Microsoft azure managed service provider for sanbi – 3-Year contract

Closing date: 14 September 2026 at 11:00.

Compulsory online briefing session: 1 September 2026 at 11:00, via Microsoft Teams (link provided in the tender document). One representative per Service Provider allowed. Attendance is compulsory; the signed briefing certificate must be submitted with the bid.

Clarification deadline: SANBI will not respond to questions or requests for clarification received after 7 September 2026.

Bidding procedure enquiries: [email protected]

Technical enquiries: [email protected]

Additional technical contacts: [email protected], [email protected]

Postal address for submissions: The Deputy Director: Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184.

One-envelope tender. Submit one sealed pack of original bid documents containing both technical and financial proposals, plus one electronic copy on a USB with both proposals. The envelope must be clearly marked with the bid number and the bidder's name. Deliver to the Tender Box at the Biodiversity Centre Building, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria, during office hours (08:00–16:00), or post to the Deputy Director: Supply Chain Management, SANBI, Private Bag X101, Silverton, 0184, quoting the tender number. Emailed and faxed submissions are not accepted; late submissions are disqualified. Failure to submit in the prescribed manner leads to disqualification.

Mandatory returnable documents (failure to provide results in rejection):

• Letter of Good Standing from the Compensation Commissioner (COIDA), if applicable, issued by the Department of Labour.
• Fully completed and signed compulsory briefing session certificate.
• Copy of the Central Supplier Database (CSD) registration report.
• Fully completed and signed SBD forms.
• Pricing details in Annexure A.
• Microsoft Azure certification proving the bidder is a certified Microsoft Azure Managed Service Provider.
• Microsoft Azure certifications: Azure Solutions Architect Expert, Azure Developer Associate, Azure Database Administrator Associate, Azure Administrator Associate, Azure Data Engineer Associate.

Other documents for evaluation (failure to include makes the proposal non-responsive but not disqualified):

• Details of the Service Provider, including skills, experience, competencies, and track record; up-to-date CVs of the Project Manager (Delivery/Account) and technical team.
• Proposal describing approach and deliverables, including a project plan and work plan, with an itemised schedule of activities aligned to the pricing schedule.
• Signed reference letters from at least five current or recent clients for similar work in the last five years; at least three must be from different organisations. Letters must be on official letterhead, signed by an authorised representative, include contact details, and state nature, scope, amount, and period of services. Failure to submit reference letters from at least three different organisations leads to disqualification during verification.
• Details of scope and scale of at least six current or recent similar projects in the last five years (Annexure B).
• Detailed budget as per Annexure A, including professional fees (rate per hour), technical support/consulting, and VAT for three years, provided separately. Travel and accommodation must NOT be included.

Two-stage evaluation.

Stage 1 – Functionality (out of 100 points). Bidders must score a minimum of 70 points to proceed. Supporting documents (CVs, appointment letters, reference letters on employer's letterhead, dated and signed) must be submitted as proof; failure to provide relevant supporting documents disqualifies the bidder.

Functionality criteria:

1. Technical merit of proposal – 15 points

• Project plan outlining management and support of SANBI's business applications in Microsoft Azure (10 points).
• Work plans for provision of management support (5 points).

2. Team experience and qualifications – 50 points

a) Project Manager (Delivery/Account) skills and experience – 10 points

• 10 points: >10 years of specific PM experience.
• 7 points: 6–9 years.
• 5 points: 3–5 years.
• 3 points: less than 3 years.
• 0 points: no demonstrable PM experience. Years in ICT not involving active project management must be excluded.

b) Technical capacity – qualifications – 15 points

• CVs of technical team with Azure certifications covering: implementation and monitoring of Microsoft Azure Security; performing backup and recovery; DevOps and application management.
• 15 points: certifications covering all 3 dimensions.
• 10 points: covering 2 dimensions.
• 5 points: covering 1 dimension.
• 0 points: no evidence.

c) Technical capacity – skills and experience – 25 points

• CVs must demonstrate skills in: Azure architecture design, software development, database administration; implementation and management of Azure storage, compute, networking; Azure system performance monitoring and management; implementation and monitoring of Azure Security; backup and recovery; DevOps and application management; management of an Azure tenant of the same size; hybrid infrastructure management; Azure Kubernetes Service management.
• 25 points: all 9 requirements met.
• 20 points: 8 of 9 met.
• 15 points: 5 of 9 met.
• 10 points: 3 of 9 met.
• 5 points: 1 point met.
• 0 points: none met.

