Tender Summary: Digital Signature Solution (Adobe Sign)

Objectives

The primary objective is to procure a secure, cloud-based digital signature platform that modernizes document execution across the municipality. The solution aims to eliminate manual signing bottlenecks while ensuring legal compliance, maintaining immutable audit trails, and providing seamless cross-device accessibility for staff and external signatories.

Scope of Work

• Annual Licensing & Maintenance: Provision of an Adobe Acrobat Sign subscription covering 300 transactions, including software updates, platform upkeep, and continuous supplier support.
• Implementation & Configuration: One-off deployment encompassing user account provisioning, administrator setup, custom signing workflow design, system testing, and operational handover.
• Training & Knowledge Transfer: Structured instruction for end-users and system administrators, supported by comprehensive user guides, support protocols, and complete knowledge transfer documentation.

Technical Requirements

• Cloud-hosted architecture fully compatible with desktop and mobile operating systems.
• Secure electronic signature generation with tamper-evident document sealing.
• Automated document routing, status tracking, and real-time notification alerts.
• Comprehensive audit trails recording all document views, edits, and signer actions.
• Granular user access controls and role-based permission management.
• Full compliance with applicable South African electronic signature legislation.
• Proof of authorized access to an official Adobe distribution channel or partnership network.

Skills & Experience Requirements

• Proven track record in supplying, configuring, and implementing Adobe Acrobat Sign or functionally equivalent enterprise digital signature platforms.
• Technical competency in designing secure, multi-step signing workflows and managing administrative configurations.
• Experience delivering structured training programs and producing clear operational documentation to ensure sustained user adoption.
• Ability to execute system testing, troubleshoot integration issues, and provide reliable post-deployment support.

Key Terms & Evaluation Framework

80/20 Preferential Point System: A statutory evaluation model where 80 points are allocated to price competitiveness and 20 points to specific socio-economic transformation goals, including black ownership, local business promotion, and empowerment of youth, women, and persons with disabilities.

Compulsory Functionality Threshold: Bids are assessed against mandatory functional criteria totaling 100 points. A minimum score of 60 is required to remain eligible; submissions falling below this threshold are automatically disqualified irrespective of pricing.

Standard Municipal Declarations (MBD Forms): Legally mandated compliance documents covering tax clearance verification, conflict of interest disclosures, historical supply chain conduct, and independent bid determination to guarantee transparency and prevent collusive bidding practices.

Quotation Validity: All submitted quotations must remain binding for a period of 30 days from the closing date.