Development and implementation of a signiflow event handler integrating signiflow and sharepoint for the council for medical schemes

Closing

• Date: 22 October 2026
• Time: 23:59

No compulsory briefing session or site visit is scheduled.

Bidding procedure enquiries

• Contact: Ludwe Madayi
• Telephone: 012 431 0484
• Email: [email protected]

Technical enquiries

• Contact: Henry Eybers
• Telephone: 066 280 8299
• Email: [email protected]

Submission

• Method: email
• Submission emails: [email protected] and [email protected]

Invoices

• Email: [email protected]

CMS address

Block A

Eco Glades 2 Office Park

420 Witch-Hazel Avenue

Eco Park

Centurion, 0157

General switchboard: 012 431 0500

Customer care: 0861 123 267

Submission method

• Email only, to [email protected] and [email protected].
• Closing time: 22 October 2026 at 23:59.
• Bids received after the closing time will not be considered.
• Submissions sent through cloud transfer services (WeTransfer, Google Drive, Dropbox or similar) will not be considered.
• Bids must be completed on the official forms supplied; retyped documents are not accepted.
• The CSD registration number must be reflected on SBD 1.

Returnable documents

• SBD 1 (Invitation to Bid): bidder identification, contact details and CSD number, signed as the offer cover page.
• SBD 4 (Declaration of Interest): discloses any director, member, shareholder or controlling-interest holder employed by the state or connected to a CMS official.
• SBD 6.1 (Preference Points Claim Form): claims points for price and specific goals under the 80/20 system.
• SARS tax compliance status PIN, or a printed TCS certificate.
• National Treasury Central Supplier Database report.
• Valid B-BBEE certificate or sworn affidavit (EMEs and QSEs).
• Proof of authority for the signatory, such as a company resolution.
• Two client reference letters and a signed project plan (see evaluation criteria).
• The successful bidder must complete and sign the written contract form (SBD 7).

Disqualification risks

• SBD 1, 4 and 6.1 not completed and signed.
• Late submission, or submission through a cloud transfer service.
• Listing on the National Treasury restricted bidders or tender defaulters database.
• Bidders, directors or members who are persons in the service of the state.
• Failure to submit the mandatory reference letters or project plan.
• Where consortia, joint ventures or subcontractors are used, each party must submit its own tax compliance certificate, PIN or CSD number.

Administrative and evaluation documents

• SARS tax compliance PIN document.
• National Treasury Central Supplier Database report.
• Valid B-BBEE certificate or sworn affidavit (EMEs and QSEs).
• Completed and signed SBD 1, SBD 4 and SBD 6.1 — failure to complete and sign these may lead to automatic disqualification.
• Proof of authority for the signatory, such as a company resolution.

Two-phase evaluation

• Phase 1 — mandatory criteria: eligibility and prior experience. Bidders who fail this phase are not evaluated further.
• Phase 2 — price and specific goals, scored on the 80/20 preference point system under the PPPFA Regulations 2022.

Phase 1 mandatory submissions (failure disqualifies)

• Two reference letters relevant to the scope of work, on the client's letterhead, not older than five years (generally dated on or after October 2021), demonstrating similar project experience.
• A project plan signed by an authorised bidder representative, covering implementation methodology, delivery timelines with milestones and deliverables, and a detailed cost breakdown including implementation and other charges.

Phase 2 scoring

• Price: 80 points, based on a detailed budget breakdown.
• Specific goals: 20 points.
• Total: 100 points.

Specific goals allocation (20 points)

• Historically Disadvantaged Individuals (5 points): 80%–100% black-owned 5; 50%–79.99% 4; 20%–49.99% 3; 1%–19.99% 1; below 1% 0.
• Size of the company (3 points): EME 3; QSE 2; generic enterprise 1.
• Black woman-owned enterprise (5 points): 75%–100% black women owned 5; 51%–74.99% 3; 1%–50.99% 1; below 1% 0.
• Ownership by people with disabilities (3 points): 75%–100% 3; 51%–74.99% 2; 1%–50.99% 1; below 1% 0.
• Ownership by youth under 35 (4 points): 75%–100% 4; 51%–74.99% 3; 20%–50.99% 2; 1%–19.99% 1; below 1% 0.

Preference point conditions

• Only bidders who complete and sign SBD 6.1 are considered for preference points.
• CMS may require a bidder to substantiate any preference claim before or after adjudication.
• Points for company size are awarded regardless of whether they are claimed on SBD 6.1, but a valid B-BBEE certificate or sworn affidavit must still be submitted.
• Failure to submit the supporting proof means the related specific goal points are treated as not claimed.

Scope

• Develop and implement an Event Handler for SigniFlow that integrates the CMS's SigniFlow and SharePoint systems and automates processing between them.
• The solution must support programmatic creation and management of documents.

