Objectives

The primary objectives of this tender are to:

• Provide secure, compliant, and efficient document archiving services.
• Ensure timely, secure, and reliable exchange of official email communication through Outlook Desktop Mail Exchange services.
• Protect users, information, and assets of the Harry Gwala Development Agency (HGDA) by implementing secure mail exchange and security licensing.
• Support system scalability to accommodate future growth in user numbers.

Scope

The scope of work includes:

• Supplying, configuring, and maintaining Microsoft Exchange Mail services with archiving and security licensing.
• Migrating and exporting all existing emails from the current Microsoft Office 365 environment.
• Providing desktop support for Outlook installation, configuration, troubleshooting, and user assistance at HGDA offices.
• Ensuring the system supports 20 active users currently, with the capacity to increase by 5 additional users.
• Delivering a fully functional Microsoft Exchange Mail system, including licensing for 3 years and a 36-month support contract.

Technical Requirements

The technical specifications include:

• Provision of a fully operational Microsoft Exchange Mail system supporting at least 20 users, scalable to 25.
• Migration of all existing emails from Office 365.
• Annual licensing for three years, including Microsoft E3 licenses per user, email security, backup, and hosting.
• Implementation of security and archiving licenses.
• Support and maintenance contract spanning 36 months, including desktop support and ad-hoc assistance.
• Issue resolution turnaround times:
  • Critical (system down/multiple users unable to send/receive): within 4 hours
  • High (partial disruption): within 8 hours
  • Medium (individual user issue): within 24 hours
  • Low (minor configuration/non-urgent): within 48 hours
• Detailed cost breakdown for:
  • Email migration
  • Microsoft E3 license per user
  • Email security per user
  • Email backup per user
  • Email hosting

Skills Requirements

The successful bidder must demonstrate:

• Experience in deploying and managing Microsoft Exchange and Office 365 environments.
• Proven competence in email migration, configuration, and troubleshooting.
• Certification as a Microsoft reseller or partner, such as Microsoft Certified Administrator or Azure Solutions Architect.
• Personnel with at least 3-5 years of relevant experience in Office 365 applications, email system deployment, and migration.
• Capability to provide ongoing support, maintenance, and user assistance for the duration of the contract.