Objectives

The primary objectives of this tender are to:

• Ensure Business Continuity: Maintain uninterrupted access to SigniFlow’s digital signing and workflow functionalities essential for daily operations such as procurement approvals, HR processes, financial sign-offs, and executive submissions.
• Enhance Operational Efficiency: Leverage digital workflows to reduce turnaround times, eliminate paper-based processes, and improve overall organizational productivity.
• Promote Compliance and Security: Ensure adherence to relevant legislation including the Electronic Communications and Transactions Act (ECTA), POPIA, and ICT governance policies.
• Support Remote Collaboration: Enable secure remote signing and approvals to accommodate off-site or hybrid working arrangements.
• Preserve Audit Trails and Document Integrity: Maintain secure, time-stamped, and traceable records of all signed documents for audits, reporting, and regulatory compliance.
• Support and Maintenance: Provide ongoing support and system maintenance post-renewal.
• User Training: Offer training for new and existing users to ensure effective system use.
• Integration: Integrate SigniFlow with internal systems such as ILMS and ERP to streamline workflows.

Scope

The scope of work includes:

• Renewal of SigniFlow licenses for a period of sixty (60) months.
• Provision of support and maintenance services for the system.
• Delivery of user training and skills transfer to the ICT team.
• Configuration of the system to enable integration with the Internal Learner Management System (ILMS) and Enterprise Resource Planning (ERP) systems.

The successful bidder will be responsible for these activities throughout the contract duration, ensuring continuous, secure, and compliant digital signature and workflow services.

Technical Requirements

The technical requirements for the tender include:

1. Experience and References

• Proof of relevant experience in software renewal processes (max 30 points).
• Contactable references from RSA-based clients demonstrating experience in software renewal (max 20 points).

2. Support and Maintenance Plan

• Provide a detailed support plan covering scope, SLAs, escalation procedures, maintenance, upgrades, and monitoring (max 30 points).

3. Training Plan

• Submit a comprehensive training plan for end-users and administrators, including materials, delivery methods, and coverage of key elements (max 20 points).

4. Integration Plan

• Develop and submit a detailed integration plan for connecting SigniFlow with ILMS and ERP, covering architecture, data management, security, testing, and validation (max 30 points).

Evaluation Threshold

Bidder must achieve a minimum of 80 points out of 100 on the functional criteria to be considered responsive.

Summary

The technical requirements focus on proven experience, comprehensive support and training, and detailed integration planning to ensure the renewal of SigniFlow licenses supports the organization's digital transformation, operational continuity, and compliance standards.