Objectives

The primary objective is to procure a secure, reliable, and fully managed Microsoft Exchange email hosting solution for Umzumbe Local Municipality. The service aims to centralise corporate communications, enhance data security, enable seamless collaboration, and provide scalable email infrastructure for municipal staff.

Scope of Work

• Provision of hosted Microsoft Exchange environment for exactly 150 mailboxes.
• End-to-end system configuration, domain migration, and MX record setup.
• User provisioning, account creation, and desktop/laptop installation and configuration.
• Implementation of security measures, including anti-virus and anti-spam filtering.
• Deployment of email archiving with configurable retention policies.
• Ongoing technical support, maintenance, and user assistance.
• Submission of three (3) verifiable references demonstrating successful delivery of identical services.

Technical Requirements

• Minimum 25GB storage allocation per mailbox.
• Integrated anti-virus and anti-spam protection.
• Webmail access via Outlook Web Access (OWA).
• Support for POP3 and IMAP protocols.
• Remote Procedure Call (RPC) connectivity for client-server communication.
• Full data synchronization across multiple devices and platforms.
• Complete calendar functionality with real-time event sharing capabilities.
• Global Address List (GAL) deployment and management.
• Configurable email archiving for messages exceeding a specified age threshold.
• Domain migration and precise MX record configuration to route incoming/outgoing mail correctly.
• Standardised setup and optimisation of municipal desktops and laptops for Exchange integration.

Skills & Experience Requirements

• Proven expertise in Microsoft Exchange server administration, cloud/dedicated hosting, and enterprise email architecture.
• Strong knowledge of DNS management, specifically MX record configuration and domain migration strategies.
• Proficiency in implementing cybersecurity controls (anti-virus, anti-spam, encryption, and archival solutions).
• Experience in RPC/OWA connectivity troubleshooting and cross-platform synchronisation.
• Project management capabilities to coordinate low-downtime migrations, bulk user onboarding, and endpoint configuration.
• Customer support and training skills to assist non-technical municipal staff with adoption and daily operations.
• Valid documentation proving three (3) prior engagements delivering equivalent Microsoft Exchange hosting and migration services.

Key Terms & Definitions

• 80/20-Point System: A procurement evaluation model where 80% of scoring is allocated to price competitiveness and 20% to specific socio-economic goals, such as Broad-Based Black Economic Empowerment (B-BBEE) levels, local business participation, and empowerment of historically disadvantaged groups (youth, women, persons with disabilities, military veterans).
• MX Record: A Domain Name System (DNS) record that directs email traffic to the designated mail server. Accurate configuration is essential for reliable message routing.
• RPC (Remote Procedure Call): A network protocol that allows client applications to request services from remote servers. In this context, it ensures stable Outlook client connectivity and data synchronisation.
• CSD Registration: Mandatory enrolment in the Central Suppliers Database, a national platform verifying supplier legitimacy, tax compliance, and eligibility for public sector contracts in South Africa.
• MBD Forms: Standardised Municipal Bidding Documents required by South African local governments to ensure transparent, compliant, and auditable procurement processes.