licenses; X2 Microsoft Entra ID P2 licenses; X3 Microsoft Audio Conferencing licenses; X10 Microsoft Visio Plan 2 licenses; X3 Microsoft Visual Studio Professional 2026 licenses. Licenses must be linked/registered on the Information Regulator's current Tenant ID and Primary domain. The contract period is 36 months.

Pricing must be submitted on SBD 3.1 (Pricing Schedule – Firm Prices). Only firm prices will be accepted; non-firm prices, including those subject to exchange rate variations, will not be considered. All applicable taxes must be included in the bid price. All delivery costs must be included for delivery at the prescribed destination. Prices must be quoted in South African Rand. A separate pricing schedule must be submitted for each delivery point if delivery points influence pricing.

Pricing schedule: SBD 3.1 (firm prices) must be used. Only firm prices will be accepted; non-firm prices, including those subject to exchange rate variations, will not be considered. All applicable taxes must be included in the bid price, and all delivery costs must be included for delivery at the prescribed destination. Prices must be quoted in South African Rand. Payment will be made in ZAR. The successful bidder must furnish performance security within 30 days of contract award, in the amount specified in the contract.

Bidders must be registered on the Central Supplier Database (CSD) and provide a valid tax PIN or CSD number. Bidders must not be persons in the service of the state, nor have directors or members who are. Bidders must complete and sign SBD 4 (Bidder's Disclosure) declaring any relationship with state employees or conflicts of interest. Bidders must submit a B-BBEE verification certificate or sworn affidavit (for EMEs and QSEs) to claim preference points. Bidders must submit a valid tax compliance status (TCS) PIN or CSD number. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers. Bidders must submit a completed SBD 6.1 Preference Points Claim form. Bidders must provide a Central Supplier Database Report (CSD) and an Information Officer Certificate. Bidders must be covered under the Compensation for Occupational Injuries and Diseases Act. Foreign suppliers must complete the questionnaire on residency, branch, permanent establishment, source of income, and tax liability in South Africa.

The RFB is subject to the General Conditions of Contract (GCC) and Special Conditions of Contract. The RFB, appended documentation and the proposal form the basis for a formal contract. The contract will be awarded to the prime contractor, who is responsible for managing the contract; no separate contract is entered into with subcontractors. The bidder must not make news releases about the RFB or award without Regulator consent. The RFB takes precedence over any attached documents; bidders must not amend the RFB document. The Regulator may cancel the RFB, reject any proposal, and award parts to different bidders. The bidder must keep the bid valid for 120 days; the Regulator may extend this period. The bidder warrants that all employees are covered under the Compensation for Occupational Injuries and Diseases Act. Personal information of the bidder will be processed under POPIA and may be shared with National Treasury's Database of Restricted Suppliers. Award information will be published on the e-Tender portal and Regulator website within 7 working days of award. The bidder must not disclose contract documents or information without prior written consent. The supplier warrants that licenses are from an authorized Microsoft partner and remain valid for 36 months. The supplier must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement. The supplier must not assign obligations without prior written consent.

The preference points system is 80/20. Price carries 80 points; specific goals carry 20 points. Bidders must submit proof or documentation to claim points for specific goals; failure to do so means points are not claimed. The Regulator may require substantiation of any preference claim before or after adjudication. Bidders must not be listed on the Register for Tender Defaulters or the List of Restricted Suppliers.