3. Overall track record – 35 points

a) Signed reference letters – 10 points

• 0 points: no reference letters.
• 3 points: one to two relevant letters.
• 7 points: three to four relevant letters.
• 10 points: five or more relevant letters.

b) Ability to undertake work (Annexure B) – 25 points

• Relevance of experience (10 points): 5 = highly relevant (conservation/public sector with Azure tenant management); 3 = relevant (general ICT project management or migration); 1 = limited relevance (Office 365 or basic desktop support); 0 = no relevant references.
• Scale of projects (10 points): 5 = large scale (50+ VMs or budgets exceeding R6 million); 3 = medium scale (similar size, approx. 18 VMs, or budgets R2–R5 million); 1 = small scale (budgets under R2 million); 0 = not documented.
• Technical complexity (5 points): 5 = high complexity (hybrid environments with detailed challenges and resolutions); 3 = standard complexity; 1 = low complexity (simple/routine migrations); 0 = no evidence.

Stage 2 – Price and specific goals (80/20 system). Only bids that pass the 70-point functionality threshold proceed. Price = 80 points; specific goals = 20 points.

Specific goals (verified on CSD report, points based on percentage of ownership):

• Black ownership – 10 points.
• Female ownership – 5 points.
• Disability ownership – 5 points.

SANBI may award to a bidder that did not score the highest total points only in accordance with section 2(1)(f) of the PPPFA, and may consider past performance with SANBI or other organs of state.

SANBI requires a certified Microsoft Azure Managed Service Provider to manage, standardise and optimise its existing Azure services for a three-year period. SANBI operates a hybrid cloud environment with key systems hosted in Microsoft Azure and resource-intensive applications on-premise.

Scope of work includes:

• Infrastructure management and monitoring: management of resources across environments; real-time monitoring and diagnostics (e.g., Application Insights); process automation, configuration management, task orchestration.
• Security and compliance: identity and access management across hybrid environments (Azure Active Directory); security management and advanced threat protection; governance and compliance in line with SANBI ICT policies.
• Networking: manage hybrid network solutions (Azure Virtual WAN, Azure VPN Gateway) for secure connectivity between on-premises and Azure; traffic management for load balancing and routing across multiple SANBI campuses and garden locations.
• Data management: seamless data integration across hybrid environments; Azure Backup and Azure Site Recovery for data protection and disaster recovery.
• Cost management and optimisation: monitor and optimise cloud spending; provide recommendations to optimise resources and costs.
• DevOps and application management: DevOps integration; application performance management using tools such as Azure App Service and Azure Kubernetes Service (AKS).
• Support and expertise: 24/7 support; access to experts for design, implementation, and guidance to optimise hybrid solutions.

Service Provider responsibilities:

• Manage SANBI's Azure environment for maximum efficiency and productivity in the hybrid model.
• Pay the fees for a three-year Microsoft Azure reservation for SANBI systems and manage the credit balance, subject to approval by the SANBI Senior Manager: Information Security, Governance, and Risk.
• Provide Azure management and technical support for three years, including knowledge transfer to SANBI staff, assisting key personnel to optimise security and governance, and providing project reporting and administration support to SANBI's Biodiversity Information Management (BIM) and Business Innovation and Technology (BIT) Divisions.

Key skills and competencies required:

• Certified as a Microsoft Azure Managed Service Provider.
• Experience managing hybrid infrastructure and Azure tenants of equivalent size.
• Proven ability in Azure governance and pricing, architecture design, software development, database administration, storage/compute/networking implementation and management, system performance monitoring, backup and recovery, and Azure security implementation and monitoring.
• Excellent organisational, planning, written and verbal communication skills.
• Understanding of SANBI's mandate is an added advantage.

