Objectives

The primary objective is to procure a secure, reliable, and fully managed Microsoft Exchange email hosting solution for the municipality. The service aims to streamline internal and external communications, enforce robust data protection through integrated security filters, and ensure consistent, synchronized access to corporate email resources across all staff devices.

Scope of Work

The successful bidder will deliver an end-to-end Microsoft Exchange hosting solution supporting 150 user mailboxes. Responsibilities include initial server/environment configuration, domain migration, MX record setup, user account provisioning, and desktop/laptop client installation. The provider must also implement automated email archiving and maintain ongoing hosting operations. Bidders must submit three verifiable references demonstrating prior delivery of comparable services. Pricing must remain firm upon submission, with delivery timelines binding upon contract award.

Technical Requirements

The proposed solution must satisfy the following specifications:

• Host Microsoft Exchange for exactly 150 mailboxes
• Provide 25GB of dedicated storage per mailbox
• Integrate anti-virus and anti-spam protection
• Enable Webmail Access (Outlook Web Access)
• Support both POP3 and IMAP email retrieval protocols
• Facilitate Remote Procedure Call (RPC) functionality
• Ensure full client synchronization across devices
• Deliver complete calendar functionality with event-sharing capabilities
• Maintain a comprehensive Global Address List for all users
• Implement automated archiving for emails older than a specified retention period
• Configure user accounts and install/setup desktop and laptop environments
• Execute domain migration and properly configure MX Records for accurate email routing

Skills Requirements

Although not explicitly itemized, the procurement inherently demands proven expertise in:

• Microsoft Exchange Server administration and hybrid/cloud hosting architectures
• Domain Name System (DNS) management and MX record optimization
• Email cybersecurity implementation (malware scanning, spam filtering, and threat mitigation)
• Endpoint deployment and Windows-based workstation configuration
• Change management and technical project execution during domain migration
• Compliance with public sector procurement frameworks, including BBBEE verification, CSD registration, and validation of past performance references

Explanation of Unusual or Complicated Terms

• 80/20-Point System: A municipal evaluation methodology where 80% of total scoring is allocated to price competitiveness and 20% to socio-economic specific goals (e.g., Broad-Based Black Economic Empowerment levels, local business participation, and ownership by historically disadvantaged groups).
• MX Record (Mail Exchanger): A DNS record that directs incoming email traffic to the correct mail server for a given domain. Accurate configuration is essential to prevent email loss or delivery delays.
• POP3 vs. IMAP: POP3 retrieves emails to a single device and typically deletes them from the server, whereas IMAP synchronizes messages across multiple devices while retaining copies on the server for unified access.
• Remote Procedure Call (RPC): A network protocol allowing applications to execute code or request services on remote systems, frequently utilized in traditional Exchange deployments for client-server communication.
• CSD Registration: Mandatory enrollment in the Central Suppliers Database, a national government portal used to verify supplier legitimacy, tax compliance, and BBBEE status before any municipal contract can be processed.
• MBD Documentation: Standard Municipal Bidding Documents mandated by South African local government regulations. These forms capture independent bid declarations, preference point claims, and historical supply chain conduct to ensure transparency and prevent collusive practices.