Objectives

The primary objective of this tender is to procure a secure, web-based digital signature solution with fifteen (15) user licenses that supports multiple signing methods, workflows, and integration capabilities. The solution aims to enhance document approval processes, ensure legal compliance, improve operational efficiency, and reduce paper handling within Harry Gwala District Municipality.

Scope

The scope includes the supply, installation, and configuration of a digital signature platform that supports:

• Web-based access across multiple devices and operating systems (Windows, macOS, Android, iOS)
• Support for various signature methods including simple acceptance, drawn signatures, uploaded images, digital certificates, and hardware signature pads
• Workflow features such as sequential and parallel signing, OTP verification, email notifications, and address book management
• Document management functionalities including secure storage, categorization, search, and file conversion (Word to PDF)
• Security features like SSL/TLS encryption, user authentication, audit trails, and role-based permissions
• Integration capabilities via REST API, hardware signature pads, email systems, and document management systems
• Deployment options including cloud-hosted and on-premises solutions

The solution will be used for internal processes such as contract signing, HR onboarding, approvals, and other authorization workflows.

Technical Requirements

• Web-based, browser-accessible platform with no client software installation
• Support for multiple signature types and signing workflows (single, sequential, parallel)
• OTP verification via email or SMS for signer authentication
• Document repository with secure storage, categorization, and search capabilities
• Automatic conversion of Word documents to PDF while preserving formatting
• Support for PDF and Word document signing
• Audit trail with timestamp logging for all signing activities
• Security features including SSL/TLS, user access control, and role-based permissions
• Platform compatibility with Windows, macOS, Android, and iOS
• Deployment flexibility for cloud or on-premises environments
• Integration support via REST API and hardware signature pad compatibility

Skills Requirements

Service providers must demonstrate:

• Reputable experience in deploying digital signature solutions
• Technical expertise in web-based platform configuration and integration
• Knowledge of security protocols, encryption, and compliance standards
• Ability to support multi-platform deployment and hardware integration
• Experience with document management systems and workflow automation
• Provision of ongoing support and maintenance services post-implementation