Deliverables and timeframes:

• Submit an overall project plan and detailed work plans.
• Submit monthly progress reports (summary of completed tasks, issues, incidents, risks, security audit findings, remediation actions, planned activities).
• Submit quarterly reports (resource utilisation and costing, deployment, data protection measures, encryption status).
• Attend short monthly meetings with SANBI project management.
• Submit a short written monthly report on governance, security, performance, and backups.

The Service Provider must submit an overall project plan outlining the process for managing the project, including management and support of SANBI's business applications in the Microsoft Azure environment. Detailed work plans for the provision of management support must also be submitted. The proposal must include a project plan with proposed start and completion dates and timeframes for activities, as well as a work plan for management support. An itemised schedule of activities aligned to the pricing schedule (Annexure A) is required. Progress reporting: monthly reports summarising completed tasks, issues, incidents, risks, security audit findings, remediation actions, and planned activities; quarterly reports covering resource utilisation and costing, deployment, data protection measures, and encryption status. The Service Provider must attend short monthly meetings with SANBI project management and submit a short written monthly report on governance, security, performance, and backups.

The Service Provider must be a certified Microsoft Azure Managed Service Provider with a team of certified Azure specialists. Key personnel requirements:

• Project Manager (Delivery/Account): demonstrable experience leading and coordinating similar projects. Scoring: >10 years = 10 points; 6–9 years = 7 points; 3–5 years = 5 points; <3 years = 3 points; none = 0 points. Years in ICT not involving active project management must be excluded.
• Technical team: CVs must show Microsoft Azure certifications covering implementation and monitoring of Azure Security, backup and recovery, and DevOps and application management. Scoring: all 3 dimensions = 15 points; 2 dimensions = 10 points; 1 dimension = 5 points; none = 0 points.
• Technical team skills and experience (25 points): must demonstrate skills in Azure architecture design, software development, database administration; implementation and management of Azure storage, compute, networking; Azure system performance monitoring and management; implementation and monitoring of Azure Security; backup and recovery; DevOps and application management; management of an Azure tenant of the same size; hybrid infrastructure management; Azure Kubernetes Service management. Scoring: all 9 = 25 points; 8 = 20; 5 = 15; 3 = 10; 1 = 5; none = 0.
• Overall track record: signed reference letters from at least five current or recent clients for similar work in the last five years, with at least three from different organisations. Letters must be on official letterhead, signed by an authorised representative, include contact details, and state nature, scope, amount, and period of services. Failure to submit reference letters from at least three different organisations leads to disqualification. Scoring: 0 letters = 0 points; 1–2 = 3; 3–4 = 7; 5+ = 10.
• Ability to undertake work: details of at least six current or recent similar projects in the last five years (Annexure B). Scoring: relevance of experience (10 points), scale of projects (10 points), technical complexity (5 points).

Pricing must be firm for the full three-year contract period. Only firm prices accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.

Pricing must be provided in Annexure A, itemising:

• Professional fees (rate per hour) for management and administration support.
• Technical support/consulting costs (e.g., migration of AKS).
• VAT for the three-year period.

Infrastructure costs and estimated consumption (in USD) are provided as reference:

• Virtual Machine costs for a three-year reservation: $36,000 upfront, $1,000 monthly, total $36,000.
• AKS costs for a three-year reservation: $12,560 upfront, $348 monthly, total $12,560.
• Microsoft Azure consumption (current actual average monthly spend): $4,000 monthly, $48,000 per year.
• Estimated AKS consumption: $230 monthly, $2,760 per year.
• Total: $48,560 upfront, $5,578 monthly, $99,320 per year.
• Escalation costs at 7% per year: Year 2 $55,314, Year 3 $58,116.

The Service Provider must pay the fees for a three-year Microsoft Azure reservation for SANBI systems. SANBI has a Microsoft Enterprise Agreement covering Windows Server Standard and Datacenter, and SQL Server Standard and Enterprise, used for Azure hybrid use benefit; additional licensing is not anticipated.

