Objectives

The primary objective of this tender is to appoint a qualified service provider to facilitate the migration of the Fezile Dabi District Municipality's (FDDM) on-premises Microsoft Exchange 2019 environment to Microsoft 365 Exchange Online. The provider will also supply, configure, and support Microsoft Office 365 licenses, ensuring minimal disruption, enhanced security, and improved collaboration tools. Additionally, the project includes training, documentation, and a 36-month support period post-migration.

Scope

The scope encompasses:

• Assessment of current ICT infrastructure and environment readiness
• Provision and configuration of 130 Microsoft 365 E3 licenses for a period of three years
• Migration of mailboxes, contacts, groups, public folders, and calendars to Microsoft 365
• Configuration of DNS records, security policies, and compliance features
• Integration with on-premises Active Directory via Azure AD Connect, including SSO
• Setup and configuration of Microsoft Teams, OneDrive, and SharePoint
• Implementation of security measures such as MFA, anti-spam, and anti-malware
• Configuration of email signatures using CodeTwo
• Training for end-users and ICT administrators
• Provision of comprehensive documentation and handover
• Post-migration support for 36 months

Technical Requirements

The technical scope includes:

• Migration from on-premises Exchange 2019 (version 15.2) to Exchange Online
• Migration of approximately 127 mailboxes, shared mailboxes, contacts, groups, and public folders
• DNS record updates: MX, Autodiscover, SPF, DKIM, DMARC
• Configuration of Exchange Online policies, security, and compliance features (MFA, conditional access)
• Active Directory synchronization using Azure AD Connect with domain alignment ([email protected] to [email protected])
• Setup of Microsoft Teams, SharePoint, and OneDrive for collaboration
• Implementation of security solutions including Microsoft Defender for Office 365
• Configuration of email signatures and automated signature management
• Testing, validation, and post-migration verification of Office 365 functionalities
• Development of a detailed Migration Plan, Downtime minimization approach, and Risk mitigation plan

Skills Requirements

The bidder must demonstrate:

• Proof of Microsoft partnership and accreditation
• Experience in executing Microsoft 365 and Exchange migration projects, with at least four (4) reference letters for similar projects
• Qualified personnel with relevant certifications, including:
• Project Manager with B-Tech/NQF Level 7 or higher in ICT (with 5+ or 10+ years’ experience)
• Engineers with Messaging Administrator Associate and Administrator Expert certifications, and Security Administrator certifications (if applicable)
• Capability to assess current infrastructure, plan migration, and implement security and compliance policies
• Ability to provide end-user and ICT admin training, along with comprehensive documentation
• Proven track record in successful Microsoft 365 migrations, including data security, downtime minimization, and user adoption strategies