Objectives

The primary objective of this tender is to renew enterprise software licenses for the Mimecast email security platform to sustain the South African Radio Astronomy Observatory’s (SARAO) IT operations. The renewal ensures uninterrupted cybersecurity defenses, maintains compliance with organizational data protection standards, and safeguards institutional communications against evolving digital threats.

Scope

The procurement covers the supply and renewal of Mimecast licenses, including associated cloud-based security modules and administrative access tools. Deliverables must be fulfilled within three working days of official purchase order issuance to SARAO’s Cape Town facility. Bidders are required to submit firm pricing in South African Rand, inclusive of VAT, with quotes remaining valid for sixty days post-closing. A detailed cost breakdown on official company letterhead must accompany the submission.

Technical Requirements

• Continuous protection against targeted email threats, malware, and spam.
• Advanced threat detection mechanisms that limit external intelligence gathering and identify sophisticated phishing campaigns.
• User-reporting functionality enabling staff to flag suspicious inbound messages.
• Outbound email analysis and hold capabilities for mis-addressed or potentially risky communications.
• Provision of an online Support Portal, Customer Community, Knowledgebase, and Administration Console.
• Completion of all mandatory South African public procurement documentation, including tax compliance verification, B-BBEE status proof, and Central Supplier Database registration where applicable.
• Firm pricing schedules with transparent line-item costing; non-firm or exchange-rate-variable quotes will be rejected.

Skills Requirements

While specific technical certifications are not explicitly mandated, bidders must demonstrate authorized licensing or reseller capabilities for Mimecast products. Suppliers should possess proven experience in managing enterprise software license renewals, executing digital delivery workflows, and navigating South African government procurement compliance frameworks. Administrative competence in accurately completing standardized bidding schedules, providing auditable financial breakdowns, and adhering to strict submission deadlines is essential.

Key Terms & Conditions

• 80/20 Preference Point System: A standard South African public procurement evaluation model allocating 80 points for competitive pricing and 20 points for Broad-Based Black Economic Empowerment (B-BBEE) contribution levels or specific socio-economic goals.
• SBD Documentation: Mandatory Standard Bidding Documents prescribed by national treasury guidelines, covering bidder declarations, pricing, bid security, B-BBEE claims, and contract acceptance.
• CSD Registration: Enrollment in the Central Supplier Database, a centralized repository required for all entities conducting business with South African state organs to verify supplier legitimacy and tax compliance.
• PPPFA Compliance: Adherence to the Preferential Procurement Policy Framework Act, which mandates fair, transparent, and competitive procurement processes while prioritizing economic inclusion for historically disadvantaged groups.