Offer must be valid for 120 days from the closing date of the bid.

Payment terms: No upfront payments. SANBI will pay for satisfactory completion of work within 30 days of submission of invoice. Invoices must indicate deliverables provided, with supporting documentation for software license purchase and proof of payment.

Tax compliance:

• Bidders must be tax compliant and submit their SARS Tax Compliance Status (TCS) PIN, or a printed TCS certificate, or a CSD number if registered on the Central Supplier Database.
• For consortia/joint ventures/sub-contractors, each party must submit a separate TCS certificate/PIN/CSD number.
• Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered.

CSD registration:

• Bidders must be registered on the Central Supplier Database and submit a CSD registration report.

B-bbee:

• Bidders must submit a B-BBEE Status Level Verification Certificate or a sworn affidavit (for EMEs & QSEs) to qualify for preference points.

Coida:

• A letter of Good Standing from the Compensation Commissioner (COIDA), if applicable, issued by the Department of Labour.

Microsoft Azure certification:

• Must be a certified Microsoft Azure Managed Service Provider.
• Must hold certifications: Azure Solutions Architect Expert, Azure Developer Associate, Azure Database Administrator Associate, Azure Administrator Associate, Azure Data Engineer Associate.

Other:

• Bidders must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidders must complete and sign SBD forms, including SBD 4 (Declaration of Interest) and SBD 6.1 (Preference Points Claim).

SANBI is a public entity mandated by the National Environmental Management Biodiversity Act (NEMBA). Its mandate includes facilitating access to biodiversity data, generating information and knowledge, building capacity, providing policy advice, and showcasing and conserving biodiversity in its national botanical and zoological gardens. The Service Provider's work supports SANBI's environmental mandate, but no specific environmental requirements for the bidder are stated.

The appointment is anticipated to be for a period of three (3) years, as stipulated in the Independent Contract Agreement and Service Level Agreement. The preferred form of contract is the Independent Contract Agreement, drawn up between SANBI and the Service Provider. Appointment is subject to all parties agreeing to mutually acceptable contractual Terms and Conditions. If agreement is not reached within 30 days from the appointment date, SANBI may appoint the second contractor or re-advertise. Invoices will be paid for deliverables received as agreed in the Independent Contract Agreement, within 30 days of submission. No upfront payments will be made. Invoices must indicate deliverables provided, with supporting documentation for software license purchase and proof of payment. All information made available to the Service Provider by SANBI is confidential and must not be disclosed to third parties without prior written consent. All reports must be in MS Office format (Word or Excel preferred), and electronic versions must be submitted. The project will be completed remotely, with meetings via Microsoft Teams. Should the scope change, the Service Provider will discuss changes with SANBI and provide updated quotes where applicable. SANBI reserves the right to verify information, not appoint any Service Provider, cancel or withdraw the tender at any time without penalties, and disqualify a tender or cancel contracts if information was omitted, factually inaccurate, or misrepresented. SANBI shall not be liable for any costs incurred by the Service Provider in preparing the proposal.

Two-stage evaluation. Stage 1 – Functionality (out of 100 points). Bidders must score a minimum of 70 points to proceed. Criteria: Technical merit of proposal (15 points) – project plan (10) and work plans (5). Team experience and qualifications (50 points) – Project Manager skills and experience (10 points), technical capacity qualifications (15 points), technical capacity skills and experience (25 points). Overall track record (35 points) – reference letters (10 points) and ability to undertake work (25 points). Supporting documents (CVs, appointment letters, reference letters on employer's letterhead, dated and signed) must be submitted as proof; failure to provide relevant supporting documents disqualifies the bidder. Stage 2 – Price and specific goals (80/20 system). Only bids that pass the 70-point functionality threshold proceed. Price = 80 points; specific goals = 20 points. SANBI may award to a bidder that did not score the highest total points only in accordance with section 2(1)(f) of the PPPFA, and may consider past performance with SANBI or other organs of state.