Expression of Interest (EOI) – Provision of 50 Microsoft 365 Enterprise E3 for ICGLR

Reference number: 91182090

Publication date: 16.08.2024

Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development, Good Governance, Climate, Energy and Sustainable Urban Development, Digital Transformation & Digital Economy, Great Lakes Region.

Context

In the framework of a multilateral commitment towards the promotion of peace and security Co-funded by BMZ and the Ministry of Foreign Affairs of the Netherlands, the Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) has been commissioned to implement the project “Cooperation on peace, security and responsible governance of natural resources in the Great Lakes Region of Africa” from December 2022 – to May 2026. The lead executing agency of the project is the International Conference on the Great Lakes Region (ICGLR), a regional mechanism mandated to coordinate initiatives to create conditions for security, stability, and sustainable development between its 12 Member States (MS). The overall objective of the project is to strengthen cooperation on the responsible governance of natural resources for peace and security in the Great Lakes Region.

ICGLR’s Strategic Plan 2022 – 2026 serves as a guiding framework for the institution in its efforts to implement ICGLR’s Pact on Security, Stability and Development. ICGLR’s Strategic Plan aims to foster the role of ICGLR as a regional force for peace, security, stability and development. In this regard, 5 strategic priorities have been identified: 1) Peace and Security, 2) Democracy and Good Governance, 3) Economic Development and Regional Integration, 4) Gender, Women and Children, and 5) Enhancing Organizational Capacities of the Conference Secretariat.

In line with Strategic priority 5 of ICGLR’s Strategic Plan, one of the key outputs of the project relates to strengthening the technical and organisational capacities of the secretariat. In this regard, digital communication and collaboration are extremely important for a regional organization, such as the ICGLR, in order to collaborate or exchange information more effectively and efficiently, while reducing the need of organizing in-person meetings.

Formats such as interactive forums and communities of practice could also be used for knowledge and experience exchange. Thus, working jointly on documents using document-sharing platforms and webinars or, more generally, synchronous and asynchronous exchange formats could facilitate work on reform processes despite the absence of in-person meetings.

As part of the cooperation and to improve the productivity of ICGLR structures, GIZ has acquired IT equipment to meet the needs expressed.

Objectives

These call for Expression of Interest concern the acquisition of 50 Microsoft 365 Enterprise E3 (Enterprise Expensive Edition the classic 365 plan that includes the Office desktop software) licenses. The licenses are for the partner of GIZ, and the partner is also the licensee of the M365 licenses. The licenses will be directly issued to the partner.

The required licenses include at least the following tools and requirements:

Web and Mobile/Desktop version Applications of Office Apps:

• Outlook, Word, Excel, PowerPoint, and OneNote
• always up-to-date versions of Outlook, Word, Excel, PowerPoint, OneNote for iOS, Android® devices on up to 5 phones and 5 tablets
• Collaborate using real-time co-authoring so multiple users can work in the same document, simultaneously
• Fully installed and always up-to-date versions of Outlook, Word, Excel, PowerPoint, OneNote for Windows, or Mac (plus Access and Publisher for PC only)
• Install the Office apps on up to 5 PCs or Macs per user

Email and calendaring:

• Host emails with at least 15GB Mailbox per User
• Use ICGLR custom domain <name>@icglr.org
• Synchronize emails on PC and mobile devices
• Calendar management including here available meeting times, schedule meetings, and get reminders
• Protect emails against spam, malware, and known threats with Exchange Online Protection

File Storage and Sharing per User

• Store and share files with 1 TB of OneDrive cloud storage
• Update changes across synched devices
• Share files with external contacts by providing access or guest links
• Securely share documents and send emails so only those with the right permissions can access the information
• Access and synchronise files on PC or Mac and mobile devices
• SharePoint features including managing folders and rights per user

Cooperate Communication and Collaborations including the following Tools

• Microsoft Teams for tasks and cooperate communication
• Information and Task Tracking with Microsoft Lists
• Possibility to create surveys with Microsoft Forms
• Managing appointments with Microsoft Bookings

GIZ will pay for a two-year subscription. The installation of the licenses will be carried out by ICGLR. The beneficiary of the licenses will be ICGLR.

Requirements

The bidder must:

• Provide proof of being an official Microsoft partner.
• Have executed at least two (02) similar contracts in the last three (03) years, proven by certificates of good execution, or by provisional or final acceptance reports, accompanied by copies of the cover and signature pages of the corresponding contracts from national or international organizations.
• Have solid experience with Microsoft operating systems; and
• Develop and submit a supply schedule for the software and licenses.
• The service provider will designate one (01) expert on their team (project leader) who will oversee all follow-up exchanges and commitments made with GIZ.
• Possess a valid registration certificate (issued by RDB), VAT certificate (issued by RRA) and tax clearance certificate (issued by RRA).

Confirm in writing that the offer is valid until at least 4 weeks after the submission period has ended.

Submit Financial offer in RWF and VAT exclusive, if applicable. The financial offer will be regarded as exclusive of VAT in the case where there is no information about VAT.

Deadline, Location and Duration of the Mission

The contractor must deliver the required software and licenses within seven (7) days from the date specified by the service order.

Submission of offer

Please submit electronically your EoI in PDF to this email ONLY: RW_Quotation@giz.de until latest 22.08.2024.

Failure to submit the required documents as indicated can lead to an exclusion of the entire bid.

Please you must write on email subject this sentence: 91182090-IT Equipment. Without this sentence, your offer may not be considered.

Hard copies are not allowed this time.

GIZ reserves all rights.