Microsoft Exchange 2019 to Microsoft 365 Migration, Licensing (36 Months)
Tender Details
- Tender Title: Procurement of Service Provider to Implement Microsoft Exchange 2019 to Microsoft 365 Migration, Licensing, Maintenance and Support (36 Months)
- Tender Number: SCM/BID 017/2025-26
- Department: Fezile Dabi District Municipality
- Location: Sasolburg
- Province: Free State
- Closing Date: 29 June 2026 at 12:00
- Briefing Session: Not compulsory / Not required
Category:
- ICT Hardware
- Software and Network Support Services
- Computer, Server and Networking Equipment
- Information and Communications Technology
Tender Objective
The objective of this tender is to appoint a qualified ICT service provider to migrate the Fezile Dabi District Municipality’s on-premises Microsoft Exchange 2019 environment to Microsoft 365 (Exchange Online).
The project also includes:
- Provision of Microsoft 365 licences
- System configuration and migration
- Security and compliance setup
- User training
- Documentation
- Post-migration maintenance and support for 36 months
Scope of Work
The successful service provider will be responsible for:
Microsoft 365 Migration
- Migration from Exchange Server 2019 to Microsoft 365 Exchange Online
- Migration of:
- Mailboxes (±127 users)
- Shared mailboxes
- Contacts
- Distribution groups
- Public folders
- Calendars
Licensing Provision
- Provision and management of approximately:
- 130 Microsoft 365 E3 licences (3-year period)
System Configuration
- DNS configuration:
- MX records
- Autodiscover
- SPF
- DKIM
- DMARC
- Azure AD Connect setup for directory synchronization
- Single Sign-On (SSO) configuration
Collaboration Tools Setup
- Microsoft Teams configuration
- SharePoint Online setup
- OneDrive deployment
Security & Compliance
- Implementation of:
- Multi-Factor Authentication (MFA)
- Conditional Access policies
- Microsoft Defender for Office 365
- Anti-spam and anti-malware protection
Email System Enhancements
- Configuration of CodeTwo email signature management
- Security policy enforcement
- Compliance configurations
Training & Support
- End-user training
- ICT administrator training
- System documentation and handover
- Post-migration support for 36 months
Technical Requirements
The service provider must demonstrate capability in:
Migration Expertise
- Microsoft Exchange Server 2019 migrations
- Microsoft 365 hybrid/cloud migrations
- Large-scale mailbox migrations
Infrastructure Readiness
- ICT environment assessment
- Migration planning and execution
- Downtime minimisation strategies
- Risk mitigation planning
Security & Compliance
- Microsoft security frameworks
- Identity and access management (Azure AD)
- Email security configuration
Integration
- Active Directory integration with Azure AD Connect
- Domain alignment and user migration
- Cloud collaboration tools deployment
Required Skills and Experience
Company Requirements
- Microsoft Partner certification (mandatory)
- Proven experience in Microsoft 365 migration projects
- At least 4 reference letters for similar work
Personnel Requirements
- Project Manager:
- ICT qualification (NQF Level 7 or higher)
- 5–10+ years’ experience
- Technical Engineers:
- Microsoft Messaging Administrator Associate
- Microsoft Administrator Expert certification
- Security Administrator certification (advantageous)
Key Competencies
- Exchange Online migration
- Microsoft 365 administration
- Cybersecurity implementation
- Identity and access management
- Cloud infrastructure management
- End-user training and adoption support
- Technical documentation
Key Deliverables
The appointed service provider will deliver:
- Fully migrated Microsoft 365 environment
- Configured Exchange Online system
- Secure and compliant cloud infrastructure
- Integrated Microsoft Teams, SharePoint, and OneDrive
- Fully operational authentication and security systems
- Complete documentation and migration plan
- User and administrator training
- 36 months of ongoing support and maintenance
Ideal Service Providers
This tender is best suited for:
- Microsoft Certified Partners
- ICT Infrastructure Companies
- Cloud Migration Specialists
- Managed Service Providers (MSPs)
- Enterprise IT Consulting Firms
- Cybersecurity and Cloud Integration Specialists
Submission Reminder
Closing Date: 29 June 2026
Time: 12:00 PM
Late submissions will not be accepted. Bidders must ensure full compliance with Microsoft certification, migration experience, and technical capability requirements before applying.