Objectives

The primary objective of this tender is to procure and establish a secure, compliant, and operational enterprise-level on-premises electronic signature solution (DocuSign) for the organisation. The solution aims to modernise document signing processes, reduce reliance on manual and paper-based workflows, improve efficiency, ensure legal compliance with relevant legislation (such as the Electronic Communications and Transactions Act), and enhance record integrity and auditability of signed documents.

Scope

The scope of the tender includes:

• Provision of the DocuSign electronic signature solution, including setup, configuration, and integration with existing systems.
• Implementation across various document types and business applications, such as Microsoft Office 365, case management systems, Sage ERP, and Adobe applications.
• Provision of on-premises licenses for the required number of users, considering disaster recovery and operational continuity.
• Development, testing, deployment, and go-live support, including user acceptance testing, change management, and training.
• Support and maintenance services for a period of one year, including support for disaster recovery, system updates, backup, and audit management.
• Participation in disaster recovery testing and updating relevant manuals.
• Provision of documentation, training materials, and ongoing user management.

Technical Requirements

The technical requirements for the solution include:

• Secure, auditable, and compliant electronic signing capabilities for all critical organisational documents.
• Verification of signer identity and assurance of document integrity.
• Integration with existing business applications and document workflows.
• On-premises deployment with licenses supporting operational, testing, and disaster recovery environments.
• Compatibility with Microsoft Windows operating systems, Hyper-V servers, and other specified infrastructure.
• Regular system updates, patches, and upgrades aligned with OEM releases.
• Backup and disaster recovery arrangements, including testing and documentation.
• Audit and reporting functionalities to support internal and external audits.

Skills Requirements

The successful bidder must demonstrate:

• Accreditation and proven implementation experience with the OEM (DocuSign) in at least three organisations with similar requirements within the last two years.
• Capability to configure, deploy, and support an enterprise-level electronic signature solution on-premises.
• Experience in system integration, including with Microsoft Office 365, case management systems, and other relevant business applications.
• Ability to provide comprehensive project planning, including timelines, milestones, and deliverables.
• Expertise in system testing, user acceptance testing, change management, and user training.
• Knowledge of backup, disaster recovery, and system maintenance best practices.
• Capacity to participate in audit management and produce management reports.
• Local registration and presence, with a physical office in South Africa.