Required automation

• Document completion trigger: initiate automated processes when a document is completed in SigniFlow.
• Automated archiving: archive completed documents in the designated SharePoint repository or another approved storage location.
• Distribution: automatically route completed documents to the relevant recipients or designated locations as CMS requires.
• Audit trail: generate and securely store audit trails of document activities, processing events and transaction details for accountability and compliance.
• Scheduled deletion: run a scheduled process to delete workflows from SigniFlow as CMS requires.

Quotation content

• Proposed technical solution.
• Implementation approach.
• Estimated delivery timelines.
• Associated costs.
• Ongoing support and maintenance arrangements.

The project plan submitted with the bid must set out the implementation methodology — the proposed approach, activities and processes for delivering the solution — a project schedule showing key milestones, deliverables and anticipated completion dates, and a detailed breakdown of estimated project costs including implementation and other applicable charges.

Payment is milestone-based: CMS pays only for completed work (milestones and deliverables) against the project implementation plan agreed at project inception, within 30 days of an original tax invoice. Invoices go to [email protected] and must reference the CMS purchase order number. No work may be delivered without an official CMS purchase order.

Phase 1 mandatory criteria assess eligibility and prior experience; bidders who fail are excluded from further evaluation.

Bidders must submit two reference letters relevant to the scope of work, written on the client's letterhead and not older than five years (generally dated on or after October 2021), demonstrating relevant experience and successful performance on similar projects.

Pricing

• Price carries 80 of the 100 evaluation points.
• A detailed budget breakdown must be submitted with the quotation.
• The project plan must include a detailed breakdown of estimated project costs, including implementation costs and any other applicable charges.

Payment

• CMS pays in full within 30 days of receiving an original tax invoice, against substantiated claims for work completed to its satisfaction.
• Payment is made only for completed work (milestones and deliverables) in line with the project implementation plan agreed at project inception.
• Invoices must be emailed to [email protected].
• Every invoice must reference the CMS purchase order number.
• No goods or services may be delivered without an official purchase order from the CMS Supply Chain Management Unit.

Other

• RFQ validity period: 90 days.
• CMS is not liable for any costs bidders incur in preparing and submitting proposals.

Registration and tax

• Bidders must register on the National Treasury Central Supplier Database and reflect the CSD number on SBD 1.
• A SARS tax compliance status PIN must be submitted; a printed TCS certificate is also acceptable.
• Consortia, joint ventures and subcontractors: each party submits a separate TCS certificate, PIN or CSD number.
• CMS will not award to a non-compliant bidder. A recommended bidder found non-compliant is given seven working days to provide proof of compliance or of arrangements to meet outstanding tax obligations, failing which the bid is rejected.
• An award may be withdrawn or a contract cancelled if the bidder was not tax compliant at award or submitted a fraudulent tax clearance certificate.

B-bbee

• A valid B-BBEE certificate or sworn affidavit (EMEs and QSEs) must be submitted to qualify for preference points.
• Supporting proof for specific goal claims: certified SA ID copies of directors, owners or shareholders (HDI); B-BBEE certificate or sworn affidavit (company size); medical certificate or letter from an accredited health professional (ownership by people with disabilities); B-BBEE certificate or sworn affidavit plus certified ID copies and CIPC document (black women-owned and youth-owned enterprises).

Exclusions

• No bid will be considered from a person in the service of the state, a company with such a director, or a close corporation with such a member.
• Bidders listed on the National Treasury restricted bidders or tender defaulters database are disqualified.
• CMS may reject a bid where the bidder or its directors, members, shareholders or related parties have been convicted of fraud, corruption or collusion in the past five years, submitted false information in any procurement process, or where past conduct poses a reputational or operational risk.

Contract

• The successful bidder must sign the written contract form (SBD 7) and will work under the supervision of a CMS representative, abiding by the CMS Code of Conduct and organisational guidelines.

A valid B-BBEE status level verification certificate, or a sworn affidavit for EMEs and QSEs, must be submitted to qualify for preference points. Points for company size are awarded regardless of whether they are claimed on SBD 6.1, but the certificate or affidavit must still be submitted.

Mandatory Phase 1 submissions (failure disqualifies the bid):

• Two reference letters relevant to the scope of work, on the client's letterhead, not older than five years (generally dated on or after October 2021), demonstrating relevant experience and successful performance on similar projects.
• A project plan signed by an authorised bidder representative, covering implementation methodology, estimated delivery timelines with milestones and deliverables, and a detailed cost breakdown including implementation and other applicable charges.

Phase 1 mandatory criteria assess eligibility and prior experience; bidders failing this phase do not proceed. Phase 2 scores price and specific goals on the 80/20 preference point system under the PPPFA Regulations 2022.

Points: price 80, specific goals 20, total 100.

Specific goals: Historically Disadvantaged Individuals 5 points (based on black ownership percentage); size of company 3 points (EME 3, QSE 2, generic 1); black woman-owned enterprise 5 points (based on black women ownership percentage); ownership by people with disabilities 3 points (based on percentage); ownership by youth under 35 4 points (based on percentage).