Supply, implementation, and maintenance of docusign electronic signature solution for opfa

Bidding procedure enquiries: Lufuno Balibali, Tel: 012 748 4002, Email: [email protected]. Technical enquiries: Magadi Tshitannye, Tel: 012 748 4048, Email: [email protected]. Submission email: [email protected]. Physical address: 4th Floor, Riverwalk Office Park, Block A, 41 Matroosberg Road, Ashlea Gardens, Pretoria, 0181. Postal address: P.O. Box 580, Menlyn, 0063. General contact: Tel: 012 346 1738 / 012 748 4000, Fax: 086 693 7472, Website: www.pfa.org.za.

Submit all bid response documents electronically via email to: [email protected]. Late submissions will not be accepted. Bids must be submitted on the official forms provided or in the manner prescribed in the bid document. Failure to comply with submission requirements (e.g., missing forms, incorrect format) may render the bid invalid. Include all required returnable documents: VAT registration number, Tax Compliance Status (TCS) PIN or CSD number, B-BBEE certificate/affidavit, and proof of authority to sign the bid (e.g., company resolution). For foreign suppliers, a TCS PIN is not required if the entity has no presence, income, or tax liability in South Africa.

Mandatory requirements (non-compliance disqualifies bid):

• Bidder must be accredited by DocuSign (OEM) and provide proof of accreditation in the bidder’s name.
• Bidder must have implemented DocuSign in at least 3 organisations in the last 2 years with similar requirements (verifiable reference letters required).
• Bidder must be a locally registered company with a physical office in South Africa.
• Bidder must submit proof of tax compliance (SARS TCS PIN or CSD number).
• Bidder must comply with B-BBEE requirements and submit valid certification (e.g., CSD report, B-BBEE certificate, or sworn affidavit for EMEs/QSEs).
• Bidder must not be listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• Bidder must not have conflicts of interest (e.g., directors/employees in state service or relationships with OPFA officials).
• Bidder must sign and submit SBD 4 (Bidder’s Disclosure Form) and SBD 6.1 (Preference Points Claim Form).

Preference points (20 points total, 80/20 system):

• 5 points: 51% or more ownership by black people (proof: CSD report/B-BBEE certificate/sworn affidavit).
• 5 points: 51% or more ownership by black women (proof: CSD report/B-BBEE certificate/sworn affidavit).
• 3 points: 30% or more ownership by people living with disabilities (proof: CSD report/B-BBEE certificate/sworn affidavit).
• 3 points: 30% or more ownership by youth (proof: CSD report/B-BBEE certificate/sworn affidavit).
• 4 points: EME/QSE status (proof: CSD report/B-BBEE certificate/sworn affidavit).

Evaluation method: Price (80 points) + Preference Points (20 points). Lowest acceptable price scores 80; others scored proportionally. Preference points awarded only if proof is submitted.

Scope: Supply, configure, implement, and maintain an on-premises DocuSign electronic signature solution for OPFA.

Key deliverables:

• 20 DocuSign user licenses for business users to initiate signature requests.
• 1-year maintenance and support for the implemented solution.
• Procurement of all licenses in the name of OPFA from the OEM.
• Implementation across four IT environments: production, development, testing, and disaster recovery.
• Seamless integration with OPFA business applications: Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), Respond case management system, Sage 200 Evolution, Sage 300 People, and Adobe applications.
• Implementation timeline: within 2 months of appointment.

Service provider responsibilities:

• Facilitate requirements gathering sessions.
• Conduct user acceptance testing (UAT).
• Manage change management and user training.
• Develop and deliver project deliverables for formal review and sign-off:

• Project Plan

• Business Requirements Document

• Solution Design/Configuration Document (including integration design)

• Change Management Plan

• Test Case Document

• User Acceptance Testing Certificate

• User Manuals (Administrators and End Users)

• Go-live Communication Material (user notices, awareness content)

• Close-out Report

• Disaster Recovery Manual

• Updated Solution Design/Configuration Document

Infrastructure:

• OPFA provides all on-premises ICT infrastructure (back-end and end-user) and Microsoft base operating system licenses.
• Bidder must specify technical requirements for servers, storage, and Microsoft Hyper-V during the planning phase.

Out of scope: OPFA-provided infrastructure and base OS licenses.

Pricing requirements:

• Submit comprehensive costs for the entire service, including all assumptions, cost factors, and VAT where applicable.
• Only firm prices will be accepted. Bids remain valid for 60 days from the closing date.
• Breakdown required for: Project Implementation, DocuSign Licenses, Maintenance and Support (1-year, paid monthly), Continuous Improvements.

Payment and invoicing:

• Maintenance and support invoices must be submitted monthly after service delivery.
• Each invoice must be preceded by a monthly performance report against SLA agreements, reviewed by OPFA.
• Penalties for SLA non-compliance:

• 3% of monthly invoice for incidents (normal/critical), service requests, or problem management (root cause analysis).

• 5% of monthly invoice for reporting delays.

Continuous improvement:

• 15% of the total contract value reserved for out-of-scope change requests (e.g., regulatory changes).
• Bidder must prepare a statement of work for OPFA approval before implementing any changes.
• Bidder may only bill for actual work done and signed off by OPFA.
• OPFA reserves the right not to use this provision if no new business needs arise.

Mandatory compliance requirements (non-compliance disqualifies bid):

• OEM accreditation: Bidder must be accredited by DocuSign to implement the solution and provide proof in the bidder’s name.
• Experience: Bidder must have implemented DocuSign in at least 3 organisations in the last 2 years with similar requirements. Verifiable reference letters must include: organisation name, contact person, telephone number, contract duration, and nature of activities.
• Local presence: Bidder must be a locally registered company with a local office in South Africa.
• Project plan: Bidder must provide a detailed project plan with timelines and deliverables per milestone.

Tax compliance:

• Submit Tax Compliance Status (TCS) PIN (via SARS e-filing) or CSD number.
• For consortia/joint ventures/sub-contractors, each party must submit separate TCS/CSD proof.
• Foreign suppliers: TCS PIN not required if the entity has no presence, income, or tax liability in South Africa.

B-bbee:

• Submit valid CSD report, B-BBEE certificate, or sworn affidavit (for EMEs/QSEs) to claim preference points.
• OPFA will verify CSD reports during evaluation; bidders must ensure information is updated and correct.

Disqualification risks:

• Non-compliance with any mandatory requirement.
• Bidder, directors, or employees are in the service of the state.
• Bidder is listed in the Register for Tender Defaulters or the List of Restricted Suppliers.
• False declarations or fraudulent claims for preference points.
• Failure to submit SBD 4 (Bidder’s Disclosure Form) or SBD 6.1 (Preference Points Claim Form).